NESMITH LIBRARY BOARD OF TRUSTEES

Tuesday, September 9, 2008

Minutes

Present:  Joan Griffin, Chairman; Mary Lee Underhill, Vice-Chairman; Mark Branoff, Treasurer; Carolyn Webber; Anne Marie O’Neil, Carl Heidenblad, Director; Diane Mayr, Assistant Director, Lois Freeston, Assistant Director. Wendy Keller and Chris Monterio were excused.

Call to Order: The meeting was called to order by Joan Griffin, Chairman, at 7:05 p.m.

Minutes: The minutes of the August 12, 2008 meeting were approved.

Correspondence: None

Reports:

Financial—Two-Thirds of the year has elapsed—we have spent 65% of the budget.

Director’s-- Carl presented his report for September.

• Circulation--   In August 17,602 items were loaned, a 3.6% increase from the previous August.  For the year to date, at the end of August Nesmith loaned 136,692 items this year compared with 124,869 items the previous year!  For the year to date the library has averaged 17,000 items loaned every month!
• Registration--   There were 64 new registrations in August. 

·         Internet uses--  623 uses in August. 

·         People Counter--  7524 visits were counted in August.

·         Sunday usage--   There were 382 visits in August compared to 386 visits in August, 2007.

·         Statistics-- Our collection size totaled 80,014 items. Volunteer hours were 90.7.

Procedural Change.

• Library Cards.   The staff  has been discussing a number of issues regarding circulation.  There is a consensus that it is becoming increasingly necessary to require customers to use their library cards to “check out” materials.  We will publicize this procedural change during the last quarter of the year and  promote it using the ALA’s smartest card campaign materials.

Building and property maintenance. 

• On August 24^th there was a town wide power outage.  Following that outage, our AC unit failed to operate, and technicians found that the main controlling circuit board had been severely damaged.  It appears likely that a lightning strike or large power surge damaged the board.  Carrier had difficulty finding a replacement board.  That board was received and replaced, as well as many other items in the control circuit.  The AC is running more normally now, but still needs attention to get the cooling output balanced as right now the library is running quite cool, and areas such as the children’s room do not seem to respond to thermostats properly.

Denron is convinced that this damage could only have been caused by a huge power surge or a lightning strike.  We will file a claim with insurance for this damage.  Invoices have not been received yet.

Technology

• Eric Delong and Carl installed new switches on 9-2-08.

Unfinished Business

• F.L.O.W. graciously extended an invitation for the awards to be presented at their yearly celebration on Sept 25^th. It was decided instead that the awards will be presented at the Library during our October 14^th meeting.
• Strategic Planning Committee Brochure—Wendy Keller has agreed to chair the committee and will recruit volunteers. There was a general discussion on the methods needed for approval by the Board.
• Update on Volunteer Award—Carolyn will contact Dave Sullivan and keep the board posted.

New Business

·        Budget—draft discussion and explanation.

·        Personnel Committee will meet September 17^th at 4 p.m.

·        Margaret Donovan Donations--$785.00 received to date, family has requested that monies be used to purchase children’s books.

• Fund-Raising—Discussion of issues raising money in an uncertain economic period. Importance of keeping the public informed through strategic planning and publicity. Discussion of possible professional fund raiser to speak and begin project for 2009/2010.
• Company Credit Card—some vendors will not take Purchase Orders and need a credit card to place an order. Carl will check with Dave Sullivan on town usage of credit cards.
• F.L.O.W Gifts—discussion to formally accept and publish F.L.O.W gifts of property, shelving and electrical work. A vote will be taken next month.
• Painting and Carpeting. Little progress has been made with painting due to the wet summer. However, we have 5 years to use the monies. It is hoped that painting of the building will be done next summer and the drafts and bids for carpet tiles can be completed by Dec. 2009.

Announcements

·  Trustees’ Meeting—Tuesday, October 14, 2008 6:00 p.m. Trustees Emeritus Award 7:00 p.m.

ADJOURNED:  The meeting was adjourned at 8:50 pm

Respectfully submitted,

Anne Marie O’Neil

Wendy Keller, Recording Secretary

Draft Subject to Approval