Nesmith Library Board of Trustees

Tuesday, May 11, 2010



Present:  Trustees--Mark Branoff (Chairman), Carolyn Webber (Vice-Chairman), Norman Boutillette (Treasurer), Mary Lee Underhill (Assistant Treasurer), Patricia Barstow (Recording Secretary), Anne Marie O’Neil (Corresponding Secretary)

Directors-- Carl Heidenblad, Lois Freeston, Diane Mayr


Call to Order:

Mark called the meeting to order at 7:05 p.m.


Minutes:  The minutes from the April 13, 2010 meeting were accepted with the following amendment on page two: Carl is not technically a member of the Finance Committee even though he attends every committee meeting.


Correspondence: Anne-Marie circulated a thank you card from a staff member thanking the Board for their card, which commemorated her employment anniversary and included a winning scratch ticket.


The Board decided to continue sending anniversary cards for the coming year.



            Treasurer’s Report:  Norman reported that we are now 33.33% of the way through the year and 32% of the budget has been spent. It was noted that 38% of the operating costs have been spent, primarily due to money expended on computer supplies and property maintenance.


            It was noted, with gratitude, that FLOW covers a large portion of the costs of programming at the library.


            Director’s Report:  Discussion deferred until New Business.


Unfinished Business:

            Trustee Vacancy:  There is still a 2-year vacancy on the Board. Board members discussed efforts to find a candidate to fill the position and decided to post the vacancy on the town’s web site under “Volunteer Positions”. Anne-Marie will handle this.


            Equipment Borrowing Policy Draft:  The draft of the library’s new equipment borrowing policy looks very solid. Only two issues were raised, concerning late returns and loan tracking. The policy will be amended for a vote at the next meeting.


            Appreciation Dinner for staff and out-going trustees: The Board discussed alternatives to staff appreciation dinners, which not everyone attends. Alternatives would occur during work hours, thus allowing more of the staff to participate. Anne-Marie will put together a proposal for the next meeting.


            The trustees would like to honor the out-going trustees during the FLOW banquet, if that idea is agreeable to FLOW.


New Business:

            Approval of Trustee’s 2010-2011 meeting schedule: Anne-Marie made a motion to approve the new meeting schedule. Approval was unanimous.


            Meetings are held in the library at 7pm on the second Tuesday of the month. The schedule is as follows:

2010: April 13, May 11, June 8, August 10, September 14, October 12, November 9, December 14

                        2011: January 11, February 8, March 15

            Note that there is no meeting in July and that the March meeting falls on the third Tuesday of the month due to the town elections, which occur on the second Tuesday.


            Library office renovation: Carl’s goal for this year or early next year is to vacate his current office and return that room to its intended use. The room was originally designated as a meeting and quiet study room. In seeking to make every bit of space in the library as productive as possible, Carl would ideally like to move to the technical services room. He asked and received the Board’s permission to have Sally D’Angelo release a preliminary bid document to determine the cost of reconfiguring the technical services room.


            Long-range planning: In this economic climate, the library is in conservation and maintenance mode. For the next two to three years, the library will tweak what it has to make things as effective as possible for the public. The computers need to be maintained in good condition. Money remaining from a previous CIP allotment will cover the installation of new lighting over the circulation desk but is not sufficient to recarpet the entire library. This project needs to be done but won’t happen until at least 2012. The library also needs a larger shed (or a second one – but the current one is showing some wear). Perhaps a local business would be able to donate or assist with this.


            NHLTA Portsmouth Annual Meeting summary: Norman attended this conference and reported that it was a very good day on the whole. He attended an excellent presentation on safety in the library and passed on contact information to Carl for a future staff development opportunity. The social media lecture was entirely opposed to the use of social media, while the cyber-crime fighters lecture stressed instructing and guiding children in the proper use of the internet.



            2010 NHLTA Orientation Workshops: This workshop, offered in three locations, is appropriate for new Trustees.


            NH Attorney General’s Library Trustee Session: This workshop constitutes a Library Trustee 101 class. In it, RSAs applicable to libraries will be reviewed and the hot topic of the year will be discussed. This event generally draws more that 100 Trustees. Mark will poll Board members in ten days and then send in a group reservation.


            FLOW Strawberry Festival: June 5, 2010


            Trustees’ Meeting: The next meeting will be held on June 8, 2010.


The meeting was adjourned at 8:47 p.m.



Respectfully submitted,

Patricia Barstow

Draft subject to approval