Nesmith Library Board of Trustees

Tuesday, January 11, 2011

Minutes

 

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

Director Carl Heidenblad

Assistant Directors Lois Freeston, Diane Mayr

 

Call to Order:

The meeting was called to order at 7:04 pm.

 

Minutes:  The minutes from the December 15, 2010 meeting were accepted unanimously with one change, namely, that the next Strategic Planning Committee meeting will occur on January 24, 2011 (not 2010).

           

Correspondence: There was no new correspondence to report this month.

 

Reports:

            Treasurer’s Report:  Norman presented an unofficial final treasurer’s report for the year which showed that the library finished 2010 having spent 97.7% of its budget. Jena Day, who compiles the official reports, is still out on leave. The non-lapsing account didn’t appear on Norman’s report but no checks have been written against it so funds available are the same as in the November report, plus interest earned.

 

            Director’s Report:  A list of the trustee’s names and dates of service was updated for the town clerk’s office.

 

            The ceiling and lighting renovation has been completed. The staff, patrons, and Carl are all quite pleased with the much-improved lighting in the entrance, circulation, and audio/visual areas.

 

            The Strategic Planning Committee hasn’t met since the last trustee meeting so there is no committee report to present.

 

Unfinished Business:

Trustees Emeritii: A motion was made by Carolyn that the Board elect Francis “Frank” Traynor and Daniel “Dan” Quinlan posthumously as Trustees Emeritii. The motion was seconded and passed unanimously.

 

New Business:

Printing from Public Computers: The library’s printers are very heavily used by the public, resulting in significant outlays for toner and paper as well as the need to replace a printer every 12 to 18 months. In an attempt to stop losing money on printing, the fee structure for copies was revised.  Mary Lee made a motion that there be no free copies made from the printers and that the cost per page copied be increased from five cents to ten cents. The motion was seconded and passed unanimously.

 

Internet Use Policy: Given the pervasiveness of the internet, Carl would like to streamline the library’s internet use policy. J R feels it is important to gather statistics on internet usage. Further discussion was deferred until the next trustee meeting when Carl will present alternatives that incorporate both priorities.

 

Fines: Carl was convinced by his staff to drop discussion about raising fines for overdue materials.

 

HVAC: The HVAC system’s main controller is broken, with the result that two of the three boilers don’t work while the third runs constantly whenever the outside temperature is less than 52 degrees. A comfortable indoor temperature is maintained because Carl turns the system on and off manually throughout the day. While this approach works for heating the building, it won’t work for air conditioning.

 

Carl and Al Barlow are looking at two possible control heads that would work with the current system. Al will speak with NE Mechanical about which would work better.

 

Carl had previously mentioned a more expensive, computer-controlled energy management system but is not sure whether it would work with the hardware in the current HVAC system. It is also unclear whether it would yield significant energy savings.

 

A motion was made by Carolyn to approve the expenditure of up to $5,000 for replacement of the main controller board of the HVAC system. The motion was seconded and passed unanimously.

 

Meeting End-time: A motion was made by Norman that all regular meetings of the Board of Trustees last no more than 75 minutes unless a motion is made to extend the meeting in order to complete essential or time-sensitive business. The motion was seconded and passed unanimously.

 

Director’s Evaluation: A motion was made by Carolyn and was seconded that the Board enter non-public session in accordance with RSA 91-A:3. Board members voted as follows: Mary Lee “yes”, Carolyn “yes”, J R “yes”, Patricia “yes”, Norman “yes”, Anne Marie “yes”, Mark “yes”. Following a discussion, Carolyn moved that the Board exit non-public session. The motion was seconded and the vote was as follows: Mary Lee “yes”, Carolyn “yes”, J R “yes”, Patricia “yes”, Norman “yes”, Anne Marie “yes”, Mark “yes”.

 

Announcements:

E-book Training: Carl will present a workshop for the public entitled “Introduction to E-books and the Library” on Thursday, January 13, 2011 at 6:00 pm.

 

FLOW Winter Book Sale: The FLOW Winter Book Sale will take place in the library from Wednesday through Friday, January 26 – 28, 2011.

 

Strategic Planning Committee Meeting: The next meeting of the Strategic Planning Committee will take place on January 24, 2010 at 6:30 pm.

           

Trustees’ Meeting: The next meeting will be held on Tuesday, February 8, 2011 beginning at 7:00 pm.

 

2011 NHLTA Annual Spring Conference: The NH Library Trustees Association will hold its annual spring conference in Bedford on Monday, May 9, 2011.

 

The meeting was adjourned at 8:45 pm.

 

 

Respectfully submitted,

Patricia Barstow

Draft subject to approval