Nesmith Library Board of Trustees

Tuesday, October 11, 2011



Present:  Trustees Mark Branoff (Chairman), Norman Boutillette (Treasurer), Mary Lee Underhill (Assistant Treasurer), Patricia Barstow (Recording Secretary), Karen Marcil (Corresponding Secretary), Peter Tousignant

Director Carl Heidenblad

Assistant Directors Lois Freeston, Diane Mayr

Excused:  Trustees Carolyn Webber (Vice-Chairman)


Call to Order:

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


Minutes:  The minutes from the September 13, 2011 meeting were accepted as written.


Correspondence: Thank you notes have been written to FLOW and Sally D’Angelo for the critical roles they played in making the office renovation possible.



            Treasurer’s Report:   Spending is on track with 72% of the budget spent as three quarters of the year has elapsed. Property maintenance costs have been high due to the expense of maintaining the HVAC system and this line item will exceed its budget this year. CAP III funds are nearly exhausted due to big ticket items such as carpeting. Preliminary indications are that health insurance costs will be going up significantly for next year. Employees pay a percentage of their health insurance costs and Carl expects that they will pay both a larger percentage and a larger co-payment next year.


Director’s Report:  September circulation was about the same as last year. The office project is 99% complete in the main office. A couple small items are on order and will arrive within two weeks. Carl is in a bind in terms of cleaning out his old office due to lack of storage space and is looking for a place to store things. Options discussed included moving things temporarily to the home of a trustee, throwing out shelving parts, and advertising furniture for sale on the internet.


FLOW will organize the official celebration of the renovated office.


We will vote at our next meeting on our holiday closings for next year. January 18 is the anticipated date when the library will become a fully-functioning GMILCS member, with the Polaris automation system replacing our current Follett system. In preparation for this, Carl would like to have the library closed to the public on the 17th. This would be a regular workday for the staff, who would also be able to do some final training.


A motion was made by Mary Lee Underhill and was seconded that the library be closed on Tuesday, January 17, 2012, to complete the Polaris system installation and facilitate the staff’s GMILCS training. The motion passed unanimously.


The next Staffing position to fill will be that of Sue Maher who worked 10-12 hours a week.


On Thursday at 1 pm, Carl will be having the first budget discussion with David Sullivan and Dana Call. There are several reductions in the proposed budget. “Salaries” will decrease because the Young Adult staff position will go from 25 to 15 hours per week. The “Tech Services” reduction comes from items related to our Follett automation system, which we will no longer have. The “Telecom” reduction comes from a change to a lower-cost telecommunications vendor. The only increasing item is heat as propane has gone from $1.60/gallon to $2.02/gallon.


This is the third year that the budget has not increased and, during this time, health insurance costs have continued to rise. Thus, the operating budget has effectively been decreasing for three years and the staff has had no salary increases during this period. Almost all town departments have been held to a level budget and have seen no salary increases in the past three years as well. Peter would like to see us plan to give raises as soon as is reasonably possible in order to protect our staff.


GMILCS Report:  At their Sept 15 meeting, the GMILCS Board voted to accept the Nesmith Library as a new member. Carl sent them our title database and Polaris is looking at it now for quality. Patron history will be removed before the patron database is turned over to Polaris. Marilyn Borgendale, GMILCS’ Executive Director and System Administrator, came on 9/23 to brief the staff about the Polaris automation system. Carl will be working with Marilyn and Kevin French, GMILCS’ Technology Librarian, to convert our everyday tasks to the system.


While we are being brought online on January 17, all of the other GMILCS libraries will be able to function only locally; they will not have access to each other’s databases. A GMILCS team will be on-hand during the first few days to help us with the transition.


GMILCS expects staff involvement from its member libraries and Lois and Diane have both attended GMILCS meetings which were very informative.


Joining GMILCS marks a milestone for the library and should be marketed accordingly. A motion was made by Norman Boutillette and was seconded that we form a focus group of volunteers to determine marketing strategies for the Nesmith Library’s entrance into GMILCS. The motion passed unanimously.


A motion was made by Peter Tousignant and was seconded that we extend the meeting to vote on any actions that must be completed before we reconvene. The motion passed unanimously.


Strategic Planning Committee Report:  The approved minutes of the August 22, 2011 Strategic Planning Committee were presented to the Board.


New Business:


A motion was made by Patricia Barstow and was seconded that we write letters to state librarian Michael York and the Windham-based state legislators in support of the inter-library van service. The letters should be based on the facts as presented by the NHLTA and should be delivered before our next meeting. The motion passed unanimously.


Library money is given to states by the federal government after they present a plan of use. If a state changes its plan of use midstream, the money stops coming. So this ILL van money could not be used for other purposes such as buying books.



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


Strategic Planning Committee Meeting: The next meeting of the Strategic Planning Committee will take place on Monday, October 17, 2011 at 6:30 pm.


The meeting was adjourned at 9:05 pm.



Respectfully submitted,

Patricia Barstow

Draft subject to approval