Nesmith Library Board of Trustees

Tuesday, September 13, 2011

Minutes

 

Present:  Trustees Mark Branoff (Chairman), Carolyn Webber (Vice-Chairman), Mary Lee Underhill (Assistant Treasurer), Patricia Barstow (Recording Secretary), Karen Marcil (Corresponding Secretary)

Director Carl Heidenblad

Assistant Directors Lois Freeston, Diane Mayr

Excused:  Trustees Norman Boutillette (Treasurer), Peter Tousignant

 

Call to Order:

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

 

Minutes:  The minutes from the August 9, 2011 and August 22, 2011 meetings were accepted as written.

           

Correspondence: There was no new correspondence this month.

 

Reports:

            Treasurer’s Report:   Spending is on track with 65% of the budget spent as two thirds 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. Carl will investigate the reason why health insurance spending is at 78% of budget and report to the Trustees by email.

 

Director’s Report:  In 2010, about 2,000 more items were circulated in the summer than this summer, but this August was a very good month for the library with visitations up more than 400 over 2010. The low visitation numbers on some August Sundays could be attributable to the weather.

 

The town’s JLMC (Joint Labor Management Committee) reported that there were two or three areas in need of improvement. The committee felt that the 800-1,000 pounds of metal shelving parts that have been stored in the eaves of the attic could be an impediment to fighting a fire so the parts have been moved to the shed. Half of the material stored in the electrical room has been moved. Also, some general housekeeping was done in the furnace room. The JLMC would like the staff room to remain locked during the day. A fire drill was held today and was very successful. At some point, Carl will be looking into a more permanent storage solution to replace the rented portable storage.

 

In personnel news, Vicky has returned from her maternity leave and Susanna Maher will be leaving at the end of September to relocate to Colorado with her husband. The Personnel Committee should meet in early October to move forward on replacing both Susanna and the young Adult librarian.

 

On September 27, Liz Longley will give a concert of folk or contemporary music. A recent graduate of the Berklee College of Music in Boston, Liz is an acoustical guitarist with a beautiful voice.

 

GMILCS Report:  Carl will attend his first GMILCS Board meeting on Thursday. Marilyn Borgendale, GMILCS’ System Administrator, will come to Windham on September 23 for the first of many staff training sessions.

 

Strategic Planning Committee Report:  The approved minutes of the July 18, 2011 Strategic Planning Committee were presented to the Board along with a working paper that the committee is developing. Committee members should refine the goals and define objectives for each goal and email this work to Norman by September 23.

 

Unfinished Business:

Library Office Renovation: The renovation is almost completed. The Trustees are very thankful to FLOW for their considerable financial assistance in this project and to Sally D’Angelo who designed the new space and selected colors and furniture. Carl gave the Trustees a tour of the renovated space. The office was originally designed to house three people and now has comfortable work spaces for ten. Staff members feel that the new cubicle walls have helped reduce noise in the office. Electrically, the office is much safer because it has been rewired to eliminate the need for extension cords, which abounded previously. Overall, the new office has a neat, clean, functional design. The Simonoff Room (a quiet study and meeting room that had been used as Carl’s office for several years) and the small study room next to it need a bit more cleanup before they will be ready for public use. When the project is completed, the library will offer three quiet study areas rather than the two that were previously available.

 

Announcements:

Trustees’ Meeting: The next regular Trustees’ meeting will be held on Tuesday, October 11, 2011 beginning at 7:00 pm.

 

Strategic Planning Committee Meeting: The next meeting of the Strategic Planning Committee will take place on Monday, September 26, 2011 at 6:30 pm.

 

NHLTA Orientation Workshops: Orientation workshops for new library trustees will be held from 5:00 p.m. to 8:00 p.m. as follows:

 

The meeting was adjourned at 8:05 pm.

 

 

Respectfully submitted,

Patricia Barstow

Draft subject to approval