Nesmith Library Board of Trustees
Tuesday, December 11, 2012
Present: Trustees – Norman Boutillette (Chairman), Peter Tousignant (Vice-Chairman), Mark Branoff (Treasurer), Karen Marcil (Assistant Treasurer), Patricia Barstow (Recording Secretary), Tara Picciano (Corresponding Secretary), Mary Lee Underhill
Director – Carl Heidenblad
Assistant Directors – Diane Mayr, Lois Freeston
FLOW – Amanda Laws (Membership Chairperson)
Call to Order:
The meeting was called to order at 7:00 pm. The minutes from the November 13, 2012 meeting were accepted as written.
Correspondence: There was no new correspondence to report.
Treasurer’s Report: Due to a delay in bank reporting, there is no Treasurer’s Report. Projecting as of November 30, we will finish the year within budget. In the future, the Treasurer or the Assistant Treasurer will be approving the Manifest Cover Sheet so as to more closely comply with NH public library law.
· Carl would like to have the CIP Proposal Committee meet in January, February, and March.
· Carl would like to lease 18 Dell computers for a 3-year period at $320 per month, leasing directly from Dell. This would allow the library to replace all of the public and most of the staff machines. (There are eight dedicated public machines and one that is used by both public and staff.) These Dell Optiplex 3010 machines would run Windows 7. Most of the library’s current machines need replacing and the library can’t afford to replace all of them in a timely manner so the most reasonable option is leasing. An alternative would be to continue buying new machines as old ones die, the current practice, but leasing would allow every machine in the library to run the same platform, and the lease agreement comes with next-day support. Furthermore, Windows XP, the operating system running on many of the library’s machines, won’t be supported in next version of the Polaris software system. Some of the old machines would be kept for cataloging, the worst would be junked, and the rest would be used as spares or for spare parts.
A motion was made by Peter to accept and approve the recommendation of the director to lease 18 Dell computers starting in 2013 for three years for a total not to exceed $14,000 over the three year period. The motion was seconded and passed unanimously.
· Since joining GMILCS in January, we’ve borrowed 5500 items from GMILCS partners, 2700 of those borrowed directly by Windham patrons visiting other libraries, and we’ve loaned 19000 items to other GMILCS libraries. The inter-library loan program, which is separate from GMILCS, also remains strong. Carl is excited about the convenience and opportunities offered by GMILCS’ Polaris software. The Polaris company and GMILCS have a strong partnership. 3M is currently developing an eBook program which will be available on Polaris in January. At that point, Polaris will be providing us with traditional offerings, an eBook program, and true authentication. In terms of technology, we’ve come a long way in a short time with Polaris.
FLOW Report: FLOW has about 240 current members and is still looking for two more Board members and someone to help with their website. Holiday craft classes have been popular, as always, and a few of the classes were expanded so that no one would have to be turned away. FLOW is planning a winter event, possibly in March.
Ad Hoc CIP Proposal Committee: Meetings will be held at 5:30pm on January 8, Feb 12, and March 19, immediately before our regular Board Meetings.
Ad Hoc Marketing Committee: A motion was made by Peter and was seconded to form an ad hoc marketing committee. The motion passed unanimously. Members will initially be Tara, Peter, and Lois. The purpose of the first meeting will be for all parties to meet and make sure they’re on the same page (Trustees, staff, FLOW).
Holiday Schedule for 2013: The holiday closing schedule will follow the same guidelines as in previous years.
A motion was made by Mary Lee and was seconded that we accept the holiday schedule as proposed by the director. The motion passed unanimously.
Christmas Eve Closing: In accordance with what town offices are doing this year, Carl would like the library to be closed on December 24, giving the staff an unpaid holiday.
A motion was made by Norman and was seconded that the library be closed December 24, 2012. The motion passed unanimously.
Director’s Annual Review: Norman requested that all Trustees complete and return their evaluations to him by January 2.
Ad Hoc CIP Proposal Committee Meeting: Tuesday, January 8, 2013, 5:30 pm.
Trustees’ Meeting: Tuesday, January 8, 2013, 7:00 pm.
Sign-Up for Town Elections: January 23 to 5pm February 1.
The meeting was adjourned at 8:03 pm.
Draft subject to approval