Hooksett Public Library
Board of Trustees
February 8, 2005 9am
Minutes

Present: Mary Farwell, Chairperson, Marion Jacobi, Treasurer, Lisa Gillis, Secretary , John Karpinski, consultant

Secretary's Report: Minutes from the January 15, 2005 meeting were approved and filed

Treasurer's Report

  • No report could be given; Alice had not been in yet.

Unfinished Business:

  • HVAC
    • MF presented a report showing what money is available for the 1st phase of the HVAC project. If lowest bidder is selected funding will be very tight. MJ will speak at Town Council meeting to make them aware of situation on Feb. 23rd.
    • JK met with Central Aire, the low bidder, to make sure bid was complete. He also researched their work history and found no complaints against them. Trustees will report to Town Council so bidding process can go forward. Once a contractor is selected a contract between Trustees and Contractor will be signed. JK will sign as a technical advisor. Within 7 days of signing the Contractor will lay out project plan for Trustees including completion date. Project should take no longer than 10 weeks. Library will be without A/C for a few days while rooftop is being installed and contacted. Project should cost as bid unless building blueprints supplied to contractor are not accurate.
    • When project is laid out, payment schedule will be established. Contractor will need money up front to cover bonding and paperwork costs. Trustees will pay subs 90% of amount due as work is completed. Contractor will submit an invoice a week before month's end. Trustees will have 15 days to pay.
    • MF spoke with Doug St. Pierre and Dave at Delta about consulting on HVAC contract.
  • CIP
    • On January 8th the Town Council heard the CIP request (HVAC phase II), and will vote at February 10th meeting.
  • 2005-2006 Budget Committee results
    • MF attended the budget hearing on Sat. 2/5. The board made no new changes to our budget.
  • Library Director hiring update
    • MF offered Heather Shumway the position of Library Director under the condition of passing pre-employment tests. Heather is scheduled to start on March 9th. The Trustees agreed to change their next meeting from 3/8 to 3/9 so Heather can attend.
  • Wal-Mart Grant
    • Wal-Mart grant money was spent on a series of audio lectures called Modern Scholar, most are about historical topics but some are science related.
  • Staff Update
    • MF received staff feedback and will pass it on to Heather.

New Business:

  • Databases
    • A notice to renew our subscription to World Book is coming due before Heather's start date. The staff would like to continue World Book but recommended ended other services. Amy was called in Amherst and agreed with staff.
  • Staff Schedules
    • Leeanne asked Trustees to continue Sara's schedule including the four extra hours that were originally temporary but are still necessary. Trustee's agreed. Sat. has been running with only 2 staff instead of 3, which is saving money, and not impacting patrons.
  • SNHU Tax service
    • Students from SHNU advertised free tax help at the Library but no one was available to help patrons. Staff will be advised to have SNHU fill out a room reservation form with a contact person and phone number.
  • Dates for Public Hearings
    • 2/10 Budget Committee meeting on warrant articles (HVAC phase II), MF will attend
    • 3/3 Budget Committee Public Hearing
    • 3/7 Planning Board, St. Mary's Apartments may becoming Condo's, LG and MF will attend
    • 4/2 Deliberative session- all trustees will try to attend
  • Insurance for Library Contents
    • MF asked state library for help determining value of Library contents. MF spoke with Diane at Town Hall, current coverage is for replacement value.
  • Grant Opportunities
    • New paperwork for the Target Grant will be available in March
  • Benchmarks to Evaluate Director
    • Trustees will prepare ideas of how to evaluate new director after 6 months and 12 months of employment.
  • Items we are tracking
    • Shelving options
    • Meeting Room Maintenance- painting plan
    • Kids' Community Service
      • Helpdesk for computer lab
    • Gift for AnnMarie-MF
    • Vacation Policy- MF
    • Measurement Tool for staff and Library Director reviews

 

The next Trustees Meeting will be March 9th at 9am