Hooksett Public Library

Board of Trustees

January 10, 2006 9:00AM

Minutes

Present: Mary Farwell, Chairperson, Mary Leger, Secretary, Mac Broderick, Treasurer, Heather Shumway, Director

Secretary's Report: Approved and filed

Treasurer's Report: Approved and filed

Director's Report: Attached

Unfinished Business:

• Roof Leak
  • MF spoke with John Karpinski regarding urgency. He suggests calling Sky Line rather than having a town employee look at it. HS to call Sky Line.
• Shelving Options
  • HS to contact Ed Comtois to check on order.
• Payroll and Reporting Issues
  • To be sure that Diane Savoie gets what she needs for the audit and for other reporting purposes, we plan to ask her to attend a future meeting of the Trustees to discuss how we can better provide information.
• Wireless Internet Policy
  • To be put on future agenda.
• Newsletter for Town Council
  • HS currently working on it. Possibility to be done for year-end review. HS to email report to Trustees for feedback.

New Business:

• Health Insurance Premium Charge for 2006
  • Trustees voted and agreed to follow town policy regarding employees paying the increase in premiums for their health insurance. They will pay 7.5% as of 2/1/06 and 10% as of 7/1/06.
• Budget
  • The Town Council unanimously accepted our budget as presented as well as the HVAC warrant article. Next step is Budget Committee presentation on Feb 4
• New Copier
  • MF received details on the new copier's previous life. It is capable of making 50,000 copies per year, and the Library's average is 36,000 per year. Toner is included, except for the warranty period. 0.015 extra copy charge over 50,000 copies. Rep Ron Miller to supply a copy of the maintenance agreement for review by Trustees Voted to lease copier pending receiving a copy of the maintenance agreement.
• New Computer Pricing
  • Deferred until February.
• Report on Meeting with Tracy
  • MB reported that Tracy will be the person who files with the IRS. However, she will not be the day to day hands on bookkeeper, but will be reviewing all our records prior to checks being cut. She is free to email either Alice or Diane with questions or concerns but will copy MB so Trustees are informed of issues. Vacation/Sick hours were reviewed with her, and any necessary changes were to be made.
• Charter Amendment to Increase Number of Board Members
  • MB to draft letter for Town Council to request and show the need for the increase. Trustees to review draft.
• Donations for 2006
  • Voted to accept Wal-Mart Grant, This is a matching grant of $1000 to start a music CD collection, to be matched by $1000 from Book Sale Proceeds
  • The Library will be receiving a bequest from the will of William Greenough. It is a $100,000 gift, principal to be held trust with Manchester Area Charitable Foundation. The will specifically says that the Library will receive interest from the bequests, to be used to supplement the Library budget, not to supplant it.
• New Phone Plan
  • Dave Jodoin is working on the new phone plan.
• March Meeting
  • MF would like to postpone meeting date from 3/14/06 to 3/21/06. Everyone agreed.
• Six Month Goals
  • MB formatted a new skeleton evaluation sheet. He wants our input and ideas, and wants us to think about weighting. We will all work to enhance it together. MB will email a copy to each of us to work on.

Items We Are Tracking:

• In Spring 2006 we need to discuss liability/responsibility.
• Get packet ready for March PTA flyer envelope.

Next Meeting: February 16, 2006 5:30 PM

Director's Report

January 10, 2006

Collection Development & Acquisitions:

Jeff and I have compared costs through three different vendors for our magazine subscriptions. We will now distribute our purchasing between these three vendors for an estimated savings of $700 from using Ebsco alone.

Circulation:

We have created a new collection code which will enable the circulation of particular items in the reference section that could be useful to patrons to check out. The materials will circulate for only one week at a time. LeeAnn and I are working on determining which items will be included.

Children's Department:

Storytime & Toddler Time continue to be very popular, with requests for more programs for school age children. As everyone already knows we would like to honor these requests but are limited in only having Vickie to run programs. Vickie's Mother-Daughter book group is going strong. Vickie has received responses to her parent-son group.

Programs:

I have begun working with Meg Morenz to plan our new Coffee House/Open Mic. evening program.

National Library Week is April 10th to 16th, our library party in honor of the event is tentatively scheduled for April 15th.

Representatives from AARP will again provide tax assistance several evenings per week.

Publicicity:

The staff has created a rotating schedule to provide entries to the Hooksett Banner. We will review the upcoming month and plan accordingly at our staff meetings once a month.

Our email list is now up to 164 members, with approximately 10-15 new entries each month, mostly newly registering patrons.

Finances:

I have reviewed our current budget and our standing within the current year and examined the overspent line of building maintenance supplies.

Staff News:

Rosanne Beaudoin has been recruited by the Cawley Middle School to run their library. She is continuing to help us on Wednesday evenings for the first few weeks of January. She was very sad to leave the comfort she felt here, but felt the new challenge and full-time hours and benefits were too strong an opportunity to be missed.

Sara Gove will be leaving as of February 1 to move south with her husband in his new military post.

We have hired, pending final approval by the Trustee Board, Sue Stancavage to replace Rosanne's daytime hours and work alternating Saturdays. We will be interviewing candidates to replace Sara this upcoming week. All library staff are working very hard to cover the lost hours.

Staff meeting time continues to be spent on reviewing the changes that Jeff has made to our website to provide a more complete listing of our online databases. In addition, we have all worked to review the revisions on the IRS website which will be the the primary source for tax forms this year and in the future. Promotion of new email list sign-ups was also a topic of discussion, in particular when registering new patrons.

The staff began a discussion regarding our involvement in GMILCS committees and subject interest groups. A bulk of the meeting involvement fell on LeeAnn and myself. The GMILCS board will be revisiting the structure and frequency of the various committees and looking at a restructuring. It was decided in light of this that we will revisit our required level of involvement after the GMILCS Board makes their decisions.

Respectfully submitted,

Heather Shumway