Hooksett Public Library

Trustees Meeting

January 23, 2007 5:30 PM

Present: Mary Farwell, Chairperson; Barbara Davis, Treasurer; Mac Broderick; Tammy Hooker; Mary Leger, Secretary; Heather Shumway, Director.

Secretary's Report: Approved and filed.

Treasurer's Report: Nothing to report.

Library Director's Report: HS advised that a former library volunteer passed away.

Unfinished Business:

• Budget
  • Budget committee hearing-Feb 3rd is the date, place to be determined. HS to follow up with Lee Ann Moynihan on location. MB to present at the meeting, ML and TH to join also.
  • Town Council vote on budget $381,060-approved.
  • Warrant article for employee wage increases-HS will be available to be there tomorrow to make sure we are included.
  • Revised spreadsheet and backup documents for trustees-BD/HS to send revised copies to trustees prior to Feb 3rd.
  • "Two sets of eyes" policy-MF proposes that two people always look at figures when we are sending out proposals, etc. Trustees voted for this new policy.
• Boiler bid & HVAC
  • TH to call Scott and agent insurance certificates general liability, auto and worker's comp, with the library named additional named insured.
  • Climate control-- HS reports that the heat has been better since it is colder outdoors. Regulation of temperature has to be certain. Training session will be held next week per HS. HS will continue to monitor temperature fluctuations between rooms.
  • Status of punch list items- HS will check with Peter Waterman from Central Aire.
  • Boiler alarm-HS spoke w/Tony from Atlantic Security who will run another line which would signal an alarm if the boiler is off. They can work w/Atlantic Security. HS to call for estimate for that work.
• Status of electrical problems/discussion with John Gimas
  • MB has received an estimate from John Gimas for $2500 for an infrared test. HS to check date of elevator failure. MB to speak w/deputy fire chief for his opinion on the test.
• Books for Babies Progress report
  • HS advised that letters were not mailed on the 15th-she will have an employee do it on 1-26-07. ML will then follow up 2-9-07.
• Endcap order- delivery date.
  • HS reports that they will be arriving next week and a date for installation will be determined. Because of the previous installation problem, MF recommended that HS will be present for the installation.
• Payroll Service and banking issues-BD
  • 941, W2s & unemployment figures to DS-BD is working on it and will deliver forms to Town Hall when they arrive.
  • 1099s-BD reports that we have 3 to do. Has forms for two, will complete when the 3rd party sends his form to her.
• Projector behind Circulation Desk- timeline for implementation
  • HS to double-check w/JS on timeline.
• Greenough Grant
  • MF recommends taking it as often as possible. This would involve an annual distribution now and then quarterly distributions which hopefully could go into our account electronically. BD to set up a money market for it. We should also have an expenditure file called the Greenough Grant to document expenditures from this account. MF to contact the charitable Foundation to set up the distribution schedule.
• Locking cabinet for HS office & for Trustees
  • Deferred until Feb. meeting.
  • List of what needs to be stored.
  • Computer backup tapes- where stored now?
• Holidays
  • 2007 Holidays- deferred to Feb meeting.
  • Revision of Holiday Policy-feedback from staff. BD will continue the revision and we will revisit this in Feb.
• Vacation pay policy
  • After reviewing the draft, we need to resolve issues similar to the holiday pay- to be further discussed in Feb.
• Onsite storage of library documents and materials
  • MF is concerned about HS's laptop being taken offsite until it is backed up (Quickbooks). She will keep it in the library so that Quickbooks is available for the Treasurer
• Nature Exploration Programs for Feb vacation
  • VD has scheduled for Tuesday of vacation. HS will email details to us and be sure that there is extensive publicity in the Banner and elsewhere ( PTA packets, PTA calendar, tell the preschool moms, etc).

New Business:

• Acceptance of donations-none at this time.
• Hiring/Staffing
  • Pre employment tests-background check, pre-employment physical and drug test, voted upon by the trustees.
  • Game plan for additional staff position-Deferred until Feb. meeting.
  • Open Hours-Deferred until Feb. meeting.
• PTA publicity
  • Feb Calendar to Claudette- must be to Claudette by the last Monday of the month. HS will send Claudette info by 1/26/07 ( as HS will be out on Monday January 29th).
  • Newsletter TH recommends including the newsletter in the first PTA packet of the month. The newsletters should go to Claudette no later than 9 AM( that is an absolute deadline) on the Wednesday that the packets are going out. So they should go to her by Wednesday Feb 7th ( earlier would be safer).
  • Newsletter-*****HS would like us all to email locations to her that might be good to place newsletter stands.
• Policies
  • Meeting Room Policy-Deferred until Feb. meeting.
    • Update on staff feedback and recommendations-HS
    • Private use of room for holiday parties
  • Storm related library closings
    • Scheduled meetings-MF recommends calling contact person if a meeting is scheduled to give them notice of closing.
    • Safety issues- if the library is open, it is the responsibility of library staff to be sure that conditions on the walkway and parking lot are safe. Highway Dept must be called if necessary, and if they cannot come, Library Director should consider closing the library.
  • Next policies to be reviewed and revised- MF to email a few more policies from the Town Personnel Plan for us to review.
• Carpeting in meeting room
  • MF suggests we explore options for the lower level. A&E could possibly help. HS to email contact info to us. We are looking for something that looks good, durable and sound absorbent and easily cleaned. Committee will consist of MF, ML and TH.
• Website upgrades-BD offered her son Ben's expertise
• Monuments- boundary markers
  • MB left a message for Amy Alexander and will meet in spring.
• Update from Heather on meetings
  • MF told HS we would love to get feedback about what she learned.
• Topics for Feb. 13
  • Trustee Retreat-
  • Feedback from HS on her online program
    • Personnel Policy manual-MF to email partial segments to trustees for review.
    • Facilities manual-MB would like to create. HS will start by looking at vendors we have paid in the last year. She will create an Excel spreadsheet by Feb. 13th. The committee will consist of HS, MB and TH.
    • Insurance-TH will work on list of questions for Dave Jodoin.
    • Volunteer Program
    • Creation of subcommittees-Two committees were formed tonight!
  • Definition of success

Items we are tracking:

• Status of ordering materials with Wal*Mart grant monies -Feb meeting. HS to report any monies left over from previous grants
• Visit from Jeff Scott for Feb meeting
  • Computer backups.
  • How numbers for meeting room, email list increases, programs attendance is calculated.
  • HS to check w/JS for projector behind circulation desk.
  • List of what needs to be stored in locking cabinet
  • Computer backup tapes- where stored now?
• NHLTA meeting
  • Annual Spring Conference-MF
• Wireless internet policy
• Wish list items ( audio books, DVDs etc) possible Banner article
• Volunteers
  • Recruiting
  • Criminal Background checks
• Grant Opportunities 2007-2008
• Insurance for library contents-TH
• MF to call author Susan Neuman
• Locking cabinet for HS office & for Trustees

Next meeting: Tuesday Feb. 13th at 5:30pm