Hooksett Public Library Trustees Meeting

March 13, 2007 5:30 PM

Present: Mac Broderick; Barbara Davis, Treasurer; Tammy Hooker; Mary Leger, Secretary; Heather Shumway, Director; Marion Jacobi, resident of Hooksett.

Public Input: Marion Jacobi joined the public session regarding our desire to market the programs of the library. She has some thoughts about that and suggests the purchase of an electronic sign with the gift account money. She feels strongly that this being a prime location and the sign should be placed on the library property, as close to the road as possible but not near the entrance road. MB agreed that it would be a great use of funds, as long as it is not lost in the haze and placed too far away from the entrance road. TH asked for MJ's input as far as any other ideas or ways to reach the teen population. HS advised us that she recently read how teen non-fiction reading is through the roof. She was in touch with a librarian from another town and asked what the secret was in getting teens into the library. Evidently, they have the same question.

Non Public Session: Mac Broderick made a motion at 6:05 PM to enter into nonpublic session under the provisions of RSA 91-A:3IIa: The dismissal, promotion or compensation of any public employee or the disciplining of such employee, or the investigation of any changes against him, unless the employee affected (1) has the right to a meeting and and (2) requests that the meeting be open, in which case the request shall be granted and b) the hiring of any person as a public employee. BD seconded the motion. A roll call vote was held and the motion passed unanimously.

The Trustees and Director emerged from nonpublic session at 6:58 PM. The Trustees issued the following statement: The nonpublic minutes would not be divulged at this time, in accordance with RSA 91-A:3 IIa.

Secretary's Report: Approved and filed.

Treasurer's Report: Approved and filed. HS will send out expenditure forecast by 3-20-07.

Library Director's Report: Weekly updates have been sent to trustees each week.

Unfinished Business:

• Boiler bid & HVAC
  • Report on boiler installation- HS reported that it is being installed, should be in by Thursday.
  • A&E will provide warranty and service info.
  • End user system- estimate from Control Company- Phil/ Central Aire is following up.
  • Control Co. to supply schematic of zones and rooms covered by each zone.
  • Climate control- HS has estimate on temperature in meeting rooms and estimate from Central Aire for another thermostat.
  • Status of punch list items.
  • Boiler alarm estimate to be provided.
• Endcaps - HS reported that they are in and complete.
• Electrical issues- HS has a call into John Gimas Electric re: grounding electrodes.
• Payroll Service and banking issues
  • Service is working well and are wonderful to work with . BD explained set-up, entries.
  • HS is getting more familiar with the Quickbooks way and will call BD if she needs to.
• Greenough Grant
  • HS reported that the check did arrive.
• Locking cabinets
  • HS office - size and price-HS changed her mind recently as far as what she needs. Thinking she needs a locking lateral cabinet.
  • BD passed out keys to the locking cabinet in the closet.
• Policies- deferred to April.
• Technical Issues
  • Status of online meeting room booking -JS reported that he is working on it. HS estimates that it wil be up and running in one week.
  • Quickbooks- accessible to treasurer at all times per BD-it is great.
  • Children's Room computers are being worked on tonight. Should be complete by the time we leave this meeting.
  • Color laser printer vs. color copier - research and discussion of merits and cost effectiveness of each. HS likes the recommendation of Darryl Eifert/Hampton Library: Color Laser Lexmark and Epsom Stylus Photo R1800. These are a color laser printer and a color inkjet printer not copiers She wants to play with the donated one to see what it does. Color printer cartridges are very costly. HS moved to buy the Lexmark now, seconded by TH.
• Books for Babies Progress report
  • At this point HS wants to put an article in the Banner to reach all parents to invite them in for a bag of books for their new baby. It will go in next week.
  • Success of program- how many participants so far-HS feels that the way we were doing it, the success has been dismal. MB suggested having them given out at pediatrician's offices. She feels that a community partner would be key. Will reevaluate in 60 days.
  • $1700 left from grant. Maybe it could be expanded to toddlers.
• Reprint of article in Parent & Child
  • P&C sent PDF file- need to determine best way to reprint- (see printer/copier discussion above)-HS will do with new printer.
• Flooring in meeting room
  • TH reports that we are leaning towards the carpet squares for ease of repair. Also, the asbestos report is in and we do not have asbestos tiles. Still not sure if tiles are under the current carpet in the entire room or not. Need consultant to advise us on options-TH to schedule with more professionals.
• Status of ordering materials with Wal*Mart grant monies
  • $900 for music has been spent. $1009 left to spend from matching. TH suggested buying speaking with other grant $$ to have as our own.
  • HS reports we have $1009 left over from previous grant.
  • HS bought CD's with the Walmart Grant-complete course on French, Arabic and Spanish. Also, short courses on a number of other languages. MB suggested having a rep from Walmart in for a picture here at the library for a press release. BD thought putting a notice at the town hall to advertise the new programs. More language for babies and toddlers will be created as well per HS. TH thought a call to SNHU might be in order to-HS has been in contact with them.
• Facilities manual subcommittee
  • HS and TH working on it.
• Vendor spreadsheet
  • HS working on it.
• List of items for repair or replacement
  • TH working on it.
• Game plan and timeline for repair or replacement
  • TH working on the cement steps, and has the trees being worked on Thursday-will keep us posted through email.
• Other unfinished business

New Business:

• Filing dates for Town elections
  • MB, BD & TH need to file will check on filing date.
• Evaluation of current and future space planning for growth
  • HS to call a second person. Trustees advised her to go ahead and hire if she feels she has a good candidate.
• Programming:
  • VD is checking into a couple of different programs for April vacation. TH suggested evening programs during April vacation. TH will call Home Depot to see if they might sponsor a project like 'Build a Birdhouse' or something of that sort.
  • HS has 'Emily Rose' from Clifford coming at some point that week for the kids.
  • ML suggested a Bingo night with small prizes for kids. TH advised that the PTA is planning monthly Bingo nights at the school.
• Acceptance of donations
  • Greenough Grant-BD to set up account on Saturday.
  • Gift Account/Grimard donation $25 .
  • Meeting Room/NH Track Officials $50.
  • Model T Club $30.
• Hiring/Staffing
  • Game plan for additional staff position-Deferred until April.
• Newsletter
  • Frequency- two different versions for library and PTA?
  • Possible locations in community to place holders.
• Museum passes.
• Website upgrades
  • Need game plan with timeline-HS gave JS a deadline of May 1, 2007.
• Evaluation of current Programming -HS
  • Marketing of current programming.
  • Definition of success for current and future programming.
  • Appointment of subcomittee to develop a plan to set success targets for current and proposed programming ( ie 8 participants for next Cropping Program) Setting targets should drive marketing.
  • Update from Heather on NHSL & GMILCS meetings.
    • HS has the info if we would like to review it.
  • Women's Program- programming content- TH thought -pay for an ad in the Banner to advertise the Women's Expo. The programs are worth it-and sometimes the Banner has too many articles to add everything we want to put in.
• Other new business
  • HS reported that we are going to begin advertising in the Hippo.
  • HS met with a woman from the YMCA about a 'Healthy Relationships' program.
  • HS-List of what we need to think about buying-
  • Wants to paint the rest of the first floor and the meeting room downstairs. CD cases for the adult reading area. Chairs for the adult reading area.

Items we are tracking:

• Insurance-TH
  • List of questions for David Jodoin.
• Creation of Library Personnel manual.
• Policies
  • Holiday, vacation, Meeting Room.
• Preparation for Trustee Retreat
  • Feedback from HS on her online program.
• Monuments- boundary markers- MB
  • To be finalized in the spring with Amy Alexander.
• 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.

Next meeting: April 10, 2007 5:30pm

Hooksett Public Library

Trustee Nonpublic Meeting Minutes

March 13, 2007 5:30PM

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

Mac Broderick made a motion at 6:05 PM to enter into nonpublic session under the provisions of RSA 91-A:3IIa: The dismissal, promotion or compensation of any public employee or the disciplining of such employee, or the investigation of any changes against him, unless the employee affected (1) has the right to a meeting and and (2) requests that the meeting be open, in which case the request shall be granted and b) the hiring of any person as a public employee. BD seconded the motion. A roll call vote was held and the motion passed unanimously.

The Trustees and Director discussed employee hours and pay scales.

The Trustees and Director emerged from nonpublic session at 6:58 PM. The Trustees issued the following statement: The nonpublic minutes would not be divulged at this time, in accordance with RSA 91-A:3 IIa.