Hooksett Public Library Trustees Meeting

April 10, 2007 5:30 PM

Present: Mac Broderick; Mary Leger, Secretary; Barbara Davis, Treasurer; Tammy Hooker; Mary Farwell, Chairperson; Heather Shumway, Director (entered the meeting at 6:16 PM).

Non Public Session: Mary Farwell made a motion at 5:43 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 (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. ML seconded the motion. A roll call vote was held and the motion passed unanimously.

The Trustees and Director emerged from nonpublic session at 6:41 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.

Library Director's Report: Updates received.

Unfinished Business:

• Boiler bid & HVAC
  • Report on boiler installation- HS reports that it is completely installed, per Sean Hardy of A&E. We have warranties on each component, including warranty (5 years) and maintenance schedule. She has three copies: one in her office, one in the trustee file, and a copy in the Master Building Binder.
  • Service Warranty is good for 1 year. He offered to do a building wide warranty-she will wait until the Facilities Manual is in place.
  • Will need warranty and service info-HS to check and send update to us
  • Sean recommends preparing a balancing report done by an independent company.
  • HS needs to go back to Sean from A & E for something in writing to specify that we have 1 year preventative maintenance coverage. Need the date of that proposal and what preventative maintenance is needed.
  • A&E and the building inspector determined during the course of installation that piping needed to be replaced. Proper piping was installed by A&E at no charge.
  • End user system- estimate from Control Company- MF will check with John Karpinski for a balancing report. HS says it has been 78 to 84 degrees downstairs.
  • Estimate from Central Aire for another thermostat-HS has it but we are not sure that it is necessary at this point.
  • End User system-MF took a vote to spend the $3300 (Control technologies estimate to provide graphic displays of the DDC controlled HVAC Systems ) if necessary to fix this unbalanced issue pending John K's input from the HVAC trust fund.
  • Status of punch list items-MF will ask John K
  • Climate Control thermostat estimate HS to email Phil from KPMB for formal estimate.
  • Boiler alarm estimate -HS reported Sean Hardy from A&E Mechanical talked with Tony from Atlantic Security-the estimate is $325. Trustees voted to expend monies to fund this from the HVAC Trust fund.
• Electrical issues
  • HS reported on contact with Gimas Electric re: grounding electrodes. She said that he advised that it would be an impossible nightmare to locate according to his professional opinion.
• Greenough Grant
  • Quarterly payment due in April-BD to follow up.
• Locking cabinets
  • HS office - size and price-After checking with Liz, HS has a list of things that need to be locked up. We discussed the need for a trustee to have a key to everything that is kept in the library, and HS needs to access trustee paperwork.
  • BD suggests buying a locking cabinet to match HS's current furniture, perhaps one that has separate locking drawers. HS suggests getting the specs from a Staples catalog and have it made by the prison store to match her current desk. BD to take care of this-we voted and authorized her to buy.
  • Trustees agreed that a 2-drawer locking cabinet is sufficient for our paperwork (with 5 keys). HS will email us with info.
• Policies
  • Deferred to May-MF to email policy on discipline.
• Technical Issues
  • Online meeting room booking-HS will check w/Jeff and email trustees by Friday the 13th.
  • Children's Room computer status-It is in and up and running!
  • Color laser printer -HS reports it is in and she loves it. She also reported that a donated one is here and uses it for other things.
• Books for Babies Progress report - status of program and expenses
  • HS reports $1100 left. HS to put a note in the Banner to reach out to people with children under 18 months. MF gave HS an article on choosing age appropriate books for children to keep on file. Staff needs to watch for children who come in and offer parents a bag of books. April vacation activities is a great time to keep an eye out also.
  • BD suggested putting up a display for walk ins to be aware of the program.
  • HS will also keep track of names and email addresses of recipients and we will look at it in 60 days.
  • Reprint of article in Parent & Child- P&C sent PDF file- need to determine best way to reprint.
• Flooring in meeting room.
  • TH, ML- status report on research. Samples and quotes are here. No decision yet.
• Wal*Mart grant monies
  • ESL $ and the match has been spent. Some material is still on order.
  • $1000 of the 2005 Walmart Grant is still left. HS says we could expend that $ on CD's right now.
• Facilities manual subcommittee
  • HS,MB,TH-working to set a date to get together.
  • Vendor spreadsheet - MF discovered a vendor list at the town hall that we can use to find help when needed. We may have found a mason through that list.
  • Development of potential vendors via referral from other departments.
• List of items for repair or replacement
  • HS, TH to talk w/Michelle about the handicap parking area (need for barriers).
  • Game plan and timeline for repairs:
    • Trees
      • MF said Dale offered to look it over to see if he can do it. MF to call Jodie to see if Dale can come over soon. She also has the name of a retired tree expert Ron Oliver if need be.
    • Masonry
      • TH has left a message for a mason she received a lead on. MF thinks the vendor list may produce an option as well.

New Business:

• BD suggested having a portable check out at the Coffee House with a display of CD's so that those folks can check out the new CD's.
• ML to call Fran Hebert to see why we were having the elevator inspected every quarter.
• MF to email town policy to trustees to look over.
• ML to go to Bob's Furniture Store to identify the 2 leather chairs and email Heather so she can arrange to buy and have delivered.
• Evaluation of current and future space planning for growth- Deferred (not a high priority).
• MF suggests removing the desk in the reference area where we would like to put the 2 new leather chairs.
• Status of job descriptions and performance appraisals-Job descriptions are mostly all in place-HS is meeting with Liz Dionne this week to finish.
• HS to have the three FT performance evaluations done by Friday April 20, 2007. The part time performance evaluations will be done by April 30, 2007 after crafting a job description for VD.
• Acceptance of donations
  • Per HS--- Model T Club $30. Voted to accept.
• Hiring/Staffing
  • Game plan for additional staff position-HS to put an ad in this Sunday's Union Leader for 10-20 hours a week part time person.
• Newsletter
  • Frequency-There are two different versions for library and PTA
  • Possible locations in community to place holders - no time to pursue at this time.
• Museum passes-HS wants to do a survey through E-Bulletin -will have Mark set it up. MB asked if it would be possible to have pop up prompts on the circ desk computer screen to remind staff to ask certain questions. TH suggested a little weekly contest to motivate whatever they are 'pushing' that week.
• Community organization plaques-MF has a Garden Club plaque with her that they would like hung in the meeting room where they meet. HS wants to make sure we don't end up with a wall of plaques. We told her that she does need to remain in control of the number of plaques. Trustees expressed support of visible signs of community organizations that use the meeting room. All plaques added are pending Director/Trustee approval.
• Website upgrades- BD reports ideas and suggestions from her son, navigation scheme that is constant, catagorize . ALL TRUSTEES need to email their ideas for input to HS by April 17th. She will bring the ideas to JS. BD's source thought that 10 hours of work would be needed to create a new website. BD offered to have her son talk w/JS-HS says yes if Ben knows Dreamweaver. JS to get back to us by May 1st.
• Evaluation of current Programming -
  • Marketing of current programming-HS says the weekly movie is gaining popularity. The Coffee House is gaining as well. MF suggests that HS needs to keep numbers of attendees for each program.
  • Definition of success for current and future programming
    • Easter Egg Hunt was an overwhelming success. Same w/the E Bay program. Not so much with the Women's Expo. MF suggested an internship program through SNHU to have an intern in for marketing using the intern's professor as a resource.
    • Appointment of subcommittee to develop a plan to set success targets for current and proposed programming ( i.e. 8 participants for next Cropping Program). Setting targets should drive marketing. :
• Update from Heather on NHSL & GMILCS meetings-Deferred
• TH had an idea to help the staff to keep HS well informed about things they are working on. She suggested a weekly update be sent by each staff to HS.
• HS has a senior in high school that wants to set up a food drive location at the library. She asked him to present a plan and she will consider it.
• TH told HS that the info for the school calendar and Newsletter needs to be in by April 16th. HS expressed that Mark Glisson is working with Claudette to insure inclusion of entries.

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

This meeting ended at 9:12 PM

NEXT TRUSTEE MEETING Tuesday MAY 8th, 2007 5:30PM