Hooksett Public Library
Board of Trustees
September 14, 2004 9am
Minutes

Present: Mary Farwell, Chairperson, Marion Jacobi, Treasurer, Lisa Gillis, Secretary, Amy Lapointe, Library Director, John Karpinski, Consultant

Secretary's Report: Minutes from the August 12, 2004 meeting were approved and filed

Treasurer's Report: Expenses for August were reviewed and MJ report they are on target.

Library Director's Report:

  • Circulation report was distributed and YTD totals are now included
  • AL explained the need to better track reference questions being asked by patrons. She will work with staff to design a plan.
  • AL reported that the Hooksett Banner wasn't interested in a regular Library column. She will contact the Hippo press and work on expanding the web site.
  • AL and staff produced a flier of upcoming Library events. Trustees made suggestions for distribution. (i.e.: local businesses and through the schools with assistance from the PTA and PTO)

Unfinished Business:

  • HVAC
    • JK presented a 4-page blueprint of finished HVAC plan. The plan will include installing a roof top unit to cool the main floor. Contractor hired will be required to use roofer already used by Library. Existing ductwork will be capped to separate airflow between main and lower floors. A gas line and electric power will be installed to supply roof unit. New ductwork will require the ceiling to be opened and steel supports added. The structural engineer will be responsible. To cool lower floor fans will be changed to decrease output, since it will no longer be cooling whole building. New system is not as engergy efficient as it could be but will improve when Phase II can be implemented. Phase II will require additional Town funds. Thermostats installed some time ago by Johnson Systems will need to be disconnected so each floor is independent.
    • JK presented 2 options for Phase II:
      • Option I - add a 2nd roof top unit for lower floor. This option will maximize energy savings
      • Option II- replace 30 ton outside condenser with a much smaller unit. This option is less cost but will not achieve as great savings in energy.
    • JK mentioned another cost saving option for Phase II would be to use dampers instead of control boxes for the roof unit. Dampers cost significantly less but are noisy and not as responsive. Trustees will review when ready for Phase II.
    • Trustees agreed to go forward with the bidding. JK will prepare to bid package to include contract conditions and a provision that doesn't require the Library to accept the lowest bid. Package will be made available for Trustee review at next meeting. Trustees are looking for 5-7 bids from mostly local contractors.
  • Vacation Policy
    • MF presented a Vacation Policy Draft. AL and MF will work on how to convert hours worked into earned days off.
  • Options for storage of AED
    • AL reported a cabinet has been obtained and will be installed by Wes
  • Kids' Community Service
    • Was tabled until next month
  • Gift for Ann Marie
    • Tabled until next month
  • Revised Classification of Employees
    • MF has obtained the classifications from the Town and they do include the Library. MF and AL will review together and make any necessary changes.
  • Tucker Shelving Estimate
    • AL presented the estimates from Tucker Library Interiors. Discussion was tabled until other estimates can be made available. Trustees expressed desire to make better use of existing display fixtures such as in children's room.
  • Open Library Position
    • AL has found a candidate for the part time position. Trustees agreed to hire provided candidate passes all pre-employment testing.

New Business:

  • Measurement Tool for Staff and Library Director Reviews
    • AL developed new forms for evaluating employee performance. Trustees will review and discuss next meeting.
  • Programs
    • LG presented opportunity to earn free merchandise for the Library by selling discounted books to Story Hour parents. She will contact Danette Noboa who volunteered to administer the program. Trustees agreed to try until Christmas.
  • Meeting Room Maintenance
    • It was brought to MJ attention that the meeting room is in need of painting. MJ explained that Trustees have never set up a plan to handle routine maintenance in the building. MF will research what paint color and brand was used.
    • An e-mail list of contact people for groups using the meeting room on a regular basis needs to be compiled.
  • CIP
    • MF to send draft to trustees after receiving it from John Karpinski
  • Closing for Winter Holidays
    • Tabled until next month
  • Weeding Policy Draft
    • AL distributed to Trustees for review next month
  • Estimates for New Library Cards
    • Library card supply is running low as reported by AL. She has several estimates and would like to include key tags with the new cards. Trustees agreed that patrons wishing a new card with key tag should not be charged a replacement fee.
  • Donations to Library
    • MF suggested more actively approaching community groups to make donations to the library. She will ask garden club to donate subscriptions of gardening magazines and the Kiwanis Club for additional involvement with children's programs

The next regular meeting of the Library Trustees will be Tuesday, October 12 at 9 AM