Hooksett Public Library

Trustee Meeting Minutes

June 13, 2006 5:15PM

Present: Mary Farwell, Chair; Mary Leger, Secretary; Mac Broderick, Treasurer; Heather Shumway, Director; Guy Beloin, Bookkeeper.

Secretary's Report: Approved and filed.

Treasurer's Report: Adjustment to be made to Heather's salary after annual review (also see Accounting note below)

Director's Report:

• Acquisitions after 7/1/06 will be in next year's budget.
• We need to look for an HVAC contractor for maintenance per John Karpinski. We will talk to John and Doug.
• Cindy, LeeAnn and Sue have taken classes recently.
• Free table on the front porch is a huge hit with the public.
• Blood drive Monday June 19th held by the American Red Cross in the meeting room 2:00PM to 7:00PM
• Newsletter printing cost options should be on next month's agenda.
• Jeff went to two classes on Dreamweaver-he will be able to purchase the software soon through GMILCS. Redesign of the website is a priority
• Vicky has been promoting the Summer Reading Program in the schools. She wants to do a time capsule for a project that ties into the program. HS wants to go the Cawley Middle School with a laptop to sign up students to become HPL members.
• Staff has started Instant Messaging each other recently. This saves time and they are enjoying it.
• Soon patrons will be able to go online to reserve Museum Passes.
• Music collection funded by the Wal*Mart Grant has been promoted in house and is proving to be popular. One quarter of the collection has been checked out at this point. Will look into adding a blurb on receipts to check out the music collection.
• Local government center (municipal assoc) came in today to do a review of some cash and accounting procedures and will do a written report. HS showed him how she handles deposits, etc. The board discussed the need to develop a purchasing policy that will allow the director to respond, without the approval of the board, to opportunities or emergencies that require the expenditure of funds. The board will review this at the next meeting to discuss expenditure limits and reporting process.

Unfinished Business:

• Accounting/Year End Budgeting
  • Operating budget issues were discussed with Guy. Taken into account were bills that have not yet been received: installation of hand dryers, electrical work, front door handicap access conversion, etc. Guy mentioned that he hasn't yet done the reconciliation for May, he checked on cash balances, and agreed that transfers could be made at this time rather than wait until the end of the fiscal year. MF questioned Guy about the year end close procedures and encumberances. Trustees voted to encumber any remaining budget funds up to $3200 to pay for shelving on order from Ed Comptois which will address a safety issue in the video shelving area. Gross budgeting issues were discussed.
• Shelving Issues
  • No response from Ed Comptois for a quote on endcaps. HS will follow up on the quote and to be sure that video shelving order has been placed.
  • MF recommended obtaining additional estimates for endcaps
• Engineering for HVAC-Phase 2
  • Doug will be in to look at plans. A meeting will then be set up with John Karpinski, Doug, HS, MF and any other trustees who are able to attend to finalize documents in preparation for going to bid.
• Copier- Maintenance Agreement
  • HS has gotten it straightened out. Contract has been backdated. Maintenance contract is for new copier only and includes which includes all parts, labor, toner and supplies . It is now a lease of $88 per month, and $600mper year for contract.

New Business:

• Donations for 2006
  • $30 meeting Room account from Model T Club and $25 Memorial from Loretta Bartlett. Trustees voted to accept
• Fire Drills and other Fire Issues
  • HS said there have been enough real drills, may not have to practice except for during Story Hour so the kids can practice this safely. HS to notify Fire Dept of critical collections so, in case of fire or water issues, the Fire Dept can take steps to protect these collections.
• Grant Opportunities
  • MF recommends looking into Walmart Grant very soon.
• Meeting Room Policy
  • MB is looking to use the HPL for Cub Scout Meetings. The meetings are held Fridays at 7PM once a month. The library closes at 5pm on Fridays and does have a policy that meetings must start before the library closes. Liability concerns arose. MB mentioned that the Scouts carry their own insurance. Trustees agreed to consider this issue at their next meeting, with MB to check after hour meeting procedure for public schools.

Items to track:

• Welcome for New Town Councilors
• NHLTA Meeting Annual Spring Conference-MF
• Grant Dispersements
• Insurance for Library Contents
• Volunteers

Next Meeting: Tuesday July 11th, 2006, 5:15pm