Hooksett Public Library

Trustee Meeting Minutes

August 29, 2006 5:15PM

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

Secretary's Report: Approved and filed.

Treasurer's Report: BD reported that the 2005-2006 books are balanced and ready for the auditors.

Library Director's Report: Attached

Unfinished Business:

• Accounting
  • Game plan for the audit per MF: BD and HS will assemble all materials requested by the auditors and have Diane Savoie review them before audit time.
  • Year end closing of books is all set and balanced now according to BD.
  • BD will have a report for July and August in September.
• Report on bids for HVAC Phase 2/Meeting Date w/Doug St. Pierre & John Karpinski
  • Three bids were turned in by the deadline. See attachment for details. Report details are also available at the Library. Trustees will schedule a meeting with John Karpinski and Doug St. Pierre to discuss the bids. During the construction phase, the vendor will periodically submit invoices, John Karpinski will review same and approve, NF will submit invoice to Finance Dept for payment and Diane Savoie will release the money. It is the intention of the Board to sell the compressor that will no longer be of use to the Library.
• Status of Shelving Order/Price for Endcaps
  • HS reported that she has left many messages for Ed Comptois that we need to get the video replacement shelving finally installed. HS has a bid from Tucker Interiors and is working to obtain two more bids from other vendors for the endcaps. One of the bids does not include installation. If that vendor is chosen, we will need to choose an installer.
• Greenough Grant
  • In the near future we need to make a decision how to spent this grant. HS plans on coming up with a wish list. Perhaps enhancing the CD collection, for example, to do one specific thing on a yearly basis. Different ideas were discussed, no decision made at this time.
• Status of 2006 Wal-Mart grant application
  • MB mentioned the ESL audio resource. HS has done research and priced one for $1057. This includes an adult collection with a variety of material. MF suggested contacting the schools to determine which language is most frequently in need of "English as a second language" assistance. MB will have the request written soon, MF will drop it off at Wal-Mart.
• Zoning Board Meeting September 12 - Issues
  • MF and HS will be meeting tomorrow with a variety of town officials to discuss upcoming zoning issues. Access and alternate access issues will be discussed.
  • Corrective deed for the Mt. St. Mary condos has been filed.

New Business:

• Donations for 2006
  • CHILIS - New Hampshire Library Association Children's Department - $50 donated. Voted to accept.
• Book Sale
  • Community Groups
    • In the past, other community groups have been involved in a flea market type setup at the same time the Book Sale is held. We discussed the space issues and will offer rooms to other groups who are interested in selling their wares as well, as long as they are not in direct competition with us. A $10 table fee will be charged unless the group is a non-profit organization, and they will be advised to bring their own table, to be set up in the Arts and Crafts Room
  • Book Sale Publicity ideas:
    • After some discussion about the most effective and economical ways to publicize the Book Sale, it was decided to try to get the book sale on the calendars for the PTA and the various schools. Also, it was decided to include the next Library Newsletter, which will heavily publicize the book sale ( and the opportunity for parents to donate books to the Book Sale) in the PTA packet that will be distributed on October 4th. Permission will need to be sought from the PTA and the SAU. The newsletter should also contain a "Save the date" notice about the Christmas party.
• Library/School Relations
  • HS will attend an upcoming teacher's meeting at Cawley Middle School on Sept 13th.She will make a presentation, showing the teachers the library databases and research tools which are available at the library and also online so that students can utilize library resources from their homes. HS has also been in contact with the principals and school librarians at Underhill and Memorial to arrange meeting and demonstration times.
• PTA Insert/School Monthly Newsletter
  • We would like to start the school year off with a note in the newsletter about Book Sale donations and date, and a Christmas party "save the date" mention.
• CIP (Capitol Improvement Program)
  • There was a discussion about two CIP funds that the Library proposed to the CIP Committee last year but for which we did not request funding. The Computer Capital reserve fund was suggested by Finance Director, Diane Savoie to be used to replace the Library's computers as needed. We would request funding every other year. In order to evaluate the need for this fund, HS will ask Jeff to come up with a computer update/replacement schedule which would include cost figures for the next 3 years, and the next 5 years before the next trustee meeting.
  • We also proposed a Hooksett public Library Physical Asset Fund, to be used for upgrading, replacing or adding items of a lasting nature. HS noted that the lighting relay system is starting to fail. At this time, the parts are still available. Perhaps a rewiring project is going to be needed in the not too distant future. HS will get an estimate from John Gimas.
• Meeting Room Policy
  • MB approached the SAU for any reports of complaints for custodial payment for opening a school or overtime issues. He reported that they have not received any complaints. MF told us about religious freedom issues have arisen at other libraries. The current meeting room policy states that the meeting rooms are not available on Sundays nor for meetings starting after the library closes for the day. We discussed several scenarios, without having to extend the hours of the library. HS asked if the school is able to accommodate the Cub Scouts. MB thought that the school is an option for the Scouts. HS suggested that perhaps in the future if hours are extended at the library, then we would be able to accommodate groups that begin their meetings after the library closes. MF expressed concern about the fact that two of the library trustees are associated with the Cub Scouts, and that another group may feel that they are being discriminated against if they could not meet certain criteria. MB and TH think that the school may be an option as a location for the pack meetings. At this time, the general consensus is that we are not thinking toward changing our Meeting Room Policy. MB will report back.
• Newsletter for Town Councilors
  • We are talking about making sure that the Library Newsletter be provided to Town Council members, rather than construct an informational letter on a quarterly basis. We all agreed. MF suggests inviting the Town Councilors for a tour, maybe in the format of an open invitation where they could sort of trickle in at their convenience as we would like to show them the improvements that have been made. We all agreed.
• Purchasing Policy
  • Web Junction, according HS, where online classes can be taken, could be made available to the trustees for library related learning opportunities. Also, other libraries post their different policies there. This could be a huge help writing policies.
• Brainstorming for grant/donation possibilities
  • MF suggests taking 10 minutes of each meeting to express ideas about possibilities for grant opportunities and donations. TH suggested soliciting businesses for support.
• Trustee Retreat and Goals
  • MF asked if the Mission Statement needs to be revised, also, is it on our website? HS to check. TH offered to write Letters To The Editor in the Banner. ML needs to add Dave Jodoin to the email list for Trustee Minutes.
• Pembroke School Request
  • HS has received a request from the Pembroke School to use this library as a place for a special needs student and aid for after school use. ML asked if the Pembroke School wouldn't be available after school hours. HS to inquire.

Items we are tracking:

• NHLTA Meeting/Annual Spring conference
• Wireless Internet Policy
• Grant Dispersements/Books for Babies
• Wish List Items, possible Banner articles
• Volunteers/Recruiting/Criminal Background Checks
• Grant Opportunities 2006-2007
• Insurance for library contents-MF
• Vacation Policy
• Welcome for new town councilors
• Identification of valuable collections for Fire Dept in case of fire or water problems
• HS 6 month goals/Performance appraisal date

Next meeting: Monday September 11, 2006 6:00pm

Director's Report : Updates

August 29, 2006

Building Maintenance

I have been working with Pro Controls to develop a maintenance contract for our rooftop unit. They have responded that they would like to postpone the creation of the contract until the company performing the new HVAC installation is determined. If they are chosen as the choice bidder, they will include the maintenance of our standing rooftop unit with the warranty of the new unit, as a courtesy.

Equipment

I am currently gathering bids for our shelving endcaps. It has been a bit more laborious and complicated than I first anticipated. We have a bid from Tucker Interiors that we can go with, the problem being that we need additional bids. I have contacted two other vendors, one of whom has responded and I am working with to gather the information needed to create our bid. The other I have not heard from, but have sent a reminder email. I will pursue a third option through Demco, our supply company, if we finish the week with no response.

Finances

After spending a great deal of time on our accounts, Barbara and I were able to determine the mistakes in our record keeping and were able to get the budget expense report to match with our balance in Quickbooks. The library owes Barbara a great deal for the incredible amount of time she spent on this project.

We have the list of items the auditors are requesting for the audit review, including a back-up of our Quickbooks, which is a new item. We have our invoices and bank statements for the previous year boxed up and ready to go for them. By the end of this week, Barbara and I will have everything ready to go.

Month Ahead: Goals/ Projects

I have contacted all three school principals and the school librarian, Lori Collins, to work on our school-library relations. I have requested time with the teachers as well as to meet with each of the principals individually to see what we can do to work together.

HOOKSETT PUBLIC LIBRARY

TRUSTEE MEETING MINUTES

August 25, 2006, 3:02 PM

(Bid opening for Phase 2 of Hooksett Public Library HVAC Project)

Present: John Karpinski, Heather Shumway, Mary Farwell, representatives from A&E Mechanical and KPMB Enterprises

John Karpinski opened the bids, beginning at 3:02 PM.

A&E Mechanical submitted a base bid of $163,900. They did not submit a bid on the Alternative Adds.

Precision Mechanical submitted a base bid of $150,370. They did not submit a bid on the Alternative Adds.

KPMB submitted a base bid of $156,000.

Alternative Adds were as follows:

Replace existing pump housing $860

Replacing existing OS&Y Valve $1,600

Thoroughly clean all ductwork, Lower and Upper floors $12,400

Remove existing concrete base in Mechanical room supporting HVAC Unit that will be removed $1,800

John Karpinski thanked the representatives from A&E Mechanical and KPMB Enterprises and told them that the Hooksett Library Trustees would be considering the bids and hoped to make a decision within 30 days.

Respectfully submitted,

Mary Farwell

Chair, Hooksett Library Board of Trustees