HOOKSETT PUBLIC LIBRARY

TRUSTEE MINUTES

November 14, 2006 5:15 pm

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

Secretary's Report: Accepted and approved.

Treasurer's Report: BD reviewed. Accepted and approved.

Library Director's Report: See Nov. 15 minutes.

Unfinished Business:

• 2007-2008 Budget
  • Reviewed budget. Contractual items - Health Ins from $20,878 to $26,224, increase of $ 5,346. NH Retirement $8,988 to $11,521, increase of $2,533. GMILCS from $11,694 to $11,874, increase of $180.
  • Breakdown of Technology and Equipment lines - reviewed w/HS. Four computers need to be replaced, 1 will be purchased new. HS will write a technology plan in the near future.
  • Report on HS, BD, MF meeting with Diane Savoie - 457 Plan is offered (like an IRA but not tax deductible) for employees if they want to participate. AFLAC (pre-tax benefit) and Life and Short Term are also offered. Section 125 pre-tax for medical and dental insurance.
• HVAC Service contracts
  • Will discuss w/Doug St Pierre tomorrow evening.
  • HS reports that HVAC work should be done by Dec. 1st. Damage incurred during the work will be rectified (painting, etc.); will be done after completion of HVAC work by Central Aire.
• Status of Library Sign
  • Library logo will appear on new sign by Jeff Burd. Sign to be in place very shortly.
• Wal-Mart Grant
  • The grant has been delivered to Wal-Mart, along with deposit for the book sale (matching grant). We should hear shortly per MF.
• Books for Babies
  • Per HS - When she has time, a library employee can complete. TH offered to do the mail merge. TH will email the list to ML. Letters will be mailed by 11-20, ML will call with follow up reminders 2 weeks later on Dec 4th after checking with the front desk to see if anyone has already responded.
• Newsletter Distribution and Sponsorship
  • Every other month for the PTA packets. MF suggested advertising in the PTA packets the 12-9-06 Christmas Party, Deck the Door Contest by the Friends, and the Coffee House. HS will get them to ready to distribute by 11-29-06. HS will email newsletter to SAU no later than Monday November 20 and will ensure that folded newsletters are delivered to Underhill no later than Tuesday November 28. She will also have them put on the PTA calendar (HS will do that by the end of this week). TH will talk to Liz by the end of November regarding insurance coverage for volunteers. SAU says if we get a company to sponsor a newsletter, we can put a credit card size thank you discreetly in the newsletter. Circulation is estimated at 1,500 letters. The cost is approx. $100 per month.
• New sound equipment for meeting rooms
  • The sound system vendor showed library staff a low tech way to get the sound to the other side. If we have a meeting with a need for more microphones than we own we will borrow from the schools as we did for the October Zoning meeting.
• Status of shelving and endcaps
  • Per MF - Ed Comptois says the shelving will be in on Thursday. MF will call him to make arrangements for installation next week.
  • Whether or not we can afford endcaps at this time remains to be seen. Fire panel replacement costs and boiler replacement will probably determine if we can afford endcaps.
• Book Sale
  • Funds - HS reported $2,648 raised.
  • Number of new patrons registered - 3.
  • Evaluation of publicity - WONDERFUL!! Advertising on the town's business' flashing signs was the way to go. Next year we need to make better use of the Banner and possibly the Hippo and Manchester Mirror. MB suggested putting a big thank you and the pictures of the signs on a poster in the glass case so patrons could see them.
  • HS advised that the Commerce Alliance will be meeting here in the future months.
• Projector behind circulation desk
  • Screen savers will be utilized in the library rather than burn out the projector to advertise upcoming events and wish lists. Trustees favor putting a monitor with this information on the Circulation desk so that patrons waiting to check out can readily see it.
• Payroll service and Banking
  • MF and BD interviewed Trivantus and Payroll Matters. Trivantus seems like the more accommodating service. Disks available to have info here at the library as well. All info will be available to view at the push of a button here at the library. BD will get copies of insurance and bonding. Voted to go with Trivantus pending review of demo software. BD will notify the old payroll company they will be done at the end of this year.
  • Banking - BD reported increases on interests. Online Availability will be available within 30 days.
• Update on Zoning Issues
  • Per MF - nothing to update. Brady Sullivan was not on the agenda.
• ID of valuable collections for Fire Dept in case of fire or water problems
  • HS will work on that with Jeff with a deadline of December 1st.

New Business:

• Goals
  • To be accomplished by HS's next performance appraisal - Report to the Trustees on areas that need to be developed. Short term = less than a year; Long term = 1 to 3 years.
  • HS to have the report by Jan. 15, 2007.
  • Trustees are generating with input from HS list of goals from Nov. 2006 - March 2007.
• Boiler
  • See 11-15-06 minutes.
• Teen Board
  • VD has established a teen board recently. HS thought of an idea for them to work on: donating their music CD's after downloading the music into their iPods.
• Fire Alarm Panel problem
  • HS had Atlantic Security in to look at and replace the panel. The technician will have to certify if the problem happened because of a surge, so we can determine if this is an insurable event. HS to call fire marshal 1st thing tomorrow morning, if the panel isn't completely replaced and operational already regarding the status of library being open. HS to notify Trustees via email ASAP of status.

Items We Are Tracking:

• NHLTA meeting - Annual, Spring
• Wireless Internet Policy
• Wish List Items
• Volunteers
• Grant Opportunities 2006-2007
• Insurance for library contents - TH
• Vacation Policy

Questions for Doug St Pierre:

• Should we have a service contract on anything in the boiler room?
• Duct cleaning--is it necessary?