Hooksett Public Library

Trustee Meeting Minutes

December 12, 2006

(started at 5:15PM; ended at 7:35PM)

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

Non Public Session: M.Broderick, T. Hooker, M Leger, B. Davis and M. Farwell voted unanimously to enter into non public session to discuss a personnel matter pursuant to RSA 91-A:3 ll(a) at 5:32 PM. After a unanimous vote not to disclose, we emerged from the non public session at 6:16 PM.

Treasurer's Report: Filed and approved.

Secretary's Report: Filed and approved.

Library's Director's Report: This should be our last meeting with a Director's report as we have asked HS for weekly progress reports to keep updated on issues rather than a monthly Director's Report. HS to email weekly progress report by 5PM each Friday. List of policy reviews to be ongoing.

Unfinished Business:

• Boiler Issues
  • CD Boilerworks sent an updated bid. MB to talk to John Karpinski regarding warranties, thermal shock issues, quality of equipment, etc. All the different bid options will be discussed. Fran recalls that when the boiler was installed by Delta, a few years later it leaked, whether it was partially under warranty is not clear. Also, any duct cleaning records would be handy. MF & HS will check it out.
• Status of lighting of Library Sign
  • Dave Jodoin checked with 3A Development who said that they were waiting for PSNH to reconnect the electrical connection. He has contacted PSNH but has had no reply. He will again follow up with them but the library should also. HS will be in touch w/PSNH as she is contacting them for another issue as well.
• Status of Fire Alarm Panel Issues
  • Insurance claim has been filed.
• Status of PSNH/electrical problems
  • HS will contact John Gimas for advice and call PSNH again and speak with a manager and report back to Trustees by Dec 18th.
• Books For Babies Progress Reports
  • People have been coming in since ML followed up with calls to invite these parents in. Pictures have been taken. Excel sheet will be kept updated. Library staff will maintain a log of names and addresses of those coming to pick up packets.
• Status of Endcap order and delivery dates
  • HS needs to look up the amount that needs be paid for shelving to Ed Comptois by 12-15-06. One of them will email status to all of us.
  • Endcaps ordered Dec. 4th, will be installed in 6 weeks from date of order. HS to provide trustees with the amount this will be costing us by Dec 18th.
• Projector behind Circulation Desk
  • HS to check w/Jeff to see if a monitor would be more cost effective that a projector. HS to report at the Jan. 07 meeting.
• Meeting Room Policy-request by Boy Scouts
  • Could this be turned into a library event if Jeff ran it? MF wants to see if things can be incorporated so that patrons could be involved as well.
• ID of valuable collections for Fire Dept
  • TH will check with Diane Savoie on insurance coverage for the Storyteller Statue, the sound and video system and the piano. Will report back by next meeting. List has been generated.
  • Jeff emailed pictures to Deputy Fire Chief. MF requests HS add the sound system as well. TH suggests keeping copies off site. Copies of list and pictures to be generated and given to two trustees at January meeting. HS agreed.
• Payroll Service and Banking Issues
  • Payroll Service Agreement has been emailed by BD. HS and BD have reviewed their demo and they agree it looks great. MF and BD to look closely at agreement. HS to have each employee fill out a setup form to send to the payroll service by Thursday 12/14/06.
  • Banking - BD waiting for email to confirm that we are set up for online banking. She will advise everyone by email when we are all set-up. We are close to having online access to our various accounts.

New Business:

• Locking cabinet in HS's office
  • BD brought to our attention that HS needs a locking cabinet in her office for payroll, etc. other than the one in her closet. TH suggested a fire safe locking cabinet would be a great idea. HS to check w/Jeff regarding computer back up discs and where they are stored. They should be kept there as well. Or, a fire proof box can be put into a locking file cabinet. MB thought a list of what needs to be secured would be a good idea before deciding what type of locking cabinet is needed.
• Health Insurance
  • Trustees voted to implement new town policy of employees paying for 20% of the health insurance effective July 1, 2007.
• Cawley School visit by Vickie D
  • VD brought a laptop with Jeff's PowerPoint presentation to show the middle schoolers what the library has to offer them. We viewed the presentation and agreed it was very well done.
• HS Payroll Issue
  • To address the overpayment to Heather of $405.53, BD will construct a letter for HS to sign and it will be taken care of as follows: say for example the next increase is $85 per month. It will be deferred until the $405.53 is paid off at which time the increase will take effect.
• Adopt-A-Shelf
  • HS wants to initiate an "Adopt a Shelf" in the Children's Room kept up by the story hour parents. This will ensure that things are put back alphabetically on a regular basis.
• Banner Articles
  • HS has appointed Mark to put in two pictures and two articles per week for library happenings. Heather, via her weekly written report to Trustees, will let us know content that was emailed to the Banner This will be monitored for the next 60 days.
• Acceptance of Donations
  • All donations listed in HS's Director's Report voted on and accepted.
• Walmart Grant
  • The Wal*Mart grant of $1,000 will be expended along with matching funds from the book sale for English as a Second Language materials. ESOL program materials to be ordered before the next Trustee meeting. ESOL teacher at Memorial/Underhill can promote it per MB. She has contacts in schools.
• Budget
  • HS will confer with JS about items to be purchased with the monies in the Equipment line. HS to email a list of items to trustees on or before January 5, 2007.
• Policy Changes
  • HS to distribute recommended ( after input by the staff) changes to the meeting room policy for trustee review by January 5th so we can discuss on January 9th.
• Staffing
  • HS to keep trustees updated on progress in seeking replacement staff via weekly progress reports. It was also suggested that Heather send out an email to the Library email list asking if anyone knows of someone that would be a good candidate.
• Greenough Grant
  • MF to check on options on holding the money.

Items We Are Tracking:

• NHLTA meeting
  • Annual Spring Conference
• Wireless Internet Policy
• Wish List Items
• Volunteers
  • Recruiting
  • Criminal Background Checks
• Grant Opportunities 2006-2007
• Insurance for library contents-TH
• Vacation Policy

Next meeting: Jan. 9, 2007, 5:15PM

Director's Report

December 2006

Building Maintenance:

• November-December has been a good month for our building with no repairs to report.

Children's Department:

• Vickie has had great success with programs this month. Santa's visit was a terrific success with approximately 70 children with parents.
• Vickie will be exploring a new adopt-a-shelf program to involve storytime parents with the maintenance of the children's room shelves. Each parent will be responsible for shelf-reading a shelf each week.

Circulation:

• Monthly report attached.

Correspondence:

• We received a very nice letter of thanks from the Hooksett School District recognizing the gift of book donations from the book sale.
• Hooksett Kiwanis is looking for feedback from the community regarding a major emphasis project. The organization is attempting to do a community analysis for the needs of the community. Any feedback from the board and community connections are welcome.

Donations:

• Hooksett Kiwanis donation of Summer Reading Program costs $516
• Tai Chi room usage donation of $100
• Walmart grant donation of $1000
• Coffee house donations: $17
• Model T Club donation: $60

Equipment:

• Our shelving endcaps have been ordered and are expected to arrive in approximately six weeks.
• Ed Comtois of EMC Installations delivered and installed the video shelving. It looks great!

Policy Reviews:

• I have begun collecting and reviewing information for a collection development policy. The staff has reviewed and has input regarding the current meeting room policy and would like to make recommendations to the policy for the next trustee meeting to review. I will distribute the recommended changes prior to the January meeting.

Staff:

• Mark has agreed to take over the public relations for the library. Mark has created a list of Banner articles to be published over the next few weeks. He will be further working on other newspapers and outlets to publicize events to.

Programs:

• Our coffee house was another roaring success! We had over 50 people in attendance with an additional teen group and their followers. We have set the third Friday of each month to be the standing Coffee House date.