Hooksett Public Library

Trustees Meeting

January 9, 2007 5:30 PM

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

Nonpublic Session: Mary Farwell made a motion at 5:37pm to enter into nonpublic session under the provisions of RSA 91-A:3 IIa: "The dismissal, promotion or compensation of any public employee or the disciplining of such employee, or the investigation of any changes against him, and (b) The hiring of any person as a public employee." Barbara Davis seconded the motion. A roll call vote was held and the motion passed unanimously.

The trustees emerged from nonpublic session at 7:15pm The Trustees issued the following statement: The nonpublic minutes would not be divulged at this time, in accordance with RSA 91-A:3,IIa. except for Item 2.

Secretary's Report:

• 12-12-06 minutes approved and filed.
• 12-30-06 minutes approved and filed.

Treasurer's Report: Approved and filed.

Library Director's Report:

Circulation Report: MB reminded HS that monthly email signups are to be included on the monthly circulation report.

Nonpublic Session: The Trustees approved hiring Kayla Merrill as a circulation desk clerk.

Unfinished Business:

• Boiler bid & HVAC
  • Additional punch list for HVAC.
  • Also, John Karpinski will provide us with a request for proposal for a maintenance contract for all of our HVAC needs. We can utilize this to get bids next fall, shortly before our one year warranty on all of our HVAC components expires.
• Boiler
  • MF HS and MB met with Scott Campbell and John Karpinski last week to discuss additional work that he will do that was not initially covered in the bid.
  • Details of discussion with John Karpinski & Scott Campbell:
    1. A&E Mechanical Inc to make sure outdoor air sensor and fresh air louvers are operating correctly.
    2. System start up will be set up the same.
    3. A&E will replace air vent & check operation of fresh air vents 1/5/07.
    4. A&E will provide a quote to install a temp boiler if needed.
    5. Boiler will be installed before 3/1/07 pending weather. Hooksett Public Library not to invoke fine due to weather. Boiler will be installed in a timely manner.
    6. A&E will honor Buderus 5 year warranty.
• Status of fire alarm panel issue-
  • HS verified that the $675 payment was made by insurance company on our claim
• Status of PSNH/ electrical problems
  • MB to call John Gimas to discuss hiring him to review current electrical situation so that we may have written report of any recommendations he might have regarding brownouts and electrical surges
• Books for Babies Progress report - HS, TH, ML
  • HS to mail letters to new parents by 1/15/07. ML to make follow up calls on or about 1/29/07. MF to contact author Susan B Neuman regarding an article and info on how to pick age appropriate books for your baby.
• Endcap order- delivery date
  • HS to email Tucker for arrival date and update trustees via weekly update
• Payroll Service and banking issues-BD
  • We are set up as of today for online banking!
  • 941 & unemployment figures to Diane Savoie-BD is trying. Will have numbers and check the report and will get it to her as soon as former payroll company provides the figures
  • New Payroll service-HS has been in touch with Lindsay, they are up and rolling now.
  • 1099s-BD needs W9's from vendors-has sent self addressed stamped envelopes
  • W2s-Still awaiting
  • Status of letter concerning HS overpayment-BD and HS have signed and copies have been retained
• Projector behind Circulation Desk
  • Monitor more cost effective than projector? HS reports that Jeff has checked and we do have one that we will use. HS to update trustees with timeline of when we might be able to implement this.
• Greenough Grant
  • MF reports that we can reinvest, where we can get the interest only. Status on request is another option but no interest can be earned. According to the terms of the grant we can use the funds to enhance existing programs, create new programs, for special capital expenditures, but not for services and expenditures that should be funded by town government. TH asked if we are better off to take it quarterly. MF to ask the compounding question in order to make a better decision.
• Locking cabinet for HS office
  • HS feels that a standing two drawer would be sufficient. MB asked if it needs to be fireproof. No, because there are other payroll records, for example. HS to go through existing cabinet to figure out what can be merged into other spots. Deadline for HS to get back to us will be 1-19-07. At that point they can shop.
• List of what needs to be stored in HS's cabinet
  • Jeff and HS are discussing. Computer backup tapes- where stored now? Jeff will come in Feb. meeting to discuss computer program backups.
• Locking cabinet For Trustees
  • HS will check on the two cabinets in the closet behind the circulation desk to see if the Trustees can use the one that locks. If so BD will check to be sure we can get 5 key's made up. If not, BD will shop for a locking cabinet. (BD) HS to report back by 1/23
• Status of ordering materials with Wal*Mart grant monies-HS & MB
  • MF asked if all of last year's Wal*Mart and Target grants have been expended. is gone. HS not sure yet- will investigate and report back to trustees.. MB advised that the ESOL teacher from Memorial/Cawley, Ms. Alber, suggests Spanish/French/Bosnian may be the most popular. He gave HS the list of options, and they will decide and present by the Feb. meeting.
• Identification of valuable collections for Fire Dept in case of fire or water
  • TH and ML have received copies of list and pictures to be stored offsite in case of fire or other damage.
• Other unfinished business-none.

New Business:

• MF to call Diane Savoie tomorrow regarding the new health benefit number including the increase.
• Jeff will come into Feb meeting to advise how he gets the attendance numbers for special programs.
• Picture was taken of all trustees for website.
• Acceptance of donations
  • No donations this month.
• Hiring/Staffing
  • HS to report to us by 1/23/07 w/game plan for additional employee. We will consider open hours as well.
• Calculation of wages and benefit increases for town employees warrant article
  • HS will figure it tomorrow.
• Policies
  • Meeting Room Policy-Deferred until Feb meeting
    • Update on staff feedback and recommendations-HS-
    • Private use of room for holiday parties-Deferred
    • Cub Scout Pinewood Derby-MB request that the Derby be held in the Gates Lab
• Holidays
  • Holidays are to be approved by the Board of Trustees
  • 2007 Holidays-HS feels that if it is not a major holiday, but the schools are closed , like Civil Rights Day, President's Day, Columbus Day-the library should be open, giving the employees a floating holiday. For '07-the day before Christmas may be closed. HS to ask employees for feedback
• Draft of Revision of Holiday Policy-BD
  • FT employees working a 35 hour week are entitled to 77 holiday hours per year.
  • One option is as follows:
    • If the employee does not usually work on the holiday they will be allowed to use that time as a floating holiday. This floating holiday must be approved by the director before it may be used. It must be used during the fiscal year it was earned or it will be forfeited. BD suggests that Trivantis can help HS create a chart of employee hours and floating holiday time earned. The other option is to pay the employees for unused holiday hours. We can also combine the two. (BD)
  • We will vote on this next meeting so HS can talk to the full time employees
• Onsite storage of library documents and materials
  • Laptop Computer- Town policy requires that all library documents, including computer financials be stored onsite. Any library documents stored on the laptop must also be housed on a desktop computer at the library
  • Quickbooks documents must be available at the library for use by Treasurer.
  • HS is looking into the licensing of Quickbooks to see if Jeff can do a mirror image type thing to have Quickbooks stored on a desktop in the library as well. This is a high priority issue. Deadline is 1/12/07 for HS to report back to us
• Vacation
  • Notice-Trustees will require a 2 week notice when HS takes a vacation week
  • Policy revision -MF-Latest revision to town policy does away w/ the fact that employee doesn't have to work 12 months before they can take a vacation day. No vacation days may be taken during an employee's 90 day trial period. Employee's can not take vacation time until it has been accrued. (BD)
  • HS would like to do away with the ½-day increment for vacation time. She would like it to be on an hourly basis.
  • Changes will be adopted at the next meeting. MF to do draft and circulate
• Monuments- boundary markers
  • MB called Mike Sorel and will follow up with us through email after they meet.
• Equipment & technology spending projection for remainder of 2006-2007 budget year with timeline
  • HS provided us with an outline from Jeff. Four new computers are needed to replace old equipment. We voted to go ahead with the purchase of one at a time. HS will keep us updated through weekly updates on progress of getting new computers up and running.
• Nature Exploration Programs at Library during Feb school vacation
  • TH provided details on three Nature exploration programs through the Massabesic Audubon Center . Cost per 1 hour program $65. We agreed that HS should book "Fabulous Frogs" now which includes live frogs. MF suggested booking 2 shows back to back possibly since each program is for a group of 25. HS to contact the Audubon Society and let us know.
• Trustee Retreat
  • Will revisit the idea in 3 months.
• Next meeting:
  • Feedback from HS on her online program
  • Topics for Jan 23:
    • Personnel Policy manual - Including Vacation & Holiday Policies.(BD)
    • Facilities manual
    • Insurance
  • Volunteer Program
  • Creation of subcommittees
• Definition of success
• Other new business:

Items we are tracking:

• NHLTA meeting
  • Annual Spring Conference-MF
• Wireless internet policy
• Wish list items ( audio books, DVDs etc) possible Banner article
• Volunteers
  • Recruiting
  • Criminal Background checks
• Grant Opportunities 2007-2008
• Insurance for library contents-TH

Next meeting: 1/23/07, 5:30pm