Preliminary Minutes
Trustee Meeting
Stephenson Memorial Library
Wednesday, June 2, 2010
7:05 p.m.
Attendance: Jami Bascom Eric Leonardi
Neal Brown Bob Marshall
Mary Ann Grant Gail Smith
1. May minutes reviewed and amended as follows in paragraph regarding Library Reorganization: Discussed getting meeting minutes to members and library director in a timely fashion – 5 to 6 business days following the meeting.
May minutes accepted as amended. 7:12 p.m.
2. Reviewed financial reports. Discussed adding monthly Treasurer’s Financial Report to the monthly Library Budget Report Y.T.D. so all financial information for the library is presented on one paper.
Discussed the general supplies budget line item. Gail to contact Catherine for itemized list of what was deducted here. The amount deducted seems too high for this time of year.
Reviewed book/periodicals/video budget line item. Requested that Gail provide more information each month regarding what has been added to the collection and the status of payments for this line item.
Extensively discussed the heating fuel budget line item. Questions arose regarding the budgeting of fuel expenses for the calendar year. Trustees are unclear how fuel appropriation is deducted from our budget. It was decided that Mary Ann would talk to Catherine in order to resolve our confusion on how/when the fuel for the library is paid. Mary Ann also presented figures for the past three years on the oil consumption at the library.
2007 2351 gallons
2008 1917 gallons
2009 2061 gallons
Approved financial report. 7:54 p.m.
3. Library Director presented her report. Statistics sheet reviewed. Trustees requested that visitors and circulation category totals also reflect the # of adults and # of children separately.
Discussed need for better statistical data. Extensive discussion followed on ways to obtain and utilize current database in order to examine project development, circulation, and books purchased. Gail will talk with Chris to find out what data can be obtained with our current library computer software and present this information at our next meeting. Then we can decide if this data is sufficient to support budget decisions or if other software is needed.
Library director voiced her concerns again regarding maintenance issues that are still not resolved, particularly repair to the book drop and untimely manner in which trash removal occurs. She voiced continued frustration concerning the lack of response to the list she gave to Matt Blanchard in March 2010, a list which she also discussed with Kevin McDonald. Eric will contact Deb at town office to let our maintenance needs be known again and to determine how this situation can be resolved, through Kevin or meeting with selectmen. 8:20 p.m.
4. Old Business:
HVAC Services - Mary Ann reported her findings from Catherine concerning the cleaning service for the library’s furnace. Currently Allen & Mathewson (A&M) is responsible for cleaning and inspecting the oil furnace. This service was last completed in June 2008 for $170. Presently scheduled through town office to be completed on June 18, 2010 between 10:30 a.m. – 1:00 p.m. Discussion followed regarding the Sanford Temperature Control (STC) proposed contract from January 2010 that includes both heating and air handling services. Bob will contact Catherine to postpone the A&E cleaning until August. Neal will contact STC to discuss details of the contract, proposed repairs
to the oil furnace and thermostat replacements needs with Dale Sanford. Discussion regarding most cost effective plan of action will continue at next meeting.
Front Roof Repair - Mary Ann talked with Bill Harper (West Rindge Builders) today. End of July is current time estimate for this repair to be completed.
Leaky Basement Repairs - Mary Ann left message for Kevin McDonald to determine when the prison inmate work gang will be returning to Greenfield and if this library project is going to be addressed. Bob suggested that Kevin confer with Bill Harper regarding details for how this work should be completed. Then he can supervise the inmates’ work and make sure it is done correctly. 8:47 p.m.
Reorganization of Library Operations - Eric expressed his need to step down from the chair position for personal reasons. Discussed need to select new officers as there are two new trustees. Bob made a motion to make a slate of officers as follows:
Neal Brown – Chair
Jami Bascom – Secretary
Mary Ann Grant – Treasurer
Eric seconded the motion. Vote was 3:0 in the affirmative.
Postponed discussion of Library Director job description until next meeting. Trustees and library director will review materials from Neal and be prepared to discuss in July. Library director will also prepare a written description of her current responsibilities. 9:09 p.m.
5. New Business:
Gail presented a proposed policy for replacement of lost or missing library cards as follows: Any lost or missing bar coded library card will be subject to a replacement fee of $1.00. Discussion followed regarding the amount for replacement and it was amended to $2.00. Neal made a motion to accept this policy as amended. Eric seconded the motion. Vote was 3:0 in the affirmative. 9:15 p.m.
6. Adjourned meeting at 9:17 p.m.
Respectfully submitted,
Jami Bascom
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