Preliminary Minutes
Trustee Meeting
Stephenson Memorial Library
Wednesday, August 4, 2010
7:00 p.m.
Attendance: Jami Bascom Mary Ann Grant Gail Smith
Neal Brown Bob Marshall
Neal asked Bob to sit in as a voting member.
1. Minutes: 7:09 p.m.
Minutes from July meeting were reviewed and then accepted by unanimous vote.
2. Treasurer’s Report: 7:14 p.m.
Mary Ann raised the question of putting half of the library checking account money into a CD to gain more interest. She will research other options and present findings at the September meeting.
Bob asked Gail to keep a list of conferences with mileage and a list of yearly programs with costs so that we can budget more efficiently for these items next year. Jami will keep a list of conferences with mileage for the trustees.
It was moved and seconded to accept the report as printed. Accepted by unanimous vote.
3. Library Director’s Report: 7:30 p.m.
Gail presented her report. Statistics sheet reviewed. Bob raised a question regarding how we currently report data for library services rendered. He asked if there was a better way to do this so that Gail and Chris can do this part of their job more efficiently and so that trustees can easily access the data. Gail voiced concerns about the current software, Library Soft, not being sufficient. It doesn’t generate reports that are helpful to running this library. The automation system needs replacement. Gail will make a list of software options and prices along with what hardware will be needed. It was moved and seconded to accept the director’s report. Accepted by unanimous vote.
4. Sanford HVAC Proposal: 8:00 p.m.
Neal reported on his discussions with Dale Sanford. It was moved and seconded to accept the service contract with Sanford Temperature Control for $275/year, to replace the broken thermostats for $200 and to repair items 2 and 3 on the original estimate from 1/25/2010 for $404.85. Accepted by unanimous vote.
Neal will contact STC to get work scheduled and inform the Town Office to cancel service for the Library with Allen and Mathewson.
5. Library Capital Improvements: 8:23 p.m.
Items for incorporation into a 10 year CIP for the library were discussed. Three priorities were agreed upon: repairs to leaky basement, comprehensive replacement of computer hardware, and workspace, countertop, and bookshelf needs. Bob and Gail will work on the last two items this month. Bob will bring completed forms to the September meeting for approval.
6.Workshops: 8:45 p.m.
Jami distributed materials from the Library Trustee Seminar she attended in June given by the Dept. of the Attorney General, Charitable Trusts Unit and the Dept. of Revenue Administration, Municipal Services Division.
The 2010 NHLTA Library Trustee Autumn Workshops were discussed. It was agreed that attendance to both workshops would be beneficial for the trustees as the topics being presented, Dollars and Sense, and Performance Review and Development are both pertinent to the operation of our library. Jami will mail in registration forms for those attending.
7. Library Job Description: 8:50 p.m.
It was decided by unanimous vote to delay work on this agenda item until our October meeting after we attend the September 21st workshop on this topic.
8. Other Business: 8:53 p.m.
Rental and liability of the meeting rooms was discussed. Mary Ann will get information from the selectmen and report at our next meeting.
Mary Ann talked to our town Administrative Assistant regarding the price for fuel for the year. It is still undetermined. She will present again next meeting.
9:10 Meeting adjourned.
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