Final Minutes
Trustees Meeting
Stephenson Memorial Library
Wednesday, June 1, 2011
7:00 p.m.
Attendance:
Jami Bascom Mary Ann Grant Kristin Readel Zeb Wood
Neal Brown Jim Grant Gail Smith
Bruce Dodge Bob Marshall Andre Wood
1. Minutes: 7:06 p.m.
May minutes were reviewed, amended and then accepted by unanimous vote.
2. Alternate Trustee: 7:12 p.m.
Neal reported that Dan Sousa won’t be able to serve as an alternate trustee. Bob Marshall will continue as an alternate as long as possible until his duties on the Planning Board begin.
3. Library Director’s Report: 7:12 p.m.
Reviewed and discussed the monthly statistics for May 2011. Report accepted by unanimous vote. Neal stated that the Conservation Commission is interested in collaborating on mutual programs with the library. Kristin would be interested in the Conservation Commission helping with a Greenfield walk to go along with the summer reading program.
4. Treasurer’s Report: 7:18 p.m.
Monthly and yearly budget figures were reviewed and discussed. MaryAnn will ask our town bookkeeper, Catherine Shaw, how the library is billed for electricity, oil, and phone. Gail does not see bills for these utilities but they are deducted monthly from our budget. The following line item expenditures were discussed in great detail: computer software, electricity, telephone, book & periodicals, and heating fuel.
Andre Wood suggested using Energy Detective to track power usage at the library. Perhaps it is something the town could purchase so that each department could utilize the service.
Treasurer’s report was accepted by unanimous vote.
5. Technology Update: 7:30 p.m.
Andre Wood presented the trustees with a proposal to build the library a machine that will be the backbone of its digital network. It will act as a server, firewall, and will provide two internal networks that will separate the staff computers from the patron computers. The hardware consists of a quad core processor with two terabyte internal hard drives. The cost for this machine will be between $650 and $800.
The proposal was discussed at length and the consensus was that computers are a necessity for the library. This machine will be a good foundation for our current and future technology needs. Bob motioned to accept the proposal and to take funds from the library checking account to cover the cost. The motion was seconded and accepted by unanimous vote. The project will begin immediately. Andre will provide the trustees with a written quote.
6. Update on Bookcases: 7:58 p.m.
Gail and Kristin presented findings from their meeting with Ann Hoey, a Youth Services Consultant with Library Development Services at the NH StateLibrary. Ann suggested additional shelving for picture books and to double space for the early readers. Other suggestions included combining media in one spot in the adult section and to go with adjustable shelving with the new bookshelves we have made.
Bob will contact contractors for new bids on adjusted shelving measurements based on this meeting with Ann. These measurements are: One bookcase 8 ft long with 3 double sided adjustable shelves 56 in. tall. A second bookcase 6 ft long with 3 double sided adjustable shelves 56in. tall. Bob will develop a plan based on town growth for future shelving needs.
Krisitn mentioned that the Bennington Library closes 1 week/year to work exclusively on weeding the collection. We will discuss the process and procedure for weeding the library collection in July.
7. July CIP Application: 8:32 p.m.
Bob needs this completed application by July 25,2011. It was decided to have a closed work session on the CIP application at the library on Wednesday, June 8, 2011 at 7 p.m.
8. Library Director’s Job Description: 8:50 p.m.
Neal will email a copy of the draft to Jami. She will send it to Lil Edelmann at the State Library for review and suggestions. Jami will report back at July meeting.
9. Greenfield Joint Loss Management: 8:52 p.m.
We reviewed the library safety issues. Gail will deal with these items.
10. Remaining Goals for 2011: 9:56 p.m.
We reviewed our remaining goals for 2011. These included:
Develop a long-range tech plan and a MTFI
Develop a plan to conserve the building energy use and a MFTI
Develop a plan to address the basement leak and a MFTI
Develop a plan to address the deterioration of the building soffits and a MFTI
Review and update the Libraries Policies
Meeting adjourned 9:02 p.m.
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