Final Minutes
Trustees Meeting
Stephenson Memorial Library
Wednesday, September 7, 2011
7:00 p.m.
Attendance:
Jami Bascom MaryAnn Grant Kristin Readel
Neal Brown Jim Grant Gail Smith
Bruce Dodge Bob Marshall Andre Wood
1. Minutes: 7:08 p.m.
There was no meeting in August 2011 so July minutes were reviewed and discussed. Amended minutes were accepted by unanimous vote.
2. Library Director’s Report: 7:16 p.m.
Gail presented the library statistics for July and August. They were reviewed, discussed and accepted by unanimous vote.
3. Treasurer’s Report: 7:20 p.m.
July and August expenditures were reviewed and discussed. Remaining budget for 2011 was reviewed. Reports were accepted by unanimous vote.
4. Technology Update: 7:28 p.m.
The library computers, both old and new, need protection from power surges and need battery back up in case of power failures. It was determined that 7 UPS machines are required to protect our equipment. The trustees approved the purchase of 7 units for which the funds will be taken from the Library’s checking account. Andre Wood will purchase and install the equipment.
Some electrical outlet work also needs to be done in the computer area so that we are operating up to code. We have an estimate from KA Electric for $850 to complete this work. The trustees approved the dispersal of this amount from the Library’s checking account. Gail will make the appointment for the work to be completed.
Gail and Kristin went to the Wilton Library to explore the Biblionic (Apollo) Automation System. It is a system for small libraries like ours. They thought it could be a good replacement for our current failing system Librarysoft. There is an annual fee of $1000 for support from a remote provider. Also a one-time fee of $800-1500 is required to transfer our collection data to them. The trustees gave the librarians permission to get the free trial and use it for two weeks, but also asked that they compare it to two other systems. They will report back to the trustees next month with what they looked at and what they think will best meet the needs of the Stephenson Memorial Library.
5. Tech Plan/CIP: 7:59 p.m.
Reviewed and revised Part 1 of the Library CIP to reflect the annual fee and cost to purchase a new automation system.
Discussed the possibility of recruiting local businesses and residents to sponsor the purchase of new computers still needed to replace old, dying equipment. Bruce has been in contact with Harvester Market and Norm Nickerson. The Market is interested in sponsoring the purchase of 1 computer and Norm is interested in partially sponsoring the purchase of a computer. Neal and Bruce will work on a sponsorship letter that can be sent out to businesses and residents.
6. Librarian Needs: 8:26 p.m.
Shelving space continues to be an issue. An opportunity to purchase low-cost used shelving from the Toadstool in Keene has arisen. This shelving could be used in the office areas, for adult non-fiction and possible for kitchen storage downstairs. The trustees gave Gail and Kristin approval to purchase shelving they feel will fit their needs. Monies will come from the Library’s checking account.
7. Bookshelf Bids: 8:31 p.m.
The bids from David Bridgewater and Michael Borden were reviewed and discussed. The bids are for shelving built to match the current shelving in the children’s area. This is where the new shelving will be located. After much discussion, the trustees voted unanimously to accept Michael Borden’s bid for the work. Bob will notify the bidders of the decision. He will contact Mike for first installment payment amount and for a time frame for work completion. Money for this project will come from the Merrill Trust Fund.
8. Budget 2012: 8:52 p.m.
Neal will create the first draft so we can begin the budget process. We will have a budget work session before our October meeting. Then we will review and revise our budget at our October 5th, 2011 meeting.
9. Foundation Leak: 8:54 p.m.
The trustees decided to discuss this issue at a later date.
10. ILL Van Service: 8:55 p.m.
Kristin reminded the trustees of the Interlibrary Loan Service crisis that is happening at the State level. The state legislature would like to use the federal funds for this program for other undefined purposes. This means that there would be one van to cover the entire state instead of the current two. This will greatly impact the interlibrary loan capabilities of all our town and city libraries. Neal will write a letter of support of this program and send it to Michael York, the State Librarian. Kristin and Gail will set up a petition for Greenfield patrons to sign showing their support of the program.
Meeting adjourned 9:15 p.m.
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