Preliminary Minutes
Trustees Meeting
Stephenson Memorial Library
Wednesday, October 5, 2011
7:00 p.m.
Attendance:
Jami Bascom MaryAnn Grant Kristin Readel
Neal Brown Jim Grant Gail Smith
Bruce Dodge Bob Marshall
1. Minutes: 7:02 p.m.
September minutes were reviewed and revised. Amended minutes were accepted by unanimous vote.
2. Library Director’s Report: 7:09 p.m.
September statistics were reviewed and discussed. They were accepted by unanimous vote as written.
Library staff and trustees discussed our efforts to support the ILL (inter-library loan) Van Program. State legislature is seriously considering cutting this program so that the money can be used elsewhere. Librarians have posted a petition for residents to sign in support of keeping this vital program. Neal has drafted a letter of support to be sent to state legislators and the state librarian. He encouraged us all to send letters supporting this service that our library uses frequently for our patrons.
K A Electric will be coming soon to take final measurements for the work to be completed in the computer area. Gail will schedule a time for the work to be done.
3. Treasurer’s Report: 7:21 p.m.
The 2011 budget was reviewed and discussed by line item. We reviewed and discussed expenditures and deposits in the library checking account. Monies that went out from the checking account that should have been taken from line items in our budget include the Eyes on Owls program and invoices for computer support and maintenance. Gail will seek reimbursement of $230 from the program budget line item, and $1255 from the computer support and maintenance line item to cover invoices for services rendered by Wizardry Compiled. Mary Ann will talk with Andre Wood about language used in invoices so that we can be more efficient in utilizing our budget. Trustees agreed to have our budget more accurately reflect actual expenditures in programs, computer support and maintenance, and building maintenance. The treasurer’s report was accepted by unanimous vote.
4. Meeting Minutes: 8:10 p.m.
Trustees discussed ways to make it possible for all members to participate fully in our meetings. Jami has expressed concern regarding taking the minutes and being able to participate in the discussions around most agenda items. The idea of having a volunteer take minutes was suggested. Bob noted that the planning board has a clerical line item in their budget so that someone can be hired to record the minutes. He suggested we consider the possibility of hiring a person to take the library minutes. Neal offered that Pat LaPree may be interested and that she would be a good candidate as she has experience in this area. A motion was made to offer Pat the job of recording secretary to take the minutes for the November and December meetings at the rate of $50/meeting. The motion was
seconded and approved by unanimous vote. We will add a new line item, clerical services, to our 2012 budget so that it more accurately reflects our actual cost of operation.
5.Library Computer Fundraiser: 8:30 p.m.
Bruce and Neal shared the letter they composed that has been sent out to some potential supporters and friends of the library outlining our plan and efforts thus far to upgrade and replace our dying computer equipment and software. They have received a positive response thus far. Trustees reviewed a list of other potential supporters to be sent letters. Bruce will also research the Bill and Linda Gates Library Education and Technology Foundation to see if this could be an additional source of funding for this project.
6. Librarian Needs/Issues: 8:42 p.m.
Gail stated that there are no new needs at this time. She reported that the Toadstool DONATED the used bookcases that were approved to be purchased at the September meeting. Thank –you so much Willard and Holly Williams for your generous support of the Stephenson Memorial Library!
7. 2012 Budget: 8:44 p.m.
Background information that Neal gathered regarding sewer fees, heating fuel, fuel consumption, and telephone were reviewed and discussed. Figures on various line items were adjusted. Clerical services were added as a new line item. Bob will ask Catherine Shaw for an itemization of charges on the phone bill so that we can determine our cost for Internet services. Kristin will prepare a spreadsheet of programs and costs so we can put a realistic figure in this line item. Trustees are aware that this line item has been much lower than actual costs in the last few years. Finalization of our budget will occur at our November meeting.
A lengthy discussion ensued regarding Saturday hours at the library. This change in hours of operation is supported by the public survey taken at Town Meeting 2011. The decision to be open Saturday instead of Friday for 1 year was approved by the trustees by unanimous vote. Increasing hours and a salary raise are also being considered. Bob, Gail and Kristin will work on getting comparable librarian salary numbers from the state. Comparable sized towns to be considered are Temple, Lyndeborough, Bennington, Francestown, and Hancock.
8. Bookshelves Update: 9:51 p.m.
Bob reported that Michael Borden will build the bookcases in November and delivery in early December.
9. Space Needs Assessment: 9:53 p.m.
Bob, Gail, and Kristin have begun work on a long-term plan regarding space needs at the library. Bruce reminded us that we already have some information provided by Ann Hoey from the State Library. She met with Gail and Kristin early this year.
Meeting adjourned 9:56 p.m.
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