Preliminary Minutes
Trustee Meeting
Stephenson Memorial Library
Wednesday, November 2, 2011
7:00 PM
Attendance:
Jami Bascom MaryAnn Grant, Jim Grant, Bob Marshall, Neal Brown, Bruce Dodge, Kristen Readel, Gail Smith. Patricia LaPree, taking minutes.
Guests: John Gryval, Andre Wood, Zeb Wood.
- Guest John Gryval: 7:00 PM
Mr. Gryval, as Chair of the Emergency Management Team, discussed the possibilities of the Library being utilized in the event of an emergency for the Town. The central location and space could be utilized in a variety of ways. The topic will continue to be discussed. No decisions were made.
Mr. Gryval, as Chair of the Zoning Board, stated that the sign for the Library must be approved by Peter Hopkins, building inspector. It can be no more than 15 square feet, and can not be closer than 25 feet from abutting lots. The Planning Board would only become involved if the Library did not agree with Mr. Hopkins decision. Mr. Hopkins has been contacted by Gail Smith, but she has not yet heard back from him.
October Minutes were reviewed. Mr. Dodge made a motion to accept the minutes as written, Mr. Brown seconded the motion. It was unanimously passed.
- Status of Automation Choices: 7:30 PM
Ms. Readel reported that she has checked out several automation systems used by various area libraries. She has checked out “Library World” at the Nelson Public Library, “Evergreen”, an open source database located at the Hanover Library and available to all libraries in the State, and Books System Atrium. She will attend a training and information session about “Evergreen” in Hanover on November 14. She reported that the Library World System is about the same as what SML is currently using, and the customer service from Book System Atrium has been outstanding. This program also features on site training and transfer of the current system.
The Trustees will be prepared to make a final decision on which system to get at the December Trustees meeting.
- Status of Computer Construction: 7:45 PM
Mr. Wood and his son, Zeb, reported that they are ready to go forward with building and installing three more computers at the Library. Two will be for staff and one will be for the public. KA Electric has come and made the final measurements to install more outlets for the new computers. Mr. Wood expects the installations will be complete by the beginning of December 2011. He will provide an invoice by Nov. 5, and the Friends of the Library will pay the invoice so the computers can be ordered and assembled.
They also recommend another router be located in the southeast corner of the Library for greater access to the wi-fi signal for patrons both inside and outside of the building.
The extent of the usage of the wireless service at the Library was discussed. It is the only internet access available to people in the parts of Town that do not have wireless connection. Mr. Wood reported that there have been 68 unique users identified on the wireless at SML since June 2011, and that wireless usage is high both during open hours and other days of the week.
The Trustees thanked Andre and Zeb for all their help and great work.
- Dedication Plaques on Donated Computers: 8:05 PM.
There was a brief discussion about whether to put plaques on the computers or on the Library wall. No decision was made.
- Status of Friends/Trustee Fundraiser: 8:10 PM
Ms. Grant reported that the amount of 2555.00 has been raised so far toward the computer service and automation systems upgrades.
- Preliminary Budget Hearing with the Select Board: 8:15 PM
There was a brief discussion about the information that the Trustees will be presenting to the Board during the budget discussions. It was noted that the Library has increased open hours on two extra days, has significantly upgraded computer access and systems in the Library and has a strong volunteer base as of the close of F/Y 2011.There were 89 responses to the resident’s survey that the Library conducted in 2011, indicating the support of the Town for the Library.
Mr. Brown requests that any Trustees that can attend that evening should do so to provide input to the Board for the 2012 Budget. He will notify everyone as to the time when he gets that information from the Board.
- Statistics Report: 8:18 PM
Ms. Smith does not have statistics compiled for the last month yet. They will be available for the December meeting.
- Treasurer’s Report:8:45 PM
Ms. Grant presented and discussed the report to November 1, 2011. There were two expenditures of 323.00 and 850.00 for building and maintenance that need to be paid. There will need to be 105.00 added to the budget from another line item to cover both expenses. The Conservation Commission reimbursed the Library for the Eyes on Owls program. The interest form the Library trust Fund is expected to be about 200.00 this year, per Gil Bliss. The report was accepted by unanimous vote.
Future Business: 8:25 PM
(I): Status of Final Draft of the Library Director job description:
Ms. Bascom has some more questions that she needs answered before the final draft, and will contact Mr. Brown.
(II): Report on the foundation leak :
DPW has patched the foundation and created better drainage away from the building. It has not leaked since the work was done. It was noted that the DPW did not tell the Library when they were going to do the work, it was discovered because Ms. Grant saw them at the Library with the equipment and asked them what was happening. She also reported that DPW Director Murray has been very prompt and responsive to requested needs.
(III): Inter Library Loan Van Petition Update:
Mr. Brown Reported that he has spoken with the State Librarian, Michael York and the District 2 State Representative, Bart Hardwick to ascertain whether the petition to keep all four ILL Vans operational is for consideration while in the study committee phase or decision phase of the House Bill to eliminate all but one van.
He has sent a copy of the petition for e-signature or to print out to all Trustees, and the deadline for the petition is November 16, 2011.
Meeting Minutes: Pat LaPree has agreed to take the meeting minutes, beginning tonight.
The oak desk will be purchased for a donation and will be getting a new home.
Ms. Smith requested that there be plastic put over the windows in the old part of the library for the winter. The Energy Commission has done this at the Town Offices. Diane Boilard will be contacted about getting it done.
The Tree lighting ceremony is scheduled for December 9 at 4:30 PM. The lights need to be put on the tree before then, and there have been donations of more lights. Ms. Smith will contact Mr. Brown about how to get the lights on the tree. Mr. Brown and Mr. Blanchard (former recycling supervisor) did it last year.
Mr. Scott Jones will be a guest at the December Trustees meeting. He has been an alternate to the Trustees of the Library in the past. There was a brief discussion about who is up for election for the Trustees in 2012 and how many alternates can be appointed. The State statute reads that any odd number of alternates may be elected as by the Town. No decisions were made at this time.
The motion to adjourn the meeting was made by Mr. Dodge at 8:58 PM, and seconded by Ms. Bascom. The vote was unanimous to adjourn the meeting at this time.
Next meeting will be Wednesday, December 7, 2011 at 7:00 PM, at the Library.
Respectfully submitted,
Patricia LaPree
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