ࡱ> 796 .%bjbj 4,.//// ;/J0OOOOO***zF*****OO*OO*IO0/va0Ji,b.bbD**********J****b********* : NEW DURHAM LIBRARY BOARD OF TRUSTEES DRAFT COPY Minutes for April 2, 2013 Present: Joan Martin, Fred Quimby, Richard McCormack, Richard Leonard, and Angi Manning-Welch Invited: Max Wirestone ( Library Director) and Terry Jarvis ( Selectwoman) Call to order: The meeting of the New Durham Public Library Board of Trustees was called to order at 6:30 PM on April 2,2013 at the Adult reading room of the Library by Joan Martin. Joan immediately requested that the Board go into non-public session in order to talk with Selectwoman Jarvis. Fred moved and Richard M seconded a motion for the Board to go into non-public session according to RSA 91-A;3,II (a) regarding the dismissal, promotion or compensation of a public employee. A roll call vote of all Board members to pass the motion was unanimous. The time into non-public session was 6:35 PM. Selectwoman Jarvis reviewed three key areas in which RSAs or the Town of New Durhams Personnel Policy provided guidance on actions which the Library was about to engage in: merit increases in the salary for the Library Director and other library employees, Officially rescinding certain benefits for library employees to which the Board previously agreed, and new personnel hiring. Selectwoman Jarvis reminded the Board members that there was a responsibility to write an annual evaluation for each library employee prior to awarding any merit increase. Selectwoman Jarvis also reminded the Board that a signed conditional offer letter must be sent to Town Hall before any person is hired as a public employee. Fred moved and Richard M seconded a motion to go back into public session. The vote was unanimous. The time to open the public session was 7:01PM. Approval of the Minutes: Richard M moved and Joan seconded a motion to accept the minutes of the March 5, 2013 meeting of the Board as written. The motion passed unanimously. Fred moved and Richard M seconded a motion to accept the minutes of the March 17, 2013 meeting as written. Following a brief discussion the motion was passed unanimously. Officer Elections: Richard moved and Joan seconded a motion to elect Fred as the treasurer for the next year. The motion was passed unanimously. Fred moved and Angi seconded a motion to elect Richard M as Secretary for the next year. The motion was approved unanimously. Richard M moved and Angi seconded a motion to elect Joan as Chairwoman of the Board for the next year. The motion passed unanimously. Treasurers Report: Fred presented and explained monthly transaction reports (for March) for each account. The remaining balance in the Operating Account is $939.59 and the remaining balance in the Trustees Account is $5799.34. Fred further explained that he had requested a transfer of funds from the Towns General Fund to the Library Operating Account in the sum of $5000. Once this transaction was made the new Operating balance would be $5939.59 and the funds remaining n the General Fund, to be transferred later, would be $14,470. Fred reviewed cash flow statements by category, the annual budget process, and the two CIP accounts for technology and library internal maintenance . Detailed Expenditures: Max reviewed the detailed expenditures for the last month . Directors Report: Max reviewed the library statistics for the month of March where attendance was greatly increased over previous years mainly due to instituting new programs -especially at a time when the children in New Durham were on vacation. Among the programs held recently in the library are: Science Slueths where 15 children signed up to study chemistry, Chess Club which was not enthusiastically received and will probably be discontinued, Maple Sugaring Workshop which was well attended, Mindstorms Workshop which was a legos robotic event with 6 new children attending, After School Crafts which Sarah Foynes held over the past 6 weeks and was well received, Cocoa and Cliffhangers where Max and Cathy read to 17 children ( mainly in 5-6 grades) after school, Lego Club which has 20 children broken up into two groups that meet for 4 weeks each, Adult Painting in which adults took painting lessons from Larry over the past 6 weeks and will likely transition into a painting group. Max also discussed several additional programs which are in the works including Comparative Languages which will be taught by Christa Franke around a pre-history theme in the Spring, Summer Reading Program ( our most successful program) which involves 16 volunteers ( that have met 3 times already) and all performers have been signed up for this summer and a grant to NHS has been written to partially support the summer reading program, Seed Bank in which residents will collect seeds from their most successful plants and share them at the library, and Jack Pelito has agreed to talk at the library about mystery writing. Upon completion of this summary the Board members suggested that Max contact the UNH Cooperative Extension Service for a person who may help in the Seed Bank project. Old Business: Provisional Part Time Library Aide: We will move ahead with this project although the immediate urgency for this person has passed. People Counter Update: Max received several quotes for this device and purchased the least expensive one. Richard M agreed to install it this Spring. Town Survey Results: The Library appears to be one of the most popular entities in Town according to a survey of the Town residents. New Business: Mullions: three are beyond repair and the Board agreed to pull the remaining mullions down from the windows. Inventory: Max has started an inventory of who owns what in the library. Basically the library owns most everything found in it except the Historical Section which belongs to the Town Historian. The Town also owns a microfiche machine which is still necessary to review some Town records. Helen Day Center: the Board decided not to contribute to this institution this year. Library Director Merit Increase: Richard M moved and Fred seconded a motion to recommend a 3% merit increase. The Board voted unanimously in favor of the motion. Holiday and Bad Weather Days: Following a brief discussion, the Board moved to rescind Holiday and bad weather day benefits for all part time employees of the library. This motion was approved unanimously. Exterior Painting: Fred recommends that we place this issue on the agenda for the May Meeting since this recommendation, by the board, will have a financial impact for the Town -and they need to know about it as soon as possible. The Board brought Max into a discussion concerning employee annual evaluations and merit increases which must be presented to the Town this week. The proposed merit increases for all positions other than the Director, will be submitted to the Trustees and they will send them to the Town this week. Richard M moved and Fred seconded a motion to adjourn. The motion passed unanimously at 7:55PM. 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