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GALE LIBRARY
16 South Main Street
Newton New Hampshire 03858
(603) 382-4691
DATE: Wednesday January 8, 2014
TIME: 10:00am
LOCATION: Gale Library, 16 S Main Street
MEETING MINUTES
- Call to Order: 10:05 A.M.
- In Attendance: Marilyn Landry, Chairperson; Kathy Meserve, Treasurer; Anne Banks, alternate/acting secretary; Lynne Camp, alternate; Sally Woodman, alternate; Terry Caswell, Director.
- Minutes from previous meeting: Lynne motioned to accept the minutes from the Dec. 11th meeting, and Sally seconded the motion. It passed unanimously.
- Communications and Correspondence: Terry verbally thanked the Trustees for the gift card she received at the Holidays. Marilyn read the note she composed to thank the Trustees for the plant that was sent to her following her recent convalescence. Kathy asked if we each had received the NHLT Newsletter, and we all confirmed we had received it. Terry had received coupons from Staples for recent purchases, and has redeemed them for 2 zipper binders, called ‘case-it’ binders, which have been ordered and should be in this week. One will go to the new Secretary of the Trustees; the other will be used by the Library.
- Library Director’s Report: Kathy was interested in how many attended the Cookie Swap this first time it was held. Terry reported only 4 adults. We hope for more next time. We jumped ahead to Friends’ News. Sally expressed concern that both the Recreation Committee and the Friends are offering passes for O’Neill Cinema this spring. Sally will follow up with the Recreation Committee to be sure the dates of the offerings are different enough for both to be successful. Anne moved to accept the Director’s Report, Kathy seconded. Motion passed unanimously.
- Treasurer’s Report: QuickBooks has proved very helpful; Kathy will use the software exclusively in 2014. She will also adopt the practice of netting coupons from payments as they occur, rather than having separate line items for full price and coupons used. This will be less confusing going forward. We have spent our budgeted monies from 2013, with the exception of $1,255.25 for the unspent payroll. We will get a check for this amount from the town book keeper this week. Kathy motioned and Sally seconded to accept the Treasurer’s Report. The motion passed unanimously.
Unfinished Business:
- Accident/Incident Report form revision: we had asked Terry to add a paragraph to indicate whether the subject of the report had declined treatment. She has done so, and also added a place for the subject’s phone number. The changes all looked fine. In reviewing the form today we also decided to add a box to indicate, if checked, that the accident or incident had been reported to the Town Administrator. Terry did so immediately. We all reviewed the form again, and it was signed as approved by Marilyn, Kathy, and Anne.
- 2013 Budget Review: As noted previously, we spent our appropriated budget for 2013 except for the unspent payroll, for which we will get a check from the town.
- Staff Changes: Terry will be rearranging hours due to a request by one of the staff.
- Open Position – Library Trustee (Secretary) – Anne is taking minutes at this meeting, Lynne will fill in for February, and Sally will fill in for March. Terry will pass the new zipper binder on to the new Secretary, who will be elected at the next town elections.
- Circulating Wii Games: Terry would like to begin circulating the Wii games, of which we have 14. She suggested the same circulation policy as we currently have for the DVDs (one week, one renewal if no hold on the DVD). This won’t affect the size of the collection; Terry will continue to add 1 or 2 Wii games each year as she has been. Marilyn motioned we allow circulation of the Wii games as described above, and Kathy seconded. It passed unanimously.
- Vehicle Policy Review for 2014: all Trustees and staff are in compliance except for one; Terry will see that the staff member in question sends a copy of her license and fills out the required form ASAP.
- Library Rules and Behavior Policy Review: Anne asked if we could revisit the advisability of disallowing firearms in the library. She read in the most recent NHLT Newsletter a very well-written policy, from the Barrington Library, which ‘requests’ that no weapons be brought into the library except by duly appointed officers of the law. We all reviewed the wording of the policy and agreed it would be a good addition to our current library policies, as a separate ‘Weapons Policy’. Terry will write it up for our approval next month. The Barrington policies also included some good safety and security items. Marilyn will make an agenda item for next month to review whether we want to add or change our policies to mention such things as an AED and the ‘panic button’
which is at each circulation desk.
- Library Director job description: a few changes were suggested by Terry. We should remove mention of backing up computer hard drives, as this function is done off site by a service. She also pointed out that she should be enforcing policies equally among staff, as well as patrons, who are already in the verbiage. We agreed and will sign off on the changes at next month’s meeting.
- Library Assistant job description: changes to the paragraph on enforcement of policies were suggested by Terry, similar to the changes mentioned above for the Director’s job description. We agreed and will sign off on the changes at next month’s meeting.
- Acceptance of Donations: Kathy moved to accept the $5.10 donation. Marilyn seconded the motion, which passed unanimously.
Friends’ News: Terry reported the Friends made close to $800 with their Christmas Baskets Raffle Fund Raiser. They were happy to fund our 2 new computers.
- Monthly Invoice Review: Invoices were reviewed and initialed.
- Adjournment: 11:55 A.M.
- Next Meeting: February 12, 2014, at 10:00 A.M.
Respectfully submitted,
Anne D. Banks
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