Library Preliminary Minutes 01/07/2015
PRELIMINARY MINUTES
STEPHENSON MEMORIAL LIBRARY TRUSTEES MEETING
WEDNESDAY, JANUARY 7, 2015
PRESENT: Bruce Dodge, Mary Ann Grant, Jami Bascom, Neal Brown, Bob Marshall, Julie Steenson.
7:02 PM – The meeting was called to order by Chairman Brown.
Review of the preliminary minutes for the December 3, 2014 meeting:
The Trustees reviewed the preliminary minutes. The motion was made to accept the minutes as written by Bruce and seconded by Neal. The vote was unanimous in the affirmative to accept the December 3, 2014 minutes. ACTION: Pat will have the final minutes posted to the Town website.
Review of the action items in the December minutes:
Bruce did contact Andre Wood and he did help facilitate the transfer of data from Alexandria to Apollo. Julie reported that it went well and it is complete.
Mary Ann reported that she is in the process of obtaining a credit or debit card for use as petty cash disbursement for the Library. A brief discussion followed about the pros and cons of a credit versus a debit card for the purpose. Mary Ann will go the the bank where the checking account is located and get the card for Julie as soon as possible.
The library sign has been placed. Julie reported that several patrons have noticed that the posts are uneven. Bruce stated that he has contacted the sign maker, and after the posts are made even, they will re-cap the tops at no charge.
Mary Ann did contact Bill Harper and got a recommendation for a structural engineer to do a study of the basement repairs at the Library
7:20 PM – Treasurer’s report:
Mary Ann and Julie provided the Trustees with a year end and a year to date report as well as an outline of funds available until the 2015 budget is passed in March for their review. The line items were reviewed by the Trustees and the Library Director. The Trustees would like current gallon cost that the Town is paying for heating fuel since it has been dropping in the open market.
Julie also reported that there is a balance left in the 2014 budget for part time wages that were not used due to her not knowing that there were more than 26 pay periods in 2014, so the last pay checks for the Library came out of the 2015 budget.
Bob asked about how the GiVers dues are used and they are designated for the Librarian’s discretion. A discussion followed about using the GiVers money and the copier revenues for the purchase of a new barcode scanner. ACTION: Mary Ann and Julie will work together to develop an excel spread sheet for revenues and the Merrill fund.
A motion was made by Bruce to accept the treasurers report as presented, and the motion was seconded by Neal. The vote was unanimous in the affirmative to accept the report.
7:45 PM – Review of the Structural Engineer’s proposals for the repair of the Library foundation:
The Trustees were provided with two bids, for the site study and the management of the repairs from Ben Tirey. A discussion followed about how to proceed and the how the cost of the site study would be paid for. Neal and Julie reported that there is money in the 2015 budget for the study, and the goal would be to obtain a cost basis for a warrant article to pay for the repairs in the 2016 budget. The motion was made by Bruce to obtain a second opinion before choosing a structural engineer for the study, and it was seconded by Neal. The vote was unanimous in the affirmative to obtain a second opinion from another engineer. ACTION: Neal will contact the DPW Director and ask him to find another structural engineer for a second opinion.
8:10 PM – Library Director’s Report:
Julie provided her annual report for 2014 to be submitted to the Town Report. A discussion followed about the financial report that will accompany the annual report. The financial report can be submitted as an excel spread sheet at the end of the annual report. ACTION: Julie and Mary Ann will work together to complete the annual report and submit it to the Town by the report deadline.
Julie also presented two new policies addressing overdue books and exhibits. A motion was made by Jami to accept the policies, and it was seconded by Bruce. The vote was unanimous in the affirmative to accept the policies.
Bruce asked Julie how audio books are going to work. There are patrons who use audio books and will appreciate a wider variety of title. Julie provided information about an audio books lease program will provide 18 titles that have been released within the last 6-18 months, and then as 6 are returned, six new ones will be provided. The titles will be both juvenile and adult title, and titles can be requested by patrons or recommended by the lease company. The cost will be $65.00/month
8:35 PM – Other/New Business:
Julie proposed that the trustees consider changing the Library hours. She reported that there are times when there a very few patrons and other times when patrons are there until closing. The discussion ensued about how best to get input from the public on any changes in days open or hours open. The Trustees will have a work session to discuss Julie’s ideas for changes. ACTION: Julie will develop a two or three questionnaire and put it in the next edition of the Spirit and on the Town website.
Julie’s husband is building a patron counter for the library that will be a more accurate way to track Library usage.
Jami is up for re-election for Library Trustee, and she will register to run for the seat.
9:12PM – A motion was made by Bruce to adjourn the meeting at this time, and it was seconded by Neal. The vote was unanimous in the affirmative to adjourn the meeting.
The next meeting of the Trustees will be on Wednesday, February 4, 2015 at 7:00 PM at the Library.
Repectfully Submitted,
Patricia LaPree