Library Preliminary Minutes 05/07/2015
PRELIMINARY MINUTES
STEPHENSON MEMORIAL LIBRARY TRUSTEES MEETING
WEDNESDAY, MAY 7, 2015
Present: Jami Bascom, Bob Marshall, Neal Brown, Bruce Dodge, Mary Ann Grant, Julie Steenson.
The minutes were recorded by Patricia LaPree
7:06 PM – The meeting was called to order at this time by Chairman Brown.
Review of the preliminary minutes for the April 1,2015 meeting:
There was on numeric correction. On line 53, change April 8 to April 22.
The motion was made by Jami to accept the minutes as amended, and the motion was seconded by Neal. The motion carried 3-0.ACTION: Pat will amend the minutes and have them posted on the Town website.
7:12 PM – Treasure’s Report:
Mary Ann provided the Trustees and Julie with the current and Year to date expenditures/revenues report from the Town as of May 4, 2015. Discussions followed in the following areas of the budget:
The Town Budget is on target for the year to date. Mary Ann researched heat degree day over the last two years and noted that the heating costs have not exceeded the line item.
The Merrill Fund balances in the two categories, book and building maintenance were reviewed.
There is a need for more book shelves in order to accommodate new books.
Julie noted that the general supplies line in the budget will be exceeded this year due to the increase in use of the Library. Bob noted that keeping track of the various increases in spending due to greater usage and ongoing maintenance issues needs to be considered when writing the 2016 budget.
The motion was made to accept the Treasurer’s report as presented by Bruce and it was seconded by Jami. The vote to accept was 3-0 in favor.
7:32 - Library Director’s Report:
Julie provided the Trustees with her monthly report and statistics of usage.
The following areas of the report were discussed:
Insurance is needed for all volunteer organizations and others that want to use the Library space. ACTION: Mary Ann will get insurance information and bring it to the Library.
Three times in the month of April patron checkouts exceeded 100 in a day!
Julie has met with manager and some residents of Greenfield Commons. She is working on providing a satellite computer for the residents so they can access the Library catalogue, and she is looking into having a rotating collection on site as well as volunteer transportation of residents to the Library.
The Department of Labor made an inspection of the Library and there are some items that need to be address to be in compliance. The Town is assisting with repairs. Julie was present for the inspection as a member of the Town Joint Loss committee. There was a Town wide inspection conducted by the DOL, not just the Library.
Two Library assistants have been hired. Julie continues to work more than her salaried hours to get needed tasks done and the Trustees brainstormed with her ways that she can get the work done and not over extend herself. They requested that she continue to keep track of hours and tasks in anticipation of addressing the current and future needs for the Library and the Director position.
Julie requested that she be able to apply for acceptance to a four day Supervisors Academy presented by Primex in July 2015. The Trustees are in support of her application and, if accepted, the needed paid time off to attend.
The mail delivery to the box at the Library is an issue with the rural carrier due to its placement. Neal motioned to have a PO Box leased for the Library and it was seconded by Bruce. The vote was 2-1 to rent a PO Box at the Greenfield Post Office. ACTION: Julie will rent a PO Box for the Library.
9:02 PM -Building Issues:
Neal asked Julie to obtain a bid from Builders Installed Products and bring the bid and the audit report and recommendations from the audit to the Select Board to inform them of the status of the Library building.
There were two bids submitted by Concord Awning to address the extreme heat in the summer at the Library. Both are for the south side of the building and one is interior and one is exterior. There was a discussion about whether the Trustees can direct an exterior change to the building, or whether it has to go through the Select Board. ACTION: Julie and Neal will bring the bids and defend the need to the Select Board. Julie will get them on the next meeting agenda for the Select Board.
9:35 PM – Other/New business:
The Trustees reviewed the Meeting Space Policy as presented for review. There will be a modification to the part that states “no tape or nails …” to allow it with permission from the Library Director. Bruce made the motion to accept the policy with the amendment, and it was seconded by Neal. The motion passed 3-0. ACTION: Julie will make the amendment to the policy.
There was a discussion about the number of people that are allowed by code in the Wensberg Room. ACTION: Julie will contact the Building Inspector and get clarification about an occupancy number.
The New Hampshire Library Trustees Association Annual Meeting is on May 18, 2015. Neal will be the only one to attend this year.
Julie has contacted two chimney specialists for bids to repair the chimney, but neither showed for their appointments. ACTION: Bob Marshall will follow up with getting the repair done and bring the information to the next meeting.
There was a discussion about whether to go to twice monthly Trustee meetings. This will be discussed at the June meeting.
9:58 PM – The motion to adjourn the meeting at this time was made by Jami and seconded by Neal. The motion passed 3-0 to adjourn the meeting.
The next meeting of the Trustees will be held on Wednesday, June 3, 2015 at 7:00 PM in the Wensberg Room.
Respectfully Submitted,
Patricia LaPree