HAMPSTEAD PUBLIC LIBRARY
BOARD OF TRUSTEES
Director's Reports
December January February
Trustee's Minutes
November 16 December 14 January 18
The regular meeting of the Hampstead Public Library Board of Trustees was called to order at 6:25 P.M.
Present were Emily Reschberger, Chairman; John Skidmore, Treasurer; Aileen Wall; Gwen Glick; Debra Hiett, Library Director; Merrily Samuels, Assistant Director; Brian Vass, Budget Committee Liaison; and Penny Williams, Tri-Town Times.
b. Correspondence – There was none to note.
Long Range Plan
Facilitator $75 hr
3 meeting s (2 hrs each)
March 19, April 2, (May14)
State Report submitted 2/13
Shadow Program
Food for Fines in March
Big Reads – Country Fair
Second floor thermostat replaced mid to late January
Basement leaks sealed end of January
Quotes for outdoor lighting
1. Councilman Electric
2. Pallaria
Front Parking Lot Light – Steve Harms called 2/2/12
2/9 Steve was unsuccessful in fixing the light & called Councilman Electric 2/14
Emergency light generator in the basement leaking sulfuric acid & caps are corroded – will have electrician look into it
Nothing to report
Programs and Attendance
See Statistic Report Handout
Director attended Dept Head Meeting 2/7/12
Director attended MHR Meeting 2/8/12
No NHLA Conference this Year.
1. Looking for substitute professional developments for staff
Meeting with School Librarians next week - 2/21(HMS) & 2/22 (HCS)
NHLTA Conference 5/21
Statistics Report
Year to date budget report
Computer Use Policy and Usage procedure (Draft)
• Long Range Plan
• Emergency Response Plan – update
• NH Library Trustees Association Spring Conference & Annual Meeting will be held 5/21/12
- Registration form will be mailed in March with a detailed brochure
Building and Grounds
• Heat not working in reference area 12/29
- Difeo called – cleaned & repaired furnace wire going to electrodes
- Secured 2nd floor thermostat (had been consistently reading 6° lower)
• Furnace cleaned and maintenance done 1/4/12
• Granite state Elevator Co. performed contract maintenance service on 1/7/12 ($180)
• Two Advanced ballasts replaced 1/11/12
• Water in basement 1/17/12
Personnel
• Staff member through Community Action Program- Senior Community Service Employment Program will be leaving Hampstead Library January 20th.
Programs and Attendance
• See Statistic Report Handout
Meetings/Professional Development
• 12/13 – Director attended the Department Head Meeting
• 1/4 – Technology Resources Librarian from the State Library attended HPL staff meeting to give staff instruction in using OverDrive database with various e-books
• 1/11 – HPL hosted Merri – Hill - Rock Meeting
Attached Handouts
- Statistics Report
- Year to date budget report
- Addendum to Town Media Social Policy
December 14, 2011
• Holiday program scheduled for 12/19 & 12/20
• Potential Patron issue – nonpublic session
• The Successful Library Trustees Handbook – 3 copies in collection
• Survey From Library Trustees Association
• Friends Donation Schedule
• Dec, 5 2011 the furnace upstairs NF area was not to be working
- DiFeo reset furnace & scheduled cleaning and tune up for 1/4/12
- Thermostat appears not to be working – will have checked 1/4/12
• Theft and vandalism issues on Mary E. Clark Dr.
- Custodians notified re: brighter lighting
- Pollaria Electric - 12/5 looked at area
- Recommend 3 directional flood lights (350 watts) will send quote
• Rotting board on roof line
• Our Children’s Librarian will take on the role of Membership Chairman for CHILIS
• See Statistic Report Handout
• 11/29 – Director attended an all day workshop in Hanover on Library Management - budgets, personnel, building, and governance
• Staff member participated in Webinar on Copyright – will present at staff meeting
• Director participated in Webinar on Tips on Conducting an Online Book Discussion Group – will present at staff meeting
• 12/13 – Director attended the Department Head Meeting
Attached Handouts
- Statistics Report
- Year to date budget report
- Default Budget
- Anticipated Income in Trustees Line
- Projected Holiday Schedule
a. B. Vass asked for clarification regarding budget salary line for Children’s Librarian. Information was provided to B. Vass by E. Reschberger.
a. J. Skidmore moved to accept the minutes as written. Second by A. Wall. All were in favor.
a. Inter Library Loan van service update given by M. Samuels.
i. M. York, State Librarian, made a presentation to the Legislative Body; there is no outcome at present time.
ii. Assistant Director will update the board as information becomes available.
b. Discussion of the 2012 Holiday Schedule resulted in a motion made to accept the Holiday Schedule as written. Second by A. Wall. All were in favor.
c. Director reported that staff may carry over 160 hours of PTO.
d. On Thursday, January 26th from 4-6pm there will be a "Meet & Greet” session for the public to meet the new Library Director.
a. Acceptance of gifts
i. Various used books donated from individuals
ii. Artwork donated in memory of Harriet Grush
iii. $100 donation by Big Island Pond Corporation
iv. Private donation of $125 for two museum passes
J. Skidmore made a motion to accept the gifts as mentioned. Second by A. Wall. All were in favor.
b. Correspondence – Director read a letter of welcome to director and a commendation and thank you to staff members.
a. E. Reschberger motioned to adjourn the non public session; second by J. Skidmore. All were in favor. Meeting adjourned at 7:55 PM.
Minutes for the Meeting
November 16, 2011
J. Skidmore moved to accept the minutes as written. Second by C. Flaherty. All were in favor.
Discussion took place about what is covered under the contract with Difeo Oil and Propane as far as the annual maintenance and winterizing agreement. E. Reschberger will follow up with Town Hall for clarification.
4. Treasurer’s Report given by J. Skidmore.
E. Reschberger noted that grant funds awarded for Children’s Books and Breakfast program should be encumbered for next year to finish out life of the grant. Director will visit grant contract to determine what is covered and life of the grant agreement.
5. J. Skidmore went over 2012 budget.
a. B. Vass will submit questions about the budget to the Board of Trustees at a later date.
b. E. Reschberger and J. Skidmore will set the default budget.
a. Meeting Room policy was amended to reflect the following change, "Meeting rooms are only available during regular library hours. All use of the meeting rooms must begin after the Library has opened to the public and must be cleared by the scheduled closing time.”
b. In January the Board of Trustees will look at the limit of meeting room use.
c. the Library Director drew up a draft of an addendum to the Town social Media Policy. It will be discussed at the January meeting.
d. Petition to save Inter Library Loan van service was sent to the state Librarian, Michael York. Mr. York will make a presentation to the legislative body at the end of the month. Assistant Director will keep the Board of Trustees updated on the outcome.
e. Discussion of alternate Trustee Position resulted in a motion made by E. Reschberger to make a recommendation to the Board of Selectmen that Gwen Glick be appointed to the Board of Trustees as an alternate. Second by J. Skidmore. All were in favor.
a. The 2012 Holiday Schedule was discussed. The Library Director will get staff input at the next scheduled staff meeting and bring information back to the Board of Library Trustees at the December Board of Trustees meeting.
b. Acceptance of gifts
i. Money in the donation jar, $52.50 was deposited.
ii. Various used books donated from individuals
iii. J. Skidmore moved to accept gifts as stated. Second by A.Wall. All were in favor.
c. Correspondence - There was none to note.
d. There was a discussion about the staff carrying over PTO (Paid Time Off). It is unclear at this time if staff is able to carry over 160 hours of PTO. E. Reschberger will get more information from Town Hall.
e. There was a discussion about holding a "Meet & Greet” session for the public to meet the new Library Director. Dates to be determined.
A. Wall motioned to adjourn; second by J. Skidmore. All were in favor. Meeting adjourned at 7:51 P.M.
Debra Hiett, Secretary
Motion to approve the minutes was made by J. Skidmore and seconded by E. Reschberger. Item 4. b was amended to read "cash rewards.” Approval of the minutes as amended was signaled by Board of Trustees’ unanimous vote in the affirmative.
2. Treasurer’s Report
a. J. Skidmore pointed out: Equipment in deficit due to unanticipated need to replace server; Supplies; and Building Contracts: new contract on elevator that included inspection and load test; and JM Protective Services made strobe lights ADA compliant and they now monitor system.
3. 2012 Budget, Proposed to Town on 10/12
a. E. Reschberger explained that COLA 1.17% figure based on 50% of five year rolling average. Figures may be impacted by group purchase of Heritage Quest; bid Selectmen accept for fuel; attempt to bundle electrical expenses; impact of new windows, furnace, and LED lights on our utility consumption; and what insurance coverage new Library Director chooses.
b. S. Murphy asked for clarification of Children’s Librarian’s salary increase. E. Reschberger responded that she has been employed for seven years. According to the 2010 job survey, she is in a grade 9 job; and her salary is below mid-point on that scale now. She will be at mid-point in 2013. Finally, she will be achieving a professional status with the completion of her MLS degree, so this includes recognition of that change, and the fact that her responsibilities can be expanded for the benefit of the library.
4. Physical Plant
a. Downstairs bathroom door handle has been repaired.
b. E. Reschberger will call Sally to arrange for inspection of furnaces; a report on status of furnace maintenance must be filed.
5. Old Business
a. Social Media Policy- tabled until new Director can have input.
b. Meeting Room Policy-tabled until November so that new Director can have input.
6. New Business
a. Petition to save interlibrary loan van service-Trustees signed petition.
b. Letter to State Librarian
c. Acceptance of gifts
i. Money in donation jar: $57
ii. Used books, audio & video gifts from various individuals
iii. Donations by groups and individuals. A. Wall moved to accept the donations; and motion was seconded by J. Skidmore. Trustees unanimously accepted.
d. Correspondence – There was none to note.
e. Alternate Trustee position-Gwen Glick was in attendance to express her interest in the position. Lourdes Tangerone spoke with E. Reschberger; and Cindy Doucette spoke to A. Wall.
November 16, 2011 6:30 P.M.
December 14, 2011 6:30 P.M. NOTE: The December date change was mutually agreed upon by the trustees.
J. Skidmore moved to adjourn; second by A. Wall. Meeting adjourned at 8:09 p.m.
