Minutes of the Blaisdell Memorial Library Trustees Meeting March 2013

MINUTES OF BLAISDELL MEMORIAL LIBRARY TRUSTEES MEETING

March 11, 2013

Present: Rhoda Capron, Laurie Legard, Susan Medeiros, Sara Wotton, Pat Vachon, Kathleen Matthews

Meeting was called to order at 6:15 p.m.

Policy Update/Current Task:

Rhoda shared the draft of a Social Media policy which she adapted from on-line sources and guidelines. The policy was accepted with several minor language changes. The development of a staff appraisal of the library director was discussed again. Susan shared an example of a policy she had researched. Sara will make inquiries about the evaluations that area libraries are using when she attends the regional trustees meeting in Madbury later this month. Research and discussion on this topic will be on-going.

Secretary’s Report:

The minutes of February’s meeting were read. Rhoda moved to accept the report.

Laurie seconded the motion. All voted in favor.

Treasurer’s Report: T

he February budget shows zero because the new budget will not be approved until Town Meeting at the end of this week. Rhoda provided clarifications on a few items, including the furniture line, and reported that she has created Excel spreadsheets to keep better track of expenditures.  These will also allow easier comparisons to the monthly reports so that discrepancies can be quickly noted. Laurie moved to file the report. Pat seconded. All voted in favor.

Library Director’s Report:

Rhoda noted that there was a slight drop in circulation in February due to snowstorms and the absence of Story Hour, but the actual level and complexity of circulation activity was higher.  There was a significant increase in Downloads, for example. The town will be offering a CPR program for the staff. The luncheon-and-movie program held for senior citizens was a great success.  Rhoda expects the program to become a popular annual event and will include mention of it in the quarterly letter to the Selectmen. The miniature golf event planned by the Teen Group did not garner any teen-aged attention on its original date so the event has been opened to the whole community and is rescheduled for this Friday. Rhoda shared images of the soft chairs she intends to purchase for the back window area and described her concerns about the need for additional shelving space in the nonfiction section. The final Winter Farmer’s Market had to be canceled due to a lack of vendors with fresh produce. Brieghan Gardner, the market-master, is ready to send out flyers with the new guidelines to vendors.  Discussion was held about establishing a separate Farmers’ Market account.

Dick Blouin has volunteered his time and expertise to clean, update, and add memory to the public computers. Kathleen will send him a thank-you note. The annual NH Library Trustees Association conference will be held on Monday, May 20th this year.

Committee Report:

The “Seeds to Sow/Plants to Grow” fundraising program is going well. Kathleen reported on the landscape committee’s recent meetings in which their work has centered on: defining and refining project and fundraising goals, generating printed materials, and planning for the fundraising campaign’s official launch on May 18th. Discussion was held about ways to raise the funds needed this spring in order to complete the work on the ramp garden. A suggestion was made to develop an “Adopt-A-Shrub” program. Kathleen will discuss this with the committee.

Old Business:

The regional meeting of library trustees is being held in Madbury on March 14th. Sara will attend. The role of Alternate Trustee will be addressed after the town election when the position is officially open.

New Business: Rhoda completed the Annual Report required by the State Library. She has developed an Excel spreadsheet to help keep track of programs and events so that the report will be easier to complete each year. The Monthly Tasks were reviewed. Sara will send a written request to the town regarding pay increases. Rhoda will contact the lift inspectors to find out when they’ll be doing the inspection.

Discussion about setting this year’s Annual Goals for Trustees was tabled until the next meeting. Laurie moved to accept all donations. Sara seconded the motion. All voted in favor.

Tonight’s meeting was the last for Laurie, who has graciously served on the Blaisdell Memorial Library

Board of Trustees for more than a dozen years, many of these as its chair. Our deepest gratitude and best wishes were expressed in a final tribute to her generous spirit and fine leadership. Her presence on the board will be missed.

Next Meeting:

Monday, April 8th at 6:30 p.m.

Meeting adjourned at 7:14 pm.

Respectfully submitted,

Kathleen Matthews

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