Minutes of the Blaisdell Memorial Library Trustees Meeting May 7, 2012

MINUTES OF BLAISDELL MEMORIAL LIBRARY TRUSTEES MEETING

May 7, 2012

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

Meeting was called to order at 6:38 p.m.

Policy Update/Current Task: Discussion continued regarding the development of a policy for loaning the library’s e-reader. Rhoda spoke with the Barrington librarian who provided helpful feedback about specific issues, particularly the required deposit and the greater popularity of the Kindle Fire versus the Nook. Following discussion the board decided to keep a deposit of $25 as part of the loan agreement and to insert a statement that a parent’s signature is required for any borrower under the age of 18. The new e-reader loan program will be launched soon and the policy will be adjusted as needed. Work continues on up-dating the Harassment Policy. Pat will contact the Town Office about obtaining an electronic version of the town’s policy so that Kathleen can make specific language changes and adapt it to fit the library’s use and purpose.

Secretary’s Report: The minutes of the April meeting were read. Laurie moved to accept the report as amended. Rhoda seconded the motion. All voted in favor.

Treasurer’s Report: The monthly ledger was reviewed. Rhoda received salary information from the town which shows that our salary line is on target. Our appropriation level is 52%. The Telephone line is low. Rhoda expects this is due to the fact that the town switched to a new phone company but recommended that the line be monitored for the next few months. Laurie moved to file the report. Sara seconded the motion. All voted in favor

Library Director’s Report: Rhoda was pleased to report that the April statistics, especially circulation, showed a dramatic increase, particularly in children’s books. The staff conducted the required Typical Week Survey. No surprising changes were noticed since the last survey. The Teen Advisory group would like to have summer movie program based on books that have been made into films but require a special movie license to do so. Rhoda reported that the State Library coordinated a group purchase of movie licenses and that she has purchased a membership license for the Blaisdell Library. The license will also allow civic groups (e.g., Boy Scouts or Recreation Department) to show movies on site. On May 24th, Cheryl Smith will present a program entitled: “Growing Healthy Plants Outdoors.” Rhoda was contacted by Community Action regarding a public program, “Homeowners Property Tax Relief” that will be presented Tuesday, May15th. Al Vachon finished sheet-rocking the meeting room and it is now ready to be painted.

Old Business: Rhoda and Laurie met with Paul Colby, the town Code Enforcement Officer, to work on the Disaster Plan. They have completed a considerable portion of the plan and are following up on some of his suggestions, such as keeping the trustees’ minutes and other pertinent information on a flash-drive in Rhoda’s possession at all times. Discussion ensued about ways to back-up important information. It was decided to have both a day-to-day back-up process as well as a monthly back-up process. The chair of the board will keep the latter secure. A back-up device will also be provided for the Assistant Library Director. Laurie, Rhoda, and Kathleen will take the next steps to finish-up the Disaster Plan. Discussion occurred regarding the upcoming Annual NHLTA conference. Sara reported on her investigation of the mystery trust fund money which, as it turns out, was expended in 1977 when physical changes were made to library. Sara also reported on her efforts to assist the Historical Society in the process of re-gaining its non-profit status with the IRS. Kathleen shared information gathered from her consultation with a landscaper about the restoration and rejuvenation of the gardens and hardscaping around the building. Their recommendation is to target specific sections of the landscape over a period of time and to use volunteers whenever possible to help reduce the cost, which will be considerable. Kathleen also presented several fund-raising ideas to be conducted over the next few months, beginning with a plant sale at the opening of the Farmers’ Market.

New Business: It was decided that all current and future trustees undertake a background check as is required of all staff and volunteers. The cost is will be covered under the current budget. Rhoda will provide the appropriate forms and will facilitate the notarizing of said forms. The date of the annual “Trustee’s Clean-Up Day” will be determined at the next meeting. All of the Monthly Tasks have been performed. Laurie moved to accept all donations. Pat seconded. All voted in favor.

Next Meeting: Monday, June 4th at 6:30 p.m.

Meeting adjourned at 8:06.

Respectfully submitted,

Kathleen Matthews

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