Page 1 of 2 DEM Pelham Library Board of Trustees Minutes of April 20, 2016 Meeting Present: Carol Beland, Darlene Michaud, Rose Ann Cares, Lori Adams, Cindy McGhee, Irja Finn, Andre Michaud, Brian McCarthy, Doug Viger Meeting Called to order: 6:29 Approval of Agenda: Agenda was accepted with the following updates: Under Unfinished business: Remove Hourly rates and Salary ranges. This will be addressed at a future meeting when we have more information. Lori Motioned to accept the Agenda with updates, Cindy seconded. Accepted 5-0-0. Approval of Minutes: March Minutes accepted with no updates. Special meeting April 8 minutes accepted without changes. Lori Motioned to accept minutes, Cindy seconded. Accepted 5-0-0. Review of Reports: • Treasures report Cindy told us the Trust fund meeting was cancelled, she will try to attend the next meeting in May • Directors report Staff Blog is up and will be fine-tuned with more input from Winifred. • Adult Services • YA Services • Childrens • ILL Services • Tech Services Lori Motioned to accept the reports Cindy seconded. Accepted 5-0-0. Unfinished Business: Winifred is starting on Friday and Irja will try to get her up to speed in the next week before she leaves for vacation. Irja will be gone for 2 weeks and she will prepare as much as she can for Winifred to cover as director. Policy manual: Rose is working on ETO (Earned time off) and will review the town policy to align with them as much as possible.
Transcript
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DEM
Pelham Library Board of Trustees
Minutes of April 20, 2016 Meeting
Present: Carol Beland, Darlene Michaud, Rose Ann Cares, Lori Adams, Cindy McGhee, Irja Finn, Andre Michaud, Brian McCarthy, Doug Viger Meeting Called to order: 6:29
Approval of Agenda:
Agenda was accepted with the following updates: Under Unfinished business: Remove Hourly rates and Salary ranges. This will be addressed at a future meeting when we have more information. Lori Motioned to accept the Agenda with updates, Cindy seconded. Accepted 5-0-0. Approval of Minutes:
March Minutes accepted with no updates. Special meeting April 8 minutes accepted without changes. Lori Motioned to accept minutes, Cindy seconded. Accepted 5-0-0. Review of Reports:
• Treasures report Cindy told us the Trust fund meeting was cancelled, she will try to attend the next meeting in May
• Directors report Staff Blog is up and will be fine-tuned with more input from Winifred.
Lori Motioned to accept the reports Cindy seconded. Accepted 5-0-0.
Unfinished Business:
Winifred is starting on Friday and Irja will try to get her up to speed in the next week before she leaves for vacation. Irja will be gone for 2 weeks and she will prepare as much as she can for Winifred to cover as director.
Policy manual: Rose is working on ETO (Earned time off) and will review the town policy to
align with them as much as possible.
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DEM
New Business:
Staff: Christina Savard has resigned. Irja is covering her shifts with present staff.
Flip: Flip has moved around their officers. Carol was unable to attend their meeting this month, but will attend next month.
Introduction of visitors: Andre Michaud, Brian McCarthy and Doug Viger attended to talk about the building and go over a list of needed repairs Andre Spoke about the state of the roof and observations he saw and made suggestions on how to make minor improvements to ensure we have no more roof leaks. Brian will look into the suggestions for proposed roof repairs. Doug and Brian spoke to the Trustees about turning over the Library building to the trustees. Open discussion about when this would happen and what our responsibilities are. The Trustees owning the building would mean we would be responsible for the building repairs and maintenance. The town agrees to upkeep the grounds and plowing. Brian agreed to take on any repairs we need now, and any transfer of ownership will be most likely in 2017. Irja will work on a list to email to Brian for repairs. The group took a small tour of the boiler room and Doug and Andre looked at the roof.
Trust Fund requests: Lori motioned to request $1000.00 from Seavey. Darlene Seconded. Accepted 5-0-0. Meeting Called to Close: approx 8:44
Next meeting:
BoT will meet for our May meeting as scheduled on the 18th at 6:30 at the Pelham Public Library
Respectfully Submitted,
Darlene Michaud
Recording Secretary
Pelham Public Library
Board of Trustees
Please see appendix for original Reports from head of departments.
Anna Beaudoin; books only 9,064.17$ 13,347.50$ 9,308.80$ $56,575.24 ($47,266.44 restricted) $9,308.80 expendible
TOTALS 58,509.96$ 60,160.29$ 51,343.85$
DISBURSEMENTS
Spent $2000 in each of Seavey and Beaudoin from Trust fund disbursements in 2015.
Spent $7500 from Brown in Trust fund disbursements in 2014.
LIBRARY RENOVATION FUND AS OF DECEMBER 31, 2015 5,261.91$ No restricted principal
Renovation Fund was established in 2000 from Warrant Article #25
In 2005 it was changed to include the ADA from Warrant Article #34
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Director’s Report Library Board of Trustees
March 2016 Report
FY16 Budget: Overall budget 24% expended as of March 31, 2016.
Salaries on target at 21% expended.
Telephone line charges increased slightly after the budget cycle for most Town Departments. This line will be over expended ~ $100 for FY16, and will need adjustment for FY17.
Newspapers and Magazines – FY16 budget remained the same as prior years with no increases in the forecast at $3500. Our FY16 Magazine and Newspaper expense actually is $3908. We are purchasing and offering the same number of magazines and newspapers as prior years. An adjustment for FY17 will definitely need to be made – reduce the titles offered, or increase the budget amount.
Building, maintenance and equipment: Fire extinguishers and fire alarm system were successfully tested.
Awaiting update from Town on repair work from February water leak.
Consultant Bridget Rawding spent a half day with Betsy, Nicole and I discussing the format and goals of an internal staff blog. She is creating a draft using WordPress and will return in April with a final version and training for Department Heads.
FY16 New Hampshire downloadable books :
Of note in March statistics – 13 new patrons signed up to use Overdrive for ebooks and e-audios thru the Pelham Library. Offering two to three Tech Drop In sessions per week is making a difference, especially when new cards are issued. “Would you like to book an appointment for our Tech Drop In session?”
Collections: March usage of the Leased Books was exactly the same as February at 97.
The water leak of February 2016 provided an unanticipated opportunity to reassess the Large Print Collection, its contents and placement in the library. Once again we are moving this collection to a more prominent piece of real estate (visible shelving) in the Reading Room.
Staffing:
The advertisement for the Assistant Director was placed on several states’ library job sites, the Simmons Jobline, and the town websites.
Jen Rafferty has stepped in and taken on some of Rebecca’s Circulation duties. However, we are falling short in other areas like the newsletter, the email lists, etc.
Interviews for additional “Weekend Librarians” are ongoing, with two very strong candidates interested.
Performance reviews were completed for all part time staff.
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The March staff meeting once again was taken over by mandatory training. The Pelham Police Department presented a two hour Active Shooter Workshop for all Town employees. Unfortunately the sessions were offered during daytime hours when the library was open, so not everyone could make it. The next workshop is in June for the four or five of us who missed it.
FLIP: The Flip Book Sale, the TAG Group Bake Sale, The Town Egg Hunt and the Immunization Clinic
brought in many new people to the library.
The FLIP Book Sale cleared over $1100.
At their March meeting, FLIP approved a YA request for $200 for ToshoCon; also approved was $150 towards a Children’s Program “Creature Teachers”. The remaining balance of $125 will come from the municipal appropriation.
Outreach/Programming:
Met with the energetic, over 50 years old, ladies of The Royal Red Hats of Pelham. They are planning to attend more library functions, now that they know about them! Not everyone who is a Red Hatter goes to the Senior Center, the need for more outreach to this age group became apparent.
The Department of Public Health held another successful Immunization and Screening Clinic at the library, the day of the FLIP Book Sale. The feedback from the public and the nurses staffing the clinic was positive. A more consistent collaboration between the Town Health Officer, The Department of Public Health and the Library is in the works.
The Food For Fines initiative headed up by Circulation Librarian Jen Rafferty yielded three large bins of donations for the St. Patrick’s Food Pantry. Once again the patrons of Pelham Library were more than generous with food donations, often far exceeding the fine value they owed.
Respectfully submitted,
Irja S. Finn Irja S. Finn, Director April 19, 2016
2016 Statistics Jan Feb March April May June July Aug Sept Oct Nov Dec YEAR END
