Category Archives: Trustee Meeting Minutes

Trustee Meeting Minutes-July 25, 2016

Library Trustee Special Meeting July 25, 2016

Attendees: Robert Paine, Carole Brown, Celeste Decker, Virginia Drew – Library Trustees, Nancy Claris-Librarian, Hugh Curley & Don Harty – Selectmen, Gordon Ellis- Road Agent, George Brown, Keith Cota

Selectmen met with the library trustees to discuss plans to increase the size of the library parking area. Keith Cota provided plans from previous projects and Gordon Ellis noted that it would be a relatively easy project. It was also noted that it is a difficult time to find a contractor who would be willing to take on a small project at this time of year and we may need to wait until the winter or next spring to actually put the plans in place.

It was noted that we could just push the ground cover to the side into a pile and then add the appropriate materials for parking. Later the pile could be moved or reused for another project.

Bob will continue working with the road agent and selectman to move forward with the plans.

The consensus of the meeting was approval to create additional parking .

Next regular meeting scheduled for: August 1, 2016 @ 6:30pm.

Submitted:   Virginia J. Drew

Trustee Meeting Minutes-July 11, 2016

Library Trustee Meeting July 11, 2016

Attendees: Robert Paine, Carole Brown, Nancy Claris, Celeste Decker, Virginia Drew

Secretary’s Report: The report was not available at the time of the meeting.

Treasurer’s Report: Nancy distributed the treasurer’s report recently updated by the library treasurer. There was discussion and explanation regarding the funds ($5,613) returned to the town. There was an additional amount of encumbered funds that was spent for the video presentation system.   Bob motioned to file the report for audit and Virginia seconded. All in Favor.

Old Business: Nancy noted that the Trustees had agreed to schedule coverage of the open hours at the Old Library (Historical Association bldg.)   The goal is to keep the building on open to the public for 2 hours each Wed. evening. Trustees mentioned that it is very difficult to unlock the door as the lock easily jammed. Nancy will speak to Jim Pero to put a new lock on the door and to provide additional keys for Historical Committee officers and library Trustees. All agreed how important it is to continue to the open hours in this wonderful historic spot in our town.

Bob stated that he has arranged a meeting with Selectman Don Harty and Keith Cota regarding the parking lot plans. He will also be inviting Gordon Ellis to the meeting. There was some discussion over rumor of the old town hall being converted into town offices and if that happens how it would impact the library’s parking. Virginia brought up the need to move the old library to the new library location to continue the ability to make it easy for people to access the old library. There was positive discussion towards this idea and Nancy will be seeking a quote on the cost of moving the building.

Discussion on the upcoming budget process was continued from earlier in the meeting and trustess reviewed the current expenses. They discussed areas that need to be updated and Nancy noted that the reference books are not being used as much anymore. Bob talked about some areas that needed to be considered for increases, such as books. Discussion to raise book expenses by 10% to cover the increasing cost of printed materials. Building maintenance is a growing concern and the building will continue to need additional repairs and upkeep. The cost of cleaning the busy building should be increased by $312 which is about $6 per week. There was a long discussion regarding salaries and what increases would be favorable. It was noted that all library staff are paid much lower than the average and Virginia noted that we could never find new employees willing to work for such low salaries. She noted that it was due to the fact that the employees are dedicated Epsom citizens but if we had to replace them with new hires it would be at a much higher rate. This is not fair to our current staff who are very qualified, but remaining at sub level salaries.   The entire budget was examined and it will be reviewed again at the next meeting. Bob asked that the treasurer add a blank column for our next meeting to enable us to factor in new amounts on the line items.

July 25th @ 5:30pm the Trustees will meet with selectmen, Keith Cota and Gordon Ellis in regards to the parking lot plans.

Next regular meeting scheduled for: August 1, 2016 @ 6:30pm.

Submitted:   Virginia J. Drew

Trustee Meeting Minutes-June 6, 2016

Library Trustee Meeting June 6, 2016

Attendees: Robert Paine, Carole Brown, Nancy Claris, Celeste Decker, Virginia Drew

Secretary’s Report: Virginia presented the May2016 minutes. Bob motioned to accept the amended minutes and Carole seconded. All in favor.

Treasurer’s Report: Nancy distributed the treasurer’s report recently updated by the library treasurer. She noted that we had not been billed for any fuel for the old library as of this date. Bob motioned to file the report for audit and Virginia seconded. All in Favor.

Old Business: Trustees discussed the need to make sure that the volunteers at the old library not be alone, but to try to make sure that there is always at least 2 on duty during the Wednesday evening openings. Also it was noted that we need to have background checks on the volunteers at the library. The parking lot expansion was brought up and Bob noted that he is trying to arrange a meeting with the selectman and road agent.

New Business: Virginia noted that she really enjoyed the Library Trustee conference and had gotten a lot of great information. She asked if the library has an AED on site and if we have an emergency procedures manual. Nancy mentioned a possible place to start to get an AED would be through our Fire Dept. Virginia shared presentation paperwork from the Library Trustee’s conference in May. She attended the “Safety in the Library” presentation and brought forward some concerns for having an emergency procedure manual and to create safety plans for the staff and patrons.

Bob would like to see a building inspection of our building regarding the overall maintenance needed for our building. He recognizes that now that the library is 10 years old, there are issues that should be watched and proactive maintenance measures will be helpful.

The parking issue is still ongoing and hopefully a plan will be made after another meeting with Keith Cota, the road agent Gordon Ellis, and a selectman.

Next meeting will be focused mainly on the creation of the library’s budget.

Next meeting scheduled for: July 11, 2016 @ 6:30pm.

Submitted:   Virginia J. Drew

Trustee Meeting Minutes – May 2, 2016

Library Trustee Meeting May 2, 2016

Attendees: Robert Paine, Nancy Claris, Celeste Decker, Virginia Drew

Secretary’s Report:  Virginia presented the April 2016 minutes. Bob motioned to accept the amended minutes and Celeste seconded.  All in favor.

Treasurer’s Report:  Nancy distributed the treasurer’s report and it was noted that there is $5,000 going to be used to pay for the projector and video equipment recently received.  This money does not appear in the current report.    Denison’s has given Nancy an estimate of $3,220 for the creation of 2 tables for the entryway.  A patron of the library will also be donating some funds to go toward the expense and the Friends of the Library may also contribute to the cost.  The trustees discussed which line to deduct the remaining cost of the tables and movie equipment.  They wanted to ensure that the appropriate lines were used.  Bob motioned to file the report for audit and Virginia seconded.  All in Favor.

Old Business:   Selectman Hugh Curly had been asked to attend the meeting but was not available.  He had talked to Nancy and indicated if we were just putting down hard pack for the parking lot that there should not be any issue.  There was discussion regarding moving forward with the parking lot expansion as all agreed that it was necessary.

New Business:  Nancy provided a copy of the Library’s Newsletter to highlight how many activities are scheduled for the upcoming weeks.  It is wonderful to see the variety of programs offered at our library.  There was discussion noting that the new video equipment has made a great improvement for the movie matinees and evening showings.

It was also noted that the trustees need to go through our manuals and update it as well as review our policies and job descriptions.

Next meeting scheduled for:  TUESDAY June 7, 2016 @ 6:30pm.  * Special Date requested due to a few conflicts of committee Chairman.

Submitted:    Virginia J. Drew

Trustee Meeting Minutes – April 11, 2016

Library Trustee Meeting April 11, 2016

Attendees: Robert Paine, Nancy Claris, Celeste Decker, Virginia Drew

Secretary’s Report: Virginia presented the March 2016 minutes, and there were a few grammatical errors which were corrected. Bob motioned to accept the amended minutes and Celeste seconded. All in favor.

Treasurer’s Report: Nancy distributed the treasurer’s report and it was noted that this report shows fuel and water for the old library separate. This has been brought up several times. These lines should be combined and titled simply: FUEL and WATER. Nancy will speak to the Treasurer about correcting this.   It was also noted that $5613 was returned to the town and there was discussion on how this is documented in our budget. It may cause confusion showing it and will have to be explained during the budgetary process. Bob motioned to file the report for audit and Virginia seconded. All in Favor.

Old Business: Nancy reported that the projector, screen and blue ray DVD player purchase are all moving forward.   Gerry Rousseau will be handling the electrical work for the new technology.   Bob stated that he is waiting to hear back from Selectmen regarding the parking lot. Nancy reported that she is working on obtaining quotes for the new cases and table in the front entryway. It will be wood (cherry) and set up to store food pantry items in the case.

New Business: Tom Rand, Epsom Historical Association, met with the Trustees to discuss the need for assistance with keeping the old library/Historical Association open. The Trustees and Nancy all offered to help cover the Wednesday hours.   It was decided to meet on Wed. May 11 @ 6-8pm @ the Historical Association building. The members of the Historical Association will give us orientation on operations there and then each of us will sign up to work a few shifts through the summer.

Trustees that are available will be signing up to attend the May 23rd NH Library Trustees Association Conference and Annual Meeting.   This has proven to be helpful for all members.

Next meeting scheduled for: May 2, 2016 @ 6:30pm.

Submitted:   Virginia J. Drew

Trustee Meeting Minutes – March 7, 2016

Library Trustee Meeting March 7, 2016

Attendees: Robert Paine, Nancy Claris, Carole Brown, Celeste Decker, Virginia Drew

Secretary’s Report:  After reviewing the February 2016 minutes, Bob motioned to accept the minutes and Carole seconded.  All in favor.

Treasurer’s Report:  Nancy distributed the treasurer’s report and noted that the new figures in the budget reflect the proposed amounts for 2016 budget, but are subject to voter approval.  If the budget fails, then the default numbers will be inserted into the budget.  Virginia noted that this report shows fuel and water for the old library separate.  These lines should be combined and titled simply:  FUEL and WATER.   Bob motioned to file the report for audit and Virginia seconded.  All in Favor.

Director’s Report:  Nancy noted that a community member approached her about donating something to the library in memory of his wife.  It was suggested that perhaps a table could be created line the ones we have in the other rooms, but sized to fit in the entry way.  Nancy will check with the prison or Lyndon Furniture that created the tables we currently have, to see if they could produce one for the entryway.  Nancy also spoke about the need to find someone to help re-finish some of the furnishings.  It was suggested that Virginia call Tom Bosiak to see if he could help with this.

Old Business:  Nancy reported that she is still working on the project, screen and blue ray dvd player purchase.  The cost to do the whole system through CCS would be approx. $7,500 and this would include all fixtures, shipping and installation.

New Business:  There was discussion on the library Trustee positions and it was agreed to keep the same positions.  Bob as Chair, Virginia as Secretary and Carole as Treasurer for the upcoming year and Celeste to continue as our alternate trustee.  Trustees reviewed the policies and found them to be pertinent and up to date.  Celeste spoke about the need to do something with our old library building.  It was discussed to look seriously at having the old building moved to the current library site.

Next meeting scheduled for:  April 4, 2016 @ 6:30pm.

* Rescheduled to April 11, 2016 @ 6:30pm.

Submitted:    Virginia J. Drew

Trustee Meeting Minutes-February 1, 2016

Library Trustee Meeting February 1, 2016

Attendees: Robert Paine, Nancy Claris, Carole Brown, Celeste Decker, Virginia Drew

Secretary’s Report:  After reviewing the January 2016 minutes, a small change was made to the last paragraph changing wording from “retiring” to ‘out on medical leave. Bob motioned to accept the amended minutes and Carole seconded.  All in favor.

Treasurer’s Report:  Trustees            reviewed and discussed the treasurer’s report provided by Dodie Duclos.  The 2015 appropriations budget which will be published in the Town Report was also reviewed.  Bob noted that $5,613 will be returned to the town.  Trustees signed the letter of agreement for the 2016 Board of Selectmen regarding the payroll and budget process for the upcoming year.

Old Business:  Bob will be calling Advanced Paving the regarding the parking lot expansion.  He is also hoping to contact Hugh Curley and Keith Cota to meet with him and the paving company.

New Business:  Nancy provided the employee contracts with the disclaimer that if the town doesn’t approve the budget, the raises will not be valid.  There was discussion regarding the preparation for the Deliberative session.  Trustees also spoke about going forward with the painting maintenance that was identified at previous meetings.  It is hoped that if funds are available we will move on having the children’s arts area painting.  It is important to try to keep up with maintaining our rooms in the building.

Nancy noted that the Friends of the Library would like to cover expenses to refinish some of the furniture such as tables and chairs.

Bob noted that there will be the Annual Library Trustees Association conference on May 23 at the Grappone Conference Center in Concord.  Trustees all expressed the hope to attend as it proved to be very beneficial in the past.

Next meeting scheduled for:  March 7, 2016 @ 6:30pm.

Submitted:    Virginia J. Drew

Trustee Meeting Minutes – January 4, 2016

Library Trustee Meeting January 4, 2016

Attendees: Robert Paine, Nancy Claris, Carole Brown, Virginia Drew

Secretary’s Report: After reviewing the December 2015 minutes Bob motioned to accept the minutes and Carole seconded. All in favor.

Treasurer’s Report: Trustees reviewed and discussed the budget presentation with the MBC. It was noted that once again it appears to be a difficult budget year. There was a lot of discussion on what could be cut from our current 2016 budget. After being told that we overestimated on some of utilities, Nancy went through all the bills for utilities to see our current expenses. Also it was noted that we would actually have to increase our budget for town water as the Water Commission has approved an increase for maintenance of the tank. We increased the water line by $48. Bob and Virginia looked for areas to make some cuts per the concerns from the MBC. One area that we felt fairly comfortable to cut would be the fuel line. We agreed to cut the fuel by $1,500 and electricity by $2,000. Also we agreed to cut supplies by $1,000. Virginia made a motion that we approve the $4,500 cuts to our budget as discussed. Bob seconded and all in favor. There was further discussion regarding winter maintenance as we can never know exactly what will be needed. Also there is difficulty in finding someone to do the shoveling during snow storms. Nancy has asked Dennis O’Brien to shovel both libraries and noted that he did a good job on the first snow storm. We hope that he will continue to handle this small job for the library.

Due to our small staff it is often difficult for the staff to use their vacation time and this past year was more difficult with a staff member retiring. Virginia made a motion to allow 30.5 hours of vacation time for Nancy Claris and 35 hours of vacation time for Vicki Benner to carry over to the next year. Carole seconded and all were in favor.

Employee contracts will be taken up at our next meeting.

Next meeting scheduled for: February 1, 2016 @ 6:30pm.

Submitted:   Virginia J. Drew

Trustee Meeting Minutes – December 7, 2015

Library Trustee Meeting December 7, 2015

Attendees: Robert Paine, Nancy Claris, Carole Brown, Virginia Drew

Secretary’s Report:  After reviewing the November minutes Bob motioned to accept the minutes and Carole seconded.  All in favor.

Treasurer’s Report:  Nancy handed out the treasurer’s report.  Trustees reviewed the budget and discussed increases on various lines.  The money budgeted for the projector may have to be encumbered as there has been a delay on choosing the appropriate system.  Bob discussed the budget presentation to the MBC and his thoughts on how to proceed.  He will be highlighting community spirit and continuing the legacy, which are the main drives of our library.  Volunteers and the community actually give the people of our town thousands of dollars in time and expertise.  Approx. $40,000-60,000 is generated through community support which saves in tax dollars.  Volunteers, the Friends of the Library and community supporters are the mainstay to our library, which we all agree is the community center of our town.  The library offers equal opportunity to everyone in our town!

The utilities for the old library have all been included to our regular utilities and the designated lines for the old library can now be removed from the budget.  One increase involves the benefits line, as one additional employee will be taking the insurance benefit.

Bob made a motion to file the treasurer’s report for audit and Carole seconded.  All in favor.

There was discussion regarding creating a warrant article to create an expendable trust for the old library to be moved to the library complex.  Also there was much discussion on utilizing the buildings and the danger of parking in the old lot, especially with the dangerous traffic flow.  There was a proposal to have some programming at the old building, but no decisions were made on anything of these issues.

Trustees noted that the Appreciation dinner was wonderful and everyone agreed it was a great opportunity to show our appreciation to all our volunteers.  Thank you to Nancy for hosting the event at Yeton Tavern.

Trustees reviewed the Employee Handbook and discussed recent changes.  There was discussion to have criminal background checks on the staff and it was agreed to have them done.  There was dicusssion regarding comp.time, holiday pay and sick leave.  It was noted that the dress code is a nice guideline to maintain professionalism, though this has never been an issue.  The review also ensured that the changes of the town’s policy handbook are reflected in our updated handbook.  Bob moved to accept the policy employee handbook and Carole seconded.  All approved.

There was a lot of discussion on who can shovel the walkways at both libraries as no one had responded to earlier requests.

Virginia was reminded to write up the Library Annual report and to submit it to the town office by Jan. 8, 2016.

Next meeting scheduled for:  January 4, 2016 @ 6:30pm.

Submitted:    Virginia J. Drew

Trustee Meeting Minutes – November 2, 2015

Library Trustee Meeting November 2, 2015

Attendees: Robert Paine, Nancy Claris, Celeste Decker, Virginia Drew

Secretary’s Report:  After reviewing the October minutes Bob motioned to accept the minutes and Celeste seconded.  All in favor.

Treasurer’s Report:  No report available due to a computer issue.

Director’s Report:  Nancy reported that the library will need someone to do the shoveling for the library and the old library.  The person who had done this for the library in the past is no longer available.   Virginia will ask Greg Foss of K & K Landscaping if they can recommend someone to handle shoveling the walkways on snow days.  This would need to be completed before the library opens.

Nancy asked the trustees to discuss the holiday schedule for the library.  It was decided that the library would close early on Thanksgiving at 3pm.  It will close at 2pm on Christmas Eve and since Christmas falls on a Friday, the library will be closed Sat. Dec. 26.

The people counters for the library have arrived but not yet installed.   Gov.Connect has given the library 2 quotes on projectors and they would recommend the one with more lumens.   She has also received a quote for the remote controlled electric screen.   $511-703 are the amounts for the project and $254 for the screen.

Bob then began discussion on the budget and asked for input regarding the upcoming budget presentation.  There was a consensus that the changes that were approved at our last meeting would be part of the presentation.

There was discussion regarding the Capitol Improvement (CNHRCP) meeting that had met for a visioning session and is now meeting with various town departments.  Katie Nelson who is working on the CIP would like to meet with the trustees after the New Year.   Celeste has been in contact with her and directed her to contact Bob to be included at a future meeting.

Trustees are updating the signature cards for the checking account and Anne Clark fund.

Bob has not heard back from Advanced Paving regarding our parking proposal.   He is looking to schedule a meeting Hugh Curley and Keith Cota to go over the parking improvements.

There was discussion about the upcoming event to thank our volunteers, library Friends, and staff.  Trustees organized the menu and plans for the upcoming Volunteer Appreciation Dinner.  The dinner is scheduled for Nov. 21 @ 5:30pm and trustees will arrive @ 4:30pm to set up.

Bob will provide meat lasagna, Celeste veggie lasagna, Nancy  chicken lasagna, and Virginia will make salad.  Each will also bring a loaf of bread, soda and a dessert.  Nancy will take care of the paper supplies.   Nancy brought up a new idea for a gift for the volunteers.  In the past, they have received umbrellas, and mugs.   This year, she thought that a lined empty journal would be nice, with a photo of the library on the cover.   It was estimated that we would need 30-35 journals and cost would be about $12 each.   Virginia will explore having them created through Snapfish or Shutterfly.

New Business:    Bob noted that his term as a trustee is up this year.  Trustees were unanimous in the hope that he would file to run for another term.  It was stated that he has been a wonderful leader and an asset to the library.  All agreed that the Trustees have a great working relationship and would like to see it continue.

Bob noted that the employee handbook needs to be reviewed at the next meeting.

Nancy asked if Virginia could contact Terry Knowles regarding the balance of funds for the library salary line.

Next meeting scheduled for:  December 7, 2015 @ 6:30pm.

Submitted:    Virginia J. Drew

Trustee Meeting Minutes – October 12, 2015

Library Trustee Meeting October 12, 2015

Attendees: Robert Paine, Nancy Claris, Celeste Decker, Virginia Drew

Secretary’s Report: After reviewing the September minutes Bob motioned to accept the minutes and Celeste seconded. All in favor.

Treasurer’s Report: Nancy handed out the Treasurers report and the 2015 Appropriations reports provided by the accountant.   She also noted that we need to combine the fuel costs for the old library with the library.   It was noted that the fixtures line has not been spent, but the new film screen, Blue Ray DVD player and projector will use up all the funds in the line.   Bob motioned to file the report for audit and Celeste seconded. All in favor.

The Trustees did a thorough review of the budget and discussed each line. After a lengthy discussion, the trustees decided to move forward the proposed budget increases of approx. $6,800 which would include increases to the following: Books, Video materials, Technology, building maintenance, cleaning, and supplies. Also included in the increase would be a 50 cent raise for employees and a 75 cent increase for the Children’s Librarian. A reduction of $500 would be removed from the website costs. The Chairman of the Trustees will be presenting the library budget to the Board of Selectmen at their Oct. 26th meeting.

The CIP was discussed and the consensus is that we need more time to formulate any plan regarding moving the old library.

The meeting with the Selectmen regarding our parking project was discussed and it seemed to have been favorable. Bob will contact Keith Cota to see if he would be willing to help facilitate the parking lot project.

Director’s Report: Nancy reported that the library continues to see increased usage and participation at the programs. The Appreciation dinner will be on Nov. 21 and Bob and his wife will be doing the invitations.

Next meeting scheduled for: November 2, 2015 @ 6:30pm.

Submitted:   Virginia J. Drew

Trustee Meeting Minutes – September 8, 2015

Library Trustee Meeting September 8, 2015
Attendees: Robert Paine, Nancy Claris, Celeste Decker, Carole Brown, Virginia Drew
*7:30PM  Hugh Curley joined the meeting
Secretary’s Report:  After reviewing the August minutes and Carole motioned to accept the minutes and Bob seconded.  All in favor.
Treasurer’s Report:  Bob brought forward the information regarding the CD rollover that was reported via email to the trustees.  We need to utilize the funds for children’s books and the amount at this time is $5,611.36.  Nancy will look into this issue to see if we are able to further invest it and to determine the constraints attached to expenditure.  
Treasurer’s report was not available at this time, but trustees noted that we are comfortable with the changes to our budget proposal from our last meeting.  We will ask Dodie Duclos, our treasurer to put the approved increases into our budget for the selectmen.
Trustees next discussed the plan to increase our parking and estimates provided by Keith Cota.  Everyone agreed the plan seemed very reasonable.  Trustees noted that this plan will need to go before the selectmen.   Selectmen Hugh Curley will be joining the trustees later in this meeting.  It was also hoped that we can use money from a non-lapsing fund and have the project completed this year.
Celeste represented the trustees at the Capital Improvement plan meeting.  It was noted that if departments were looking at projects or plans that would cost in excess of $10,000 or more a Capital Expenditure Request Application would need to be processed.   Trustees questioned if the moving of the old library building to our current location would be something to bring forward at this time.  Celeste will notify Barbara Clark that we are looking into moving the old library.  We will look further into doing the application process and note that we will need to find out the logistics and costs involved for the move.
Selectman Hugh Curley arrived and we presented our proposal plan to increase our parking lot by 20 spots.  Hugh noted that it seems a reasonable plan and he would have the selectmen speak to the road agent about this project.  He will find out what services the town can provide to assist with the project.   Trustees and Hugh went outside to view the parking lot.  Hugh felt we had a valid plan and he will introduce it to the selectmen next week.  He asked if trustees could go to the Sept. 28 meeting to bring forward this project.
Director’s Report:  Nancy noted that Nancy Heath has worked on our gardens and done a great job.  We may look into purchasing more plants.  Touch a Truck will be on Sat. Sept. 12 and is always well attended.
 
Next meeting scheduled for:  October 12, 2015 @ 6:30pm.
Submitted:    Virginia J. Drew