Holderness Library
Board of Trustee Meeting
May 21, 2007
Meeting Minutes
In Attendance:
Trustees: Jean Swindell, Sandy Ray, Todd Elgin, Larry Webster, Kay Hanson
Library Director: Suzanne Peoples
Website Consultant: Sandra Perkins
Website
Website Consultant, Sandra Perkins has been designing a new Holderness Library website. The current website designed by Steven Solberg and his Holderness School students has a locked in template. This older website is registered under the domain, "Holderness Free Library" and expires May 24th. The new domain, "Holderness Library" has been obtained for $8. The Trustees asked Sandra continue with her website work, and to get this new website on line as soon as possible. So far Sandra has been volunteering her time for the website design. She will accept monetary compensation for the time it will take her to get the site up on line. A photo of the Trustees was taken for the new trustee webpage.
The Minutes of the previous meeting were accepted as presented.
Budget Report
Todd expressed concern over the purchase of CD cases and CD envelope sleeves. The item considerably over spent the year's equipment budget allotment. The supply was purchased in bulk and should meet the library's needs for the next 3 years. After discussion it was decided that the item should be accounted for from the office supply line of the 2007 budget.
The newsletter had to be printed twice. The second time to insert the proper bulk mailing permit numbers for the mailing. Suzanne compensated for this added expense by paying for the recent newsletter postage with her own money. The Trustees voted to reimburse her for this expense.
The budget report accepted for audit.
The Library Director's Report was presented and accepted.
Issues
The trustees have just learned that for the past 3 years, Steve Solberg has been paying the annual $300 web domain fee for the library's website from his personal funds. Although he has not asked for reimbursement, it was decided to send him a thank you note and to see if the library can compensate him for this.
Veterans Memorial
A temporary memorial sign has been installed on the site of the proposed memorial. The following concerns were voiced: At this proposed site the excavation equipment would be impeded during the library expansion project. The sign angle is not at an aesthetically pleasing angle in conjunction with the new library structure. The Trustees would prefer to have the memorial placed at another location.
Visitation with HCS Librarian
Jean met with HCS children's librarian, Stephanie Finnegan and discussed ways that more HCS students could become active patrons of the Holderness Library. Stephanie suggested that Suzanne come to talk to the students at HCS to explain our summer children's reading programs. A paragraph about happenings at the Holderness Library could be placed in the school's weekly parent newsletter. Jean and Suzanne will look into this.
Donations from the Friends
It was suggested that a list of items that would be helpful for the Friends to donate, be presented to the Friends at their quarterly meetings. This list would serve as a guide for donations from the Friends and eliminate our current random request system.
WOW Committee
The WOW Committee made the following list of proposals:
" a bike rack
" new signage with special phrases posted weekly
" new end shelving for book displays
" an "open flag" to attach to the sign post
" have coffee available in the library
" a special Alice and Wonderland tea party for the children during the summer
The Trustees welcomed the WOW Committees ideas and discussed ways to implement them. All the above ideas will be implemented as soon as possible except for the signage and the bike rack. Those two ideas will be researched further for feasibility and funding.
Concern was express at what the cost of carrying out these projects might be. The 2007 library budget is tightly fixed to the library's operating expenses. Expenses under $1000 range need to be invoiced to Todd. Anything above $1000 needs to be run by the Holderness Select Board. The Trustees request the following procedure for future WOW Committee action proposals: a written action proposal be given to the Library Trustees stating their ideas, cost, and who will implement the proposal.
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Other
Skip Van Sickle has asked Sandy to come speak about the library to the Rotary Club on June 30.
Computers donated
The Rothschild Family Foundation would like to donate 5 computers and a printer to the Holderness Library. The terms of the donation stipulated that the library must provide computer literacy training for children and adults, that installation occur within two weeks and that a special newsletter be sent out announcing the availability of the new computers.
The following concerns were expressed: we have no funds for purchasing needed computer furniture, covering the cost of providing instruction, and of maintaining the new computers. This year's budget cannot sustain this kind of spending.
It was moved to accept the Rothschild Family Foundation proposal contingent upon obtaining necessary budget support for computer furniture, maintenance, and cost of instruction and publicity. The motion carried 2 to 1 with one abstention.
Next Meeting
The next Library Trustees' meeting will be at 8:30 AM, Monday June 25, 2007, at the Holderness Library.
Respectfully Submitted by
Kay Hanson, Secretary for the Holderness Library Board of Trustees
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