Deering Public Library
Meeting of the Trustees
June 7, 2004
Minutes
Present were Jean Johnson, Chairman; Judy Wood; Polly Pierce
The Trustees reviewed the State of New Hampshire, Division of Charitable Trusts Handbook for Library Trustees that was given to them by the Board of Selectmen [at a meeting on May 17, 2004], and determined that under paragraph 202-A:11 Powers and Duties, the library trustees need to adopt by laws, rules and regulations for its own transaction of business and for the government of the library. To accomplish this, each trustee, by the next trustee meeting, would obtain a copy of by laws from a library in a nearby town (Hillborough, Francestown, Greenfield, Weare) to use as a reference to assist in the development of by laws for the Deering Library, and would write up a draft.
Needs for next year s budget was discussed, as well as what budget categories might be used. Jean said she would check with the Selectmen to confirm their offer, [given during the meeting on May 17, 2004], to cover the payment for the NH Library Trustees Association spring conference registration fees, and would also ask if they would be willing to pay for the NH Library Trustees Association dues. Judy reported that there is $605.39 in the library budget, which includes a balance of $355.39, plus the $250.00 library allocation.
The Trustees also discussed fees that might be related to hooking up with the NH State Library s Automated Information System (NHAIS) and New Hampshire Union Public Access Catalog (NHU-PAC), and went over the Interlibrary loan agreement requirements. Polly said she had checked with the NH Library [David Harris (NHAIS) and Tom Ladd (NH Automated Catalog and Library Development Services)] regarding costs. They said that there was no charge for hooking up with the New Hampshire Union Public Access Catalog (NHU-PAC) or membership with NHAIS for Interlibrary Loan Registration, and the only cost would be for Internet fees to access the NH State Library computer. Jean said she would check with the Selectmen relative to who would be responsible for paying for potential Internet fees to access the NHU-PAC and NHAIS to enable the
Deering Library to add its holdings to the NHU-PAC and to register with NHAIS and set up for Interlibrary Loan Services. Polly also reported that the NH State Library representatives indicated that adding a cataloging and circulation program would be costly (between $1600 and $2000), but is not necessary, since the library could use the NHAIS/NHU-PAC services as a catalog.
The trustees all have donated various items (books and supplies) to the library and it was agreed that they would keep track of these expenditures in order to determine if they should be added to next year s budget.
Judy suggested that volunteer time, for all people who contribute time toward the running of the library, be written down, so that there is backup when pursuing a grant or during a budget hearing. It was agreed to keep a volunteer time log.
The information needed for the Annual Report was discussed, which would include the following: reporting money received from the town from donations, book sales, raffles and other activities, and over dues/“conscience can”; reporting expenditures; and reporting property and all unexpended money. It was agreed that Polly would serve as the Treasurer for the library Trustees to help with budget and annual reporting.
Deering Public Library Minutes -2-
The need for developing a more useful way of keeping track of library holdings (book purchases and discards) needed for budget/annual reports and for NH State Library reports was also discussed. The trustees decided to start a system of shelf list cards, to be kept by fiscal year that would document acquisitions with date, cost of book or donation. Pulling and filing the book cards would track discards. In addition, a list will be kept, for reporting to the NH State Library, of the number of books borrowed and the number of people coming into the library. It was agreed that Polly would contact the NH State Library to obtain information regarding the NH State Library report.
Jean suggested looking at starting a tutoring service through the library. All agreed that it was a good idea.
Jean suggested the need for ideas to generate more interest in the library and increase the number of people using the library. Some suggestions included: framing posters/art work for circulation; puppets; videos; talking books. It was agreed that Jean would serve as the Public Relations representative for the library.
Judy suggested having a “Gala Open House” to celebrate the library, in June or July. It was agreed to meet again on June 14 to plan for a library open house.
Under article 202-A:13, III of the Library Trustees Handbook, regarding depositing “library funds for the purchase of books and related materials with the state treasurer to secure economies through pooling of purchasing with the state library,” it was agreed that Polly would check on this service.
Polly suggested that the library might want to sign up for a customer account with the jobber Baker & Taylor, used by many libraries for ordering books and other media at a discounted price. All agreed to sign up for a customer account.
Judy noted that the library summer hours were noted incorrectly in the June 2004 issue of the Deering Connection. The hours originally scheduled for Mondays were from 1:00 to 3:00, not 3:00 to 5:00. It was agreed to keep the hours, as noted in the June Deering Connection (3:00 to 5:00 pm), to avoid confusion.
It was agreed that the goals for the library would be to have Deering Library books added to the New Hampshire Union Public Access Catalog (NHU-PAC) and become a member of the New Hampshire Automated Information System (NHAIS) and become an Interlibrary Loan participant. It was also agreed that Jean and Polly would pursue NHU-PAC training through the New Hampshire State Library.
The next Deering Library Trustees meeting is schedule for Monday, July 5, from 3:00 to 5:00 p.m.
Respectfully submitted,
Polly Pierce
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