Town of Gilford, NH - LIBRARY TRUSTEES

Circulation was up a bit over last year, at 7400. We examined the circulation details and discussed the various types of items that are most popular- i.e., where the circulation is coming from. The DVDs and picture books have the highest circulation numbers. The volunteer hours were also up over last month and February of last year, at 213 hours. We signed up 33 new borrowers last month and 5 were deleted; these numbers are typical. We reviewed the Itemized Categories Report, relative to income and expenses.

Our many programs continue to be well-attended. The Children’s Room is offering Babylap two to three times a week, Tales for Tails once a week and Story Time three times a week. The children also can partake in the after-school crafts classes and book groups for 1^st and 2^nd graders and 3^rd and 4^th graders. The adult offerings in February included the Knit-Wits on Fridays, craft classes with Paula Greene, a Poetry and Snowshoe on Groundhog Day, the Foreign Movie Night, the continuing Rug-Hooking Class, and a special one-time class offered by Tasha on “Do It Yourself Astrology”.

Kate discussed the plans that were being made for fundraising. We reviewed a purposed ‘gift list’ which included Lead Gifts, Major Gifts, Gifts, and Events. Kate made it very clear that we want to make this a community effort; we are looking for support for the ‘public’ library.

The Trustees felt the first priority was to clean-up the current ‘pledge’ list. A letter will go out to those individuals who still owe on their pledges. The letter will be followed up by a phone call. We will also send letters to everyone who has already contributed, carefully asking for their continued support. In addition, all donations will be acknowledged with an automatic thank-you letter from Mary Ann Hart.

Kate will coordinate our fund-raising efforts. We all agreed we don’t want to leave a public impression that we are desperate for funds. As a great deal of research was done for the original Capital Campaign, we will go back to review that donor list to decide who should be approached. It was suggested that the Trustees would partner in these efforts, going two by two, to talk to potential contributors.

We also discussed approaching businesses for monetary as well as in-kind donations. Polly volunteered to talk to Laconia Savings Bank about their pledge. Several names of community-minded individuals came up, as possible recruits to help us in our fund-raising efforts.

Kate talked about the grant-writing process. She is looking for a dedicated person to take this on. Usually grant-writers do this on a percentage basis. We may be able to find some grants for right now, and also other grants that go on perpetually, to support our library in the future.

Bill has sent the appropriate letters for notice requirement; within 60 days there has to be a 30-day notice for a public hearing. Under the statute we can come in as Friends of the Library, a private entity, but because the library will become public, we will also be able to come in as the Town so that it will not be necessary to go through the entire planning-board process.

Walter Mitchell has written a letter explaining this. Sixty days prior to construction we are required to give the town notice we are starting construction. The town has to hold a public hearing to explain the project. We are scheduled to go before the planning board on the 14th of May. There is a question of our being commercial in a residential zone, so a joint Planning Board and ZBA presentation may be recommended. A date has also been set to meet with the Historical Society, they have been advised of our plans, and are supportive.

Breaking ground is not going to happen until all of these meetings have taken place. We can proceed with the soil tests as soon as the ground thaws. The architects and builders have been working behind the scene. The elevations are being worked on. The exterior of the ‘box’ is pretty much in place, though the quality of materials used on the exterior is being determined. Some interior modifications will be made, as this is still a work- in- progress. Other things may be slightly changed if costs are not negatively affected. We are close to getting many details finalized. Then the architects can go ahead with the full drawings.

The Building Committee will make an amendment to add one more member. Jack Lacombe has agreed to become part of the committee; his expertise on the construction aspects of the project will be extremely valuable.

Kate and Robert will be getting the message out and thanking everyone for their support of the new library. Robert will write something for the web page. We will look forward to celebrating at Kate’s this Friday.

Katherine informed us that one employee is up for a change of status, according to the new rules up to April 1^st(up to 5% in merit increase, no cola, but allows for 3.75%). Also we are losing one employee; Jolene has found a new position as a school librarian in Farmington. Katherine is proposing to go to another full-time versus a part-time employee--this would mean going from 4 full-time and 3 part-time, to having 5 full-time and one part-time. Betty, Tasha, Lisa, Jessie, and Katherine would be full-time and Anita would remain part-time.

Because Jessie and Lisa now get incentives for not taking benefits, going to 5 full-timers would mean paying for an additional 6 to 7 months of single benefits for Tasha. Katherine has studied the numbers and we can do it for this year. Katherine feels this would allow for more continuity to the schedule. She has a good team now, all of whom are very comfortable working around the hours. The afternoons are very busy, with two full-time people needed. More staff is needed at certain other times also.