GILFORD PUBLIC LIBRARY TRUSTEES
MINUTES OF August 14, 2007
PRESENT: Katherine Dormody, Polly Sanfacon, Robert Kammeraad, Tracey Petrozzi and Daryl Thompson.
CALL TO ORDER: Chairman Robert Kammeraad called the meeting to order at 8:43 AM.
MINUTES: The minutes of July 2007 were accepted as written.
REPORTS: The monthly reports were reviewed. A large increase in the number of requests for materials was noted, as well as an increase in the number of overdues- a 56% increase over June. There was also an increase in new materials acquired.
We had 90 new borrowers sign up in July; we also ‘cleaned the files’ and deleted 500 patrons. Katherine is fairly comfortable with the accuracy of our current list. We reviewed the library card policy: a card is good for three years, and if there is no use in the one year after the expiration date, the card is deleted. The registration cards were also reviewed--information changes after three years, i.e., addresses, email address, phone numbers, etc. The cards now should be pretty much up-to-date. We noted that it will be a year in September for the institution of the new computer system.
The Circulation Details Report is always interesting – showing what types of materials are taken out most often. Again we talked about the museum passes. Because of a new system that’s gone into effect this year, we’re not capturing all the numbers. There is no longer a permanent pass, rather a slip is written, and it is not necessary to return it. We’ll think about setting up a dummy system so we can see how often the passes are used.
The Itemized Categories Report was reviewed. We are recycling the technology books; computer books are not purchased often, as they go out of date too quickly. Katherine reported that 90% of the DVDs purchased are paid for by fines collected- and not through the town budget. We buy most of them through Amazon marketplace, which seems to be the best-priced source. Books are purchased through Baker and Taylor, which offers a 44% discount.
BUDGET:
Katherine reviewed the proposed 2008 budget line by line. The town has asked for a maintenance budget only; all extras will be put on a separate sheet. It was also noted that the report is somewhat confusing, because the column representing the percentage requested over the previous year is not showing. This information may be added later on in the budgeting process.
Full-Time Wages are up because a part-time person has gone to full time – from 30 to 40 hours. We are now covering five full-time people and two part-time people. This budget also reflects an additional part-time position-- 15 hours a week over last year. This fifteen hours a week is a continuation of what we’ve been doing. Coverage is still skimpy. The great increase in circulation easily justifies the need for the additional part-time hours. Katherine anticipates a slight overage in the budget at the end of the year due to accrued time for one employee who left, and another overage for the transition and training of the new children’s librarian. Katherine did add that the children’s collection has never looked better, thanks to this new
employee.
The Continuing Education monies haven’t been used this year, due to several transitions in staff. We hope to use some of the money saved this year, combined with next year, to send employees to the library conference. In regard to Meetings and Dues (includes the PLA conference)—we decided to only sign up one trustee, saving $80 of the $100 for all 5 trustees.
Relative to Library Books and Periodicals, the increase in circulation accounts for the need for more materials. However, the increase of $1,000 to $18,000 will mostly cover the increase in costs, and not necessarily buy more materials.
The Library Supplies item is staying the same. Postage is up as the cost of stamps has gone up. Even with email usage saving money, the cost of certified letters has canceled that savings.
New Equipment needs were discussed in detail. Two new computers are being included in the budget, but are a maintenance item, as they are replacing two old computers, not increasing the number of computers we currently have. We will need to add new computers to the budget, as well as software costs. Katherine will look into getting some solid numbers on these costs.
New Equipment includes the refinishing of tables. Katherine is looking into the most economical way to do this –perhaps through the prison, maybe through the voc-tech school.
New Equipment also includes the telephone system. We discussed the necessity of updating the phone system as it doesn’t make sense to move the current system to the new library. This system had been used by the Fire Department before it was acquired by the library 10 years ago. It is not easily supported. There is no voice mail; patrons are not able to leave messages. The timing is right to replace it. A video-surveillance security system is also being discussed as part of the new construction – the hard wiring is there. We need to add the cameras. The library book drop will also be included in New Equipment.
PERSONNEL:
The Personnel Policy needs to be reviewed and each trustee needs to sign off on it. This is a completely new document. Katherine has examined it and clarified a few points: Civil Rights Day is now a holiday, replacing the floating holiday and employees working 20 hours or less will not get pro-rated benefits. Katherine is asking us to review the document as soon as possible and adopt this policy as our policy – we will need to change the wording in some instances, replacing Board of Selectmen with Board of Trustees.
NEXT MEETING DATE: Our next meeting is scheduled for the second Tuesday in September, the 11th, at 8:30 AM.
The meeting was adjourned at 10:45.
Respectfully submitted,
Daryl Thompson, Secretary
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