Town of Gilford, NH - LIBRARY TRUSTEES

REPORTS: The monthly reports were discussed. Circulation for September was about the same as last year, taking into consideration that last years’ numbers were a little skewed due to the new system being set up. The itemized categories report was also reviewed and the numbers looked good.

Budget items were examined and everything looks to be in line. However, in looking over the budget worksheet, Katherine noted that the library maintenance item had been reduced from $2675 to $1950; this seems low- especially due to the fact we will be carrying both buildings for six months of 2008. It is important that we make this point when we meet with the Budget Committee later this month. Katherine also noted that everything that was recommended for the new library was cut—including the phone system, the computers, the book drop, and the security system. Frustration over this was expressed. We will have to open the new library with just the basics.

Two dates should be noted, relative to the budget process. There will be a presentation before the committee the Thursday before Thanksgiving, on the 15th. Recommendations from the Budget Committee will be made after Thanksgiving, on Thursday, the 29th.

PROGRAMS: The number of activities scheduled for October and November is impressive. Attendance has been good at all the children’s programs. Storytime is being offered everyday except Monday. Babylap is every Wednesday and Friday. Tales for Tails is every Thursday. Also scheduled--a Reading Buffet (Grades 5-9), a Book Group (3rd and 4th graders), a Halloween Party (grades 3-6), a drop-in craft class, and a Live Owl Program. Katherine also reports that the children’s collection has never looked better.

For adults, the Knit-Wits continue to meet each Friday. A Foreign Movie Night is planned, featuring The Battle of Algiers.” Two adult book discussions are scheduled, Fahrenheit 451 in October, and The Songcatcher in November. Paula Greene is also offering a craft class -- making handbags out of sheets.

OVERDUE POLICY: Our overdue policy was discussed, specifically in relation to the fines. Trustees have occasionally been contacted by patrons complaining about our fine schedule; in most cases, once the policy is explained, patrons are okay with it. As a group, we feel that we have a very liberal policy. Katherine suggested adding the following to our policy:

NEW BUILDING: Update: Bill reports that things continue to go well and he feels we will be in the new building by June of next year. The building committee is also very excited about the recent decision to go Geothermal.

The building committee has elected to go Geothermal after looking at the different options for heating and cooling the new library. Although this increases construction costs by about $100,000, there would be a rebate from Public Service, which could be as high as $50,000, assuming the project qualifies. Also, substantial savings will be realized on future heating costs. Public Service estimates the average conventional heating & cooling costs to be $1.20 per sq. ft, and the average costs for a Geothermal system to be $.49 per sq. ft. Using this water-to-water system, our costs will be limited to the electricity for the pumps. Maintenance costs will also be greatly reduced, as there will be no furnace or condensing units.

Bill explained that two wells will be dug, each up to 1500 feet deep. They will form a closed-loop system, pulling heat from the earth in the winter and coolness in the summer. Radiant heat, which goes hand-in-hand with the geothermal, is being installed in the floors. Bill stressed how much savings will be realized on our heating and cooling costs over the life of the library, as well as substantial savings in maintenance. And we can feel good about decreasing our dependence on foreign oil. Jack Lacombe is working on the savings over all. He feels we will recoup the capital costs over six or seven years. Examples of two successful applications are the Great-Bay Estuary, and the Haverhill Public Library, in Massachusetts.

Kate was excited to tell us that an interior design company has been hired to help with design--Office Interior Ltd came highly recommended by Lisa Charest of Summit Rehabilitation. The company employs seven designers, all of whom work on their own projects, but they also work as a team. They are well- experienced in using sustaining-based products and working with recyclable and renewable items. They are committed to doing the right thing, and are doing the research for us. Kate also reported that the fundraising has been going well, but there is still a lot to do. We were reminded of the upcoming fundraiser--Patrick’s this Sunday, from 4 to 9, 50% of all proceeds going to the new library.

The landscape contract is still out, as we are working on getting other bids. Some issues have come up over the cement-based siding, related to cost. The committee is committed to looking at all available products, trying to stay environmentally friendly. But, inevitably, cost becomes an issue.

Letter to Selectmen: Bill reviewed the draft of his letter to the Selectmen, which requests a warrant article be put before the town, asking to sell the land parcel previously purchased as a library site, and requesting the proceeds of the sale be returned to the Friends. The parcel was purchased for $150,000 with monies allocated for the library ($110,000) and from private funds ($40,000). A discussion ensued about the ownership of the land. We consider these monies part of the private fundraising.

All were in favor of the letter, but Polly suggested we might want to consider making it more general, and we all agreed the letter should come from the chair of the trustees. Robert will rewrite the letter and present it to the Trustees for approval before it goes to the Selectmen. Polly suggested we could best explain this situation to the general population with newspaper articles. We agreed we also need good follow-up articles showing how we are saving the town money, by going geothermal. Katherine will ask Jessie to be prepared to write some articles on the benefits of geothermal to the environment.

PERSONNEL: Katherine brought to our attention that our current Personnel Policy requires a change in anniversary date when someone goes part-time. Jesse went part-time this spring, in part to help us out with staffing. Now that she has now gone back to full-time, she will loose a six-month advantage in her anniversary date-- which doesn’t seem fair. We will look at our Personnel Policy in more detail in the near future, so this does not happen again.