Tucker Free Library

Tucker Free Library Minutes

October 19, 2010

7:00 PM

Present: Patti Osgood, Jean Colby, Christine Anderson, Lynn Piotrowicz (library director).

Absent: Jamie Ramsey, Scott Turner.

1.       September 21, 2010 Minutes: Patti moved to accept, Jean seconded. All approved (3-0).

2.       Public Forum: No members of the public were present.

3.       Treasurer’s Report: Presented by Jean.

4.       Monies to be Accepted: No monies to accept.

5.       Director’s Report: (a) General – (1) Henniker Youth Athletic Committee request to place uniform return bin at TFL was discussed and turned down, since there are already existing drop-off sites/alternatives.  (2) Henniker Food Pantry request to place a food box at TFL was discussed and granted, since the Post Office is no longer a drop-off site and there are no other drop-off locations in town. (3) Lynn purchased the bushes and will seek help to plant from someone needing community service hours. Christine to place announcement at John Stark for students needing community service. (b) Budget – (1) Preliminary budget was submitted. (2) New date of Oct. 30^th at 8:30 AM for TFL to appear at special selectmen’s meeting. Jean and Patti will attend with Lynn. (c) Technology/ Collection – (1) Lynn is working with Apollo on a mid-December migration; the billing is all set. Staff is undertaking collection maintenance in preparation for migration. (2) Letty is working on new thematic shelving system in the E-Room. Instead of shelving by author, books will be shelved by subject so kids/adults can more readily find books. (3) Additional nComputers for the J-Room are being ordered. (d) Programs – (1) Plans for an Open House were discussed and tentatively scheduled for Sat., Feb. 5^th from 10 AM – 12 PM. (2) TFL received a grant to host Rebecca Rule at TFL on Wed., Feb. 9th at 6:30 PM. (3) Winter Holiday Program is being planned. (4) Friends of TFL are financing materials for Letty to build a multi-use puppet theater. (5) The Friends are also completing 501(c)3 paperwork for submission and are being assisted in the process by Terry Knowles. (6) The Friends will meet after Thanksgiving to discuss ways to boost membership and raise money. (7) Preschool attendance has at times exceeded the number of seats available during the craft activity. The option of having children stand during craft time was discussed.

6.       Other: Patti asked if the town has changed pay steps. Lynn has not heard of anything.

Next Meeting: November 16, 2010 at 7 PM.

Meeting ended at 7:55 PM.

Respectfully submitted by

Christine Putnam Anderson

Tucker Free Library Minutes

September 21, 2010

7:06 PM

Present: Patti Osgood, Scott Turner, Jean Colby, Jamie Ramsey, Christine Anderson, and Lynn Piotrowicz (library director).

1.        August 4, 2010 Minutes: Christine moved to accept as amended, Jean seconded. All approved (5-0).

2.       Public Forum: No members of the public were present.

3.       Treasurer’s Report: Presented by Jean.

4.       Monies to be Accepted: No monies to accept.

5.       Director’s Report: (a) Building – (1) On 8/26 - 8/27 Terra Design completed the French drain project, costing $1350. A donation earmarked for landscaping was used to pay for drainage work done. $500 remains for planting. (2) On 9/21 Sam Harding did a seasonal check on the HVAC equipment, replaced two ducts, rated boiler efficiency at 80 - 81%. (3) Lynn is working with Mike Skinner of Atlantic Energy Solutions to retrofit old lamp posts with solar lamp fixtures. Posts need to be sanded/painted. (4) Jordan Institute Energy Audit – The 8/17 Selectmen’s meeting notes indicate the federal government requires more information before the audit proceeds. (b) Budget – Preliminary budget due to Peter by 10/08; TFL scheduled to present budget to Selectmen on 11/13 at 9:30 AM. Other important budget/town dates were reviewed. (c) Technology – (1) Discussed the purchase of computers and equipment for the J Room for kids’ use only or use by an adult accompanying a child. (2) ILS Final Evaluation of Apollo Package: Apollo’s Clark Charbonnet met with staff to show improvements and discuss migration. After much research and testing, Lynn shared her findings about the Apollo package and reiterated the need for new library catalog software. The purchase of the Apollo service and a possible timeframe for migration were discussed. Motion: Patti made a motion to take $3,894 from the Library Catalog Expendable Trust to purchase the Apollo ILS package, Scott seconded. All approved (5-0). (d) Programs: Morning preschool program is overwhelmingly successful. Afternoon program is lacking in attendance – considering moving it to Thursday morning; Thursday After-School program is going gangbusters. (e) Staffing: (1) Lori to attend READS meeting on 10/22. (2) Lynn and Letty attended CLiF conference on 9/17 and found it informative.

6.       Investment Planning: Scott presented a brief history of the Willis Cogswell Trust, describing the irrevocable nature of the trust as well as the terms and conditions of the unitrust in which the trust funds are now held at TD Bank.

7.       2011 Budget Planning: See under Director’s Report: (b) Budget.

8.       Building Project Planning: Lynn received quotes for a new door to the NH Room to replace pocket door. Discussion of cost feasibility and possible plans for a change in use/refurbishment of the NH room in an effort to meet the demands for patron work space and computer use.

9.       Update on ILS Decision Making Process: See under Director’s Report: (c) Technology (2).

10.   Other: (a) A non-resident who had substituted at HCS (?) came into TFL wanting a free library card. The intent of the policy to extend free library card privileges to NEC and HCS nonresident teachers/staff and the extension of such privileges to only those in the full employment of NEC or HCS was discussed. (b) Patti was called for an alarm at night when Lynn was out of town. The security company never called Patti back with an “all clear” to let her know the system was back on. Lynn made changes to the call list and will ask the security company to give an “all clear” in the future.

Next Meeting: October 19, 2010 at 7 PM.

Meeting ended at 8:30 PM.

Respectfully submitted by

Christine Putnam Anderson      

Tucker Free Library Minutes

August 4, 2010

7:04 PM

Call to Order/Attendance

Present:   Lynn Piotrowicz, Patti Osgood, Scott Turner, Jean Colby, Jamie Ramsey & Christine Anderson 

1.       Minutes from June 8, 2010:  Patti moved to accept previous minutes as amended, Scott seconded.  All approved (5-0).

2.       Public Forum: No members of the public were present.

3.       Treasurer’s Report:  Presented by Jean.     

4.       Monies to Be Accepted:  Christine moved to accept monies, Scott seconded.  All approved (5-0).  (See attached)

5.       Directors Report:  (a) Update on Panic Alarm System (b) Discussion about switching from TDS to Comcast VOIP in effort to cut costs (c) Water/Landscaping issues were addressed.  After receiving the opinion of Mark Moser, the board concluded that Lynn should investigate companies who could remedy the situation. (d) Lynn presented to the board a formal quotation/layouts from Cori McGrath of Tucker Library Interiors of Manchester, NH.  A lengthy conversation ensued and the board agreed to consider the information and make a final decision at a later date. (e) Lynn mentioned working on the upcoming budget for 2011.  Also, she has not been informed when the Energy Audit would occur. (f) A discussion was had about technology in the building.  Due to a considerable increase in usage and consequential events, a computer will be added to the E-Room intended for parents with children.   Two additional computers are expected to be added to the J-Room by the end of the year (also intended for children/parents with children).   Supplemental information regarding Apollo software was presented for the board’s consideration.  (g) Summer programs, additional story time, after school programs and an upcoming speaking event were discussed.  (h)  Staffing issues were addressed.

6.       Investment Planning:  After careful consideration, the board agreed to move forward with Charter Trust .  At this time, board members signed paperwork and provided information as nessessary to finalize the process. 

7.       Non-Public per RSA: 91-A:3, II(a) (8:25-8:33).

Meeting concluded at 8:40 PM

Next meeting:  Tuesday, September  22^nd , 2010 at 7 PM.

Respectfully submitted,

                Jamie Ramsey

1. Director's Report: (a) Various building issues were discussed which included upcoming heating season and landscaping (b) Information was provided on upcoming summer programs for adults and children which will occur during the months from May to August. (c) Ongoing staffing situation was discussed.

2. Investment Planning: A discussion was had about potential strategies, timetable for decision and other general thoughts on current financial planning.

3. Summer Planning: Due to historically low turnout during the Independence Day holiday, it was decided to close the library on Saturday, July 3^rd.

4. Other: Patti suggested considering a public awareness campaign to educate students and parents of the researching capabilities available at Tucker Free Library in response to the funding cut at Henniker Community School.

Meeting concluded at 9:20 PM

Next meeting: Tuesday, June 8^th , 2010 at 7 PM.

Respectfully submitted,

Jamie Ramsey

Tucker Free Library Minutes

March 23, 2010

7:05 PM

Call to Order/Attendance

Present:   Lynn Piotrowicz (not present from 7:08 to 7:35), Patti Osgood (left at 7:17 PM), Jean Colby, Jamie Ramsey, Christine Anderson & Scott Turner

Meeting started at 7:05pm

1.       Election of Officers:  Patti nominated Jean for Treasurer, Jamie seconded.  All approved (5-0). Christine nominated Patti for Chairperson, Scott seconded.  All approved (5-0).  Patti nominated Christine and Jamie as Co-Secretaries, Jean seconded.  All approved (5-0).  Patti nominated Scott as Co-Chairperson.  Christine seconded.  All approved (5-0). 

2.       Non-public per RSA: 91-A:3, II (a)  

3.       Public Forum at 7:35 PM: Peggy Ward was in attendance and stated she was very disappointed that the annual library book sale had ended.  Lynn explained it was a collective agreement between the library and the Friends of Tucker Free and the amount of physical work put forth had low return both financially and in attendance.   It was concluded that the trustees would consider other ways to raise funds, involve and attract more people while being less labor intensive.

4.       Minutes of March 2, 2010:  Jean moved to accept previous minutes, Scott seconded.  All approved (5-0).

3.       Treasurer’s Report:  Presented by Jean.   

4.       Monies to Be Accepted:  Jamie moved to accept monies, Scott seconded.  All approved (5-0).  (See attached)

5.       Directors Report:  Informed of building updates which included:  water leak and resolutions, community service volunteer and lawn situation in Northeast corner, window repair and NH Room project.  Staff training and upcoming meetings were discussed.  The Summer Reading Program (Make a Splash, Read!) continues to be planned.  The Summer Reading Blog on the TFL website lists all activities and schedules thus far.   A possible open house in the fall was also discussed.

Next meeting:  Tuesday, April 13, 2010 at 7 PM.

Meeting Concluded at 8:10 PM.

Respectfully submitted,

                Jamie Ramsey

Tucker Free Library Minutes

March 2, 2010

7:00 PM

Present: Patti Osgood, Jean Colby, Jamie Ramsey, Christine Anderson, Lynn Piotrowicz (Library Director). Absent: Wayne Colby.

1.       Nonpublic session per RSA:91-A:3,II(a) tabled.

2.       Minutes of January 19, 2010: Jean moved to accept as amended, Patti seconded. All approved (4-0).

3.       Public Forum: No members of the public were present.

4.       Recognition of Terry Simkin, Trustee 1999 -2009: To honor Terry and show appreciation for his many years of dedicated service to TFL, the library will receive a one year subscription to New Hampshire To Do Magazine.

5.       Treasurer’s Report: Presented by Jean.

6.       Monies Received: Jean moved to accept, Jamie seconded. All approved (4-0). See attached.

7.       Director’s Report: (a) RFP Responses – Out of six investment companies solicited, Charter Trust and NH Public Deposit Investment Fund responded affirmatively. Lynn is waiting to hear from Wayne on Vigilant of Portsmouth and Morgan Stanley of Manchester. (b) Programs – The Edie Clark program had rave reviews. Preschool Story Time drew in two new patrons: one resident, one nonresident. Thursday After School Program hosts 13-15 kids. Brian and Elle Hawkins have been bringing Carrie to boost awareness of their program. Martha is working on the Summer Reading Program. Lynn and staff are working on a program for adults, having Michael Tougias speak in August about his book, Fatal Forecast. The Manchester Monarchs are sending vouchers monthly. (c) Staff Performance Evaluations – Lynn is completing. (d) Building – An anonymous donation of $1,000 was given toward landscaping front of the building, bringing garden fund to $1,500. Two plans have been developed, one by Three Seasons and Betty Rood’s plan.

8.       Ann Soderstrom Painting:  Lynn will research cost and type of repairs needed for self-portrait received.

9.       Building Planning: (a) Water issues in building resulting from 2/25/10 storm and clogged drain. Patti to ask her husband Scott which town dept. services drain in drive area between TFL and grange; Lynn to follow up with that dept. to get issue corrected.  Because problem may recur, Lynn asked Martha to check into feasibility of consolidating books and removing shelves of books that are not circulating from J Room wall where water is entering building. (b) Jon Routon to start 3/8/10 to refurbish frames and windows. (c) A plan to create more computer space was briefly discussed.

10.   Investment Planning: See No. 7, Director’s Report: (a).

11.   Other Business: Town of Derry to develop a “San Ramon project.” Lynn will advise them. TFL received several letters and tokens of appreciation from individuals in the community. Lynn reviewed Feb ‘09 and Feb ’10 statistics.

12.   Town Meeting Planning/Public Relations Campaign: Editing and use of Lynn’s Town Report Summary and “Do You Know . . .” flyer were discussed. Presentation of warrant article at town meeting was discussed.

Next meeting will be scheduled after town meeting, March 13, 2010.

Meeting ended at 8:32 PM.

Respectfully submitted by Christine Putnam Anderson

Tucker Free Library Minutes

January 19, 2010

7:05 PM

Call to Order/Attendance

Present:   Lynn Piotrowicz (Library Director, absent from 7:00-7:40 PM), Patti Osgood, Jean Colby, Jamie      Ramsey, Christine Anderson & Wayne Colby

1.       Minutes of December 8, 2009:  Jean moved to accept previous minutes, Patti seconded. All approved. (5-0)

2.       Public Forum:  No members of the public were present.

3.       Treasurer’s Report:  No updates to the Treasurer’s report.   

4.       Investment Policy:  The official draft of the Tucker Free Library Investment Policy was reviewed and agreed upon.  Patti moved to accept, Christine seconded.  All approved. (5-0) The Request for Proposal was put on hold until Lynn arrived.

        [Since Lynn was at the Selectman’s meeting, the Trustees discussed Item 8 (Other) on Agenda]

5.       Other:  Possible Investment companies (Morgan Stanley of Manchester and Vigilant Capital Management of Portsmouth) were reported.  Wayne agreed to research both further.  Patti discussed a possible replacement for the open seat on the Board of Trustees and also requested an item be placed on the next agenda pertaining to the recognition of former Library Trustee Terri Simkin’s time of service.  (Lynn arrived at 7:40 PM and there was discussion of the results from the Selectman’s meeting)  Additional items included: email communication issues, timely programming updates and recapping agenda items addressed that evening to Library Director.

6.       Town Meeting Planning:  A public relations campaign was discussed.

7.       Building Plan: Dead end shelving, making upstairs quieter, flooring and insufficient computer access were among the items that need to be resolved.  Trustees went upstairs to visually inspect the area and discuss possibilities.

8.       Monies to Be Accepted:  Christine moved to accept, Patti seconded.  All approved.  (5-0)

9.       Investment Request for Proposal: Wayne suggested that the proposal be adjusted to mirror the policy and state “…help our fund grow at a reasonable rate of return.” It was decided to solicit the following companies:  Charter Trust, Ocean Bank, TD Bank, Citizens, Morgan Stanley, NH Public, Vigilant and NH Trust Company.

Next meeting:  Tuesday, February 16, 2010 at 7 PM.

Meeting Concluded at 8:58 PM.

Respectfully submitted,

                Jamie Ramsey