Minutes
Webster Free Public Library
Trustees Annual Meeting
Wednesday, March 16, 2022
The meeting began at 4:02 p.m. Present were Cathryn Clark-Dawe, Director, Nancy Picthall-French, Chairperson, Marty Bender, Treasurer and Leslie Collins, Secretary. The meeting took place in the library. The meeting was not video recorded.
The Secretary’s report for 2/23/2022 was reviewed and accepted. Leslie apologized for not listing an item in Summary of Duties that was in the meeting notes.
The Treasurer’s report as of 3/16/2022 was reviewed and accepted. Marty spoke to Wendy about Cathryn’s check and her check will reflect her raise starting on April 1, 2022. Nancy expressed appreciation for the itemized list Marty provided for the budget categories. “Blackstone” was clarified as the company where audiobooks are purchased. Marty will bring Nancy’s reimbursement check to Movie Night. Dana has been informed of where to place the new signs. Marty will print out the “Actuals” page of the budget each month.
The Director’s Report from 2/20/22 to 3/12/22 was reviewed and accepted. Leslie inquired if movie and Garden Group attendance should be included in ”Program Attendance”. After deciding the Garden Group was a “function of the library”, there was a consensus that both should be included. Leslie inquired what service SERVPRO provided and Cathryn clarified they were consulted for the Emergency Plan.
The new resident letter and Brochure were revised and updated. Nancy and Leslie took notes on the changes, which are listed in an addendum after Summary of Duties. Nancy will submit both drafts for approval by email for revisions. By adding a line about the Home Delivery Service to both of these, we are accomplishing an objective (Goal #1, Objective #5 Continue outreach efforts for homebound patrons) in the library’s Ten Year Plan.
Old Business
The election of officers took place. Leslie nominated Nancy for Chairperson; Marty seconded. Nancy nominated Leslie for Secretary; Marty seconded. Nancy nominated Marty for Treasurer; Leslie seconded. Congratulations to all!
Cathryn presented her written evaluation summarizing the results of three projects she chose for the year. She stated three problems she wanted to solve, the progress and outcome. Project #3 led to writing an Emergency Plan for the library, which evolved into creating an updated inventory. Completing the Inventory became Goal #2 for the upcoming year. Cathryn recommended updating the Emergency Plan every year. The Evaluation generated a lively dialogue. All three goals were attained. Cathryn proceeded to introduce her three goals for the upcoming year and they were approved.
The Garden Group will be meeting tomorrow, 3-17-22 at 7 p.m., in the Meeting Hall next to the library for a soil block demonstration by Marty and a seed starting presentation by Jim Ramanek. Marty will set up the projector for Jim.
Nancy shared an email from Donna Frost. The email explained how another group Donna belongs to, the Webster Democrats, is interested in the same Master Gardener topics/speakers as the Gardening Group. Donna inquired if she could invite the Garden Group members to the Webster Democrats future topics/speakers. She explained she would be clear about who is sponsoring it and that it is a political fundraiser. There was a consensus that Donna could do this as long as she is clear as stipulated. Nancy will respond to Donna. Cathryn will post the Garden Group’s emails on the bulletin board in the library.
Peg Foss responded that there are enough Celebration Bags at the Food Pantry on 3-17-22.
Cathryn has emailed Dick Shaw at Heritage about the air conditioner.
The issue of wearing masks was revisited. Cathryn had sent an email with the status of each library in the state. The surrounding towns were as follows: Warner, yes, masks required, Andover, yes, Hopkinton, yes and Boscawen, no. There was a consensus to make wearing masks optional. Cathryn asked if there was a surge in cases if we would agree to an emergency meeting to reinstate the mask mandate. There was unanimous agreement.
The movie for March is What’s Up, Doc? on Friday, March 18 at 7 p.m.
New Business
Marty stated that purchases from Demco can now be paid online and asked Cathryn her opinion whether he should pursue it or not. Cathryn’s preference was to have the itemized paper receipt.
Leslie gave Marty a receipt in the amount of $53.88 for a $50 gift card as a thank you for Jim Ramanek.
Nancy stated that it was time to register for the NHLTA Spring Conference on 5-10-22 from 8 a.m. to 3:45. Registration is due by 4-22-22. Marty will inquire and decide the best way to pay, as a group or individually.
The meeting ended at 5:28 p.m. The next meeting will be held in the Meeting Hall next to the Library on Wednesday, April 27, 2022, at 4:00 p.m.
Respectfully submitted,
Leslie Collins, Secretary
Summary of duties during April 2022
*Marty will set up the projector for Jim Ramanek. Leslie will meet him and record step by step directions.
*Marty will bring Nancy’s check to the movie on Friday night for $80 reimbursement.
*Marty will explore how to pay NHLTA and will let us know so we can register (deadline for registering is April 4-22-22)
*Marty will continue to bring the itemize budget lists to the meeting. He will also bring the page entitled “Actuals” to each meeting.
*Marty will reimburse Leslie for a gift card to Jim Ramanek a check for $53.88.
*Cathryn will continue to investigate replacing the air conditioner.
*Cathryn and Nancy will invite the public to the next Trustees Meeting on the town website and the Library’s Facebook page.
*Leslie will monitor the need for Celebration Bags at the Food pantry. Last contact was March 17.
*Leslie will do the sign for the Garden Club and put it out in front of the library.
*Leslie will do the sign for What’s Up, Doc? and put it out in front of the library on March 8. Leslie will supply individual snacks and mini bottles of water for Movie Night on March 18. Nancy and Marty will attend the movie.
*Nancy will contact Donna Frost about the decision regarding sharing workshops with the Webster Democrats.
*Nancy will revise the New Resident letter and the brochure. She will submit the drafts for approval.
*Nancy and Donna will advertise the garden group meetings.
*Nancy will invite the public to the Movie Night on the town website, Pillsbury Lake website, the Facebook page and in the Concord Monitor.
*Nancy will welcome new residents to Webster and the Library with the welcome letter.
***N, M, L will enroll in the NHLTA Spring Conference.
***N, M, L, C can view the recorded workshop Primer on Transcribing Historical Documents by NH State Archivist Brian Burford on KSC Mason Library’s Facebook page.
Addendum:
Changes made to brochure and New Resident Letter:
Brochure:
Front page under Library Information, 3rd paragraph, add the words, “and other materials.’ to the last line.
Front page under Library Information, 5th paragraph, take out “in the online catalog.” and change to, “click on the Library Catalog tab and then go to What’s New.”
Front page, middle section, take out NH State Parks and replace with The Fells.
Back page, first column, first paragraph, audiobooks is one word.
Back page, first column, second paragraph, delete the words, “and books by local authors.”
Back page, first column, third paragraph, delete Oprah
Back page, first column, fourth paragraph, under Children, include (five) Launchpads and audiobooks is one word.
Back page, first column, fifth paragraph, under Young Adult, include audiobooks.
Back page, first column, sixth paragraph, under Other Resources, first sentence, change the word “book” to “eBook”. Add audiobooks, TV shows, movies, comics, music.
Back page, middle column, third paragraph, last sentence should read: Enroll your baby through preschooler in the NH 1000 Books Before Kindergarten program.
Back page, third column, delete second paragraph.
Back page, third column, third paragraph, delete NH State Parks.
New Resident letter:
Second paragraph, period after 9-8. Delete second sentence??? (or should it read masks optional, or according to CCD???)
Fourth paragraph, last sentence, add the words “in the winter” after the words “limited hours.”
Sixth paragraph, add in “email at: websterl@tds.net” in the second sentence.
Add in a sentence about (two) Chromebooks and (five) Launchpads.