Minutes

Webster Free Public Library

Trustees Meeting

April 25, 2018

             The meeting was called to order at 4:05 p.m.  Present were Nancy Picthall-French, Chairperson, Marty Bender, Treasurer, and Leslie Collins, Secretary.  Cathryn Clark-Dawe, Director, was absent due to illness.

The Secretary’s report for March was reviewed and accepted.

The Treasurer’s report through April 24 was reviewed and accepted.     

Old Business

          On April 6, a presentation on Bobcats by the Fish and Game Department was held in the Library Meeting Hall at 2 p.m. and 35 people attended.  Nancy gave the presenter a $50 gift card from Dick’s and submitted the receipt to Marty for reimbursement.

Marty attended the Meredith Public Library on Saturday, April 21 from 9 a.m. to 4:30 p.m. for an all day workshop on Building Community Through Oral History by Jo Radner.  This workshop was paid for through a grant from the New Hampshire Humanities Council.  Marty was very impressed by the presenter who has been collecting oral histories for over 40 years.  Best practices, ideas for recording equipment and different strategies on how to assist participants to share their memories were discussed.   Marty will go to the next Historical Society Meeting to see if there is any interest in working on the oral histories as a collaborative project.  Purchases for recording equipment will be discussed at our meeting in May.

The movie, Pete’s Dragon, was held in the Library’s Meeting Hall on Wednesday, April 25 at 2:00 and 15 People attended.

Marty has registered the Trustees for the NHLTA Spring Conference in Manchester on May 14 from 8:00 a.m. to 4:30 p.m.

Because of the recommendation from the auditor, whenever Marty receives a reimbursement check from library funds, the two signatures on the check will be those of (1) Marty and (2) Michael Jette or Nancy Cummings.  Marty did more inquiry through NHLTA resources (Terry Knowles) and after the feedback was reviewed, the Trustees agreed to leave the current protocol in place.

Nancy reviewed the final draft of the Library’s new goals for the Master Plan and they were adopted unanimously. Cathryn wrote and submitted the first part of the Master Plan containing the statistics, patronage, physical description, technology and funding, which was also adopted unanimously.  Nancy will submit the goals and statistics to Sue Rauth, Chairperson, of the Planning Board.

The malfunctioning computers and receipt printer were discussed.  Marty will follow up ASAP with Andy and will report back to Cathryn regarding not using Norton and the receipt printer.  Questions that will be readdressed at May’s meeting include:

Can Norton be removed?  (A representative from Staples recommended not using Norton and reassured Marty that Microsoft is enough for our threat level)

Does the library have an external hard drive as back up?

Does the library have Cloud storage?

Should any of the computers be replaced?

            The seed exchanged was discussed:  where it will be housed, execution, when to start, what seeds to include, possible speakers to address seed saving techniques.   Nancy donated a collection box.  Nancy will write up a description for the patrons and will submit it for our review and approval.  Cathryn will be asked to post it on our Facebook page and on the Library website. The Seed Exchange will be placed on the agenda for May in order to include Cathryn’s feedback on pending questions.

            Marty reported that the auditor inquired if there were any changes to the bylaws written in 2007.  Nancy stated a review of the bylaws will be put on the agenda for May.

            Nancy gave Leslie a sample outline of the format she uses when planning an event.  Leslie will incorporate Nancy’s form into one she is developing for the movies.

            The walking club was discussed: objectives, a Grapevine survey, frequency, duration.  Leslie would like to look at the data Catheryn collects each week at the front desk (Weekly Statistic Sheet) to determine which days and times might be best.

New Business

           Marty shared the possible recording options for doing oral history interviews:

                        Lapel microphones

                        ZOOM H4SNP $199.99 recorder (not sure if it included lapel microphones)

                        Interviewing Kit (2 microphones, headsets, SD card) $500

            He pointed out that interviews should not be done on a phone and the interviews should be stored in the Cloud.  At our meeting in May he will readdress the recording equipment after he has met with the Historical Society and has received input on their interest in the project.

             Marty shared an Email Policy from another library.  Marty will report back at the next meeting after reviewing RSA 91-A, the NH Right to Know Law.

              Nancy generated some ideas to expand the community outreach efforts, including Birthday Bags for the food pantry and Bookmarks for WES.  All Trustees agreed to pursue both ideas.  Nancy will contact Peg Foss and ask if the Birthday Bags would be welcomed and how many are needed.  Birthday bags could contain such items as cake mix, frosting, candles, napkins, plates, balloons.  The community could donate items or donate money toward the project.  Nancy will contact Stephanie Wheeler to see if there is an interest in the bookmarks  she has made with an attached reminder (in school colors??) of what the library has to offer over the summer.  Another idea, Bookmarks of the Month, will be discussed at May’s meeting.

            Nancy asked if anyone had perennials from their gardens they could donate to the Library’s landscape.  Marty offered to donate compost.  Nancy can donate some lilies and also has a neighbor who is willing to contribute.  Leslie has some lamb’s ear, bee balm and low perennial grasses she can donate.  All agreed to help with the project.  This will be discussed at our next meeting to find out who is currently in charge of the landscaping and further details.

            Nancy will order another set of letters for the Message Board.  All agreed.  Leslie repaired the cracked letters with duct tape and super glue.  It was unanimously decided to use the Message Board to remind patrons about the available Museum Passes during the summertime.

The meeting ended at 5:55 p.m.  The next meeting of the Webster Free Public Library will be on Wednesday, May 16, 2018 at 4 p.m.

Respectfully submitted,

Leslie Collins, Secretary