Library Trustee Minutes November 2012

HANCOCK LIBRARY BOARD OF TRUSTEES

November 28, 2012

Present: Mary Garland, Amy Markus, Laurie Bryan, Peter Ryner

The meeting was called to order at 9am.

The October 24, 2012 minutes were approved.

The Treasurer's report was reviewed.  The Board authorized the transfer of $2000 from the Library Trustee's Investment Account into the Library Checking Account.  This was necessitated primarily by the high cost of heating fuel.  Because the Conval School District did not complete a fuel oil pre-purchase until late fall, the cost to the Town of Hancock and the Hancock Library was substantially higher than it might have been if, as in earlier years, the pre-purchase had been available in the summer.  Since the Library and the Town have linked their purchase of heating oil to that of the school district, in order to gain a better bulk-purchase price, this could remain a problem unless the school district returns to its previous practice of summer contract purchase.  The Treasurer's report was then approved.

There was further discussion of the Library Trustee's Investment policies, goals and strategies.  It was agreed that the Board would formally take this up in December.

Rennie continues to recover and is able to provide partial coverage, especially on Tuesdays and Thursdays.

Amy reported that programs continue to be well-received, and the computers continue to be in high demand.  There is more use of the Daniels room, including a Zumba for Kids program and utilization by the Girl Scouts.

It was agreed that the schedule for professional cleaning of the Daniels room carpet should be increased from once to twice per year.  There was agreement that the Daniels room carpet should be replaced in 2013, and there was some discussion but no final decisions as to what specific floor covering should be obtained.  The biggest problem is that there are frequent spills, which tend to get ground into the carpet and which are not easily removed, even by professional cleaners.  Because the floor needs to accommodate yoga, dancing and a variety of sitting activities,  it was agreed that the flooring needs to be some type of carpet.  However, since the Daniels room also serves as a popular access point to and from the back parking lot, considerable dirt, snow, salt and mud gets tracked across the floor. Food and drink are also served in the Daniels room in support of many activities each year, resulting in frequent spills of food and liquid.  The Board agreed that it is neither appropriate nor possible for Library staff to constantly respond to each spill or to clean up the path of mud and snow leading from the parking lot which can appear on a daily basis in winter.  The choice of carpet will be given further consideration.

Amy is proceeding with the replacement of the present copier, with consideration being given to outright purchase rather than leasing.

The Board decided to meet on December 26^th.  The meeting ended at 9:45 am.   Submitted by Peter Ryner