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Trustees’ Meeting Minutes Virtual via Zoom Tuesday, October 13, 2020

Present: Library Director Denise Grimse; Trustees Eileen Bischoff, Marcia McLaughlin, Chris Peters, Dale Rockefeller. Guests Craig McLaughlin, Dane Peters. Trustee Libby Ellwood joined the meeting at 5:30 p.m.

Meeting start time: 4:33 p.m.

Chair Marcia McLaughlin opened the Board of Trustees meeting at 4:33 p.m. A roll call was taken, a quorum was present, and it was announced the meeting was being held virtually through Zoom. A checklist to ensure meetings are compliant with the Right-To-Know Law during the State of Emergency was read by Chair McLaughlin.

Attendance of Trustees was taken by roll call: Eileen Bischoff – present, Marcia McLaughlin – present, Chris Peters – present, Dale Rockefeller – present.

1. Building Project – a. General Update - Building Committee Chair Craig McLaughlin presented a project update. The construction continues at a good pace. Exterior brick is going up and the windows will be installed later in the week. There are budget challenges and a list of items not currently funded due to project delays was discussed. The addition will be 100% completed except for the list of unfunded items previously discussed. A plan for use of doors and distribution of keys will be developed. Eileen Bischoff will work with Denise Grimse on the door use/key logistics. The need for potential pathogen control was discussed. b. Project Cost Reduction – Cost reduction was discussed. c. School Engagement – Dane Peters updated the Trustees on the desire to have the students at Greenland Central School engaged in the project. Three pieces of wallboard will be brought to the school for the students to sign. These boards will be installed in the addition. A roll call vote was taken to determine if the boards should face in or out upon installation. E. Bischoff – in, M. McLaughlin – in, C. Peters - in, D. Rockefeller – in. The signed wallboards will face inward. d. Fundraising - $414,911.17 has been raised to date. The Friends of the Library are discussing a stretch goal to $525,000. e. Rye Driftwood Garden Club Grant Update – Chris Peters is working on this grant which is due November 1, 2020. Marcia McLaughlin advised there is a similar grant from the Portsmouth Garden Club which will be due after January 1, 2021. f. Grand Opening Plans – Chris Peters presented an update on the plans to date. With the building completion by the end of January 2021, a target date of early April was discussed. Due to the COVID uncertainty, it was decided to put any planning on hold until January 2021. g. Legal Fees – Updated legal fees were discussed. h. Other – Change order #4 was discussed.

2. Approve Minutes – A motion was made by Dale Rockefeller and seconded by Chris Peters to approve the minutes of the September 8, 2020 meeting as written. Roll call vote: E. Bischoff – aye, M. McLaughlin – aye, C. Peters – aye, D. Rockefeller – aye. All in favor, motion passed.

3. Payroll Review – Due to COVID-19 and meetings held virtually by Zoom, the Payroll Review was completed by Dale Rockefeller and signed by Trustees prior to the meeting.

4. Transactions Review – Due to COVID-19 and meetings held virtually by Zoom, the Transactions Review was completed by Dale Rockefeller and signed by Trustees prior to the meeting. a. The corrected August 2020 Transaction Review was discussed. b. The September 2020 Transaction Review and current budget were discussed.

5. Director’s Report – The Director’s Report was and discussed. Virtual programming remains challenging especially with the start of the school year.

6. Old Business – a. Reopening Plans – The Library will remain at level 3. b. Town-wide Newsletter – The newsletter was sent out; cost increases were discussed. c. Draft Meeting Room Policy – There is nothing new on the draft policy at this time. d. Draft 2021 Budget – The updated draft budget emailed to the Trustees included the new insurance rates. Snow removal cost was discussed. e. Other Old Business – There was no other old business.

7. New Business – a. Snow Removal Contract – The new Snow Removal Contract was discussed. A motion was made by Eileen Bischoff and seconded by Libby Ellwood to approve the contract. Roll call vote: E. Bischoff – aye, L. Ellwood – aye, M. McLaughlin – aye, C. Peters – aye, D. Rockefeller – aye. All in favor, motion passed. Marcia McLaughlin will sign and return the contract to the Library. b. Health Trust Refund – Denise Grimse advised the refund is still pending. c. Staff Vacations – Staff vacations were discussed. d. Other New Business – Dale Rockefeller advised he will be leaving Greenland early 2021 and will have to resign from the board.

8. Next Meeting and Adjournment The next meeting of the Trustees will be held Tuesday, November 10, 2020 at 4:30 p.m. A motion was made by Chris Peters and seconded by Eileen Bischoff to adjourn the October meeting. Roll call vote: E. Bischoff – aye, L. Ellwood – aye, M. McLaughlin – aye, C. Peters – aye, D. Rockefeller – aye. All in favor, motion passed. The meeting was adjourned at 5:40 p.m.

Respectfully submitted, Eileen Bischoff, Secretary

Director’s Report follows:

Weeks Public Library Director’s Report October 2020

Circulation Change Number of Event Events Attendance 2020 2019 2020 2019 2020 2019 January 2,509 2,949 -14.92% 38 43 248 303 February 2,563 2,771 -7.51% 37 38 209 244 March 3,208 2,841 12.92% 15 40 92 298 April 1,090 2,733 -60.12% 0 37 0 185 May 1,690 2,884 -41.40% 0 46 0 331 June 746 2,668 -72.04% 0 40 0 675 July 1,067 3,306 -67.73% 0 49 0 321 August 940 3,018 -68.85% 0 40 0 208 September 915 2,716 -66.31% 0 39 0 255 Totals 14,728 25,886 -43.10% 90 372 549 2,820

Virtual Events Downloadable Events Number Attendance Number Views April 7 18 5 434 May 8 43 7 40 June 8 29 4 22 July 7 31 4 19 August 8 27 0 0 September 7 61 1 4 Totals 45 209 21 519

Downloadable Material Audiobooks eBooks Digital Magazines 2020 2019 2020 2019 2020 2019 January 286 197 175 197 12 8 February 284 159 217 205 7 22 March 296 198 213 186 15 13 April 290 168 280 214 11 8 May 288 222 326 196 14 15 June 304 260 214 229 15 6 July 280 233 238 234 7 10 August 361 248 253 249 7 7 September 299 238 218 197 11 17 Totals 2,688 1,923 2,134 1,907 99 106

Mango Ancestry Library Heritage Quest Languages Edition 2020 2019 2020 2019 2020 2019 January 51 10 1 48 0 23 February 27 21 0 1 0 4 March 10 20 1 2 2 6 April 36 39 0 0 0 5 May 38 14 0 1 1 5 June 24 14 0 2 0 5

July 14 44 0 4 2 2

August 17 34 0 2 0 2

September 15 18 0 7 0 9

Totals 232 214 2 67 5 61

Universal Class World Book Online 2020 2019 2020 2019 January 43 50 1 53

February 79 139 1 7

March 125 175 2 0

April 144 26 127 0

May 79 79 6 0 June 24 13 3 33 July 10 5 0 68 August 3 10 0 22 September 4 37 0 6 Totals 511 534 140 189

Recorded Books Acorn TV Qello 2020 2020 January NA NA February NA NA March NA NA April 24 4 May 128 6 June 113 0 July 54 0 August 3 0 September 49 0 Totals 371 10

Statistics Corrections were made to the June eBooks total, only 214 and the August Digital Magazines total, only 7. An auto calculate error and a typo were discovered.

September No changes to curbside services.

Participation in the two virtual programs for K-4 students was average with 15 participating. The programs were fun and successful generating interest in the October programs. Virtual programs for Grades 5+ were not well attended. Settling into the new school routine may have impacted attendance. Only one student picked up supplies for the Paper Circuits program, so arrangements with the school were made for future such programs. The one adult virtual program was well attended with 40 joining the Zoom session. It probably helped that Jeff Belanger is a well-known presenter.

“Bookmarking Our Future” Campaign The Campaign engaged in another challenge, “A Community Thrives,” that began September 21 and runs until just before Noon on Friday, October 16. This challenge is sponsored by the Media Corp. owners of the Portsmouth Herald and other publications such as USAToday. There is still time to donate and matching funds are still available. In addition to the donations made to the campaign, there are challenges and grant opportunities. Results will be reported in November.

Respectfully submitted, Denise Grimse, Director