Thursday, May 24, 2012
Library Trustees' Meeting - 5/15/2012
The meeting of the Architect’s Selection Committee was called to order at 6:05 pm. Present were Roger Daniels, Tom Wallace, and Susan Turbyne. Selectman Ed Haskell had previously indicated that he would not be able to attend the meeting. A call was made to Leina Smoker, but she was unable to attend due to family matters.
Roger, Susan and Tom each announced their first, second and third choices. All had the same ranking:
#1 Dennis Mires, P.A – The Architects; Manchester
#2 SMP Architecture; Concord
#3 Samyn-D’Elia, PA; Ashland
After that the sealed envelopes with the fee proposal from each candidate were opened. The fee proposals were as follows:
Dennis Mires SMP, Arch. Samyn-D’Elia
Part 1
Feasib. Study
Completed by
Sept. 28, 2012 $ 17,840. $ 15,000. $15,585.
Part 2
Services Oct. 1 to
2013 Town Mtg. $ 1,600. $ 5,500. $ 7,350.
Total Fee Proposal $19,440. $ 20,500. $22,935.
The Committee reviewed their rankings and agreed that Dennis Mires, P.A. – The Architects with the lowest total fee, remained as the # 1 choice.
The Library Trustees agreed to meet on Wednesday, May 23, at 6:00 pm, at the Library to review and approve the Grant Application to LCHIP in its final form.
Meeting adjourned at 6:30 p.m.
Library Trustees' Meeting - 5/9-10/2012
The meeting of the Architect’s Selection Committee was called to order at 6 pm. Present were Roger Daniels, Tom Wallace, Leina Smoker and Susan Turbyne. Selectman Ed Haskell had previously indicated that he would not be able to attend the meeting.
6:00 to 6:45 pm.
The firm of SMP Architecture of Concord, NH represented by Eric Paulson and Jason Lacombe was interviewed. Written proposals of services offered by the firm were distributed as well as the list of three References. Also, a sealed proposal containing their fee proposal for the work was received, but not opened.
6:50 to 7:05 pm.
The Committee discussed the process and scheduling for the selection of an Architect.
7:10 to 8:00 pm.
The firm of Samyn – D’Elia Architects of Ashland, NH represented by Tom Samyn was interviewed. Written proposals of services offered by the firm were distributed and reviewed. Also, a sealed proposal containing their fee proposal for the work was received, but not opened.
May 10, 2012 – 6:00 p.m.
The meeting of the Architect’s Selection Committee was called to order at 6 pm. Present were Roger Daniels, Tom Wallace, Leina Smoker, Susan Turbyne, and Selectman Ed Haskell.
6:00 to 6:45 pm.
The firm of Dennis Mires , P.A. – The Architects of Manchester, NH represented by Dennis Mires and John Urdi was interviewed. Written proposals of services offered by the firm were distributed as well as the list of three References. Also, a sealed proposal containing their fee proposal for the work was received, but not opened.
6:50 to 7:15 pm.
The Committee discussed the three firms interviewed. No final decision was made and it was agreed to meet again on Tuesday, May 15 at 6:00 pm. at the Library to further discuss and come to a decision.
Library Trustees' Meeting - 4/18/2012
The meeting was called to order at 6 pm. Present were Roger Daniels, Tom Wallace, Leina Smoker and Susan Turbyne.
REPORTS
1. Review Draft Minutes of March 29, 2012 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes of the March 29th, 2012 meeting as read. The motion was passed.
2. Treasurer’s Report
a. Account Balances - $97,206.95 as of 4/18/2012
b. 2012 Spending “to date” - $9,186.07 has been spent as of 4/18/2012
3. Library Director’s Report
We had 471 patron visits in March and checked out 595 books and 264 videos/dvds. Fourteen people came in to use the computers.
Sheila is back from her vacation and Rachel will be off this next week. Sheila’s vacation was unpaid. Nine hours of Rachel’s vacation will be paid.
We have been busy readying books for circulation. We have purchased new books and have received many donations. Our patrons’ favorite authors seem to be quite prolific.
We have begun to publicize our next block of Saturday morning story/craft times. This next session will begin May 5th.
Last Thursday, seven ladies from the BGM Knitting Society met here at the library. They all appreciate the opportunity to socialize and are good advocates of our library.
Monday, I spent the day in Concord at the ‘Small Libraries Summit’ which was sponsored by the State Library. Library Trustees was the topic and Terry Knowles was the presenter. Thanks to Tom, we seem to be in line with what is expected legally from our trustees. I am grateful to the three of you and how well we do together. Thank you!
OLD BUSINESS
4. Status - Town Master Plan Narrative
a. Report - Public Hearing April 5, 2012 – This hearing took place as scheduled. The Planning Committee will review our request to remove the last sentence regarding the library at their next meeting.
5. 2012 Town Meeting Library Warrant Articles
a. Endowment Fund Projects – Chimney re-pointing (Dickie Duffy) Roger met with Dickie Duffy and he will be unable to do the work. Mr Duffy does feel that the work should be done and will suggest someone to do the work. Roger will follow up with Mr Duffy.
6. Library Accessibility Project
• Review Architect Qualifications
Identify Finalists (Min. 3; up to 5) After reviewing the qualifications, it was moved (Roger Daniels) and seconded (Leina Smoker) that we continue on with the process and interview SMP Architecture, Dennis Mires, and Samyn-D’Elia Architects.
Notification of Finalists and Others – Tom will inform the finalists.
“Request for Proposal” – Sealed Proposal w/ Cost
Interviews May 9 & 10
Wed. May 9: #1- 6:00 to 6:45pm. #2- 7:15 to 8:00 pm.
Thurs. May 10: #1- 6:00 to 6:45pm.
• Selection Committee – We will tentatively meet on Tuesday, May 15th.
• Other Grant Application components
Property Survey – We would like to update the property survey which was last done in 1995 by Kevin French. We have tried unsuccessfully to find out if he is interested. Roger will make an attempt to talk with him.
Hazardous Materials Survey – Tom contacted two companies who estimated a cost of $800 to $1000
Energy Audit – The town had an audit done by SEEDS for the town offices. We contacted SEEDS and received an estimate of $1500 to $2000.
NEW BUSINESS
- The next meeting is scheduled for Wednesday, May 23rd at 6 pm to approve the final grant application.
Thursday, April 19, 2012
Library Trustees' Meeting - 3/29/2012
The meeting was called to order at 6 pm. Present were Roger Daniels, Tom Wallace, Leina Smoker, and Susan Turbyne.
REPORTS
1. Review Draft Minutes of January 4, 2012 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes of the January 4th, 2012, as read. The motion was passed.
2. Treasurer’s Report
a. Account Balances – Balance on hand as of 3/27/2012 - $89,592.10
$ 524.75 moved from Checking to Endowment (OHD Book sale)
b. 2012 Spending “to date” $7,388.67 as of 3/27/2012
Boiler – Oil expense *$3.25 a gal for oil at this time
c. Town Financial audit – Year 2011 – No problems were reported.
3. Library Director’s Report – We were busy in January and February. During those two months we were open 108 hours and had 922 patron visits and checked out 1097 books and 462 dvds/videos.
Rachel conducted eight Saturday story times with 24 children participating at various times. The spring story time session will begin May 5th and run for 5 weeks. Our summer reading program with the theme Dream Big Read will start June 20th and run until Old Home Day. We have contacted Squam Lakes Natural Science Center and they will bring a program August 2nd at 7pm featuring several nocturnal animals.
Most of our time is spent preparing books for circulation, shelving books that have been returned, and assisting patrons. We constantly try to make everything look more attractive – you will notice new signage and displays in both the children’s room and the young adult room.
Sheila leaves for vacation this Saturday and will be out for two weeks. Rachel will be taking the school vacation week from April 21st to 28th. National Library Week is the 2nd week in April and we’ve invited the residents of Rumney to stop in.
OLD BUSINESS
4. Status - Town Master Plan Narrative – After reading the report, the trustees felt that the last sentence should be removed and it was moved (Roger Daniels) and seconded (Leina Smoker). The motion was passed. Tom Wallace will send a letter to the selectmen requesting that the last sentence of the report be removed.
• A Public Hearing on the Master Plan is scheduled for April 5, 2012
5. Status – 2012 Town Meeting Library Warrant Articles
• 2012 Budget
Endowment Fund Projects - $3000 was approved and will be used to repoint the chimney, do some painting, and possibly purchase some kindles/ebook readers.
• Library Capital Reserve - $5,000 was added to the fund bringing the total to just over $20,000.
• LCHiP Mitigation Grant Application authorization – We have permission to apply for the grant and we want to get our application in by the end of May.
NEW BUSINESS
6. NH Library Trustees Assoc. Annual Meeting – May 21 in Bedford – No one is able to go.
7. Library Trustee position elections for 2012
• Chair – Roger Daniels
• Secretary – Leina Smoker
• Treasurer – Tom Wallace
8. Policy – Employee Vacations – This policy was discussed and a motion was made (Roger Daniels) and seconded (Leina Smoker) to approve the following:
Employee Vacation Time
After one (1) full year of continuous employment after the first day the employee worked at the Library, each employee shall be entitled to one (1) week of paid vacation.
After a second full year of continuous employment, each employee shall be entitled to two (2) weeks of paid vacation.
For each year after the second year of continuous employment, each employee shall be entitled to two (2) weeks of paid vacation.
A week shall be defined as the average number of hours the employee worked in the previous year of employment.
Earned vacation time shall be used within one year after the vacation time was earned according to a schedule mutually agreed upon by the employee and the Library Director. In the event that earned vacation time is not used within a year after it is earned, or if the employment of the employee ends before earned vacation time is used, the employee shall be paid on an hourly basis for all unused, earned vacation time using their average hourly wage for the year following the period in which the vacation time was earned.
The motion was passed.
# 9 Library Accessibility Project
• LCHiP has provided “final “Historic Building Assessment Grant Application” to be used to apply for Groton Wind Project Mitigation money. Application requires identification of “consultant” to be used and amount of grant request. LCHiP Board next meets on June 18, 2012 and can vote on Library application on that date if Grant Application is received around the end of May.
• Request for Qualifications packages sent to 11 Architects. Responses received from 8 Architecture firms
o Process for selecting “finalists” and selected Architect to serve as consultant for Library Accessibility Feasibility Study discussed and the following schedule agreed to:
Mar. 29 – Apr. 18, 2012: Review Qualifications, check references and prepare final Request for Proposals.
Apr. 18: Select from 3 to 5 “finalists” to be interviewed and to submit Proposal including fee proposal.
May 9 & 10: Interview Finalists and receive Sealed Proposals
May 10 – May 24: Discuss and Rank finalists, then open Sealed Proposals. Review ranking, clarify any questions and take Final Selection vote.
May 24 – May 31: Prepare “Historic Building Assessment Grant Application” and for submit to LCHiP.
June 18: LCHiP Board meets to vote on Grant Application.
• Two potential “Conflict of Interest” issues were discussed
o Trustee Wallace indicated a concern regarding the fact that one of the Architects that submitted Qualifications was his former firm, Tennant/Wallace Architects. He felt he should remove himself from voting both during selection of “finalists” and final choice of “consultant” for the Feasibility Study. After discussion it was agreed that Wallace would not participate in voting, but would participate in the selection process to provide input to help guide the Library through the process.
o Trustee Smoker advised that she was friends with Tim Smith who also submitted Qualifications, but that this would not affect her evaluation of his qualifications.
• After discussion, it was agreed that the Library invite a representative from the Selectmen to participate in the Consultant selection process. Wallace to contact Selectmen’s office to arrange.
• The following other expenses that might be included in the Grant Application were identified:
o Land survey – Topo & Boundaries
o Status/ Condition – Septic & Water Supply
o Hazardous Materials Survey
o Energy Audit
Wallace will work to get cost proposals for each of these to allow the Trustees to decide which, if any, to include in final Grant Application.
• LCHiP has provided “final “Historic Building Assessment Grant Application” to be used to apply for Groton Wind Project Mitigation money. Application requires identification of “consultant” to be used and amount of grant request. LCHiP Board next meets on June 18, 2012 and can vote on Library application on that date if Grant Application is received around the end of May.
• Request for Qualifications packages sent to 11 Architects. Responses received from 8 Architecture firms
o Process for selecting “finalists” and selected Architect to serve as consultant for Library Accessibility Feasibility Study discussed and the following schedule agreed to:
Mar. 29 – Apr. 18, 2012: Review Qualifications, check references and prepare final Request for Proposals.
Apr. 18: Select from 3 to 5 “finalists” to be interviewed and to submit Proposal including fee proposal.
May 9 & 10: Interview Finalists and receive Sealed Proposals
May 10 – May 24: Discuss and Rank finalists, then open Sealed Proposals. Review ranking, clarify any questions and take Final Selection vote.
May 24 – May 31: Prepare “Historic Building Assessment Grant Application” and for submit to LCHiP.
June 18: LCHiP Board meets to vote on Grant Application.
• Two potential “Conflict of Interest” issues were discussed
o Trustee Wallace indicated a concern regarding the fact that one of the Architects that submitted Qualifications was his former firm, Tennant/Wallace Architects. He felt he should remove himself from voting both during selection of “finalists” and final choice of “consultant” for the Feasibility Study. After discussion it was agreed that Wallace would not participate in voting, but would participate in the selection process to provide input to help guide the Library through the process.
o Trustee Smoker advised that she was friends with Tim Smith who also submitted Qualifications, but that this would not affect her evaluation of his qualifications.
• After discussion, it was agreed that the Library invite a representative from the Selectmen to participate in the Consultant selection process. Wallace to contact Selectmen’s office to arrange.
• The following other expenses that might be included in the Grant Application were identified:
o Land survey – Topo & Boundaries
o Status/ Condition – Septic & Water Supply
o Hazardous Materials Survey
o Energy Audit
Wallace will work to get cost proposals for each of these to allow the Trustees to decide which, if any, to include in final Grant Application.
It was agreed to meet next on Wednesday, April 18th 2012.
REPORTS
1. Review Draft Minutes of January 4, 2012 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes of the January 4th, 2012, as read. The motion was passed.
2. Treasurer’s Report
a. Account Balances – Balance on hand as of 3/27/2012 - $89,592.10
$ 524.75 moved from Checking to Endowment (OHD Book sale)
b. 2012 Spending “to date” $7,388.67 as of 3/27/2012
Boiler – Oil expense *$3.25 a gal for oil at this time
c. Town Financial audit – Year 2011 – No problems were reported.
3. Library Director’s Report – We were busy in January and February. During those two months we were open 108 hours and had 922 patron visits and checked out 1097 books and 462 dvds/videos.
Rachel conducted eight Saturday story times with 24 children participating at various times. The spring story time session will begin May 5th and run for 5 weeks. Our summer reading program with the theme Dream Big Read will start June 20th and run until Old Home Day. We have contacted Squam Lakes Natural Science Center and they will bring a program August 2nd at 7pm featuring several nocturnal animals.
Most of our time is spent preparing books for circulation, shelving books that have been returned, and assisting patrons. We constantly try to make everything look more attractive – you will notice new signage and displays in both the children’s room and the young adult room.
Sheila leaves for vacation this Saturday and will be out for two weeks. Rachel will be taking the school vacation week from April 21st to 28th. National Library Week is the 2nd week in April and we’ve invited the residents of Rumney to stop in.
OLD BUSINESS
4. Status - Town Master Plan Narrative – After reading the report, the trustees felt that the last sentence should be removed and it was moved (Roger Daniels) and seconded (Leina Smoker). The motion was passed. Tom Wallace will send a letter to the selectmen requesting that the last sentence of the report be removed.
• A Public Hearing on the Master Plan is scheduled for April 5, 2012
5. Status – 2012 Town Meeting Library Warrant Articles
• 2012 Budget
Endowment Fund Projects - $3000 was approved and will be used to repoint the chimney, do some painting, and possibly purchase some kindles/ebook readers.
• Library Capital Reserve - $5,000 was added to the fund bringing the total to just over $20,000.
• LCHiP Mitigation Grant Application authorization – We have permission to apply for the grant and we want to get our application in by the end of May.
NEW BUSINESS
6. NH Library Trustees Assoc. Annual Meeting – May 21 in Bedford – No one is able to go.
7. Library Trustee position elections for 2012
• Chair – Roger Daniels
• Secretary – Leina Smoker
• Treasurer – Tom Wallace
8. Policy – Employee Vacations – This policy was discussed and a motion was made (Roger Daniels) and seconded (Leina Smoker) to approve the following:
Employee Vacation Time
After one (1) full year of continuous employment after the first day the employee worked at the Library, each employee shall be entitled to one (1) week of paid vacation.
After a second full year of continuous employment, each employee shall be entitled to two (2) weeks of paid vacation.
For each year after the second year of continuous employment, each employee shall be entitled to two (2) weeks of paid vacation.
A week shall be defined as the average number of hours the employee worked in the previous year of employment.
Earned vacation time shall be used within one year after the vacation time was earned according to a schedule mutually agreed upon by the employee and the Library Director. In the event that earned vacation time is not used within a year after it is earned, or if the employment of the employee ends before earned vacation time is used, the employee shall be paid on an hourly basis for all unused, earned vacation time using their average hourly wage for the year following the period in which the vacation time was earned.
The motion was passed.
# 9 Library Accessibility Project
• LCHiP has provided “final “Historic Building Assessment Grant Application” to be used to apply for Groton Wind Project Mitigation money. Application requires identification of “consultant” to be used and amount of grant request. LCHiP Board next meets on June 18, 2012 and can vote on Library application on that date if Grant Application is received around the end of May.
• Request for Qualifications packages sent to 11 Architects. Responses received from 8 Architecture firms
o Process for selecting “finalists” and selected Architect to serve as consultant for Library Accessibility Feasibility Study discussed and the following schedule agreed to:
Mar. 29 – Apr. 18, 2012: Review Qualifications, check references and prepare final Request for Proposals.
Apr. 18: Select from 3 to 5 “finalists” to be interviewed and to submit Proposal including fee proposal.
May 9 & 10: Interview Finalists and receive Sealed Proposals
May 10 – May 24: Discuss and Rank finalists, then open Sealed Proposals. Review ranking, clarify any questions and take Final Selection vote.
May 24 – May 31: Prepare “Historic Building Assessment Grant Application” and for submit to LCHiP.
June 18: LCHiP Board meets to vote on Grant Application.
• Two potential “Conflict of Interest” issues were discussed
o Trustee Wallace indicated a concern regarding the fact that one of the Architects that submitted Qualifications was his former firm, Tennant/Wallace Architects. He felt he should remove himself from voting both during selection of “finalists” and final choice of “consultant” for the Feasibility Study. After discussion it was agreed that Wallace would not participate in voting, but would participate in the selection process to provide input to help guide the Library through the process.
o Trustee Smoker advised that she was friends with Tim Smith who also submitted Qualifications, but that this would not affect her evaluation of his qualifications.
• After discussion, it was agreed that the Library invite a representative from the Selectmen to participate in the Consultant selection process. Wallace to contact Selectmen’s office to arrange.
• The following other expenses that might be included in the Grant Application were identified:
o Land survey – Topo & Boundaries
o Status/ Condition – Septic & Water Supply
o Hazardous Materials Survey
o Energy Audit
Wallace will work to get cost proposals for each of these to allow the Trustees to decide which, if any, to include in final Grant Application.
• LCHiP has provided “final “Historic Building Assessment Grant Application” to be used to apply for Groton Wind Project Mitigation money. Application requires identification of “consultant” to be used and amount of grant request. LCHiP Board next meets on June 18, 2012 and can vote on Library application on that date if Grant Application is received around the end of May.
• Request for Qualifications packages sent to 11 Architects. Responses received from 8 Architecture firms
o Process for selecting “finalists” and selected Architect to serve as consultant for Library Accessibility Feasibility Study discussed and the following schedule agreed to:
Mar. 29 – Apr. 18, 2012: Review Qualifications, check references and prepare final Request for Proposals.
Apr. 18: Select from 3 to 5 “finalists” to be interviewed and to submit Proposal including fee proposal.
May 9 & 10: Interview Finalists and receive Sealed Proposals
May 10 – May 24: Discuss and Rank finalists, then open Sealed Proposals. Review ranking, clarify any questions and take Final Selection vote.
May 24 – May 31: Prepare “Historic Building Assessment Grant Application” and for submit to LCHiP.
June 18: LCHiP Board meets to vote on Grant Application.
• Two potential “Conflict of Interest” issues were discussed
o Trustee Wallace indicated a concern regarding the fact that one of the Architects that submitted Qualifications was his former firm, Tennant/Wallace Architects. He felt he should remove himself from voting both during selection of “finalists” and final choice of “consultant” for the Feasibility Study. After discussion it was agreed that Wallace would not participate in voting, but would participate in the selection process to provide input to help guide the Library through the process.
o Trustee Smoker advised that she was friends with Tim Smith who also submitted Qualifications, but that this would not affect her evaluation of his qualifications.
• After discussion, it was agreed that the Library invite a representative from the Selectmen to participate in the Consultant selection process. Wallace to contact Selectmen’s office to arrange.
• The following other expenses that might be included in the Grant Application were identified:
o Land survey – Topo & Boundaries
o Status/ Condition – Septic & Water Supply
o Hazardous Materials Survey
o Energy Audit
Wallace will work to get cost proposals for each of these to allow the Trustees to decide which, if any, to include in final Grant Application.
It was agreed to meet next on Wednesday, April 18th 2012.
Tuesday, April 3, 2012
Library Trustees' Meeting - 1/4/2012
The meeting was called to order at 6 pm. Present were Roger Daniels, Tom Wallace, Leina Smoker and Susan Turbyne.
REPORTS
1. Review Draft Minutes of Dec. 14, 2011 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes of the December 14th, 2011, meeting as read. The motion was passed.
2. Treasurer’s Report
a. Account Balances - $88,908.03
b. 2011 YE Report – Our expenses for 2011 were $36,747.29.
c. Review current employee wages and benefits – It was moved (Roger Daniels) and seconded (Leina Smoker) that we table our discussion of this issue until a further date. The motion was passed.
3. Library Director’s Report – The weeks leading up to Christmas were busy ones at the library as we had several seasonal activities planned. At the beginning of the month we invited the children to come in and make a craft. The next week, Sheila made sugar cookies and we invited our patrons, young and old, to decorate a cookie. The final week, in addition to entertaining the knitting ladies, we brought in holiday goodies for our patrons to enjoy. We received many positive comments on our special activities and decorations.
Between Christmas and New Year’s Paul Bellamy, Red Mountain Construction LLC, removed the peeling paint on the ceiling, filled the holes left by the electrical work we had done, and repainted. I am very pleased with the work that was done and will request that we hire him to finish the job behind the desk and in the computer room as well as the office.
Today started a new year here at the library as well as a ‘beginning of the year’ to- do list. Each January we update patron registrations in order to keep our list of patrons current. In the weeks ahead we will review registrations from 2009. We will update the people who use our library and drop patrons who no longer use our services. I have reviewed our usage statistics for 2011 and am pleased to report that we recorded 4,648 patron visits, an increase of 481 visits over 2010. Each January I submit an annual report which is printed in the town report. I have started work on this report which is due January 9th.
All of the minutes of this year’s trustees meeting have been submitted to the town clerk twice – they are submitted ‘unapproved’ following a meeting and again, after being ‘ approved’. The approved minutes have also been posted on our trustees’ blog.
2011 has been a good year. We look forward to 2012 and what it brings our way.
OLD BUSINESS
4. Status - Town Master Plan Narrative – We plan to continue this discussion at our next meeting.
5. Status – Painting Main Level ceilings – It was moved (Roger Daniels) and seconded (Leina Smoker) that we contact Paul Bellamy to complete the ceiling work behind the circulation desk and in the computer room and office. The motion was passed.
6. Status - Boiler maintenance – Roger will continue to contact Carl Doe to do the efficiency test on the furnace.
7. Status – 2012 Library Budget request – Tom has not heard anything more from the town.
8. Status - Groton Wind Project “mitigation” money
a. Warrant Article – 2012 Town Meeting – Tom drafted an article for this year’s warrant requesting funds for a study for a handicap accessible project. After discussion, it was agreed to remove the $25,000 cost since we do not know the cost at this time. Tom will talk with the people at LCHIP and the town office before submitting the following:
To see if the town will authorize the Trustees of the Byron G. Merrill Library to apply for and expend funds for a Feasibility Study to investigate alternatives to make the existing Town Library accessible to the disabled. Funding shall come from the “Mitigation Funds” available to the Town as a result of the permit granted for the Groton Wind Project as administered by the State of New Hampshire Land and Community Heritage Program (LCHIP) office.
b. LCHIP “grant” process – Amy Dickson, Historic Resource Specialist from LCHIP, will visit our library later this month. Tom will arrange the day and time.
c. Plan of Action prior to March Town Meeting – We will continue to work with LCHIP to identify grant application requirements and we will begin the process of soliciting qualifications of architects for the study.
NEW BUSINESS
9. Acceptance 2011 Donations to Library – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept a donation in the amount of $25.00 for calendar year 2011. The motion was passed.
10. Other Business - none
No date was set for the next meeting.
REPORTS
1. Review Draft Minutes of Dec. 14, 2011 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes of the December 14th, 2011, meeting as read. The motion was passed.
2. Treasurer’s Report
a. Account Balances - $88,908.03
b. 2011 YE Report – Our expenses for 2011 were $36,747.29.
c. Review current employee wages and benefits – It was moved (Roger Daniels) and seconded (Leina Smoker) that we table our discussion of this issue until a further date. The motion was passed.
3. Library Director’s Report – The weeks leading up to Christmas were busy ones at the library as we had several seasonal activities planned. At the beginning of the month we invited the children to come in and make a craft. The next week, Sheila made sugar cookies and we invited our patrons, young and old, to decorate a cookie. The final week, in addition to entertaining the knitting ladies, we brought in holiday goodies for our patrons to enjoy. We received many positive comments on our special activities and decorations.
Between Christmas and New Year’s Paul Bellamy, Red Mountain Construction LLC, removed the peeling paint on the ceiling, filled the holes left by the electrical work we had done, and repainted. I am very pleased with the work that was done and will request that we hire him to finish the job behind the desk and in the computer room as well as the office.
Today started a new year here at the library as well as a ‘beginning of the year’ to- do list. Each January we update patron registrations in order to keep our list of patrons current. In the weeks ahead we will review registrations from 2009. We will update the people who use our library and drop patrons who no longer use our services. I have reviewed our usage statistics for 2011 and am pleased to report that we recorded 4,648 patron visits, an increase of 481 visits over 2010. Each January I submit an annual report which is printed in the town report. I have started work on this report which is due January 9th.
All of the minutes of this year’s trustees meeting have been submitted to the town clerk twice – they are submitted ‘unapproved’ following a meeting and again, after being ‘ approved’. The approved minutes have also been posted on our trustees’ blog.
2011 has been a good year. We look forward to 2012 and what it brings our way.
OLD BUSINESS
4. Status - Town Master Plan Narrative – We plan to continue this discussion at our next meeting.
5. Status – Painting Main Level ceilings – It was moved (Roger Daniels) and seconded (Leina Smoker) that we contact Paul Bellamy to complete the ceiling work behind the circulation desk and in the computer room and office. The motion was passed.
6. Status - Boiler maintenance – Roger will continue to contact Carl Doe to do the efficiency test on the furnace.
7. Status – 2012 Library Budget request – Tom has not heard anything more from the town.
8. Status - Groton Wind Project “mitigation” money
a. Warrant Article – 2012 Town Meeting – Tom drafted an article for this year’s warrant requesting funds for a study for a handicap accessible project. After discussion, it was agreed to remove the $25,000 cost since we do not know the cost at this time. Tom will talk with the people at LCHIP and the town office before submitting the following:
To see if the town will authorize the Trustees of the Byron G. Merrill Library to apply for and expend funds for a Feasibility Study to investigate alternatives to make the existing Town Library accessible to the disabled. Funding shall come from the “Mitigation Funds” available to the Town as a result of the permit granted for the Groton Wind Project as administered by the State of New Hampshire Land and Community Heritage Program (LCHIP) office.
b. LCHIP “grant” process – Amy Dickson, Historic Resource Specialist from LCHIP, will visit our library later this month. Tom will arrange the day and time.
c. Plan of Action prior to March Town Meeting – We will continue to work with LCHIP to identify grant application requirements and we will begin the process of soliciting qualifications of architects for the study.
NEW BUSINESS
9. Acceptance 2011 Donations to Library – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept a donation in the amount of $25.00 for calendar year 2011. The motion was passed.
10. Other Business - none
No date was set for the next meeting.
Thursday, January 5, 2012
Library Trustees' Meeting - 12/14/2011
The meeting was called to order at 6 PM. Present were Roger Daniels, Tom Wallace, Leina Smoker, and Susan Turbyne.
REPORTS
1. Review Draft Minutes of Oct. 27, 2011 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes of the October 27th, 2011 meeting as approved as read. The motion was passed.
2. Treasurer’s Report
a. Account Balances - $93,315.32
b. YTD Income – Expenses – We reviewed our income and expenses as of December 13th, 2011.
c. Projected YE Expenditures
OLD BUSINESS
3. Status - Town Master Plan Narrative – We plan to continue this discussion in the new year.
4. Status remaining projects for 2011
a. Refinish front doors and Re-keying of entry doors.
Final cost- C&B Woodworking $ 644.46
Re-Keying door + 5 Keys 59.50
TOTAL $ 703.96
b. Re-wiring to eliminate remaining knob and tube circuiting
Rewire single receptacle + add additional outlets
AES Electrical: $ 1251.54
c. Determine allocation of cost for above between Town funded appropriation and Library Endowment Funds – It was moved (Roger Daniels) and seconded (Leina Smoker) that $644.46, the cost of refinishing the front doors, come out of the endowment fund and $59.50, the cost of re-keying the doors and $1251.54, the cost of the rewiring electrical work, come out of the town appropriation. The motion was passed.
5. Boiler maintenance – Roger and Carl Doe will do the efficiency test within the next month.
6. Report: 2012 Library Budget presentation to Selectmen (Nov. 21, 2011) – Tom submitted our budget to the Selectmen in early November and met with the board on November 21st.
NEW BUSINESS
7. Peeling ceilings – Susan has spoken with Mr Bellamy about repairing our ceilings. We would like him to take off the loose paint, patch the holes, and touch up with fresh paint. Tom will contact Mr Bellamy and make the arrangements.
8. Discussion: How should Library proceed regarding Groton Wind Project “mitigation” money available to Town of Rumney. It was moved (Roger Daniels) and seconded (Leina Smoker) that Tom speak with the selectmen about our applying for the LCHIP grant money for our library accessibility project. The motion was passed.
9. Other Business
Next Meeting - Jan. 18, 2012
REPORTS
1. Review Draft Minutes of Oct. 27, 2011 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes of the October 27th, 2011 meeting as approved as read. The motion was passed.
2. Treasurer’s Report
a. Account Balances - $93,315.32
b. YTD Income – Expenses – We reviewed our income and expenses as of December 13th, 2011.
c. Projected YE Expenditures
OLD BUSINESS
3. Status - Town Master Plan Narrative – We plan to continue this discussion in the new year.
4. Status remaining projects for 2011
a. Refinish front doors and Re-keying of entry doors.
Final cost- C&B Woodworking $ 644.46
Re-Keying door + 5 Keys 59.50
TOTAL $ 703.96
b. Re-wiring to eliminate remaining knob and tube circuiting
Rewire single receptacle + add additional outlets
AES Electrical: $ 1251.54
c. Determine allocation of cost for above between Town funded appropriation and Library Endowment Funds – It was moved (Roger Daniels) and seconded (Leina Smoker) that $644.46, the cost of refinishing the front doors, come out of the endowment fund and $59.50, the cost of re-keying the doors and $1251.54, the cost of the rewiring electrical work, come out of the town appropriation. The motion was passed.
5. Boiler maintenance – Roger and Carl Doe will do the efficiency test within the next month.
6. Report: 2012 Library Budget presentation to Selectmen (Nov. 21, 2011) – Tom submitted our budget to the Selectmen in early November and met with the board on November 21st.
NEW BUSINESS
7. Peeling ceilings – Susan has spoken with Mr Bellamy about repairing our ceilings. We would like him to take off the loose paint, patch the holes, and touch up with fresh paint. Tom will contact Mr Bellamy and make the arrangements.
8. Discussion: How should Library proceed regarding Groton Wind Project “mitigation” money available to Town of Rumney. It was moved (Roger Daniels) and seconded (Leina Smoker) that Tom speak with the selectmen about our applying for the LCHIP grant money for our library accessibility project. The motion was passed.
9. Other Business
Next Meeting - Jan. 18, 2012
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