Rumney Library Trustees - 11/29/2012

BOARD OF TRUSTEES MINUTES – APPROVED ON 1/10/2013 BYRON G. MERRILL LIBRARY Rumney, NH Nov. 29, 2012 – 1:00 p.m. REPORTS 1. Review Draft Minutes Nov. 7, 2012 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the minutes as corrected. The motion was passed. 2. Treasurer’s Report a. Account Balances - $100,372.89 b. 2012 Spending “to date” – We are within budget and should be able to include the cost of the oil tank replacement with this year’s funds. 3. Library Director’s Report - Jim and I enjoyed our time on the road traveling through nineteen states. Our goal was Dallas, Texas, and we enjoyed time with our son. During this time Rachel and Sheila kept the library running smoothly. OLD BUSINESS 1. Status Oil Tank Replacement – The new tanks are in place in the boiler room. Carl Doe will rotate the boiler next week and connect the new tanks. 2. Updated Capital Improvements request – We postponed discussion at this time. 3. Feasibility Study – Disabled Accessibility a. Cash Flow Projection - $18,725.00 of the $25,000.00 has been spent at this point. The remaining Architect’s fee is $4,440.00. Allowing $300.00 for miscellaneous expenses the total projected expense is $23,465.00. We are still in hopes of doing an Energy Audit and/or a Hazardous Materials Survey with the remaining funds. b. Status – Architect’s Study Report (Vol. I & II) • Presentation Drawings – We reviewed the drawings and they will be updated. • Updated Budget – The Architects’ Revised Estimate has increased to $545,700.00 due to the need to use a full elevator rather than a LULA elevator. c. Next steps: After reviewing and discussing Vol. I of the November 28, 2012, “Accessibility Feasibility Study”, the Library Trustees decided to present three Warrant Articles regarding the project at the March 2013 Town Meeting. The exact wording has not been developed but will be something like this: 1. Authorize the Town to complete the ‘Lot Line Adjustment” with the Church. 2. Authorize the Library Trustees to apply to LCHIP for a Grant to fund further design development through preparation of Construction Documents sufficient to obtain Bids. 3. Add additional $5,000.00 to the Library Capital Reserve Fund. NEW BUSINESS 1. NH AG Office letter re: “Rumney Public Endowment Fund” – A letter, dated November 14th 2012, received from Terry Knowles at the Attorney Generals Office was reviewed. After discussion, the Trustees decided that they did not wish to terminate the “Rumney Public Endowment Fund”. Tom will send a follow up letter advising them of our decision. 2. Other New Business – none The meeting was adjourned at 2:12 PM