Rumney Library Trustees - 9/27/2012

BOARD OF TRUSTEES MINUTES - APPROVED BYRON G. MERRILL LIBRARY Rumney, NH Sept. 27, 2012 – 4:30 p.m. The meeting was opened at 4:30 PM. Present were Roger Daniels, Tom Wallace, Leina Smoker and Susan Turbyne. Dennis Mires and Steve Peach joined us. REPORTS 1. Review Draft Minutes Sept. 12, 2012 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes for 9/12/2012 as read. The motion was passed. 2. Treasurer’s Report a. Account Balances - $95,798.61 as of 9/27/2012. b. 2012 Spending “to date” – We reviewed the report. c. Tom has requested the 4th quarter funding from Town d. Tom reported that LCHIP has advised that they are mailing second “installment” of Grant in the amount of $10,000. to the Town this week. 3. Library Director’s Report a. Library ‘Sign Up’ Month – We are pleased to have several new patrons who signed up this past month for library privileges. b. September Story Time with the theme, ‘Take a Closer Look’, concluded yesterday. Sixteen children attended the programs. The October series entitled “Fall in to a Good Book” will run for three consecutive Wednesday afternoons starting October 17th. The final session will kick off ‘Trick or Treat’ in Rumney Village. c. ‘Third Thursday’, when we are open until 8, took place last Thursday. We looked very nice with our coffee bar and Jim’s cookies in place but no one came including the heat! Carl came Saturday morning and all is well with the furnace. Our next ‘Third Thursday’ is scheduled for October 18th and will include cupcakes to celebrate Rachel’s birthday. Leina has promised to attend! d. Our new computer, which is for Rachel’s use, is up and running on the desk in the children’s room. Software was installed last week at Staples. e. I will be heading out Thursday, October 18th, for a few weeks of vacation. Rachel and Sheila will man the fort. There will be a slight change in hours while I am away. We will not be open Thursday morning and will be closing at 5 on Wednesdays and Thursdays. The temporary hours will be mentioned in the newspaper and will be posted on the front door. OLD BUSINESS a. 2012 Endowment Fund Projects • Chimney re-pointing – Proposal Benjamin Billin of Plymouth – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the proposal from Benjamin Billin of Plymouth in the amount of $900.00 to repoint the chimney with the provision that work will be paid for in full upon completion. The motion was passed. b. Feasibility Study – Disabled Accessibility • LU/LA Elevator: The architect reported that, in the Library’s case, the applicable codes allow for the use of a LU/LA elevator as well as apart of an “accessible path of travel”. Architect advised that the savings of a LU/LA elevator vs. a full elevator was approximately $ 55,000. Disadvantages of LU/LA elevator pointed out included that it does not allow a wheelchair to turn around inside cab. This might require backing out of the elevator. It was also noted that a LU/LA elevator would not have the same capacity as a full elevator. • Architectural Historian Update: Reported that reaction from Arch. Historian Liz Hengen to Schemes A through E was generally favorable with the exception of Scheme C which, she felt, had a negative impact on the existing Library building. • Architect presented new Schemes E-1 and H. Both Schemes incorporated LU/LA elevators rather than full elevator. Though reduced in size vs. Scheme E, Scheme E-1 still requires acquiring land to the north from the Rumney Baptist Church. Scheme H is possible without acquiring additional land. Architect presented updated cost estimates for Scheme E-1 and H. Both Schemes were estimated to have a construction cost of $ 343,000. and a total “Project” cost of $ 450,300. excluding land acquisition costs. Trustees agreed that Scheme E-1 was the preferred option in terms of function and its minimal impact on the historic character of the existing Library. • Trustees instructed Architect to send Schemes E-1 and H to Liz Hengen for her review and comments and prepare his Feasibility Study report based on these latest schemes. Architect to get copy of “Study” in draft form to Library for review in 2 to 3 weeks to allow Library to begin discussions with Town Selectmen for 2013 budget process. NEW BUSINESS a. Computer – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept a computer that has been donated to the library. The motion was passed. b. 2013 Budget Planning: Selectmen have scheduled meeting on October 1, 2012 to begin 2013 Budget Planning process. Tom will be away and cannot attend. Roger will attend in his place. It was agreed that the Library will submit a Budget request totaling $ 37,730.00 comprised of an Operating budget of $ 37,730.00 funded by the Town (same as 2012) and no expenditure of Trust Fund money for building maintenance work. We adjourned at 5:45 PM. b. Next Meeting: November 7, 2012 – 1:00 PM 2013 Budget Planning: Selectmen have scheduled meeting on October 1, 2012 to begin 2013 Budget Planning process. Tom will be away and cannot attend. Roger will attend in his place. It was agreed that the Library will submit a Budget request totaling $ 37,730.00 comprised of an Operating budget of $ 37,730.00 funded by the Town (same as 2012) and no expenditure of Trust Fund money for building maintenance work.