Rumney Library Trustees - 1/10/2013

BOARD OF TRUSTEES MINUTES – APPROVED 2/6/2013 BYRON G. MERRILL LIBRARY Rumney, NH January 10, 2013 – 1:00 p.m. The meeting was opened at 1 PM. Present were: Roger Daniels, Thomas Wallace, Leina Smoker and Susan Turbyne. REPORTS 1. Review Draft Minutes: Nov. 29, 2012 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the minutes as read. The motion was passed. 2. Treasurer’s Report a. 2012 YE Reports • Budget/ Income Spending Reports – Tom shared the final totals for 2012 showing $36.62 unspent. • Town Report – Tom shared the report that will go into the town report for March. b. 2013 • Account Balances - $88,097.92 as of 1/8/2013 • Spending through 1/8/2013 – We reviewed this report. 3. Library Director’s Report a. The highlight of December was our Holiday Open House when 50+ patrons gathered on ‘3rd Thursday’, December 20th, to help us celebrate the season. The library was festively decorated right down to the use of Roger Daniel’s oil lamps. The musical group Rhubarb Pie with Bill and BJ Taffe played some lively music, John Allen read from ‘A Child’s Christmas in Wales’, cookie lovers took part in a swap, mystery readers were introduced to several new novels, and everyone seemed to have a good time. b. The patronage totals for 2012 have been computed: i. Patron visits – 5829 (4648 in 2011) ii. Books checked out – 6048 (5738 in 2011) iii. DVDs/Videos checked out – 1932 (2040 in 2011) c. January has arrived and with it many projects that need to be completed. Some of the things we are working on are; i. Putting away the Christmas decorations and eliminating some of the items we have not used ii. We have stocked up on salt but still need to add some sand and an inside rug. The flag pole holder needs to re-installed. iii. Updating the active patron list – renewing patrons who last registered in 2010 iv. Planning our upcoming ‘3rd Thursdays’ – our next one is January 17th and we are planning a game night. Several cribbage players have expressed an interest. v. The next session of Children’s Story time, ‘Bundle Up’ started yesterday with eleven children in attendance and will continue through the month of February. vi. ‘Take Your Child to the Library’, a national program, will take place on February 2nd and we plan to participate. vii. The ‘Tweens’ met in December and made Christmas gifts. We are planning a Valentine Tea for the girls and their American Girl dolls in February. viii. The Knitting Club remains active with the next get-together scheduled for this afternoon. ix. I have had requests to start up the ‘Ladies Book Club’ again so am in the process of ordering books. x. A complete review of our children’s room xi. The storage closet is on the list for being cleaned out and reorganized. The furnace room also needs to be also needs to be cleaned up. xii. Annual reports to the town and state are underway. xiii. And, as always, we strive to make our patrons happy and spend any extra time adding and purging books. d. A concern… over due books. I would like some input from the Trustees as to what our position should be. A discussion took place and it was agreed to give this issue some thought. OLD BUSINESS 1. Status Oil Tank Replacement – The two tanks have been replaced and moved into the boiler room. Carl Doe’s work is done and he has been paid. 2. Planning Board: Updated Capital Improvements request – We will table this request until another time. 3. Red Mountain Construction Proposal – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the bid proposal from Red Mountain Construction to repair the ceilings in the office, computer room, and behind the desk area at a cost between $300 and $450. The motion was passed 4. NH AG Office letter re: “Rumney Public Endowment Fund” Tom Wallace advised that he has sent a letter to the AG Office saying that the Library Trustees did not wish to terminate the Rumney Public Endowment Fund”, but wished to continue to maintain the Fund under the control of the Library Trustees if possible. 5. Feasibility Study – Disabled Accessibility a. Tom Wallace presented a report indicating Expenditures to date for the LCHIP Feasibility Study. After factoring the amount still due the Architect, $1835. is left in the grant money. It was moved (Roger Daniels) and seconded (Leina Smoker) to add the Energy Audit at a cost of $1600. leaving $235. for printing costs. The motion was passed. b. Architect’s Study Report • Volume I of the Architect’s Report was reviewed and discussed. All three of the Trustees expressed concerns about the 3-D drawings included in the Report. Roger Daniels, said that the perspective from the north makes the addition look larger that the existing building. All shared that concern and that the drawing may turn people against the proposal as opposed to help sell it. At this point, the Trustees all felt the Library’s interest was better served by removing the 3 pages with 3D drawings from the “Report”. Tom Wallace will convey the Trustees concerns to the Architect and ask him for a response. • Printing: Tom Wallace presented a proposal from True Colors for printing of the Report and some of the Drawings. After discussion it was agreed that only five copies of Vol. I and one copy of Vol. II were needed at this time. It was also agreed to hold off any printing until after the Annual Meeting of the Rumney Baptist Church when it would be known if the Church was amenable to transferring land to the Town as proposed. c. Warrant Articles: Tom Wallace presented two proposed Warrant Articles regarding the “accessibility” project as follows: Land Acquisition from Church Rumney Planning Board review - “Lot Line Adjustment” Article 24: To see if the Town will authorize the Town (Selectmen?) to negotiate and complete a Lot Line Adjustment for acquisition of a portion of land from the Rumney Baptist Church to allow for the proposed expansion of the Library and to insure that the Library’s existing septic system is located on Town property and further to vote to raise and appropriate the sum of $ 600.00 to complete the same. Selectmen recommend this article. • It was noted that the amount ($ 600.) did not include any legal fees, such as from the Town’s Attorney. Trustees agreed to submit Article 24 as written, but to ask the Selectmen to factor in “legal fees” as needed. Phase 2 Grant from LCHIP (Mitigation money) Article 25: To see if the Town will raise and appropriate the sum of $ 40,000 for architectural design services and related expenses for the development of a single design to make the existing Byron G. Merrill Library building accessible to the disabled in a manner that preserves its historic character. Architectural design services shall include design development, preparation of bidding and construction documents, and bid phase services sufficient to allow the Library Trustees to obtain bids or a Guaranteed Maximum Price from qualified Contractors or Construction Managers for construction of the project. The entire amount of this appropriation 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, with no amount to be raised by taxation. The Library Trustees are hereby authorized to apply for said funds and take any other necessary actions relating thereto. • Tom Wallace explained that the Article, as written, provided the option of using either a “Design-Bid-Build” contract method for construction of the project or a “Construction Manager” contract which involves the Contractor in the design. He indicated that, based on his experience, the latter method offered some advantages to the Library. Trustees agreed to submit Article 25 as written. Meeting adjourned at 2:20 pm. Next meeting to be scheduled as needed