Rumney Library Trustees - 4/24/2013

MEETING MINUTES – Approved May 23, 2013 BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH April 24, 2013 – 12:30 p.m. The meeting was opened at 12:30 PM. Present were Roger Daniels, Thomas Wallace, Leina Smoker, and Susan Turbyne REPORTS 1. Review Draft Minutes: March 20, 2013 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the minutes as amended. The motion was passed. 2. Treasurer’s Report a. Treasurer’s Report dated April 23, 2013 including Account Balance and Budget – Spending Report distributed. Account Balances – Checking: $ 8,788.36; Libr. Endowm. $86,461.40. 3. Library Director’s Report - none OLD BUSINESS 1. 2012 Feasibility Study – Disabled Accessibility: Tom reported that Study is completed, Final Disbursement from LCHIP received and all Invoices paid. 2. Article 26: “Lot Line Adjustment” with Rumney Baptist Church: a. We discussed the meeting which took place on April 8th 2013 at the town office. b. Tom has worked on the lot line adjustment paperwork and Annie Dow is working on the requests from the church for parking and snow placement easements. 3. Article 27: LCHIP Grant Application (Phase 2) a. Time Schedule & Study Budget: Tom distributed a flow chart outlining the activities to be completed prior to March 2014 Town Meeting and Study Budget dated 10 Jan 2013. b. Grant Application • Architect’s “Draft” Proposal reviewed. o Agreed to proceed with the firm of Dennis Mires – The Architects for Phase 2. o Agreed to include the following to be included as part of Architect’s services:  Verify that LULA elevator does not meet Code requirements. Assist Owner in requesting waiver(s) to requirements if necessary.  Limit renovations to existing Lower Level to those required for access to new addition.  Identify other “cost savings” options for consideration by Library Trustees.  Relocate new accessible toilet from existing Basement to new addition.  Provide a concrete/ masonry base for new addition, 32” high +/- above grade.  Review Energy Audit with and incorporate Energy Audit recommendations as directed by Library Trustees. o Tom will discuss with the Architect his (Architect’s) opinion regarding using a Construction Manager contract vs. traditional Design-Bid-Build method. o Tom will advise Architect of modifications Trustees wish made to proposed Agreement and ask for revised copy to be attached as part of LCHIP Grant Application. • Grant Application: Tom reported that LCHIP Board will not meet until late June to review Grant Application which means that study cannot start until after that date. LCHIP has asked that Grant Application be submitted by late May 2013. Tom working to comply with this request. c. Project Budget: • Three “Preliminary” Budget Options were reviewed as follows: Total Budget Town Appropriation Option 1: Per Architect’s Study $ 526,785. $ 446,785. Option 2: Change Full Elevator $ 453,600. $ 373,600. to LULA Option 3: LULA Elevator plus $ 366,450. $ 286,450. Reduced LL Renov. It was agreed that even Option 3 was probably to expensive for approval by the Town and that final Budget would have to be further reduced. 4. Preparation for 2014 Town Meeting – Accessibility Project Proposal a. Presentations to Town • Publicity/ Educate Town: Agreed that publicity needed to begin early in process as soon as specifics became available. • Citizen Participation: The possibility of forming a small Building Committee was discussed, but with understanding that Library Trustees had “final say” regarding the Library and all Town property related thereto per State Statutes. b. Outside Funding Sources • Grant Possibilities discussed: o USDA – Rural Development: Tom reported that he had attended a Rural Development Grant Workshop this past winter and found that Rural Development has only limited Grant Funds available and that their procedures do not “fit” our project well. They may be able to help, however, with a small component of the project such as “Furnishings and Equipment”. o Wind Farm Mitigation Fund (Remaining Balance – ($25,000.): Tom noted that it may not be possible to apply for this money until after the March 2014 Town Meeting meaning that it could not be used to reduce the Town appropriation required. This could be a problem for other Grants as well. • Donations/ Fund Raising Projects o Discussed, briefly, whether Library itself could solicit donations or operate fund raising projects. Tom said he believed we could, and that donors could claim donations as “tax deductible”, but he is not certain. Tom will try to clarify this. NEW BUSINESS 1. Accept 2012 Donation: $ 25.00: Florence/ Joseph Leverone, Rumney, NH Deposited M. Learned Sub Acct.; Dec. 28, 2012 It was moved (Roger Daniels) and seconded (Leina Smoker) to accept this donation. The motion was passed. 2. NHLTA Annual Meeting/ Conference – May 20 in Bedford – Tom plans to attend this conference and has signed up for sessions on Fund Raising, Grants, etc. 3. Other New Business: - None Next Meeting: Thursday May 23, 2013