Rumney Library Trustees - 10/15/2014

MEETING MINUTES – Approved 12/10/2014 BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH October 15, 2014 – 12:30 p.m. The meeting was opened at 12:30 pm. Present were Library Trustees, Roger Daniels, Leina Smoker and Tom Wallace and Library Director Susan Turbyne. Also present was Dennis Mires, Architect. It was agreed to change the order of business to allow the architect to present the Contract/ Bidding documents for review at the beginning of the meeting so that he could leave after that part of the meeting. PRESENTATION OF CONTRACT/ BIDDING DOCUMENTS BY THE ARCHITECT Dennis Mires presented and reviewed a set of drawings dated “10/14/14” (Sheets A-1 through A-5) and the following were specifically reviewed: Exterior materials: • Brick, where indicated, will be specified to “match” the brick on the existing building. • Roofing will be asphalt shingles to match, as closely as possible, the existing building. • The eave trim on the existing building is metal (copper) with some unknown treatment to give it a dark, reddish-brown color. New eave trim will be painted to match the color of the existing trim. • The masonry “Base” of the addition as well as the window sills and lintels will all be “Architectural Stone” (Shouldice “Rock Stone” or approved equal). The architect displayed samples showing a variety of colors and finishes available. Final selections will be made prior to ordering. • New windows will be “Clad Wood”. The architect advised that a variety of standard colors for the cladding are available, but that he was recommending a color other than “white”, the color of the existing building windows. • A painted frieze trim at the top of the brick on the walls will be painted a “Cream” or “Buff” color to match the “yellow” brick on the existing building. New Entry Lobby finishes and Lighting: • The flooring for the new entry lobby and toilet will be ceramic tile with narrow grout joints (3/16”). It was suggested that removable mats over the tile in the lobby be used to “catch” sand/ dirt and moisture from foot traffic. The tile proposed by the Architect for the lobby itself was large (12” x 24” +/-). Various available tile colors were presented with the architect suggesting a medium gray color. Final color selection will be made at the time the tile is ordered. • Flooring material for the new stairs was reviewed. The architect recommends a rubber tread/riser flooring with a pebble finish. There was some concern about how rubber tile would wear over time and its maintenance. Alternatives were discussed including wood (oak) and ceramic tile. Wood was ruled out as being too difficult to maintain. Ceramic tile similar to that used on the entry lobby floor was discussed with higher cost and acoustical properties seen as drawbacks. One possibility to address the cost concern would be to limit the ceramic tile to only the flight of stairs leading to the Main Level of the existing library. • The architect indicated the ceiling in the new entry lobby would be about 15’ above the new entry level. He recommended as single, large, suspended fixture providing up and down lighting. The specific fixture proposed still to be determined. • The architect indicated that the interior trim of the addition, such as casings, wood caps, base, etc.; would be wood. The Trustees indicated a preference that the wood be oak to match the original building. • The architect recommended recessed downlights at the entry canopy and door and a wall mounted fixture over the fixtures in the new toilet. Vertical Lift Shaft: • The architect indicated that the shaft enclosure for the new lift would extend floor to ceiling at the Lower Level and that at the Main Level the shaft would be a 3’-6” high half wall. Lower Level: • The architect indicated that an enclosure, with door, would be provided in the existing Lower Level at the bottom of the new stair to create a “landing”. • The architect showed that a new door would be added in the existing Lower Level immediately to the west of the existing Stage platform. After discussion, it was agreed to shift this new door to the west so that it was adjacent to the existing Boiler Room wall. Related to this change, it was agreed to move the new door in the “landing” to the west wall. These changes will, it appeared, would allow for better use of the old oil tank room space. The Trustees identified the following changes they would like made to the drawings 1. Eliminate the asphalt walkway connecting the new entry to the parking area in front of the old Town Hall (Historical Society building) off Buffalo Road. The architect agreed to make this change and indicated that it would reduce the project cost. He stated, however, that it would require signage at the front parking area indicating that the accessible entry and parking was available at the back of the building. 2. For the purpose of Bidding the project; the existing doors, areaway, and enclosure for the bulkhead around the exterior access door to the existing Boiler Room be left as is. However, it was agreed by all that leaving the existing bulkhead in place would not be acceptable due to its unsightliness and its proximity to the new accessible entry. Issues to be resolved, however, before a solution is agreed on include: • Whether an exterior entry to the Boiler Room is needed and • How to deal with the potential of water run-off from the roof entering the building through the existing areaway. The architect indicated that work on the Bidding Documents will continue and that he expected them to be complete within a couple of weeks. When ready, they will be issued to the Construction Manage for bidding. The architect indicated Bidding would take approximately three weeks, so that an accurate, updated cost estimate would be available by late November/ early December. Dennis Mires left meeting at 1:30 pm REPORTS 1. Review Draft Minutes: August 27, 2014 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the minutes as corrected. The motion was passed. a. Correction – OHD Booksale Income Amt. (from $ 1825 to $ 1875) 2. Treasurer’s Report a. 2014 Income/Spending to date: Tom reported that we have spent $27,205.27 ( approx. 75% of appropriation) 3. Library Director’s Report: a. We observed Sign Up for a Library Card month at the library in September. Lorrie Eaton set up a small raffle with the Common Café and Rumney Rocks Bistro supplying gift certificates. A dozen new patrons signed up and the lucky raffle winners were Mike Manning and Heide Allen. b. Each year the New Hampshire librarians nominate ten picture books for the Lady Bug Book of the Year. We have been reading the books to the children at our weekly story times and tomorrow the children will cast their vote for their favorite. This weekly event has attracted five to twelve children at each session from the ages of three to ten. c. The Knitting Ladies met in September and October and will meet again on November 13th. d. Our major project this fall is reevaluating the ‘yellow’ books, books for 8 to 12 years old. We are discarding some and adding a letter to the spine indicating the author’s last name to those we keep. The purpose of this project is to keep our inventory current and make the books easier to shelve and easier to find. e. I was approached last week by Candy Ports asking if the Baker River Band could store their music in the library with the conditions that it would be temporary and the area could only be accessed during library hours. A group is coming this afternoon to take a look. • It was moved (Roger Daniels) and seconded (Leina Smoker) to allow this use as described with the provision, also, that the Library assumes no responsibility for damage to the items stored. Motion passed. f. Jim and I will be leaving Rumney this Friday and I will be back to work on November 19th. I will be continuing some of my responsibilities during my travels and will be in communication with Rachel and Sheila. OLD BUSINESS 1. Muriel Kenneson Bench: Tom reported that the engraving on the bench has been completed and the bill has been paid. 2. LCHIP Grant Application: Tom reported that LCHIP has awarded us a “Phase 3” Grant in the amount of $ 25,000 to be used for construction of the project in 2015. 3. Fundraising “Committee” Report – Tom reported that donations including fundraising and memorial gifts total $7,563.10 as of October 3, 2014. NEW BUSINESS 1. Meredith Village Savings Bank Grant Application: a. Tom reported that he is submitting a Grant Application for $ 10,000 to the Meredith Village Savings Bank Fund to help fund the Accessibility Project. 2. New Donations: It was moved (Roger Daniels) and seconded (Leina Smoker) to accept donations received totalling $2231.00. The motion was passed. Breakdown of total is as follows: • Accessibility Project General Donations - $491.00 • Brick Sales – $920.00 • Memorial Funds - $820.00 3. 2015 Library Budget a. Tom reported that the 2015 proposed Library operating budget as approved at the Aug. 27 meeting has been forwarded to the Selectmen and that we are tentatively scheduled to meet with the Selectmen to review on Nov. 3. b. It was agreed to add to the budget request the sum of $ 1000 for to come from the Library Endowment Funds with the intent to use accrued interest, primarily from the Lucille Little Trust Fund. c. After discussion, it was agreed not to request any funds be added to the Library Capital Reserve Fund as part of our Budget request at this time. Next Meeting: None Scheduled

Rumney Library Trustees - 8/27/2014

MEETING MINUTES – Approved 10/15/2014 BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH August 27, 2014 – 12:30 p.m. The meeting was opened at 12:32 pm with Trustees Roger Daniels, Leina Smoker, and Tom Wallace and Library Director, Susan Turbyne present. REPORTS 1. Review Draft Minutes: July 18, 2014 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes as corrected. The motion was passed. 2. Treasurer’s Report a. Account Balances – Tom reported that as of August 25, 2014, account balances are: i. Checking Account $ 9,104.41 ii. Disbursement Account $ 132.29 iii. Endowment Accounts $89,000.85 b. 2014 Income/Spending to date - $22,185.03 (58.8% of appropriation) 3. Library Director’s Report July totals... 584 patrons checking out 1067 items Our Summer Reading Program, with its science theme, ran for five weeks and involved twenty-five children who signed contracts setting their summer reading goals. I would like to share a few examples of the response we received. Jen, five years old and starting kindergarten this fall, read sixty-four books and would select a book to read to me each week. Sam (10), Julia (8), and Josiah (6) came each week to enjoy stories and crafts and each exceeded their reading goals. Gretchen, who is going into 8th grade this fall, set her goal to read 5,000 pages and exceeded her goal. In addition, our elementary age readers learned about the many kinds of scientists and made posters with their favorite and these posters received a great deal of attention. Our summer program concluded on Tuesday, August 5th, when Joe Morris, the middle school science teacher at Russell School, visited the library for an evening program. He tested many household products for hydrogen and the children watched as the items changed color. The children were enthralled and the evening certainly proved that science can be fun. Old Home Day was a busy day for us... with a hundred plus folks coming through the library to look at the old scrap books, watch the beautiful pictures of Rumney on Nancy MacDonald’s DVD that played throughout the day, and, of course, shop at our annual book sale. We are grateful to the many residents who contributed books for the sale and we have already started stocking for next year. The Knitting Group met on August 14th and will meet again on September 11th. We have had several donations come to the library in memory of Muriel Kenneson, Ralph and Evelyn Berg, and Charlotte Robbins. We have also received checks from people for bricks. The money was turned over to Tom and thank yous have been sent to all. September is just around the corner and we will be celebrating “Sign Up for a Library Card” month. Our goal will be to reach out to the community and encourage our residents to come to the library and sign up for a card. OLD BUSINESS 1. Accessibility Project a. Fundraising “Committee” Report – The fundraising committee met under the leadership of Kathy Wallace on Tuesday, August 19th and will meet again on Tuesday, September 2nd to work on ideas for fundraising. B. LCHIP Grant Application – The application has been submitted and is now being reviewed. We should hear back by late September. C. Architectural Plans – Elizabeth Hengen, NH State Architectural Historian, made some final suggestions which have been implemented and approved by her. NEW BUSINESS 1. New Donations – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the proceeds from our Annual Book Sale, proceeds from the sale of bricks, memorial donations received, and donations made to our Library access project with $225.00 of this sum being used to engrave the second granite bench in Muriel Kenneson’s name as the completion of our Centennial Project. (In 2004, at the time of our Centennial, money was given to the library by the Kenneson family to help with the project and to add the two granite benches at the library entry,) o Book Sale Proceeds $1875.00 o Memorial Gift/Muriel Kenneson $ 715.00 o Memorial Gift/Ralph and Evelyn Berg $1000.00 o Brick Sale Proceeds $ 310.00 o Access contributions $ 27.10 Total Accepted $3877.10 2. 2015 Library Budget – The proposed budget for 2015 was reviewed and approved for submittal to the Selectmen before their September 15 deadline. 3. Other New Business - none The meeting was adjourned at 1:40 pm.

Rumney Library Trustees - 7/18/2014

MEETING MINUTES BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH July 18, 2014 – 1:30 p.m. The meeting was opened at 1:00 PM. Present were Library Trustees, Roger Daniels, Leina Smoker and Tom Wallace, Library Director, Susan Turbyne and Kathy Wallace. Note: It was agreed to address the Fundraising group for the “Accessibility project progress report by Kathy Wallace as first item on the Agenda OLD BUSINESS 1. Kathy Wallace reported that: a. The fundraising group will have tables at both the Common and the Library for Old Home Day on August 9. They plan to present information about the project and its need, and will provide an opportunity for people to make donations to the project. A focus of the OHD effort, and all the efforts of the fundraising group, will be to encourage all Rumney citizens to participate in the fundraising at whatever level they can afford. b. The group plans to offer engraved bricks for sale as a fundraiser with the bricks being used as part of the new entry walk to the proposed new accessible entrance. Bristol was very successful with a similar effort related to their new library addition and is now on a second “round” of brick sales. Cost per engraved brick is $ 16.50 (each) that will be available for a donation of $ 75. Samples and information on purchasing bricks will be available at Old Home Days. c. An organized effort will be started in late summer to raise donations from “key donors”. The fundraising group is compiling a list of potential donors. It is anticipated that solicitation of donations will be done by other donors. d. All money raised will be transferred directly to the Library. As a “governmental” entity, donations will be “tax-deductible” for donors. e. Brad and Lorrie Eaton have offered to make a fundraising sign to reflect progress made as it is made. The location of the sign is to be determined. f. As part of their efforts to educate the Town citizens about the project, the fundraising group plans to highlight that, by making both levels of the library “accessible” to the disabled, it will open up possibilities for new and expanded use of the library by all Rumney citizens. (Note: Kathy Wallace left meeting at this point) REPORTS 1. Review Draft Minutes: May 14, 2014 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the minutes as read. The motion was passed. (Note: No meeting on June 11, 2014 due to lack of quorum) 2. Treasurer’s Report. a. Account Balances – Tom reported that through July 17, 2014, account balances are: Checking Acc’t: $11,521,.14 Disbursement Acc’t. $ 177.80 Library Endowment Acc’ts. $87,985.10 b. 2014 Spending: $ 19,373.46 (51.35% of appropriation). It was noted that it was necessary to replace the building’s water pump at a cost of $ 540. This was an unanticipated “maintenance” expense and will have to be offset by a reduction in other line item(s). 3. Library Director’s Report (None) OLD BUSINESS 1. Accessibility Project a. LCHIP Grant: A Draft copy of the Grant Application for the remaining $25,000. in the Groton Wind Farm Mitigation Fund (Phase 3) was discussed. The Trustees plan to apply this amount toward the construction cost of the project. Tom reported that LCHIP has advised that the Library could submit the Grant Application for the remaining funds for review/ action by the LCHIP Board of Directors at either their Sept. 2014 or Jan. 2015 meeting. It was agreed to submit the application for review at the Sept. 2014 meeting. b. The Project Budget, with both Expense and Income components, was reviewed. After discussion it was agreed to remove the $ 20,000 allocated for Furnishings and Equipment from the Expense side thereby reducing the Expense total to $ 356,500. This was done because it appears more likely that funding for this item, primarily new bookcases, might be secured as a grant through Rural Development after construction of the project is authorized. Also, if additional funding through a grant for this item cannot be secured, Susan felt that existing the book shelving could be made to suffice. c. Tom reported that he will present the Phase 3 Grant Application for the remaining $ 25,000. to the Selectboard at their meeting on July 21 and ask for their approval/ signatures to submit LCHIP. It was moved (Tom) and seconded (Leina) to have Roger sign the Groton Wind Farm Mitigation Fund Grant Application for the Library. d. The Trustees reviewed the latest architectural plans developed by the architect. NEW BUSINESS 1. Granite benches: Susan reported that she had been approached by Gail Carr asking about having the second granite bench in front of the library engraved with her mother’s name. The family had contributed money toward the entry project in 2004, at the time of the library’s centennial celebration, as a memorial to Donald and Muriel Kenneson. At that time the first bench was engraved with Donald Kenneson’s name. The trustees agreed to have the second bench engraved with Muriel Kenneson’s name as the family originally intended. Tom will investigate what would be involved to accomplish this and report back. Next Meeting: Not Scheduled

Rumney Library Trustees - 5/14/2014

MEETING MINUTES BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH May 14, 2014 – 12:30 p.m. The meeting was opened at 12:30 PM. Present were Library Trustees, Roger Daniels, Leina Smoker and Tom Wallace, and Library Director, Susan Turbyne. REPORTS 1. Review Draft Minutes: March 20, 2014 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. Account Balances – Tom reported that as of May 12th, 2014, account balances are: Checking Acc’t - $7,573.13 Disbursement Acc’t - $366.85 Library Endowment Acc’ts - $87,983.63 b. 2014 Spending: $ 14,149.47 (37.5% of appropriation). It was noted that fuel oil expenses for year are at 83% , but that tanks are approximately ¾ full and there should be no more deliveries until Nov. 2014. 3. Library Director’s Report – After being away for four weeks, I returned late April to find everything in order. I was able to keep up with email and book requests while traveling. Since my return, we have prepared for a new session of Story Time featuring the 2013 Ladybug books. Rachel has put together suggested activities for our young readers in the back of each book. Last Friday I attended the Small Libraries Conference in Concord. This is sponsored by the state library and offers three rounds of presentations as well as a lunch. The first session was on privacy, the second on making patrons feel welcome, and the third had to do with promoting the library technologically. I came away with many good ideas and enjoyed spending time with librarians from similar libraries. I was the lucky winner of five new children’s books! Yesterday, Jim and I drove to Bath, NH so that I could attend a children’s book review at the Bath Public Library. We will receive eight free books for our library because I attended. Today I received an invitation to a workshop to be held in Concord On Tuesday, June 10th... an e-Court testing session. Attendees will learn about e-Court and will be able to test out the e-Filing program that self-represented parties can use to electronically file small claims cases. Starting July 30th, all small claims cases in the Plymouth area will must be filed electronically. It is becoming more of a challenge to serve our patrons electronically. Next week Sheila will leave for a two week vacation and Rachel will be off the last two weeks in June. We will be busy the next few weeks preparing for the Summer Reading Program which will begin early in July. OLD BUSINESS 1. Status: Installation of safety valve discharge piping per boiler inspection: Carl Doe has installed the discharge pipe. Subsequently , the automatic fill control for the boiler was found to be malfunctioning. Carl Doe adjusted this, then returned a few days later when we had no heat. Everything is now working. NEW BUSINESS 1. NHLTA Annual Conference May 19: Tom advised he will be attending this conference in Concord. 2. Accessibility Project a. Selectboard support: The Trustees and Susan discussed their (Tom, Roger and Susan) meeting with the Selectboard on May 5 Meeting to see how we might gain their support for the project at next year’s Town Meeting. The Selectboard (all three) seemed in agreement that the project cost to the Town and its effect on the tax rate was their main problem and why they did not support the project at this year’s Town Meeting. It was suggested that we fund-raise in order to reduce the net cost to the Town. b. Updated Project Budget: Tom presented an updated Project Budget using an estimated inflation rate of 5% for 2015 construction resulting in a revised Project Budget Cost of $ 376,500. c. 2015 Town Meeting presentation: We discussed how to proceed toward next year’s Town meeting. In general, it was agreed to: • Present essentially the same design as this year. • Have the Architect and Construction Manager refine and develop the design and obtain firm bids for the work that can be presented during the 2015 budget hearing process and at the 2015 Town meeting. • Work with LCHIP to complete the remaining tasks funded by the Phase 2 Groton Wind Farm Mitigation Fund ($ 40,000) and to apply for a Phase 3 Grant from the remaining Mitigation Funds that could be applied against the project’s construction cost. • To seek out and apply for additional Grants to offset the net amount of funding that will need to be sought from the Town at the 2015 Town Meeting. • Work throughout the year to better inform the public as to the need for the project as proposed. d. Supplemental funding: Tom shared information about an informal fund raising committee of Town citizens now forming. He also advised that donations to the Library would be “tax-deductible”, but that it might be better to have a new 501.3.c “Non-Profit” formed that could receive tax deductible donations and disperse the funds raised. Tom also reported that an offer has been made to design and build a fund raising thermometer (or elevator) to reflect fund raising progress. Also, the idea of using this year’s OHD Booksale as a fund raiser for the project was discussed. Susan expressed the opinion that this would be too big a project for the Library staff to handle and that it would be better if the event was a joint effort of the Trustees and the fund raising group. Leina suggested that we set an initial “target” of $150,000. For fund raising. This amount would include both fund raising proceeds and grants and, if reached, would reduce the additional funding required from the Town at the 2015 Town meeting to under $ 200,000. Next Meeting: Wednesday, June 11th at 12:30 PM

Rumney Library Trustees - 3/20/2014

MEETING MINUTES – Approved May 14, 2014 BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH March 20, 2014 – 12:30 p.m. The meeting was opened at 12:30 PM. Present were Roger Daniels, Leina Smoker, Tom Wallace and Susan Turbyne. REPORTS 1. Review Draft Minutes: February 5, 2014 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the minutes as read. The motion passed. 2. Treasurer’s Report a. Account Balances – Balances total $92,315.60 (Disbursement Acc’t - $366.85 , Library Endowment Acc’t – $87,982.16, Rumney Library Acc’t - $3,966.59 ) b. 2014 Income/Spending to date – We reviewed this report. 3. Library Director’s Report In spite of the cold, snow, ice and no break in the weather, we recorded 310 patron visits and checked out 519 items during the month of February. We celebrated ‘Take Your Child to the Library Day’ on February 1st and were very pleased with the turnout… 60+ folks joined us and that included three new families who have started regular visits to the library. The children made colorful bookmarks, listened to stories, and decorated cookies. Rachel did her magic and made three of the children’s bookmarks printable and we have been giving them out to our readers. Children left with a book to keep with the message… ‘We’re so glad you visited the Byron G. Merrill Library today… hope you will come back soon!’ ‘Wacky Winter Transports’ was a nice break from the winter doldrums and we had a lot of children playing with Legos and this all resulted in a very colorful display on our round table. And then, of course, we had my birthday celebration… cards, balloons, flowers, good wishes, lots of attention, and three cakes… it was a fun day for all. Earlier this month Dr. Seuss took center stage and everyone had fun reading stories, making Dr. Seuss hats, and posing for photographs. We were approached by a group promoting ‘Got Lunch Rumney’, a program to provide lunches to children from low income families over the summer. We have displayed the poster and explained the program to anyone interested. We have several projects underway to better serve our family researchers. We are cataloguing the town histories. A volunteer group is duplicating Rumney obituaries and putting together an alphabetical binder. Kathy Sobetzer gave us a copy of the Ellsworth cemetery records and that is now in a binder. We continued putting genealogical records into plastic sleeves. All of these items are now easier to locate which makes it easier with the weekly requests we receive. And, of course, we continue to purchase and process books daily, put things away, dust, collect dead flies and do whatever we can to make our patrons’ visits pleasant. OLD BUSINESS 1. “Lot Line Adjustment” with Rumney Baptist Church – Status – It was reported that this project is officially done. The lot adjustment has been taken care of and there is now land available for our proposed addition. The papers have been signed and recorded. 2. 2014 Town Meeting Results a. Budget – Article 27 o Expenditures from L. Little and Ralph Berg Funds in 2014 authorized – $366.85 is available from the Berg donation. We also have $1,000.15 available from the Little fund. b. Addition to Capital Reserve – Article 29 passed at town meeting which added $25,000.00 to our capital fund. c. Bond issue – Article 2 o Completion of Phase 2 – The tasks left to complete ‘phase 2’ are: finalize the design, produce final drawings for bidding and construction, and request bids. Approximately $28,000.00 remains in the fund for this work. The remaining architect’s and historian’s fees will use $23,000.00 +/-. o Construction Funding Proposal – We reviewed ideas of how to go ahead with the ‘accessibility” project’. We agreed to talk with the Selectmen and seek their support. It was reported that a number of Townspeople have expressed their disappointment that Article 2 did not pass and their continued support for the project. It was also reported that group(s) are forming to help with fundraising. It was agreed, also, to continue to look for grants. o There was discussion as to how the Town Meeting presentation might have been improved. One suggestion was to pose questions that addressed specific questions of the voters. A second suggestion was to provide more emphasis on the value of the library to the Town. 3. Status: Installation of safety valve discharge piping per boiler inspection recommendation. Carl Doe has been reminded. NEW BUSINESS 1. Election of Trustee Officers – The officers will continue in their present positions: Chair – Roger Daniels, Treasurer – Tom Wallace, and Secretary – Leina Smoker. 2. Other New Business – none The meeting was adjourned at 1:45 pm.

Rumney Library Trustees - 2/5/2014

MEETING MINUTES BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH February 5, 2014 – 12:30 p.m. The meeting was opened at 12:40 pm. Present were: Library Trustees Roger Daniels, Leina Smoker, and Tom Wallace and Library Director Susan Turbyne. REPORTS 1. Review Draft Minutes: January 8, 2014 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the minutes as read. 2. Treasurer’s Report a. Account Balances – as of 2/5/2014 total $96,493.14 (Disbursement Acc’t - $366.85, Library Endowment - $87,938.36, and Rumney Library - $8,187.93) b. 2014 Income/Spending to date - $ 4,096.99 (10.9% of budget) We reviewed the income/spending report. c. Town Audit – 2013 “Books” on Mar. 31, 2014 – Tom advised of this upcoming date. 3. Library Director’s Report - January was a strange month weather wise… days of rain followed by extremely cold temperatures… just the recipe for glare ice. I mention this because the weather very much determines our daily attendance. For the first time in ten years we had a day when even I did not venture over to the library… that was Saturday, January 11th, a very cold icy day. But our numbers for January still held up… 338 visits checking out 251 adult books, 269 juvenile books, and 101 videos/DVDs. January was a month for plugging along on our various projects. We added many new books to our collection including titles by Abi Maxwell (a NH writer), E L Doctorow, Faye Kellerman, Danielle Steel, Lisa Patton, Dorothy Benton Frank, Joshilyn Jackson, James Patterson, George Pelecanos, and Sue Monk Kidd. Two new titles by Bruce Heald have been added to the NH Room: New Hampshire and the Revolutionary War and New Hampshire and the Civil War. Several children have discovered the author Richard Peck so we have added another half dozen of his titles. Our featured mystery writer for January was John Dunning whose Cliff Janeway series all have a ‘book’ theme. We selected Amy Tan as our fiction writer of the month and displayed her newest book, The Valley of Amazement. All of the Christmas decorations have been packed up and we managed to cull a few items whose time had come. Several boxes of stored books have been brought up from downstairs and we have evaluated them for our collection with the remainder going towards next summer’s book sale. Several events have been planned for February including ‘Take My Child to the Library Day’ on the 1st, Ladies’ Knitting Club Valentine Party on the 13th, Wacky Winter Transports Lego Day/Valentines’s Day for the children on the 15th, and Nathan and Susan’s Birthday on the 27th. OLD BUSINESS 1. “Lot Line Adjustment” with Rumney Baptist Church – Status - We’re still waiting for the town attorney to do the revisions on the deed. Annie Dow is following up on this. 2. Accessibility Project a. Status- Acceptability of LULA Elevator as vertical Path of Travel – Tom advised that, at their meeting on Jan. 21, 2014, the State’s Gov. Commission on Disabilities declined to grant a waiver to allow us to use a LULA elevator located in the new addition as part of our accessibility project. Per the Board’s decision at the January 8, 2014 meeting, we will proceed with our next choice – Scheme J1, which includes a Platform Lift located in the existing building. b. Hazardous Materials Inspection: Tom updated us on the report from RPF Environmental regarding their Hazardous Materials inspection of the library building on . • The Inspection Report dated January 17, 2014 identified minimal hazardous materials that would be impacted by the proposed accessibility addition and alterations. The majority of Hazardous Materials found consisted of the asbestos containing pipe insulation and fittings in the Basement that should not be disturbed by the construction work. • A separate estimate for the abatement work identified the following amounts to be budgeted for: o “Rear” areas likely to be disturbed by the accessibility project: $ 3K o Full abatement including Basement asbestos: $8K to $12K o Both of the above exclude Specifications, Monitoring & Final Testing for abatement work c. Accessibility Project - Scheme J1R • Architectural Barrier Free Design Committee Mtg. Jan. 21, 2014: Tom reported that in declining the Library’s request for the LULA elevator waiver, the Committee suggested that the Architect contact the NE Access Board for assistance with our questions. Response by Board received by our Architect on February 4, 2014 confirmed that a platform lift located in the existing build would be acceptable. • Revised Drawings o Plans & Elevations – The Architect’s updated drawings showing a platform lift in the existing building and a new accessible toilet room in the addition were reviewed. They included plans and elevations. o Architectural Historian’s review & suggestions – Tom reported that Liz Hengen has seen the latest design drawings and has indicated that they are compatible with required “historical” standards. She also offered some suggestions regarding the windows in the addition and the treatment of the masonry base of the proposed addition. Tom reported that he has passed these along to the Architect. o Lift at Canaan Senior Center – Tom looked at the lift in Canaan, took pictures, and shared them with us. Tom advised that, if the project is approved by the Town, we will need to make some decisions regarding enclosure of the lift and operational controls. • Updated Cost Estimates/ Funding Sources: Tom reported that he had met with the Architect (Dennis Mires) and CCI (Jeff Downing) on Jan. 23, 2014 to discuss revisions to Scheme J1. Following that meeting, CCI updated their previous estimate for Scheme J1 and are recommending a revised “construction cost” amount (including CM Fee) of $ 285,215. This amount provides for relocation of the accessible toilet to the new addition and an enlarged addition to accommodate the toilet. • Tom presented two Project Budget options for consideration along with comparative Tax Rate impact that include the revised construction cost from CCI. The first included $ 15,000 for Hazardous Materials Abatement and associated specifications, monitoring, etc. that would allow for removal of all Hazardous Materials identified in the RFP Environmental report, including the asbestos materials in the basement. The second option included $ 5,000. for Haz. Mat. Abatement for limited abatement work addressing only those materials disturbed by the proposed construction. After discussion, it was moved (Roger Daniels) and seconded (Leina Smoker) to revise the project budget to incorporate the “limited” Hazardous Materials Abatement cost estimate of $ 5,000. As a result of this action, the following were accepted by the Trustees: o Total Project Budget $ 371,215. o 10 Year Bond Amount: $ 344,595.  The upcoming Bond Hearing scheduled for 7:00 pm on February 10, 2014 at the RES was discussed. Proposed wording of Article 2 regarding the Library Accessibility Project and the associated Bond was reviewed and the following discussed: o All present were disappointed to learn that the Selectmen have decided to not recommend the Article. Tom advised that he had expressed is disappointment at the Selectmen’s meeting on February 3, 2014 and had asked if the Selectmen might reconsider this decision. He also reported that the Selectmen would be meeting later in the day (Feb. 5) and may reconsider at that time. o The wording of the Article was discussed with some discussion regarding the meaning of the following terms: “ $ 380,000. gross budget”; “$ 355,000. of bonds or notes…”; and “with the balance of $ _____? to be raised by taxation”. It was agreed that Tom should pass along the amounts for “Total Project Budget” and “10 Year Bond Amount” as accepted above to the Selectmen’s office and let them finalize the wording to reflect the Trustee’s intent. 3. Final 2014 Budget Requests (Status) a. Tom reported that the Town Budget Hearing will be on Feb. 10, 2014; 7:30 pm at the RES. He also reported that the Warrant will reflect the following as agreed to at the Trustees January 8, 2014 Meeting • Authorization to expend balance of Berg Trust in 2014 ($ 366.) has been added to Library funding Article. • Library Capital Reserve Fund request has been changed from $ 5000. to $ 25,000. 4. Status: Installation of safety valve discharge piping per boiler inspection recommendation.: Roger advised that Carl Doe is actively working on this correction and advised that Carl had also repaired the leaky faucet in the Library’s toilet room NEW BUSINESS (None) Next Meeting: None scheduled The meeting was adjourned at 1:37 PM.

Rumney Library Trustees - 1/8/2014

MEETING MINUTES – Approved 2/5/2014 BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH January 8, 2014 – 12:30 p.m. The meeting was opened at 12:37 PM. Present were Roger Daniels, Leina Smoker, Tom Wallace, and Susan Turbyne. REPORTS 1. Review Draft Minutes: December 5, 2013 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the minutes as read. The motion passed. 2. Treasurer’s Report a. Account Balances – Balances total $94,151.95 (Disbursement Acc’t - $366.85, Library Endowment - $86,520.44, Rumney Library - $7,264.66). b. 2013 YE Income/Spending reviewed c. Donations: Received in month of December 2013 Marilyn Monahan $ 100.00 12/17/13 – No restrictions Susan Stephensen $ 200.00 12/27/13 – For Middle Grade Children’s books Motion: It was moved (Roger Daniels) and seconded (Leina Smoker) to accept these donations. The motion passed. 3. Library Director’s Report - none OLD BUSINESS 1. “Lot Line Adjustment” with Rumney Baptist Church – Status: We are waiting for the town attorney to make corrections to wording of “Deed” that will allow Church to sign . 2. Accessibility Project a. Status- Acceptability of LULA Elevator as vertical “path of travel”: Tom reported that at the meeting on January 21st of the State’s Architectural Barrier Free Design Committee (Abfd Committee) the Library will ask for a waiver to allow installation of a LULA Elevator in the proposed addition vs. a full elevator. b. Hazardous Materials Inspection: Tom reported that the inspection was performed on Dec. 30, 2013. The report, including estimated costs for abatement, should be coming soon. c. Design Scheme Options were reviewed: • Tom explained the Code/ Regulation requirements regarding elevators and lifts. If located in new construction, a “full-sized” elevator with minimum interior cab dimensions is required. If located in existing construction, the codes allow, in addition to a “full-sized” elevator; the use of either a smaller LULA elevator or a Platform Lift; both of which are less expensive than the “full-sized” elevator. • Scheme J1 o LULA Elevator vs. Lift: Tom has located examples of each in Canaan. Tom and Roger will attempt to visit. o Sketches showing a new Access. Toilet in addition and possible appearance of this scheme prepared by Tom were reviewed. Approval of appearance by Arch. Historian will be required, but appearance is very similar to designs already approved. o Chart showing Comparative Cost Estimates and Funding Sources (dated Dec. 30, 2013) was reviewed. Motion: It was moved (Roger Daniels) and seconded (Leina Smoker) designating Scheme E1R with the LULA Elevator in the proposed addition as the Trustees first choice to present to Town. If a waiver to allow this option is not given by the State’s Abfd Committee at their Jan. 21, 2014 meeting; Scheme J1 with a Platform Lift located in the existing building is the Trustees next choice. The motion passed unanimously. d. Project budget adjustment: Tom advised that current Project Budget as set at June 27, 2013 Trustee Meeting is $ 300,000. Project Budget estimates for the Trustees first and second choices (per 2.c above) are: E1R: $ 434,632. J1 with Platform Lift: $ 363,000. Motion: It was moved (Roger Daniels) and seconded (Leina Smoker) to increase the Project Budget from $ 300,000. to $434,632. Motion passed unanimously. It was noted that this motion allows the Trustees to present either Scheme E-1R with LULA Elevator or Scheme J1 to the Town for vote at the March 2014 Town Meeting. e. Project Funding Options: Full appropriation in 2014, a Bond Issue, and RSA 32:7-a as project funding options were discussed and charts comparing the estimated effects for each on the Tax Rate were reviewed. Motion: It was moved (Roger Daniels) and seconded (Leina Smoker) to recommend to the Town that the project be funded by a 10 year Bond. The motion passed unanimously. 3. 2014 Library Budget/ Town Meeting Articles Request Revisions a. Adjustment to authorize spending of remaining balance of Ralph/ Evelyn Berg Revocable Trust in 2014: Motion: It was moved (Roger Daniels) and seconded (Leina Smoker) to add $366.85 to our request with the amount to come from the unexpanded balance of the Ralph/ Evelyn Berg Revocable Trust donation received in 2013. Motion Passed. b. Library Capital Reserve Fund: The Article for $ 5000. to be added to the Library Capital Reserve Fund initially included in the budget request (per Oct. 7, 2013 meeting) was discussed. It was noted that this Article will, by law, have to come after any Bond Issue Articles. It was agreed to increase this amount to $ 25,000. in the event that the Article to fund the Library’s Accessibility Project is defeated, but to amend the Article at Town Meeting to change the amount from $ 25,000 to $ 0.00 if the Project passes. Motion: It was moved (Roger Daniels) and seconded (Leina Smoker) to request that $25,000.00 be added to the Library Capital Reserve Fund at the 2014 Town Meeting. The motion was passed. c. Article for Accessibility Addition and Alterations construction • Design Scheme: First choice is Scheme E1R with LULA Elevator; Second choice is Scheme J1 with Platform Lift per Item 2.c above • Total Appropriation (Project Budget): Increase to $434,632 per Item 2.d above. o Funding Sources: From Library Capital Reserve Fund Full Balance ($25,000.+) From Library Held Donald Young Memorial Fund Full Balance ($ 1620.+) Ten Year Bond Issue (Per 2e. above) Remainder It was also agreed to seek and apply for additional Grants to fund the project, including the balance remaining in the LCHIP “Groton Wind Farm Mitigation Fund”, with the intent to apply Grant amounts received to reduce the amount of the Bond. 4. Status- Installation of safety valve discharge piping per boiler inspection recommendation.: Roger Daniels reported that he has spoken with Carl Doe and that Carl will install the required discharge at no cost to the Library. Susan also mentioned that the faucet in the toilet room lavatory is leaking steadily and that Carl may be able to make this repair as well. NEW BUSINESS 1. Agreed by the Trustees to request that the Town schedule the required Public Hearing for the Accessibility Project Bond Issue as part of the Town’s Budget Hearing on February 10, 2014. Next Meeting: None Scheduled. Agreed that Tom will meet with the Architect and Construction Manager on Jan. 23, 2014 (after the Abfd Committee on Jan. 21) to advise them of the Trustees decision on the selected design scheme so that they can prepare for presentation of the project to the Town at Public Hearings and Town Meeting. The meeting was adjourned at 1:35 PM.

Rumney Library Trustees - 12/5/13

MEETING MINUTES – Approved 1/8/2014 BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH December 5, 2013 – 12:30 pm. The meeting was opened at 12:30 pm. Present were: Library Trustees: Leina Smoker, Tom Wallace and Roger Daniels Library Director: Susan Turbyne Architect: Dennis Mires, Dennis Mires, P.A. -The Architects Construction Manager (CM): Jeff Downing, CCI It was agreed to change normal order of business to address Accessibility Project first with Architect and Construction Manager present. OLD BUSINESS LCHIP Grant (Phase 2) – Status and Design Options 1. Dennis Mires reported that he has not yet been able to obtain a “spot” on the Agenda for the NH Architectural Barrier Free Design Committee (a subcommittee of the NH Governor’s Committee on Disabilities) for their next meeting on December 17 as requested. He advised that the Committee is in the process of relocating offices making it difficult to contact them directly at this time. He will advise regarding this request as soon as possible. Agreed that we will probably not get a determination regarding the questions about the “acceptability” of a LULA elevator and/ or a Platform Lift” until mid-January 2014. 2. The project schedule and preparation for the Library’s recommendation to the Town for the March 2014 were discussed in light of Item # 1 above. After discussion, all agreed that having a “firm” GMP before the required pre-Town Meeting hearings and postings was not likely. However, Jeff Downing stated that it would be possible to come up with a “safe” Project Cost to make the Library “accessible” for the March 2014 Town Meeting. 3. Three Options (Phase 1 Study Scheme E-1 and new Schemes E1R and J1) for making the Library “accessible” were reviewed and the estimates developed by CCI for the new schemes were compared to the original (Scheme E-1) estimate. (See attachment at end of Minutes). Jeff Downing advised that an amount needs to be added to the Project Cost to cover utility (NHEC) costs for upgrading the electrical service to the building. This amount will vary depending on the Scheme chosen. Possible funding sources for the project were reviewed. In addition to the amount to be raised by taxes, possible sources include: LCHIP “Wind Mitigation” Grant – Phase 3 $25,000. Library Capital Reserve Fund $25,000. (+ accum. interest) Potential Other Grants Rural Development $20,000. (Furn. & Equip.?) CDBG ??? LCHIP “Moose Plate” Grant ??? In addition to the above, it was noted that there is also the balance in the Donald Young Memorial Fund designated for use on the project (approx $1600.). It was agreed that starting a fund raising campaign for the project at this time was not feasible. It was also noted that if a Vertical Platform Lift was substituted for the LULA Elevator in Scheme J1, the Construction Cost and Project Budget for this option could be reduced by, at least, an additional $ 24,000. due to lower equipment costs. Both the Architect and CM advised that Vertical Platform Lift was not as user friendly as either the LULA or “full” elevator. It was also recommended that if a Lift was used, that it be enclosed in a shaft for both safety and aesthetic reasons. Susan inquired about the comparative annual maintenance/ inspection costs between the “full” elevator, LULA elevator and platform lifts. The Architect reported that they all would all require this and that the costs would be similar. After discussing the merits of the three options and alternatives, the Library Trustees unanimously agreed that Scheme E1R was the preferred option, but with the substitution of a LULA elevator in place of the “full” elevator. It was noted that the two Project Schedules prepared by CCI projected considerable differences in completion time due to a much longer delivery date for a “full” elevator. Pending approval at the March 2014 Town Meeting, the projected completion date for Scheme E1R (with a “full” elevator) is October 2014. For Scheme J1 (LULA Elevator) it is late August 2014. Dennis Mires and Jeff Downing left meeting at 1:20 pm REPORTS 1. Review Draft Minutes for October 7, 2013 Meeting: It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the minutes without changes. Motion passed. 2. Treasurer’s Report – a. Account Balances (12/4/2013 – excl. Nov. interest income) Checking $ 11,257.68 Library Endowm(CAP) $ 86,519.00 Endowm. Disbursm. $ 534.02 (Ralph Berg Trust Bal.) b. Spending YTD: Thru 12/4/2013 $ 30,832.14 (81.7% Appropriation) c. Donation received in Oct. from Al Ports (Chk. dated 10/9/13). Moved (Roger Daniels) and seconded (Leina Smoker) to accept donation. Motion passed. 3. Library Director’s Report - None OLD BUSINESS 1. Article 26: “Lot Line Adjustment” with Rumney Baptist Church – Status: Tom reported that the Town Attorney has prepared the paperwork required to “file” the adjustment with the County and that it has been sent to the Church for signature. He also reported that the Town will be “leasing” rights to the Church to allow parking on the Town’s gravel lot behind the old Town Hall during Church activities. 2. Article 27: LCHIP Grant (Phase 2) – (Continued) a. Project Budget: After discussion, it was agreed that the Trustees would keep the Project Budget at $ 300,000. as established at the October 7 meeting , but would consider adjusting this amount after it was determined if either a LULA elevator and/or a Platform Lift met “accessibility” requirements. b. Bond Issue vs. Full Appropriation: It was agreed by the Trustees that they will propose funding the “accessibility” project construction through a Bond issue. 3. Boiler Inspection Report – Oct. 4, 2013: After discussion, it was agreed to proceed with the corrective work as building “maintenance” rather than incorporating it into the “accessibility” alterations project. Roger Daniels will contact Carl Doe to ascertain what correction will entail. NEW BUSINESS (None) Meeting adjourned at 1:50 pm. Next Meeting: None scheduled

Rumney Library Trustees - 10/7/13

MEETING MINUTES BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH October 7, 2013 – 2:00 p.m. The meeting was opened at 2:10 pm. Present were Leina Smoker and Thomas Wallace. Roger Daniels arrived shortly thereafter. Susan Turbyne was unable to attend. REPORTS 1. Review Draft Minutes for October 2, 2013 Meeting: It was moved (Leina Smoker) and seconded (Roger Daniels) to approve the minutes with several minor corrections. 2. Treasurer’s Report - None 3. Library Director’s Report - None OLD BUSINESS 1. Article 26: “Lot Line Adjustment” with Rumney Baptist Church – Status: The situation regarding the status was discussed. As understood by the Library Trustees, the Town attorney has advised the Selectmen that the wording of the March 2013 warrant article related to the Lot Line Adjustment does not authorize the Selectmen to include, as part of the Lot Line Adjustment an “easement” to grant the Church the right to park on the adjacent Town owned former Town Hall property. The option to delay the Lot Line Adjustment to allow the Selectmen to introduce a warrant article at the March 2014 Town Meeting was discussed. It was agreed that if this was necessary, the Library Trustees would have to consider stopping the design and other work on the project as authorized at the 2013 Town Meeting because of the possibility that the design developed for presentation to the Town could not be built if the proposed 2014 Lot Line Adjustment warrant article was defeated. Based on discussions with Church representatives, there is a possibility that the Church will go forward with the Lot Line Adjustment without the parking “easement” at this time. Tom and Leina will attend the meeting this evening (October 7) between the Selectmen and Church representatives and, hopefully, an satisfactory agreement can be reached. 2. Article 27: LCHIP Grant (Phase 2) – Status a. CM Option/ Selection After further discussion and a comparison of the fees of the three CM candidates, it was moved (Tom Wallace) and seconded (Leina Smoker) that the Trustees recommend to the selectmen that Conneston Construction (CCI) of Laconia be hired as Construction Manager for the project based on their proposal. Motion passed. It was also agreed that a request be made to CCI to lower their fee for construction phase services. 3. Library 2014 Budget: Due October 18, 2013 a. 2014 Budget: The vote from the October 2 meeting to submit a budget for 2014 to the Selectmen of $ 37,730. from the Town for operating expenses and an additional $ 1,000. from the Lucille Little Endowment Fund for additional books was confirmed. b. Capital Reserve Fund (Accessibility Project): It was agreed to, at this time, include a separate warrant article in the budget request to add an additional $ 5000. to the Library Capital Reserve Fund. Moved (Roger Daniels), Second (Leina Smoker) – Motion passed c. Accessibility Project Capital Expenditure: It was agreed to also include a separate warrant article asking the Town to, at this time, appropriate $ 300,000. to fund construction of the Library accessibility project Moved (Roger Daniels), Second (Leina Smoker) – Motion passed NEW BUSINESS 1. Boiler Inspection Report – October 4, 2013: A letter from Primex regarding a October 4, 2013 inspection of the Library’s boiler. The letter recommended a change to the safety valve discharge for the boiler. It was agreed to look into having this work incorporated into the work of the accessibility project. Next Meeting: None scheduled

Rumney Library Trustees - 10/2/13

MEETING MINUTES BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH October 2, 2013 – 1:00 p.m. The meeting was opened at 1 pm. Present were Roger Daniels, Thomas Wallace, and Susan Turbyne. Leina Smoker was unable to attend. REPORTS 1. Review Draft Minutes: a. September 10, 2013 Meeting – It was moved (Thomas Wallace) and seconded (Roger Daniels) to approve the minutes as corrected. b. September 24, 2013 – It was moved (Thomas Wallace) and seconded (Roger Daniels) to approve the minutes as written. 2. Treasurer’s Report a. Account Balances – Our balance is: $93,907.14 (Disbursement Acc’t - $771.65, Endowment Fund - $86,517.56, and Rumney Public Library - $6,617.93) b. Income/ Spending “to date” – We are running at 67.2% at 75% of the year but we are anticipating oil deliveries in November and Dec. . c. Donation from Joyce Sobetzer - $ 90.00 (9/14/2013) for children’s books – It was moved (Thomas Wallace) and seconded (Roger Daniels) to accept this gift of $90.00 in celebration of Joyce’s 90th birthday. 3. Library Director’s Report - none OLD BUSINESS 1. Article 26: “Lot Line Adjustment” with Rumney Baptist Church – The library trustees will be meeting with the church representatives and the selectmen Monday night, October 7th, at the town hall in hopes of coming to an agreement. 2. Article 27: LCHIP Grant (Phase 2) – Status a. CM Option o Discussion based on Qualifications, Proposals and 9/24 Interviews: o We compared the three candidates and their proposals for our project and then discussed our reactions to the interviews. o Open “sealed” portion of Proposals pertaining to fees – Tom opened the envelopes and we discussed the fee proposals. o After discussion we were unable to come to agreement on our choice and agreed to meet again on Monday, October 7th, at 2 pm, when Leina will be present with the intent of arriving at a selection that would allow the Trustees to make a recommendation to the Selectmen at the October 7, 2013 Selectmen’s meeting. NEW BUSINESS 1. Library 2014 Budget – Due to Selectmen by Friday, Oct. 18, 2013 – It was moved (Tom Wallace) and seconded (Roger Daniels) to present our budget in the amount of $37,730.00 from the Town plus and additional $1,000.00 from the Lucille Little Endowment Fund for additional purchase of books. 2. Susan advised that Sheila O’Meara recently had surgery and has been out of work. She also advised that Sheila has requested to return to work, but with some medical restrictions. After discussion, it was agreed that Sheila may return to work when she has a letter from her doctor stating that she is able to perform her normal duties. 3. Other New Business – none We agreed to meet next on Monday, October 7th, 2013, at 2:00 pm.

Rumney Library Trustees - 9/24/13

MEETING MINUTES BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH September 24, 2013 – 1:45 p.m. Present: Library Trustees: Roger Daniels, Leina Smoker, Roger Daniels Library Director: Susan Turbyne Selectboard: Dan Kimble Denis Mires - The Architects: Dennis Mires The meeting was opened at 1:45 PM. As the purpose of the meeting was solely to interview the three Construction Manager finalists, it was agreed to postpone review/ acceptance of the Sept. 10 Trustee Meeting Minutes until the next regular meeting. Interviews with each of the three finalists were conducted as follows: 2:00 to 2:40 pm – Conneston Construction (CCI), Laconia Represented by Jeff Downing, Pres. And Ross Currier 2:50 to 3:25 pm – Meridian Construction Company, Gilford Represented by Tim Long, Pres., Eric Hastings and Bob Beaulieu 3:45 to 4:30 pm – Milestone Engineering and Construction, Concord Represented by Frank Lemay, Pres.; Dave Baer; Geoff Lemay As described in the Request for Proposal sent to each firm, copies of a written proposal were delivered by all three firms including a sealed envelope containing the proposed fees. The project was outlined for each firm including the primary goal of making the existing building accessible to the disabled, maintaining the historic character of the building, the need for providing access to the lower level and the need to keep the project cost as low as possible. Each firm was given the opportunity to introduce their firm, its qualifications and their construction management experience. Each firm was also asked to respond to the following questions: 1. Based on your experience – and when the CM is also the Constructor (AIA Doc.A121-CMc) -what do you see as the primary advantages of the CM approach: a. to the Owner? b. to the Contractor? 2. From the drawings and other materials provided to you, and based on your understanding of the project, what portions of the work do you envision being performed by your own forces? 3. What process will you use to assure that we will be getting competitive bids from experienced and qualified subcontractors for the various phases of the project? 4. What specific suggestions might you have to modify the design developed in Phase 1 to reduce the project cost? The interviewees were then given the opportunity to ask questions of the Library and then the interview was opened to question by all in attendance. Following the final interview, the Library Trustees decided to next meet on Wed., October 2, 2013 at 1:00 pm at which time they will to select a single firm to provide Construction Management services to recommend to the Selectmen for approval. Meeting adjourned 4:45 pm Next Meeting: October 2, 2013 at 1:00 pm

Rumney Library Trustees - 9/10/13

MEETING MINUTES BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH September 10, 2013 – 2:30 p.m. The meeting was opened at 2:35 PM. Present were Thomas Wallace, Leina Smoker and Architect Dennis Mires Note: It was agreed to start the meeting by addressing “Old Business” pertaining to the Lot Line Adjustment and the LCHIP Grant to allow the Architect to leave after his attendance was no longer required REPORTS 1. Review Draft Minutes: June 27, 2013 Meeting – It was moved (Tom Wallace)) and seconded (Leina Smoker) to approve the minutes as read. The motion was passed. 2. Treasurer’s Report a. Account Balances – As of Sept. 8, 2013, Checking - $9,007.56 , Library Endowment Funds - $86,517.56, Disbursement Acc’t - $ 771.65 (see Items 2.c and 2.d below). b. Income/ Spending “to date” – The report was distributed indicating YTD ‘operating expenditures’ as of September 8, 2013 - $23,456.35 c. Results from the 2013 OHD Book Sale were as follows: Cash - $ 564.68 Al Ports - $ 225.00 Sub-Total $ 789.68 + Pre-Booksale - $ 87.50 TOTAL $ 877.18 All deposited to Library’s Northway Chkg. Acct. Tom advised that, because these funds could be categorized as “Unanticipated Income”, and could be expended in 2013 at the Trustees discretion. d. Ralph Berg Revocable Trust: As authorized at the June 27 meeting. Tom reported that the library has made purchases totaling $ 228.35 in 2013 for Children’s series books against the $ 1000. donation leaving a balance of $ 771.65. e. Tom advised that we have been notified by the Selectmen’s office that the heating oil price for 2013-14 heating season (until Apr. 30 2014) will be $ 3.195. He believed that the 2012 price was $ 3.295. 3. Library Director’s Report - none OLD BUSINESS 1. Article 26: “Lot Line Adjustment” with Rumney Baptist Church – Status a. Tom reported that the a “Draft” Deed had been prepared by the Town’s attorney and sent by the Town to the Rumney Baptist Church for their review and approval, but that a response had not yet been received. He also reported that, subsequently, the Town’s attorney suggested some clarification changes to the Draft and, in reviewing these, he (Tom) and Anne Dow had discovered some other wording that needed clarification. As a result, the Town has asked their attorney to further revise the Draft “Deed” which will be forwarded to the Church for approval. It was noted that the Lot Line Adjustment issue will need to be finalized so that final design for the Accessibility project can proceed. 2. Article 27: LCHIP Grant Application (Phase 2) – Status a. Status: The Grant Application has been approved by LCHIP and that the Grant Agreement and the Architect’s Agreement have both been executed. b. Schedule: The Architect’s Preliminary Schedule was reviewed with a “key” upcoming deadline of CM (Construction Manager) Selection by the end of September 2013 noted. c. Construction Manager Approach: The advantages of proceeding with a Construction Manager were discussed and it was agreed to proceed with selection of a CM to propose to the Selectmen for their approval. d. Construction Manager Qualifications and Selection: Issues: The Architect reported that Qualification Statements had been received from seven firms and he delivered hard copies of these to the Library. Tom advised that he had previously received digital copies which he has reviewed and compiled into a comparative chart which was distributed. After review and discussion regarding all seven firms , three were selected as best qualified for the Library’s project. These firms were: Conneston Construction, Inc. – Laconia, NH Meridian Construction Corp. – Gilford, NH Milestone Engineering and Construction – Concord, NH A process for selecting a single firm to propose to the Selectmen for approval was discussed. It included interviewing all three firms and making an initial decision based on qualifications only, then a final decision after also considering the fee proposals from all three firms. It was agreed to proceed on this basis and it was also agreed to interview all three firms on September 24, 2013 at the Library. Times for the interviews will be 2, 3 and 4 pm. Tom and Dennis Mires will put together a Request for Proposal to send to the three selected firms. Tom will advise the Selectmen’s office of the interview schedule and invite all three Selectmen to attend if they wish. e. The various codes with “accessibility” requirements were discussed briefly. Dennis Mires advised ASME A17.1 deals primarily with the mechanical aspects of elevators and does not address “accessibility” requirements. Tom expressed concern that between the ADA, the State Building Code and the Governor’s Commission on Disabilities own “code”, it was difficult to ascertain what was acceptable. The Architect agreed and added that because the Library has some historic character, the State Code might offer some relief. Tom expressed his feeling that we need to look at every option to a full elevator that might be “acceptable”. It was also noted that the elevator layout developed in Phase 1 greatly reduced the need for wheelchairs to turn 180 degrees when traveling between levels. NEW BUSINESS 1. It was moved (Tom Wallace) and seconded (Leina Smoker) that the Library accept the $ 1000. “donation” from the Ralph Berg Revocable Trust with the requirement that it be used for the purchase of Children’s books. MOTION PASSED 2. It was moved (Tom Wallace) and seconded (Leina Smoker) that the Library accept the donation of books to the library and the resulting proceeds from the OHD Booksale totaling $ 877.18. MOTION PASSED 3. Tom reported that he had been contacted by Betty Jo Taffe of the Town’s Trustees of Trust Funds seeking input from the Library Trustees regarding the Town’s Library Capital Reserve Fund. The fund balance is currently in a Money Market acct. and earning very little interest. Per Betty Jo the Town’s Trustees of the Trust Funds are looking to move funds to CD’s when appropriate. Betty Jo’s question was whether the funds in the Town’s Library Captial Reserve Fund would be needed in the next 6 months. If not, and if acceptable to the Library Trustees, they would look into moving the fund balance to a 6 month CD to get a better return. After discussion, and noting that the Capital Reserve Fund will not be used until after the 2014 Town Meeting at the earliest, it was moved (Tom) and seconded (Leina) that the Library should respond to Betty Jo’s request by advising her that the Library did not object to moving this fund to a 6 month CD. MOTION PASSED Tom noted, also, that the Town’s Trustees of Trust Funds also holds the “principal” for both the Wm. Doe & Adelaide Bond Endowment Funds and that the Library receives, annually, the just the interest from the previous year. Tom also noted that the annual interest income from the funds had decreased dramatically in the last few years. It was moved (Tom) and seconded (Leina) that the Library advise the Town’s Trustees of Trust Funds that the Library Trustees would not object to the Town’s Trust Funds Trustees placing the “principals” for these two funds in one year, or longer, CD’s to get better interest return. MOTION PASSED Meeting adjourned 3:35 pm Next Meeting: September 24, 2013 at 1:45 pm for interviews of prospective Construction Managers

Rumney Library Trustees - 6/27/2013

MEETING MINUTES (Approved 9/10/2013) BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH June 27, 2013 – 12:30 p.m. The meeting was opened at 12:30 PM. Present were Roger Daniels, Thomas Wallace and Susan Turbyne. REPORTS 1. Review Draft Minutes: May 23, 2013 Meeting – It was moved (Roger Daniels) and seconded (Tom Wallace) to approve the minutes as read. The motion was passed. 2. Treasurer’s Report a. Account Balances – As of June 25, 2013, Checking - $5,290.02 , Library Endowment Fund - $86,515.39, Disbursement Acc’t - $1087.50 (see Items 2.c and 2.d below). b. Income/ Spending “to date” – The report was distributed indicating YTD ‘operating expenditures’ as of June 25, 2013 - $16,712.21 c. Al Ports has helped Susan sort through donated books in preparation for the annual OHD Book Sale and made purchases from these books totaling $ 87.50. This amount has been deposited in the Endowment Funds “Disbursement” account. d. Ralph Berg Revocable Trust Disbursement: Tom reported that the library received a check in the amount of $1,000.00 from the Ralph Berg Revocable Trust with the stipulation that it be used for children’s books. Tom advised that, since this income was “unanticipated”, State laws allow the Trustees to spend this money in 2013 even though permission was not requested/ approved at the 2013 Town Meeting. It was moved (Roger Daniels) and seconded (Tom Wallace) to direct Susan to purchase some “special” books to add to our children’s collection up to $1,000.00 using this donated money. The motion was passed. We are very appreciative of Ralph and Evelyn Berg’s generous gift. Tom reported that this money has also been deposited in the Endowment Funds “Disbursement” account. 3. Library Director’s Report - none OLD BUSINESS 1. Article 26: “Lot Line Adjustment” with Rumney Baptist Church – Status a. Tom reported that the Library Trustees met with the Planning Board on May 28th at 7:30 pm. to present the proposed Lot Line Adjustment between the Town and the Rumney Baptist Church. The “Lot Line adjustment” was approved by the Planning Board and the town attorney is preparing the necessary documents for filing with the Grafton County Registrar of Deeds. 2. Article 27: LCHIP Grant Application (Phase 2) – Status a. Status: Tom reported that the Grant Application has been submitted. The LCHIP Board review meeting is scheduled for July 9th. b. Issues: Ramp Option & Project Cost: Tom presented a drawing and a cost estimate for using a ramp to only the Main Level rather than an elevator. The ramp would have to be about 100 feet long and would only make the Main Level of the library “accessible”. Estimated Project Cost for this option is $ 316,500. and it would severely limit the options for making the Lower Level of the existing library “accessible”, or even usable, in the future. After discussion, the consensus was that this option would not be in the best interest of the Town. c. “Budget” for Accessibility Project: In anticipation that the LCHIP Grant will be awarded, there was discussion about identifying an initial “Owner’s Budget” to be provided to the Architect. Various Options with a Project Costs ranging from $ 526,785. (Feasibility Study) to $ 316,500 (Ramp to Main L. only) were reviewed. It was agreed that a Project Cost of under $ 300,000. might be a “target” for the initial “Owner’s Budget”. d. After discussion it was agreed that it would not be necessary that the Architect for Phase 2 work meet regularly with the Library Trustee. Instead, Tom will work with the Architect and meetings between the Trustees and the Architect will be scheduled when needed. NEW BUSINESS (None)