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)