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