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)