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.