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