Rumney Library Trustees - 7/25/15

Rumney Library Trustees – Approved October 7th, 2015 July 25th, 8:30 PM This unscheduled meeting was opened at 8:30 PM, following the RHS Ice Cream Social, with Trustees Roger Daniels, Lorrie Eaton, and Stacie Winsor, as well as Library Director, Susan Turbyne present. Also attending was Tom Wallace, Project Overseer. The meeting was called to approve ‘Change Order #4’ from CCI regarding our building addition. Tom reviewed sketches for improvements to the lower lobby. After some discussion and viewing the area, Lorrie Eaton moved that we proceed with the work with the cost not to exceed $15,852.00 as proposed by CCI on July 22nd 2015 with a request that the new acoustical tile ceiling be raised to minimize the blocking of natural light from the existing windows. The motion was seconded by Stacie Winsor and passed. Tom reported that CCI had indicated that it would be cost effective to replace portions of the deteriorating concrete apron at the building perimeter adjacent to the new addition if it was done in conjunction with the installation of the new concrete walkway. Following discussion, Lorrie Eaton moved that we accept the proposal from CCI to replace the afore mentioned apron at a cost of $900 plus fees. The motion was seconded by Stacie Winsor and passed. Having no further business, we adjourned with a reminder that our next quarterly meeting is scheduled for Wednesday, October 7th at 6 PM. Susan Turbyne Library Director

Rumney Library Trustees - 7/8/15

Rumney Library Trustees – Approved October 7th, 2015 July 8th, 2015, at 6 PM The meeting was opened at 6 PM with Trustees Roger Daniels, Lorrie Eaton, and Stacie Winsor, as well as Library Director, Susan Turbyne, present. Also attending was Tom Wallace. Lorrie Eaton moved that the minutes from April 9th and June 10th be accepted as read. The motion was seconded by Stacie Winsor and passed. Financial Business - Our second quarter ended on June 30th. Susan handed out a sheet showing our income and expenditures for the quarter. Our checkbook balance as of June 30th was $1,313.23. A letter has been sent to the town office requesting funds for our third quarter. We reviewed the donations received and deposited between June 1st and July 6th 2015 totaling $6,240.00. It was moved by Lorrie Eaton to accept these funds. The motion was seconded by Stacie Winsor and passed. Nine hundred dollars of this amount came from a plant sale held in June and headed by Betty Jo Taffe, Cindy Perry, and Sheila O’Meara. Lorrie Eaton moved that this amount ($900.00) be moved into the Marion Learned account to be used toward our downstairs renovation, $340.00 be moved into the brick account, and the $5,000.00 grant be forwarded to the town. The motion was seconded by Stacie Winsor and passed. At our next scheduled quarterly meeting on October 7th 2015, it will be necessary to approve our budget for 2016. It was suggested that the trustees review the budgets, which can be found in the town reports, for the past several years to be ready for the October meeting. Handicap Access Project - We reviewed the a list of changes to our construction contract as of July 8th 2015. Lorrie Eaton moved that the following changes be approved: • #6 Carl Doe to add a condenser coil at steam boiler not to exceed $2324.00 • #7 Change the asphalt walk to concrete not to exceed $1177.00 • #8 and 8A Provide a combustion air intake at the boiler and relocated the oil tank fill lines not to exceed $1500.00 • #11 Replace the existing bulkhead not to exceed $1572.00 • #13 Key the new entry door to existing entry door not to exceed $175.00 The motion was seconded by Stacie Winsor and passed. Having no further business, we adjourned at 7 PM with a reminder that our next quarterly meeting is scheduled for Wednesday, October 7th at 6 PM. Susan Turbyne Library Director

Rumney Library Trustees - 6/10/2015

June 10th 2015 at 6:30 PM This special meeting was opened at 6:30 PM with Trustees Lorrie Eaton and Stacie Winsor as well as Library Director, Susan Turbyne, present. Also attending was Tom Wallace. The first order of business was to welcome Lorrie Eaton as our newest trustee. Lorrie is a long time Rumney resident and was very involved with the library as her three children were growing up. Lorrie has served as a member of our fund raising committee this past year. She is a former owner of Peppercorns in Plymouth. We reviewed the donations received and deposited between March 12th and May 31st 2015 totaling $4555.00 which includes a $2000.00 grant from the Cogswell Benevolent Trust. It was moved (Lorrie Eaton) and seconded (Stacie Winsor) to accept these funds. The motion was passed. We then discussed moving our fund raising funds to the town treasury. It was moved (Lorrie Eaton) and seconded (Stacie Winsor) to transfer $20,000.00 from our funds along with the $2,000.00 grant from Cogswell Benevolent Trust for a total of $22,000.00. The motion was passed. We reviewed the following changes to our construction contract as of June 10th 2015: • Modify (reduce) door requirements - $ 810.00 • Add field finish of interior doors + $ 180.00 • Eliminate all toilet accessories except grab bars - $ 655.00 • Eliminate new septic tank, add insulation - $1500.00 • Provide removable core cylinder at new entry door + $ 45.00 Subtotal $2740.00 Reduction in CM Fee (6%) - $ 164.00 Total Reduction $2904.00 It was moved (Stacie Winsor) and seconded (Lorrie Eaton) to accept these changes. The motion was passed. The meeting was adjourned at 7:15 PM with a reminder that our quarterly meeting is scheduled for Wednesday, July 8th at 6:30 PM.

Rumney Library Trustees - 4/9/2015

April 9th 2015 at 6:30 PM The meeting was opened at 6:30 pm with Trustees Roger Daniels, Leina Smoker, and Stacie Winsor as well as Library Director, Susan Turbyne, present. The first order of business was to welcome Stacie Winsor as our newest trustee. Stacie is a life-long resident of Rumney as well as a longtime library user. She is a resort manager in Lincoln and brings along her organizational skills as well as her love of our library. Roger Daniels was elected Chair. Leina Smoker will serve as secretary and Stacie Winsor will serve as treasurer for the ensuing year. Leina Smoker moved that the minutes from the March 4th and March 26th meetings be approved as read. The motion was seconded by Stacie Winsor and passed. Financial Business – Our first quarter ended on March 31st. Susan handed out a sheet showing our income and expenditures for the quarter. Our checkbook balance is $1462.56. The ‘Quarterly’ reports to the IRS and State Employment are in progress and will be completed this next week. Signature cards at Northway Bank are all updated reflecting our current board and we will now start the process at the Citizens Bank. Project Update – We are expecting the asbestos removing team on April 20th and 21st. Tom Wallace is the contact person for this part of the project and we are still waiting for a confirmation on these dates. We are also waiting for the starting date of construction for our addition and would like to plan a groundbreaking ceremony when we have this information. The Trustees all attended this week’s select board’s meeting and were pleased that the pursuit of a bond is on track. Next Meeting – Our next meeting is tentatively set up Wednesday, July 8th at 6:30 pm to review the 2nd quarter. The meeting adjourned at 7:10 pm Susan P Turbyne

Rumney Library Trustees Minutes - 3/26/2015

The meeting was opened at 12 noon with Trustees Roger Daniels and Leina Smoker as well as Library Director, Susan Turbyne, present. Also attending was Tom Wallace. The purpose of today’s meeting was to review the bids for the removal of asbestos on the lower level of the library. After discussion, it was moved (Roger Daniels) and seconded (Leina Smoker) to accept the bid from Advanced Building Systems, Inc. to remove all of the asbestos containing pipe insulation in the lower level in the amount of $8200.00. It was also moved (Roger Daniels) and seconded (Leina Smoker) to accept the proposal from RPF Environmental to perform Abatement Monitoring Services related to the asbestos removal work in the amount of $1960.00 The total cost for both proposals is $10,160.00 Regulations require a ten-day notification to the State before work can start. RPF Environmental estimates that work should be able to start approximately two weeks after authorization to proceed (authorization was given today). It is estimated that the project will take two days and we are hoping that it will take place on a Monday and Tuesday so as not to disrupt our library schedule. The meeting adjourned at 12:20 pm.

Rumney Library Trustees Minutes - 3/4/2015

The meeting was opened at 12:30 pm with Trustees Roger Daniels, Leina Smoker, and Thomas Wallace as well as Library Director Susan Turbyne present. Roger Daniels moved that we accept the minutes from the January 14th, 2015, meeting as read. The motion was seconded by Leina Smoker and passed. Financial Business - Susan reported that our checkbook balance is $6732.48. All bills are paid with the exception of our heating oil. We are waiting for the invoices. Tom reported that our endowment funds total is $106,570.88 and there is no money in the disbursement fund. Roger Daniels moved that we accept the donations received from January 10th through February 19th, 2015, totaling $4,100.00. The motion was seconded by Leina Smoker and passed. After some discussion, Roger Daniels moved that we amend Article 2 (and 3 if necessary) at Town Meeting to increase the amount of authorized expenditure of “Fundraising and Other Library Endowment Funds held by the Library” from $20,000.00 (as printed on the warrant article) to $25,000.00 with $5,000.00 coming from the Marion Learned Fund in order to reduce the amount of money needed to be raised by the Town from $224,000.00 to $219,000.00. The motion was seconded by Leina Smoker and passed. Susan asked that raises for library employees, Rachel Anderson and Sheila O’Meara, be considered. After some discussion, Roger Daniels moved that we increase the wages for both employees to $10.00 per hour retroactive to February 1st. The motion was seconded by Leina Smoker and passed. Project Business - Tom reported that bids are expected by Friday on removing some asbestos from the downstairs. We will decide how to proceed after the bids are in. Susan asked permission to remove the large bookcase on the downstairs stage. Permission was granted. Tom outlined his presentation plans for the night of town meeting. Roger will amend the total amount to be raised for the project and Tom will explain the bond payment. Concluding Business - Roger, Leina and Susan all thanked Tom for his service as trustee for the past ten years and wished him well with whatever comes next. The meeting was adjourned at 1:45 PM. The next meeting has not yet been scheduled.

Rumney Library Trustees Minutes - 1/14/2015

The meeting was opened at 1 pm with Trustees Roger Daniels, Leina Smoker, and Tom Wallace as well as Library Director Susan Turbyne present. REPORTS 1. Review Draft Minutes: December 10, 2015 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes as corrected. The motion was passed. 2. Treasurer’s Report –YE 2014 a. Account Balances – $105,504.26 as of 12/31/14 b. 2014 Income/Spending – We spent $34,789.97 out of our appropriation of $37,730.00. OLD BUSINESS 1. 2015 Town Meeting - We discussed our proposed warrant article and whether to make it a one year request or a bond article. No decision will be made until we communicate with the selectmen. 2. Accessibility Project a. Accessibility Project Fundraising – $16,345.26 is available for the project as of 1/9/15. b. Bid results – The proposed cost is currently $322,500.00 rather than the original $356,500.00 presented last year. We reviewed the cost savings options. NEW BUSINESS 1. New Donations – Accept Donations received Dec. 10, 2014 through Jan. 9, 2015 ($ 5370.00) It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the donations received through 1/9/15. The motion was passed. 2. Other New Business - None The meeting was adjourned at 2 PM

Rumney Library Trustees - 12/10/14

MEETING MINUTES – Approved 1/14/2015 BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH December 10, 2014 – 12:30 p.m. The meeting was opened at 12:30 pm. Present were Trustees Roger Daniels, Tom Wallace, Leina Smoker and Library Director Susan Turbyne. REPORTS 1. Review Draft Minutes - It was moved (Roger Daniels) and seconded (Leina Smoker) that the minutes for 10/15/2014 be accepted as read. The motion was passed. 2. Treasurer’s Report a. 2014 Income/Spending to date – $30,661.49 of our appropriation (approx. 82%), has been spent thus far this year. b. Accessibility Fundraising Status – Tom reported that $8,650.00 has been raised from the book sale, memorial gifts, and brick sales. After a review of the figures, however, it became apparent that this amount was not correct and did not reflect all income. Tom will review and correct. 3. Library Director’s Report – The Holiday Open House at our library will take place on Thursday, December 18th from 6 until 8pm. Music will be provided by Rhubarb Pie, John Allen will do a reading, and punch and cookies will be served. Leina volunteered to make cookies and Roger will bring his oil lamps. OLD BUSINESS 1. 2015 Library Budget a. Revised Budget Amount – Tom met with the Select Board on Nov. 3, 2014 to present our 2015 budget request. The select board suggested that he increase our request by $150.00 to cover expected increases from the telephone and electrical companies. Our request is now for $37,880.00. b. Library Trust Fund expenditure authorization – We will request on the March warrant, as we have done in the past, that $1,000.00 be expended from Library Endowment Funds, ie the Lucille Little Fund, for the purchase of books. c. Construction Warrant Article – We reviewed a first draft of the Construction Warrant Article which will be finalized and placed on the March 2015 town warrant. Tom will review it with Anne Dow to make sure the wording meets legal requirements. d. The decision made at the October 15 meeting not to request Capital Reserve Funds at the March 2015 meeting this year was reaffirmed. 1. Accessibility Project a. Status Contract/ Bidding Documents – Everything is complete and has been forwarded to CCI to begin the bidding process. The bids are due December 23rd, 2014 and we should have a firm construction cost the first full week in January. b. Historic Review/ Approval – Elizabeth Hengen, the Architectural Historian has signed off on the addition design but will want to see brick “mock-up” and final color selections before final approval. c. Exterior Materials – Color boards prepared by the Architect of specified bricks, cast stone, roofing, window color and paint colors were reviewed. d. Flooring – Entry & Stairs – We also looked at flooring samples for the entry and stairs. The pebble finish proposed for the stair treads is the same as at the Pease Library which appears to be standing up well. However, the yellowish color proposed by the Architect for the stair tread and intended to be similar to the wood flooring in the library was found objectionable. e. It was agreed that we need to start focusing on the political side of the accessibility project. The Trustees and the Lift Committee will work together to come up with a list of supporters of the project that we can encourage to attend the March Town Meeting. Leina agreed to work on organizing the list of potential supporters to help with this effort. 2. Grant Applications a. Tom reported that we were not awarded a grant from Meredith Village Savings bank as applied for. b. USDA Rural Development (Jan. 16, 2015 Deadline) – This grant will be for furniture and equipment and we will pursue it. c. CDFA – CDBG (Jan. 26, 2015 Deadline) – Tom will be pursuing this grant. NEW BUSINESS 1. New Donations – It was moved (Roger Daniels) and seconded (Leina Smoker) that we accept donations received from Oct. 16 through Dec. 9, 2014 in the amount of $5715.00. The motion was passed. 2. Mouse Problem – Tom reported on his success rate catching the annoying library mouse population... one to date. Susan also reported that the flushing mechanism on the library’s toilet was broken. She has notified Carl Doe of the problem 3. Tom announced that his 3-year term as Library Trustee will end in March 2015 and that he has decided not to run for another term for a variety of reasons. Discussion followed with Susan stating that she will also be retiring as Library Director as well. All agreed that finding replacements for these two positions would be a challenge and Leina advised that she felt she would not be able to devote the time necessary for this. It was agreed to discuss further at our next meeting. The meeting was adjourned at 1:45 PM with no other business. We will tentatively meet next on Wednesday, January 14th at 12:30pm at the library.