Library Trustees - 6/15/16

The meeting was opened at 5:30 PM with Trustees Roger Daniels, Stacie Winsor, and Lorrie Eaton, as well as Library Director Susan Turbyne, present. Also attending was Carla Demler. Lorrie Eaton moved that the minutes from May 25th, 2016, be accepted as corrected. The motion was seconded by Stacie Winsor and passed. Financial Business – Tracy Dickson at Cynthia Dussault Accounting located at 60 Langdon Street in Plymouth is now handling our payroll. Tracy checked our January thru April payroll figures and found that everything was correct. She issued the May checks and they have been distributed. Starting with the end of June checks, the payroll will be automatically deposited. Carla, with Susan’s approval, has taken on the responsibility for setting the work schedule, submitting the hours at the end of the month, and picking up, entering, and filing the withdrawals in the checking account. We will be billed quarterly. Susan has been back and forth with Northway Bank this past year to change the name on our account from Rumney Public Library to Byron G Merrill Library. In addition the federal ID number has to be changed as the one they are using is the town’s. A solution has been found! The bank has requested a letter from the selectmen requesting these changes and then the changes will be made. Susan will draft a letter for the selectmen to sign and will then deliver it to the bank. Susan and Stacie have been working on a flow for the billing – received, approved, paid, filed. Thus far the new system is going well. Books, Blooms, and Bake Sale –Our fundraiser will be taking place this Saturday. Our posters give the hours from 10 until 1 but we plan to be ready to go at 9 AM. • Blooms - Sheila O’Meara will be working with Betty Jo Taffe on the plant sale. They will be digging and potting plants this week and will arrange them under the tree towards the museum. • Food – Rachel Anderson and Lorrie Eaton will be working on the food table. Lorrie has offered to bring coffee. We have several people that have offered to bake and Rachel will be sending them a reminder. • Books – The book set-up will start shortly after 8. Rachel will be borrowing six tables from the church and we plan to have them here on Friday. Carla and Jon Demler, StacieWinsor and Tracy Duffy, and Susan and Jim Turbyne will set up and dismantle the book tables. Library Accessibility Project – We received a request from Dennis Mires to issue a press release regarding our recognition by the NH Preservation Alliance. Roger signed the form and it will be mailed to Dennis. Capital Improvement Plan – We received a request from the Rumney Planning Board asking us to update the 25 year plan we submitted last year and submit the changes at a meeting to be held on Tuesday, August 9th at 8:30. We reviewed the plan submitted last year and started our discussion. We will continue this discussion at our next meeting. Having no further business, the meeting was adjourned at 7 PM. Respectfully submitted, Susan Turbyne, Library Director

Library Trustees - 5/25/2016

The meeting was opened at 6:30 PM with Trustees Roger Daniels, Stacie Winsor, and Lorrie Eaton, as well as Library Director Susan Turbyne, present. Lorrie Eaton moved that the minutes from February 24th, 2016, be accepted. The motion was seconded by Stacie Winsor and passed. Financial Business – Our 2016 1st Quarter ended on March 31st 2016. Our income was $$10,570.06 and our expenses were $8,852.07. We ended the quarter with a balance of $1,717.99. A letter was sent to the town office requesting funds for the 2nd Quarter of 2016. We received a check in the amount of $9,920.00 and it was deposited on April 1st, 2016. Since our last meeting our financial records have been audited and Stacie and I attended the NH Library Trustees Annual Conference. We have been made aware of some changes that we should be making in how we handle our finances. Susan distributed two handouts from the conference: A Trustee Tool Kit and a partial copy of RSA 202-A. These changes will be ongoing process and as a first step we discussed payroll. The payroll for the town of Rumney is now handled by Cynthia Dussault Accounting located at 60 Langdon Street in Plymouth. Susan spoke with Tracey, an employee at the firm, explained our situation, and received a quote of $145.00 per quarter for monthly checks and a quarterly federal report. An additional charge at the end of the year of $30.00 will be charged for the W-2 forms. After discussion, Lorrie Eaton moved that we contract with Cynthia Dussault for our payroll needs. The motion was seconded by Stacie Winsor and passed. Other Business – Our Books, Blooms and Bake Sale is scheduled for Saturday, November 18th from 10 am until 1 pm. This sale is a follow up to the one we had last June which was initiated by Betty Jo Taffe. This year we decided to add books and baked goods. We need the full support of the library trustees and have been soliciting for additional help providing plants, books, and baked goods as well as manning the tables the day of the sale. We also need major help to move the books in and out. We will need help starting that morning at 8 am. The meeting adjourned at 7:15. Respectfully submitted, Susan Turbyne, Library Director

Library Trustees - 2/24/2016

The meeting was open at 6:25 PM with Trustees Roger Daniels, Stacie Winsor, and Lorrie Eaton, as well as Library Director Susan Turbyne, present. Lorrie Eaton moved that the minutes from October 7th, 2015 and November 30th, 2015 as well as the minutes from our telephone conference on December 29th, 2015 be accepted as read. The motion was seconded by Stacie Winsor and passed. Financial Business – Our 2015 4th Quarter ended on December 31st, 2015. We paid out $12,729.14 during the 4th Quarter leaving a balance of $0.00 as of December 31st, 2015. A letter was sent to the town office requesting funds for the 1st Quarter of 2016. We received a check for $9,920.00 and it was deposited into our checking account on January 22, 2016. We started 2015 with $5,539.22 in our checking account. Our income included $34,939.97 from the Town of Rumney, $350.00 in unanticipated income, and $0.31 in interest from Northway Bank for a total of $40,829.50. Our expenses totaled $40,829.50. Other Business • Jim Markey completed the repairs that we requested... we took a ‘walk-around’ the library to see the work that was done...the holes in the walls in the children and young adult rooms were repaired, a chase was built and painted in the stack room, the window casings on the north side of the lower lobby and the book cases were repaired, the stage floor was refinished and baseboard and stair treads were installed and old fire alarms around the library were removed and the paint touched up. We were all pleased with the quality of the work. We paid a deposit of $500.00 on 12/31/15 (check #6709) and made a second payment in the amount of $1477.99 on 12/31/16 (check #6712). The balance due is $2252.01. Lorrie Eaton moved that we pay the balance. The motion was seconded by Stacie Winsor and passed. • Carla Demler has been teaching a preschool class every other Wednesday morning and doing a great job. Susan asked if we could make a paying position available for Carla which would include the teaching, helping with extra activities, and cleaning the building. Lorrie Eaton moved that we hire Carla at $10 per hour for approximately 20 hours a month. The motion was seconded by Stacie Winsor and passed. • The bi-monthly meeting of Scrooge and Marley, a group of area library directors, will be holding their March get-together at our library on March 10th from 10 until noon. How exciting it will be to show off our library and our lovely new addition. Lorrie volunteered to set up a new display in our lobby and bring coffee, tea, and other refreshments. Stacie and Susan volunteered their husbands... Tracy – a fruit platter and Jim – blueberry muffins! • We received a proposed press release that our architect Dennis Mires would like to distribute. There were no objections to this request and Susan was asked to let Dennis know of our approval. • We talked about our upcoming town meeting to take place on March 10th at 7 PM at the Russell School. We will encourage everyone to turn out for this important meeting and support the library budget for 2016. There being no other business, the meeting was adjourned. Respectfully submitted, Susan Turbyne, Library Director

Library Trustees - 12/29/2015

Rumney Library Trustees – Approved 2/24/2016 December 29th, 2015 in the afternoon A telephone conference took place with Trustees Roger Daniels, Stacie Winsor, and Lorrie Eaton, as well as Library Director Susan Turbyne, present. Lorrie Eaton moved that we contract with Jim Markey to finish up a few carpentry projects on the main floor and in the lower lobby, including repairing the holes in the wall between the children’s room and the young adult room, boxing in the piping in the southwest corner of the stack room, repairing the windows on the west side of the lower lobby, sanding and refinishing the stage floor as well as adding baseboard and a handrail. Funds for the majority of this project will come from this year’s budget with the remainder coming from our 2016 budget. The motion was seconded by Stacie Winsor and passed. Having no further business, we ended the call. Susan Turbyne Library Director

Library Trustees - 11/30/2015

Rumney Library Trustees – Approved 2/24/2016 November 30th, 2015 at 7 PM The meeting was opened at 7 PM with Trustees Roger Daniels and Stacie Winsor, as well as Library Director Susan Turbyne, present. Trustee Lorrie Eaton was unable to attend. Financial Business – At our July meeting we mistakenly ‘accepted’ a check from the Samuel P Hunt Foundation for $5,000.00 without a public notice regarding the meeting. To correct this error, we placed a notice regarding tonight’s meeting in the Plymouth Record newspaper. Stacie Winsor moved that we accept the grant. The motion was seconded by Roger Daniels and passed. (The check was turned over to the Town of Rumney to be applied to the Handicap Accessibility Project.) We have received donations and brick orders since our last meeting. Stacie Winsor moved that we accept the $510.00 received between September 23rd and November 24th. The motion was seconded by Roger Daniels and passed. We reviewed our budget request for 2016 and decided to add two additional line items: Fire Protection and Elevator. We will reallocate our request and send it on to the Select Board for consideration. On November 19th we received an email from Dennis Mires, our architect, regarding concern for the integrity of the side walls in the ‘stack’ room. It had been noticed that these walls had pushed out. Dennis suggested that we have the engineers look at the existing condition from the inside in the attic and observe the condition on the rafters, hip members, collar ties and brick check wall. With that information we will be able to suggest a fix. After emails and phone calls with the trustees it was agreed that we proceed. Lorrie Eaton moved that we authorize an amount not to exceed $1500.00 for the architect/structural engineer to investigate the roof structure and masonry wall of the ‘Stack’ room in the original building and propose a plan of action if needed. The motion was seconded by Stacie Winsor and passed. The study took place on November 25th and we are waiting to hear the results. Holiday Open House – Our annual Holiday Open House will take place here at the library on Thursday, December 17th from 6 until 8 in the evening with music provided by Rhubarb Pie. Rachel Anderson has been working on publicity and Sheila O’Meara is collecting names for people willing to bring goodies. The trustees will be on hand to meet and greet our guests. This will be a fun evening to show off our new access as well as the little room downstairs and extend holiday good wishes to one and all. Having no further business, we adjourned at 7:30 with a reminder that our next quarterly meeting is scheduled for Wednesday, January 13th at 6 PM. Susan Turbyne

Rumney Trustees - 10/7/2015

Rumney Library Trustees – Approved 2/24/2016 October 7th, 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. Lorrie Eaton moved that the minutes from July 8th and 25th be accepted as read. The motion was seconded by Stacie Winsor and passed. Financial Business – Our third quarter ended on September 30th. We paid out $7,524.25 the third quarter leaving a balance of $3,296.54 as of September 30th. A letter has been sent to the town office requesting funds for our fourth quarter. We reviewed the donations received since our last meeting. Lorrie Eaton moved that we accept $5,325.00 and $125.00 in donations that we acquired between July 8th and September 22nd 2015 and $715.00.00 that we took in at our Old Home Day book sale and deposit these monies in the Marion Learned fund. The motion was seconded by Stacie Winsor and passed. Following discussion on the proposed budget for 2016, Lorrie Eaton moved that we accept the budget as presented. The motion was seconded by Stacie Winsor and passed. Susan reported on her recent visit to the Citizens Bank in Manchester to update the signature cards on our ‘Trust Account’. Our contact person will be Patrick Barry who may be reached at (617)800-3774. Susan is waiting to hear from Patrick. Following discussion, Lorrie Eaton moved that Roger Daniels (Chair), Lorraine Eaton (Secretary), Stacie Winsor (Treasurer), and Susan Turbyne (Library Director) be authorized, for and on the behalf of Byron G Merrill Library, to transact any and all other business with or through the Citizens Bank which at any time(s) may be deemed necessary by the said officer(s). The motion was seconded by Stacie Winsor and passed. Following discussion of monies still due to the town for the Handicap project, Lorrie Eaton moved that the final sum of $5,000.00 towards the Handicap Project be paid. The motion was seconded by Stacie Winsor and passed. Our Building – Our beautiful handicap addition for all intents and purposes is done. That said, there are still some uncompleted tasks to get our library back in working order. 1. The bookshelves intended for the lower level need to be revitalized and put in place. 2. The non-fiction books need to be put on the shelves... 100-700s in the lower lobby, 800s in the west room, and 900s spruced up in the stack room 3. The windows on the west side of the lower level need some work. 4. Merrill Hall needs to be de-cluttered. 5. Display elevator inspection certificate in elevator and discuss annual maintenance and inspection with New England Lift 6. Purchase carpets for the entryways Having no further business, we adjourned at 7 PM with a reminder that our next quarterly meeting is scheduled for Wednesday, January 13th at 6 PM. Susan Turbyne Library Director