Rumney Library Trustees Minutes - 8/9/2012

BOARD OF TRUSTEES MINUTES - APPROVED BYRON G. MERRILL LIBRARY Rumney, NH August 9, 2012 – 6:00 p.m. Present: Roger Daniels, Leina Smoker, Tom Wallace, Susan Turbyne From Dennis Mires – The Architects, P.A.: Dennis Mires, Steve Peach MEET WITH ARCHITECT a. Feasibility Study Progress Report a. Schedule o Architects indicated they would work to meet the completion dates identified in the LCHIP Grant Agreement o Architect agreed to meet with Trustees on a regular basis, either weekly or bi-weekly through the Sept. 30 Phase 1 deadline. b. Review Concepts o Architect reviewed basic design features of existing building including the bi-axial symmetry of the building and the various materials/ colors on the exterior. o Architect briefly reviewed the simplest approaches to making the building accessible including ramping and elevators/lifts that would minimally affect the building footprint and indicated that these could be developed for review later. o For this meeting, two basic approaches that involved increasing the building’s footprint were presented. Option A: Extended the rear wing of Library (Existing Stack area) approximately 24 ft. toward the Church property. Included in the addition were a new entry at grade, and elevator, new stairs to both levels of the existing building and an accessible toilet. The shelving in the existing Stack Area on the Main Level would be reconfigured to meet “accessiblility” standards and to provide access to the existing Main Level. The existing “Hall” on the Basement level would be reoriented. The existing oil tanks would be moved into the existing Boiler Room to provided additional space on this level. Concepts for two possible exterior treatments of Option A were presented. A variation to Option A which involved a reduction in the width of the extended Stack wing was presented in order to keep the addition away from the Church’s paved drive/ parking area. The general feeling of the Library was that this was desirable. Option B: Involved an addition to the west side of the Library that also provided a connection to the Historical Society. In the addition would be entries (front and back) at grade, stairs to the Main and Basement levels of the Library, and elevator and accessible toilets serving both the Library and Historical Society building. Access to the Library’s main Level would be through the north window of the West Reading Room. The general feeling of the Board was that Option B had too much of an impact on the front of the Library, but asked the Architect to develop a similar scheme that connected to the Library further from Buffalo Road, possibly at the existing Stak Area. c. Role of Architectural Historian – Elizabeth Hengen o Agreed to keep Historian involved in design process as various concepts are developed and evaluated. d. Property Survey: T. Wallace advised that survey has not started , but that he would get in keep after Kevin French to have survey done. e. It was agreed that the Architect would next meet with the Trustees on Thursday, August 23 at 6:00 pm. to review revised and new conceptual plans. At this point in the meeting the Architects and Susan Turbyne left. REPORTS 1. Review Draft Minutes of June 20, 2012 Meeting (Postponed until next meeting) NEW BUSINESS 2. Donations Received – Donald Young Memorial Fund a. Wallace (Treasurer) reported that the following addition donations in memory of Donald Young had been received. Accept Donations o July 23 deposit - $ 375.00 (from 7 donors) o Aug. 2 deposit - $ 50.00 (from Town of Rumney) Moved by Daniels, seconded by Smoker to accept these donations totaling $ 425.00. Motion passed 3-0. b. Treasurer advised that Ruth Young has indicated to S. Turbyne that she would like donations received in memory of Donald Young be used to make the library accessible to the disabled. Trustees agreed that they would honor her wish. c. Treasurer reported that a separate Donald Young Memorial account has been established in the Library’s Citizens Bank Endowment account and that the donations received to date in this account totals $ 1,220. Next Meeting: Thursday, August 23, 2012 at 6:00 pm.

Rumney Library Trustees Minutes - 6/20/2012

MEETING MINUTES - Approved BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH June 20, 2012 – 6:00 p.m. The meeting was called to order at 6:20 pm. Present were Roger Daniels, Tom Wallace, Leina Smoker. Susan Turbyne was away on vacation. REPORTS 1. Draft Minutes of May 23, 2012 Meeting were reviewed – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes as read. The motion was passed. 2. Treasurer’s Report a. Account Balances – Total of $93,009.23 on 6/19/2012. This amount includes $795. in donations in memory of Donald Young deposited in the Library’s Endowment account (Citizens Bank). b. 2012 Spending “to date” – Report was reviewed. Noted that “Salary” account expended at 35% where “Year” is nearly 50% complete. Treasurer Wallace explained that June salaries have not yet been paid and that hours for the two Library Assistants are slightly less than those projected. 3. Library Director’s Report (None) OLD BUSINESS 4. 2012 Town Meeting Library Warrant Articles a. Endowment Fund Projects – Chimney re-pointing: Tom Wallace has two possible mason’s to contact regarding this work – Champagne’s Masonry (Roger Champagne) of Hebron and Lone Wolf Masonry (Larry Fernald) of Meredith – the latter suggested by Brad Eaton. Wallace is waiting until after Grant for Feasibility Study for Disabled Accessibility is in place to pursue. 5. Library Accessibility Project • Baptist Church Negotiations: Leina Smoker reported that she had contacted Mark Decoteau representing the Rumney Baptist Church and that he, and the Church, are open to discussions with the Library regarding possible acquisition of a portion Church property if needed to make the Library “accessible”. She also reported that the Church indicated they are also willing to consider entering into an agreement with the Town to clarify any boundary issues that may exist regarding the abutting Library and Church properties and that the Church was planning to contact (Kevin) French to, possibly, survey the Church property after learning that the Library planned to have him update the Library property survey as part of their LCHIP Feasibility Study. • LCHIP Grant Application Status Tom Wallace reported that LCHIP Board met on June 18 and voted to award Grant as requested, but with the condition that the Library engage an architectural historian to work with the architect to verify compliance with the “Secretary of the Interior’s Standards” for (Historic) Preservation. Wallace also reported that Amy Dixon of LCHIP had suggested four possible historians and that he had contacted two of them, Elizabeth Hengen of Concord, NH and James Garvin, former NH State Architectural Historian. Hengen proposed a not to exceed fee of $ 1000. (with a $ 100./hr. hourly rate) for her services. Garvin also indicated interest and was to discuss the requirements with LCHIP before offering a proposal. After discussion, it was agreed to modify the Grant Application to include the services of an architectural historian to confirm compliance with the “Secretary’s Standards” as required by LCHIP. It was also agreed that, to accommodate this additional expense, the Hazardous Materials Survey and the Energy Audit included as components of the study in the Grant Application would be part of the Study only if either, or both, could be afforded within the $ 25,000. limitation stipulated in the Warrant Article passed at Town Meeting. It was moved (Roger Daniels) and seconded (Leina Smoker) that Roger Daniels, Chair of the Trustees, be authorized to enter into an Agreement to accept the LCHIP Grant under the conditions described above and to also enter into Agreements for the various Feasibility Study components for the Library. Motion passed. • Tom Wallace advised that he has arranged to meet with the Town Selectmen at their June 25 Meeting to discuss details of accepting the LCHIP Grant with the Selectmen. • Wallace indicated that once the LCHIP Grant and the Architect’s Agreement are in place, he will ask Dennis Mires to develop a schedule of when he would like to meet with the Library Trustees. NEW BUSINESS 6. Oil Tank(s) Replacement: Roger Daniels advised that Carl Doe is still working on finding a replacement tanks. Reported by Tom Wallace that Carl is also suggesting holding off on a “long term fix” until after the Feasibility Study for Disabled Accessibility is completed as the results of that study may suggest relocating the two oil tanks. Wallace also reported that the patched tank was inspected on June 19 and the patch is still holding. 7. Donations Received – Donald Young Memorial Fund: Tom Wallace distributed a listing identifying 20 donations from individuals and businesses totaling $ 795. given in memory of Donald Young. Wallace stated the he has deposited these donations into the Library’s Endowment account at Citizens Bank (in a separate sub-account). Moved (Roger Daniels) and seconded (Leina Smoker) to accept the 20 donations totaling $ 795. received and deposited to dated. Motion passed. Next Meeting: To be determined

Rumney Library Trustees Minutes - 5/23/2012

MEETING MINUTES – Approved 6/20/2012 BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH May 23, 2012 – 6:00 p.m. The meeting was called to order at 6 pm. Present were Roger Daniels, Tom Wallace, Leina Smoker and Susan Turbyne. REPORTS 1. Review Draft Minutes of April 18, 2012 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes as read. The motion was passed. Review Draft Minutes Arch. Selection Committee Meetings: May 9 & 10, 2012 May 15, 2012 – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes as read. The motion was passed. 2. Treasurer’s Report a. Account Balances - $94,290.49 as of 5/23/2012 b. 2012 Spending “to date” – We reviewed the report. c. Northway Checking – The account has been changed to a commercial account and is receiving interest as of April 1st. 3. Library Director’s Report Everything is going along fine. Rachel’s father passed away last week and she is in Georgia with her family. I believe she is flying home next Wednesday and will be back to work a week from tomorrow. Leina was kind enough to volunteer to come in and help but I felt that Sheila and I would get along fine and we have – the piles just aren’t going down. I put a card on the counter and folks have been signing their good wishes. I have purchased the 50 Shades of Gray trilogy by E L James because of the number of requests I have received. I am planning to take some vacation time in June and will be away one or two weeks. I will be in contact with Rachel and Sheila during that time. OLD BUSINESS 4. 2012 Town Meeting Library Warrant Articles a. Endowment Fund Projects – Chimney re-pointing (Dickie Duffy) Roger reported that he has not heard back from Dickie Duffy with a suggestion of a mason. Roger will keep trying to get an answer. 5. Library Accessibility Project • Review Grant Application Consultant/ Architect – It was moved (Roger Daniels) and seconded (Leina Smoker) to select Dennis Mires, PA The Architects as our architect of choice. The motion was passed. Grant Amount- Grant Application Tabulations were reviewed using the following component amounts with totals of ranging from $ 23,790. to $ 24,890. Consultant (Architect) - $19,440.00 Survey - $2,500.00 to $3,000.00 Hazardous Materials Survey - $850.00 Energy Audit - $1,600 Misc Expenses - $500.00 After discussion it was agreed to identify the Grant Request Amount as “Not to exceed $25,000.” to provide a contingency for uncertain costs – It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the amount not to exceed $25,000.00. The motion was passed. NEW BUSINESS 6. Oil Tank(s) Replacement – The leaking oil tank has been patched. Carl Doe is working on replacement tanks. Roger will find out the cost. Next Meeting: Wed.; June 20, 2012 at 6 pm (After LCHIP Meeting)

Rumney Library Trustees' Minutes - 5/18/2012

BOARD OF TRUSTEES MINUTES - APPROVED BYRON G. MERRILL LIBRARY Rumney, NH May 18, 2011 – 6:00 p.m. The meeting was opened at 6:00 p.m. with Roger Daniels, Tom Wallace, Lena Smoker, and Susan Turbyne in attendance. REPORTS 1. Review Draft Minutes of March 17, 2011 Meeting – It was moved (Roger Daniels) and seconded (Tom Wallace) to accept the minutes as read. 2. Treasurer’s Report a. Account Balances - $92,928.95 as of 5/16/11 b. YTD Income – Expenses – We reviewed our income and expenses as of 5/16/11. 3. Library Director’s Report – a. Rachel Anderson has joined our staff and is working Wednesday and Thursday afternoons and Saturday mornings. In addition to her people skills she brings a background in graphic arts. She has already contributed to the weekly Plymouth Record column and completed two projects: setting up Spring Reading for our little ones and developing a new ‘how to’ flyer for our audio books. I am pleased to have her here. b. A new computer has been purchased – an updated Dell Inspiron using Microsoft 7 rather than XP. I am still learning how to work with the changes. c. Summer is just around the corner and we are laying plans to encourage the school children to make use of the library. Lena is acting as our liaison with the Russell School. OLD BUSINESS 4. Status - Town Master Plan Narrative – We plan to review and update our portion of the plan. 5. Lighting Replacement Project – The work is complete. a. NHEC Grant status – Tom will pursue this issue and see if any part of a grant is possible. NEW BUSINESS 6. Election of Trustee Officers for 2011 – It was moved (Roger Daniels) and seconded (Leina Smoker) that Roger Daniels continue as chair, Tom Wallace continue as treasurer and Leina Smoker take on the position of secretary. The motion was passed. 7. Remaining projects for 2011 using Library Endowment Funds a. Refinish front doors – Tom spoke with Craig Bixby about doing this repair. It was moved (Roger Daniels) and seconded (Leina Smoker) to appropriate the amount of $644.46 to do this project. The motion was passed. b. Re-wiring to eliminate remaining knob and tube circuiting – During the recent electrical project it was noticed that knob and tube is still in place and should be removed. We decided not to take on this project at this time. We will see about getting the one plug in the children’s room reactivated. 8. Boiler maintenance – We discussed annual furnace maintenance. Roger will talk with Carl Doe and come up with a plan. 9. NH Atty. Gen. Library Trustee/ Trustee of Trust Funds Seminars Shelburne: June 1- 10:30 am. to noon (Libr.) + 1:30 pm to 4:00 pm. Concord: June 7- 1:00 pm to 4:00 pm 10. Other Business Next Meeting: Wednesday, July 20th 2011 at 6 PM

Library Trustees' Meeting - 5/15/2012

The meeting of the Architect’s Selection Committee was called to order at 6:05 pm. Present were Roger Daniels, Tom Wallace, and Susan Turbyne. Selectman Ed Haskell had previously indicated that he would not be able to attend the meeting. A call was made to Leina Smoker, but she was unable to attend due to family matters. Roger, Susan and Tom each announced their first, second and third choices. All had the same ranking: #1 Dennis Mires, P.A – The Architects; Manchester #2 SMP Architecture; Concord #3 Samyn-D’Elia, PA; Ashland After that the sealed envelopes with the fee proposal from each candidate were opened. The fee proposals were as follows: Dennis Mires SMP, Arch. Samyn-D’Elia Part 1 Feasib. Study Completed by Sept. 28, 2012 $ 17,840. $ 15,000. $15,585. Part 2 Services Oct. 1 to 2013 Town Mtg. $ 1,600. $ 5,500. $ 7,350. Total Fee Proposal $19,440. $ 20,500. $22,935. The Committee reviewed their rankings and agreed that Dennis Mires, P.A. – The Architects with the lowest total fee, remained as the # 1 choice. The Library Trustees agreed to meet on Wednesday, May 23, at 6:00 pm, at the Library to review and approve the Grant Application to LCHIP in its final form. Meeting adjourned at 6:30 p.m.

Library Trustees' Meeting - 5/9-10/2012

The meeting of the Architect’s Selection Committee was called to order at 6 pm. Present were Roger Daniels, Tom Wallace, Leina Smoker and Susan Turbyne. Selectman Ed Haskell had previously indicated that he would not be able to attend the meeting. 6:00 to 6:45 pm. The firm of SMP Architecture of Concord, NH represented by Eric Paulson and Jason Lacombe was interviewed. Written proposals of services offered by the firm were distributed as well as the list of three References. Also, a sealed proposal containing their fee proposal for the work was received, but not opened. 6:50 to 7:05 pm. The Committee discussed the process and scheduling for the selection of an Architect. 7:10 to 8:00 pm. The firm of Samyn – D’Elia Architects of Ashland, NH represented by Tom Samyn was interviewed. Written proposals of services offered by the firm were distributed and reviewed. Also, a sealed proposal containing their fee proposal for the work was received, but not opened. May 10, 2012 – 6:00 p.m. The meeting of the Architect’s Selection Committee was called to order at 6 pm. Present were Roger Daniels, Tom Wallace, Leina Smoker, Susan Turbyne, and Selectman Ed Haskell. 6:00 to 6:45 pm. The firm of Dennis Mires , P.A. – The Architects of Manchester, NH represented by Dennis Mires and John Urdi was interviewed. Written proposals of services offered by the firm were distributed as well as the list of three References. Also, a sealed proposal containing their fee proposal for the work was received, but not opened. 6:50 to 7:15 pm. The Committee discussed the three firms interviewed. No final decision was made and it was agreed to meet again on Tuesday, May 15 at 6:00 pm. at the Library to further discuss and come to a decision.

Library Trustees' Meeting - 4/18/2012

The meeting was called to order at 6 pm. Present were Roger Daniels, Tom Wallace, Leina Smoker and Susan Turbyne. REPORTS 1. Review Draft Minutes of March 29, 2012 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes of the March 29th, 2012 meeting as read. The motion was passed. 2. Treasurer’s Report a. Account Balances - $97,206.95 as of 4/18/2012 b. 2012 Spending “to date” - $9,186.07 has been spent as of 4/18/2012 3. Library Director’s Report We had 471 patron visits in March and checked out 595 books and 264 videos/dvds. Fourteen people came in to use the computers. Sheila is back from her vacation and Rachel will be off this next week. Sheila’s vacation was unpaid. Nine hours of Rachel’s vacation will be paid. We have been busy readying books for circulation. We have purchased new books and have received many donations. Our patrons’ favorite authors seem to be quite prolific. We have begun to publicize our next block of Saturday morning story/craft times. This next session will begin May 5th. Last Thursday, seven ladies from the BGM Knitting Society met here at the library. They all appreciate the opportunity to socialize and are good advocates of our library. Monday, I spent the day in Concord at the ‘Small Libraries Summit’ which was sponsored by the State Library. Library Trustees was the topic and Terry Knowles was the presenter. Thanks to Tom, we seem to be in line with what is expected legally from our trustees. I am grateful to the three of you and how well we do together. Thank you! OLD BUSINESS 4. Status - Town Master Plan Narrative a. Report - Public Hearing April 5, 2012 – This hearing took place as scheduled. The Planning Committee will review our request to remove the last sentence regarding the library at their next meeting. 5. 2012 Town Meeting Library Warrant Articles a. Endowment Fund Projects – Chimney re-pointing (Dickie Duffy) Roger met with Dickie Duffy and he will be unable to do the work. Mr Duffy does feel that the work should be done and will suggest someone to do the work. Roger will follow up with Mr Duffy. 6. Library Accessibility Project • Review Architect Qualifications Identify Finalists (Min. 3; up to 5) After reviewing the qualifications, it was moved (Roger Daniels) and seconded (Leina Smoker) that we continue on with the process and interview SMP Architecture, Dennis Mires, and Samyn-D’Elia Architects. Notification of Finalists and Others – Tom will inform the finalists. “Request for Proposal” – Sealed Proposal w/ Cost Interviews May 9 & 10 Wed. May 9: #1- 6:00 to 6:45pm. #2- 7:15 to 8:00 pm. Thurs. May 10: #1- 6:00 to 6:45pm. • Selection Committee – We will tentatively meet on Tuesday, May 15th. • Other Grant Application components Property Survey – We would like to update the property survey which was last done in 1995 by Kevin French. We have tried unsuccessfully to find out if he is interested. Roger will make an attempt to talk with him. Hazardous Materials Survey – Tom contacted two companies who estimated a cost of $800 to $1000 Energy Audit – The town had an audit done by SEEDS for the town offices. We contacted SEEDS and received an estimate of $1500 to $2000. NEW BUSINESS - The next meeting is scheduled for Wednesday, May 23rd at 6 pm to approve the final grant application.