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

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