Library Trustees - 10/4/17

The third meeting of 2017 was opened at 6:30 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 our second meeting on March 6th 2017 be accepted. The motion was seconded by Stacie Winsor and passed. The approved minutes will be forwarded to the town office and placed on the Rumney Trustees blog. A financial report was distributed showing expenses in the amount of $21,685.51 for the current year. A letter requesting funds in the amount of $10,477.25 for the 4th quarter will be sent to the selectmen. A proposed budget for 2018 was distributed and was followed by some discussion. It was agreed to increase some of the hourly rates as of September 1st, 2017. More discussion will take place at our next meeting. We received a request from the Rumney Planning Board to update our Capital Improvement requests. We will discuss this at our next meeting. Lorrie Eaton moved that we proceed with our Merrill Hall lighting project. The work will be done by AES Electric at a cost of $2,000.00 and the lamps and light bulbs will be ordered from Amazon at a cost of $689.81. The motion was seconded by Stacie Winsor and passed. Work will begin immediately. It was agreed to continue our discussion next Wednesday, October 11th, at 6:30 PM. Respectfully submitted, Susan Turbyne, Library Director

Rumney Library Trustees - 3/6/2017

The meeting was opened at 6:30 PM with Trustees Roger Daniels and Stacie Winsor, and Library Director Susan Turbyne, present. Also attending was Carla Demler. Lorrie Eaton was absent. Roger Daniels moved that the minutes from November 2, 2016 and January 8, 2017 be accepted as read. The motion was seconded by Stacie Winsor and passed. The approved minutes will be forwarded to the town office. Financial Business – Roger Daniels moved that the 2016 Financial Report be accepted as read. The motion was seconded by Stacie Winsor and passed. We reviewed our 2017 expenses to date. Roger Daniels moved that we pay half ($163.99) of the purchase of an Epsom VS240 SVGA 3LCD Projector which we will share with the Rumney Historical Society. This projector will be used for power point presentations as well as showing movies in Merrill Hall. The motion was seconded by Stacie Winsor and passed. Russell School Grant – Russell School received a grant this year to finance the after school program. Our library is involved with the grant and some of the activities so will receive some funding to support our children’s programming. Carla Demler listed some of the items we hope to acquire: tables and chairs for the preschoolers, a craft cart for storing supplies, and a Lego Brick Lab for our older children. The trustees were enthusiastic in their support. Merrill Hall – We are anxious to continue work on Merrill Hall with the funds we have set aside and shared ideas on the next steps. We all agree that lighting is next and we will move forward with selecting an electrician. Respectfully submitted, Susan Turbyne, Library Director

Library Trustees - 1/8/2017

The meeting was opened at 6:30 PM with Trustees Stacie Winsor, and Lorrie Eaton, as well as Library Director Susan Turbyne, present. Also attending was Carla Demler. Trustee Roger Daniels was excused. Financial Business – Stacie Winsor,Treasurer, presented the Annual Financial Report. We ended the year with $3,792.18 in our checking account and $90,209.42 in our endowment funds. We were unable to complete our lighting and flooring projects in Merrill Hall before the end of year. It was agreed that we would request that the money be moved forward to 2017 in order that we can continue work on these projects. Lorrie Eaton proposed that we send a letter to the select board requesting that the amount of $10,242.87 be encumbered in order that work can be continued on Merrill Hall in 2017. The motion, seconded by Stacie Winsor, was passed. A letter to the select board was prepared and signed by Stacie Winsor, Treasurer. Susan will deliver the letter to the town office tomorrow (Monday, January 9th 2016). There being no further business, the meeting was adjourned. Susan Turbyne, Library Director

Library Trustees - 11/2/2016

The meeting was opened at 5:35 PM with Trustees Roger Daniels, Lorrie Eaton, and Stacie Winsor, as well as Library Director Susan Turbyne, present. Also attending was Carla Demler. Lorrie Eaton moved that the minutes from September 21st, 2016, be accepted as read. The motion was seconded by Stacie Winsor and passed. Financial Business – Our 2016 3rd Quarter ended on September 30th, 2016. Our income was $3295.00 in donations and our expenses were $6411.88. Lorrie Eaton moved that we accept this report. Stacie Winsor seconded and the motion passed. Letters have been sent to the town office requesting funds for the 3rd and 4th quarters of 2016. We reviewed our budget request for the calendar year 2017 which shows a slight increase over 2016 due to cost increases in inspections and subscriptions. Lorrie Eaton moved that the 2017 Budget Request be approved. Stacie Winsor seconded and the motion passed. The request will be forwarded to the town office. We received a quote from United Safety Services, LLC to do our annual inspection of fire extinguishers and safety equipment at a lesser cost than our current provider, Tri State. The town of Rumney is now using United Safety Services. Lorrie Eaton moved that we transfer our business from Tri State to United Safety. The motion was seconded by Stacie Winsor and passed. Susan will inform both Tri State and United Safety Services of the change. Capital Improvement – Merrill Hall – An enthusiastic workday took place this morning as the crew washed windows and window casings, took down old curtain rods, scraped bricks where needed, swept and vacuumed and cleaned out the furnace room. A big thank you to the Dupuis and Demler families as well as Steve Angelea, Janice Mulherin, Roger Daniels, Lorrie Eaton and Jim Turbyne. Now we can start to put it all back together. The next step in to prime the brick area with a special water-proofing primer and perhaps patch with block bond. Carla Demler, Roger Daniels, and Jim Turbyne will work on this. We are also waiting for quotes on lighting and flooring. What’s Happening at the Library – November newsletters and copies of a recent Plymouth Record article were distributed to update the board on this month’s activities which include several children’s story times and a new science club, knitting and book club gatherings and a cookie swap. Susan and Carla reported on the very successful CLiF story teller program that took place at the library on October 19th. About fifty preschoolers, homeschoolers and their parents/caretakers enjoyed a live story teller and received many free books to take home. They were also introduced to the many new books that the library received through the CLiF grant. It was a fun morning. There being no further business, the meeting was adjourned at 7 PM. Respectfully submitted, Susan Turbyne, Library Director

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