Rumney Library Trustees - 3/20/2013

BOARD OF TRUSTEES MINUTES – APPROVED on 4/24/2013 BYRON G. MERRILL LIBRARY Rumney, NH March 20, 2013 – 12:30 p.m. The meeting was opened at 12:30 PM. Present were Roger Daniels, Thomas Wallace, Leina Smoker, and Susan Turbyne REPORTS 1. Review Draft Minutes: February 6, 2013 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the minutes as read. The motion was passed. 2. Treasurer’s Report a. 2012 Town Audit (week of March 18) is taking place. b. 2013 • Account Balances - $89,501.04 as of 3/19/2013 • Spending “to date” – We reviewed this report. Tom noted that we need to monitor expenses as this year’s spending to date is running a little ahead of projections. 3. Library Director’s Report We have busy at the library since we last met on February 6th. Totals for February are: 358 patron visits, 417 books and 136 dvds checked out. A great deal of our time is spent processing books to add to our collection. In addition to books we have purchased, over a hundred books have been donated in the last month. Each book is entered into our data base as well as the state listing. Labels, pockets and cards are added. We hold several programs each month. Story time which includes a craft has been held the first three Wednesdays each month. Our new ‘tween’ club started meeting in February and also met three times in March. We are using the American Girl as our theme. Thus far we have ‘studied’ Kaya, an Indian Girl who lived in Washington state in 1764. This past Saturday we concluded that study with a visit to the White Mountain Museum in Plymouth followed by a treat at the Ice Cream Parlor. The Ladies Knitting Group met the second Thursday in February and March. Our book club is sort of active… we all read ‘One More Mountain’ by Emilie Richards but are unable to come up with a time to meet. We were open the third Thursday in February and had a few people stop in. Our programs will continue in April. Sheila is scheduled to be on vacation April 6th to 13th and Rachel will be taking some time off around the school vacation. OLD BUSINESS 1. Red Mountain Construction Ceiling Patching & Painting – Final Cost $ 430.00 (Paid) 2. 2012 Feasibility Study – Disabled Accessibility a. Energy Audit – We received the final report and will be studying it in the months ahead. b. Final Spending Report – LCHIP grant – The final bills for the architect($1600.00), the energy audit ($1600.00) and plan printing ($64.75) totaling $ $3,264.75 have been received. It was moved (Roger Daniels) and seconded (Leina Smoker) that these bills be submitted to the town to be paid. The motion was passed. NEW BUSINESS 1. Trustee Officers election – It was decided that the slate of officers continue in their present positions – Chairperson – Roger Daniels, Secretary – Leina Smoker, and Treasurer – Thomas Wallace 2. Town Meeting Warrant Articles a. Article 26 “Lot Line Adjustment” with Rumney Baptist Church - Article 26 was passed at town meeting. Leina suggested, and all agreed that we request a meeting with the selectmen and church elders to discuss going ahead with the lot line adjustment. b. Article 27 Authority to expend $ 40,000.00 for architectural services for design development with full amount to come from Groton Wind Project “Mitigation Funds” administered by LCHIP – Article 27 was passed at town meeting. It was moved (Roger Daniels) and seconded (Leina Smoker) to proceed with the application to LCHIP. The motion was passed. 3. Energy Audit Recommendations – Carl Doe has reviewed the report and shared a few thoughts about the boiler. We selected a larger boiler, seven years ago, because of the time it takes for the water to run out and back and because our system runs on a timer. Carl feels that our oil burner is working well and should not be changed. 4. Other New Business – no other business. The meeting was adjourned at 2.:03 pm.

Rumney Library Trustees - 2/6/2013

APPROVED MINUTES *as of March 20th, 2013 BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH February 6, 2013 – 12:30 p.m. The meeting was called to order at 12:30 pm. Present were Roger Daniels, Tom Wallace, Leina Smoker, and Susan Turbyne. REPORTS 1. Review Draft Minutes: January 10, 2013 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes of January 10th 2013 as read. The motion was passed. 2. Treasurer’s Report a. 2013 • Account Balances - $95,321.10 as of 2/5/2013 • Spending “to date” – We reviewed our spending thus far this year. 3. Library Director’s Report: January was a busy month, good to get back on schedule after the holidays. Our totals for January were 395 patron visits, 451 books checked out, and 129 dvds/videos borrowed. The Knitting Ladies met on January 10th and we had three Wednesday afternoon story times. Third Thursday took place on January 17th and we had a group here playing cribbage. February came quickly and last Saturday we celebrated ‘Take Your Child to the Library Day, a national event. A dozen children stopped in for stories and a craft. Several new people signed up for library cards. Our plans for February include a Valentine’s party with the Knitting Ladies on the 14th, story times on the 13th, 20th and 27th, and Third Thursday on the 21st which will include games and book reviews. OLD BUSINESS 1. Planning Board: Review proposed “CIP Report – Jan. 30, 2013” After a few changes, it was moved (Roger Daniels) and seconded (Leina Smoker) to approve the “CIP Report – January 30, 2013” which goes to the planning board. 2. Red Mountain Construction Work – Susan reported that the work (repairing the ceiling around the light fixtures in the office, computer room, and behind the circulation desk) has been completed in a satisfactory manner. Red Mountain will get their final invoice to Tom Wallace. 3. Feasibility Study – Disabled Accessibility a. Land Acquisition from Church – Leina reported on the church meeting. The Church is working with a lawyer to clarify their land title. b. Architect’s Study Report -Vol. I & II, Drawings, Rendering) – The ‘Reports’ have been printed and a copy delivered to the town office. c. Energy Audit – Margaret Dillon from SEEDS will be here February 13th to do the audit. 4. 2013 Town Meeting Preparation a. Public Hearing – Feb. 11 @ 7:00 pm – Tom Wallace will attend this hearing. b. Informational Meeting at Library – Feb. 21 – It was decided not to have this event. c. Town Vote day – March 12 – Tom Wallace will be at the polls showing our plans. d. Town Meeting – March 14 – Tom will invite our architect, Dennis Mires, to be at the meeting in case he is needed to answer questions. 5. Spending Report – LCHIP Grant – We reviewed our expenses thus far. At this time there is a balance of $108.64 remaining. 6. Overdue Book Policy – Susan asked that we dismiss this discussion. NEW BUSINESS 1. Other New Business – There is no other new business. Next meeting will be Wednesday, March 20th at 12:30 PM.

Rumney Library Trustees - 1/10/2013

BOARD OF TRUSTEES MINUTES – APPROVED 2/6/2013 BYRON G. MERRILL LIBRARY Rumney, NH January 10, 2013 – 1:00 p.m. The meeting was opened at 1 PM. Present were: Roger Daniels, Thomas Wallace, Leina Smoker and Susan Turbyne. REPORTS 1. Review Draft Minutes: Nov. 29, 2012 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the minutes as read. The motion was passed. 2. Treasurer’s Report a. 2012 YE Reports • Budget/ Income Spending Reports – Tom shared the final totals for 2012 showing $36.62 unspent. • Town Report – Tom shared the report that will go into the town report for March. b. 2013 • Account Balances - $88,097.92 as of 1/8/2013 • Spending through 1/8/2013 – We reviewed this report. 3. Library Director’s Report a. The highlight of December was our Holiday Open House when 50+ patrons gathered on ‘3rd Thursday’, December 20th, to help us celebrate the season. The library was festively decorated right down to the use of Roger Daniel’s oil lamps. The musical group Rhubarb Pie with Bill and BJ Taffe played some lively music, John Allen read from ‘A Child’s Christmas in Wales’, cookie lovers took part in a swap, mystery readers were introduced to several new novels, and everyone seemed to have a good time. b. The patronage totals for 2012 have been computed: i. Patron visits – 5829 (4648 in 2011) ii. Books checked out – 6048 (5738 in 2011) iii. DVDs/Videos checked out – 1932 (2040 in 2011) c. January has arrived and with it many projects that need to be completed. Some of the things we are working on are; i. Putting away the Christmas decorations and eliminating some of the items we have not used ii. We have stocked up on salt but still need to add some sand and an inside rug. The flag pole holder needs to re-installed. iii. Updating the active patron list – renewing patrons who last registered in 2010 iv. Planning our upcoming ‘3rd Thursdays’ – our next one is January 17th and we are planning a game night. Several cribbage players have expressed an interest. v. The next session of Children’s Story time, ‘Bundle Up’ started yesterday with eleven children in attendance and will continue through the month of February. vi. ‘Take Your Child to the Library’, a national program, will take place on February 2nd and we plan to participate. vii. The ‘Tweens’ met in December and made Christmas gifts. We are planning a Valentine Tea for the girls and their American Girl dolls in February. viii. The Knitting Club remains active with the next get-together scheduled for this afternoon. ix. I have had requests to start up the ‘Ladies Book Club’ again so am in the process of ordering books. x. A complete review of our children’s room xi. The storage closet is on the list for being cleaned out and reorganized. The furnace room also needs to be also needs to be cleaned up. xii. Annual reports to the town and state are underway. xiii. And, as always, we strive to make our patrons happy and spend any extra time adding and purging books. d. A concern… over due books. I would like some input from the Trustees as to what our position should be. A discussion took place and it was agreed to give this issue some thought. OLD BUSINESS 1. Status Oil Tank Replacement – The two tanks have been replaced and moved into the boiler room. Carl Doe’s work is done and he has been paid. 2. Planning Board: Updated Capital Improvements request – We will table this request until another time. 3. Red Mountain Construction Proposal – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the bid proposal from Red Mountain Construction to repair the ceilings in the office, computer room, and behind the desk area at a cost between $300 and $450. The motion was passed 4. NH AG Office letter re: “Rumney Public Endowment Fund” Tom Wallace advised that he has sent a letter to the AG Office saying that the Library Trustees did not wish to terminate the Rumney Public Endowment Fund”, but wished to continue to maintain the Fund under the control of the Library Trustees if possible. 5. Feasibility Study – Disabled Accessibility a. Tom Wallace presented a report indicating Expenditures to date for the LCHIP Feasibility Study. After factoring the amount still due the Architect, $1835. is left in the grant money. It was moved (Roger Daniels) and seconded (Leina Smoker) to add the Energy Audit at a cost of $1600. leaving $235. for printing costs. The motion was passed. b. Architect’s Study Report • Volume I of the Architect’s Report was reviewed and discussed. All three of the Trustees expressed concerns about the 3-D drawings included in the Report. Roger Daniels, said that the perspective from the north makes the addition look larger that the existing building. All shared that concern and that the drawing may turn people against the proposal as opposed to help sell it. At this point, the Trustees all felt the Library’s interest was better served by removing the 3 pages with 3D drawings from the “Report”. Tom Wallace will convey the Trustees concerns to the Architect and ask him for a response. • Printing: Tom Wallace presented a proposal from True Colors for printing of the Report and some of the Drawings. After discussion it was agreed that only five copies of Vol. I and one copy of Vol. II were needed at this time. It was also agreed to hold off any printing until after the Annual Meeting of the Rumney Baptist Church when it would be known if the Church was amenable to transferring land to the Town as proposed. c. Warrant Articles: Tom Wallace presented two proposed Warrant Articles regarding the “accessibility” project as follows: Land Acquisition from Church Rumney Planning Board review - “Lot Line Adjustment” Article 24: To see if the Town will authorize the Town (Selectmen?) to negotiate and complete a Lot Line Adjustment for acquisition of a portion of land from the Rumney Baptist Church to allow for the proposed expansion of the Library and to insure that the Library’s existing septic system is located on Town property and further to vote to raise and appropriate the sum of $ 600.00 to complete the same. Selectmen recommend this article. • It was noted that the amount ($ 600.) did not include any legal fees, such as from the Town’s Attorney. Trustees agreed to submit Article 24 as written, but to ask the Selectmen to factor in “legal fees” as needed. Phase 2 Grant from LCHIP (Mitigation money) Article 25: To see if the Town will raise and appropriate the sum of $ 40,000 for architectural design services and related expenses for the development of a single design to make the existing Byron G. Merrill Library building accessible to the disabled in a manner that preserves its historic character. Architectural design services shall include design development, preparation of bidding and construction documents, and bid phase services sufficient to allow the Library Trustees to obtain bids or a Guaranteed Maximum Price from qualified Contractors or Construction Managers for construction of the project. The entire amount of this appropriation shall come from the “Mitigation Funds” available to the Town as a result of the permit granted for the Groton Wind Project as administered by the State of New Hampshire Land and Community Heritage Program (LCHIP) office, with no amount to be raised by taxation. The Library Trustees are hereby authorized to apply for said funds and take any other necessary actions relating thereto. • Tom Wallace explained that the Article, as written, provided the option of using either a “Design-Bid-Build” contract method for construction of the project or a “Construction Manager” contract which involves the Contractor in the design. He indicated that, based on his experience, the latter method offered some advantages to the Library. Trustees agreed to submit Article 25 as written. Meeting adjourned at 2:20 pm. Next meeting to be scheduled as needed

Rumney Library Trustees - 11/29/2012

BOARD OF TRUSTEES MINUTES – APPROVED ON 1/10/2013 BYRON G. MERRILL LIBRARY Rumney, NH Nov. 29, 2012 – 1:00 p.m. REPORTS 1. Review Draft Minutes Nov. 7, 2012 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the minutes as corrected. The motion was passed. 2. Treasurer’s Report a. Account Balances - $100,372.89 b. 2012 Spending “to date” – We are within budget and should be able to include the cost of the oil tank replacement with this year’s funds. 3. Library Director’s Report - Jim and I enjoyed our time on the road traveling through nineteen states. Our goal was Dallas, Texas, and we enjoyed time with our son. During this time Rachel and Sheila kept the library running smoothly. OLD BUSINESS 1. Status Oil Tank Replacement – The new tanks are in place in the boiler room. Carl Doe will rotate the boiler next week and connect the new tanks. 2. Updated Capital Improvements request – We postponed discussion at this time. 3. Feasibility Study – Disabled Accessibility a. Cash Flow Projection - $18,725.00 of the $25,000.00 has been spent at this point. The remaining Architect’s fee is $4,440.00. Allowing $300.00 for miscellaneous expenses the total projected expense is $23,465.00. We are still in hopes of doing an Energy Audit and/or a Hazardous Materials Survey with the remaining funds. b. Status – Architect’s Study Report (Vol. I & II) • Presentation Drawings – We reviewed the drawings and they will be updated. • Updated Budget – The Architects’ Revised Estimate has increased to $545,700.00 due to the need to use a full elevator rather than a LULA elevator. c. Next steps: After reviewing and discussing Vol. I of the November 28, 2012, “Accessibility Feasibility Study”, the Library Trustees decided to present three Warrant Articles regarding the project at the March 2013 Town Meeting. The exact wording has not been developed but will be something like this: 1. Authorize the Town to complete the ‘Lot Line Adjustment” with the Church. 2. Authorize the Library Trustees to apply to LCHIP for a Grant to fund further design development through preparation of Construction Documents sufficient to obtain Bids. 3. Add additional $5,000.00 to the Library Capital Reserve Fund. NEW BUSINESS 1. NH AG Office letter re: “Rumney Public Endowment Fund” – A letter, dated November 14th 2012, received from Terry Knowles at the Attorney Generals Office was reviewed. After discussion, the Trustees decided that they did not wish to terminate the “Rumney Public Endowment Fund”. Tom will send a follow up letter advising them of our decision. 2. Other New Business – none The meeting was adjourned at 2:12 PM

Rumney Library Trustees - 11/7/2012

MEETING MINUTES - APPROVED BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH Nov. 7, 2012 Meeting began at 1:00 PM. Present were Roger Daniels, Tom Wallace, and Leina Smoker. REPORTS 1. Review Draft Minutes Sept. 27, 2012 Meeting It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes for 9/27/2012 with the following addition under NEW BUSINESS: b. 2013 Budget Planning: Selectmen have scheduled meeting on October 1, 2012 to begin 2013 Budget Planning process. Tom will be away and cannot attend. Roger will attend in his place. It was agreed that the Library will submit a Budget request totaling $ 37,730.00 comprised of an Operating budget of $ 37,730.00 funded by the Town (same as 2012) and no expenditure of Trust Fund money for building maintenance work. 2. Treasurer’s Report a. Account Balances: $ 101,090.82 b. 2012 Spending “to date” report reviewed. c. Copy of 2013 Budget as submitted to Town distributed 3. Library Director’s Report (None – Susan away) OLD BUSINESS a. 2012 Endowment Fund Projects Status a. Chimney re-pointing work has been completed by Benjamin Billin, as authorized. b. Tom Wallace reported he had painted the trim around the main entry door as well as most of the basement windows. He also made a temporary replacement for the sill at one of the basement windows, on the north side, which will need a permanent repair next Spring b. Feasibility Study – Disabled Accessibility 1) Tom Wallace outlined the Architect’s Study Report (Vol. I & II) which he had received in electronic format from the Architect. He identified the following concerns: • The report identifies Schemes E-1 and F-1 as the viable options with E-1 requiring land acquisition. Scheme F-1 limits new construction to within the existing library property boundaries. Tom advised that F-1 may not be feasible as it places the edge of new construction on the existing rear property line. • Tom also reported that, after further investigation, the Architect advises that a LULA elevator is not allowed by the State for our application. This results in a more expensive project and makes it more difficult to keep the historic character of the building and to fit the construction on the library’s site. • Tom expressed disappointment that the report did not include 3-D illustrations of Schemes E-1 and F-1, which would help evaluate how the new construction would integrate with the existing building. • Tom advised that he contacted the Architectural Historian and asked if relocating the Lower Level Stage, as proposed in both Schemes E-1 and F-1, had a negative impact on the historic character of the building. The Historian, he reported, advised among other things; that this would depend on how significant the Stage was to the history of the building’s use. Consensus reached among Trustees that the Stage could remain “as-is” in both Schemes E-1 and F-1 thereby helping to reduce the project cost. • Tom commented that he was not sure that the location of the new “accessible” toilet room in the Basement (Schemes E-1 and F-1) was the best location as it required a sewage ejector and would be difficult to monitor. He noted that, for Scheme E-1, it might be possible to locate the toilet room at grade level adjacent to the new accessible entry. • Tom noted that the report did not include an evaluation of the existing building and building system. He will ask the Architect to add this to the report. 2) The suggestion to the Library made at the Oct. 22 Selectmen’s meeting that the Library propose a Warrant Article at the 2013 Town Meeting to fully fund the project was discussed at length. Leina Smoker expressed concern that the project cost would be a very hard “sell” and that people would want to know how the cost would affect their taxes. Roger noted that a Bond issue, perhaps for 10 years, would significantly reduce the impact. A possible strategy discussed was to have a 2013 Warrant Article with a Bond issue to fund the project with, in the event that this Article failed, “back-up” Warrant Articles that would allow the library to proceed with land acquisition, final design, etc. and, then, present a Warrant Article in. This would allow the Library the opportunity to pursue grants and to implement a fund raising campaign, both of which could reduce the amount needed by Town appropriation. No decision reached. 3) The need to ask the Town to add and additional $ 5000. to the Library Capital Reserve Fund was discussed. No action taken. 4) The possibility of including a Hazardous Materials Survey or an Energy Audit into the Study was discussed. Tom advised that it looked like there might be around $ 1500. available from the original $ 25,000. LCHIP Grant for this. No action taken. 5) Status of negotiations with the Rumney Baptist Church regarding land acquisition for the accessibility project was discussed. Leina advised that the contact information requested by the Selectmen has been given to them. Leina also suggested that it might help with negotiations that the Church be reminded that the availability of a small meeting area in the library basement that would be made possible by the “accessibility project” as envisioned would available to the Church for their use. All three trustees felt this was a good idea. 6) After discussion, it was agreed that knowing whether the necessary land acquisition to implement Scheme E-1 was a possibility was essential in order for the library to make a recommendation to the Town. It was agreed that the first priority for the Library was that this acquisition, if possible, be addressed at the 2013 Town Meeting. NEW BUSINESS a. Roger Daniels reported that, after discussion with the Rumney FD, Carl Doe has installed two new replacement oil tanks in the existing boiler room. The new tanks will replace the tanks currently feeding the boiler, one of which developed a second leak that was discovered on Oct. 20. Before the new tanks can be filled and used, the existing boiler must be re-oriented to comply with fire code regulations. Roger advised that Carl’s plan is to work around the Library’s schedule to complete this work. Tom Wallace reported that there appear to be sufficient funds in the 2012 appropriation to cover the cost for this work. b. Tom Wallace reported that the Library has been informed that the Café on the Common has applied for a liquor license and asked if the Library wishes to comment on this application. After discussion, the Library agreed that it would take no action on this request. c. The Rumney Planning Board has asked the Library to update its 2005 Capital Improvement Plan Projections. A copy of the 2005 Projections was reviewed. After discussion it was agreed that Tom would advise the Planning Board that they would work on and updated projection, but that the Library would need a better sense of how they were going to address “HC Access” before they could comply with the request. d. We will meet next after Susan’s return. The meeting was adjourned at 2:10 PM.

Rumney Library Trustees - 9/27/2012

BOARD OF TRUSTEES MINUTES - APPROVED BYRON G. MERRILL LIBRARY Rumney, NH Sept. 27, 2012 – 4:30 p.m. The meeting was opened at 4:30 PM. Present were Roger Daniels, Tom Wallace, Leina Smoker and Susan Turbyne. Dennis Mires and Steve Peach joined us. REPORTS 1. Review Draft Minutes Sept. 12, 2012 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes for 9/12/2012 as read. The motion was passed. 2. Treasurer’s Report a. Account Balances - $95,798.61 as of 9/27/2012. b. 2012 Spending “to date” – We reviewed the report. c. Tom has requested the 4th quarter funding from Town d. Tom reported that LCHIP has advised that they are mailing second “installment” of Grant in the amount of $10,000. to the Town this week. 3. Library Director’s Report a. Library ‘Sign Up’ Month – We are pleased to have several new patrons who signed up this past month for library privileges. b. September Story Time with the theme, ‘Take a Closer Look’, concluded yesterday. Sixteen children attended the programs. The October series entitled “Fall in to a Good Book” will run for three consecutive Wednesday afternoons starting October 17th. The final session will kick off ‘Trick or Treat’ in Rumney Village. c. ‘Third Thursday’, when we are open until 8, took place last Thursday. We looked very nice with our coffee bar and Jim’s cookies in place but no one came including the heat! Carl came Saturday morning and all is well with the furnace. Our next ‘Third Thursday’ is scheduled for October 18th and will include cupcakes to celebrate Rachel’s birthday. Leina has promised to attend! d. Our new computer, which is for Rachel’s use, is up and running on the desk in the children’s room. Software was installed last week at Staples. e. I will be heading out Thursday, October 18th, for a few weeks of vacation. Rachel and Sheila will man the fort. There will be a slight change in hours while I am away. We will not be open Thursday morning and will be closing at 5 on Wednesdays and Thursdays. The temporary hours will be mentioned in the newspaper and will be posted on the front door. OLD BUSINESS a. 2012 Endowment Fund Projects • Chimney re-pointing – Proposal Benjamin Billin of Plymouth – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the proposal from Benjamin Billin of Plymouth in the amount of $900.00 to repoint the chimney with the provision that work will be paid for in full upon completion. The motion was passed. b. Feasibility Study – Disabled Accessibility • LU/LA Elevator: The architect reported that, in the Library’s case, the applicable codes allow for the use of a LU/LA elevator as well as apart of an “accessible path of travel”. Architect advised that the savings of a LU/LA elevator vs. a full elevator was approximately $ 55,000. Disadvantages of LU/LA elevator pointed out included that it does not allow a wheelchair to turn around inside cab. This might require backing out of the elevator. It was also noted that a LU/LA elevator would not have the same capacity as a full elevator. • Architectural Historian Update: Reported that reaction from Arch. Historian Liz Hengen to Schemes A through E was generally favorable with the exception of Scheme C which, she felt, had a negative impact on the existing Library building. • Architect presented new Schemes E-1 and H. Both Schemes incorporated LU/LA elevators rather than full elevator. Though reduced in size vs. Scheme E, Scheme E-1 still requires acquiring land to the north from the Rumney Baptist Church. Scheme H is possible without acquiring additional land. Architect presented updated cost estimates for Scheme E-1 and H. Both Schemes were estimated to have a construction cost of $ 343,000. and a total “Project” cost of $ 450,300. excluding land acquisition costs. Trustees agreed that Scheme E-1 was the preferred option in terms of function and its minimal impact on the historic character of the existing Library. • Trustees instructed Architect to send Schemes E-1 and H to Liz Hengen for her review and comments and prepare his Feasibility Study report based on these latest schemes. Architect to get copy of “Study” in draft form to Library for review in 2 to 3 weeks to allow Library to begin discussions with Town Selectmen for 2013 budget process. NEW BUSINESS a. Computer – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept a computer that has been donated to the library. The motion was passed. b. 2013 Budget Planning: Selectmen have scheduled meeting on October 1, 2012 to begin 2013 Budget Planning process. Tom will be away and cannot attend. Roger will attend in his place. It was agreed that the Library will submit a Budget request totaling $ 37,730.00 comprised of an Operating budget of $ 37,730.00 funded by the Town (same as 2012) and no expenditure of Trust Fund money for building maintenance work. We adjourned at 5:45 PM. b. Next Meeting: November 7, 2012 – 1:00 PM 2013 Budget Planning: Selectmen have scheduled meeting on October 1, 2012 to begin 2013 Budget Planning process. Tom will be away and cannot attend. Roger will attend in his place. It was agreed that the Library will submit a Budget request totaling $ 37,730.00 comprised of an Operating budget of $ 37,730.00 funded by the Town (same as 2012) and no expenditure of Trust Fund money for building maintenance work.

Rumney Library Trustees - 9/12/2012

BOARD OF TRUSTEES MINUTES - APPROVED BYRON G. MERRILL LIBRARY Rumney, NH Sept. 12, 2012 – 4:30 p.m. The meeting was opened at 4:30 PM. Present were Roger Daniels, Tom Wallace, Leina Smoker and Susan Turbyne. Dennis Mires joined us at 5 PM. REPORTS 1. Review Draft Minutes Aug. 23, 2012 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes for 8/23/2012 as read. The motion was passed. 2. Treasurer’s Report a. Account Balances - $98,184.36 as of 9/11/2012 b. 2012 Spending “to date” – We reviewed the report. c. The check for Dennis Mires in the amount of $10,000.00 has been prepared by the town. 3. Library Director’s Report a. Library ‘Sign Up’ Month – We are continuing to encourage Rumney residents to sign up for a library card. We have mentioned it in the Plymouth Record each week and we are making posters to display around town. b. September Story Time is underway with the first event taking place this afternoon. The theme for this month is ‘Take a Closer Look’. c. Our ‘Festive Friday’ has turned into ‘Third Thursday’. We will be open on Thursday, September 20th until 8 pm. We are encouraging people who can not join us during our regular hours to stop by. Books checked out during these extended hours will be due the following month. We will offer light refreshments and have a monthly theme. d. We have a new computer which has been donated to the library and will be housed on the desk in the children’s room. Rachel is doing quite a bit of computer work and this will enable her to work on the computer and still see patrons entering the library. I would like to take the computer to Staples to have the software installed and the wireless connection added. e. On Monday and Tuesday of this past week, I had a house guest – Pam Burch, Director at Paul Library in Newfields NH. She was anxious to see our library and I wanted to see hers. We also visited seven other libraries and had a wonderful time – so good to get more ideas! OLD BUSINESS Feasibility Study – Disabled Accessibility - The Architect reported that he has received the corrected survey from Kevin French and that it contains the needed information for design. Leina Smoker reported that, based on her conversations with Church representatives, she felt that acquiring additional land from the Church, if needed, was possible. Dennis Mires presented drawings for two new options (Option F and Option G). The various options developed to date were reviewed. It was generally agreed that the Options with the addition off the rear of the Library, either to the north or west, offered the best solutions both for providing accessibility immediately and for long term use of the building. It was also agreed that a connection to the adjacent Town Hall was not a necessity at this time and could be considered as an “add-on” or “phased in” later. The Trustees asked the Architect to further develop option(s) that did not require acquiring land to the north from the Rumney Baptist Church in the event that this became an obstacle. The Trustees asked the Architect to determine whether applicable codes/ regulations allowed for the use of a platform lift or a LU/LA elevator in place of a full elevator to save space, money, etc NEW BUSINESS a. Accept Donations – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the memorial donations in the amount of $500.00. The motion was passed. • Donald Young Memorial Fund • In Memory of Ann Kent • OHD Booksales – We received $723.00 in donations. b. 2013 Budget Planning – Roger Daniels will attend the Selectmen’s meeting on the budget process, expectations, and timeline. c. NHLTA Area Trustee meeting in Warren on September 20th at 6 PM. Tom and Roger plan to attend. d. Other New Business We will meet next on Thursday, Setember 27th at the library at 4:30 PM.