Rumney Library Trustees Minutes - 3/26/2015

The meeting was opened at 12 noon with Trustees Roger Daniels and Leina Smoker as well as Library Director, Susan Turbyne, present. Also attending was Tom Wallace. The purpose of today’s meeting was to review the bids for the removal of asbestos on the lower level of the library. After discussion, it was moved (Roger Daniels) and seconded (Leina Smoker) to accept the bid from Advanced Building Systems, Inc. to remove all of the asbestos containing pipe insulation in the lower level in the amount of $8200.00. It was also moved (Roger Daniels) and seconded (Leina Smoker) to accept the proposal from RPF Environmental to perform Abatement Monitoring Services related to the asbestos removal work in the amount of $1960.00 The total cost for both proposals is $10,160.00 Regulations require a ten-day notification to the State before work can start. RPF Environmental estimates that work should be able to start approximately two weeks after authorization to proceed (authorization was given today). It is estimated that the project will take two days and we are hoping that it will take place on a Monday and Tuesday so as not to disrupt our library schedule. The meeting adjourned at 12:20 pm.

Rumney Library Trustees Minutes - 3/4/2015

The meeting was opened at 12:30 pm with Trustees Roger Daniels, Leina Smoker, and Thomas Wallace as well as Library Director Susan Turbyne present. Roger Daniels moved that we accept the minutes from the January 14th, 2015, meeting as read. The motion was seconded by Leina Smoker and passed. Financial Business - Susan reported that our checkbook balance is $6732.48. All bills are paid with the exception of our heating oil. We are waiting for the invoices. Tom reported that our endowment funds total is $106,570.88 and there is no money in the disbursement fund. Roger Daniels moved that we accept the donations received from January 10th through February 19th, 2015, totaling $4,100.00. The motion was seconded by Leina Smoker and passed. After some discussion, Roger Daniels moved that we amend Article 2 (and 3 if necessary) at Town Meeting to increase the amount of authorized expenditure of “Fundraising and Other Library Endowment Funds held by the Library” from $20,000.00 (as printed on the warrant article) to $25,000.00 with $5,000.00 coming from the Marion Learned Fund in order to reduce the amount of money needed to be raised by the Town from $224,000.00 to $219,000.00. The motion was seconded by Leina Smoker and passed. Susan asked that raises for library employees, Rachel Anderson and Sheila O’Meara, be considered. After some discussion, Roger Daniels moved that we increase the wages for both employees to $10.00 per hour retroactive to February 1st. The motion was seconded by Leina Smoker and passed. Project Business - Tom reported that bids are expected by Friday on removing some asbestos from the downstairs. We will decide how to proceed after the bids are in. Susan asked permission to remove the large bookcase on the downstairs stage. Permission was granted. Tom outlined his presentation plans for the night of town meeting. Roger will amend the total amount to be raised for the project and Tom will explain the bond payment. Concluding Business - Roger, Leina and Susan all thanked Tom for his service as trustee for the past ten years and wished him well with whatever comes next. The meeting was adjourned at 1:45 PM. The next meeting has not yet been scheduled.

Rumney Library Trustees Minutes - 1/14/2015

The meeting was opened at 1 pm with Trustees Roger Daniels, Leina Smoker, and Tom Wallace as well as Library Director Susan Turbyne present. REPORTS 1. Review Draft Minutes: December 10, 2015 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes as corrected. The motion was passed. 2. Treasurer’s Report –YE 2014 a. Account Balances – $105,504.26 as of 12/31/14 b. 2014 Income/Spending – We spent $34,789.97 out of our appropriation of $37,730.00. OLD BUSINESS 1. 2015 Town Meeting - We discussed our proposed warrant article and whether to make it a one year request or a bond article. No decision will be made until we communicate with the selectmen. 2. Accessibility Project a. Accessibility Project Fundraising – $16,345.26 is available for the project as of 1/9/15. b. Bid results – The proposed cost is currently $322,500.00 rather than the original $356,500.00 presented last year. We reviewed the cost savings options. NEW BUSINESS 1. New Donations – Accept Donations received Dec. 10, 2014 through Jan. 9, 2015 ($ 5370.00) It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the donations received through 1/9/15. The motion was passed. 2. Other New Business - None The meeting was adjourned at 2 PM

Rumney Library Trustees - 12/10/14

MEETING MINUTES – Approved 1/14/2015 BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH December 10, 2014 – 12:30 p.m. The meeting was opened at 12:30 pm. Present were Trustees Roger Daniels, Tom Wallace, Leina Smoker and Library Director Susan Turbyne. REPORTS 1. Review Draft Minutes - It was moved (Roger Daniels) and seconded (Leina Smoker) that the minutes for 10/15/2014 be accepted as read. The motion was passed. 2. Treasurer’s Report a. 2014 Income/Spending to date – $30,661.49 of our appropriation (approx. 82%), has been spent thus far this year. b. Accessibility Fundraising Status – Tom reported that $8,650.00 has been raised from the book sale, memorial gifts, and brick sales. After a review of the figures, however, it became apparent that this amount was not correct and did not reflect all income. Tom will review and correct. 3. Library Director’s Report – The Holiday Open House at our library will take place on Thursday, December 18th from 6 until 8pm. Music will be provided by Rhubarb Pie, John Allen will do a reading, and punch and cookies will be served. Leina volunteered to make cookies and Roger will bring his oil lamps. OLD BUSINESS 1. 2015 Library Budget a. Revised Budget Amount – Tom met with the Select Board on Nov. 3, 2014 to present our 2015 budget request. The select board suggested that he increase our request by $150.00 to cover expected increases from the telephone and electrical companies. Our request is now for $37,880.00. b. Library Trust Fund expenditure authorization – We will request on the March warrant, as we have done in the past, that $1,000.00 be expended from Library Endowment Funds, ie the Lucille Little Fund, for the purchase of books. c. Construction Warrant Article – We reviewed a first draft of the Construction Warrant Article which will be finalized and placed on the March 2015 town warrant. Tom will review it with Anne Dow to make sure the wording meets legal requirements. d. The decision made at the October 15 meeting not to request Capital Reserve Funds at the March 2015 meeting this year was reaffirmed. 1. Accessibility Project a. Status Contract/ Bidding Documents – Everything is complete and has been forwarded to CCI to begin the bidding process. The bids are due December 23rd, 2014 and we should have a firm construction cost the first full week in January. b. Historic Review/ Approval – Elizabeth Hengen, the Architectural Historian has signed off on the addition design but will want to see brick “mock-up” and final color selections before final approval. c. Exterior Materials – Color boards prepared by the Architect of specified bricks, cast stone, roofing, window color and paint colors were reviewed. d. Flooring – Entry & Stairs – We also looked at flooring samples for the entry and stairs. The pebble finish proposed for the stair treads is the same as at the Pease Library which appears to be standing up well. However, the yellowish color proposed by the Architect for the stair tread and intended to be similar to the wood flooring in the library was found objectionable. e. It was agreed that we need to start focusing on the political side of the accessibility project. The Trustees and the Lift Committee will work together to come up with a list of supporters of the project that we can encourage to attend the March Town Meeting. Leina agreed to work on organizing the list of potential supporters to help with this effort. 2. Grant Applications a. Tom reported that we were not awarded a grant from Meredith Village Savings bank as applied for. b. USDA Rural Development (Jan. 16, 2015 Deadline) – This grant will be for furniture and equipment and we will pursue it. c. CDFA – CDBG (Jan. 26, 2015 Deadline) – Tom will be pursuing this grant. NEW BUSINESS 1. New Donations – It was moved (Roger Daniels) and seconded (Leina Smoker) that we accept donations received from Oct. 16 through Dec. 9, 2014 in the amount of $5715.00. The motion was passed. 2. Mouse Problem – Tom reported on his success rate catching the annoying library mouse population... one to date. Susan also reported that the flushing mechanism on the library’s toilet was broken. She has notified Carl Doe of the problem 3. Tom announced that his 3-year term as Library Trustee will end in March 2015 and that he has decided not to run for another term for a variety of reasons. Discussion followed with Susan stating that she will also be retiring as Library Director as well. All agreed that finding replacements for these two positions would be a challenge and Leina advised that she felt she would not be able to devote the time necessary for this. It was agreed to discuss further at our next meeting. The meeting was adjourned at 1:45 PM with no other business. We will tentatively meet next on Wednesday, January 14th at 12:30pm at the library.

Rumney Library Trustees - 10/15/2014

MEETING MINUTES – Approved 12/10/2014 BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH October 15, 2014 – 12:30 p.m. The meeting was opened at 12:30 pm. Present were Library Trustees, Roger Daniels, Leina Smoker and Tom Wallace and Library Director Susan Turbyne. Also present was Dennis Mires, Architect. It was agreed to change the order of business to allow the architect to present the Contract/ Bidding documents for review at the beginning of the meeting so that he could leave after that part of the meeting. PRESENTATION OF CONTRACT/ BIDDING DOCUMENTS BY THE ARCHITECT Dennis Mires presented and reviewed a set of drawings dated “10/14/14” (Sheets A-1 through A-5) and the following were specifically reviewed: Exterior materials: • Brick, where indicated, will be specified to “match” the brick on the existing building. • Roofing will be asphalt shingles to match, as closely as possible, the existing building. • The eave trim on the existing building is metal (copper) with some unknown treatment to give it a dark, reddish-brown color. New eave trim will be painted to match the color of the existing trim. • The masonry “Base” of the addition as well as the window sills and lintels will all be “Architectural Stone” (Shouldice “Rock Stone” or approved equal). The architect displayed samples showing a variety of colors and finishes available. Final selections will be made prior to ordering. • New windows will be “Clad Wood”. The architect advised that a variety of standard colors for the cladding are available, but that he was recommending a color other than “white”, the color of the existing building windows. • A painted frieze trim at the top of the brick on the walls will be painted a “Cream” or “Buff” color to match the “yellow” brick on the existing building. New Entry Lobby finishes and Lighting: • The flooring for the new entry lobby and toilet will be ceramic tile with narrow grout joints (3/16”). It was suggested that removable mats over the tile in the lobby be used to “catch” sand/ dirt and moisture from foot traffic. The tile proposed by the Architect for the lobby itself was large (12” x 24” +/-). Various available tile colors were presented with the architect suggesting a medium gray color. Final color selection will be made at the time the tile is ordered. • Flooring material for the new stairs was reviewed. The architect recommends a rubber tread/riser flooring with a pebble finish. There was some concern about how rubber tile would wear over time and its maintenance. Alternatives were discussed including wood (oak) and ceramic tile. Wood was ruled out as being too difficult to maintain. Ceramic tile similar to that used on the entry lobby floor was discussed with higher cost and acoustical properties seen as drawbacks. One possibility to address the cost concern would be to limit the ceramic tile to only the flight of stairs leading to the Main Level of the existing library. • The architect indicated the ceiling in the new entry lobby would be about 15’ above the new entry level. He recommended as single, large, suspended fixture providing up and down lighting. The specific fixture proposed still to be determined. • The architect indicated that the interior trim of the addition, such as casings, wood caps, base, etc.; would be wood. The Trustees indicated a preference that the wood be oak to match the original building. • The architect recommended recessed downlights at the entry canopy and door and a wall mounted fixture over the fixtures in the new toilet. Vertical Lift Shaft: • The architect indicated that the shaft enclosure for the new lift would extend floor to ceiling at the Lower Level and that at the Main Level the shaft would be a 3’-6” high half wall. Lower Level: • The architect indicated that an enclosure, with door, would be provided in the existing Lower Level at the bottom of the new stair to create a “landing”. • The architect showed that a new door would be added in the existing Lower Level immediately to the west of the existing Stage platform. After discussion, it was agreed to shift this new door to the west so that it was adjacent to the existing Boiler Room wall. Related to this change, it was agreed to move the new door in the “landing” to the west wall. These changes will, it appeared, would allow for better use of the old oil tank room space. The Trustees identified the following changes they would like made to the drawings 1. Eliminate the asphalt walkway connecting the new entry to the parking area in front of the old Town Hall (Historical Society building) off Buffalo Road. The architect agreed to make this change and indicated that it would reduce the project cost. He stated, however, that it would require signage at the front parking area indicating that the accessible entry and parking was available at the back of the building. 2. For the purpose of Bidding the project; the existing doors, areaway, and enclosure for the bulkhead around the exterior access door to the existing Boiler Room be left as is. However, it was agreed by all that leaving the existing bulkhead in place would not be acceptable due to its unsightliness and its proximity to the new accessible entry. Issues to be resolved, however, before a solution is agreed on include: • Whether an exterior entry to the Boiler Room is needed and • How to deal with the potential of water run-off from the roof entering the building through the existing areaway. The architect indicated that work on the Bidding Documents will continue and that he expected them to be complete within a couple of weeks. When ready, they will be issued to the Construction Manage for bidding. The architect indicated Bidding would take approximately three weeks, so that an accurate, updated cost estimate would be available by late November/ early December. Dennis Mires left meeting at 1:30 pm REPORTS 1. Review Draft Minutes: August 27, 2014 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the minutes as corrected. The motion was passed. a. Correction – OHD Booksale Income Amt. (from $ 1825 to $ 1875) 2. Treasurer’s Report a. 2014 Income/Spending to date: Tom reported that we have spent $27,205.27 ( approx. 75% of appropriation) 3. Library Director’s Report: a. We observed Sign Up for a Library Card month at the library in September. Lorrie Eaton set up a small raffle with the Common Café and Rumney Rocks Bistro supplying gift certificates. A dozen new patrons signed up and the lucky raffle winners were Mike Manning and Heide Allen. b. Each year the New Hampshire librarians nominate ten picture books for the Lady Bug Book of the Year. We have been reading the books to the children at our weekly story times and tomorrow the children will cast their vote for their favorite. This weekly event has attracted five to twelve children at each session from the ages of three to ten. c. The Knitting Ladies met in September and October and will meet again on November 13th. d. Our major project this fall is reevaluating the ‘yellow’ books, books for 8 to 12 years old. We are discarding some and adding a letter to the spine indicating the author’s last name to those we keep. The purpose of this project is to keep our inventory current and make the books easier to shelve and easier to find. e. I was approached last week by Candy Ports asking if the Baker River Band could store their music in the library with the conditions that it would be temporary and the area could only be accessed during library hours. A group is coming this afternoon to take a look. • It was moved (Roger Daniels) and seconded (Leina Smoker) to allow this use as described with the provision, also, that the Library assumes no responsibility for damage to the items stored. Motion passed. f. Jim and I will be leaving Rumney this Friday and I will be back to work on November 19th. I will be continuing some of my responsibilities during my travels and will be in communication with Rachel and Sheila. OLD BUSINESS 1. Muriel Kenneson Bench: Tom reported that the engraving on the bench has been completed and the bill has been paid. 2. LCHIP Grant Application: Tom reported that LCHIP has awarded us a “Phase 3” Grant in the amount of $ 25,000 to be used for construction of the project in 2015. 3. Fundraising “Committee” Report – Tom reported that donations including fundraising and memorial gifts total $7,563.10 as of October 3, 2014. NEW BUSINESS 1. Meredith Village Savings Bank Grant Application: a. Tom reported that he is submitting a Grant Application for $ 10,000 to the Meredith Village Savings Bank Fund to help fund the Accessibility Project. 2. New Donations: It was moved (Roger Daniels) and seconded (Leina Smoker) to accept donations received totalling $2231.00. The motion was passed. Breakdown of total is as follows: • Accessibility Project General Donations - $491.00 • Brick Sales – $920.00 • Memorial Funds - $820.00 3. 2015 Library Budget a. Tom reported that the 2015 proposed Library operating budget as approved at the Aug. 27 meeting has been forwarded to the Selectmen and that we are tentatively scheduled to meet with the Selectmen to review on Nov. 3. b. It was agreed to add to the budget request the sum of $ 1000 for to come from the Library Endowment Funds with the intent to use accrued interest, primarily from the Lucille Little Trust Fund. c. After discussion, it was agreed not to request any funds be added to the Library Capital Reserve Fund as part of our Budget request at this time. Next Meeting: None Scheduled

Rumney Library Trustees - 8/27/2014

MEETING MINUTES – Approved 10/15/2014 BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH August 27, 2014 – 12:30 p.m. The meeting was opened at 12:32 pm with Trustees Roger Daniels, Leina Smoker, and Tom Wallace and Library Director, Susan Turbyne present. REPORTS 1. Review Draft Minutes: July 18, 2014 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the minutes as corrected. The motion was passed. 2. Treasurer’s Report a. Account Balances – Tom reported that as of August 25, 2014, account balances are: i. Checking Account $ 9,104.41 ii. Disbursement Account $ 132.29 iii. Endowment Accounts $89,000.85 b. 2014 Income/Spending to date - $22,185.03 (58.8% of appropriation) 3. Library Director’s Report July totals... 584 patrons checking out 1067 items Our Summer Reading Program, with its science theme, ran for five weeks and involved twenty-five children who signed contracts setting their summer reading goals. I would like to share a few examples of the response we received. Jen, five years old and starting kindergarten this fall, read sixty-four books and would select a book to read to me each week. Sam (10), Julia (8), and Josiah (6) came each week to enjoy stories and crafts and each exceeded their reading goals. Gretchen, who is going into 8th grade this fall, set her goal to read 5,000 pages and exceeded her goal. In addition, our elementary age readers learned about the many kinds of scientists and made posters with their favorite and these posters received a great deal of attention. Our summer program concluded on Tuesday, August 5th, when Joe Morris, the middle school science teacher at Russell School, visited the library for an evening program. He tested many household products for hydrogen and the children watched as the items changed color. The children were enthralled and the evening certainly proved that science can be fun. Old Home Day was a busy day for us... with a hundred plus folks coming through the library to look at the old scrap books, watch the beautiful pictures of Rumney on Nancy MacDonald’s DVD that played throughout the day, and, of course, shop at our annual book sale. We are grateful to the many residents who contributed books for the sale and we have already started stocking for next year. The Knitting Group met on August 14th and will meet again on September 11th. We have had several donations come to the library in memory of Muriel Kenneson, Ralph and Evelyn Berg, and Charlotte Robbins. We have also received checks from people for bricks. The money was turned over to Tom and thank yous have been sent to all. September is just around the corner and we will be celebrating “Sign Up for a Library Card” month. Our goal will be to reach out to the community and encourage our residents to come to the library and sign up for a card. OLD BUSINESS 1. Accessibility Project a. Fundraising “Committee” Report – The fundraising committee met under the leadership of Kathy Wallace on Tuesday, August 19th and will meet again on Tuesday, September 2nd to work on ideas for fundraising. B. LCHIP Grant Application – The application has been submitted and is now being reviewed. We should hear back by late September. C. Architectural Plans – Elizabeth Hengen, NH State Architectural Historian, made some final suggestions which have been implemented and approved by her. NEW BUSINESS 1. New Donations – It was moved (Roger Daniels) and seconded (Leina Smoker) to accept the proceeds from our Annual Book Sale, proceeds from the sale of bricks, memorial donations received, and donations made to our Library access project with $225.00 of this sum being used to engrave the second granite bench in Muriel Kenneson’s name as the completion of our Centennial Project. (In 2004, at the time of our Centennial, money was given to the library by the Kenneson family to help with the project and to add the two granite benches at the library entry,) o Book Sale Proceeds $1875.00 o Memorial Gift/Muriel Kenneson $ 715.00 o Memorial Gift/Ralph and Evelyn Berg $1000.00 o Brick Sale Proceeds $ 310.00 o Access contributions $ 27.10 Total Accepted $3877.10 2. 2015 Library Budget – The proposed budget for 2015 was reviewed and approved for submittal to the Selectmen before their September 15 deadline. 3. Other New Business - none The meeting was adjourned at 1:40 pm.

Rumney Library Trustees - 7/18/2014

MEETING MINUTES BOARD OF TRUSTEES BYRON G. MERRILL LIBRARY Rumney, NH July 18, 2014 – 1:30 p.m. The meeting was opened at 1:00 PM. Present were Library Trustees, Roger Daniels, Leina Smoker and Tom Wallace, Library Director, Susan Turbyne and Kathy Wallace. Note: It was agreed to address the Fundraising group for the “Accessibility project progress report by Kathy Wallace as first item on the Agenda OLD BUSINESS 1. Kathy Wallace reported that: a. The fundraising group will have tables at both the Common and the Library for Old Home Day on August 9. They plan to present information about the project and its need, and will provide an opportunity for people to make donations to the project. A focus of the OHD effort, and all the efforts of the fundraising group, will be to encourage all Rumney citizens to participate in the fundraising at whatever level they can afford. b. The group plans to offer engraved bricks for sale as a fundraiser with the bricks being used as part of the new entry walk to the proposed new accessible entrance. Bristol was very successful with a similar effort related to their new library addition and is now on a second “round” of brick sales. Cost per engraved brick is $ 16.50 (each) that will be available for a donation of $ 75. Samples and information on purchasing bricks will be available at Old Home Days. c. An organized effort will be started in late summer to raise donations from “key donors”. The fundraising group is compiling a list of potential donors. It is anticipated that solicitation of donations will be done by other donors. d. All money raised will be transferred directly to the Library. As a “governmental” entity, donations will be “tax-deductible” for donors. e. Brad and Lorrie Eaton have offered to make a fundraising sign to reflect progress made as it is made. The location of the sign is to be determined. f. As part of their efforts to educate the Town citizens about the project, the fundraising group plans to highlight that, by making both levels of the library “accessible” to the disabled, it will open up possibilities for new and expanded use of the library by all Rumney citizens. (Note: Kathy Wallace left meeting at this point) REPORTS 1. Review Draft Minutes: May 14, 2014 Meeting – It was moved (Roger Daniels) and seconded (Leina Smoker) to approve the minutes as read. The motion was passed. (Note: No meeting on June 11, 2014 due to lack of quorum) 2. Treasurer’s Report. a. Account Balances – Tom reported that through July 17, 2014, account balances are: Checking Acc’t: $11,521,.14 Disbursement Acc’t. $ 177.80 Library Endowment Acc’ts. $87,985.10 b. 2014 Spending: $ 19,373.46 (51.35% of appropriation). It was noted that it was necessary to replace the building’s water pump at a cost of $ 540. This was an unanticipated “maintenance” expense and will have to be offset by a reduction in other line item(s). 3. Library Director’s Report (None) OLD BUSINESS 1. Accessibility Project a. LCHIP Grant: A Draft copy of the Grant Application for the remaining $25,000. in the Groton Wind Farm Mitigation Fund (Phase 3) was discussed. The Trustees plan to apply this amount toward the construction cost of the project. Tom reported that LCHIP has advised that the Library could submit the Grant Application for the remaining funds for review/ action by the LCHIP Board of Directors at either their Sept. 2014 or Jan. 2015 meeting. It was agreed to submit the application for review at the Sept. 2014 meeting. b. The Project Budget, with both Expense and Income components, was reviewed. After discussion it was agreed to remove the $ 20,000 allocated for Furnishings and Equipment from the Expense side thereby reducing the Expense total to $ 356,500. This was done because it appears more likely that funding for this item, primarily new bookcases, might be secured as a grant through Rural Development after construction of the project is authorized. Also, if additional funding through a grant for this item cannot be secured, Susan felt that existing the book shelving could be made to suffice. c. Tom reported that he will present the Phase 3 Grant Application for the remaining $ 25,000. to the Selectboard at their meeting on July 21 and ask for their approval/ signatures to submit LCHIP. It was moved (Tom) and seconded (Leina) to have Roger sign the Groton Wind Farm Mitigation Fund Grant Application for the Library. d. The Trustees reviewed the latest architectural plans developed by the architect. NEW BUSINESS 1. Granite benches: Susan reported that she had been approached by Gail Carr asking about having the second granite bench in front of the library engraved with her mother’s name. The family had contributed money toward the entry project in 2004, at the time of the library’s centennial celebration, as a memorial to Donald and Muriel Kenneson. At that time the first bench was engraved with Donald Kenneson’s name. The trustees agreed to have the second bench engraved with Muriel Kenneson’s name as the family originally intended. Tom will investigate what would be involved to accomplish this and report back. Next Meeting: Not Scheduled