Leach Library Trustees - Regular Meeting

So, it's 7 o'clock. Let's uh call this meeting to order. How do we know that this meeting is being recorded? Do we know it is being recorded? It is being recorded. Okay.

Very good. I want to welcome you to this evening's meeting of the Leech Library Board of Trustees. Before we get started, I want to take just a moment to acknowledge um that many religions this week are for this are this week is a week of worship and holy days. And we are by no means being purposely insensitive or unthoughtful. We just have a lot of work to do. Additionally, we are guests here in the town hall and we have to be mindful of other departments and boards reserving space. So, we need to reserve space when we can. Um, which is why we are here tonight. Having said that, let's begin with the pledge of allegiance, please. I pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all.

Okay, very good. You may notice that um our agenda looks a little different. We're moving to a consent agenda. So, we're going to vote on our minutes and we will read off the meetings that are upcoming and we will vote all of it together. So, we do have two sets of minutes to review this evening. One is from March the 5th. The other one is from March the 17th. And I will read for the record um the meetings that are coming up. So, we have another meeting which is considered to be a special meeting on April 21st, 2026. Um and that will be here in the Moose Hill Chambers Thursday, May 7th. at 7 o'clock is a regular meeting here in the Moose Hill Council Chambers. Tuesday, May 19th, we have a special meeting and that will be here in Moose Hill Council Chambers. On Thursday, June 4th, we will have a regular meeting at 7:00 here in Moose Hill Chambers. And Thursday, June the 25th, we have another meeting, a special meeting here in the Moose Hill chambers. And as you will see on the agenda, all of these meetings begin at 7:00. Um, may I please if has everybody had a moment to or a minute to review the minutes?

Yes. From the 5th and the 17th? Could I have a motion for those for the entire consent agenda, please? Sorry, just one second. Yeah. Oh, do we need to make changes? Um, sure. Oh, that that's is that that's from March 5th. Okay. Yeah. Okay. Okay. Yeah. Everybody okay? Are you all set? Yeah. Um if they were not here on the board, they would need to they'll abstain. Abstain. Yes. Um so if you weren't here, then you Well, you were here. Yes. Yes. Okay. So, are we ready? Is there any discussion? Okay.

So, could I have a motion, please, to accept the consent agenda? I will make that motion. A motion by Beth. May I have a second? Erica. Second by Eric Lowey. All those in favor, please say I. I are those opposed. Any abstensions? Nay. Okay, very good. One abstension. So, we have four. Yes. And one abstension. Thank you very much. And public comment. Do we have anybody here this evening that would like to u make some public comments? No public comments. Okay. Then we will move right on to staff reports. And this is a new um a new notation in the agenda and it will be Donna and her staff. And I believe you have a report this evening.

Yes. Um so my report is included on the agenda. I did want to note that um something I discussed with um Nancy, our chair, is that in order for us to post um the staff reports the staff reports on the agenda that we would need to move statistics to the prior prior month. Yes. Um, so I just wanted to note that for this month, some of the statistics you've already seen because they were for February. Um, next month is when we will report March and then going forward it will be prior prior month. Perfect. Thank you. So, but that will allow us to post them for the public. Um, which I think was the idea that we get them out there. Yeah. Y

So, um, a lot of the announcements I have are related to the building project which, um, I'm going to give an update on that, so I won't go into detail on those here. Um, I think I had one that was not related. So, I have a note. Um, this actually is not in here because it was outside of the the date range, I guess. So, I'll actually have it on next month's, too. But, I wanted to let you know that our cleaners um are starting to actually clean some spaces at the police department. Um, this was an ask from the police department because they have very limited cleaning staff time. Um, and us being in there is obviously bringing in a lot of foot traffic that they're they're not usually seeing. Um, so our cleaners have agreed to clean the community room and the public bathrooms over there.

Um, and that is for a much smaller price than we normally pay for the building um, for the whole library. So, um, and they've actually been extremely, um, generous in the fact that they're not charging us for the full building cleaning, even though we have a contract with them. So, technically, they could have charged us for the months they haven't been cleaning. Um, but they did not. So, there's some savings there. Good. Um, that's great. And what I hope to do with that later, and obviously I would bring it to the board, um there's been a recommendation from them actually to do a deep clean before we reopen the building because of all the stuff, all the work that's been happening in there. I do think that there's reason to do that. Um so they're going to put together a quote for me. Good.

And I will bring that to you obviously before we reopen. Yeah. But I think the savings will offset that cost. That'll be great. Okay, perfect. Um so that's the big thing I wanted to mention in updates. Um, I kept the same satellite location update more so for the public so that they know that we're open. There's nothing new there that you haven't seen already. So, you got some good press in the Dair Dair Dair News newspaper this week. Yes. A great article. Yes. Did you see it? Yeah, it's good. It's very good.

Um, I do have stats. I won't go into detail on my stats, but there are um technical services and reference information in there. the um reference for February, we didn't see too much of a drop, but um for March, there is a significant drop from normal. Makes sense because we're not in our normal space. Um we are still doing, you know, our programming, adult programs are still being well attended. Um we are seeing a little bit of a drop since we've um had to use so many different spaces. I think there's some anxiety about going to find their program if someone's not familiar with that space. So, that's understood. Um, I included some upcoming programs. One of them we unfortunately for tonight did have to reschedu um because the presenter wasn't able to make it. Um, but that will be rescheduled for another time. That was the uh real to mythical program.

No, I saw that.

Um, I had a whole list of meetings. A lot of them had to do with the building project. Um, and that was it for me there. And then there's also attached the head of circulation and teen services report which had more information on um, teen programs and circulation statistics. Um, kind of a similar thing there where we're seeing a slight, you know, drop in stats um, because of us being in a temporary space. Um, and then the same thing for children's services. I would say children's uh programs are probably been most impacted numbers wise. Um like for story times for example, we're just not seeing the same number of families come out to have it. It's usually in here. Um I mean it's a very different vibe in here than our usual usual library space, so I get it. Um but

it would be hard to hold wiggle worms in a room that normal. I know. Um but for anyone listening, we are still offering those programs and we still welcome you to join us. Um and hope hope we'll see you. Um and there are some upcoming programs for children's as well. Um we're really excited. Um we've rescheduled the Magic Fred show that I think um we had to cancel because of snow over the winter. Um, so we've rescheduled that for next week and, um, that's going to take place at the YMCA. Um, which we're really grateful that they've been willing to give us space when we need it. So, yeah. Um, I think that will be a great one. Um, I think that is it for staff reports, unless you have any questions.

Any comments or questions by the board? Mora? Yes. Um, what was the situation with the flag pole? Yes. So, um, the flag pole has the initial repair that was brought to the board and approved has been completed. However, in the middle of doing that repair, they kind of noticed how old our flag pole is and suggested upgrading the internal mechanism to make it like easier for us to use. Um, and they also noticed that the base plate on it is broken, cracked, um, and suggested we replace that, too. So, the quote that you're seeing tonight for consideration is more of that like upgrade and replace the the base plate. Is that the telescoping mechanism or something else?

Um, I don't know what they call it. The the base plate part. No, the other piece. Oh. Oh, that's the piece where we actually can move the line to change it to half staff or to change the flag or um there's an actual term for it on the quote, I believe. Okay. Thank you. Any other comments or questions by the st or the board? No. Yes. Thank you for all the hard work you're doing. Very good. A lot of meetings that you've had. Yes.

Okay. The next item, this is new on the agenda, is committee reports. Does anybody have any reports from any of our newly formed committees? Um Erica and I met uh earlier this week to just start uh looking at the um personnel policy and and you know looking at where we'll need to make some revisions in the future. We are kind of in a rock and a hard place right now because we are you know proceeding with the union negotiations. So, um, respecting that that will affect the time, uh, it will take to roll it out and we'll be connecting with the the union and the library staff and, uh, we'll find something that works for updates. Very good. Yeah.

All right. Any other updates from any other committees? Seeing none, we will move on. Thank you for that. May I ask a quick or actually make a comment? Um, if for any subcommittees that are meeting, if you wouldn't mind sending me your posting to put on the website, too. That would be really helpful just so we get more eyes on it publicly. I know it was posted, but it just didn't make it to the website. Yeah, I realized that afterwards. Yeah, thank you.

Okay, we have a new slot on our agenda for presentations and discussions. And um, actually, Mr. Slater, we're we're sort of copying your agenda if you don't mind. So um any items um in this area will be for discussion andor presentation. So discussion and presentation will be items that the board will be discussing. Any item that requires a vote will be discussed first and then will be voted on at the next meeting. Of course there will be items that we will discuss more than once and when they will appear on the agenda under discussion. Once we are done with discussion, an item on the next agenda agenda under deliberations is an item that we will vote on. So this is just to clear clear this up so that the board knows and the public know exactly what we're doing in the course of an evening. Anything that we will be deliberating on will require a vote for that evening. So tonight's discussion for example about the ethics code of ethics is a good example. It's on the the agenda this evening for discussion and the expectation is that it will be on the next agenda for a vote. There will be many items that we talk about throughout the course of the year that may be on under discussion several times. Budget is one of them. We talk about the budget a lot. So, but eventually the an item will be moved from presentation to discussion unless it really is just a presentation. We might have a student that comes in that wants to make a a presentation to the board about something. Obviously, that wouldn't require a vote. So, starting tonight, um we will begin with our building update.

Yes. So, I do have an update that was provided to me um today from Rearch. So, that's kind of what I'm going to share with you. I will forward this as well so you have it for like the weekly update. Um so, I just wanted to let you know that the the contract that has been um been worked on with the board's attorney um it's still in pro in process. Um, but I think they're in the final stages, so it should be completed fairly soon. What that will mean is that once that's in place, we'll start seeing invoices from REARC, um, where we haven't gotten anything yet, um, but once the contract is set, we'll actually start seeing those come in. Um, and same with um change orders. A lot of those that have already been presented to the council um and and had funding authorized um will just require a signature that those are going to come probably at the same time. Um let's see. The exterior envelope um consultant, they we received a report today. I did forward it to you not long before the meeting. Um there's a lot to review, so

it came in this afternoon. I don't um expect us to go into detail on that tonight. It's mainly for you to review and um recommendations for us to consider for phase two of the project. Um but it's all all very good information to have. The only thing left for the the consultant to do is that they plan on doing some water testing to actually find try to figure out what's causing the leaks in the front entryway of the building. Um so they're still planning to do that. They actually scheduled that for next week. So, they're going to be back on site for that. Um, the only thing that could change that is weather because they do need to have uh not a rainy day to be able to tell where the water's coming from or snowy. Yeah.

Um, duct cleaning is done and so is the rooftop unit cleaning and they've also cleaned the registers, grills, and diffusers. Um, so that is now complete in phase one. Um the carpet cleaning is still to be determined. It's actually going to kind of rely a lot on your decisions tonight regarding the scope of replacing the carpet. Um so we'll dig into that some more in a little while. Um they did also send us an a brief analysis of our um rooftop units. Um I forwarded that report as well. We didn't we got that not long before the meeting too. Um there is um obviously conversations happening right now still regarding our insurance claim um that's in progress. Um we do at this point all information has been received to my knowledge by insurance. It's just a matter of them coming to like a settlement number with us. Um that is also going to have a big impact on the carpet project because we don't know yet exactly how much money we have going towards it. Um so what I will be presenting to you later in terms of the carpet project is the number that rearch um gave them for an estimate but the unknown part is still what insurance will actually pay. Um so just so you have that in mind. Um let's see the um there are I think I mentioned at the last meeting that the there were a lot of children's ceiling tiles that could have could actually be cleaned. So that was done. Um there are still some like a handful that will need to be replaced. Um the same thing for the adult side or the main reading room. So that is still in progress. Um flex duct replacement was completed. They're still um in the process of

determining or confirming exactly how many were installed. and they're working on a request from town manager Mahalland to get a performance and payment bond. So you'll see in the estimates um that they provided that there is some cost relating to those bonds. Um and then in terms of mold remediation um a lot has been done especially with the um the duct cleaning. However, um we did receive the second more extensive results of our mold testing. Um and there are some more areas that need remediation. Um Envirro Advantage um is able to do that, but they because of their current commitments, they aren't going to be back to do that until the week of April 20th. Um so we have a little bit of time where we won't have them on site. Um but they they are working on providing another estimate for the cost of the additional remediation. So that is another funding request that will have to go to the council. That is it for me. Any questions for me?

Questions by the board. Moira, so I saw that um in your CIP document you put the roof on as one of the um potential requisitions. Um, but this would only that CIP stuff would only go through in 2028. Um, have they given any any thoughts as to whether or not that roof area would need to be replaced, particularly the envelope?

Um, so there's been some some of the roof has had recent work done. Um, the it just hasn't been the entire roof, especially the areas of the roof that like peak in the where you can see in the front. Um, so I think the the roof has not been part of the conversation for phase one and I don't think it's necessarily going to be for phase two, but an area of the roof that will be part of phase 2 is figuring out what to do with the rooftop units cuz right now they're in everyone has a different term for it, but basically like a bowl on the roof um, which is causing some problems. So I think there's probably going to be something to address that during phase two. Um, but I think there's more roof work- essentially to be done that should be considered part of the CIP.

I don't know. Does that answer your question? Yes. But I was thinking more of the entryway. Yes. So the entryway is part of that phase 2 um look and actually some of it was addressed in the external envelope consultants report. Um, so it's going to be dependent on whether doing extensive roof work there is going to solve that leaking issue or if there's something else going on with like the rooftop units or if it's the fish. But like there's a lot to to still like tease out in terms of what the cause is. Okay. If they get further information, um, that would be good to have because I'm concerned about that and my feeling is it might have to be addressed sooner than 2028.

Okay. the um the idea too and I can explain this to when we get to the CIP is that we have um I spoke to town manager Maholland about it and he suggested we essentially submit a project shell he called it so that essentially like a library renovation shell um so we don't necessarily since we don't necessarily have all the answers right this moment um and we won't necessarily have like definite figures to present with our initial submission um we at least get our submission in and then we're able to add the exact quotes as we kind of figure things out further if that makes sense. Yes. Great. Any other questions? Are you done more? Yes.

Okay. Any other questions or comments by the board? No. Okay. Thank you for that. Yep.

Very detailed presentation as usual. Um, the next item on our agenda this evening is the presentation of the New Hampshire Library Trustee Association Trustees Code of Ethics and I have asked Beth to lead that discussion. Um, okay. So, this is um kind of been a pet peeve of mine for a while now. Um, as as an entity that represents the public, um, I felt strongly that we should have something that um that unites us all together. We're all going to have different opinions and and different viewpoints on how management styles um will come into play with leech. Um but ultimately I think we should all be connected around um an expectation of behavior uh for the members of the board. Um this is not legally binding. Um so this is really a you know this is what we believe as a as a voting body. Um but as individuals we're accountable for our own behavior. Um this just uh helps us to define what that behavioral expectation would be. Um so it's um it's widely available in the New Hampshire Library Trustees Association. Um they drafted it. The last version was May of 2007. Um I welcome board members to review it. Um it's deeply applicable because it's designed for trustees. But if you feel that there is something missing here or something is um not necessary, please bring that um idea to the the next meeting and we'll discuss it and um we'll vote at the next meeting to adopt this or a version of this uh code.

Very good. Thank you. Thank you for that. Questions or comments by the board? Yes. So in theouou that we signed with the town, we agreed to go uh by the town code of ethics. So what do you feel in your opinion makes this supplant that? Can I go?

Oh, sure. I don't think you can ever have enough code of ethics and so yes the town is all-encompassing but I think having a specific one for trustees for us to look at but also for the public to look at where it is applicable I think you can have two code of ethics I mean hopefully we're being ethical

I would add to that that um particularly because this one is developed for the library and for specifically for library trustees it doesn't seem to come come into conflict with anything in the town code of ethics. It doesn't it's not like this would put us in an ethical bind where we're torn between two different um two different codes that we're trying to follow. It seems to be a supplemental that is specific to the job that we're doing. And you know again as as Azra said um uh creates an additional layer of accountability between us and the public. So was that the code of have have they voted on that yet Moira? Yes, they did. They approved it. Yes.

Good. Okay. So my my perspective would be that I I agree with our our colleagues here that this is very specific for libraries and if there's a little bit of overlap then there is a little bit of overlap. I I don't see that as as being um any kind of conflict at all. Any other comments or questions on this particular item? If not, then we will um I agree we'll take it under advisement and we'll have two and a half almost three weeks to read it, review it,

comment. Um but I would like the board to come back at our next meeting on the 21st prepared to vote on this document. Okay. Thank you very much, Beth, for doing that for us. Next item on our agenda this evening is staff responsibilities. And I'm going to ask Donna to kind of lead this discussion. And one of the things that I think has been kind of a gray area particularly in the last year is who is responsible for what. And um I want all of that to be very clear as we move into the upcoming year especially since we have so many projects um of you know that we're working on. We're going to have a change in in banking um and who's on what account at the bank. So I think that that should be clear. So would you like to lead that discussion please?

Sure. Absolutely. Um, do you want me to go item by item and review for for tonight just quickly? You know, it doesn't have to be a detailed report.

Um, so what we did is we essentially or I essentially um took what we prior to like the last year, how how the staff normally would interact with the board in terms of financial responsibilities. um and kind of laid those out knowing that you might want to make some tweaks or adjustments um for like now going forward. Um so with that said, um I'll go kind of item by item is the general gist. Um so for invoices that are paid by the finance department, so for the public, I want to lay out too that we pay invoices two different ways really. Um, one is that we send the majority of our invoices um that are really not related to the collection um to finance to actually cut the check for um and then the things that are paid through what what is overseen by the trustees is the book account um that's our collection funds and those the library staff actually cut those checks and the treasurer signs those. So just to make that clear. Um so invoices paid through the finance department. Um the staff would usually take care of the um adding the account information about which account is going to come from from the library budget dating it. Um we we keep all of our bookkeeping in Quicken. So we actually enter these transactions still into Quicken or the staff does. um they are then scanned and after so these are approved by the library director or in the absence of the director the assistant director um these invoices are scanned and sub and transferred over to finance because finance uses a paperless system um and then we file and retain for our own auditing purposes. Um, and then monthly, which I did tonight as well, I give you

a budget performance report that reflects the spending that went through finance. Um, something that I'm suggesting, this is why it's highlighted, is that I think a way because I know what's been asked for is the board to have kind of more oversight of what's going directly to finance. I think the best way for that that to happen is for the board to adopt a purchasing policy that would essentially give the staff guidelines for how to handle those invoices. So, we're not bringing you like a $5 invoice. We're bringing you the bigger things that you really want to see. Um, it's also not holding up things like reimbursing staff for buying program refreshments. um that sort of thing like mileage, that sort of thing that I think the director could easily get through and take care of. Um and you could approve doing so through the purchasing policy. So um the board has actually seen three versions of a purchasing policy which I sent out

um for um from Mora's question which I appreciate the question. Um, so there's three different versions floating out there, um, with all different figures in terms of how much money the board actually wants to see or approve in a meeting. Um, so I think that's really something to consider here. Um, something that is already happening as well is that you're already seeing contracts at these meetings and we're already bringing you anything that's considered not already in the budget. Um, some non-budgeted, some of those you're seeing tonight. Um, invoices that are paid through the book account. Sorry, went too far. Um, again, staff add the account information, the date. Um, the director still signs to to signify approval of those. The transactions are entered into Quicken. We print a report for the board treasurer. Um, the board treasurer also signs all the checks. Um, and the staff are the ones that print the checks and actually mail them once the treasurer has signed them. Um, we still file and retain all the necessary documents for auditing purposes. Um, the treasurer has the opportunity to review invoices against the checks to make sure everything's accurate prior to signing. Um, I would recommend also considering here referencing this process in a purchasing policy.

Excuse me. Um, and then there are some invoices um that are paid directly by the trustes account. Um, in that case, the staff doesn't really have a lot to do with it aside from hanging on to those documents. Um, again, for auditing purposes, but the the treasurer would be recording th those transactions, those invoices in your checkbook or however that the board decides to keep those records. Um, and they would also write and sign that check. Pretty straightforward. um bank deposits. So um this previously had been something that staff did entirely. So we would prepare deposits about one to two times a month. Um this we found to be most cost effective in terms of the staff time being used versus the amount that you're typically depositing. Um, a second staff member always, always, always verifies the accounts, everything, verifies. Um, we use we use a report right out of the system that tells us how much money we should have on hand, make sure that matches what's going to the bank. Um, we we prepare the the deposit slips um, and actually bring those to the bank, bring the slips directly back to the library. Um, we retain everything for auditing purposes. what's been happening over the last year. The treasurer wanted to handle that directly. So the staff has been preparing everything. Treasurer has been verifying it and bringing it to the bank themselves and then um returning should be returning the receipts to us.

May I ask a question right here? Has that been efficient? I would I would say it has not been the most efficient practice. It's also been happening weekly and there are sometimes when we're we don't really have a lot of money to deposit. Um so I think that we're spending more in staff time than that is actually being deposited. Okay. Um which is why I would recommend the one to two times a month instead.

Um it's also been tough if we don't get those deposit slips back right away whereas the staff were going to the bank and coming back immediately and the slips are going immediately to where they need to go. um with the treasurer doing it there. It wasn't always happening like same day or they weren't coming back the same day. It was Yeah. Are you missing deposit slips? Yes. Okay. Thank you.

Um reconciliations. So, um the staff prepare monthly reconciliations for the book account. Um we do not do reconciliations for the trustees account. um the treasurer has receives the reconciliation and has the opportunity to verify the accuracy of what's been prepared for the reconciliation and then the treasurer should also be preparing the trustees account reconciliation themselves. Um quarterly reports the staff is drafting um a quarterly report. We would typically refer to it as a treasurer's report. We've renamed that recently to be internal financial report. Um, we provide those as soon as they're ready to the treasurer in draft form and then the treasurer should be the one verifying the accuracy and presenting it to the board for approval. Um, check requests. So, we the main things we do check requests for and these go to finance to process are um to request I um funding from a budget line. So, usually that's the book line um to get money from the book line to the book account. Um we also do check requests for paying presenters for programs um for reimbursing staff when they buy, you know, small programming items like refreshments. And we also do them to pay for a lot of our museum passes um because they send us like, hey, your museum pass is up for renewal. And we have to ask for a check to be sent to them for that. Um, so those are usually what we use check requests for. So the ones they differentiate a little bit in how um the board would handle them. The ones that are related specifically to reimbursing the director um would have to be signed by by a board member um either a chair or a treasurer. And for anytime we request a check from the town for that for that um book

account, those book account funds, that would be also signed by the board, which makes sense. That's a good chunk of money coming out of the budget. Um the staff would prepare the check requests for the board, would enter those transactions into Quicken and file everything for auditing purposes. um board would just be verifying the accuracy of the check request um prior to signing and we would take care of submitting it to finance. um the check requests that are more so like programming programming expenses um reimbursements museum passes the staff um prepares the request the employ if it's an reimbursement for an employee both the director and the employee would sign it they we enter transactions into Quicken scan submit to finance um retain what we need to um I do think that since this current process doesn't necessarily include the board signing it that that is something you could also reference in the purchasing policy.

Mhm.

Um payroll status forms. These typically most often are um having have to be filled out and submitted to finance for any kind of pay change um that an employee has. Um typically we do them for like your when their annual review is up. Um so staff well specifically managing staff would prepare that form. Um the employee that it relates to as well as the director would sign the form. Um after the board also signs the staff submit it to finance and retain it in personnel files. Um and the the chair of the board is the one to sign the form and verify accuracy of the form prior to signing. And I did reference the RSA that that refers to. Um, and then the the last page is just um more so for reference in what items um the treasurer receives from the staff throughout the year, whether that's monthly, quarterly, or annually, which I've already gone over those. So, any questions for me? This is what I'd like to do because this is a big discussion and we are indeed going to have it on a future agenda with and it will be very a very detailed discussion with all of us. Um hopefully we can have you know a consensus of the board at that point to have that discussion and I appreciate this input tonight. But for all intents and purposes so anybody that has questions this evening write them down keep track of them and we will discuss this when we have this very very detailed discussion about money and banking. But for tonight, what I would like to do is determine whose names are going to be on the account

and who is going to be signing checks. And do you have a recommendation for that that we could consider?

I do. Um, typically it's been the chair and the treasurer that are on the account. Um I would also recommend that the director be added as a non signatory. Um because we end up in a situation where um if neither the chair or the treasurer is available to get the next board member on the account or what have you, um you're you're stuck. You have to go through a whole process with the bank. Um, so in that under that circumstance, the director would be able to manage who is able to sign on the account but not actually sign any checks themselves. So you would have

that's my recommendation to consider. You would have access to the bank account but you wouldn't be the director andor the acting director would not sign on the account. That's what you're saying. Okay. All right. And then you're recommending as signitories the treasurer and who and the chair. Okay. Discussion. I think that's that works for me. Makes sense to me. Mora, I would agree that that's what we have traditionally done. So that's fine.

Okay. So I would like to vote on this and I want to vote separately just so that we're very clear on this. So I would like a motion to place the names of our chair, myself, the treasurer, Azra po, and our acting director on our bank account. Could I have a motion, please? I'll make that motion. That would be a motion. Mo motion by Beth Morocco and second Eric Illaoi, second by Eric Illaoi. Any other discussion? All those in favor, please say I. I. Are you roll calling this? No. Okay. I And then my ne the next vote that I would like is you the two signitories that you suggested were the treasurer and myself.

Yes. Um Madam Chair, may I just ask your vote on the last? Mine was yes. Okay, thank you. Um, so the next vote that I or motion that I would like would be to put Azraelo as a signatory and myself, Nancy Hendricks, as a signator. So could I have a motion for that, please? Eric Halawi moves. So moved. Mhm. Second. Second by Beth Morocco. Any discussion? All those in favor, please say I. I. I. Any opposed? Any abstensions? Was were you? Yes. The only thing I was going to ask was what's the difference between putting you on the account and having you as a signatory.

So I would I can sign on the account and my name would just be on the account to be in the in the order if need be. Is that correct? Right. So the only people that would be able to sign checks are Azra and Nancy. Right. Hopefully that won't ever happen. That's fine. So was that a yes then? Okay. Very good. Okay. Thank you, Mora. Okay. Um moving on to capital improvement plan. That's quite a wish list you submitted there.

Yes. All right. So, to my knowledge, just so you know, I don't believe the library has participated in a capital improvement plan in some time. I could be wrong about that. Um, I don't know a lot of the library history there. Um, but I do think that knowing that we're already having issues with the building right now and that we've had I think a lot of challenges recently in trying to get some things added to the budget um that would even gradually address some of the things we need like furniture and etc. Um, I think it's really important that we show the town that the library does have some like needs um for capital improvement. Um, so the like I said before, I did speak with town manager Mhalland about what that might look like for the renovation project that's already started. Um, where we have a lot of unknowns right now. Um, and he was suggesting like even the things that we think are coming up in phase two should really also be submitted to capital improvement because the worst that happens is they're addressed in phase two and they're crossed off of the list for capital improvement. Um, but it's as long as it's there and we're showing that it's needed, um, that's what's most important. So that list is um kind of my initial thoughts of um and some of these are included in the phase 2 discussion that's already happening and some of them aren't. Um like the ones that aren't are probably some of the carpentry work in the acoustic um consultant that I suggested. Um but I do think they are necessary and needed. Um, but obviously it's up to the board whether you definitely want them

to be for me to get quotes for them. So essentially I'm asking what do you want me to move forward with in getting quotes that we can be prepared to submit for May 1st. Um, I won't necessarily have exact quotes for everything, but like I said, we're the idea is to submit submit like a shell, a placeholder, if you will, um, for this project with as much information as we have at the time. um knowing that we're going to add more information as we go. Um the second project which is unrelated from that renovation project and this is something that's been talked about for some time is us having our own excuse me outdoor programming space. I didn't go into detail about what that could look like because I think that's a larger discussion that needs to happen with the board. It's been anything from us just like laying down a patio to us actually having like a pavilion structure that's covered. Um, but especially with all that's happened between CO and now this scenario, I I really think us having this would be a huge benefit even under those circumstances, but even on a regular basis. Um, I really think our patrons would really, really enjoy having the opportunity to have a lot of our programming outdoors when we have great weather. Um, instead of being in like our basement space in the library. Um, it's great when you know we want air conditioning, but um, not always when we're missing out on a beautiful day. So, um, something for you to consider are those two big projects. And then the things that I put on the right side of the list are more so things that I'm recommending um we should consider budgeting for in a future budget year. Um especially because the capital improvement is looking at those things that are like $100,000 or more. Um a lot

of these won't necessarily take that much in funding. So that's why they're on the right side. And just so you know, I did also seek some feedback from the staff on this list. There are actually some recommendations that are not my own included. Um they didn't have a ton of time to get back to me, so I'll say that. But um there are some recommendations from other staff members, too. Um the thing at the bottom, too, because I think it falls outside of capital improvement or more so, you know, um things that we've had requests for for public database access that would also require obviously budgeting in a future year if we wanted to do so. Do they have a deadline that when we need to get back to them?

Yes. Um, submissions are due on May 1st. May 1st. Yes. I see. So, I don't have a lot of time to gather these quotes. Um, something that's already kind of in the works is we know that we need to get estimates for the rooftop units um because of the initial assessment from Rearch that's already been in the works. Um, and the exterior envelope recommendations we just received, but we need to actually attach numbers to them.

Um, and then tonight we're working on the carpet replacement. That can that will really depend on whether you want to move forward that with that in phase one or if you want to push it out and it would fall under a capital improvement plan. Um, submission. Um the window coverings, just so you know, was a recommendation from the um we've been working with Liz Leank, who's a local interior designer. She's been volunteering her time for us, which we're so appreciative of. Um and she recommended in those really big windows that we have um to get some window coverings um mainly not so much to have to have to block out the natural light cuz we get a lot of light and we know that um that's a really great thing for the library but to have some more control over it um because we we're seeing a lot of areas of the collection that get damaged by the sun. Um,

we also have times when like the efficiency of the building could probably benefit from us, you know, lowering the shades. Um, so that was a suggestion that I put in there for that. Um, acoustics super important for a library, but probably extremely important for ours because we have a huge open space that um, right now someone can be having a conversation on one side of the library, you might be able to hear it on the other side. Um, so I think we could really benefit from having someone um, come in and do a consultation with us and potentially recommend where to place some sound panels to help us with that issue. Um, we know that we have some wood rot on the exterior of the building that needs to be addressed. Um, we're noticing an issue with the the emergency door that's on the lower level is also wood and um, is not in the best shape. really needs to be addressed. Um the bench seating in the children's room needs some repair and same with the children's room desk. The if you've seen the top of the desk, it's seen a lot of things in the last 30 years. Um so yeah, that's what's on my list, but obviously if you have any other thoughts of what to add or to remove, we can go over those. So you're asking us to give you the things that we want this evening to get so that you can come back to the 21st meeting with quotes. Is that am I understanding you?

That's my hope. Yes. Okay. Obviously I can't control the vendors and how quickly they can get things to us, but I will do my best. All righty. How does the board want to proceed? Did the town manager have any recommendations about how they've been approaching this process or any recommendations you'd make to us? because it it is a long list. It is a long list. But are there any, you know, top five that would be the biggest priority? Like what would you already have so much going on that to try to get vendor quotes in the span of a couple of weeks would probably be really hard. So,

I personally would say that the most important are definitely the rooftop units because we know what condition they're in. Um, I'm concerned about the boiler because I don't actually know how old it is, but it's been here the whole time I've been here. Um, whatever that means. And, um, I do think that the roof needs further assessment in terms of what areas we need to be concerned about for replacing. Um, and then I think anything we're already planning, and some of those are already going to be in phase two, anything we're already aware of that needs to be part of phase two should really be in this whether we have a solid estimate for it yet or not.

Yeah. So, I heard roof boiler. Um, where is the area where we have wood rotting? Um, it's on the outside of the building. Okay. Okay. I do believe that was a initial conversation for phase two. Um they knew it was something that needed to be addressed. So if it's not included in phase two, it would make sense for us to put that on the CIP, would it not?

Um I'm actually saying that if it's in phase two, it should also be on the CIP. um because we if for some reason we can't get funding for phase two um immediately like it will be covered under CIP and we're clearly addressing it to the town and the public that this needs to happen whether it's you know this year or in the future. All right. Well, those would be three of mine I would suggest. How is the board feeling? Mora, do you have a point of view? Um, what is the process for CIP since this is the first time you're doing it? What happens when you submit this list?

So, there's a um I'm going to call it a committee. I'm not sure if they call themselves a committee. Um, that meets I believe they're planning to meet first in July and they essentially take everybody's CIP stuff and make what I what I would call a master list of things, but um it may not actually look like a master list. um and they start prioritizing what needs to happen when um to make a long longer term plan. Um so that's my understanding of the the process. So where we end up on the priority lists, right, we won't know. Yeah,

Donna. Um, this kind of pertains probably more to the right side list, but um are we able to use um kind of like a a wish list um for some of these items like uh you know like the rocking chair and the light table. Could we provide the community um you know like a an Amazon wish list type of thing where it's clear which item we're looking for and see if we can get some community members to either fund raise for it or um get some community support because maybe we can get, you know, um the Girl Scouts to support purchasing the glider chair or kind of knock out some of the things on the list. um through community resourcing. I don't know. Um obviously the board would have to approve it, but if we've identified which item we want um it would be easy to say yes, you know, and approve it. I don't know.

That's definitely a possibility and I don't want to it's more work, but just thinking long term since this is like a future need. Um I I just feel like there's a lot of folks that would say, "Oh, that's an actionable item that I can do." Um, because a chair doesn't cost a terrible lot of money and if you get a couple families together, you can you can knock a couple things off your list, right?

I don't want to be too demanding of the friends because they've been very kind and generous, like if they help to fund one of the book carts, but um, have you had any discussions with the friends that you can share about how their fundraising is going? if there's um anything that they're doing to supplement. Yeah. So, they um I will say that I think in the past the friends have held fundraisers, but they didn't necessarily have like this is the item it's going towards or something.

Um so, I think there's room for that to happen if they wanted it to. Um, and I do know that they're in in midst of planning something for like spring summer in terms of a fundraiser. I don't know if any of the friends would like to speak that are here or if madam chair if you would recognize any of the friends to give an update on that. Sure. Sure. I can if you want me to.

Ve very very briefly. We we have a very ambitious agenda but ever so briefly come to the microphone please. Name and name and address please. Uh, Linda Lamin for Griffin Road. Speaking for the Friends of the Leech Library, we had a fall fundraiser that um did very well and we haven't been able to move forward with what we wanted to purchase because of everything that happened at the building. So, that might be something we can bring up about maybe changing what we were originally going to use that money for. We are in the process of planning a spring fundraiser, but again, it's one of those things where we had that beautiful space when you first walked in the door. So now we're trying to figure out how we're going to set up this next fundraiser, but with the same plan to hopefully do as well as we did

Sure. in the fall. Um, but again with the way the building is and everyone's separated, we're kind of at a standstill is the best way to put it. We do have a meeting on the third. I think it's the 13th and Yeah. And we can certainly look at what I know you brought up the list at the last meeting, but it wasn't as complete as this one is. Yep. So, we can go from there. Mhm. I mean, the friends are always willing to be friendly.

Yes. The way it's usually worked is that I bring or director, whoever brings a list to each meeting of like potential things that the friends could either sponsor, like programming is coming up or in this case, we could present um this list of items we're looking to get funding for. So, even if it's not like an immediate, yes, we're going to give you funds for that today, maybe it's a we will put together a fundraiser that will help you raise money for these items type of thing.

Perfect. So, this is based on what everybody else feels. Um, you know, I I reviewed this list and Donna and I have talked about our CIP, you know, requests um a little bit last week. Quite frankly, I for me um the building and the structure of the building always comes first. So I if for my from my view I think the rooftop um the units one and three that should be on our list. Rooftop unit number four the boiler if if we are at all worried about the boiler if you need to get an assessment to determine if we need a new one. For me that would be a a CIP request. Um, you know, the roof has been in the news a lot for a lot of years. So, I from my view, again, the board may have other points of view. From my view, I think the roof needs to be on the list.

Um, anytime you have wood rot, that's never a good thing. I think wood rot should be on the list. Lower level emergency door, if there's any question with that not functioning at all, that should be on the list. Does the board have any other points of view? No, I agree. So, actually question. Yes, go right ahead. Um, two things. Um, I know you were potentially starting or working on anou with the friends. What's the status of that? I am not working on anou with the friends. Um, that I believe was discussed to happen with at least one member of the board directly working with the friends. Gotcha.

Okay. And what's the status of the picnic tables? Yeah. So, the picnic tables, um, there's still one out behind the building now, but there is one more that DPW still has, um, that the board needed to decide. This is my understanding from what Aaron had told me. Um there was um damage done to it that you needed to decide if you were going to have DPW install a um I don't remember what kind of material it was, but essentially a bar to strengthen. It's the handicap accessible one. And we're seeing that people are sitting on it and then it bends. Um so they offered to install a bar that would shore it up. Um but the the thing that is a question is that the edges of it can't be guaranteed to be smooth.

Sure. Um so there's some risk there in terms of if someone's touching it. I not sure that's really relative to the CIP discussion though or did you did you want to relate that to my thought was that we might want to add the picnic tables if we don't want to repair them. So for future budget item or Yeah. Okay. I mean I mean I think that's fair. We could put that as a future budget item. Um, but let's get through the the CIP requests first. Um, I mean, essentially we could do this whole list, but we also have two and a half weeks if we want you to get quotes, right? So,

I will add um I do if you are interested in the outdoor programming space, I do know of other libraries that have done it recently that I could get their information from instead of going and getting our own um quotes right away. If I may, so Matthew Thornton a few years ago put in a gazebo as part of their outdoor classroom space. I believe actually Mr. Slater's company was the one that did that. Um if that might be the kind of thing that we're thinking of as part of an outdoor space. I don't know. I mean, the outdoor space could have so many different applications and look so many different ways, but if that's something you're considering, I mean, he might be able to offer, he might have some information on that or it just a thought. Yeah.

Yeah. Okay. So, um, roof boiler exterior. Um, I think the carpet you should be looking at that to replace as well as part of our CIP. I I agree. Unless the board disagrees, would be great to get a quote for outdoor programming because we've been talking about that for a while. Um, has everyone, sorry to interrupt. Has everyone seen the outdoor space? Cuz I I haven't seen it admittedly, so I'd have to go look. The one we have. Yeah, it I mean there's not much there to see to be honest. It's um kind of the grassy area um between the back of the building and the where the staff park in the back of the building

um where we have been keeping picnic a couple picnic tables until we had to take the one out. Um, and we have umbrellas for the bicing tables, but that's pretty much the extent of it for now. We started small. Okay. Any other items that we want to add to this list? Do you want do we need to get quotes for all of these? Um, time for that, Donna? I would need to get at least something as a space saver. That's what the suggestion from town manager was. Okay. Like a fill in the blank. Yes, we go. Okay. Yeah. then I think you probably have enough here to work with. Okay. Are there any other comments or questions?

I mean it sounds like the window covering I mean yeah they all seem like really valuable ideas the if if it's if it's easy to get the window coverings estimate because um sorry her name has just flown my head. Oh Liz Liz did give me a recommendation of who to work with. So I have a contact easy if that would be straightforward. Um, I would love to see that estimate, too. But I I mean, lower on the priority. You've got Yeah, you've got plenty on your list right now. Okay. Any other items on this before we move on? Nope.

Okay. Very good. Deliberations and voting fiscal year 2027 insurance information requested by human resources. This has been an ongoing discussion. So um we have had some information from human resources that there were some items that were not You got to help me with this because this gets convoluted. Right. Yeah, this is all relative to our personnel policy handbook and the request was for information um excuse me regarding open enrollment and the whole thing with the personnel handbook last year became so convoluted that human resources had no idea

am I right so far what we wanted um so what they're asking for is they wanted to know which plan am I correct Donna that we wanted to use for um our dental plan and then there were other questions regarding um the buyout and which plan we were going to use which we we voted on as a board but we never rolled it out to staff. So there were other changes that the board wanted to make. So ultimately um the advice from council is to refer to our last policy handbook which was approved rolled out and the staff had seen which was from when 2020 April April 2nd

April of 2025. So all of the information that is in the April of 2025 policy or personnel policy handbook is what we are going to be um h giving to our human resources department to use for benefits um plans etc. So did I get all of that right? Okay. So could I have a motion to for that to be the information that we give to the human resources department? Um, I'd like to make a motion to um adopt the um the Oh gosh. the policies that were identified in the personnel policy dated April 2025. Um,

yes. Yeah. Is there a second? Eric, allow second. There was a motion by Beth and a second by Erica. Is there any discussion? Yes. What was the stuff we had to change in the insurance? Because if you go back to this one, it would be this exact copy. So that was this the items those were the items that we were discussing the other night, right? I understand that. But this is the old copy. We'd have to change it to add the new information like the dental. Okay. So you have it in here. The dental is covered. This one is covered. Okay. On page 13. Any other discussion?

Again, we have a motion by Beth and a second by Erica. All those in favor, please say I. I. All those opposed. Abstensions. Or was that a yes? Yes. I'm going to abstain because I didn't do this part. Very good. That would be a four one. There you go. 401. Perfect. Okay. Madam Chair, may I ask a quick question? Um, since I'm not sure that the so the board had said that they really wanted the staff to every anytime the policy was changed to receive a copy and then um sign off that they yes received it and that go in their personnel file. Um I don't believe that that had happened with this version of the policy. So would you like me to do that now?

Why yes I would until we get a new one. Okay.

Yes. Okay. money and banking. I rolled into the conversation up above um funding requests. Donna. Yes. Get to the right one. Okay. So, um these were all requests that um I presented at the last meeting. I can quickly go over them again. Um I did bring a picture this time for this first one. So, the marquee quote um that's our the usual vendor we use as an electrician. Um they provided a quote for us to reposition the hanging lights um in the children's room. So, this is actually a picture of the children's room. Um don't mind the ladder cuz that was recently taken. Um the lights that we're talking about are these long blue ones you can see in the picture. So you can see I was when I took this picture I was standing um parallel to the wall, the back wall. So these lights are all angled and the shelves are all angled with them. Um we are this was a staff ask that we actually straighten the shelves and the lights out to give us some more space at the back of the room because it's kind of lost space back there.

Yeah. Um just the way that that the angling works, there's not much we can do with it as it is. Um, so that's our ask. Um, and that work could happen at the same time that the electrician is already on site to do some work for the insurance. Um, because they have to move some other lights under the insurance scope. Um, so that's why the the quote is a little bit more cost effective since they'd already be on site. So, um, your printed copy may have been cut off a little bit, but the total is $3,312. Do you want me to go through all of them or would you rather? No, we're going to move on. I'm just looking for mine.

Out of curiosity, has it always been angled like for the past 30 years or is this just a design concept? I'm just curious. My understanding is it has always been like that since um that room became the children's room after the addition was added on. Okay. So, 30 years. Okay. Interesting. Any other questions before we get a vote on this? No. No. So, this is really tiny font. So, $3,312. Okay. So, could I have a motion, please? Madam Chair, I would make a motion that we approve the expenditure of $3,312 to reposition the hanging lights in the children's room. I second.

So, that was a motion by Erica and a second by Azra. Is there any discussion? All those in favor, please say I. I. I. All those posed, that would be four in agreement and one nay. Madam chair, may I ask a quick question? Um, could you just clarify where you want it paid from? Oh, man. Sorry. I've been on duty for 12 minutes, so why are you asking me? Um, so if we paid for this through the library budget, it would normally be under the maintenance line. Yep. Um, but if you were interested at all in paying for it under the trustees account, you also have the ability to do that. Okay. Do you off the top of your head, do you know roughly how much we have in our maintenance?

Yes, I actually put gave it to you in the budget report. I would prefer that that come out of I will say that there is more coming out of it and I do think this would overexpend that line. Oh jeez. Okay. Okay. Because of what's going on at the library. Wait, are we having work done? Yeah, a little bit. Um, right now there is $4,950.97 left. Okay. So, this is getting us close. All right. And do you know roughly how much we have in our trustes account? That would really be a treasurer's question. Um, I Let's see.

It's all right. That's okay. I don't think I would personally have anything that would ever reflect a very recent bank statement for you guys. Okay. Hopefully that can be fixed. I I think that for now it's going to come out of maintenance. What do you all What What does the board think? Yeah. Um I would support taking it out of maintenance um with the intention that we will start investing the trustee account um soon because we've held on to that money for a really long time. we need to figure a couple things out like what does that account hold?

Um and then we can start really thinking about um meaningfully where that would be invested to to support your programming and um really thinking about summer impact and all that stuff. Yeah. But for sure I really want to see that money being used for the community this year. Okay. So is your that's your perspective? It should come out of maintenance. Yeah. Yep. Or up to you guys. You don't have an opinion on this? No. Okay. Maintenance. Yes, I agree. Maintenance just because we don't know how much we do have. Okay. Sorry. Maintenance it is. Okay. Very good. That'll come out of maintenance. Okay. The next one is um Go ahead.

Next is um from Flag Works. So, this is the second um quote for um flag repair. And I would also call this one a repair and upgrade from what I explained earlier. Um, so the the piece that I was not remembering the term for was the cam cleat. Um, I don't have that at the tip of your tongue. I totally know what you're talking about.

That's the one. Um, so that's what the um, so this quote is a total of $770.95. I will add from my perspective that um, we've already done the repair to get the flag back up for this year. Um, so this could be something we hold off for the next fiscal year on if you choose. Okay. So you you're not looking for a of Say that to me again. Um, that I think this is an expense you could hold off till the next fiscal year if the board so chooses. Well, yeah.

We've got other other big expenses coming up. So I would agree with that. Does the How does the board feel? I support that. Yeah, I support that, too. Okay. Anything else on your list tonight? Yes, there's one more. Where's the last one?

So, the last one is for the carts or um book carts or book trucks, however you want to refer to them. There are three different quotes um that are just a variety of which quantity you want to go with. So, two, three, or four. Um these we have ordered these exact same cards before. I believe at the last meeting I did share how much the cost has increased since the last time we purchased them. Um I think it was 30 30% if I remember right. Um we could these are currently wouldn't be to replace any that we have on hand but they would be extremely helpful while we're in our temporary space. Um there is a likelihood that they would eventually serve as a replacement um once we're back in the building but for now we wouldn't actually be getting rid of any. Um, and the friends, they have not guaranteed funding, but they did say that um, they'd be open to basically reimbursing the board for one of the carts if the board purchased at least one on your own.

Okay. How does the board want to proceed? Could you swipe to the side? Yep. Sorry. Please. Thank you. This is for the two. That's for two. Yep. And they are they do become a little more cost- effective the more you get. So that's why there's the three quotes. Just so you know in bulk. Um so if you if you had haha cart blanch to purchase as much as I'm sorry I have children and a husband. I have no nothing but dad jokes here. Um what would you if in an ideal world how many would you say would be the right number for your needs right now? For right now I would say three.

Okay. Three. And so, so if they're 5.90, they're I can show you the three quote if you want. Yeah, don't make me do math just to make it easier. This is for three. So, their unit price of 55707. That's with our We do have a discount um with a consortium rate. Um and there is a big cost for shipping here to consider. Yeah. So, in total, um, three of them would be $2,4621.

And Demco is really the big supplier. There's not a lot of suppliers for library stuff. So, her shopping around for quotes, it's not going to happen. This This is it. Donna, what line item were we thinking that this would um This one I was thinking equipment, I believe. Yeah, that makes sense. Um, which I do think we've already I don't even think there was any funding in equipment this year. Not surprised me.

Trying to find it. Sorry. Yeah, there was no funding in equipment and we've already spent just over 2,800. So, we're going to be over by another 2,000, right? How does the board feel about that? Personally, I do feel that this expense would be a very good fit for the trustees account. Yep. I was um and I do know that you have a lot more than that money in there, even though I don't have the exact number. Um these carts really provide mobility for programming. Um and we've been nothing but mobile for the last few months.

Yeah. Um my big concern is not having all the it can't be exact but just my concern is with everything up in the air. I don't know how we have many tens of thousands. I know let let me ask let me ask question. So Colleen can find the exact number in the bank statement for you. Oh that would be magical. But just to be Yeah. transparent with the public. Yep. Yeah. Yeah.

No rush, Colleen. No pressure. Yeah. No pressure. She is on it. Yes. I just wanted to know. I can't see it from here. I'm sorry. You can make it bigger if you want. What size are they? They are um I have it in front of me and I can't read it either. 44 and 12 by 31 by 17 in. And they are red. Oh, they're red. They have three shelves. Um, they're deep shelves, so we could actually double double stack stack books on them. Nice. Sorry. Yes, they are over at LPD right now. Yeah. Um, for the record, could you please just state your name? Colleen Majors. Very good. Thank you. And do you have that amount for us?

Yeah. At the end of February, your ending balance in the trustee account was $51,663.35. All right. Sorry, that's 51633. Mhm. Okay. Thank you. And 35 cents. 35 and sorry, I'll get the 35 cents. Very good. So, I agree that that we can take this if So, would someone like to make a motion? Like to make a motion for the purchase of three new library carts. Three. You said three. Yes. The friends is getting one. Wouldn't you get two? Sorry. What? Uh the friends hasn't decided on anything yet. No.

So that if they decided they would reimburse the board us. Okay. Okay. And they would invest their money in another way that helps the library ultimately. So we can put a plate on there. I just don't want to say. Yeah. No, I'm not the boss. Okay. So, do we we have a motion? Motion for three. We have a motion. A motion by um Beth and a second by Erica. Any discussion? Any more discussion? All those in favor, please say I. I. All those opposed? Any abstensions? Was that a yes? I said yes. Okay, there you go. Thank you.

You're welcome. All righty. Contracts and invoices. Go ahead, Donna. Okay. and get to that tab. Okay, so the first one is for cloud library. I want to be clear that cloud library is not a set amount that's determined by Gmail cuz it's actually an amount determined by the library itself.

Um I am suggesting an amount of $2,000 for this year. Um last year we paid $1,000 and that was the first time we did our first like contribution to cloud library. Um the reason why I chose 2000, I did some math here. So I looked at um what our cost per circ is under Hoopla and I took the amount of circulations that I project based on usage for this year in cloud library and I did the math out um using that cost per circ in cloud library if that makes sense. So I got $2,000.

Okay. Um, so I do think it's a clear reflection of how much it's being used by our patrons. Sure. Um, to other also to be clear, there is not a set deadline for this. We usually look at it towards the end of our fiscal year. So I'm bringing it to you tonight, but if you wanted to, you could put this off until closer to the end of the fiscal year if you wanted. Um, I do think it would be good just to get it paid in the budget so it's not a question mark anymore. That's my personal opinion. Okay, discussion. Mara,

so just for clarification purposes, this is to support the servers that we basically agreed to give the donation every year. Correct? Yes. So um in our contract with Gmails we have agreed we are going to contribute every year. Um we just don't have a set amount we have to. So it's up to the board to decide what that amount is essentially. Is this a book line? Um this usually comes out of the book line. Um next year when we use that separate line for digital materials it will be from that instead but it is book line. And so to clarify you have Hoopla cloud library and Libby.

Yes. and with the building closure and changes all that I think people probably are especially using those services. So, I think $2,000 is reasonable, especially since you came up with it, you know, and um sensible way. Just so for Eric and Azro, so you know, the upcoming budget, the library had to cut 51,000. Um, and the initial discussion of where that would come from is to remove Hoopla. Just so you know, that hasn't been like formally decided by the board yet um until we're in that budget year. But um that's where the we were steering towards. So it' be even more important if that happens. Yes.

Yeah. I'd like to make a motion to uh donate $2,000 to Chimix. Is that what we're saying? It goes to Cloud Library. Cloud Library. Cloud Library. Sorry. Cloud Library. Um do you need a spec specific amount in the motion? Yeah, that would be great. Yeah, I said $2,000. I didn't hear you. Okay. There's a mo motion by Beth. Is there a second? I'll second it. A second by Erica. All those in favor, please say I. I. All those opposed. Any abstensions? Was that a yes? Okay. So, that's a 5-0. Thank you. Thank you.

All right. And the second one, um, so to be clear, this is a service that has already happened, so it does have to be paid. It's just a matter of where you want it to be paid from. Um, so Code Red was on site and this was an unexpected expense as part of the building project.

They had to come out kind of at the last minute to disable the um the smoke duct fire alarms um or detectors, smoke detectors I should say. Um so and then they had to come back to reenable them. So um that is where this cost comes from. Um, we if we had code red come out on a normal basis, this would also come out of the maintenance line, but again, up to you how you'd like to pay it. What's the board's pleasure? I feel like the maintenance line is getting kind of taxed at this point. And $700 seems like something also chip in from the You want to take that out of the trustes account?

Well, I mean, not going to buy us a crystal chandelier, but Um, not sure. I mean, the M I'm not sure where else we would be taking it from in here. This budget is stretched so thin. Yeah, I I feel like Madam Chair, you have a hand raised, just so you know. I have what hand raised? Yes. Just a quick question. So, is there any way we could submit this to the adjuster to get reimbursement for this since it related to the building issues? So the insurance was not covering the scope of the mold remediation. This was done because of the mold remediation. Okay.

So I would say that it's a definite no for the insurance to cover. It's a good question though. Well, we either overspend or take it out of the trustes account. I kind of feel like we need to overspend because I think we're we're really needing to give the community an honest budget um projection for next year. I think we keep undermining what it costs to provide services to the community and then we're looking at surprises because we haven't budgeted appropriately for them. Yeah, that's a really good point. Yeah. Any other discussion? And could I have a motion, please?

Um, my brain is gone. I'd like to make a motion to um Well, are we making a motion? We're going to pay this bill. Yep. And where where you're going to pay it from? Yeah. Um I'd like to make a motion to pay $700 to the code red fire systems um through the maintenance count. Motion by Beth, second by Azera. Yep. Um any more discussion? Although yes.

So since this is something that had to do with shutting on and shutting off the fire alarms, it might be more beneficial to put it through another line item. If you want to go with that one, that's fine. I mean, it's up to you. I mean, I was thinking you could potentially put it through the electric since they shut off the fire alarm. Um, no, that would override the line then, but the electrician didn't come. Historically, the electrical line has been used for replacement of Actually, I don't even know if we've used it for replacement of light bulbs. No. Um, we've only been using it to pay for electricity bills, right? That's what I would say.

Yeah, I think it's maintenance is a better fit, though. Yeah. Okay. So, there was a motion by Beth and a second by Azra. Any other discussion? Good point, though. Um, all those in favor, please say I. I. All those opposed? Any abstensions? Pay your bill. Thank you. Okay. Carpet replacement and painting scope man alive. Yes. You ready for me to present? Okay.

So, this is the one um that I had to send you this afternoon. Um we were waiting on some information from REIC um regarding estimates. So essentially as a um preface to this is the three things I'm looking for you to decide tonight are um whether we're going to include carpet replacement at all in phase one or if you're pushing it out to phase two. If you decide to do that in order to reopen we do have to professionally clean the carpet. Um, another thing to consider is that with the mold retest um, happening before we reopen, there's a chance that the carpet is going to contribute to findings. Um, so that's just something to consider. The carpet project, um, Rearch is estimating could take up to 3 months. And something that's going to contribute to that is the availability of the carpet right away. Um the carpet that I haven't gotten a guarantee about the carpet that we've tentatively selected, but um the the vendor suggested depending on what we choose, it's anywhere from 3 to 5 weeks um that we're looking at. If you do choose to do carpet replacement at any v varying scope, um are we um which one are we requesting funding for? Because this this funding request does have to go to council. Um so there's two different varieties of carpet that I'm presenting here. And for the scope, um, do you want to include the alternates that I'm presenting to you or do you only want to stick with the scope that's identified under the insurance claim? So, those are the big questions um

to give you a quick summary. So, you have a um annotated floor plan in front of you. Um, the one I have to show for the public just shows the, let me see if I can get to it real quick. Just shows the insurance claim or what we're calling the base bid. So, this is the pink area is all area that insurance has identified as area that needs to be replaced um because of the frozen pipe uh water damage. Mhm.

So, we already know this needs to happen. It's just a question of when if you're putting it under phase one or phase two. Um, then we have the option of whether you want to add anything onto this scope. Um, so that drawing or I just colored it in to be honest. Um, the one you have in front of you, the orange space, which is mainly the children's area, is alternate two. And the green spaces, which are mainly the small rooms off of the big main area, um, which are offices or study rooms or historical room, um, as well. And the one that's not shown on this is the one area on the lower level that is the staff break room. Um, which is a very small area. um that's also carpeted that is included in alternate one. Um so just so that you know the different areas that we're talking about. I'll go back to my summary here. And if anyone from the public wants to see the three colored one, you can up here too. Um, okay. So, the estimates that we got are for two different types of carpet. So, the one that is at the library right now is like a very large rolled good. Um, and for insurance purposes, they had to get an estimate for if we replace the same exact thing in the library. Um, what we're asking for is a slight upgrade, mainly to consider some of the maintenance issues that we've run into and to also consider longevity. So, we've had that carpet in there for 30 years, which is pretty amazing. Um, but knowing that this next carpet is probably going to last have to last us about the same amount of time. Um, we

want to put, you know, carpeting in that's meant to last that long. So, there's two options um that these were also recommended by Liz, who we've been working with on interior design. Um, one is a carpet tile and one is is called Power Bond. Power bond is a roll as well, but it's only six feet. And the positives with that is that when it's installed, it um creates a seal at the bottom of it. Um so that if we were to run into other water loss issues um that that carpet could be easily professionally cleaned and we know it wouldn't have to be replaced. But that kind of guarantee comes with higher cost too. Um the other thing that that's a plus for power bond is is that it has a padded backing whereas the tile generally doesn't unless you add it. Um and it has a better sound rating. So it would help in muffling the sound a little bit more than tile would. Um, the plus with a tile is the maintenance aspect where whenever you have a spill or a stain, you can easily swap it out for another tile.

Um, I think I'll check my notes, but I think that was the the gist of the benefits unless you had questions about between the two. Yes, I have three questions. Yeah. Um, I did read in the recommendations for the mold that they recommended not recarpeting the staff break room and instead putting in hardwood flooring. They did. Okay. and it it why was that not considered as an option? So, they actually recommended um hard flooring for the whole building

um instead of carpeting and on the main level. Um I spoke to my concerns in terms of the sound. We already have an issue with sound and adding hard flooring would only make it worse. It would also remove a lot of the um like the cozy vibe I think of the library. Um there are few areas that are already tiled. Um main mainly areas in the staff area in in the programming room. Um but I do think upstairs it would have an impact um and probably not one that would be great for the user experience in my opinion. Um the staff room I'm definitely open to considering tile instead. We just didn't have a estimate for that at this exact moment. we were um looking at carpeting in particular,

but um I do agree that that may be beneficial, especially where it's the lower level. Um you're dealing with more humidity downstairs. Mhm. It could be the smart move to go with a tile there. Like it was also difficult to clean in the report, which was kind of a contributor to some of the issues.

Yeah, the staff room or the the kitchen is already tiled, which is adjacent to the break room. Um, but it would be a lot easier to clean if it were all tile. So, I'm happy to I wouldn't have exact numbers for you tonight, obviously, but if you wanted to remove the staff break room and make it its own alternate with tile, that is certainly an option. It's just I don't have a number for you tonight.

Okay. Well, since we're doing this big pink area um anyway, it and we have to move stuff, it could potentially make sense to do that to take everything out and just redo all the carpeting. Um so, just to clarify, what you're asking for is for us to approve you going to the town council and asking for the funding for the carpeting. Yes. And ideally, I would really like it if a board member accompanied me to the meeting. Yeah. To present. Um that would be great. Um, so yeah, it's just a to determine what scope you would like to look at. If you want it to be phase one, like we do it immediately while the building's already closed. To be clear, if we did do it later, it would mean closing the building again to do this.

Um, so I need to know scope and which type of carpet you want to go with before we present to town council. And you did say something about um this would depend on how quickly you could get the product. Y did they give you any ideas? Yes. Um so tile did seem like it was the likely more available um versus the power bond. Um the tile was was likely going to be more so in the area of 3 weeks whereas power bond had more of a variety of 3 to 5 weeks. And there is a pretty I don't know if I'd call it significant but a pretty big difference between the two costwise. Yeah. Yeah. Yeah. Um,

so I would think it I think it probably makes sense to go with the higher grade in our our bigger the library area itself and certainly in break rooms and offices to go with tile. Um, I I would think that would make some sense. Um, hardwood is I have hardwood in my building. It's beautiful, but it is so noisy you just can't stand it. You just can't. So I and and it's expensive. Um, so I don't I don't see hardwood in our future doing that. And plus the maintenance of it. I had that at my old library and people use the building and it gets scuffed up and then the cost to buff it and to maintain it is just too much.

So I think a mixture of the two. What is the what is the board feeling? Yeah. The best way to approach it. Okay. Yeah. The other um I'd also thought of this too in that the children's room could be another good space for tile. Um, you're not, we already know that space is loud. It's not, we're not as concerned about the sound in there, um, and I do think that that area is more susceptible to like the small spills and staining. Um, so it would be quick to switch out tiles. So, my recommendation would be to consider tiles for children's too. Yeah. Yeah, good idea. So, yes, perfect. So the the main library, the upgrade,

break room, staff offices, children's area, tile, did we get everything? And you are you are wanting to do this phase one in all areas as part of that scope. Okay. And do you want me to pull out the break room as a potential for tile? Yes. Yes, please. Yeah. Um and we need a vote on that. So um the other thing I just want to note is that we do not have a solid number from the insurance yet. So the numbers that I presented you as like the difference in price between the estimate we don't know if insurance is covering the full estimate yet. So we can hope

just to be aware and this may have been already answered before but do you have already a design for each or is that the later step? Yes. So there's already um a design option. There's uh Liz presented us with four patterns essentially. And um we are thinking like a shade of blue. Okay. Um because we think it would fit best with like the furniture we already have. Um I think Yeah, I think it will look nice and it's a potentially easy to hide stains. Yes. And if there's any way um to get extra carpet squares, so let's say there's like a massive spill that you know the design is not going to cover it that you can cut it out and Yes. put it put it in.

Yep. And it's going to follow especially in the main the big room. Um right now we have that like center aisle that's um a different color to make it stand out more. That is still planned in the design so that we have that like identified. That' be nice space. So all right. Can I have a motion please? I mean we recognize we don't have any dollars, right? Yeah. It's more so to bring it to the council. Council Yeah. Do a motion. Yeah, go ahead. Do it to make a motion. Sure. Okay. I make a motion to bring the carpet and tile estimates and plan to the town council. I'll second. Does that cover you? Yeah, as we discussed it.

As we discussed. Yes. So, we have a motion by Azra. Second. Second by Beth. Any other discussion? All those in favor, please say I. I. All those opposed? Any abstensions?

Very good. All righty. Acceptance of unanticipated funds under RSA 202- A col4C. And I've asked um Donna moving forward, you know, we we haven't had necessarily the exact um cont, you know, contributor listed on the agenda. I just think in the interest of transparency and being clear that we have. So, um, we have a donation from the New Hampshire Humanities Humanity Project Grant for $2,000. Did I say that right? Yes. Okay.

Um, so this is the grant that I spoke about the last meeting um that our staff member, Becca Barrison, applied for and um won, received, what have you. Um, it's going to be used for summer programming and to offer a larger event than we normally would be able to afford on our own. Um it's going to be very exciting if the plans are looking really good. Um I did attach the full agreement with the New Hampshire Humanities um to the agenda so you could see exactly what our um responsibilities are in terms of reporting information back to them. Um we have received the check so it's just a matter of where you'd like it to go really. you have the option of putting it in the trustees account and then the trustees would have to pay the expenses directly. Um there's also the option, I think it's been done before, of adding it to our budget with the town and spending it through the town. Um but then how would that work? I think the board would need to reimburse the fund. Maybe I'm thinking of that backwards, but I know that has that's been a situation before that we've done too. Um, there's also that we put it in the board's account, we spend it through the town, the board reimbures the town.

So, I just I need to know how you want to manage it financially and as well as obviously accept it under the RSA. Y I think we put it in the budget. What do you think? Yeah, I think if we can add it to the budget. Add to the budget. What do what does anybody else think? Yeah, I mean we're going to be so overspent on se several of our lines. Any think that anything that we can do to help defay some of those costs? What is the perspective of anybody else more? You have a point of view? Um I think they'd have to set it up set it up as a separate thing to take the money for the specific purpose, but other than that, I think it's fine.

Yeah, to be clear, it wouldn't offset anything in the budget because we're going and spending it to pay for the programming. I'm sorry. Say that again. It wouldn't offset anything in the budget because we're going and spending it for the programming. Yeah. It's a grant, so they have to demonstrate that they're using it for that. That's right. Okay. Someone make a motion, please. Um I make a motion that we accept the uh $2,000 from the New Hampshire Humanities Community Project Grant um under RSA 202- A4- C. Is there a second? I second. Motion by Erica, second by Azra. Any other discussion? All those in favor, please say I. I.

All those opposed. Motion passes. Okay. And congratulations again, Becca. I know she's not here, but that's amazing. Deal. Okay. Acceptance of personal property under RSA 202- A4-D. Go ahead, Donna.

Yes. So, we received some gently used equipment from Linda Lanin. Thank you. Thank you. After um we presented that we needed book carts. She was like, "I have one." Um so, this is a smaller one, not the larger one that we were were looking to order, but um it's going to be very helpful. We already have it at LPD. Um so, it's one book truck and she also donated two tabletop book racks that will be great for displaying items on table. Thank you. Thanks, Linda. Motion storage. Is there a motion to accept?

I'll make a motion under RSA 202-4D to accept the book truck and two tabletop book wraps. Correct. A motion by Erica and a second by second. Second by Beth. Any other discussion? All those in favor, please say I. I. All those opposed? Any abstensions? Motion passes. Very good. Thank you. Okay, that brings us to public comment. And as you can see, we're bringing back public com back by popular demand. Public comment at the end of our meeting. So, is there anybody here from the public that has anything to say? If not, I would like a motion to Oh, sorry, Mlater. Sorry. Okay.

Did a great job, but I just wanted to hit on uh Bob Slater, one Stonehenge Road. um as far as the building project and um that the concerns as Donna uh hit on earlier with the rooftop units, I think it's it's wise for um you folks to uh get with the town manager and the town council and get a um evaluation of those rooftop rooftop units sooner than later. that's going to cost you some money as well to get an analysis done of how they're operating because what I'm concerned as Donna knows is um the the humidity levels as the summer gets here um causes a lot of this mold

and the boilers are not working to their capacity or we don't know if they are.

So I think that would be part of a cost that needs to be done prior to help you with your CIP numbers too. Um, I'd hate to see us go through all this work and and put a brunt of phase two off for a year or two and if it's needed now to prevent hundreds of thousands of dollars of remediation a year or two from now, I think that would be wise. Um, so once you're open, you're not getting into this again and you can be planning for the rooftop units. Um, so I think that's key in watching every expenditure, you know, moving forward here until you have something worked out with council and the town manager um to get you back in there sooner than later. And uh if you may you may bring in um a professional on this area and they may say it is working enough now that you can put it on the CIP

and and that would be the best way to do this cuz the council has is trying to get you guys open and that and we don't know what the insurance company differential is yet as Donna hit on earlier with the carpeting and and repairs. It's a pretty big delta between what's what's uh speculated by Rearch

and um what what the adjuster came back with and I know we're waiting to talk with with him once he submits um some of these other things. So just a a little caution there and and it would be nice to have a professional come in and say, "Yeah, we can get you two more years by doing X, Y, and Z, minor repairs to the existing units to control the humidity levels so we don't start creating more and then put the outside envelope package into the CIP because the CIP is for major expenditures, not replacing a door or this." So, it's a five-year plan of of the library where you folks haven't participated. I've been on the board several years and, you know, it's it's usually, you know, projects that, you know, are $100,000 or more that can impact the,

you know, the taxpayers, you know, substantially. So, smaller fixes can be budgeted um for maintenance and that. And um but I would um talk with the council when you guys get together and get some money allotted to get these units looked at to control the humidity level in this building. Um and if it can wait. Sometimes they can do some some little things beforehand to get you to a year or two,

but we don't know until you have a professional and and with the roof too. Um maybe we can get a year or two and get it budgeted and get it through the budget cycle to do, you know, next summer if we can get through a year because, you know, we've got, you know, several hundreds of thousand already approved through the um council and the town manager to get you open again. Um and doing these carpet upgrades and the light changes are kind of key now because of the moving company moving it in sequences. Um, you know, and I think they're talking about a five sequence move to do the carpeting as it is. That's why they're expecting another month or so on the schedule to do this to replace the carpet through the insurance. So, just a few things that we've been talking about that I just wanted to hit on to

Thank you. you know, support what Don has brought forward tonight. Um, but it's those are the couple of key things I would look at. um and and just stay in touch with the council and and that and uh see if we can budget for it in the future with some of this other stuff just to get you guys back in there and running. So, thank you and thank you for your help. Yeah. Yeah. No, no, it's uh you know, a lot of good things are happening. I know it seems like you're spending a few thousand here and some additional here, but if you didn't do it now, it would be hundreds of thousands to do it later. So, some of these minor additions to the carpeting, I think it's a smart move.

Um, but I would um really get concerned with the HVAC units up on the roof and that for the for the moisture problem cuz I think that's I'm I'm not a professional in HVAC or moisture control, but I I'm going to guess that from years ago when they had water leaks and then the moisture not being controlled with humidity levels and being able to monitor it, it didn't help the mold in certain areas in the building.

I agree. So, you've gone through this expensive cleaning and duct work replacement and tiles, uh, sailing tiles, and now you're going to put a new carpet in. Um, it you want to make sure it's not going to get to that point. And it gives you some time to, uh, get it budgeted and get the communities to be able to uh, help support this and and and get substantial pricing and get it out to the community. So, perfect. Just a couple little things that I thought were important for you guys. Okay. Thank you. All right. Thank you, Mr. later. You're the best. Have a good night. Thank you. Is there anybody else from the public that

I don't have a public comment item, but I do have a quick question that I would like to bring to the board real quick. Um while the um while the building is being is closed for not I I have um non-public minutes that are sealed from Tuesday. And I'm anticipating another round of non-public meeting minutes that are non-public session minutes that are going to be sealed from this evening. um what process do we want me to follow to make sure that once I've printed and sealed those minutes that they are stored. Um options would be that um I can hold on to them. I don't know what I could hold off on printing them or I could once they're sealed I can give them to Donna to transport into the library to put in storage. What would we as a board like to do for that?

Typically they would be sealed and Donna would just put them in the locked space. Mhm. Um but I don't have access to the building right now. Right. But yeah, when do you foresee yourself being able to go into the building? I have access to the building right now. It won't be um forever like once the carpet starts. There's going to be a period of time I don't really have access. Um but right now I can get what you need in there. Give it to her sealed and then she can just bring it in. And the appropriate process for sealing them is put them in an envelope and sign across the flap. Yes. Typically. Yes. Thank you. All righty. Any other business to come before this board tonight? If not, could we please have a motion to move into non-public?

So moved. You have to do it. Oh, right. All right. I'd like to make a motion to go into a non-public session under RSA 91- A 3, 2A. Very good. Is there a second? Motion by Beth. Second by Erica. Erica. This is a roll call vote. Mora. I. I. Beth Marco. I Nancy Hendricks. I Erica Lowi. I Arao. Very good. All right. We are going to go into non-public and then we will come back and we will adjourn. I'd like to make a motion to move into public session. That would be a motion by Beth and a second by

Eric Illaoi. Eric Illaoi. This is a roll call vote. Mora Ryan. I. Beth Marco. Yes. Nancy Hendris. Yes. Uh Erica. Yes. Hazard Po. Yes. Very good. I'd like to make a motion to seal the non-public minutes for 5 years. Motion by Beth, second by Eric Illoi. Eric Alowi. Um do we have to do that as a roll call? Does anybody remember? Well, we can do it quickly. We'll just say we'll just do All those in favor say I. I. Those opposed. Any abstensions? Minutes will be sealed for a period of five years. Any other business to come before this board tonight? Yes.

Um, are we going to post the director position soon? Um, I wouldn't think anytime soon since we don't even have a library. So, um, but I mean it's it's a good question and I'm I'm kind of relying on Donna's expertise to kind of give me a go-ahad when we're g when you think the time would be right and you know how when as we get closer to the opening of the the building for sure. So, yeah, if you're wouldn't think anytime soon, Mora.

Okay. If you're looking to do it more more aligned with when the building will be reopened, um I would suggest waiting until um we know more about the carpet project in terms of timeline because you could still post before we're actually reopen as long as we know we're going to be reopen. So that's my suggestion. Yep. That's a good one. Any other business? Yes. Okay. Could I have a motion to adjurnn, please? I make a motion that we adjourn this meeting. Motion by Erica, second by Beth. Beth Morocco. All those in favor, please say I. I. All those opposed? Any abstensions? Thank you everybody and enjoy your holidays.