Leach Library Trustees - Regular Meeting

order. Let's get going. Yep. I have exactly 7 o'clock. Um, so I would like to call this meeting of the Leech Library Board of Trustees to order at 7:00 on Tuesday, April the 21st. And I would like to begin with the pledge of allegiance, please. Let's all stand. 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. Thank you.

All right, bear with me. We're starting something new. I know how y'all like new things, but I have decided moving forward in this period of time as we're rebuilding our library and reestablishing our relationship with our community and reestablishing trust with our staff. Um, I'm going to read our mission for Leech Library. Y'all know what our mission is? I bet some of you have it memorized. I did not. So the mission of the Leech Library is to the Leech Library's mission is to provide materials, information, and services for community residents of all ages to meet their personal, educational, and recreational needs. That's item number one. Item number two, um I would like to also announce that last evening at the town council meeting, the town council voted unanimously to appoint Miriam Malik as our trustee. Miriam Malik is currently out of the country. She will be back on or around April the 27th. She will be sworn in and she will be present at our next meeting which is on May the 7th. So, has everybody had an opportunity to review the minutes? And if the answer to that is yes, I would like um to talk about our consent agenda. So, we're going to be reviewing minutes from April the 2nd, April the 15th. And we do have meetings coming up. Thursday, May 7th, 2026 at 7 p.m. will be our regular meeting here at the Moose Hill Chamber um council chambers. Thank you town hall and town council for letting us be your guest. And our regular meeting will be at 7:00 p.m. Tuesday, May 19th, we will have a special meeting at 7:00 here in the Moose Hill Chambers Londere um at 7:00. Thursday, June 4th, we will have a regular meeting here in the Moose Hill Council Chambers at 7 o'clock. On Thursday, June the 25th, at 7 o'clock, we will have a special meeting here in

the Moose Hill Council Chambers. Um, could I have a motion, please, for the consent agenda? I make a motion to accept the consent agenda. That would be a motion by Erica with a second by Azrael. Azrael. Any discussion? Yes. Yes. So, um I have problems with the May dates. We we can discuss them. We don't have to change them, but we can certainly discuss them. Okay. So, all right. And if you have any dates that you can't make, Jan, just let me know and we can talk about changing them. But all we need is a question.

Well, because the problem is that that um again, we're doing the first Thursday and um the first Thursday is an issue with uh I don't think just not myself, not just myself, but uh because there's other meetings, but I'll be out of town both the 7th and the 19th. And and and thank you and and I appreciate that. And also, we just have to be mindful that we are a guest in this house and we have to be mindful of when there are um spaces available. So if we have for some reason not to have a quorum obviously on that Nigerian then we would not be having a meeting. Okay. Okay. Any other discussion on the consent agenda? There was a motion by hang on just a second who made the motion and a second by Azer. Yes ma'am.

I just had a quick um I think I sent both of these to you Erica but um there were just two minor changes for each of the minutes. Yes. Well total um they both were just missing the adjournment time. Yes. Oh okay. Yep. I will I fixed that on the last be fixing it from here on forward. Thank you for catching that. I think Mara might Mara, did you raise your hand? Nope. No. Okay. Okay. Very good. So, can we have a vote, please, on the consent agenda? All those in favor, please say I. I. All those opposed? Nay. So, that would be one, two, three, four,

four, four, and one opposed. Very good. Public comment. Do we have anybody here from the public that would like to make a comment this evening? Y'all are so quiet. Okay, very good. Um, committee reports. Do we have any committee reports tonight? None from the personnel policy.

Okay, Donna, you have any committee reports tonight? I do want to mention that Erica and I are going to begin the bylaws work because she and I are the bylaws committee subcommittee and we are going to begin that work um in the month of May and we will report to you as we do that work. Okay, presentations and discussion. So, you may recall that we had talked about that we were going to have a meeting with the charitable trust unit, which we did, and I have asked um Donna to recap that meeting. As you can see, all of the the slides from um that particular presentation are listed on your agenda. We are not going to go through them slide by slide. Donna is going to give us um a recap and then I will ask um Azri if she has any other comments from that meeting as well. Go ahead, Donna.

Sure. Um so yeah, I did for for the public's knowledge um everything that we've attached is the email that was a recap um to everyone that attended and also the resources that they attached um as extra things we could look through. So, um, my recap is that there really was, or what I took away from it, I should say, is that there really was really was a lot that we were already doing correctly, or I should say the board already is already doing correctly, um, in terms of accepting donations and reporting annually. Um, so what we're reporting through the town's annual report, um, is what they're looking for. we confirmed um some things that I think um could be worked on are um that we can kind of change things in terms of how we've been spending private funds. Um so instead of right now all private funds are accepted through the trustes account but um they aren't necessarily spent directly through the trustes account. So I think um that could be an improvement um to make things clear that the trustees pay things directly or that you're um reimbursing after the expense has happened. So

if we do pay for something out of say the book account, we're giving you the receipt to reimburse directly for that exact amount rather than you just transferring the whole donation amount over to the book account. If that makes sense. That makes total sense as a question. Yes. Was there any um uh discussion about the us accepting a donation of uh the friends paying somebody directly but we're accepting the donation but it doesn't come through us at all. No, that that's definitely a question we could follow up on though because that's that that's a area of concern. Say that to me again, Shan. You want to know what?

Um the the friends have raised funds which is what the friends do. for the library in the past they've donated it to us and then we've paid the um presenter now they're directly paying the presenter but we're accepting those donations as a donation to us but they haven't come through us so is that should we be doing that or should we not be doing that and how do we do that

yeah and I my recommendation instead of them coming through like an unanticipated funds vote. It should more so be an update that like director or if someone's here from the friends gives says what the friends have done for the library in the last month say. So um it it may be prudent to Jan's point to contact Amy. Yep. And ask her that specific question and put that on agenda as just a follow-up item at one of our next meetings. So would that be okay with you? Yeah. Moira, did you have anything you wanted to inquire about? Um, so just to follow up, what I actually thought you were asking on was we also collect funding for the friends and I do think that we need to do anou with them regarding that if we're going to continue doing that.

Yeah. So, sorry I hadn't finished the my list yet. That was just the first first item. Um, that is on the list. Um, so the Yes. Does that make sense regarding spending of the private donations? Yeah. Does anybody have any questions on that?

Okay, very good. Um, and then also related to that, the treasurer should be keeping track um, since since those funds are in the trustees account um, and some of them are already earmarked for specific items. We've kind we've kind of talked about this and Aaron created a spreadsheet based on your request um, to start like a look back of this and I just don't think we're quite where we need to be on it. Um because really I think what should be happening is like say for example at the last meeting you had the ask of what what our b what your balance the current bank account balance is the treasurer should have not only the total balance but also the amount in there that's unrestricted. So because if you're looking to spend it on something that no one's earmarked money for, um there's only a certain amount available for unrestricted

expense like purchase. Um so they I think there needs to be that figured out um to be clear for when you're deciding if you want to spend money out of your account. Um, and then to go off of what um, Mora added, um, regarding any kind of friends funds that are kept at the library or handled by the staff, there should be a an agreement with the friends, most likely through an MOA orou regarding how staff will handle um, their funds. So, a suggestion they made for the um donation jar that's in the children's room, which they have actually removed from the library while it's closed, just so you know.

Um is that the staff be responsible for like securing that jar at night. Um the current jar that would prove to be difficult because it gets very heavy. So, if we're going to move towards that, I would suggest the friends get a new a new container of some kind. Um, I have a pig for them. Okay. I have a pig that oinks. Oh, when you The kids will like that. And it counts the money. The kids would love that. And it counts the money. Yeah, that would be fun. Um, so yeah, if we're going to keep that, I I they did agree that you should have some kind of agreement with the friends. Um, just to lay out what so they're all on the same page

and and I'm going to interrupt you and follow up on that. Um, Jan, that would be wonderful because one of the things that they did say was that we should count the money daily. And so I explained to her that we had this big conchk and water bottle filled with money and change and so forth. And I thought that that would be unreasonable to count that every day and she agreed. Yeah. So we could conceivably count the money that's there now and and then yeah do that would be fun. We should be counting all money daily. Was that one of But she said that was unreasonable. But No. Oh, I'm just Yes.

Correct. Thank you. Go ahead. um they recommended um written what they call internal controls. Um I think that that translates for us to a purchasing policy p personally I think a lot of what they're recommending to be in the internal controls um would be in a purchasing policy.

Um so I and I mean you can have a separate document if you choose to have a separate document different from the purchasing policy. Um there is one of the attachments on the agenda was related to um internal financial controls. Um it was specific to nonprofits. So I I feel like not we're not a 501c3, so not everything in there completely relates to a municipal public library, but um it's pretty close from what I looked at. Um and then there was also a recommendation to write a policy specific to the book sale. Um they did kind of note that our current situation is pretty unique for libraries in that the board directly overseas the board and the staff oversee and manage the book sale whereas at um typically libraries would have like their friends group manage that. Um so they did recommend if that continues to happen the board have a written policy that should include the price list. Um, specifically, um, they did provide a inventory, uh, sorry, a donations and inventory control example for a thrift store because that was the closest thing they really had for a policy to give us an example of. Um, I do think that that policy is like a little overboard for our we don't have any dresses.

Yeah. No, we don't have any dresses, right? Um, so there are some things you'd have to like decide what you're going to pull out of it. Um but um there was also a suggestion if the board wants to consider moving the book sale to the friends to consult with um the New Hampshire municipal association on the best way to move forward with that. Okay, that was what I took out of it and

yeah was kind of what I got too. Azra, you were also on the call. Do you want to comment on anything that you picked up out of that? Yeah, I think that it it was definitely an informational meeting. I think the um people who were present were very understanding that we're in a trans transitional period and that there's a new treasure. So, they um definitely were open and understanding to that. They also uh conveyed to us that they are available for questions and if we need help in any future processes. Um, but I think that there's a lot more questions that are now present and I think that it's going to be difficult to try to integrate this. So, we have um down in the the rest of the agenda uh discussing an ad hoc committee. So, at that point, we'll talk about it more.

Sure. Okay. I'm sorry I did miss one bullet point. I can jump in whatever though. No, go ahead. Um the only other thing I I had I had asked the question of whether physical items donated needed to be reported to them. Um because there was some question yes about that process where we do see a lot of book donations and um we've had some library of things donations for example. Um and they said though those do not need to be reported to them. Um but they would recommend reporting like high value items. So the example she gave was like if someone donated an entire photocopier to us, right?

Um but I think they also recommended that a good way to judge that would be to put in your policy like an amount that something's worth for when you would want to report it

for guidelines for for the board. Yeah, thank you for mentioning that because she also because we had also discussed book donations and I had told her I told her that we had had this discussion last year about you know when people donate books we've got to write down the name of the book the title of the book and all this other stuff may I finish please thank you and she said that that was not necessary so um we don't need to do that Jan okay so Um there's nothing in their presentation to say we couldn't decide what we were going to collect or what we were going to record. Correct.

Record. No. No. It's up to the board to decide what what should be recorded. Decide what we were going to record. Yeah. It's more so what is required by them to report. Right. Yes. So we don't have to report it, but we could still record it. I think that would be a big amount of time. I I'm more than happy to follow the AG's office recommendations because we also have to think about staff time. And if they're not requiring it for their reporting, then I think we look at how much is it going to cost staff-wise and

why do we need to report it? And if the why is we don't need to, then we don't. And if I understood that right, when she was talking about creating the policy around um the dollar amount, then she was intimating that that was left leading that up to the board, wasn't she? Yes, correct. Um and the the board approving my understanding is that the board approving that price list would then be something for us to point to like where did that money come from? Like you could say, well, it's cuz we were selling all of these things for these prices. Um,

and we had also I mean we're we haven't quite moved to that yet because we've been out of the building and not doing the book sale, but we um did find a way um to be able to record book sale um I guess transit or funds that are coming in through the um the system that we have the ILS that we have. So um we have that option when we are ready to go back to the book sale. Um, so that it'll actually be that would be helpful because then you can print it out. Yeah, it'll be recorded with the rest of the fines that are collected and that sort of thing. Okay. Thank you. Any other comments? Yes. Right.

So, um, when they're talking about a price list, um, uh, did you discuss anything about like the Christmas stuff or the the special stuff as far as, you know, can we have a separate price list for that kind of stuff or how does that work? It's entirely up to the board to decide on the price list. Um, so we didn't specifically ask about like the holiday sale, but as long as the board is setting that list, I don't think there should be an issue. Thank you. Yep. Moira. Yep.

So, I noted that she included a subset where she talked about website donations, and I actually think that was a good idea. I think that's something we should explore doing because sometimes people don't have cash, but you can say, "Hey, you know, we've got a website set up. You can just do Venmo or whatever." So, I would be interested in hearing more about some, especially now because we were talking about raising money for carpeting and stuff like that, whether or not that's possible to put something like that up to help with uh some of that stuff.

Sure. I I would personally um recommend that you have a larger discussion with the friends about it because I do feel like you'd kind of be stepping on each other's toes a little. Um, I would I would rather see the board work with the friends on a larger like fundraising thing. Um, where you've preddecided, you know, this is where the money is going to go and it's coming back to the board. Um, rather than you each fundraising separately. That's just my personal opinion. Like I'd rather see you collaborating than well, stepping on toast. I

I'm going to step in here and I don't mean to disagree with you, but I kind of like that idea. Like if we have somebody out surfing around on our website looking something up and then there's a slot that says you could make a donation here. Oh my goodness, I love my beach library. Of course I want to make a donation. Click but instead of them bringing the dollar the check. I that okay I mean I do know I do know that there are G Milks libraries we can use as examples of that. Sure. Yeah. Um to figure out how they do it. Okay. Do we I should I should know this, but do we have a donation web page where we say, "Hey, you can uh make a donation fund." Okay. So, that's

the re some of the reason for why we don't is because we also don't accept credit card transactions for um library fines and replacements and that sort of thing. And I feel like they have to go hand in hand. Yes. Um, so we kind of would have to navigate both of those at the same time. Um, in order to get them up and running. Okay. But I I think we were already knowing we were moving in that direction. Um, just a matter of figuring out the the details. Yeah. Yeah. That we're going to put Yes, we're going to put that on on our radar for more discussion. Sure.

Yes. Um uh in the past year the discussion um was with Justin who recommended because they've set up a PayPal account for recreation or some other organization. That's right. And they said that um we would have to have our own PayPal account, but we could have they would recommend PayPal and Venmo to have those two things and then um because it's easy to get them set up. So they would go into a specific account. So, I do believe that our ILS already um gives us the capability of accepting payment through Square. Yes.

Um and I think that's I think that's how the donations would have to come through in order to show up on that same report that we run for fines and that sort of thing. Um that doesn't mean that the treasurer couldn't manage another electronic way to to fund raise. Um but in terms of what the staff are already doing, it would be very easy to add that. Do we have square? Um so with Square is is available through the technology we have through Gmails. So they to get the things the payment would not be accepted in person. That's the thing. We would only be taking online transactions.

So to clarify, we don't have a Square account or anything. It's just something that we have the potential to be able to use if we want to. Correct. Okay. Well, I like this idea and I think this is something that we should futuristically explore. Sure. Okay. Very good. Any other questions or comments from the board on our discussion with the AG's office? No. Donnie, you have anything left that you want to add to that? No. No. Okay. Very good. Next item on our agenda is budget. Jeez, Donna, you're up again.

I'm up again. Um, I gave you a copy of the budget report as of today. Um, it puts us currently at having spent 74% of our budget. Um, I will note that the big rearch expenses are not posted yet. So eventually we will see it being over 100% spent.

Okay. because of that. Um, they're probably going to all come in at once to be honest. Um, the I wanted to I think this came up at the last meeting too, but I just wanted to reiterate, especially for the public, that the that town manager Mahaland asked the board to consider a budget freeze for the rest of the fiscal year. Um, and by that he means um to consider delaying spending that doesn't impact services, staff or services. Yes. So,

and I I don't mean to interrupt you. I'm glad you brought that up. But, um, that was the budget meeting that we went to last week, Moira, that you had queried me about. And, um, he did indeed make that request um, along, you know, along with any discretionary spending that we might have through the end of our fiscal year. Is that, did I get that correctly? Yes. Through June 30th. Okay. Okay. Um, one of the examples was the, um, which I was going to bring up in case you did want to revisit or turn your decision over on it, was the, um, electric electrician work, um, to move the lights in the children's room.

That was given as an example of something that could be delayed. Um, I have not made any movements to start that process yet. So, there is an opportunity here if you do want to revoke that. Okay. Um, let's see. Oh, I also wanted to know if anyone was watching the town council meeting last night that um the budget update that Justin presented was for the through the end of March. So, just in case you were wondering why there was a difference in percentages between the two, it's because this is as of tonight and that was the end of March,

right? Um the only other thing I wanted to note was that um the insurance claim um I did I sent you all the like number the hopefully the final numbers from insurance all came back pretty positive for the town and for the library. Um that will be paid with the exception of the insurance the portion of the insurance claim that's for materials and furniture. the um the building part of it will be paid after the work is completed and that was a decision made by the town manager. There was an option there. Um however, the the funds for the materials that were damaged and the furniture did um arrive today to finance. I confirmed. Um so we will be able to um go ahead and and order replacements. I wasn't sure if the board wanted to review especially for furniture because we're not we're not ordering exact replacements. Um or that's not the plan. I didn't know if the board would like to review before we place any orders.

Oh, I think we would, wouldn't we? Yes. Yes. Right. So, um I I guess it would my feeling is some of this is part of the the should be part of the discussion even if it's the the insurance

um pay that you know what what's a budget freeze if this is this should be part if we could wait two months and order it because we're not open in July one then you know we could delay having the furniture come in. Um so that's that's one of the things that I would recommend. So, the furniture um the the money the funds have already arrived for to use from Primex for it. So, we're not we're not um additionally paying anything,

right? But we don't have a building to put them in. Well, we do have See, the issue is that I I think it'd be it would look a lot better publicly if when we reopened all this like new stuff was there. Yeah. Um to show all that we've done while the building's been closed. And if there's nothing to show, it's it's going to be challenging. Um so my recommendation would actually be to have it for reopening. Right. But when is are we targeting July 1? Um, at this point with the carpeting project, we can be anywhere from late June to early July. Okay.

And this is important. We're having ongoing conversations with the town. We're trying to communicate clearly. So, of course, we can ask them, is this an item you would consider freezing? Is this an item you, you know, because it's it's constant communication. But I think with something like furniture, if the money has already been marked and and furniture is I think pretty essential, pretty important for patrons. So we have because the scope of the carpeting project has been limited to only the main reading room. You have all the other space that you're not doing to store it.

But the building still has a mold issue. Have we not removed? Not much longer. not mediated the mold in the building. The final stage of mold remediation is coming very soon. The furniture has a what did you tell me, Megan? 6 to 8 week Yeah. lead time. Um it's going to be disagree that we might be crowded in the library, but I have a tiny bit of a background in furniture and furniture ordering. It's going to be a while.

Yes, it is. And I've ordered furniture for my building and it's going to be a while. So, let me just finish. So, I I think that um based on your recommendation, it would be prudent to order furniture when when you know we're advised to order furniture um so that you know I I don't think that we're going to be handling mold remediation much longer and we do have places to put it and then we can be up and ready to roll when we reopen. Go ahead. Yeah, I was just saying I agree. Um and you're not replacing all the furniture in the library. No. So just the young adult area. Yeah. Yeah. So that's and really just what was damaged. Not even everything in the young adult area.

Um would you like me to bring furniture options that we've selected to the May 7th meeting? That would be lovely. That would be fun. Okay. Yeah, that'd be good. Depends on what you consider fun. How does this fun kind of stuff? Okay. Anything else? Donna, not under the budget. Nope. Any comments or questions? Yes. Moira, so if you're um picking out some of these furniture pieces, if there are additional pieces that you want, if you can get the online donation thing up, maybe you could also do a wish list if you want extra stuff that people might be willing to contribute to so that you have more new stuff. I would suggest that.

Um so that that's part of something we're considering for the um especially for the CIP submissions um because some of that will involve some furniture. So, we're going to submit it through the CIP, but there's definitely an opportunity for savings if we can check off some items through getting them donated. Have you run that past the CIP? Because it really doesn't meet the definition.

Um, it does, as far as I know, it does because the project, the way it was defined to me was any project over a 100,000. um that falls there's a specific reasons on the sheet that I've been completing to submit with it. Um and we're I can get to it when we get to this the CIP update, but are you doing a bundle then? Correct. Okay. I think I remember seeing furniture on that list. Was it not? Yeah, that was at the last meeting that we talked about that Moira. Okay. Any other comments or questions for Donna about What? I don't think we talked about that at the time. I think we did. That was in the CIP discussion.

Yes, I have it in the notes. Um, any other comments or questions? Okay. I have a quick thing to add just regarding FY27 if that's okay as a heads up. Um, so we will be looking at the budget much sooner than um we typically would for FY27. Um and the the range um a lot of the time frame um that we've been that the town department heads have been given is that the town departments will need to provide their budgets by the end of July. Um I beg your pardon. Yes. The end of July.

This is like your first proposed budget and then there'll be a town manager version and then there'll be the This is the one that was in October. Yes, that we typically do in the fall. Are they trying to kill us? The ask will be in July. They're trying to give enough time to really have to I imagine because we have a different like obviously you're a board and it's there's a different um discussion that has to happen um than it just being compiled by a department um I imagine it might be August for us but I'm it probably be the same the best and I this is a we

I don't know. So with that in mind, I would suggest you form a budget subcommittee if you would like. We're going to have so many subcommittees that in addition to your recommended or or asked ad hoc financial committee. I mean they could be the same, but that's up to the board. I think they could be the same, don't you? What do y'all think? Yes. Um are we going to have a further discussion on budget freeze? Oh, go right now. Sure. Well, yeah. if there's anything. I didn't see any more questions. So, yeah. But yes. Um, so I'd like to know what exactly we're going to put under the budget freeze. So, he didn't give us all he said to us was discretionary all discretionary spending, correct?

Should be should be frozen. So, if can you comment on discretionary spending? Yeah. So, that would be um in my mind anything that I would have been bringing forth to the board to make a decision on already. Um, for example, for example, what I brought regarding the electrical work, the flag pole repair, the I don't know what else we've done recently. The there was a code red invoice recently. Um, those kinds of things that aren't that I don't necessarily consider like an operating expense. So, the request was discretionary spending and no cut to services.

Okay. But we could um reduce we could stop ordering additional books from this point for two months. So it wouldn't really save you anything because you've already withdrawn the funds from the budget. It's already 102% too. So what's being spent in bookwise is through the book account. So unless you're looking to reimburse the town for what you have in the book account, we would continue ordering materials. Yeah. as usual. Well, that would be relative to services, too, would it not? Yes. Yes.

Well, and um uh you know what things will or won't go to just, you know, I'm just concerned about what things are going to Justin that we don't see. So, um what about those items? You know, like like for example, um I staff reimbursement for Oh, that would be a services. That would be service staff reimbursement for a workshop. Oscar would be a a services. Yeah. Um we have to keep him alive. Is he Oscar is Oscar is Oscar is with a staff member. Um but he's with a staff member. Um but he his his care is paid for by the board. So it is not through the town budget. Okay.

Yeah. And pro and programs. I mean don't Azra I'm sorry Jan was going. Um, so I don't know because I I don't know whether other in things go get put for invoices like the donate the extra donation to GM milks. Can we put that off? No, that's part of services and we already approved. Well, it's an extra it's a donation. So, we can't we can't put that off for two months. I would consider that to be part of our services. The invoice has already been processed because you've already approved it. Um, but that is a service. It pays for the the digital cloud library platform, right? Okay. Well, I think that would be optional for two months.

I just so you know, I am being conservative in terms of okaying or giving permission to order supplies and really the area that we have to work with is supplies to be honest. Everything else directly impacts services. Um and we did you did ask about summer reading in particular whether we needed to dial that back and um town manager Mahal said no that's your typical service. Um, so really what there is to work with is supplies. So I've been making sure that what we're ordering is the things we need immediately. It's we're not ordering anything that we're like stocking up on anything like

right at the end of the year or anything like that. It's like what what is needed to get us through to the new fiscal year and that's it. Um, and that's the area I think that's the only area I think we have to restrict spending personally. if you're not going to impact services. Yes. So, um I noticed looking at the the report you've passed in that uh the printing budget is high. Yes. Um is that because we don't have the print the copier machines that we had before? No. No. Um so that pays for the lease of the copier. So we have a contract. We have to pay that regard. I mean we're still printing over at the library.

No. No. I'm just I'm just asking about that one's really high. It's already at 97%. Yes. That's because the the lease itself would probably be overextending that line from the get-go. But then they also charge us if we go beyond our like say in our contract it allow I I don't know the exact amounts but say it allows for a thousand color copies a month and we've spent or we've actually used 2,000. We pay for the difference. Um so we do that once a quarter. So that is kind of an expense that fluctuates depending on

So So is that recorded somewhere so that you can keep track of that and say, "Oh, we're getting kind of high on that. Don't print as many colors this week." Or I mean, right now we're really not using that copier as much. And to be honest, a lot of that expense was coming from board meetings. Um, and summer is going to be a big one, too, because we print a lot for summer registrations. However, we've changed that in the last few years so that we're we're printing on colored paper and not printing color ink. Um, so I think there will be like we're already restricting that.

Um, I I don't know what else to say on that matter. We I mean it's all tracked by invoice. Anyone can look at the invoice to see what the semesterers and work uh uh whatever uh seminars and workshops that's 133%. So, is is there going to be a freeze on that for the next two months? So, I already told the board about that. I brought forward the expenses for staff development day. Um, and I at that time I also told you that we were going to be sending I thought two or three staff members to a conference which has happened and that's why that that line is overextended now. Um, point we're not doing that. There's no other

Okay. To my knowledge, we're not planning on anyone going anywhere else for the rest of the year. Not for professional development. And is anybody taking courses that, you know, would be taking courses in the next two months for tuition reimbursement? Yeah. Um, nobody's currently using tuition reimbursement. So hopefully that that's another area that we can save on. I mean, not having it. Right. Right. Anything else? Um I just about the summer reading program. Um you know with how far they brought the parking lot for the um school department. They brought it all the way over to where the picnic tables were. Mhm.

Um I was wondering if it's something that you guys want to think about. Um perhaps asking uh once they lay the asphalt asking if you know five spaces can be um just designated so you have an area that you could use as an outdoor classroom space or whatever for this summer only. Um, so that it would give you some more space to have the kiddos um versus trying to have their workshop in here all the time or you know it would give you an outdoor space that is right by the library. So just just a qu just a suggestion or idea because I it came a lot further than I thought it was going to.

Yes, it did for me too. Um so I can speak to that. Um I've already requested a meeting with Dave Wallally to talk about Okay. that area. Um because I when I looked at the plans, I did not realize how far it was coming towards the library either. Looks like it came a lot further. Yeah. Yeah. Um so I I am already starting a conversation there about that. But regarding the summer space, um I like the idea. I'm I wouldn't want kids in the parking lot. Um however, we in the back parking I mean that back parking lot. Well, it's also it's still a parking lot. I mean, when the the the heat radiating off the asphalt, I struggle with that and I'm not a child. So,

um but we have already started conversations with recreation um about reserving the pavilion at the lapa fields for um summer programming. We also have a couple programs that have already reserved the common. Um so, we are definitely considering outdoor options. Okay. Just it was just a suggestion since they brought it so close. I appreciate it.

Okay. Anything else more? Any other questions or comments? Very good. All right, let's move on to this ad hoc financial ad hoc budget Donnie, you're killing me committee. So, um, we are going to look for some volunteers. Azra, it seems would make sense for you to be on this committee since you're our treasurer. Yes. Say yes. Yes. And purpose is is okay, but pardon?

Yeah. Go ahead. uh the purpose really is to move forward. So I don't if we are to agree to this it is not it's really to answer current questions and discussions because I I think there's so much that we need to talk about that really can't fit into this into our regular meetings. Um but it's really a matter of moving forward. So, what do we want to do mo moving forward with consultation with the AG's office with um questions that staff have things that we're going to discuss a little bit here. But I really this is the the intention is not to drag up things from the past that have been discussed and and discussed and voted on really to move forward.

Okay. So, um Beth did reach out to me and to let me know that she too would like to serve on this committee. I think that this committee has so much work to do that we could use a third person. Is there someone else that would want to volunteer to be on this particular committee? Um what's the time commitment? They're going to meet probably a couple months, a couple of times a month. Yeah, not three-hour meetings, just things that we can bring to the board or the board that has has questions for us to volunteer.

Thank you, ladies. and um just let us know when you're planning to have your meetings so that we can be advised and then get them posted. So that will be ad hoc financial and budget. Okay, next item, building update. Donna, you're up again.

Up again. Um so to go back to the note I made earlier, um that we haven't really received the um invoicing or anything from Rearch yet. Um, that's because they're still working on the contract. Um, I think your the board's attorney is still going back and forth with Rearch. I, to my knowledge, they're they should be at the near the end of that. Um, but that's where we are. The contract just hasn't been finalized. So, that's why we haven't gotten all the invoices. As soon as contracts as soon as contracts signed, we should be getting all the invoices at once, I would think. So, just so you're aware of that. So, we're gonna be looking forward to invoices. Yes.

Yay. Um, this kind of overlaps between the building and the CIP a little bit, but a lot of building stuff does. Um, so ENE was on site last week to assess the um rooftop units and the boiler. Um, and they expect to get me an estimate this week. Um, so I don't have it for tonight's CIP discussion. Um and that number will so it's a kind of a like replacement but also they did say that they could include um humidity control which was the real thing that we don't have right now that we need. Um did you want to interrupt for a second J? I'm sorry. Yes.

Just um right ahead. Are we going to get another um u another estimate from another company? Oh yeah. DNA seems to have let us down, I think, in some of their observation of uh the decline in the units. Um I would like us to to try and get another few um requests for so we we have to because for this we're we have to follow under the town's purchasing policy because it's their funding. Um is it two or three? So I believe it's at least three. It might even have to go to bid. I'm not a thousand. It depends on where because of the number

the number is. So I just started with ENE um to be able to get a number for the CIP submission and also just to get us started with a number. Um but I do know that we have to seek other vendors as well.

Um so essentially what they I had a very interesting um talk through with um the guy from ENE. He actually we pulled out the um HVAC plans from the the addition like the the building originally or not originally but after the addition um and were able to look at what the engineer recommended for the rooftop units and the boiler. Um and what was interesting is that the engineer had recommended specific units on the plan and um in the case of the one rooftop unit that is still the original one from the '9s um it was not the unit that the engineer recommended that was installed.

No kidding. Um, so I have a feeling that was the case for the rest, but I don't know for sure because that's the only one left standing from the 90s. But, um, just an interesting thing to note. So, um, on the rooftop units, um, I've sent you this information, but just a quick run through. Rooftop unit one's the largest unit was last replaced in 2012. The motor was replaced last year. Rooftop unit two was last replaced in 2013. This is a I don't know if you'd call it mediumsized unit, but it's the unit that serves the children's room. Um, rooftop unit 3 is the one that was original to the addition, so the late '9s. So, it's 30 years old,

vintage, and it serves the lower level, so the meeting room, the staff break room. Um, so whenever we felt cold in the meeting room, I just think it wasn't just me. It wasn't just you. Um, yeah. So, he his comment on that was basically, um, it's running, but I can't tell you how well it's it's doing or why it's still running. Bubble gum. Um, and then rooftop unit 4 is a split system, so it's technically two different components. Um, that's the one that serves the historical room, and it's not been working since 2017. Historical.

Yes. the board at the time decided not to replace it. Um, it is the only the other interesting part is that is the only unit that was installed that had a humidity control component, right? Cuz it was supposed to for the It was supposed to be I think you should stop talking now. You're giving us all headaches. Sorry. Well, this is having a stroke. This is it's not a great thing, but I think this gives us perspective to when I don't know when things will come down, but having some sort of discussion of having a folder or something where we note when we got a boiler or so that that way you're not having to go through the archives and figure out and this is information that can be

Well, Aaron already started that. She she has a very detailed document that she passed she I'm very grateful she passed on to us. Um that she went back in the archives and made um because she had nothing to work with. So we have that. Okay. But the 27 swearing in front of um so I I tell you all of that so that you have an idea of that for the past 30 years the building has really been unfortunately a place for mold to grow because we haven't had the tools we need to limit it. Um but then on top of the when the water damage started that was really the you know that was the

especially since we didn't have humidity control in addition. So, even though we dried stuff out, I mean, it Yeah. Can you move on to the next item on your list? Yes. The boiler. Um, so it is a cast iron boiler. He said it doesn't necessarily need immediate replacement. However, it's not a great sign that we've had to replace so many components on it. Um, we can continue replacing those components, but he noted um that it's not efficient. Um so he would still recommend that in the CIP process we maybe for a later year um ask for a high efficiency replacement.

So that was the note there. Um so the numbers are forthcoming from that. Um Envirro Vantage um is still working on that last piece of the remediation scope for us and uh we're waiting on that last number. Um they did I did hear from Rio that they actually spoke directly with indoor doctor to get a definite idea of the areas that needed remediation. So I do appreciate that they're working directly instead of you know playing telephone through me. Um and I do expect that cost any day now. Um and I will obviously share it when I have it. Um and then the last bit I had to bring up is that Rearch asked about the entryway ceiling. I actually have a picture to show you. So, this is our current entryway ceiling. It's

lovely. Has lots of holes in it. Welcoming. Um, so Rearch asked before they start patching up the drywall if we are interested in instead replacing either of these with tiles to make it easier for maintenance purposes. Um, so there's a lower ceiling which is the forefront of the picture. Oop, sorry. If you will like tile meaning like the drop normal drop ceiling. Would you like me to be Vanna White up here? Yes. Yeah. So the you can see the tile part. Yeah. But you have to pose the It's over here. You can see the tile portion on the left. Um so basically extending that to into the drywall area that has the holes in it.

Um but there are two different levels of ceiling. So if you look towards the back of the photo closest to the front door, that is a higher ceiling. Um, so personally I think that the um the lower ceiling will not really be noticeable at all because um you'll just be extending what's already there, but I do think it would be very noticeable in the high ceiling area. Um, but obviously it's your Okay, so I don't have costs either. Do Okay, so good. We'll want to review that. But my question is this. Do we really care if it's noticeable? If it's going to be easier for maintenance to get to it to help us avoid mold, that's entirely your call. I

I think I think I think it replacing it with tile would save, you know, sawing through the Yeah. every time. Right. Yeah. And I I mean obviously it's been kind of an eyesore having this the water staining there. So it's So pick your battles, right? So I'm kind of hearing that just through consensus just tell them tile it up. Okay. But we need a quote based on cost. Of course. Okay, sounds good. But either way, it's going to cost. Um, that is what I a different color. Different color. Can we have like patchwork colors? They did. If we're already looking at the furniture, look at the paint. Coordinate them. I think there was a recommend.

I think there was a recommendation um in the external envelope report to um consider a larger tile in that area just because it's such an expanse. Um, so either way, I'll get you quotes on that. Um, that is all I have for the building unless you have questions. Any questions or com? Yes, Moira. Yeah. What's going on with the entryway? Because I read the report and it said that they didn't find the leak in that area by where the exit sign is. They couldn't find that one, but they found two others.

That is correct. They they spent uh I think six hours one day literally flooding the roof um purposefully to test for leaks and uh at one point they said they had like 2 in of water on the roof and found two leaks that we didn't know about. Um but they said they're very minor and the real concern is that they still haven't solved the the entryway issue. So, the the flooding that they did was supposed to mimic like a heavy rain um or 15 ft of snow

or or a lot of snow. Um but what they didn't do, which I actually think points to where the where it might be coming from, they didn't flood the rooftop unit because and they didn't do it on purpose because they didn't want to risk damaging the unit knowing what condition it's in. Right. Um, so I kind of think that points to more that coming from that, but that's my personal opinion. I am not an expert. Are are they still um considering about straightening the roof and putting the units on top? Yes, that is a um phase two. So that would be part of the CIP actually. Okay. Did you have anything else?

No. Any other questions or comments? Okay. I just want you to say that some of this discussion makes my teeth hurt. Okay, I understand. Okay, very good. So many questions that you pocket books. Okay, so thanks for laughing. Let's see. We were That's building updates, summer reading program and summer hours updates. Let's talk about something a little more pleasant.

Yes. Um so this should be a quick one. I more so wanted to loop back to it um because the board had decided to um keep the same summer hours this year, but part of that vote wasn't necessarily to pick a start date. Um that's been left up to staff to determine like best timing um in the past. So, I did want to bring that up, but I also wanted to bring up that I do think in the because of the building issue and um us having, you know, a smaller space to work out of um and also to be able to best communicate this to the public that we start summer reading registrations the same day that we start summer hours is my suggestion. And that also happens to be the last day of school. So, um, Monday, June 15th.

June 15th. Okay. June 15th. All right. So, this does delay the registration we would normally have starting June 1st. Um, the idea is that we're going to promote this date as the start of the summer reading program. However, we plan to have registration available the first for anyone that's still coming in and wanting it. Um, but we're not going to start with like the prizes and all that as of June 1st. Okay. So, this is just consensus. You're just wanting a consensus on this. Just a consensus. Yep. I mean, if that's your given our present set of circumstances, if that's your recommendation, a nod of heads. Yes. Moira.

So, you you're saying essentially uh that you're going to have registration open June 1st, but you're going to advertise it as June 15th. We're not really opening it. We're just going to have I know we're going to have patrons coming in like we usually do June 1st. Like, I'm ready for summer reading. I want to register and I don't I don't think it's a great customer service model to be turning away registrations. So I would rather have them in hand and we can explain what's going to be happening starting June 15th. But um we won't really kick everything off as of until June 15th because some people are ride or die for that sign up for that book program where you have to either read the book or write the paper and they're like usually there on June 1st.

So so they would still be able to register. Yeah. We don't want to turn away anyone that wants to register. Um it's just more so like on a normal year we would for the adult program we would start giving out prizes that first week. So that if they register there's not going to be the the raffle prizes or anything until June 15th. Yeah. Which makes sense. It it doesn't seem Sorry. I was just say it seems reasonable to say that it's fine to register but we're deferring registration program until because and yeah I I I think that's a reasonable ask or a reasonable communication to the public or did you have anything else on this? Yeah,

I just want to sorry clarify. Mara, what do you mean by the book program in June 1st? I'm not familiar. So they choose a book and a bunch of students read that particular book and then they usually get together for like a day to discuss the book and you either have that day where you discuss the book or you have to do another project. So it's important to some people to be there on June 1st to get the book. Okay. Okay. Yeah. It's um I believe that's specific to the middle school. Yeah. Good. Okay. So by consensus we're all we're good with this? Yeah. Yes. Yeah. Everybody's nodding their head. Yep. Okay. Okay. And then there's a part two to that um involving the New Hampshire humanities grant that was accepted by the board. M

so because of what we learned um with our meeting with the charitable trust unit um I'd like to revisit that discussion and just ask that the board for consensus from the board to deposit those funds into the trustees account and that the trustees will directly pay the program that it's intended for. Yes. Um I do want to note that the humanities grant by itself does not cover the full cost of the performer. Um, however, we have two other organizations that have committed donations to make up for the difference. Um, so the board should be getting the difference back. So, do you have a dollar figure on this? Yeah, for the total

Yep. Um, the total performer is Oh gosh, I hope I don't I don't have the invoice right in front of me. It's I believe it's 200 $2,522 if I remember right. This is a big musical performer. Um the grant covers 2,000. Oh, nice. Um the friends of music have committed to 250 and the friends of the library have committed to the remainder 272 I think. two friends of m I'm sorry. Friends of music was how much? 250. Yep. Very good.

All right. I do. You just need a consent on that that the board will pay directly. Yes. Yes. Yes. Yes. Yes. Yes. Great. Thank you. Very good. All righty. Okay. You can take a breather for a minute. Thank you. You're welcome. Okay. Del deliberations and vote. Has everybody had an opportunity to review the New Hampshire Library Trustee Association's um trustees code of ethics? Yes. And if the answer is yes, are there any comments or questions, any modifications that anybody may want to make? We've been trying to get this discussed and passed for a year. So, if not Oh, yes. I was just down

as part of our MOA with the town of um of London. Yep. Um I believe part of that uh references the town's code of ethics. Yep. Um so um would we need to have a separate code of ethics from that?

You know the answer my answer to that is yes. and we talked about this when we first talked when this first came up and this particular code of ethics I'm sure you've already reviewed it um is very very gerine to libraries and I I think that we absolutely should have a library code of ethics for us so that's that's my my opinion Jan okay Moira so I I have read it and one of the issues I have had with it is just the way it's written is just not fully professional and you know I didn't realize that you were going to allow us to make alterations. So, if we I would actually propose some alterations to clean up the language. Well, go right ahead.

Um except I did not. You were know you were going to do that. So, I I don't have it with me right off the top of my head. Well, then we're prepared to vote. Okay. Well, I just don't agree with and this this can be a this can be a living document. We can review it if in futuristically if the board chooses to. Um, but if there any other comments or questions or discussion? Okay. Could you got pink in your hair? I do too. I like it. Oh my goodness. Okay. Could I have a motion, please, for um to approve the uh trustees code of ethics? I make a motion to approve the trustees code of ethics.

That would be a a motion by Erica with a second by Beth. Any other discussion? All those in favor, please say I. I. All those opposed? No. me. Okay. So, there were one, two, three, four yes and two no. So, that passes and will be adopted.

Okay. Staff financial responsibilities. You may recall that we talked about this at length at our last meeting. And if everybody um doesn't have and I have this for you all as well because you know how I feel about us having documents when you don't have them. So, if everybody has their um library documents, financial documents, we're going to be voting on this as well. We discussed um responsibilities at length at our last meeting. So, has everybody had an opportunity to review um Leech Library financial responsibilities? Yes. Yes.

Very good. Any other questions or comments? Yes, Moira. So, one of the things with this is it's it's kind of like a it's kind of like an assignment list, but it doesn't clearly delineate the difference between the role of the board and the role of the staff on certain areas such as I actually think this needs more work and after what you had said about some of the issues about internal controls, um I think you need to apply some of those things from your discussion to this document

such as Um, for example, there's areas where when I was reading through those um, attachments, it said that um, for example, bank statements should go to one party and not it's basically about controlling or internal controls as far as who does what thing. And in some of these, one party does everything, which means you don't have internal controls. So, can you give us an example? So, for example, um you have in this document, can you scroll scroll the document a bit so I can just take a look look at it because I don't have a hard copy. Too fast. Sorry.

Oh, I can right out with that. Can you pass that down, please? Jan, do you need a hard copy? Sure. I may be able to answer to some of that. I mean, depending on the example, but

but let's let's let Moyer finish first. I mean, I noticed here that one of the things it said was um two signatures for checks, which I know we had a hard time doing with the bank account. Um but we could do something where we have one person write the check and sign it and a second person review it. Um we have stuff where we have um rec. So prepare um where is it prepare? So like here for the stuff where director signs off on purchases and enter the transaction to quicken SCR scan and submit into the finance department. We had discussed having a manifest which I think would be a second review of that which would have a second independent review. Um also the part where it talks about um only having the treasurer review documents uh for approval. It should be the full board. um when they're talking about doing

I'm going to interrupt you for a minute. Can you point out exactly where you are? So I'm on your I I know which which which box are you in so we can follow along Moira? So for the first one it's the first box second box first row. Yep. Director approves and signs. Um Yep. And you're wanting to change that to what? to add that the board gets a manifest showing what transactions have occurred from the bank account. Correct. Well, from anything really. Anything that gets expended. Wouldn't that doesn't that show up in our treasures report? No. No, it does not.

That's question number one. And question number two, don't you give us a financial report? So, the um the book account transaction report goes to the treasurer right now. the treasurer could share that with the full board if you so choose. Um that would be any checks that are cut from the book account y for a specific time period. Um usually it's a monthly report.

And then if you were referring to the town budget um what had been happening is that and I didn't bring it tonight. I can start doing it again if you'd like is I had been printing the report from New World to show everything for a particular month. It would be prior prior month kind of like how we're doing for statistics to be an accurate posting of everything. Um but that was to show what was spent in every budget line right for a month.

Okay, I'm comfortable with that. Yes. So um we had talked about it um about having the manifest which would be to show so that we all have the knowledge of what is being spent all the time not just by the line of this grouping of things expended but these are the things that actually went through. Um so uh and that was something that um the town manager had recommended when he first came on board and it was we wandered it through to the um till about December and then I spoke with um Donna and Colleen about it. Um and so we were going to give it a try and see how that worked but we have not done that.

Okay. I'm going to make a suggestion. I don't disagree that a lot of this is important, but our financial house is currently in such a disastrous state. I think that we need to get our house cleaned up first before we make any dramatic changes to our house. That's just my my opinion. Isn't that one of the ways to ch to clean it up? No, it's not. This currently is like adding more work to to stuff that we already have. So, I'm s I'm s I'm suggesting that we

follow along with these recommendations that Donna has made and and start getting accurate information from Donna and Azra and have it reported to the board and if we feel that we are missing information then we can come back to this Gian Moira. So, I wasn't finished, but No, I understand that, but I was just responding. There's a part here. I I understand, but there's a part in here where it says, "Prepare the check request, enter transactions, and quicken filing routine for auditing purposes, which is block one, seven. We already do this, but it should be in this paperwork where it says we require receipt or paperwork for purchase. Whatever we're expenditing, there should be some type of documentation for that expenditure." Yeah, that's the check request.

Yeah. receipts are attached to the check request, right? But this should be under I'm talking about for director reimbursements and budget funds. It should be up here too. It says prepare the check request. It should explicitly state receipt paperwork though because prepare the check request just means making the check ready. It doesn't mean but finance won't accept it unless it has the receipt attached to it. It's it has it's going to finance. It's not being processed by us. Cuz the other piece of this too is if this is a director reimbursement specifically, then a board member should sign off on it. That's correct. That's why in the board column it says verify accuracy and sign. Yes.

Do you see that right next to that, Moira? Right. But it should it should also have paperwork like there should be something designated there's something there. The the board member is verifying the accuracy of the paperwork before they sign it. I mean, I can spell out exactly what's attached to the check request if you need me to. I just that the finance would not accept it without a receipt, right? I understand that, but because I understand what you're saying and I'm saying we already do this in process, but it should be explicitly spelled out in the document. So, what would you like it to say? So, I just think it should say it's somewhere in here, receipt and paperwork reviewed or something of that nature. These are bullet notes, though, right? We aren't

going over procedural. Yes. If these are very short and sweet highlights, but if these in fact are what we're going to use as the direction that we're going to go, why wouldn't we put it as complete stuff? This document is a bullet note list. So to ask a bullet note list to go over procedural step by steps and that's not is another ask. It's not designated. I I disagree because this is something that really needs to be explicit because you're talking about money, right? We're trying to we're definitely trying to do better about understanding where the money is and where it is a train wreck.

So, I think that this is this is a a great place to start. Yeah. Um, however, um, Madam Chair, yes, I object to us saying that the, uh, our money is a train wreck. We know how much money we have in both accounts. That's my perspective.

And our Well, that's great. Um, but I do object to that. And, um, we also, um, the this is not just about our two little accounts. It's also about it should be also about all the stuff all the rest of the $1 whatever million dollar budget that we have and most of these don't really allow for board member observation of that. So I I think differently about that. So J or Moira

so the other thing I'd like to add here is just an annual report. annual report should be approved by the board and it's a pro-form statement but we need to separate the two accounts on the pro-forma instead of having them combined and that also needs to be approved by the board my board okay any discussion we did that

oh I'm sorry yes um we're really trying to get back to normal I also personally definitely agree that it's a mess. If I can't say how much currently one account has by looking at a ledger, that's an issue. That's a huge issue. And I think that there can be communication with the board through the treasur having regular treasur reports. Again, that is the best way to communicate with the public and the board. And that is where we need to get back to. And so that's why we also have the ad hoc committee. I agree. Anything Yes. Anything else?

Well, the only other thing I can say is that if you do it that way, then you again lack internal controls and oversight. How so? How so? I mean, she's bringing us a treasur's report. Yeah, but what's the source of it? Where's the documentation for it? We have it right here. But it's just going to be those two accounts, the book and the Right.

Are you going to report on more than just the book and the the um the book and the uh trustee account? We're also looking at the budget as well and this is also working with Donna who whoever will be the director and also Colleen as well and this will be our guidance. Yeah, this is our starting point in my opinion getting back to norm some sense of normaly

and reminding folks that the bulk of our budget is or salaries and um those pieces that go with having personnel. So we aren't looking at $ 1.5 million in books or you know events. Um they're the people that create this environment and produce these services. So, um, that's true. We have that. So, it's a portion of that, but there still is a significant portion of it, right? It's like 72%. Is the staff and, uh, but there is 25% or whatever. So, there is other money other than those two accounts

and we have plenty of record of what we're paying in electricity and all these other things. So, I'm not saying about electricity. I'm talking about the invoices that we deposit. Okay. Okay. Yeah. So from from my view, I think that this is where we need to start and if we feel moving forward that we need this additional very very uh detailed information, I think that we can revisit this and come back to it. Any other comments, questions? Yes. Okay. So I just want to say on the record, Yep. Go right ahead. This lacks internal controls. Okay. Very good. Thank you. So noted.

May I have a motion, please? Madam Chair, may I jump in real quick? Um, the only thing that's that's highlighted that um doesn't really have anywhere to refer to right now is regarding the purchasing policy. Um, so I don't know if you'd rather remove that, if you'd rather change language of it, if you'd rather leave it knowing that you want to eventually adopt a purchasing policy. Up to you. You know what? No, I think that should come out because you're right because we don't have one. But that is another item that we have to work on. Yes. Which I believe was going to go to the ad hoc group. So by consensus, let's Does everybody agree that should come out? Sure. Yes.

Okay. Okay. So if you can remove those Yep. until we get up. Do you want a formal vote? Just I'm asking. No, not for that. I don't. Okay. Um we're just we're approving by consensus just to remove approve expenditures according to our purchasing policy because we don't have a purchasing policy. So when such time as we do we will come back to that. Okay. Any other questions or comments? If not I would like a motion please. I make a motion to accept as a living document the staff financial responsibilities delineation um that is on display right here. Very good. I'll second that.

That would be a motion by Erica with a second by Beth. Any other discussion? All those in favor, please say I. I. All those opposed? Nay. That would be a 42 vote. Very good. Thank you. Okay. Next item on our agenda is the capital improvement plan submissions. Well, you had a little bit of a break, Donna. You're up. I'm up. Okay. So, following the um decision regarding the carpeting project scope. Yep.

Um I am recommending that we submit two capital improvement project submissions. One to be the um library renovation project like Shell that we had discussed previously um with the items that we are considering part of phase two and a second one specifically for a children's room project. Um, the children's room project could include that carpeting, painting, furniture, carpentry work that I brought up on the list already. Um, it could add the lights um, back to that project instead of the board paying that under the operating budget this year. And um I also added a an accessible door to the children's room um because it currently does not have the um electric like push button

attached to it. Um ballpark figure um that the staff are estimating with what we have for information is 150,000. Madam chair. Yeah. Comments, questions? Go right ahead, Gian. So, um, uh, I know one of the things that was mentioned at some point was the fact that our bathrooms already also don't have the, um, accessible doors. That's correct. Is it possible to do that at the same to put that in the same budget? I could add it. Um, that was in Let me see if I have that memo open because I don't think it's in phase two.

No, in the memo that I gave you, it was on the um, plan for a future budget year list. So, it could either we could either do all the restrooms at once in like a under a budget year or I can add the children's one specifically to this if you'd like. I I I would think it'd make sense to do it at the same time. Agree. Agreed. Y I can do that.

And um the other one is the back door, the door from the parking lot. I understand that that's a locked door, but um uh you know it could be we'll have a staff member that might have a wheelchair or something and might need to come in that way um and would need to have accessible door. Again, from the standpoint that um we have um you know, if we're already doing this kind of work, maybe it would make sense to do that at the same time.

Yep. Um, that's actually an item on my list to discuss with Dave as part of the parking lot, the current parking lot project. Um, because I think there's either going to be a need for that entrance to become an entrance for the public or um for it to be an like a staff entrance, which will involve some technology upgrading because we don't currently have like key fobs like the town does. So, um I kind of wanted to start with whether any of that work could be as part of that

potentially. I I don't know the answers to that yet, but that's an early discussion. If not, I can um definitely add it to the CIP shell. Yeah, 100%. Yeah, that'll be great. Um, so how are you planning on doing the submission? Because CIP takes a while. It does to get through. So, how are you planning? Are you staggering this? Are you doing it all at once? How what's the plan? So, it's a six-year um proc CIP submission. So, the tough part is that we do have to identify at least an idea of what we want in what fiscal year.

Mhm. Um, however, the the I will say that the renovation project Shell, which we're considering like the phase 2 work, um, there's been initial talks of that being a warrant article, um, which would obviously be the whole cost at once put into warrant. Um, so that could be as soon as like I think the first fiscal year covered by this is fiscal 28. Um, I would definitely say that that project is our, you know, emergency project. M um so I would probably put the majority of that funding under the earliest fiscal year.

Um whereas the children's room project, we could either separate over a couple of years um but we could definitely phase it out more than than what is really needed under the phase two, right? Because we we can submit a warrant article at any time anyway. Correct. So, how how do they work with you in terms of letting you know whether they've approved it or how does it work?

So, it goes to a um my understanding and I am also this is the first CIP I've ever done so um bear with me. Um my understanding is that it's going to a essentially a committee that will um compare ours to everybody else's and try to come up with you know their list of priorities essentially. Um, and then they also consider funding. I do have to indicate on the form whether we have any other funding to go with it, like if we had grant funding. Right now we don't. Um, that's not to say that especially for the children's room, we might not get like donations or something to to bring the cost down or grant funds. Um,

it's just that I don't have anything to say. We can commit this moment. Um, so that is an option on there as well. Um, but in terms of the actual discussion at uh the CIP committee level, I I don't really know what that looks like um to be honest. Uh so we um to get the um uh handicap entrance or the accessible entrance for the front door and we got a grant from the New Hampshire Charitable Fund. Yep. Um uh so maybe we can get some of that so we could get that done sooner. um if we can get them to um perhaps um they might want to do that. Just a thought.

Yeah, I have um I've been keeping an eye on the charitable foundation grants. Um I actually looked um for the building project if there were any if there was anything we're eligible for. Um and it is like a is something we have to just keep an eye on what's available.

Um because they offer different types of things different times of year. Sometimes it's um I've noticed even the ones that they typically offer annually, I'm not really seeing all of them. Um so I'm not sure if they're limited on funding to or not. Um or if there's just like a huge demand for funding, which is possible. Um but yes, I would definitely keep an eye on the um the areas we know we are eligible for funding. I will say that the challenge for us in particular is that a lot of um library specific grants are really targeted at communities that are underserved um or that really the eligibility is usually related to the free and reduced lunch

statistic. Um so a lot of the time we do not qualify which is tough but um for the ones that we know we are eligible for we are keeping an eye out. Okay. So thank you. Yeah. Any other comments or questions? Morris got one. Yes, go right ahead. Yeah. Um, if you h if you have some spare time, I would also recommend calling the disability rights center because they usually know of other grants that could potentially fund something like that. Possibly Kieran Rosenberg there. Thank you, Erin. That might be something that we as board members could initiate as well because Donna's got our hands full.

Yeah. And also talking with other trustee boards to see if you've had this type of project done, what kind of grants did you use? That kind of thing as the process continues and you need our help. Okay. Any other comments or questions? If not, I would like a motion, please. I I'm sorry. I have I thought you were done. I am pretty much. Um, but I need some guidance or direction because the your next meeting is on May 7th. Yes, it is. And this is due on May 1st.

Um, so I need to know if you want to meet again to actually look at the numbers once I have them or if you are if the board is willing to potentially appoint one or two trustees to work with me to submit it. I think that if we call for another meeting in the month of April, this board is going to have a meltdown, which I understand. So, I would What's the board's pleasure? I would think that one or two people to work with you. Yeah. To Yeah. Okay. Can someone raise their hands? Moira Jan, I think it's fine to submit as it is because you already have a rough estimate. It's just an estimate that you have to provide, right? Yeah. I'm just attaching whatever quotes I actually have in hand. Then let's go with that. Okay.

Okay. if you're good with that. I will still obviously provide I'm sorry, Jan, did you have something? You're just waving at me. I was going to say something, but I um I will obviously still provide whatever I submit to the board as well. Yeah. Thank you. Thank you. Okay. Can I have a motion now, please? I I motion to let Donna submit the CIP second. We need Do you need a date on that just for the the clarity? Submit this for the May 1st meeting. Uh May 1st deadline. May 1st deadline. Sure. So that was a motion by Azra with a second by Beth. Is there any other discussion?

All those in favor, please say I. I. All those opposed that would be a 50 vote. Okay. Very good. That was six. I'm sorry. Sorry. I thought you I'm sorry. Forgot. No. Um, may I That was your math. Thank you. May I just add one thing? I actually thought of it when Azra, you were saying something about talking to other trustees. Um, I do believe that there's an upcoming NHLTA conference in May. I don't have the date in front of me, but just in case 27th. Thank you. Just in case any of you are interested in attending,

uh, I would be interested, uh, because I know that there are, uh, a portion of it is dedicated to new trustees. Oh, little letter. Uh, it's part of it is dedicated to new trustees. Yeah, great. Okay. Thank you for that. Thank you. Anything else?

Um, anybody from the public that would like to make a public comment? No public comments. Since our building, as I started this meeting, is under construction, I'm going to close every meeting until we are reopened and maybe beyond with this statement. We are committed to rebuilding and reopening our library, meeting the needs of our community, and rebuilding the trust with our staff and our community. May I have a motion to adjurnn? Hang on. Oh, you want that if you want. Thank you. Motion to adjurnn. Motion to adjurnn. Motion to adjurnn by Jan. Is there a second? Second by Beth. All those in favor, please say I. I.