Leach Library Trustees - Regular Meeting

Okay, I'd like to call the meeting to order. We can just stand for the pledge of allegiance. 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. Just to let you all know that there is public comment, okay? And it's going to be after. So when we break out for non-public, you guys can just sign up. I'll give you a sheet to sign up. Whoever wants to speak on public comment. Okay. And do we have a minute an agenda? Okay. Oh, they Oh, this one does say public comment. That's a different one that I have

because you have a non-public and a public. That's why. Maybe that's Oh, there's two here. We have two packets. Okay. Why don't we just do the five people right now? Yeah. Okay. Okay. Um, we're going to do public comment now. So, raise your hand if you want to have if you want to speak in public comment. Okay. or step up to the microphone and just identify yourself. Yep. Nope. Ma ma madam chair, may I? May I? Yes.

Mr. Slater, we're going to call upon you for just a moment. I'm going to ask you to step up to the microphone and and uh explain why you're here this evening because we're going to probably need a little expertise.

Sure. Uh Bob Slater, one Stonehenge Road. Um just wanted to come down. and I had a conversation with uh Donna yesterday afternoon and I know you folks are fighting fighting the war of um you know some some needed service over at the library to get reopened as soon as possible. Um so I had um spoken with Donner and said I'd be glad to uh help with any assistance to the trustees and to her to to get this done as soon as possible. work through scope of work and um some pricing along with the contractor that you folks may choose tonight. Uh so we can uh expedite this and get you back into your facility as soon as possible and um you know watch the cost at the same time for the for the council and the taxpayers. Um I know a lot of you don't have that construction background. Um I'm in town and done quite a few projects in town and um just wanted to volunteer to try to help and uh get our wonderful library back open and uh go from there. Every day we we wait, you know, more damage could be being done, so you want to get on it as soon as possible. So I'll uh be at Donna's uh at the end of the telephone anytime she needs me and try to work through a scope of work and make sure we get everything done for you folks. So, um, I'm here for you. For you all.

Thank you. Thank you so much. Anytime. We do appreciate it. Believe me. No problem. Um, thank you, Madam Chair. Thank you. Um, I was saying since this introduced the subject, shall we have Donna do her her presentation of the contracts? No one else. No one else is interested in public comment at this time. Okay. Absolutely. chair, do you want to share us to where you're at and what you've found out and what you would recommend? Yep. Um, would you mind if just for the public's knowledge if I go through my report first just to give context to our discussion and then that's good.

Okay, great. So, many of you already know, but for those that don't, um on Tuesday, January 27th, a library staff member um found the flooding that originated in the teen area of the library while they were opening the building. Um the London Fire Department responded to turn off the water as well as the boiler. Our HVAC company, ENE Systems, um was on site the same day to repair a burst radiator pipe, which is what caused the flooding. The boiler was turned back on to provide heat to the building, but water was not restored to the radiators in the main reading room on the north side of the building in the two al coes in order to prevent a recurrence of the same pipe burst. Um, from the 27th through February 2nd, ServePro was on site and continued working through the 2nd. Um, so they are no longer in the building now. The carpets have been dried. Uh, materials have been boxed up and moved from the water damaged area in that teen area. Um, and so I lost my spot. And they also removed about 2 feet of drywall and insulation from that al cove area that will need to be replaced. Um when they did that, they also let us know that they found ice on the studs underneath um the window in the left al cove. So that's kind of what we know right now. Um something that could be related or unrelated. Um on Sunday the 1st, um I received a building temperature alarm from the HVAC HVAC system. Because of how cold it was, I silly me assumed that it was a low temperature alarm. Turned out to be a high temperature alarm. Um the director's office was over 90 degrees when Megan went in to check the system and that this was after the fire department checked the building first. Um it was early in the morning. Um so I appreciate them doing that to make sure

we didn't have other water damage or new damage. Um so I've asked ENE to review the trend log to get an idea of what happened there, but temperatures have returned to normal now. Megan did some um changing of the settings in the system and um it's looking good right now. Uh we also as an update to the board, we had our annual fire extinguisher inspection that was completed while we were closed. Um there was one extinguisher that needed to be replaced in the children's room. Um but back to our building update. So, the current um I've done a lot of work with the um town manager um town manager's office um to try to get us some numbers, some figures to work with quickly so that um we can get back into the building as soon as possible. Um, town manager Mahalland recommended since they the town had recently been through an RFQ process for the school department building that we consider the three um construction management firms that they had already considered and vetted. Um, so two of the three did decide to submit information to us. Um, which is what you have seen in front of you and what I've been emailing you. Um so the two were ECMAN and REICR. Um as we kind of heard from your joint meeting earlier, there is more information from the RERC proposal um that specifies, you know, the timeline. They gave an initial budget for phase one. Phase one is what they're referring to as the phase where um we can actually get back open. So, the mold remediation, the um water damage that just recently happened getting fixed. Um and there's a whole list of things that they would do under that phase in their

proposal. Um the figures that they presented are allowances. They're not fixed numbers. Um but they did give you and the town council an idea of what may be needed for phase one. and that's the number that was used to um vote in a budget that we can use to start with. Um they also provided a scope summary which gives you another idea of um the kind of work that will be completed in phase one. And they did today um provide a potential schedule and timeline of the project um which is very helpful. I do want to clarify um the meeting the joint meeting with town council the um the date was incorrect the March date. So the the document that's more of like a graph format um it has the correct date that they'd be estimating we can return to the building and that would be mid miday um specifically they used May 13th I believe. So I just wanted to correct that.

Thank you. Um the other document that was more of a notes document is just the first four weeks of the project. They gave you an idea of what would happen in those first four weeks but they would be from that they would be ready to you know jump on board right away. um for ECMAN's proposal just switch back they um gave us more I guess like I would say narrative um and their timeline is more so looking at exploratory work starting in mid-Marchch um and then analysis that would continue through June. um their concern um when I spoke to them was that they were concerned really about the design issues of the building causing many of these problems and that's kind of aligned with um rearch in terms of phase two they would be looking at those design issues um so I think there was a little bit of a difference in their approach um which I think you can tell from what they sent to us um and there was an email as well um today that provided added some more information about their um approach. So, um I'm happy to if you have further questions, I'm happy to um

answer any. I know that you've corrected and said not March, but May. May is when that we're going to uh for the react, but um March um are they prepared to get started pretty soon or? Yes. So that that schedule they gave you um started as soon as next week assuming they that you chose them tonight. Um and then ECMAN's starting later on, right? They their initial start would be mid-March it looked like from what they proposed.

Okay. Um just to clarify for everyone, the town council has graciously allotted the the amount of money that we need for the first project. And so therefore um we are instructed to select and vote and select for this evening a contractor to give the contract to. Okay. Um the town council took a vote of who they thought were the was the best um you know uh company. They did not vote but they had some general

discuss. They had general discussion. Thank you. And so, um, is would any of you ladies like to, uh, make a motion of be before we do that, um, I I just I was looking overlooking the schedule, which seems very ambitious. Okay. And I'm hopeful that they're true to their word. And Madam Chair, if you will indulge me again, I'm wondering if Mr. Slater would come back to the microphone and tell us if if Perfect idea, Mr. Slater. Um, I have I'm assuming you've seen this schedule. just yeah I think it was like 5 530 that came out right Donna so does does this look too ambitious is this real is this on I I mean um just give us a little perspective here

they're they're a really good contractor as Ecman is too um I think they're um I think they may be able to do a little bit better um it depends on the mold and that that's the process that's going to take you longer to find out where it is how there is and how much remediation there will be. So the sooner they get started to Donna's point, you know, if you lose another two, three weeks, mold spreads. So the the more you can get in and get in, get the company in there to do their test. It takes a week or two to get the test back. They got to clean the ducks. They're going to run the system, see if anything is into the air. So that's the process. But the sooner they start, uh, the quicker you can schedule the contractors to their schedule. And this is the right time of year to be doing this cuz a lot of construction trades are slower this time of year. So if they can find out those results, hopefully it's minimal, you know, and it's mainly confined to the basement area and upstairs mitigation maybe none. We don't know. But the sooner you get started, you know, the less cost you're going to spend trying to chase this. Um, so I would say it's I think they have a, you know, a good date, but I'm hopefully you can get in sooner and that and that'll be asking them to jump through some hoops and, you know, it's closed so you got access 24/7, you know, what can we do to get it open sooner. So that's a conversation I think if you go with them that, you know, Donna can have, you know, with the contractor on what can we do to get this schedule even moved up sooner if possible. if we give them if you give them the green light. So I think it's uh we've had great dealings with them here with the you know we selected them if this goes forward in March with the district office coming back here to the campus uh very professional safety is number one traffic you know with pedestrians and and that working in this tight area they

had a good game plan and I think it'll be a benefit for phase two because it'll if this gets approved and we start in June on this facility they will already have a superintendent and a project manager on site. So if phase two starts in the summer or fall to finish up what you need before the next winter, that could save us some general conditions with RER because they already have a project manager assigned to this project and a superintendent on site, right?

So you're not bringing in another contractor, you're not bringing another superintendent and general conditions can kind of, you know, be a lot less. So, just my two cents on that uh for the taxpayers and uh getting getting this work done, you know, in a timely manner, not to disrupt the uh library once it's back open. So, Bob, once we open it, okay, you've seen that we're doing it in phases, correct? Y.

So, when we get to phase two and phase three, we're going to be looking at shutdowns again. That would be uh Donna working with Rearch if that's who you select or ECMAN and set it up so you can they can designate these areas so you can stay operational. I'm I'm hoping they can keep it operational and you may just have to shut certain areas down depending on the scope of work which I haven't had a chance to walk with Donner or go see this property yet you know and and get into the nuts and bolts. I mean, I know the library well, but I to see exactly what what the fault faults are and and from their scope that they've um put forth to you folks. It's just going to take some work, but getting phase one is number one. Then it gives you some time while you're doing phase one to come up with the scope for phase two and a pricing structure. So then you can have your discussions with the council and work together to see how that'll be funded, too. So I think it'll give you some time. So I wouldn't jump to that. let's try to get you here and then work on that with you guys and your meetings and Donna working with with their uh project management team and come up with a timeline and a way they can do it so the so you guys can function. So anything can be done. It's just uh sometimes it costs a little more to make it operable but you guys can make that decision at that time. There can be two or three options you know to keep this going and how you repair it. Um, so just something, you know, and I can help Donna walk work through that. So,

Okay. Okay. Thank you, Donna. Do you think your staff once they get back into the library, will they feel comfortable enough to perform their duties if they have to like kind of walk around people or something or like avoid areas at times that are being worked on? Do you think that'll be an issue for your staff? No. Um, we've actually been through that before with a prior water damage issue. Um there was a portion of the building that was not accessible to the public and we worked around it. Um obviously it wasn't ideal for like noise level during the day. Um but we made sure we posted that to the public so that they didn't have as much of an expectation of like silence in the library. Um and we made it work and great.

Yeah. So we've done it before. My next question for you is you've been speaking with both companies, right? Yes. Tell us your opinion how what what what formation you came of the of your ideas that you know which company do you think would be better or even you know just say I was comfortable with both of them you know but just give us your feelings.

Sure. So I um I did tour the building with with both companies and with um Dave Wallally director of DPW and um Sean Mahalland. And so we did get we did I feel like give both of them um the same information in terms of the history of where we've had issues um and what we're facing right now which was really great um from meeting them in that I I definitely felt comfortable um with I working with either um I do and I I will say that they both had a very short amount of time to gather all this information and I do think RIC went above and beyond what the expectation even was um with how much they've been able to gather in a very short time. Um I I would rather leave the ultimate decision up to the board, but I'm happy to say that I'm I'd be happy to work with either company.

Financially, were there one that was um much higher than the other or they pretty much the same? No, they were not the same in terms of numbers. um Rearch gave a larger number mainly because they had put more um information into it and they accounted for more. Um I did have a conversation um with ECMAN today and kind of gave them an update to be fair to both companies of um where we were at and gave them an idea of what we had gotten from Rearch. And they did after I shared that number with them, they did say for the scope um that they would probably end up with a similar number if they included all of that work. Okay. Thank you. Their proposal did not initially just include that.

Thank you. Um board um we've heard from the town council earlier and we've heard from Bob Slater, a construction expert. We've heard from Donna that her staff would be comfortable of working on. Do you think we're ready for May I make a motion? Please, Madam Chair, I make a motion that we contact Rearchc Construction and offer them um the contract for our library project. Second. May I ask um just to be similar to the town council's vote to a also authorize the interim director to um the answer to that is yes, but can we do that second motion? Sure. Okay. And did you second? I seconded. Yep.

Okay. Any discussion? Nope. We discussed enough. Nancy Nancy Hendricks, yes. Beth Marco, yes. Mora Ryan, yes. Liz Thomas, yes. Ellen Palmer, yes. Okay, Madam Chair, I would make a follow-up motion and I would authorize our interim library director to interact with um Rearch and local volunteers in terms of work moving this project forward. Is that correct? Is that Did you want us to say assistant director? Um, I mean that's up to you. You said inter interim director. We want to make sure. Do we want to say assistant director at the time? Certainly. Interim interim assistant director or assistant dire. I'm sorry. Assistant director. There we go.

I'll second. Um, I just want to note I had the motion from what they used earlier. It was to authorize in this case assistant director or interim director to enter into any contracts or agreements on behalf of the Leech Library which are necessary or desirable to affect the purpose of this vote. Is that what you would like me to read? No. Who? No, I'm just giving you that. So, the town council said that. The council did that for the town manager. Okay. Right. Do you want Can you bring me that and I'll read it for you if that's what you want?

You want to amend your motion? Yes. Yes. She's going to read. I'm going to Madam Chair, I amend my motion to read. Where? Where is it? that the leech. This is too small. Donna,

I think we're all handicapped up here. Thank you. I move that the Leech Library trustees hereby vote to hire Donna Plant as the construction management. Oh, no. This isn't the right one. What do you want me to do? I mean, she already works for

Go ahead. You do it. God, I don't know what you want, Donna. Okay, I amend the vote, the motion to authorize Donna Plant. Um, to hire. Am I saying hire? Am I reading the bottom one? No, the top one. Bottom one. to authorize. I don't even know where I'm looking. Sorry. You know what? To author. Maybe Don, maybe you should read it. Read it if you want. I want Thank you. Honest to God. Okay.

You could have sent me an email. That would have been helpful. This was from the town. I didn't have it either. Um to authorize the interim director to enter into any contracts. sorry, interim director, assistant library director to enter into any contracts or agreements on behalf of the Leech Library which are necessary or desirable to affect the purpose of this vote. So moved, Nancy. So moved. Second. Um I guess this is a statement that came straight from the town council. No, town manager. Oh, the town manager. Okay. Yes. Kirstson. Sorry.

Hi Cher Hilton, town lender. This was just the same language that mirrored the town council's motion. I want to be clear that it's your motion. If you would like to do it, it's up to you. This was just some s This just mirrors the language that the council used to allow the town manager to sign. This would allow Donna to sign correct the same elacrity that the town can to act quickly. Perfectly fine. So moved. And it this is this is a procedure that's normally done here in town type of thing. Yes,

so the library trustees can authorize Donna to act as their agent in signing this much as the town council designates the town manager to act as their agent. So this lets her sign a contract for you and it makes clear her authority to do so in pursuit of this particular project. Um we've had the second on it. Right now we're up to discussion. My question is um it's not our money obviously it's the town council's money you know and if they pleased with the the wording and stuff and that's what they want to do you know I have no objection my only problem is that we're like I don't want to be totally out of loop that we don't know what's going on.

Oh no I I would expect that you would bring us consistent and regular updates would it would be the same thing you've been getting the last several days. Yes. Um, Rearch also told me that they will um build they will write themselves a weekly update that then I can just forward on to you so that you're actually getting something directly from them as well. Perfect because I know you want to get that place open. So, you're going to be on them, right? Okay. Um, can we take quote roll call now? Nancy. Nancy Hendricks. Yes. Beth Marco. Yes. We didn't finish discussion, but I'm going to say no. I think it violates 202. Go ahead, Helen.

Helen Pilary. Yes. And um I'll abstain because I'm concerned if we are violating something and you have the vote. So, okay. Three. You going to undo it tomorrow? I'm sorry. What? Did someone say something? Maybe not. Okay. Okay. So motion passes 32 3 actually 311 311 311

Do you want Donna to continue with this right here? This Yes. Donna, could you continue milk? Okay.

Yep. Um I can also give you another up an update regarding our satellite location right now. Um so we opened a temporary location. Thank you to the London Police Department for having us. Um we are currently located in their community room. We are um staffing that room our normal library hours. So um 60 hours per week. Um so we're staying very busy. And just to give an update, we moved um with the help of DPW and it um we're still working on setting up some of the technology um and we're not reliably able to answer the phones just yet, but we are working on that. Um, and in the meantime, we are available to anyone from the public at our reference address, which is referenc.gov. Um, we have several staff checking that regularly, so we're happy to get back to you that way in the meantime while we're figuring out the phones and the technology. Um, however, services that are currently available include our circulation services. You can place holds on items and then pick them up in the London Police Department community room. Um, we also accept returns there, but the book drop at the library is open still. Um, so either place that's convenient, you can drop off materials. Um, we are offering reference and readers advisory services. Um, there are a few public computers available that can be used now. There is public Wi-Fi available. Um, there's limited browsing of we've mainly brought over the newest materials because we know that people tend to look for those the most. And um there are some magazines and newspapers too if someone wanted to hang out and read or check out magazines that they're there as well. And there is also a small space for an activity center um where there's some board games, community puzzle, all the stuff that people really like to to do while they're at the library. Um we try to incorporate a little bit of everything over there. Um and also a note that tax forms we are expecting very soon. We did bring over

the display for that. Um, right now we just had the Massachusetts out of state ones, but we are expecting federal forms anytime. Um, and then there's also a note to update you on programming. Um, I will say thank you to Cheerston and the town for accommodating us. Um, we were able to to move nearly all the February and March programs um to alternate locations mainly in town hall um but between town hall and the community room. And I did enclose the updated calendar that Becca put together that does clearly show with symbols where everything is located to make it things easier. Um and yeah, so we're excited that most of our programs can continue on.

So for the next two months, programs are going to be kind of right on schedule, right? Yep. And then um we will knowing now what we know with the timeline, we will go back and um find locations for the other two months too to be safe. I just wanted to publicly thank Donna and the whole staff for everything. Absolutely. Everything that you've done and it just sounds amazing. I told you I peeked in the window as I came by and I've seen the pictures online. Becca, I want to shout you out too. Thank you. I saw some great things you were posting all over and reaching people and I love seeing the responses from people like, "Hey, how about little kid puzzles?" And I just love seeing the response that of what they need. You're going to make sure it happens. I know you're great.

So, thank you so much. I have to second that. You guys have been amazing. Okay. Uh to to be able to open a business in like a week type of thing. And the other thing my only concern is okay is I want to make sure that the staff is perfectly safe when they go in and get books out of the library and stuff. Uh my question to you is do you when you've been talking to like Serve Pro and looking at the mold and stuff, do you feel like we should be supplying maybe um you know hazmat suits for anyone who's going into the library and working at for an extended period of time getting books and stuff?

Sure. So I can comment a little bit on um what was Hold on. I had notes from earlier. Um the way we kind of figured out what the protocol should be and I worked with um town manager on this. The town had been in touch with DHS to um share what we were thinking and that was to make sure that staff entering the building would be wearing N95 masks the whole time that they're in the building. Um and DHS said that that was um actually a step beyond what they would recommend. they would just recommend it for any staff who are already um who already have a any like breathing condition or sensitivity. Um so we've taken it kind of a step further and just said everybody that also is in line with um what Primex would recommend for workers compensation. Um that protocol is in line with them and we also in terms of the materials being removed from the building, we took that advice from the company that did the mold testing. um their report said that items um should be like surface cleaned um general surface cleaning. So the staff is cleaning everything that's leaving the building. Um and when I contacted our um it was indoor doctor that did it and asked if that would be um enough in their opinion. They said that that should be more than sufficient. That was a quote from them. Um, so I think we're doing our due diligence to keep everybody safe and secure throughout the process. Um, certainly and the other thing too is any staff who is not comfortable entering the building, we're not forcing them to do so. Um, so only staff that have indicated that they're okay entering the building or go or going into the building. Um, but if you want to provide any more protection, PPE, um, obviously the board's welcome to to do so.

Okay. Basically, you need I would like you to make that decision with your group if they feel that they need like some disposable hazmat, you know, covering or something. And if it does, then we can make it happen. But, you know, if if you're comfortable with, you know, like they're not in there for eight hours, they're in and out type of thing. And if you're and you and your staff are comfortable, then we'll just go as it is. But it's up to the staff and you to make that determination. Okay.

I can certainly offer that to the staff. Um I will also say that probably the amount of time they're spending most is has been during this move and um with us as we're transitioning with technology over. So um I think as we're set up more there's going they're going to be in there even less time. Um if that makes sense. So but I'm happy to check with all the staff to see if they would prefer something like that. Exactly. cuz you know until the building is cleared you know by the the the uh building inspector you know. Yep.

Okay. And uh any ladies do you have any questions for them Nancy? So, uh, that the whole PPE thing was actually something that I was really curious about because unfortunately my company actually experienced a mold remediation situation in our our senior building here in Londereerry and we had to evacuate an entire wing and anybody and everybody that went into that building had to be dressed up. So, they were in PPE from head to foot. So, um, you know, again, depending on how bad and grave the situation is, we certainly will follow your lead. And if you have anybody on your staff, um, to Liz's point, that's uncomfortable, let us know and and we'll we'll step up. Thank you, Madam Chair.

Thank you. And in in this situation, um, the type of mold that's detected plays a huge factor, right? So, if you're talking about black mold, that's an entirely different, you know, kettle of fish. So what you're dealing with is not black bold and that should be made clear to the public. Um otherwise they would not be removing things from the library and cleaning them off and sending them out to households. So right what was found through testing was an airborne Yeah. just a natural allergen. Yeah. Yep. Any other questions? No. Um I can give you the update for Gils too. I think it was

I think it was just noted here um to make it clear to the public that they are still welcome to visit other libraries in the Gmail system. Um you can take your card to other libraries, you can check out materials there. So if if um what we're offering in our small space right now isn't quite, you know, cutting it for you, our neighbors are happy to chip in and help um during this time. So I've been in contact with them, too, to keep them updated.

Um I had a suggestion. And I don't know if it's valid or not. You would know that. Um I I personally would push for clients uh for you know taxpayers when they want to come and use the library to try to get the books delivered to the to the town um meeting to your bu your community the meeting uh room that you have. And that way it keeps it keeps some of you know keeps your staff you know less likely to spend a lot of time in the li in the library trying to pick books you know if they know that there's books available they what it's two days wait or something and then they get delivered and then you just give them the books right.

Yeah. So we're we're just making it about what's convenient for patrons. um whether that's visiting another town library or um they're we're happy to have them pick up materials in the at the police department community room. Great. Yeah. Great. Because again, I think if we you know I mean Gmails is wonderful. We it's it costs you know a lot of money and we should get our money's worth. So you know again it's just it protects the staff more if they're not in the library itself right now more. So, you know, when people call up, you might suggest, oh, you know, we have a whole myriad of books that are available that we can get within two days for you, right?

You know, encourage them to do that. Yeah. You know, again, you might need to do some train your staff might need to train people how to use Gmails, you know, because now it's pro gonna it's more prominent now, I would think, because we have signs up. You can use your card at Gmails and stuff. Mhm. But uh I'm just thinking about what would be good for the staff. Mhm. You know, I understand. Yes. We've we've all we've also been um reminding people of the digital collection. So if they use Libby or um Cloud Library or Hoopla, um that's always available no matter what what's going on with the building.

Yeah. Thank you. Thank you for sharing that. Um, okay. I guess uh there is no uh my question to you on J Mills. Are they trying because we're supposed to be open? That's part of our contract to have an open. Has there been a problem with them wanting money or saying that we're in default of the our contract?

No. Um they have been really great and accommodating for that first week. We couldn't accept deliveries. Um, we got a huge delivery on Monday in our new space. Um, so we know that people are kind of clamoring for us to to um, get stuff to them, which we're super excited about. Um, and things are kind of returning to their usual volume in terms of deliveries. So, um, but no, there's been no issue there in terms of our agreement with GMOs. Thank God we have Gmails right now, huh? Yes. Kidding. Okay, we're we're we're here. Do you want what do you want to do about this stuff because Jan's not here. Um yeah, we're gonna have to wait on that one. Okay. Yeah.

Do you want to before we we have a little time right now for this or do you want to go into this and come back? This is going to take a while. The the non-public is going to take a long time. Okay. So, and I think Hannah wants to be involved with that. So, how many can we cover um the um contracts at the old business? I think so. Okay. Why don't we do old business next? Okay. Okay. Um I don't have contracts for you this evening aside from the one we already covered. Um I do have unanticipated funds if you'd like to move on to that.

Um so unanticipated funds, there are two. Um the first is from New Hampshire Humanities. Uh $300 that was um actually for a previous program. They realized that something they'd agreed to sponsor they hadn't actually given us a check for yet. Um so this was to sponsor a program back in 24. Um, and we've already had that program. We already paid the presenter ourselves. So, um, it's not like anyone was missing money. They're just reimbursing us for the sponsorship. Um, and then we also had a, um, resident Pam Morno donate $50 and that was to be used to purchase books in honor of Joseph Giloney. Okay. Joseph who? Giloney. Oh, yeah.

Anyone want to make? I'll make a motion that we accept um the you say 300 $400. Uh it's a total of 350. Okay. For the for um under RSA 31 col 95-B for a total of you just said it and it went right out of my head. 350. Um sorry. I did just want to note that that is not you the RSA that you usually accept under. Okay. Um this was is this inaccurate? Um there is another one if you I don't know what you'd prefer if you got advice on that specific RSA. I'm not sure. I don't know. I because I did not make this. But yeah, usually one that has two different things, right? An A and a B. Yes. So in this case, you don't need to do the second one because the second one is for property.

Um so it is RSA 202- A4- C. Okay. So moved. I accept that we $350 under that RSA. Second. Nancy. Second. Nancy Hendricks. Yes. Beth Marco. Yes. Morin. Yes. Liz Thomas. Yes. Helen Palary. Yes. Okay. Donna, would you be able to speak to some summer hour ideas right now or do you want I know we Okay. Yes. Yeah. Okay.

Um so I mainly wanted to bring it up um well because you said you wanted to discuss it again this year. um instead of having a blanket like decision for forever. Um I think the idea at one point was if we were fully staffed that we would try to um stay open at 60 hours a week for the summer. Um however, we are not currently fully staffed. We are um down three positions. Um it's over 70 hours a week of staff time that we're missing right now. Um I don't foresee us being in a place in May say to have that staff back um unless you disagree. But that's my feeling um with with all that's going on. Um so I do am asking that you consider um setting summer hours again this year. Um especially because we are kind of at the peak of our planning for summer. Um, so we really need to if you're going to be closing certain hours, we need to make sure we're planning around that closing. Um, so I can present to you what we did last year. Um, I know there was some discussion last year on whether you still wanted to do that exact thing or not. Um, so I'll leave it to you to decide after that. So, what we usually do is um Monday through th No, I'm sorry, Monday through Wednesday, we stay open 9 to 8 and then Thursday and Friday we would be open 9 to5. So, that's closing um Thursday evenings where we would normally stay open till 8 and then on Saturdays we shorten Saturdays to do um 9 to 1 and usually we're open 9 to5. And last year, I believe there was some discussion about like shifting that a little bit to do, you know, 10 to two um instead of 9 to 1 or um to accommodate some of the like I know there was

comments about athletic games happening in the morning. Um so that's a thought. And then there were I think some comments about Thursday evenings where if um families like plan a long weekend, they may be coming in on Thursday nights to get stuff before they go traveling for the weekend. Um, so just to give you a quick summary of where we left it off last year,

we recognize the challenge this year of of the shortage of staff. Okay. And so I think that we have to really seriously take that into consideration. Okay. Um, possibly maybe, you know, a Saturday 10 to 2 instead of a 9 to1. I don't know. You know, that's one what you just suggested, right? Yeah. Uh, do we have any discussion on thoughts on this? I was Can I ask Donna a followup question? I feel like at some point we talked about data that was kept is I can't trying to remember about whether there was a change or whether it it was pretty consistent in terms of our attendance on um like people coming in.

Um I don't have the I know Megan's usually the one that puts together the visit data, so I don't have that in front of me tonight. Um but I can certainly still send it to you if you'd like. I I don't think that there was much. Summer is our busiest time of year, so it's like no matter when we're open, we're crazy crazy busy. Unless I mean, Jen can comment on that, too. Um, I agree.

So, I can understand that there is a change convenience-wise that is going to impact some people no matter what hours you choose. Um, but I think no matter when we're open, we're going to be out straight. Definitely. Do you think that we need to wait to make our decision to see what Megan's figures look like or do you think you're ready to go forward? No, that's up to you. I I do think there's an advantage to choosing earlier, like I said, because we're in the middle of program planning. So, the earlier we know what the hours will be, the better in terms of planning programs around it. Nancy. Nancy.

So, um my feeling would be this. So, our staff, I mean, we know this, we're short of staff. Um, and I think that our staff is going to be um to some degree unsettled for quite some time. And I I think that keeping our sum our summer hours the same this summer as we did last summer so that we're not creating more unrest and more, you know, chaos with our staff. I think that these hours that that you just presented um for me my one how many are we tonight? Fifth vote um I I would in agreement that these hours would be acceptable.

Yeah. I mean I feel the same way. I think that you know so we add an hour here and less an hour and it really doesn't make and the the staff is comfortable with the hours that we're doing. when next year there's a larger staff, we might, you know, at that time really consider maybe extending some of the hours, but I don't think it's appropriate to do it this year. I don't either. Is everyone in agreement on that? Well, I was was going to make a motion um that we accept the summer hours um that Donna has presented Monday through Wednesday 9 to 8, Thursday 9 to5, Friday 9 to5, and Saturday 9:1. I'll second

Nancy welcome. Nancy Hendricks, yes. Beth Marco, yes. Morin, yes. Liz Thomas, yes. Helen Palary, yes. Okay, motion passed. Thank you. All right. Um, we might have to go into nonpublic because we have a lot of conversation. Okay. Okay. I think we're going to go into non-public now because we have a lot several things to do in non-public. Okay. So, um, and at some point in time, the lawyer will be calling in, but you know, we can do some very some a lot of basic work before she even calls. Um, would you like me to do the other or are you going to return to Oh, I'm sorry. You had something else?

Well, you had um candidate night, which would have to be discussed tonight if you want that to move forward. Oh, yeah. Um, and then I also had an other proposal that would fit under the other business. Let's talk about candidate night first. Okay. So, um I mean this is really brought this was brought forth by the board. So, I don't know. Um I assume you would want you're asking for something similar to the past couple years. Did anyone check to see if a space at town hall is available for the day you presented? I know it's prior to your is that prior to your normal meeting? I think so. Um but your meeting has been moved to Thursday. Yeah. Um, so I don't know if you what day of the week.

I do know Wednesday is almost impossible to get any room in this town on a Wednesday. We have a lot of committees that a meeting that's why we had to do Thursday. So you know as long What day was it planned now? So your meeting is planned for our regular meeting. The reg I'm talking about the meet and greet. There isn't one planned right now. Oh, this because I think this was written she didn't write this. So, whoever wrote this, she's saying put that in there, but she Donna is saying she doesn't know if someone checked to see if there was room availability.

Yeah, we usually also ask um one of the town moderators to help us that night and I don't we the staff have not extended an invite for that. I don't know if any of the board has. No, I haven't heard anything. No, the meet the candidate night is for all the candidates across the town ballot. Is that true or is that specifically for in the past it's been for the trustees specifically I wasn't sure position it wasn't and I think there is a separate thing that is being held here on a Saturday that okay so that's the rest of anyone running

that's what I've seen that's what I've seen then advertised last year I think there was probably almost a dozen people who came in to run and was on the ballot maybe 10 or 11 12 right in there so you know Um there was a lot of activity and a lot of interest. Um I guess should we say that if we can find an appropriate date we we can vote now. If we find an appropriate date we could set up we could do it before a meeting because there's nobody else in the room before us. Thursday's there's nothing. So we can we can we can vote this forward and with saying that we'll double check to make sure that's

like we'll double check right away tomorrow to make sure and we can find space, you know. Yeah. Should we stick with this date and time though because it makes sense? Yeah. I Yeah, I don't have a problem with that. Okay. Yeah. And then March 5th is the date we're looking at. If we're able to secure that quickly, would you I don't We can take care of reaching out to a town moderator. You guys have enough on your plate. Okay, that'd be great. All right. We ladies, can we take care of that? Yes. Yeah. Nancy, you know you you know everybody take care of that. I'll call him Dan. You know, I'll go ahead and book a room tomorrow. Okay. Okay. Thank you. Yeah. Okay. So, I'll make a motion that Do we need to make a motion for that? Okay. That we will we will host

Yes. a can a library trustee candidate night hopefully on Thursday 35 at 6:00 p.m. here which will be right before our regular meeting. Second. Okay. Nancy Nancy Hendricks. Yes. Beth Marco. Yes. Mora Ryan. Yes. List. Yes. Helen Pomeary. Yes. May I just ask one follow-up question? Um the in the past the staff has also prepared like questions for the moderator to potentially work from if there aren't public questions. Um does the board want to prepare that or would you like the staff to prepare that? Kind of. What do you want to do? I mean I feel like

obviously you might you might know more. I might be able to find the document that was used in previous years. I can't promise that. I I can look though. You go for it. If you got any questions, if you got any questions, just contact us each and you know individually. I'm sure we can come up with questions. Okay. Okay. So, I will book a room for 35. Beth Beth thinks this room is available right before our meeting. So, we should be able to to secure it. Yeah. Okay. Um, it also says our meeting schedule going forward. As far as we know, Kirstson just left, but as far as we know, we were moved to Thursdays. Yeah.

Yeah. For this for tonight and March's meeting for tonight and March, but maybe after that we have to we can look at the schedule. Thursday's the best night. We just picked it because it was the only night we could find a room because I know one one of the one of the members here, the trustees would would not be able to make Thursday nights. So, Okay. Um but again we have to see you know it's hard to get everyone at any one time. But the other thing is within one more meeting there will be an election and there will be a change in the board. Yeah. So it might make I think we can just look into when when we can find the availability and then so you we're going to shoot for this is uh February so March we're going to put it on a Wednesday night.

Nope. I as far as we think right now we are all set this week the candidate. Yeah. We're not changing that. No, no, no. But we are that our meeting our next meeting is set for that same night at 7 p.m. here. Oh, okay. But that we we don't know right now if there was ones booked beyond that. Oh, yes. Yeah. Okay. But we can So I I really I would say if this room is available that we could if we can have it from six on, right? Okay. Okay. Do you want me to continue to the other? Yes.

Okay. So, in your U packets that I handed out to you, I presented a brief proposal. Um, so the administrative staff, which is me, Jen, and Megan, um, are finding that we are constantly moving between buildings right now. Um, and in doing so, it's been very difficult to, um, keep track, carry everything with us, um, have everything we need in front of us. and laptops have been while they're portable, they have not been the best thing for us to use. So, I'm proposing and asking that um the board um approve us to purchase three tablets, Android tablets, um specifically Samsung Galaxy Tabs. I gave you costs for them and included um what it could cost for like buying a case with a keyboard. Um this, to be clear, is like the maximum cost. So, we would still do our due diligence to find wherever we can get a a cheaper cost.

Okay. So, you're saying that if you had a tablet and you could take it with you, you you could make decisions and and do things on the ride on the run. Yes. You have to keep going back and forth to get to a computer and stuff. Correct. Especially from responsive to your staff and also to your clients, you know. Yes.

Patrons. Um, for me and for me personally too, knowing that I'm, you know, we're facing a a big building project and I'm going to be working with vendors, I think it'd be much more convenient to have the tablet to work off of to take notes, um, to manage my calendar, that sort of thing. Um, and I don't have that ability to do that right now. I've kind of had to use my phone, which hasn't been ideal. Um, so that's my ask. Okay. And you're looking for three Androids? Yes. And do you have an approximate dollar value packet? I don't know where mine is. I presented the So with the tablets themselves and Oh, okay. The cases the total was so basically almost $1,000 each, right? The total was possibly she could be less.

Yes. Yes. Now, um our equipment line, do we have money left in that?

I did give you a budget tonight. Let me see. equipment. So, I will say too that we're not totally up to date um with paying invoices because of because of all that's happened. Um we're getting Colleen set up to handle accounts payable. So, we've got a stack of invoices to go through still. So, I just want you to be aware of that. Um, so machine and equipment, we looks like we didn't have a budget for it this year, so it would be overexpending that line,

but at the same time, we're making this timeline. Oh, wait. It I just want to mention it is a bottom line and the the the um trustees do have the right to you know to extend that a price to a not to extend that line but to have it put on a different line. Okay. So that's part of the uh the New Hampshire library trustees thing that they have the right to change the line. Y Okay. So, um, I think we're still going to run in the in the in the black for the this year's budget. We at least from what Jan's telling me, that's where we're headed. So, do you think that Do you agree with what Jan says?

I do agree. I know that there's salary money that's not being spent. Um, so I can't use salary money. That's the only No, you can because it's a bottom line budget and the salary is in the bottom line budget. Yep. Um, but too I also want to say that I believe that the plan in terms of where money is coming from, like where where I should say the invoices are going to be paid from for the building project that is going to go through the library budget. As far as I'm aware, they're going to transfer the money into our budget and No, I think the it's going to be build to the library budget and the town is going to figure out where it's coming from.

Okay. Um, so because of that, I do think that the budget's going to be overexpended because of what's happening with the building. Um, my feeling is that I think this is necessary to get the job done. Okay. I I think it's ridiculous. You have to run to another building to be able to answer, you know, a call or stuff like that. I think that's critical in today's technology to do that. You know, by the same token, you know, maybe you, everyone hates to hear this, but I'm gonna say it. Maybe we cut a couple of programs just to make that $3,000. You know what I mean?

Because I, you know, if we're having 500 programs and you cut a couple, that's, you know, that's not bad, you know? But then again, I'm see speaking the whole summer type of thing. You only cut two or three and you make up that money, you know. I'm just saying that if we spend that money, we may have to cut somewhere else, but we're bottom line budget. I um you know, and I think we're going to be fine is my opinion, but I don't go want to go on my thought of being fine. Okay? So, I want to make sure that we're diligent and that we say we can do there's ways we can make it happen.

Uh any discussion, ladies, on what I've just commented on? I'd like to make a motion to um allow the library to purchase three new tablets, cases, and keyboards um for the sum of $2,900. No, $99.99 97. Um I would I would second that. I I mean I agree, Liz. It's so fr This happens in my building all the time. um you know, you're in one part of the building and you know, your computer is in another part of the building or your laptop or whatever, your phone doesn't work and it's it's

it's a waste of time. It's a waste of time and energy. It's not it's not efficient and it's discouraging. It's tiring. So, I I am all about being efficient and not getting discouraged and upset and mad. So, um yes, I second this motion. Okay. So, any discussion or can we call a vote? I'm ready to vote. Okay, go right ahead. Nancy Hendricks, yes. Beth Marco, yes. Mora Ryan, yes. Liz Thomas, yes. Lyn Pal Mary, yes. Thank you. Um, I don't know if you know what we talking about. Summer hours. This is a monkey on our back every year of closing on old home days. I would like to put that one to bed right now. I would agree,

you know. Yeah. Yeah. I mean, we talked about it last year and we didn't we didn't close last year, did we? We did, but we said we would look at the traffic, you know, the Megan's reports. Quite frankly, the town is, when I talked to the town, they suggested we not open on that Saturday cuz first of all, it's only you can't get in there. It would only be four hours and it's the four hours during the peak of the parade and everything. So, it just I don't think it makes sense, but I want to put it to bed and get this decision made. So, I I would agree with that because I mean we also have a booth, don't do we not? And we have a sale and and people and the the team are always on the parade. They do they're doing the parade in the parade.

They enjoy doing it. What do you say, guys? Do you enjoy doing the parade? No comment. Never done. I don't work here. Huh? I've never done it. Oh, okay. You parade this year. Okay. Someone You're a celebrity now, Becca, at the library. We're going to put you in the parade. There's no more discussion. Someone want to make a motion? I make a motion to close the library on old home day 2026. Second. Nancy. Nancy Hendricks. Yes. Katho. Yes. Morin. Yes. Liz Thomas. Yes. Helen Palmer. Yes. Thank you. Does that take care of most of your issues that you need early decisions on? Yep.

Yep. Because you people are going to want to start plugging in vacation time now. So at least if you know that Saturday is free and what the hours are going to be. Okay. Yep. Just to make your life easier. For sure. Appreciate that. Okay. 801. Yep. Um do we have to go into one of these Moira? Do you know like do we go into one of these first or do you know which one we have to go into first on the nonpublic? Yep. Yeah. We have about three different things to do. Do you know which one we need to go into first so we can say it? I'm just saying um um the attorney, right? That's the and that's talking about staffing. Okay. So, we should do this one first. Okay. Okay.

Um I make a motion that we enter non-public under RSA 273- A4. Second. Nancy Hendricks. Yes. Beth Merkel. Yes. Mora Ryan. Yes, Liz Thomas. Yes, Helen Pelary. Yes. Okay, we're going to go into N. Yes. Motion to return to public uh meeting. Second, Beth. Yeah, I think. Okay. Um I Helen Palary. I Liz Thomas. I Mo Ryan. Yes. Beth R. Nancy Hendricks. Yes. And then I would make a motion to seal the non-public minutes for five years.

Second. Okay. Yes. Liz Thomas. Yes. More Ryan. Yes. Beth Mer. Nancy. Yes. Nancy. Yes. Yes. Helen Hillary. Okay. All right. And I only have What was I going to say? Oh, we did the summer hours. We

Oh, yeah. I know. I have. Okay. Um the one only one old business. Okay, that I'm going to talk about is um we have been struggling with not getting the right version of the personnel policy and the uh bylaws. Okay. And the personnel policy isn't even on the web right now. Okay. So, what we're going to up proposing is that I have three of the um trustees work on a subcommittee real a real quick one looking at you po uh you pointed out on a on some of the changes that we didn't catch the last time working on those changes and um getting by next week we want a personnel policy that we can give to the employees. Okay. And that they can sign and we've already made some changes that'll go in from, you know, decisions tonight. Okay. So, you can share with with the your staff what we talked about in reinstating verbiage and two and then Okay. So, so did that that happened in a vote and non-public.

Huh? Good one. I'm just asking um should that have happened in a vote in public if you're changing the personnel policy again? I don't think we're changing it. It's not changed. No, we're taking it up. Said she's adding more. Yeah, there's you just said you are you told me that you're making changes compared to what you last voted on. Yes, I think we can say in public what the what the one Okay. Yeah. Would you like to hear it in public right now? I'm I'm I'm suggesting that you might want a public vote for whatever changes you made.

I wasn't present at the December 3rd meeting when that was voted on, but and I know we removed sections 8, 9, and 10. We we are going to I'm going to make a motion that those will be removed. We're fixing that. But we'll be adding a disclaimer that will discuss how that within budgetary years or right that there will there will be cola and there will be merit. We're going to make a separate document for benefits that will have outline cola and merit. It just won't live in the personnel policy. The personnel policy is a contract, okay, between the employees and the employer. Okay? Basically, we're not we're saying if as long as the town votes in the budget to cover colar and and um and uh merit that you will continue getting it. And when we gave when Jan did her budget this year for the town, she included cola and merit and it went through. So both Jan's version and Aaron's version included it. the ones we saw did. Okay. So, all we're saying is that's basically Donna had advocated for you guys and we said yes, we'll put that in the uh you know in the personnel policy.

Okay. And then the only other thing is that was exempt time. Okay. That was the third issue. And what we've resolved is that we're actually giving nonpublic exempt time now until the 30th of June through this fiscal year. Okay. After that, we're terminating the exempt time. And um and Donna was graciously able to accept that because she wanted to protect you guys and make sure that you guys got your cola and merit. So, um that's uh what else did we have that we decided

that we're going to have a committee and we're going to reduce we're going to fix the person personnel policy fix all the the the um you know not just adding the cautils to vacation I mean to um you know to the um merit and to cola so that it's right in there that we're going to try you know we're going to budget for yearly. The only reason you wouldn't get it is if the if they cancelled up, you know, just threw it out of the budget the town if they didn't budget, you know, they didn't agree with it. Okay. So, basically, you got it last year, you're already getting it next year. We intend to go on that on there. Okay.

So, Madam Chair, um just to clarify, the committee is getting together to update the personnel policy. Is it being presented at another meeting as a draft to be accepted by the board? Absolutely. And you can review it. We'll allow you to look at it if you have any comments. How's that? Okay. Is because you originally said that you would send it next week for the staff to sign, but it can't that can't happen without the board approving it. Right. That So the board will approve it before the staff's correct. Okay. Thank you. We're trying to clean up all of the remaining fires that need to be and get them on get them up on our pro on our, you know, on our website,

you know, and the and so yes, as soon as we can get it all agreed, you know, we'll get it on the website. We'll give you can give your copies to your your personnel, okay? So that they know what what their what their structure is of their job. You know what I mean? There shouldn't be questions or fears or anything like that. Okay? That's why we're trying to do things, you know, clarify things. Okay.

Okay, that's good. I think so. I think I started to make a motion, but I'm not sure it's necessary at this point. Um, unless we want to make I'm going to amend it and just say that we I'm going to make a motion that we are going to clean up the personnel policy for grammatical and formatting issues and also add the um disclaimer about cola and merit. Okay. Do I have a second? Roll call. Nancy Hendris. Yes. Um Helen Palary. Yes. Liz Thomas. Yes. Moran. Yes. Beth Marco. Yes. Okay. All right. Thank you. Are we ready to move? Motion to adjurnn.

Second. Liz Thomas. Yes. Nancy Hendricks. Yes. Helen Pelary. Yes. Morine. Yes. Beth Merkel. Yes. Okay. We're adjourned at 9:20