Leach Library Trustees - Regular Meeting

Wednesday, July 22nd, 2026 at 7 o'clock p.m. in the Moose Hill Council Chambers at the Londonderry Town Hall, 268B Mammoth Road, Londonderry, New Hampshire. The meeting will be recorded for later viewing on the Londonderry NH Government Access YouTube channel. Could we please stand for the Pledge of Allegiance? I pledge allegiance to the flag of the United States of America. to the public for which it stands, one nation under God, indivisible, with liberty and justice for all. Thank you. As always, I would like to start by reading the mission of the Leach Library and the mission of the Leach Library. The Leach Library's mission is to provide materials, information, and services for our community residents of all ages to meet their personal, educational, and recreational needs. We forgot public comment.

I know public comment comes after the consent agenda.

We usually have two of them.

There's one at the beginning, one at the end.

Am I looking at the wrong agenda? No. All right.

I've got it on mine.

Oh, yeah. I got you. Okay. Very good. So let's just go to our consent agenda. Yep. Has everybody had a moment to review the minutes? Yes. Yeah. And we do want to remind everybody of some meetings that are coming up. We will have a meeting on Monday, August 10th, 2026 here at the town hall at seven o'clock p.m. We will have a meeting Thursday, August 20th, 2026 here at the town hall at seven p.m. We will have a meeting Thursday, September 3rd here at the town hall at seven p.m. And we will have a meeting here Tuesday, September 15th, 2026 at seven p.m. May I please have a motion for the consent agenda?

I make a motion to accept the consent agenda.

That's a motion by Erica. Is there a second?

Second.

And there is a second by Beth. Is there any discussion?

I just have one note for the public session of minutes. Under the unanticipated funds that were accepted, if it's possible to still list what was actually accepted out in the minutes, that would be good. For historical purposes, the agenda doesn't necessarily have to be retained, but the minutes do. So it's good to have it in both places.

Thank you. Excuse me, I can fix that and resubmit that. Thank you.

And just a quick question. If I wasn't there at the non-public meeting portion, do I abstain or do I...

Then we should take these minutes individually because, yes, you should abstain. Who made the motion? Could you withdraw your motion?

I withdraw my motion.

Very good. So let's do the minutes individually, please. So may I please have a motion to accept the minutes from July 9th, 2026?

I'm sorry. Hang on just a second. My brain did not register that. All right. Would you please say that again? Yes.

May I please have a motion to accept the minutes from July 9th regular meeting?

I make a motion to accept the public minutes from July 9th. Sorry. That's the one. Sorry. Rephrase. Yes. I make a motion to accept the revised.

Regular meeting minutes.

Yeah, the regular meeting minutes from July 9th, 2026.

Very good. That was a motion by Erica. Is there a second?

Second.

Second by Beth. Is there any other discussion? All those in favor, please say aye. Aye. All those opposed? Any abstentions? Very good. Could I please have a motion to accept the non-public meeting minutes from July 9th?

I make a motion to accept the non-public meeting minutes from July 9th.

That is a motion by Beth. Is there a second? I second. Second by Erica. Is there any discussion? All those in favor, please say aye. Aye. All those opposed? Abstentions? Abstentions. And one abstention. Thank you very much. Okay. Now may I have a motion to accept the meetings that we have outlined for the next six weeks?

I make a motion to accept the upcoming meeting dates for the next six weeks.

Thank you. That's a motion by Erica. Is there a second? Second. Second by Beth. Is there any discussion? All those in favor, please say aye. Aye. All those opposed? Motion passes. Thank you very much. Okay. Now we're on to public comment. Is there anybody here for public comment? Seeing none, we will move on to presentations and discussions with the board's indulgence. I'm going to shift that just a little bit. I gave Donna the wrong direction when we were putting this together. You may notice that we have a guest with us tonight. And I've invited Mr. Slater to come and talk with us about maintenance trust funds. So, you know, as you know, we're in the middle and first of all, thank you very much for coming. I think we appreciate your time. Yeah. And we also appreciate everything you are doing to help us through this very, very difficult time. But we're getting there.

But this young lady is doing she humans work.

She's doing a remarkable job.

She's handling the everyday thing. I'm just there and case books for reinforcement. So we appreciate here and the carpets going down. So that's all. Yeah, I know. We heard.

That is progress.

Took some work.

Anyway. So as you know.

Pleasure to be here.

Thank you. We've had some challenges with our budget. We have had some challenges with our building. And moving forward, we just feel like we need to be prepared for a rainy day. The town has maintenance trust funds. The school district has maintenance trust funds. and we just feel that it's time for us to get at least one. I know there's different ones for different things, but we need to start with something. So I just wanted to know if you could give us some advice on where we should start and is your very first maintenance trust fund, is it attached to a percentage of your budget, Bob, or just give us some guidance.

We basically run on capital reserve accounts now for big ticket items. The everyday maintenance are taken up usually handled by our custodians and some subcontractors that's built into our budget because we know we've got to, you know, we have our maintenance program of our buildings or our buildings and grounds administrator. has to budget so much money a year, it's in the budget to maintain our buildings with custodians, their equipment, their cleaning equipment, any small equipment. We have five or six capital reserve small equipment trucks and vehicle capital reserve and we have buildings and grounds capital reserve. And we tend to fund between 450 and 700,000 a year in a Warren article. major things which we list out during our budget that we want to do so it may be a roof reroof at this building this year and we have a five-year plan for those major expenditures so that that is out of the capital reserve with you folks I haven't looked at your budget but do you have a maintenance classification on your budget?

Yes, we do. We have a line item. Okay.

Just a line item.

It is just a line item.

So maybe you could get more defined on and look back over the last couple of years what it's cost you to do some service work with cleaning, windows, general maintenance, and have a fund built into that and then start a capital reserve. For major things coming down the road is work up a five or six year plan on some things that need to be done. Whether it's windows, whether it's painting, whether it's that and start funding that through a warrant article. You may start with $50,000 just to establish the account. But I think you need to go back over the past several years and see what it's cost you to maintain the building. and get as many of the records as you can and then make sure that budget item under maintenance is kind of broken out in cleaning services, materials, and really show the taxpayers what we're spending in this section rather than just maintenance, you know, $60,000 and just break it out into more codes.

fruit yes and I agree so like for example if we wanted to start a meet her a capital reserve fund for like being prepared or planning for the roof I'm just making it up yeah we we could we could do that and you could okay yeah and that will carry over and what's good and you can still look at a maintenance trust fund and I would I would sit down with Justin Campo from the town and see what makes more sense for you folks because

that money can carry over year to year and you're collecting interest on that balance and it's there for an emergency use. Same with the capital reserve. We can take money out if it's designated for and you want to make sure the classification on the RSA is very, very wide and covers the buildings, the grounds. We changed it several times on the schools because people would read it one way and we would read it another and an attorney would read it the other way. So you really want to spell out everything it can be used for and then you can dip into it if there's an emergency case like you have now. So say it builds up over five years of $250,000, $400,000, $500,000 for future work and then something catastrophic happens, you can dip into it if it's in that classification.

Right, exactly. So here's the question. So if we have a capital reserve, and again, I'm just making it up, a capital reserve fund for the roof, but then the boiler...

Explodes that's you can't take that out of that particular unless it's in that exact and that's gonna be set up that way Which Justin could really help you with that with the finance department how to set up that wording for that capital reserve and I would run by whether it's to To build it into your budget or to start a maintenance trust fund Because that can carry over as well and collect some interest and on the maintenance trust fund that interest can be used for repairs and you know maintenance to so. you're actually making some money with it, but you don't want to have too many accounts. You know what I mean? So I think a capital reserve, and then if you could budget and just spell out what your budget is, and then, unfortunately, if you go into a default budget and you don't have enough, you're going to be taking from different departments, you know, where it's a bottom-line budget that you're going to be, you know, to get through the year. If something major came up maintenance-wise, you would have to to take from other departments. So I think it may be wise to have a maintenance trust or just make sure you allocate enough money in the maintenance budget that you have it there. With the maintenance trust, it will carry a balance that will earn interest as well as a capital reserve. with a budget whatever's left either goes back to the taxpayers, you know and and should go back to the taxpayers if you have 50,000 you have to start all over with your maintenance line item. With having the maintenance trust you would have some reserve there each year for the upkeep of the building. capital reserve could be for the major components and the maintenance trust could be for all the interior, you know, carpeting, painting, furniture, window, you know, furniture. Yeah. That's what we use ours for is for the classroom furniture and some of the small, smaller items. And we budget for that every year cause chairs wear out, desk wear out. Um, so that's in our B and G budget. And then our capital reserve is for paving a parking lot. Um, fixing a field is a 100,000 in there for fields to maintain our athletic fields. It's not near enough to keep up with everything, but it helps us maintain and then all of a sudden, like the community seen three years ago, we had a Warren article or a bond for five million to replace boilers at the high school. I remember that. Boilers at the middle school. HVAC units at South School because we just couldn't save enough money and it's hard to ask the taxpayers for too much money and just have it sit there so just be cognizant of that when you go through and see what the needs are but to have that reserve account it's a it's like a business right you need a line of credit you know to pay your payroll and buy materials to do a job till you're paid a lot of companies work with line of credit at the bank so Having that reserve to maintain your building for emergency cases as we found out to your point so much unexpected things have come out of this water leak and mold issue that everything is just compounded. It may be worth so I would definitely sit down with the town manager and and just in to see if you should have both.

So Mike and I'm sure the other board members have questions too, but it's been a long time since I've been around this stuff. So refresh my memory. What is the difference between the two capital reserve and maintenance trust?

Maintenance is all your small items. Yeah, you know carpeting sections of carpeting painting boiler repairs and that capital reserves are your bigger components. So you wanted to repave the parking lot or you wanted to change some windows. or you need an HVAC unit on your roof, which we know you need now. You needed a roof redone, so that would get budgeted and be a warrant article each year to put it into that account. so like i said we're between four and seven hundred thousand a year for the school with four or five major projects each year to keep up with it rather than a bond and if we have money left over it stays in there and if next year we only need 400 say we need 700 and we had 150 left over now we're only going to take you know that much less from the taxpayers so It's got to be designated for that project. Maintenance trust can be designated for the smaller items and the upkeep of the inside of the building and the exterior envelope and anything on the grounds.

And all of those expenditures, of course, are voted on by the board.

That's right. Yep, the trustees would vote on that. The director would probably say, we're looking at this. We see a need here, there. Bring it to you folks like our people do to the school board. And the superintendent brings it. and has this plan for next year to stay ahead of all these these areas that need to be maintained and then you kind of go back and forth and you decide on that number before it goes to the voters and into your budget you know during your public hearing for your budget time and as long as you can explain it it usually works so that That's why I'm thinking the maintenance trust maybe you may need both just so you can have a little bit in each to make sure you can hit a major component and you can if something happened inside you could do the same. And just that small and you know whether it's 50,000 you know 25,000 maybe inside and then 50 to 100,000 on the outside you know or the or the capital reserve for major components and add each year. because right because you can add each year right you can yeah and it just carries over um and it gives you a chance to budget for something say say you had a hundred thousand in there and you establish it this year and then you're looking at these projects and donna came you said we we really need this we've got We've got a budget. We put this together. It's $400,000 to do two rooftop units. Now what you can do is go to the voters and do that as a warrant article. It would go into your capital reserve account. Now you go out to bid, get your pricing, and try to get it down. It may only cost you $325,000, so that $75,000 would stay in there for the next cost, and it would be collecting interest on that that can help the taxpayers too. So you want to have... you know these major things um out out in front of you because every year something comes up you know i mean i don't know the whole thing there but if if these things came up over the last five to eight years at the library you know it would have been budgeted differently but you had no capital reserve or maintenance trust fund so this way it would take care of that where you can you know now go to the the voters and say this is what we're doing inside and outside and we see this you get a little analysis of your building especially once you put the new rooftop units on uh with the ac and your boiler repaired i know the boilers had repair after repair so that may be next and i know some of it's on the cip and that as well so that's going to help pay for these things that are on the cip down the road too is if you can build up these two accounts have these projects you know ready to go and know what you need three years from now four years from now and you're building to that point you don't need to ask for that much money at that time you've been building for the last couple years so when you set it up you want to have those two or three big items we want to make sure we're starting to think of this and put so much away and into this account so then we can ask for the bulk of it when it's time. And that.

Well, and I mean, I would think also it will help us with our fiscal management because.

Yes.

And our transparency because. That's correct.

all of a sudden these big catastrophic things happen and you know the public is going what have you been doing for five years you know and we can't have yeah i know ricky does a lot of the maintenance for the town so it might be worth a day of getting him or a couple of days and doing an analysis of everything in the building and what's the longevity of abc so you have you know an idea what shape the buildings and what what you see over the next 3 to 5 years and that will be a reason to start that capital reserve fund and have that 3 to 5 year plan.

You know as I recall winter also funds that the school put aside for I T equipment as well.

We have a yes and I T budget infrastructure. And we put about a 125,000 a year into that alone to replace switches repeaters and add you know monitors and that so that's a ongoing thing with new licenses and and cost and I know you guys have a fair amount now you know with online equipment and and that in the I T world too so. The more you can break out for the taxpayers, the better it is. They can see where this money's going rather than just a two page budget. And maintenance, $40,000, well what is the 40,000? So people kind of look at our budget and there's 400 codes and it's broken out in balance and every year we start over with that. I like it because you can find anything you want and in the transparency part is is so key today. Yeah, but the the pre planning what you folks are trying to do here, I think is a good thing. So you guys can have them funds and then if you had to come to the town of the Council, it may be for a much smaller amount in an emergency case to you build that account out. And we try to keep our, you know, with seven buildings and all the property we own, we only try to keep our capital reserve accounts minimal. We don't carry large balances. We try to budget and put those big projects in year to year with that five year lookout. and and now we're going to take this project next year and and try to get the money you know through through voting with a warrant article to put it into the capital reserve every year you're going to have to budget money for maintenance and that should go into a maintenance trust fund and that way if you if Say you have 50,000 and you use 37,000, there's 13 left that would stay there. Next year you may have to do some carpeting in the children's room. And now you've got that covered, but you still ask for that 50,000 for the maintenance trust because all your other costs are in alignment to maintain the building. and it takes care of it but yet you can take care of some of the incidentals that may appear during the year and that's all open to the voters you know the director would bring it to you and say we should really look at this is it worth it are we able to do it in the budget this year or is it a year away and you know and then maybe you budget half of it this year and then fund it fully next year so it gives you a better handle on things all all the trustees you know working with the the director and they know the building better than anyone and what needs to come and what so if you can have that 3 to 5 year projection on major items and and get your maintenance under control where you know we should clean the windows twice a year we should you know do the you know clean the boiler twice a year whatever it may be is listed out and you have that yearly um itemized cost and then you just increase three percent or something every year you see it and before it gets too too high you've got it covered in your budget part so there's certain things you've got a budget and there's other things that you should put in your maintenance trust for the smaller things and then the larger things should go into your capital reserve to be there for the larger projects down the road yeah

Okay, questions or comments from the board.

I hope I explained it well. No, that was very helpful. I think the community appreciates it. Not that you want to take any more money than we have to on a yearly basis, but it's got to be there like now where you know spending you know hundreds of thousands of dollars that we could have pride been prepared for years ago with these accounts knowing what the building shape and I think Ricky could give you a good analysis of the building and just have a 3 to 5 year plan it wouldn't take much with with the one building in the grounds in the exterior once you get open. I'm thinking now that analysis.

Yes, absolutely and I'm thinking now in particular you know since we haven't I mean, there are many upgrades being made over there, but the children's room is not getting, you know, as much. So that could be a place that we start, you know, in terms of.

And just do the whole building now that you're open, right, is spend the day and come up with a report that we see in year two, you know, two years from now, three years from now, four. This is some of the areas we need to keep up with. So it doesn't end up hundreds of thousands of dollars that might be 50,000 60,000 and then you can go to the voters and say this is our plan. And this is what we're budgeted for for the next 2 years we're going to take care of this but a major capital. a project may need to get bumped up, you know, but if it's there and open now you can get a warrant article that goes into there and it has certain rules on how you disperse the funds through you folks. And um, it gives a director, you know, a chance to put it into that wording and that document so it can go in front of the voters for that warrant article. So I think you guys have done a lot of work already. I know you're, you're working, you know, tire silly, trying to get your policies and that up to date and your finances. We are. And it's Yeoman's work. Yeah. And we applaud you for that because it takes a lot of time and effort. But if you have that plan and the transparency, the people really appreciate that. So.

100%.

I do have a question. Oh, go ahead. The capital reserve fund, would that, if it was obviously not right now because immediately we have other things that we would have to cover, but down the line, If we were to present like a warrant article to do an expansion off of the children's room, would some of the capital reserve money be able to fund that or would that be a separate funding from the community? I would keep that separate.

Okay. I just would. I think you could. If the sky falls down, you've got money. You could take some money that is based on a building expansion. Okay. Depending on how you word that capital reserve wording, what you can do with it. That I would do as a project. Okay. You know, through your CIP. Yeah. And then come... come in and do your campaign, you know, and get it out to the voters and have them approve the funds for that project and leave that for the major things on the exterior, interior and then your your maintenance trust for the carpeting furniture and that. So you have a small window there to buy some stuff if need be for the next year. But that way everything they know the public knows where the money's going and what it's for right under maintenance it's vague right I mean you could spend it anywhere with a with a bottom line budget but now if you classify what can be done with these 2 I think they would appreciate that too and and fund it so I think it's great.

I was just even thinking about the toilets, our last discussion where the staff is known for many, many years that the toilets are going downhill, little fixes there, little fixes there. If we do meeting with Ricky and do these other things, we'll have a long-term plan and I think Having a long-term plan shows voters that we're being responsible that we're thinking ahead instead of just the next emergency comes along willy-nilly no capricious and it's not reactive.

It's like people at home right if something breaks what what to the parents do they usually dip into their savings. This is what it is interior maintenance, you know what the maintenance trust and big ticket items for the for the capital reserve so you're doing the the smart thing business wise to have some funds there. It may not be enough to do it, but there's enough there in the town is able to to help out in an emergency case. But this just shows responsibility on on the trustees trying to plan ahead and not yeah, I would, I'd hate to see you say, I want 200,000 here and 200 people be like, no, forget it. You know, start small. And like you said, with the toilets, you could replace three or four toilets tomorrow. If you had, if that's in that category and, and be able to take care of it without anything happening other than your trustee meeting, Donna would come to you and say, Hey, we really got to replace these two toilets and, you know, and here's the price and you guys approve it. And she's calling, you know, that, that subcontractor to go do it you know next week so it just gives i just like it because it it shows the taxpayers that we're going to classify everything and now you'll know where every dollar goes under maintenance is vague i mean you can spend it anywhere because bottom line budget if you need money for you know for say it's a it and you take it out of maintenance They don't know the difference. It is true. But with these trust funds and capital reserves, You know, it's designated, especially with the upkeep of the building and that. So I think it's very smart planning.

Yeah.

Yeah.

Well, we have to we have to get with the program for sure.

Yeah. And Justin, I'm sure. And the town manager can help you with the wording and what you need. And, you know, Donna could probably sit with them and and get the right wording and what should be under each one. And if it makes sense at this point to to try to enact on that with this upcoming budget season. Yeah, and just get it started with some small small funds. Yeah, and then do your analysis and build from there. I hope that help.

It didn't get any other questions or comments for Mister Slater while we have them.

No, but we really appreciate you very much.

We may we may have a as the budget season could progresses.

We may ask you to come back and help us with some other things, but that's that's my pleasure to this town is helping everybody that that we can and And that just makes a better place for everybody in this community. So I appreciate people trying to do things the right way.

Well, this has been a real wake-up call for us. It really has. And, you know, we want to, of course, bring our library back. We want to get our community back in our library. But we also, you've used the word several times, we want to make sure that we are good stewards of the money that the community is putting forth to support our library. Yeah. And, you know, I think I told you this, I'm going to get a bumper sticker that says, you know, buildings cost money. Because they do.

And now you guys have taken it upon yourself to look at doing these two funds to make sure you're thinking ahead in that. And everybody needs to do that with their home, never mind business. Right. So it's a good thing, and I applaud you for doing this. Thank you. Thank you.

Thank you for your time, sir. You bet. You bet. Have a good evening. Thank you. You too. Thank you, Mom.

She's doing a great job. You think so too. Yeah. Okay. Thank you, Bob. Just wanted you to know that. Okay. Thank you, Bob. You bet. Have a good evening. Yep.

You too. Okay.

Speaking of Donna, you're up. Yes. So building update. So speaking, it's a good segue. Speaking of our toilets, we had three toilets replaced yesterday in the public bathrooms on the main floor. And I made sure that they were all ADA accessible height. And Jan's request last time was to make sure that they would snake the lines. And I did make sure they did that. So The one that was particularly bad is flushing much better, and I'm glad about that.

I tested it earlier.

It's the little thing. It is, yeah.

So that's good news. I had sent this in an email, but just for public knowledge as well, the roof testing was completed last week. That involved putting several inches of water on the roof, which for me was anxiety-inducing. Oh, yeah. Just a little? And some water did come through the ceiling, but it was before the carpet was done, so it didn't really hurt anything. So several vulnerabilities were identified, and they repaired them right away. And we are still expecting a final report from the envelope consultant. It should be any time now, so I'll share it with you when I receive it. Phase one carpet replacement is complete. It's looking really nice. Phase one was pretty much like from the front door lobby area to the back emergency exit, so like straight back, plus the offices that were going to be completed. So it's looking very good. The break room floor was also completed today, and that looks really good. I was there most of the day. The movers started working on preparing for phase two, and I expect they'll be there through Monday. And then after Monday, they'll actually be able to start carpet replacement for phase two. So we're moving along according to schedule, which is great. The staff is also helping here and there to disinfect the shelves before we're putting materials back on them, so everything will be very clean. I also expect the carpenter will be there tomorrow to work on putting back the built-in office furniture. They took it all apart and took it down to do the carpet replacement. And so they're putting it all back together tomorrow. I also met with the cleaners on Monday to review our scope of the deep clean that we did. that I had brought up. So I expect that they'll have a quote for us in time for the next meeting in August. And they're also working on a contract for us. Technically, it's like a little bit late, but since the building hasn't been opened, it hasn't really made sense for us to accept a new contract. They've just been doing some minor cleaning over at LPD, which was a request from LPD. SO I DO EXPECT WE'LL HAVE A CONTRACT, NEW CONTRACT FROM THEM SOON AS WELL FOR THE DATE, WELL, WE USUALLY GET FIVE DAYS A WEEK CLEANING OVER AT THE LIBRARY WHEN WE'RE OPEN. AND THEN I DO EXPECT SOME MORE MAINTENANCE QUOTES TO COME FORWARD FOR YOU IN AUGUST. A COUPLE OF THOSE WILL BE FROM there's a known issue with both the boiler and the rooftop unit one that will need repairs and I don't know the cost of that yet so those are forthcoming and I think that is it for building update unless anyone has any questions for me that's a lot but it sounds like you're progressing so yeah questions or comments by the board so do we dare ask you About a date? Okay. I wouldn't say we're quite at a point to, like, publicly announce a solid date yet, but I've still, like, when patrons ask, I'm saying early to mid-September, we're still on track for. Okay.

All right. Okay. Very good. Very good. Well, thank you for that, and thank you for that information. Any other questions or comments?

Kasra? I was going to ask about getting the teen furniture. Do you still need help with that? Because we were talking about road trips.

um so the teen furniture is being delivered the furniture i think you're talking about was the children's piece that was donated so that um i think we will still want some help in transporting if possible um so i don't have a date of when it'll be ready yet but yes in mind be in touch This was the Keene road trip, right?

Yeah.

Yeah.

Yeah. OK. Very good. Anything else? No? OK. Nope. Treasurer's report.

All right. So again, I want to thank Donna and Colleen for all their work, especially with our finances and especially with our sometimes twice a month financial ad hoc meetings. Since we are at the end of the year, the book account ending cash balance for June 30 is $24.27. Which sounds alarming, but that's the one where we spend. Yes, expend. So that should be low. And then for the trustee account that includes interest, book sales, and donations, we are ending with $48,788.09.

That sounds like it's still in good shape.

Yes.

Very good. All right. Thank you for that. Do you want me to go right into financial ad hoc? Absolutely, but since those are next. But do you have a copy of that for everybody else on the board? No? I do not have copies.

It is attached to the agenda.

Why am I not getting it?

It's not under treasurer's report. It's the quarter four. Okay, then don't worry about it.

Okay, I'm good. Yes, if you want to go right into your ad hoc, that'd be great.

Yes, so we met... last wednesday and ongoing conversation about the budget budget draft which we'll discuss shortly we also talked about the ongoing issue about missing deposit slips registrar checkbook we did have that i had that meeting with citizens where they were able to give us copies of things related to that citizens is our former bank we left in October of 2025 and now we're at TD but Donna and Colleen are working on a list of missing items from the time period of the previous board and the previous treasurer. We are hoping to be able to locate some of those items with the past treasurer. But if we cannot, we're going to have to look at additional steps, whether it's writing memos, whether it's Just something to finally close the loop, but we're doing our due diligence and not rushing the process. And one of the other last things is the non-collection item removal policy and form. We've been working on that. That won't be discussed until the next meeting. um in august and then nhtla membership we decided on having of course the seven board members um and then plus the director and the assistant director uh the bundle bundling is kind of uh not up in the air but because we have an interim director the director has left for a different library i'm going to be the bundler right now And then when the new director comes on board, NHTLA will transfer it. And so we'll be getting an invoice shortly. The NHTLA treasurer did ask for all of our physical addresses just to make sure that trustees who have already been on the board and the new trustees just make sure everything is checked off. So that is all set. Any questions? Yeah, and thank you again to Erica and Beth for being part of the financial ad hoc. My pleasure. It's been a great- Donna does a ton of the work. She does, she does, yes. I just show up. And she keeps us on topic. And so I really think the financial ad hoc committee was a great idea, great way to be transparent with our public. Because remember, the minutes and the video are all online under the town agenda website and I think that this will help us with a great framework for next budget season so then that way we're not rushing it nothing's under like cloak and darkness as it has in the past and um there's transparency perfect

thank you for that yes um so we had a question so does the purchasing committee have any new info to share with us of the purchasing policy oh the purchasing policy I thought we were going to be uh no wait no no no yeah so yes but we were just talking about that at the bylaws meeting so just wanting to know if you're close to being ready to present that bring to bring it back or not

Because we have brought it to the full board in their June 4th meeting. Yes. And it was not sent back for full revision, but it was sort of tabled at that point. I think the question is, are we ready to bring it to the board for full approval? Yes. Yes. Oh, good. Perfect.

Then you and I will. August 10th, it'll be here. August 10th. OK. Yep. All right. Very good. And your bylaws committee met at 6 o'clock this evening. We met for 40 minutes or so. And Erica will deliver that report. And your minutes for that will be forthcoming. So go right ahead, Erica.

All right. So the bylaws subcommittee met to go over the last few revisions we wanted to make to the trustee bylaws, which include, among other things, we wanted to address some questions we had around the application of Robert's Rules of Order with abstention votes. We wanted to address the process for seeking applicants, reviewing applicants, and recommending applicants for appointments to fill a vacancy on the board or to have alternates on the board. We wanted to clarify some language around special meetings and things like that. And we also went over the question about the purchasing policy came up because of the way the current bylaws as they stand spell out what the director can and cannot do for purchasing with the board's authorization or without the board's authorization. And if we vote to approve the purchasing policy, that will need to be changed. So we updated the language to reflect if that... Sorry, I'm like talking... to just you. I hope you're enjoying the only one here. And I'm also looking at the microphone, which does not care. But that way, so it would reflect the purchasing policy and the limits set out in that. So what we will do is we will be, we are planning to present the purchasing policy in August for approval, ideally at the end of August or in September, depending on how everything, or sorry, not the bylaws, presenting the bylaws for review next month so that they can then be voted on and we can move forward with them.

And we did set up another bylaws committee meeting on Wednesday, August the 5th at 6 o'clock, location to be determined when we chat with Donna. But we're anticipating there will be one more, and then we'll be ready to present that to the board.

Sorry, there was one other thing. We're going to add language as well to discuss the responsibilities of trustees for attendance and conduct during meetings, et cetera. and also the expectations and bylaws governing remote appearance for meetings because while it isn't like we have to preserve the right of a trustee to appear remotely, we would like to have an outline structure for how you can do that, what are the bylaw, the expectations and requirements placed upon the trustee and the board and the public for a circumstance like that and what do we want. So that's also going to be on there.

Yeah. Oh, and I should mention with financial ad hoc, we don't have, any future dates right now it's largely dependent on uh the budget committee and what needs are from the overall board and so anytime we do uh need a meeting of course we'll post it and we'll have the agenda and all that perfect

Okay. Any questions or comments by the board? Thank you, ladies.

Madam Chair, may I make a comment? Yes. Just regarding the bylaws and referring to the purchasing policy, I would recommend that you consider just referring to the purchasing policy, not necessarily delving into the specifics so that you don't have to go back to update it every time. Right.

Perfect. Exactly right. Great.

Thank you.

OK. Excellent. Thank you for that work, people. We appreciate that very much. So deliberations and vote. Let's start with. Fiscal year 2026 quarter internal financial report, which you just gave us, right? Okay. So then we will move on to the fiscal 2028 department budget draft. Donna, I believe that's you.

So Madam Chair, the quarter four report does need to be accepted by the board.

Oh, you know what? You're exactly right. I beg your pardon. Can I have a motion, please?

I make a motion to accept the quarter for the fiscal year 26 quarter for internal financial report.

Excellent. That was a motion by Erica. Is there a second?

I second.

Second by Azra. Is there any other discussion? All those in favor please say aye. Aye. All those opposed? That motion passes. Thank you very much. OK. Fiscal year 2028, department budget draft. Donna.

OK. So since the last time I presented the draft, I just wanted to point out that I've, since our custodial company is still working on our contract, I don't have a solid increase to base off of yet. But I feel like 3% is still a pretty safe way to go. And then I also wanted to point out that there was a change to the salary lines, which is why they're still highlighted right now. So regular salaries and part-time salaries. They finance removed due to the union, forthcoming union contract, removed the merit and cola raises for any positions covered by the Union so that is why there's more of a decrease there's actually no decrease for part-time salaries and decrease of 2% for full-time So the understanding there is that the contract would go forth to the voters as a warrant article. That would actually state what those increases, what that amount would be to be accepted by the voters. And as of right now, the understanding is if that warrant article does not pass, those employees would not receive any increases for FY28. Okay. I do I've already been getting some questions from staff members about that. I'm concerned that I don't think realizing the risk there and I do think if you if the board were open to it, it would probably be helpful to actually give them like Sighted information about where that comes from just because we've had a recent history of being told things were illegal and not actually following up with where and how it was illegal with an actual RSA or something to point to. So I would ask that of the board if you were open to it to either communicate it to me to share with them or communicate it directly to them.

Can you help me understand something? Yeah. So that is coming from Justin, that that has to be the procedure?

So my initial conversation was with Justin. He was going to reach out for a legal opinion on it. I then spoke with town manager Mulholland, who said he knew that that was... how the process goes um so he gave the direction to finance to remove those funds from the budget from the salary lines i should say um so that's kind of how it transpired so i i even i don't have how that doesn't sit right with me wait a minute too many questions or because she wasn't quite finished um even i don't have like like i said like a law or something to point to yeah So that's why I think it would go a long way to have that.

Yeah.

Okay.

I can benefit from that.

Yeah, same. So just to be clear, you're asking for permission to share the information from the town manager and Justin with staff? Yeah.

Well, I don't actually have the information from them is what I'm saying. They've just said that's how it works, but I don't have a law or anything written to show to staff. So I'm asking the board to consider whether you'd go through your council or maybe it goes further in union negotiations. I'm not sure. But just to have something to actually cite would be really helpful.

Okay. Yeah. And what the process is, because I'm trying to understand, OK, so warrant article approves the merit and the COLA, and then how does that figure out if we've removed it from the budget?

Well, what it basically means is that because everything, all the employees who are unionized, instead of having everything drawn out by us and our stuff falls under the contract, if the voters say, we don't like the union contract, they're kind of left high and dry because we no longer, like... Yeah, yeah, yeah. Yeah, so that seems like a horrible quandary to put people in when they're trying to...

So my understanding is that after the union's established, and if that were to happen, that it falls back on the prior contract. So they'd still have something once you're established, but where this is the first getting established, that's the question mark is like, there's really not a contract to fall back on. We have the personnel policy, but does it really qualify as a contract?

Well, we have attorneys for both representing the union and the library. So between the two firms, that's going to be some very helpful information because the town needs to be able to vote on a contract. And we can't budget without some semblance of what the salary line looks like.

And the reasonings in that way, we, yeah, it's under control.

Okay. So, I'm thinking back to with the children's library, and we had that sort of. If memory serves and please correct me if I'm wrong, I seem to remember we requested both a full time and a part time and the way it was phrased. It was sort of if you. If this 1 doesn't, if the full time doesn't pass the part time will. It was something along those lines. Is there a way to create a conditional warrant article? under the the union contract warrant article that would be something along the lines of if the you know if this contract fails do the town you know the townspeople the taxpayers agree to provide that funding that would have to be negotiated by the union yes that's outside of my yeah yeah i think we know everything else

i think we just start with putting this in the laps of the paid yes attorneys and then let them figure out where the citations lay so what i will do is i will get um some information on that this week okay from i'll start with the town manager and justin to see if i can get you know a clear understanding and if it's still muddied then i'll call the attorney so it seems like something we don't a loophole that we don't want to

The vulnerability we don't want to subject.

Well, there I mean I get there is that gray area. I mean I I don't foresee that the warrant article would not pass, you know for raises, but if it does to your point then what so I think based on what we've been hearing from negotiations, we're in status quo mode until we have a new personnel policy passed. I think, and I will make sure I understand this, then that information would fall, if it failed, let's just pray it doesn't, but let's just say for the sake of discussion it does, then the raises would fall back on whatever is in the current personnel policy.

That's what I would say. But right now, the budget is not there. Precisely right. Yeah. I know.

Otherwise, we've got a bottom line budget that's inadequately funded. Right. Right.

So I will get clarification on that. OK. And do you want me to just email that to you, Donna?

That would be great. And if you wouldn't mind if I pass that on to staff. I do not. I do not. Because we don't want our staff.

Transparency all the way. Yes. We don't want anybody sweating.

And I did want to add that the figures for short-term, long-term disability and life insurance as well as workers' comp are still not going to be finalized until sometime in the fall. So those are still highlighted just for that reason. SOME OF THESE FIGURES ARE NOT SOLID. I WOULD RECOMMEND IF YOU ARE OPEN TO IT, NOT IN YOUR MOTION, NOT INCLUDING NUMBERS, LIKE THE TOTAL NUMBER. INSTEAD, POSSIBLY VOTING JUST TO MOVE THE DEPARTMENT BUDGET FORWARD TO THE TOWN MANAGER. I THINK THE LANGUAGE ALSO NEEDS TO BE THAT IT'S A DRAFT.

YES.

Okay. Do we feel prepared to do that?

Is questions, comments ready? And thank you for bringing that other item to our attention, and I'll make sure I get information to you so that you can distribute it to your staff. Great. Thank you. Any, as I said, questions, comments? then could we have a motion to accept and move forward with this draft, please?

I would like to make a motion that we accept and move forward with the fiscal year 28 department draft budget to submit to the town manager.

That's a motion by Erica. Is there a second? Second. Second by Beth. Any more discussion? Questions, comments? All those in favor, please say aye. Aye. All those opposed? Your motion passes. Very good. Thank you. Okay, fiscal year 2028 staffing requests. Donna, you're up again.

All right. So I sent over to you yesterday the memorandums that I used the town's template for to put together the staffing information for the two positions we had previously discussed. So the full-time executive assistant and the full-time library technician. I don't know how much detail you want me to go in in presenting this, but just hit the big points.

Just the highlights, I think.

Okay. Yeah. So first, for the executive assistant, I put in a proposed start date of August 30th of 27. That could be adjusted if we wanted it to be. I tend to believe that as much as we would like to hire first thing in July, that is our crazy time, and going through a hiring process then is nearly impossible. So you'll see that a lot of our staff, if we hire towards the beginning of the fiscal year, end up being hired in September. So that's where that comes from. Since this position is not currently filled with anyone, there is, I think, room to keep the salary where it is as of this year, if you wanted to. So that's what I'm actually proposing. Instead of adding the 3% COLA for 28. um the other reason i did that is because the fire department recently hired a full-time executive assistant and their salary starting range was lower than this um so because of that i was like this gets us more in line um but i'm also open if you'd like me to investigate further what the salary range actually is and if you wanted to match that town position where it was recently hired, we could do that as well. So all options. The health insurance information that I have from finance right now is based on 27. They don't have the 28 rates yet. So it is likely that that will probably increase And they gave me the percentages to figure out the remaining information. They did make a good point to consider any equipment needs that this position might require. I do think that it would require at least another computer workstation. Or possibly a laptop if we're going to have them work from several locations. So I included $1,000 in the consideration of equipment. So the estimate right now would be a cost of $122,050. I also wanted to note, I kind of vaguely brought up last time that this position could open a door to a new source of revenue for us. I did in this document feel like I had to spell that out in order for it to work. carry value. So if you haven't read it already, that source of revenue could be us becoming a or applying to become a passport acceptance facility. We would be able to keep certain like portion of the fee that people pay to get their passport and It would be a really incredible fit for Londonderry because there is no passport acceptance facility in Londonderry So everyone has to currently leave town To Derry or Manchester, I think so and see a lot that patrons and residents of one day love to travel So I think this would be a really high demand service We really don't have the staffing level to manage it right now And I I think that this position could be a great fit for getting helping us apply and get it implemented. So Just to share that where that was coming from Yeah Anything else you want me to review about executive assistant before I go? Okay. There is more in terms of justification for needing more staff and what this person would actually do. I also suggested that they serve as a notary because that is a service that is used a lot and it definitely Interrupts like right now. It's just Megan and I and it's we get a lot of drop-ins of course sometimes we do have to say no, but When we do say yes, it's interrupting us doing something else. So So I included all that in there Moving on to library technician, I used the same start date, but it doesn't have to stay that way. The salary here, I did include the 3% COLA, and I also did it at the maximum salary range. And the reason why I did that is because I do feel like it's likely that a current part-time staff member in this position could be promoted to the full-time position, in which case we would need to budget for them having a higher having already been further up in that pay range. So that's why that is that way. Same thing with the health insurance that just wanted to note that it's the FY27 rate. So it likely will increase for 28. I did not include any kind of equipment need for this position. And so an estimate is 131,287. And just to let you know kind of how the process would go, so if you did want to move forward with either of these positions or both of these positions, they would next go to the town manager to have alongside all of the other departments that have requested positions where he would kind of like pick out the priorities for the year. But I would say even if it doesn't move forward past the town manager, we've kind of done our due diligence in documenting that it's a need. So for that, I think that's important.

I mean, I think it makes sense to forward both of them because we need, I mean, these are things we need, we need both of these positions, and if the goal of this is at the bare minimum to draw attention, you know, at the town manager's level to say that we need these things, then, you know, go all in.

And these have been stated needs for years. It's not like just in the last six months they're like, oh, we could really use some help. So this really puts it into the official process for sure.

Yeah, and there's so many checkpoints along the way that we'll get plenty of feedback that we'll be able to utilize.

Yeah, definitely. Miriam. I mean, yeah, I'm all for it. Definitely the more people, it's better to help out the library and the staff. So yeah, definitely.

Okay, so I have a couple questions. So this would be for fiscal year 2028. Yes. So we wouldn't have to put this in the budget until next year. Yes. So total, and both of these figures are loaded, Donna?

Loaded with the exception of insurance possibly going up for 28 rates.

And so then the question becomes in terms of their raises yearly, have you given thought financially to what that looks like and how that, okay.

Yeah, so the library technician, I'm budgeting already at that max salary. So if that were the case that it was someone that's hired at the max salary already, it'd just be a matter of really the 3% COLA that's going to increase that. You're dependent on what the union negotiations look like. Because I do believe both of these positions would be eligible to be members of the union. So that's the only question mark, I suppose. The executive assistant, where we'd hopefully hire at the starting rate, would have more room to grow. So year to year, until they get to the maximum, we'd see the increase that's in the union contract.

So would these be separate on the ballot next year?

I would imagine so. If they both went to the ballot, they'd be separate Warren articles.

Okay. And I'm asking because, you know, We voted for a part-time library, children's librarian, two years ago, and we still haven't even hired for that. Yes. So that will be coming out of, hopefully, the 27 budget. Is that right? Yes. OK. So this will be for the 28 budget. OK. All right. Yeah. All right. I just wanted to be clear on that. I need a motion, please. Unless there are any other questions or comments.

So it would be a motion to forward these to the town manager for review and consideration? Is that correct? Yes. Okay. Then, Madam Chair, I would like to make a motion that we forward both of these staffing requests to the town manager for consideration.

That's a motion by Erica. Is there a second? Second. Second by Miriam. All those in favor, please say aye. Aye. All those opposed? That motion passes. Thank you. You're welcome. Tuition reimbursement. You're still up, Donna.

So this I brought forward last time. We did already cover kind of the procedural side of things. But what's left is just whether the board would like to have us adopt this form for use going forward so that there's a clear documented process for request.

I reviewed this, and I think it looks appropriate and complete. So I don't have any challenges with this form. Any questions or comments by the board? No. Would we have a motion, please?

I make a motion to accept the draft tuition reimbursement request form presented by Donna.

Excellent. That's a motion by Beth. Is there a second? Aye. Second by Erica. Any other discussion, questions? All those in favor, please say aye. Aye. All those opposed? Very good. Thank you.

Thank you.

You're welcome. Okay. So this one. library director hiring process you may recall that at our last meeting we had some discussion i'm disappointed that jan isn't here tonight to um you know be present for this discussion because jan felt very strongly that we should outsource the hiring for the library director to a third party and there was some spirited discussion around that and um Moira had suggested that we come back to the board with information from the third party source, which unfortunately we do not have. But in your package, you have complete information on what the hiring process is like. And I did have a lengthy conversation with the town manager. And I don't know where the notion ever came from that the Human Resources Department would not hire appropriately, completely, or adequately for this position, but they will. And they do everything. They do the marketing and the advertising. They pay for everything. They gather all the resumes. They do the reviewing. As you can see, there's a complete summary here. They make sure that they are in compliance with the RSAs. that they're completely transparent. So unless someone has a different process this evening that they would like to pursue, I would like to entertain a motion, please, that we move forward with the process outlined by the Town of Londonderry. You know, I say, is there any discussion? Am I wrong?

No, no. I think that this makes sense and I'm glad that the town supports us.

Okay.

I make a motion to, was it to follow the town's recruitment and selection plan process as we pursue hiring a new director for the library.

Perfect. That was a motion by Erica. Is there a second? Second. Second by Beth. Any more discussion or questions? All those in favor, please say aye. Aye. All those opposed? That motion passes 5-0. Okay. Moving on to the library director posting. Donna, you're still up. Yes.

So with that in mind, that you are going to work with HR, I would say that the draft post, the language, probably needs to be updated at the bottom to use the HR department's language for how to apply. I also know, and I don't know if they would leave it up to you or if they'd want to follow their typical, but they typically require at the time of application the town application to be filled out as well and submitted. We have kind of done that differently in the past where we wait till we've actually selected someone to hire and have them fill out it to like, save all the paperwork from having to be filled out when you apply. So that's up to you in HR if you want to have all applicants fill out. The town application as well as submit these items but I do know that there's a specific like email address that they use and They usually I think they usually post a subject to put in the subject line that sort of thing So that I know will absolutely need to be updated I also I plugged in September 1st as when applications will start to be reviewed But really you can choose whatever day you would make sense to you. I

Well, you're kind of the expert driving the bus right now with the library. So what is your recommendation?

With keeping in mind that I think your goal has been to have a library to show when it comes to time to interview, I do think that September 1st would still fit that timeline.

Okay. All right. Well, I... I'm going to leave the whole paperwork filling out thing up to human resources. And I'm sure that they have rationale behind why they want all of that stuff completed at one specific time. So I don't want to rock that boat. So what is the ask in this vote, in this motion? Do you want us to change the language tonight?

I guess what you could do is accept the language, but with flexibility for adding language for HR's process. And the other thing that's also attached here is the last library director job description that the board approved in October. 2025. Yes. I didn't know if the board wanted to revisit anything in that or just move forward with it. No, it's up to the board.

What's the board's pleasure?

There was so much going on. Was there anything that was removed or added to this description at the time that seemed excessive or like it didn't give the director discretion to do their job correctly? Or was there any language that was either included or removed that struck you as the professional in this field as concerning? something that you would you're looking at this and saying wow if i were looking to apply for this i would want to know that that this has been struck or things like that um i don't know if i'm comfortable answering that question i don't want to put you in an uncomfortable position and yeah that's you have i i would just vaguely say i do think it needs more work

OK, so you don't want us to accept this? I would recommend that, at the very least, the job description needs some more updating. OK. Do you want to work on it?

But you can move forward with it. Do you want us to table this until the next meeting?

I think we should probably have a subcommittee, right, to reformulate it and repeat that.

I don't think it would be appropriate for me on my own to bring you

All right.

Bring you a new draft. But if the board wants to appoint someone else to work with me, I'm happy to do that.

I'm happy to do that or join a committee

Yeah, I'd be fine joining the committee.

Okay. So I'm hearing that Azra Palo and Beth Morocco would be willing to work with you to rework this language. So we're not going to vote on this tonight then. We'll just table this until the next meeting. Okay? Is that good with everybody? Yeah. Okay. Very good. All right. I don't want to lose my place. Okay. So just for the record, we are going to table the discussion for the library director posting based on the outcome of the committee working to rework the language. Okay. Okay. Funding request. Oscar needs some love.

Oscar. You cannot not feed him. Yes.

So I will note that Oscar's food is honestly usually provided with the staff's own funds that they choose to feed him. So really what comes out of the reimbursement is more so like what's needed for his education. house and new light bulbs and fixtures and that sort of thing. I do know, I have not been able to find yet Erin's record keeping of the last time the board gave money. I know she had it and it was very detailed, but I do believe it was all handwritten. So it's probably in her files, which have been all packed up right now. So the last I knew, we were very close to having spent everything. So I'm kind of bringing this amount to you as like a make sure we have the money to take care of him. But once the director's office is like put back together again, I'll have better idea of actually how much money we have. But I also have a a reimbursement that needs to happen as soon as possible for a staff member. So I wanted to make sure there was funding to cover that. So my ask tonight is for $800 to come from the trustees account.

Yes, I was just going to say that. Yeah, I mean, I would agree. And if there's a receipt, you know, has it been submitted? I just need to sign off on it.

It's usually a receipt I present to the treasurer to write a check to the staff member.

Okay. All right. I don't mind if it comes out of the trustee's account. Can I have a motion?

Oh, I can do it. Do you want to do it? She's been so quiet over there. I make a motion to grant $800 from the library trustees account. for the care of Oscar.

That was a motion by Beth. Do you want to second that, Miriam? Second. Second by Miriam. Is there any other discussion? And that will be enough to, you're not shorting yourself.

No, I think that will be good for some time. And then once we know the exact amounts, we can always come back and ask for more. Perfect.

Okay. So that was a motion by Beth with a second by Miriam. Any other discussion or questions? ALL THOSE IN FAVOR, PLEASE SAY AYE. AYE. ALL THOSE OPPOSED? THAT MOTION PASSES 5-0.

THANK YOU.

OK. CONSUMER REPORTS DATABASE. YOU'RE STILL UP, DONNA.

ALL RIGHT. YES. SO OUR RENEWAL FOR CONSUMER REPORTS IS UP. LET ME SEE IF I CAN FIND THE RIGHT TAB HERE. THERE WE GO. SO THIS IS A DATABASE PROVIDED THROUGH EBSCO. I think it's a really important one for us to have. It is well used, and we refer a lot of people to it at the reference desk since it's like an unbiased source to get consumer information from. So the renewal price for our year starting on September 1st is $1,693.02. Okay, very good. Is this paid out of which line, I don't know? This actually this year will be paid out of the digital books and databases line.

Thank you.

All right. Thank you for that information. So is there a motion?

I would like to make a motion to spend $1,693.02 out of our digital books and databases budget line to cover the EBSCO Consumer Reports database subscription.

That's a motion by Erica. Is there a second? Second. Second by Miriam. Is there any discussion? Questions, comments? All those in favor, please say aye. Aye. All those opposed? Your motion passes 5-0.

Thank you.

OK. Acceptance of unanticipated funds under RSA 202-A colon 4-C. Madam Chair, there was one more contract to discuss.

I don't have it. Renewal.

It was from the updated agenda yesterday.

I beg your pardon. That's okay.

Gotcha. So VMware, I'm bringing it to you, I know, kind of last minute because it's an ask from IT. So I had attached to the agenda the email discussion happening between Jeremy Spaulding and financing myself. Jeremy Spaulding is the Cyber Services Director for for the town. So he brought to my attention that this license of VMware is about to, it would need to be either renewed or discontinued. I think he told me the first week of August is when it's up for renewal. I was actually not aware of what this was, so I did ask him some further questions. He said that... I can actually read some of it from his email. VMware is a system that your Windows servers run on. The library currently has its own separate server from the town. It was purchased in 2019. So it is, Jeremy told me that in terms of lifespan, it's between seven and 10 years expected typically. So we are at seven years. This cost is in the past has actually been covered under the town's IT budget, not under the library budget is my understanding. The cost has like increased by 300% recently. And so... The town is looking for any way to save some money there. I should say. So they're presenting this to us as an option for them to save money essentially by our data being moved under the town so that they don't have to renew our license. Alternatively, the library could pay for the license directly from the budget, from the library budget. I did ask some follow-up questions about whether there's security concern and us being moved under the town. I noted that specifically by law, our user data information should only be accessible by library staff. He said that that wouldn't be a concern. It would still be a matter of us being the only ones with permission to access it. There is some old Quicken data that is stored on there that is not being used. I think it's there from before we had a cloud-based subscription. And those files have exceeded the seven-year retention that's required. So I don't think there's harm there in not having them anymore. We do have like paper still for anything that's needed. And he said that in terms of our usage, we're only using 28.2% of the space that we have. So it's really underutilized. So for the $3,500 price tag,

Can I say something here? Yeah, absolutely. So that is a large amount of money for a 300% increase. I mean, my goodness, that's huge. Yes. If I went up 300% on residents' rent in one year, they'd all move out, you know? So that's a huge expense. That's item number one. Item number two, we have been asked to tighten our belts by our town council Manager and essentially our town council because they are being so gracious and supportive financially I think this would be a Huge they would go. What are they doing? What are they doing? So can we stave this off? Do we have to expend this money I

No, the option is they're offering to move our data under a town license. I'm on that page. Because Jeremy said that there is space under a town license to move our data.

And this could happen before this contract expires? Yes.

OK. And just to clarify something you said, the data, if we move under the town's license, we still maintain ownership of that data, or it becomes under?

So storage-wise, it's lumped with the town's. But IT controls the permissions to it. So permissions would be limited to library staff. Um, I feel like there was, oh, so the other thing I asked about was whether the hardware that we bought in 2019 would be obsolete if we did do that. And he said it would be like, there's no use for it anymore. Um, I asked whether it would have any resale value. He said he wasn't sure in his email, but knowing that the lifespan of it is pretty much already there. I don't think there would be any resale value. Um, so just that, you know, that he did ask those questions.

Okay, thank you.

Yep.

All right.

Are we making a motion for this?

So it looks like for a motion, we're looking to move under the town's license? Right.

Well, we'd have to make a motion to not renew the contract first.

Yeah, I think they're going to need two motions. Yep.

In that case, I would like to make a motion to not renew the VMware license for this year.

Perfect. That's a motion by Erica. Is there a second? Second. Second by Miriam. Any other discussion? All those in favor, please say aye. Aye. All those opposed? That motion passes. Thank you. Okay. Next one.

I would make a motion to allow our data to be moved under the town's license with permission still being limited to library staff.

It's a motion by Erica with a second by? Second. Second by Beth. Is there any other discussion surrounding that? Questions? All those in favor, please say aye. Aye. All those opposed? That motion passes 5-0.

Thank you.

That's a good way to give us heart palpitations. 300%. Yes. Okay. Now we can do anticipated. Unanticipated. Okay. Yes. Acceptance of unanticipated funds under RSA 202-A colon 4-C.

All right. So I'm really excited to present both of these to you tonight. So Scott and Kimberly Hamilton donated $2,000 and they asked for $1,000 to go towards print materials and $1,000 to go towards furniture. Wow. So that is going to go a long way. That's amazing. Thank you so much.

Thank you so much. Grateful for that.

And we also have another donation from Deborah Donovan, donating $200 and asked for $100 to go towards teen area decor, now that we have a nice-looking new teen area, and $100 towards our reopening celebration.

Thanks, Donna. Thank you. Thank you. All right. Let's have some motions, please.

I make a motion to accept the unanticipated funds under RSA 202-A-4-C.

Is there a second? Seconded. So that was a motion by Beth and a second by Erica. Is there any other discussion other than our eternal thanks to our donors? Thank you very much. We appreciate your support. This is a tough budget season, so anything and everything that comes our way in terms of financial support, we are eternally grateful.

So exciting. It is.

OK, all those in favor, please say aye. Aye. All those opposed, that motion passes 5-0. Thank you. Thank you so much. Thank you. Thank you.

Thank you.

All righty. I want to end with we are committed to reopening our library and our Oh, I'm sorry. Excuse me. You want to say something tonight? No? Oh, come on. A couple of comments? All right.

Now you may proceed.

We are committed to reopening our library. Our opening date is getting closer and closer and meeting the needs of our community, and we are committed to reestablishing our relationship and trust with our staff. Having said that, are there any other items of business that need to come before this board tonight? If not, I'd like a motion to adjourn, please. Madam Chair, I move to adjourn at 826 p.m. That's a motion by Erica. Is there a second? Second. Second by Miriam. All those in favor, please say aye. Aye. All those opposed? That motion passes 5-0. Thank you, everybody, for your hard work. Thank you all for coming, and we'll see you at the next one.