Leach Library Trustees - Regular Meeting

Let's call this meeting to order and let's begin with the pledge, please. I pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. Thank you. And is there anybody from the public that would like to make a comment? Not even you, Dian. Okay, we have a hard stop, though. Good job. I'm not I refuse to note that you're so funny.

Okay. Um so we we have one item uh this evening for us to get through and that is our discussion about the applications for the library trustee. So in the interest of full disclosure, this room is occupied at 7:00 for a meeting. So we have a hard stop of about 6:55. Um so we will get disc um and then also just for for the interest of full complete transparency we do have an item that has come up at our last attention last minute that we need to address immediately and we're putting it under at at the last item as a carpet project and scope. Donna needs some information from us to get back to um the build the not the builder the contractor.

Is there paperwork on it? No, there is not. It's it's it's relative to a discussion that we've already had. Okay. So, if we would like to get started on our discussion for um the applications for the library trustee vacancy, I I have put them in order of their first names. So, we're going to start with Miriam. And if I'm not saying that correctly, I apologize. So, we have one applicant by the name of Miriam Malik. We will be also discussing Linda Lampin. And we will be discussing Russell Lego. Am I saying that correctly? Youu, I'm pretty sure. Pardon me. Legu.

Leu. Okay. And we do want to thank all of these individuals for for coming forward to volunteer. And if I've butchered your name, I'm truly sorry. So, let's get started. Who would like to to start our discussion? Madam Vice,

how about you? Um I personally um am grateful that three people um have put in their applications for this. Um I appreciate that um someone with some construction background has um you know offered uh his expertise in that area to kind of um assist in the remodeling reconstruction stuff that we're doing. Um, but I do feel like that trajectory is set and we've got plans and we've got crew. Um, so it's just a matter of getting it done. Um, so I'm not sure that we really need the planning of a contractor at this point. We've got some outside counsel with that with Bob um Slater. So, uh, personally, I'm looking at Miriam, um, and she would be my first choice, um, because I feel like her library experience, um, fits the model of what we're working with here. and um she can kind of understand the perspective of what a library is is needing and then also kind of look at it from our role um as custodians of the you know the funds and help us make really responsible choices with how things are um recorded or positioned and and itemized. And I feel like she's got some good insight in that set. I saw Jan. Yes.

So, um uh I think um uh Russell person um his claim to fame is not just that he does construction. He served on a number of boards and things like that. And I think frankly that's the expertise area that we need to have more depth in that we need to I mean we do have MLS people that we interface with as far as the library. um but that um we need to um consider board experience um and working within the state of New Hampshire and board experience and I think that would be a valuable asset.

So just from the standpoint that it's not just he didn't appear to me when I read through it it didn't appear to me that it was um just about construction. And do you have any particular feedback on Miriam? I mean, I don't I my feeling was we just that wasn't I thought the the expertise that we needed on the board. Okay. Okay. Moira, um I'm going to listen to everybody else. Yep. Go right ahead.

Sure. Um I um felt similarly to um Vice Chair Morocco. I thought that um have I I appreciated that uh two of the uh applicants both have um extensive library experience and um I I feel could both of them could bring would have a lot to bring and offer to the board in terms of that expertise. Um I did notice um I I agree with uh Trusty Mclofflin that the um the board experience was um was appreciated. I I appreciated that about Russell's application as well, but I for myself I prefer the library experience over the board experience. Um I also noted that in terms of availability, uh Linda uh cited herself as being more available for meetings per month than Miriam, which I don't think is necessarily a, you know, long-term um concern. I think both of them it it didn't seem like Miriam would be unavailable, but I think particularly in this stage where where we're meeting two, three times a month, maybe four times you etc. that having somebody with greater availability might be a good idea,

but I don't feel like we have bad candidates. And I also appreciate everyone applying. That's right. I don't think there's a bad thing as having too many library experiences, library background. I think as librarians, we can separate our own professional experience with, you know, the town that we live in. Um and and certainly especially now with all of building issues and all the things that we were having to clean up, uh another librarian would be a great benefit for this board. Moira,

um I think that all of the candidates have good points or strong points. I think one of the issues is what does the board have and what does the board need? And I think that's the critical factor and I do think we already have people on the board who do have library experience. So I don't think we need to necessarily replicate that.

Okay. So, um I I agree that we have three great candidates and I certainly appreciate Russell as well for his construction experience particularly in a time um where we need construction expertise for sure and um you know I appreciate that about him for sure. I also think that particularly since we're rebuilding our library and we are uh in a period of re um redefining and redeveloping our relationship and our commitment to their community. I mean it's no no joke or no no secret we've been fractured in the last year and quite frankly the more library experience we have the better. So, I'm I'm drawn to either Linda or Miriam for that very reason. Um, that's just my own personal experience or personal perspective. Is there any other discussion?

Well, the only other thing I could add is um we should be equal opportunity and it would be beneficial to have someone who's not a woman on the board because it has been traditionally all women. Well, I would certainly make the case that we are equal opportunity and I certainly do appreciate that point of view. So, um if there's no other discussion on these candidates, I would accept a motion for a candidate so that we can move forward. I'd like to make a motion to um recommend um Miam Miam um for the one Yeah. for the one-year position on the trustees.

There is a motion by vice chair Beth to nominate Miriam Malik. Is there a second? I second. There's a second by Asrao. Is there any other discussion? All those in favor, please say I. I. All those opposed, nay. We have four yes and two no. So, it looks like our recommendation to the board is going to be Miriam Malik on Monday. And that meeting is Monday at 7 o'clock here. Correct. Okay. Very good. All right. Um, may I just add something for the public's knowledge, too? I beg your pardon?

May I just add a note for the public's knowledge? So, this um document that I have up at the moment is attached to the town council's agenda. Yep. Um and the members of the public can look at the applications that were submitted. Okay. Through that way. So, very good. Thank you. All right. Thank you for that. Um Okay, Madam Chair, will you be um presenting the recommendation to the council? Okay. Thank you. Um yes. And just for the interest of um just general knowledge, that meeting is Monday, April the 20th. 20th at 7 o'clock in the Moose Hill chambers with the town council. Okay. Very good.

All right. Thank you everybody. So, um the item that is not on your agenda is the carpet and project and scope discussion which we had discussed at a previous meeting and we do have some new information to share with you and Donna needs um some a consens a consensus of direction this evening. So, go ahead. Yes. So, um, bringing this back up to you at the, um, April 2nd meeting, the board had voted to move forward with, um, requesting funding from town council for the base bid, which was essentially the, um, the scope of carpeting under the insurance.

Um, and then as well as two alternate areas that um, we had we had estimates for. Um so that request was brought to town council and town council decided to provide funding for the power bond carpeting that would be um and kind of an upgrade to the insurance. Um so the base essentially the base bid or the insurance scope is moving forward.

Um what is not moving forward as of right now are the two alternate areas. Um the council had said that they wanted some more information which I understand about um the cost for phase two um because there are concerns about you know costs moving forward whereas we can we can get back open without doing these two alternate areas of carpeting. They will have to be professionally cleaned. Um but we can get back open. It's just going to be with how old the carpet is. We know that sometime in the near future we're going to have to close again to do those areas of recarpeting. Um the other thing I wanted to point out too is that because of the report from indoor doctor that recommended um some extensive professional cleaning in the children's room, all of the contents of the collection are already going to have to be moved. Um so the there's already a moving expense happening. um it's not the full expense of if we did the carpet on top of it, but it's part of it. Um so we're kind of having to recreate that later on when we go to do the carp the carpeting project. Um, so I kind of wanted to bring that to your attention in case the board wanted to consider any other funding alternatives including I I really in my personal viewpoint the um alternative to alternate two which is the children's room scope um is the most important um if if we were going to move forward with either.

Um so I'd kind of just like I need to be able to tell Rearch what they're doing with the scope. Um, so my ask to you is if the board wants to look into any other funding options or are we moving forward with just the insurance scope, Madam Chair? Yes. Go ahead.

Um, so I have a question. So um, you went to um, the town council and um, for $86,000. Is that correct? Something like that. And they they gave you 36 Um I don't know. I don't have the exact number in front of me. It's they gave us the 36 and change for the power bond like upgrade I'm calling it.

Okay. So that's the power button. But um the the downstairs um the um uh staff uh lunch and lounge or what however we're going to call that area. The staff area. Um uh I my understanding is that that the um wasn't there a recommendation that there be hard flooring instead of carpeting? Yes, there was a recommendation for hard flooring for the entire building to be clear. Okay.

Um they are obviously still recommending that as well for the break room downstairs. Um the break room was included in alternate number one for funding purposes. All right. And um so um is there this power bond um I understand is not um hard um surface. No.

So um uh since one of the reasons we're trying to u mitigate the chance of mold growth as well as um general cleanability and um allergies etc. Usually the recommendation is to eliminate or reduce the amount of fabric. Um, correct. Whether it be carpeting, window treatments, etc.

Um, not to interrupt you, Jan, but I did already speak to this at the last meeting. Um my the reason why we came forward with the carpeting recommendation still is because of the sound. Mainly the power bond the um one of the advantages of installing the power bond is that has a better sound rating. Um so it will help in we have a big wide open space and a hard floor in that area would only make the sound so much worse. Um, and I think that the board agreed on that fact and that's why they you you as a group moved forward with the recommendations I brought forward. Um,

so I'm only saying that because I know we have little time today. Um, I'm happy to still review that again with you if you'd like. No. outside of a meeting. My comments are based on the fact that we seem to be um avoiding doing what they recommend. Um uh and I we I can understand there may be a sound issue. Usually the sound transmission tends to be to the lower floor, but there's not a lower floor underneath the main part of the library. Right. But we have very high ceilings in a very open room. I would recommend just reviewing the footage of that video.

I I have I have reviewed it, but I still have that concern that we keep asking for more things than what has currently been um uh suggested. So, thank you and I appreciate that and I I understand. But let's for this the purpose of this discussion stay with what you are requesting for us again this evening. So, could you please repeat that? Yes. I'm essentially looking for direction on whether the board wants to consider any other funding options at this time to be able to proceed with either of the alternate scopes or um to give the okay to rearch that we are only moving forward with the insurance scope. Okay.

And I can add to that in terms of alternate funding. Um I've already looked at grant some grant options. I've looked at it and I don't think it's going to be like one thing that will cover all of it. It would be a combination of things between maybe some board funding um if the board were interested at all in seeking like a loan. Um I'm throwing it out there as an option. Um so I just want the board to y know what's available to make that decision. Madam chair.

Yeah. Um, one of the discussions, um, my understanding from watching the, uh, video of the, um, uh, town council meeting was the suggestion of coming back with a, um, specific places within the budget, uh, and what amount of money that's going to be left over. Has that been accomplished? And where do you find um, any money available there?

So, I'm I'm actually going to speak to that. So, we had a meeting this afternoon. I mean, everybody was invited to the budget meeting this afternoon with the town manager and uh there is no money and according to what the town manager shared with us this afternoon, we are now in a position where he is requesting that we be in a budget freeze. So, we don't have any money to spend on this item um at all. And so, my feeling is that um I think we're we've come down to where the rubber meets the road. This is crunch time. We don't have a lot of time to um do a lot of research for grants and I can't imagine that anybody on this board wants to pursue a loan. Does anybody want to go get a loan? No. No, we're not going to go get a loan. My feeling is and I'm just one of six people that we move forward with um Primex. What do you what is

what you move forward with? What the the recommendation or the funding from Prime? The insurance company. The insurance scope. Yes. So the 36k that the town council has said they would give you would just be for the rooms in the insurance areas. Correct. And you couldn't use it to do like the carpet tile instead? No, there would um So you're saying switch to carpet tile in that area to save money to put towards a different alternate. Is that what you're asking? I'm saying did we look at other carpet options like the carpet tile because that's originally what Yes. I presented you last week with the carpet tile and the power bond. Correct.

And the board moved forward with the power bond. Right. But at the time um I'm sorry Jim Mclofflin. Um at the time um there was a thought that there was going to be money someplace else to get the money from to complete that power bondish thing. Sure. If if the board wants to revisit that decision, that's your choice. Yeah. We're we're so pressed on time both here at this meeting and in the scope of what we're we're doing right now with the building. It was a previous discussion. It was decided.

There are so many decision points that we have to make right now and in the future that I really think that we've put that topic to rest. We've decided what kind of carpet versus tile we're going with right now. The question is, do we go immediately with what the insurance is recommending? Do we have those two extra spots? Donna just needs guidance on how to proceed. So, that is really the question right now. Madam Chair, yes.

Um I understand that. Um but uh since the budget numbers and budget freeze happened um within the last few hours um there is difference there is a difference than where we were last week or the week before. And what I'm trying to bring up is if we've got $36,000 that the um town council um is allotting um perhaps we need to look at how we spend that $36,000 and could we stretch money better by revisiting the decision um of what Beth

um as I was here for that meeting with the town council um we asked for that money to be allocated um to the the Dermabond carpeting. Um, so I I don't think at this time we need to start creating another scenario. Um, we we determined that that was the the material that would meet the needs of that space. Um, so it sounds to me like given the limits of funding, we should um concentrate on doing the room that um has been identified by Primex as this space. And then we will need to prioritize, you know, through a CI CPI or C

CP CIP. It's been a very long day. CIP um other areas that we want to really hone in on. Um but we need to just kind of identify what we have funding for. The the prioritized area is the main um space and I just feel like that's where we we are and that's where we go. Yeah. So we can either do this by consensus or we can take a vote. What's the board's pleasure? Vote. Make a motion. Somebody make a motion. I make a motion that we vote on the next stage in our carpet phase. Didn't come out right either, but that's where my brain is with Primax. Primax. Yeah. Will that serve you?

So, it was limit the scope of the carpet project to just the insurance. Yeah. Yes. Yes. Mhm. So that was a motion and the town money 36, right? Yeah. The 36 is going towards the insurance scope to pay for a higher grade material. Okay. Do you are you good with that motion? Yes. Okay. There was a motion by Beth and is there a second? Second by Erica. Is there any other discussion? All those in favor, please say I. I. All those opposed? No.

That was four. Four and two nos and any no abstensions. Okay, very good. Anything else that you need from us tonight? Okay. Is there anybody here that would like to make any public comment this evening? If not, I would accept a motion to adjurnn. So moved. Motion to adjurnn by Moira, second by Eric Illaoi. Eric Alowi. All those in favor, please say I. I. All those opposed. Motion is passed. meeting is adjourned. Thank you everybody.