Building and Grounds Committee Meeting Minutes: Tuesday, May 17, 2022

Library Board of Trustees Building and Grounds Committee Meeting
Tuesday, May17, 2022
6:30PM
LOCATION: Rockingham Free Public Library Youth Department Meeting Room, and Zoom

Click here to download a .pdf of these minutes
AGENDA
1. Call to Order: at 6:33PM
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None
3. PublicComment (3 minutes per person): None
4. Discussion: The Committee discussed the need to add a dedicated budget line of $5,000 for repairs that are not covered by existing service contracts. In FY22, repairs totaled just over $5,000, and included roof and HVAC repairs.
a. Landscape: Dying tree removed; new Sugar Maple to be planted. Bike rack to be installed in front of the building.
b. Exterior: Steps in front and to the side of the building need repair. Estimates forthcoming. Façade has several places needing masonry touch up or repair. Flashing fell off roofline in rear of building. Estimates will be provided to full Board upon receipt.
c. Book Drop: existing rusted book drop to be replaced by new book drop at first opportunity. New drop will be placed exactly where current book drop is.
d. Interior: Doors and lights are in need of repair and/or replacement. Seeking estimate for lighting conversion to LED, and possibility of green initiative funding for that work.
5. Other Business: Brief discussion of insurance coverage and security system.
6. Schedule next meeting: To be scheduled at a later date.
7. Executive Session (if necessary): None.
8. Adjourn: at 7:42PM

Building & Grounds Committee Meeting Agenda: Tuesday, May 17, 2022

Library Board of Trustees Building and Grounds Committee Meeting
Tuesday, May17, 2022
6:30PM
LOCATION: Rockingham Free Public Library Youth Department Meeting Room, and Zoom (link below)

Click here to download a .pdf of this agenda

AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. PublicComment (3 minutes per person)
4. Discussiona. Landscapeb. Exteriorc. Book Dropd. Interior
5. Other Business
6. Schedule next meeting
7. Executive Session (if necessary)
8. Adjourn

Zoom:https://us02web.zoom.us/j/82147006704?pwd=Il_s1BgVyo9uLvJfjKg7ouqhOW21uu.1Meeting ID: 821 4700 6704: Passcode: 015524: Phone: +1 646 876 9923 US (New York)Posted May12, 202

Board of Trustees Meeting Minutes: Tuesday, May 3, 2022

Rockingham Free Public Library

Board of Trustees

Tuesday, May 3, 2022

Present: Carol Blackwood, Don Tretler, Brady Weinstock, Duane Whitehead, Mary Shepard, Margo Ghia, Ryan Coyne, Claudia Sofield, Ian Graham

Members of the public: n/a

Absent: Martha Rowley

Click here to download a .pdf of these minutes.

Location: In the Library’s Youth Program Room, and also online via Zoom.

 

Agenda

  1. Call to Order: 6:33 pm
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require

ratification at a future meeting: n/a

  1. Public Comment (3 minutes per person): n/a
  2. Approve Minutes of March 3, 2022 Meeting: Margo moved that the minutes be approved. Maryseconded. Motion passed unanimously.
  1. Director’s Report and FY22 Budget Status Report: Youth librarian Sam Maskell applied for andreceived a grant to have a mobile “book bike”, a mobile lending library for youth in town. The grantincludes funding for a part-time staffer to drive the bike. More details to be announced soon! Samalso was selected as one of 100 educators/librarians around the country to participate in the first cohort of First Book’s Time for Change initiative as a Change Ambassador.
  2. Motion and Discussion: approve transfer of reserve funds to pay for approved expenses:

Mary moved that the Treasurer of the Rockingham Free Public Library Board of Trustees is hereby

authorized and requested to pay to the Town the FY22 Reserves funds for the following expenses:

$750.00 from Historical Collections Reserve Fund for conservation treatment deposit; $1,669.00

from Building Reserves Fund to cover slate tile roof repair; $3,371.20 from Building Reserves to cover HVAC repair, such amount to be withdrawn from the 802 Credit Union account in a bank check made payable to the Town of Rockingham. Library staff will record the payment and deliver it to the Town. These expenses were previously approved by the Library Board of Trustees earlier in FY22. Brady seconded. Motion passed unanimously.

  1. Motion and Discussion: approve transfer of trust and interest income:

Margo moved that the Treasurer of the Rockingham Free Public Library Board of Trustees is hereby authorized and requested to pay to the Town the FY22 Trust Income in the amount necessary to offset any expenses not covered by other revenue already provided to the Town, such amount to be withdrawn from the 802 Credit Union account in a bank check made payable to the Town of Rockingham. Library staff will record the payment and deliver it to the Town. Mary seconded. Motion passed unanimously.

  1. Motion and Discussion: approval for expense lines $1,000 or more over budget

Brady moved that the Library Board of Trustees approve additional expenses (expected to be more than $1,000 over budget line) for the line item Computer/Technology (currently $1,010 over budget line but likely to increase as final ARPA grant money is spent), as stipulated in the Library Director’s job description. Mary seconded. Motion passed unanimously.

  1. Preliminary discussion: August maturity date for SecureFore5 investment: Motion will be required at July Board meeting to determine course of action.
  1. Schedule committee meetings: Buildings and Grounds – Tuesday, May 17 at 6:30 pm; Personnel -Tuesday, June 7 at 6:30 pm
  1. Other Business: Policy issues, discuss before 2023.
  2. Review Action Items, and Proposed Agenda Items for Next Meeting: Finance and Fundraising

Committees will set meeting dates. Next meeting will be Tuesday, July 5 at 6:30 pm.

  1. Review and Approve Warrants: Done
  2. Adjourn: Margo moved. Meeting adjourned at 7:45 pm.

 

Respectfully submitted,

Brady Weinstock, Secretary