Hooksett Public Library
Board of Trustees
April 13, 2004 9:00 AM
Minutes

Present: Marion Jacobi, President, Mary Farwell, Secretary, Ann Marie Van De Water, Treasurer, Fran Hebert, Library Director

Secretary's Report: Minutes from the March 9, 2004 meeting were approved with one revision and filed

Treasurer's Report: Treasurer's report was reviewed

  • AV reported that we have a rate lock with Energy North.
  • AV reported that she is working with the Government & Banking Dept at Bank of NH to set up payment of online taxes by the bookkeeper
  • AV researched expenditures from the Programming line and made some adjustments which better reflect the actual expenditures
  • AV handed out a projection of the wage line. Projected over-expenditure of this line is due to the necessity of paying Pat Cate's accumulated vacation time and the overlap with Mark. Trustees noted that we need to determine the amount needed to pay Fran for her accumulated vacation time as well
  • Trustees reviewed upcoming expenditures to Maintenance line including electrical issues

Library Director's Report:

  • Circulation report was distributed.
  • Humanities program is scheduled for May. Topics include Storm Clouds over Iraq ( May 6), War and Peace in the Middle East (May 13), and Geography of the Middle East May 20) with Emphasis on Oil and Water Resources.
  • Financial Issues for Women is scheduled for May 18 and May 25
  • Computer Upgrade - If we have sufficient monies in the budget, J Scott is recommending replacement of the two circulation desk computers to comply with the needs for the new Horizon system. ($1467) He is also recommending memory upgrades for staff computers ( $663.65)

Old Business:

  • HVAC Report- John Karpinski (IES) gave a verbal report of possible options for remediation or replacement of existing HVAC system.
    1. The existing system provides for 32.5tons cooling with allowance for 150 people, based on the physical characteristics of the building. Thus, we could use a 35 ton system as the calculation includes all areas of the building.
    2. The outside condenser is presently operating on a single coil, which puts us in jeopardy of losing our air conditioning if this coil fails.
    3. Some rooms have up to three thermostats which is very inefficient. There are 55 controls on the 2nd floor and 66 on the 1rst floor. Controls could be thermostats, valves that control heat to convectors or reheat coils. After the project is finished, controllers need to calibrated once yearly.
    4. We have one control diagram but at one time there must have been books ( Pneumatic Controls Manual, Operating Maintenance Manual) which detailed each controller and pneumatic tubing. FH to check with Chris at SNHU and anyone else who might have seen such books
    5. John presented two options for remediating our HVC problems
      • OPTION 1
        • A. Phase 1 35 ton refrigeration system for cooling- convert air handling unit ( motors and drives) to handle 13 tons, rather than the 22.5 they are handling now.
        • B. Phase 2 Convert all controllers. Install 21 VAV ( variable air boxes). Match up flow stations that measure air in and out from supply side and return side. In essence, we are converting our existing constant volume system to a variable volume system. This system will require constant maintenance.
      • OPTION 2
        • A. Install a rooftop VAV 20 ton system for the 2nd floor
        • B. Lower level
          1. 1. Install another VAV rooftop system need to use a 20 ton rooftop for 15 ton load as there are no 15 ton systems
          2. 2. Retain lower level as constant volume system.
      • Option 2 is better for future maintenance and reliability but it all must be done at once. He also recommended that we ask Delta for a list of issues that need to be repaired, ranked by their criticality and the costs associated with each repair.
  • AED- MF reported a conversation with Kathy Raymond from CMC. They are not familiar with alarming the location of the AED, not provisions for hanging it on a wall.. CMC is working on paperwork which needs to precede delivery of the unit. Paperwork will be sent for review and then the unit will be delivered. Trustees want the unit to be accessible but protected so agreed to seek advice from Atlantic Security once the unit is delivered.
  • Fire Alarm Monitoring- MJ reported that Atlantic Security has done a survey of the building and found some deficiencies that need to be corrected ( see attached report). Total cost of pull stations, annunciator, motion detector and testing of emergency lights to be $1307, to be expended from Maintenance line. There should also be an annual inspection, cost $700 per year which would include $75 for any needed parts replacement.
  • Fire Extinguishers: Lee from Concord Fire Extinguisher visited and reported that we only need two new fire extinguishers, at $68 per unit, to be compliant with NFPA codes. His office will send a letter to that effect, which will be forward to the Fire Department to be placed in our file.
  • HVAC Warrant Article-: The Town Budget Committee voted to recommend our warrant article. Trustees decided that it would be advantageous to have library representatives outside the polls to pass out an informative piece about our HVAC problems. MF to recruit volunteers to pass out materials and MJ to look at revising Karpinski letter to brief "talking points" sheet
  • SNHU Continuum- MF emailed information to former SNHU Continuum director. She will make best effort to distribute, but she has some immediate medical issue which will put further contact on hold for awhile.
  • Rear Parking Lot: Wes thinks it is ok but he will check with Dale Hemeon and trustees will review issue again in the spring.
  • Staff job descriptions have been updated and are in a red binder in Fran's office
  • FH is compiling a list of vendors and a calendar of maintenance tasks and when they are normally performed.

New Business:

  • New Signage: MJ reported that, due to the proposed new development to the rear of the library, the driveway to the library may be moved and we will need to investigate new signage at some point in the future when the location of the new driveway has been defined.

Issues we are tracking:

  • Rear Parking Lot: Wes thinks it is ok but he will check with Dale Hemeon and trustees will review issue again in the spring.

 

 

 

 

The next regular meeting of the Trustees will be May 12 at 9 AM