Hooksett Public Library

Board of Trustees

September 18, 2006

Present: Mac Broderick, Barbara Davis (Treasurer), Mary Farwell (Chair), Tammy Hooker, Heather Shumway (Library Director).

Treasurer's Report: None presented at this time.

Secretary's Report: Report not available to be approved at the meeting.

Library Director's Report: None presented at this time.

Unfinished Business:

• Audit
  • Feedback from Diane Savoie. Diane reviewed our materials for the audit. Materials look in good order. Papers will be going to the auditors September 19th.

   

• HVAC
  • Phil D'Addio, owner and Peter Waterman, project manager for KPMB Enterprises joined the meeting at 6:15, John Karpinski of Integrated Engineered Systems joined at 6:34.
    • Contract: Base bid accepted at $156,000.
    • Alternative adds:
      • Replace existing pump housing: $860.
      • Replace existing OS&Y Valve: $1,600.
      • Thoroughly clean all ductwork, lower & upper floors: $12,400.
      • Remove existing concrete base in mechanical room: $1,800.
  • Cleaning of duct work will be held until review of the duct work is completed to determine need of cleaning. John requested a check for the bid bond. Phil stated that there is a bid bond through a bonding agent. They will issue the performance payment bond after the signing of the contract. Phil will have it issued in the next 7 days.
  • Date of completion: December 18, contingent on 24 hour response and approval.
  • Payment request to be submitted the last week of the month, payment to be made on the 18th of the following month.
  • Phil needs to determine a schedule of values. Phil to submit to John subcontract costs, especially of major components.
  • Tammy requested certificates of insurance be presented to the library before work is started. Phil agreed that subcontractors will submit certificates of insurance naming the library as additional insured, before beginning work.
  • Removal of air compressor and dryer to be set aside to be removed by Hooksett Highway Department.
  • Thirty-five ton compressor inside existing unit to be taken out and set aside for later selling options. Phil will pursue possible companies to purchase the used compressor. Phil will determine and provide the name plate and specifications of the compressor unit to be sold.
  • VAV installation will begin in 2-3 weeks time.
  • Heather will provide contact information for Peter for Central Alarm.
  • John Karpinski, Peter Waterman and Phil D'Addio left the meeting at 7:30.

   

• Report on meeting with Town Council Wed Sept 13, 7:45 PM
  • Mary Farwell reported to the Town Council that we received three bids, two of which were incomplete. After consultation with John Karpinski and Doug St. Pierre, the board chose to accept the complete bid from KPMB Enterprises.

   

• Newsletter Distribution and Frequency
  • We have discovered a possible discount for our printing costs through Staples business printing. There is still a concern regarding the cost of printing copies for distribution to the schools. It was decided that we would investigate possibilities for business sponsorships to cover the printing costs. Mary Farwell will contact Cathy Richards at the SAU to ask about business sponsorships on our newsletter. Tammy & Mac will pursue business contacts for sponsorship.

New Business:

• Sound Equipment for Meeting Rooms
  • Jeff Scott has contacted Queen City Sound for a quote to add a second wireless microphone and wiring for the capability to provide sound to Main 2 alone without the Hebert Media Room. Questions that were asked for Jeff to pursue: Is the lavaliere microphone replaceable with a handheld wireless microphone? How many wired microphones do we currently have or have the ability to use? Could we use one or two more wired microphones more cost effectively?

   

• Meeting Room Requests
  • The Hooksett Garden Club has requested the use of all of the meeting rooms for August 24 & 25, 2007 for a flower show. The trustees noted that the meetings need to be formally made open to the public in order to follow our meeting room policy. In addition, the Gates lab will remain assembled and in use during the entire time. It was noted that this is a large request but that the Garden Club is a nonprofit organization that provides many valuable services to the Town of Hooksett and the Hooksett Library. The board approved the usage by the Garden Club with the notation that the meeting rooms will be made open to the public.
  • George Borofsky would like to move his current weekly bridge club to the library. The group would meet every Wednesday morning in the Main 2 meeting room. The question is that George currently takes in dues for the playing of each game; part of the dues are used for location rental, part are used as dues to the American Bridge League and part are used for refreshments. The board requested that George provide financial documentation to ensure that this is not a private business which would violate the meeting room policy. Heather will convey these concerns and requests to George and provide information at the next board meeting.

The board meeting adjourned at 7:45pm.

The next board meeting is October 3rd at 5:15pm, with a subsequent meeting scheduled for October 10th at 5:15 if needed to complete the business of October 3rd.