Catching up on Library Trustee Minutes

MINUTES
HANCOCK LIBRARY BOARD OF TRUSTEES
FEBRUARY 22, 2011

Present: Mary Garland, Amy Marcus, Laurie Bryan, Peter Ryner

The meeting was called to order at 1:00 pm.
There was a brief discussion of the scope of work for the roof replacement project, and Amy was asked to prepare a new written scope.

The minutes of January 26 & 28, 2011 were approved.
The Financial report was approved.

Amy distributed a proposed 2011 budget, which was approved.

There was a discussion of whether or not to formally designate handicapped parking in the back lot in addition to the space provided by the side entrance. It was suggested that Amy consider providing some form of portable handicapped parking sign that could be located in the back lot for special occasions. It was felt that at present there was very little demand for more than the one existing space and that it was at this time not appropriate to encumber one of the heavily used back lot spaces on a permanent basis.

The next meeting of the Board is scheduled for March 23 at 1:00 pm

Submitted by Peter Ryner


Minutes of Special Meeting
Library Board of Trustees
January 28, 2011

Present: Laurie Bryan, Amy Markus, Mary Garland, Peter Ryner

The meeting began at 2:00 pm. Board members discussed each of the proposals. It was decided that some of the proposals failed to provide adequate information. It was also determined that additional information would be needed from at least one of the contractors.

Based on the various proposals, it appeared that the scope of work might need to be adjusted; that there should be clarification as to exactly when the work would be started and when it would be completed, and that Amy should investigate whether the Town's insurance policy would cover the repair of this new roof if it were to be damaged by high wind, ice, sleet or other natural hazards.

There was also further discussion regarding the other roof. Peter reported that as part of reviewing the proposals he had taken another look at the 1988 roof and noticed that the fascia on the slate roof were rotting in several locations and questioned whether that should be addressed as part of this project. After some discussion it was agreed that this should be treated as a separate project, and that while it needs to be addressed, it can wait for now.

Amy was asked to obtain some additional information and the Board agreed that they would attempt to make a decision within the next week or so, and would attempt to complete the review via e-mail.

The meeting ended at 3:00 pm.

Submitted by Peter Ryner


Minutes Hancock Library Board of Trustees
January 26, 2011

Present: Mary Garland, Laurie Bryan, Amy Markus, Peter Ryner

The minutes as amended, of the December 22, 2010 meeting were approved.
The Treasure's report was approved.

Director's Report
There was a discussion of the Board's Annual Report and Peter agreed to write a first draft which would then be reviewed and finalized by the other Board members.

Amy then reviewed upcoming events for February.

Opening of Proposals for Replacement of Roof
The Board of Trustees had previously determined that proposals rather than bids would be most appropriate for this project, since there might be issues that could not be specified by the Board in a bid package. At the Boards'
request, Amy had prepared a request for proposals (RFP). While price would be an important consideration the Board wanted to be sure that the selected contractor did in fact understand what was needed, that the new roof would last for approximately 30 years, and that the job would be done so as to not disrupt library operations. The RFP stated that “the contractor that meets all requirements and demonstrates the ability to perform and complete the task will be chosen. Past associations with the Hancock Town Library will be considered in evaluating the proposals.” The RFP further stated that “the Trustees of the Hancock Town Library reserve the right to reject any and all Proposals, to choose the proposal that best suits the needs of the Library, and to waive irregularities and informality in the submittal and evaluation process....Errors and omissions may be cause for disqualification.”

At 1:35 Proposals for the replacement of the roof of the 1988 addition were opened. There were five proposals from Neven Cassidy, John Norton, CK Landmark Construction, Cutter Construction, and Target New England. The proposed cost ranged from $18, 550 to $9,670.

After an initial review of the proposals it became evident that the Board would need time to properly evaluate the proposals, and a special meeting was set for Friday, January 28 at 2:00 pm in the Daniels room. The meeting adjourned at 2:00 pm and the next regular meeting of the Board was set for 1:00 pm on February 22.

Submitted by Peter Ryner