Selectmen Meeting Minutes — September
17, 2008—6:00
p.m. — Arms Library
Call to Order: The meeting was called to order by Chairman, Bob Manners.
Other members present: John Payne.
Arms Library Trustees present: Andrea Griswold, Kathleen Upton, Donna
Liebl and Cheryl Gilmore. Sally Judd was also in attendance representing
the "Friends of the Arms Library" as well as Arms Librarian,
Laurie Wheeler.
The purpose of the meeting was to continue discussions with Arms Library
Trustees on a variety of matters to include steps needed to incorporate
the Arms Library as a town department.
Historical Documents - Trustee, Cheryl Gilmore presented the Selectmen
with a folder of historical documents relative to the library's organizational
structure and how it was established. Amongst the documents was an indenture
dating back to 1914. Terry Mosher will forward copies of the documents
to Attorney MacNicol.
Arms Library Roof - Cheryl Gilmore provided copies of a roof study that
was performed by Ewing Associates of Longmeadow, MA in November, 2006
as well as an April, 2007 estimate in the amount of $5,000 from Whetstone
Engineering for a structural analysis of the roof framing. The Board
of Selectmen will review this information to determine what steps should
be taken next.
Community Preservation Act - Bob spoke briefly about the presentation
to be made by the Highlands Communities Initiative on Thursday, September
18, 2008 at 7:15 p.m. in Memorial Hall. Trustees of the library are planning
to attend to learn more about the program. If town meeting were to vote
to accept the Community Preservation Act, then Shelburne could levy a
community-wide real estate property tax surcharge of up to 3% for the
purpose of creating a local Community Preservation Fund and qualify for
state matching funds that could be used for a variety of things including
the preservation of historic buildings.
Building Maintenance Priorities - the Trustees discussed several building
maintenance concerns. Those concerns include: the roof, short-term and
long-term electrical concerns, flaking paint in the children's area,
lighting fixtures and ballasts, furnace upkeep and winterizing the building.
Utilizing this years' appropriation for building maintenance, the trustees
are in the process of repairing the handicapped accessible door.
Composition of Board of Trustees - more information is needed before
determining whether or not Trustees should remain appointed or become
elected. Discussion relative to membership indicated that a seven member
Board appeared adequate with three members from each town serving a three-year
staggered term along with the a member of the Shelburne Selectboard (historically
the Chairman). Trustee Andrea Griswold questioned whether or not there
could be flexibility in the event four residents from Shelburne wished
to serve and only two from Buckland. John suggested adding a provision
for two "alternate" members in addition to the original seven.
Library Staff Selection - Bob explained that the Board of Selectmen
is the ultimate hiring authority for the town however the Trustees would
be active participants throughout the entire process. Librarian, Laurie
Wheeler recommended that the Trustees refer to the Library Association's
Handbook to ensure that their hiring policies are not in conflict with
the towns.
Other items to be discussed:
Library endowments and its management;
Town of Buckland;
- funding and shared assets
How State grants get allocated to Shelburne and Buckland libraries;
Automation and building technology;
The next meeting will be scheduled in late October.
Meeting adjourned at 7:20 p.m.
Respectfully submitted,
Terry Mosher
Executive Secretary
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