Meeting Minutes 9/8/2010

Meeting Minutes - approved 10/13/2010
Hatfield Public Library Building Committee
Smith Academy Media Room
8 September 2010

Present: Jim Phaneuf, Dodie Gaudet, Mary Williams, Harold Green, Susan Gaughan, Nancy Little (Library Trustee) and Eliza Langhans (librarian and recording secretary)
Not Present: Bryan Nicholas, Ed Lesko

Call to Order: The meeting commenced at 6:00PM

Committee Membership Status Updates: We are still short two members.

Approval of Minutes: MOVED, SECONDED, APPROVED.

Capital Project Request: As it has every year, the Town requests that the library submit a copy of Form B: Capital Budget Request (Excluding Equipment). The Building Project falls under this category. Section 8 of the form, or “Net effects on Operating Costs” can be taken from numbers calculated for the USDA grant. Section 7, or “Cost and Recommended Sources of Financing,” asks for a budget for each of the next 6 fiscal years. Harold will talk to someone from the Capital Planning Committee and find out exactly how they want this number calculated.

Grant Application Status:

o MBLC - Eliza presents the Letter of Intent and the Committee goes through each question. The Library Trustees need to approve a new Action Plan by December 1st. The Letter of Intent ask for estimates of how much of the current building will be renovated and how much will be demolished. Harold will calculate these numbers and Eliza will fill out the Letter of Intent and send it in. Dodie and Eliza will attend the MBLC Construction workshop on October 26th from 10AM to 1PM.
o CPC - Dodie and Eliza presented the grant draft to the Community Preservation Committee. The CPC had many questions about the plans, and we need to work on preparing answers to potential questions before future presentations. After some discussion, we determined that we will not be able to apply for the CPA money before the MBLC money.
o USDA - No new work has been done on the USDA grant.
o Other - Emi completed a list of additional grants and pertinent information for each grant. However, we need a 501c3 number to apply. The Library Foundation is working on getting a 501c3 number.



New Open Meeting Law: The committee reviews the new open meeting law rules again and Susan Gaughan and Nancy Little sign the form.

Historical Commission/Society: Kathie Gow and George Ashley went to the Board of Selectman last night to ask for immediate use of more storage space in the Town Hall. This space will not be climate controlled, but will temporarily alleviate some of the Museum’s space issues. We wish them luck and hope they get what they need.

Town Center Visioning: There will be a meeting on Wednesday, September 15th at Smith Academy at 7PM to discuss a vision for downtown Hatfield. Since the library is likely to be included in this discussion, Building Committee members are encouraged to attend.

Next Meeting: October 13, 2010 at 6:30 in the Library