February 1, 2018

STEWART LIBRARY BUILDING PRESERVATION GROUP
Meeting Minutes
February 1, 2018

 

The meeting was called to order at 6:30 PM.

Attending: Serena Bemis-Goodall, Bill Condon, Ken Dow, Colleen Grover, Jamie Irving, Lee Kaufman, Donna Lambert, Jim Louder, Galen McKenney, Sylvia Miholovich, Everett Simpson

The minutes from January 11, 2018 were approved.

Financial Balances Report
Jim reported the following balances, provided by the Town Office as of 01/01/2018.
 Library Preservation Account (Donations) $164,148.48
 Private Library Grants Account $8,635.00

 SLB Endowment Fund at MCF, as of 2/1/2018 $289,053.53
        (This account earned 14.5 % in 2017.)

Election of officers – Vice chair
Jim Louder was elected Vice chair of the Group

Summary Report for 2017
Ken distributed the materials he presented to the Board of Selectmen in a brief progress update on January 24.
 Vision, Goals, Projects January 2018, List a grants awarded, Summary of total fund raising, Events and  developments in 2017, Project income and spending – Jan 2018

SUBCOMMITTEE REPORTS

Private Library
Cleaning in the Private Library room – the discussion included: The Private Library room has been used for many years by the town for a wide variety of meetings, work sessions, and committee work. Part of the SLBPG vision for the space is for that to continue. Cleaning and custodial care should be routine in a room used by the public, just as it should be for other spaces in the building, showing adequate respect for the public facility.

Custodial care for the Private Library Room has been added to the scope of work for the building cleaning person.

Grants/Fund Raising
The National Trust for Historic Preservation membership provide the group with access to the catalog of grants the Trust offers. The membership which is up for renewal in April is $250 per year.

MOTION: Galen made a motion that the group renew the membership. The motion was seconded by Colleen.
VOTE: all in favor, the motion passed.

Construction
The Construction Subcommittee presented an update on the progress of the Amended Basement Project A. The work has begun. The pathway for the ramp has been cleared. The concrete floor of the special collections room has been poured and construction has begun on the walls. The ramp will be made of wood, instead of concrete and steel. The savings from this change may allow for the construction of the custodial closet as part of this project.

There has been some discussion about the fire suppression system to be installed, water sprinklers (an extension of the existing system) or a dry chemical system that would cost about $7,000 more. It seems likely that the dry chemical system may be an expensive modification that does not significantly alter the protection of the collections. The timeline for completion is 6 to 8 weeks.

Endowment
Endowment payout protocol for the Stewart Library Building Endowment Fund

The Stewart Library Building Endowment Fund is a designated fund at the Maine Community Foundation. The principal cannot be removed from the fund. Donations to the fund are made by donors and cannot come from the town.
 
At a meeting with Liana Kingsbury from the Maine Community Foundation we learned that the endowment payout is calculated each year. It is equal to 4% of the average balance in the account for each of the last 12 quarters. The amount is known each year in December. The check for that amount will come to the town in about the second week of the next March. This payout time can be changed if necessary.

This year (March 2018) the payout amount to the town from the Stewart Library Building Endowment Fund will be $3,550. In 2019 it is estimated that the amount will be about $7,500. The 2020 estimate is about $8,800. By 2021, when a full 12 quarters of balances have accumulated, the payout amount will be something over $11,000 and continue at this level or higher into the future.

When the payout amount from the Stewart Library Building Endowment Fund comes to the town it will be placed in a special account, and be used to pay for items on the Building Maintenance Schedule and Report, according to the purpose stated in the designated fund agreement.

Each year, prior to the next payout, the Town will submit to the Maine Community Foundation and the Stewart Library Building Preservation Group a report showing how the money was used. The Foundation will require the report before the next payout is made. This report can take the form of the filled-in Maintenance Schedule and Report form showing the maintenance items completed and a printout of the Town’s account spreadsheet listing the expenditures.

The Town has four options with regard to how the payout it taken:
1. Take the full payout and spend it all in the given year on items in the Maintenance Schedule and Report.

2. Take the full payout. Spend the portion needed in the year and keep the remainder in the town account for later use paying for items on the Maintenance Schedule and Report.

3. Take less than the full payout amount, the portion not taken stays with the Maine Community Foundation to be disbursed to the Town in the next year, added to the next year’s payout amount. The decision to take this option must be made before the payout date. The portion not taken remains with MCF and is not exposed to loss or growth.

4. Take less than the full payout amount, returning the portion not taken back into the principal of the fund. That amount is no longer available as a payout amount. The decision to take this option must be made before the payout date.

The Town of Corinna Stewart Library Building Fund, the fund left to the town by Levi Stewart also now held at the Maine Community Foundation, will payout $2,440 this year.
Construction
Maintenance Schedule and Report
The Construction Subcommittee has devised a Maintenance Schedule and Report for the building. It is based on work by the architects at Ames Associates in the Historic Structure Report and additional elements that have been added to the building since. The document serves three purposes.
1.) The document provides a schedule of items essential to the standard and prescribed maintenance of the Stewart Library Building.
2). The Maintenance Schedule lists the items where the payout can be spent. The designated fund agreement with the Maine Community Foundation specifies that the payout from the fund is to be used to maintain the Stewart Library Building according to the Maintenance Schedule prepared by the Stewart Library Building Preservation Group.
3.) The document serves as a report of how the money was used. The designated fund agreement requires the town to provide a report of how the annual grant was expended, including date, purpose, and amount of each disbursement made from these funds. The report, reviewed by the Stewart Library Building Preservation Group must be received at Maine Community Foundation before processing subsequent distributions.

MOTION: Bill made a motion that the SLBPG approve the document and present it to the Board of Selectmen for their approval with the understanding that the SLBPG may propose changes to the schedule as construction continues in the building and other conditions warrant. Galen seconded the motion.
VOTE: all in favor, the motion passed.

OTHER BUSINESS

Building and library governance board
The group discussed the need for formation of a board or committee to take on the recommendations regarding building maintenance and long term planning, governance, and program development and support for the Public Library and the Private Library.

The concept of a board of trustees or directors implies some fiduciary responsibilities. Sylvia shared some experiences in this regard, shedding light on situations that make this option seem less desirable.

It was agreed that an advisory board might be a better option. Perhaps expanding the subcommittee structure of the Stewart Library Building Preservation Group with new subcommittees would engage the issues.

It was agreed that the Group should develop a proposal for presentation to the BOS. Further discussion is planned for future meetings.

Other Business

Relocation of the fiber optic entrance cable
Bill has been working with Networkmaine to develop a proposal to move the Internet fiber connection from the current location on the south side of the building to the new underground utility entrance on the north side. This would remove all cables coming to the building from the street. It would allow for a better entrance into the utility closet, newly constructed in the basement, and enhance the options for an expansion of the technology infrastructure in the building. We are waiting for cost figures for the relocation.
 
Next meeting – March 1, 2018 at 6:30 PM

Adjourned at 7:55 PM