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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Historical Documents - Trustee, Cheryl Gilmore presented the Selectmen with a folder of historical documents relative to the library's organizational structure and how it was established.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