Hunt Building Board of Trustees

The Hunt Memorial Building Minutes April 21, 2015 Regular meeting started at 5:00p.m. Meeting held in the Hunt Memorial Building In attendance: Cail Bellavance, Brenda Baron, Tammy Crisp, Jennifer McCormack, Carolyn Mortellaro, Rosalie McQuaid, Stacy Baxter, Absent: Charlie Matthews, Marilyn Solomon, Alderman Mary-Ann Melizzi-Golja Upon motion by Jennifer McCormack, seconded by Brenda Baron, the board unanimously voted to accept the Secretary’s Report. Upon motion by Tammy Crisp, seconded by Jennifer McCormack, the board unanimously voted to accept the Treasurers Report. Administrator’s Report: The Board discussed * the need to have cleaning services available for back to back events. Carolyn with investigate further. *Letter received from Nashua Symphony Orchestra thanking the Board for fundraiser donation rental. Considering an event in the fall involving the Symphony exchanged for other donations. *Confirmed recent check from Lydia Reed estate is second distribution. *Leases going forward need to have clarification in regards to tenant use of the Hunt Building facilities. Carolyn will follow up on legal aspect of new leases. *Upon motion by Cail Bellevance, seconded by Stacy Baxter, the board unanimously votes to utilize Southern NH Pest Control for quarterly service plan/ $85 per. *Upon motion by Jen McCormack, seconded by Tammy Crisp, board unanimously approves services provided by KAPESCO painting to prep and polyurethane woodwork. $1700. * Kitchen appliances: Board approves micro/convection oven, 55 c coffee maker, ice machine but declined heating oven. Call will follow up with new quote. *Upon motion by Jen McCormack, seconded by Brenda Baron, the board unanimously votes to not renew A.C.T. lease. *Upon motion by Jennifer McCormack, seconded by Tammy Crisp, the board unanimously votes to accept Administrators Report. New Business: In light of additional funds received from Lydia Reeds estate, board discussed opportunities to restore front doors and enhance garden areas. Call Bellavance and Jennifer McCormack will focus on the door project: Brenda Baron and Stacy Baxter will investigate garden project. Motion to Adjourn made by Cail Bellavance at 6:34. April 21, 2015 Building Administrator Report; 2 pages Respectfully submitted by Carolyn Mortellaro; Interim Admin. -------------------------------------------------------------------------------------------------------------------------------- Correspondence:  French Cultural Festival has been confirmed for Sunday, June 28, 2015. Possible breakfast now being planned at the Hunt at 9am with activities to follow from 10am to 4pm off site.  Received legal notification regarding the Estate of Lydia Reed. The Hunt Memorial Building will be receiving $56,250.00. The acknowledgement form was signed and returned.  Fielded several inquiries for future private rentals and spoke to our representative from Eventective (free referral service). The password was reset for me and photos of our building/venue can now be uploaded.  Royalty check from Arcadia Publishing was received and deposited in the amount of $66.99.  An updated kitchen appliances estimate was received. Thank you to David Lozeau for his advice and suggestions. Trustees should consider adding an ice machine, convection oven, commercial microwave and large capacity coffee maker.  Communication received from Legal regarding R-14-086. I needed to get up to speed in light of upcoming potential renewals.  Email from a tenant regarding ongoing issue of no hand-soap in the men’s room. I’ve purchased back stock and will keep an eye on the usage. Maintenance:  Painters came on 3/13/15 and repainted the east wall in the large reading room. There were considerable stains due to what is believed to be an ice dam. I noticed staining again and will talk with Jay and Risk Dept. for a plan of action.  The handicapped restroom faucet needed to be replaced. The repair fee was $225.  The thermostat in office #5 malfunctioned due to bad wiring. The repair fee was $180.50.  At the USPS mail carriers suggestion, I ordered a wall-mount lockable black cast aluminum mailbox. Jay installed it at the rear entrance for us. This alleviates the future problem of frozen pipes in the foyer once the orig. mail slot is weather-proofed. Cost $129.90.  Hobart came out to troubleshoot the dishwasher. They confirmed that mice had gotten in to the machine and destroyed the 2 circuit panels. The repair estimate is $1,303.98. Parts arrived and Hobart repair was completed on 4/7/15. Hobart  recommends original Cascade only (1/2 tsp on door). The unit capacity is 30 loads per hour! Fee $1,246.59.  I met with Southern NH Pest Control to avoid future issues, see Action Items for quotes.  Nashua Paint and Wallpaper came out to measure the kitchen floor. It is in disrepair, we’ve had it tested for asbestos (negative!) and been given green light to remove and replace. They will provide material suggestions and pricing soon. Housekeeping items:  A big thank you to Cail and Stacy for helping me clean up the office, files and vault. Spring is definitely in the air!  I contacted IT regarding a surplus copier/scanner that I saw at city hall. It was service and will be delivered free of charge by Conway. This machine will replace the 15 year old copy only machine currently in the office.  IT was also contacted to disassemble the Clarion unit for working parts only, and the chimes will continue in their glory on a much smaller footprint in the office.  Lawn sign changed to promote the A.C.T. production of “Three Days of Rain”.  Another BIG thank you to Cail for donating storage bins and spending a couple hours with me organizing the basement storage room in preparation of pest control implementation.  A new (to the Hunt) copier/scanner was delivered by Conway on 4/9. It was surplus, refurbished and cleaned and should last us quite a while. Action items:  I met with Southern NH Pest Control to alleviate a future problem. There are 2 service plan estimates. Monthly service plan is $48. Quarterly service plan is $85. The basement storage room needs to be cleaned up prior to their initial service/set-up. Vote on plan.  I received an estimate from KAPESCO Painting to prep and polyurethane all woodwork in the main reading room. Task time approximately 5-7 days. Fee is $1,700. Vote to schedule.  Kittredge updated quote for coffee percolator, microwave oven, heating holding cabinet, convection oven and ice machine is $7,984.00. Vote to purchase.  I’ve updated the Private Rental Agreement to reflect the newly adopted Bridal Package. A bridal package of renting the building for the additional evening before a wedding reservation fee is $500 with the single day rental of $350. This was being offered but the paperwork wasn’t specific. Vote to adopt. Then I will update our website as well.  I created a Bridal Package Flyer. Thinking it could be added to GNCC newsletter, posted to our Facebook page and added to our website. Please review.  A TV and rolling cart was delivered by IT on 4/9. What is the usage policy on that equipment? Please advise.