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Trustees press selectboard on railings, alarm billing and records storage; audit document signed
Summary
Trustees signed the town audit document and urged the selectboard to follow up on several deferred building repairs (railings, retaining wall and foundation crack); they also flagged alarm billing routed to director's spam and agreed to clean and reorganize upstairs storage for required records retention.
Chichester Town Library trustees signed the town audit document and recorded multiple unresolved facilities and records issues that they asked the selectboard to address.
At the February meeting trustees voted to have Barbara Sweet sign the town audit document prepared by Treasurer Katie Ruoff; all trustees signed and Katie will submit it to Town Administrator Cindy Starkweather. Separately, trustees tabled exterior repairs (painting, railing replacement, retaining-wall and foundation repairs) until spring but noted Selectman Matt S. had said he would investigate railing options.
On alarms and vendor billing, Katie told trustees that Encore — which purchased Capital Alarm — had been sending invoices for 2025 and 2026 that had landed in Director Caroline Pynes’s spam folder. Katie will ask the library’s bookkeeping service, Lifetime, to post the Encore charges to the Safety Inspection line and will add the item to the March agenda for additional review. Caroline will also forward the Bevans alarm quote to the Town Administrator in case the selectboard wishes to act.
Trustees raised records-retention concerns for materials stored upstairs, including hard-copy town reports that Caroline said the library is required to keep under a New Hampshire RSA (specific citation not provided in minutes). Katie said library records should be kept at least seven years and that some materials are currently stored at Carolee’s house; trustees directed staff to schedule spring cleaning of the attic/upstairs area to organize records and free space for the treasurer’s workstation and file cabinet.
Trustees emphasized that many of the structural repairs are the town’s responsibility and recorded the items for follow-up with the selectboard. The group also scheduled interior spring-cleaning sessions for April 11 and 18.
Next steps: Katie will ask Lifetime to reclassify the alarm invoices and file the audit with the Town Administrator; Caroline will forward the Bevans quote to the selectboard and prepare the upstairs area for spring cleaning.
