Board of Trustees of the
Minutes of the Meeting of March 11, 2009
The
regular meeting of the Board of Trustees was called to order at 5 p.m.
Acting trustee Chair Bonnie Long, Lynda Burton, Susan Swan, and Julie
Dickson were present, as were Friends representative Miriam Hess and Library
Director Jennifer Baker.
A
motion to approve the consent items was seconded and passed.
The minutes of the meeting of February 11 were approved.
Library Director’s Report.
Jennifer reported that the library’s
annual report was well received by the City Council on March 10 and thanked the
trustees who attended. She
explained that the budget is not yet ready for review.
Dr.
Wood Day.
It
was decided that rather than an observation during National Library Week in
April, a special display honoring Dr. Wood will figure prominently in the
celebration of the refurbished library.
Change to circulation policy.
It
was MOVED, seconded, and passed,
pursuant to Jennifer’s recommendation, that this language be deleted from the
policy: “You must be at least 18 years old to check out videos and DVDs.
If you are under 18 years old, you may check out videos and DVDs if your
parent is present and gives his/her consent.”
This brings us into compliance with
Architectural Design/Remodel.
Trustees reviewed Jennifer’s staff report and recommendation concerning
extension of the scope of work on the remodel to address HVAC and lighting
needs. Extensive discussion of the
evaluation and recommendations of MacCracken Architects and their subcontractor,
Guttmann & Blaevoet, ensued. HVAC
partial replacement and specified lighting improvements were deemed appropriate
at this time. It was
MOVED, seconded and passed to ask
City Council to approve the appropriation of an additional $33,900. from the
Wood Trust Fund to extend the scope of work as indicated.
Jennifer reiterated that there would be flexibility to choose only
essential elements later in the process as funding was assessed.
A
second addition to the scope of work is pocket doors, to be used to separate the
Wine Library area during programs.
Issues of light and sound have arisen as evening programs have increased in
frequency and numbers of participants in recent months.
The Friends agreed to advance $3,000. for architectural specifications
for the pocket doors; trustees approved the Friends’ written request to draw
additional reserve funds for this purpose.
The trustees also approved the Friends’ request to expend additional
reserve funds for six units of shelving in the Children’s area (this acquisition
is independent of the remodel.)
Regarding the timeline for approval and release of the RFP and commencement of
the remodel, Jennifer opined that a contract could be awarded by July.
Construction is expected to take nine to thirteen weeks.
Discussions with Friends re fiscal year funding.
The
Friends’ budget committee has begun to specify its funding for Children’s, Teen,
and Adult programs and staff and volunteer education.
The full Friends board will address this budget at its March 19 meeting.
MOU
for Library, Friends, and Foundation.
A
memo of understanding explicating the relationship of the three entities is in
draft form, and will be circulated after further refinement by the subcommittee
of Jennifer, Lynda, and Julie.
Friends of the Library.
Miriam reported that the Friends will be
putting at PayPal account in place to facilitate collection of dues via its
website. The Friends donated $1800
to process the recent donation of numerous audio educational courses.
No
report was given by the NVWLA.
The
meeting adjourned at 6:50 p.m., after which Jennifer showed trustees the site
and proposed function of the pocket doors.
Julie Dickson, recording secretary