Board of Trustees of the St. Helena Public
Library
Minutes of the Special Meeting of February 2,
2011
This joint meeting with the
directors of the St. Helena Public Library Foundation was called to order at 5
p.m. Trustee president (and foundation director) Dr. Darter, Bonnie Long, Susan
Swan and Julie Dickson were present, as were foundation president, Rob Andreae,
and directors Nancy Felling, Don Fraser, and Lowell Smith, and Library Director
Jennifer Baker.
Necessity of major HVAC
renovation. The current condition of
the library’s HVAC was addressed. Following considerable discussion,
participants concluded that the system must be overhauled/replaced as soon as
possible in order to: (1) ensure the health and comfort of staff and patrons;
(2) preserve the library’s collection; and (3) reduce and regularize utility and
maintenance expenditures. It was acknowledged that the city is not in a
financial position at this time to fund such a project (based on estimates
contained within the specs for the interior renovation, prepared about two years
ago.)
Provisions and status of
the Tweed Trust. The background of
the Tweed Trust, which remained under city control when the Wood Trust was
transferred to the foundation, was outlined. Recent activity and current balance
($603,935) were reviewed—balance based on FY documents prepared by City’s
Finance Department in July 2010. Pursuant to its original documents, it is an
expendable trust, not subject to restriction as to the nature of library needs
for which its funds could be used. It was agreed that the HVAC need is a high
priority, which would be appropriately funded from the Tweed Trust.
Initial actions.
Jennifer pointed out that $50K which had
been allocated for the renovation but not spent remains available, and could be
utilized to obtain updated specs for putting the HVAC project out to bid.
It was MOVED, SECONDED,
and PASSED by the trustees that they approach the city to initiate
the process of obtaining necessary specs with available funds, then continue to
the bid process for complete HVAC renovation, to be funded from the Tweed Trust.
The city manager and finance director will be invited to the next trustee
meeting to offer their insight and assistance in this process.
The foundation directors
endorsed this action on the part of the trustees.
The meeting adjourned at 6:10
p.m.
Julie Dickson, recording secretary