TRUSTEE BOARD MEETING
Minutes
Wednesday, April 15, 2009
The meeting was called to order at 5:02 pm by Blaine Robertson, chairman. Board members present were Gordon Timothy, Pam Beard, Jeniel Facer, and Blaine Robertson. Also present were Judy Dewey, library director, and Valerie Vail, assistant director.
The minutes of the last meeting were approved upon Jeniel’s motion and Gordon’s second; all voted in favor. The bills were approved upon Pam’s motion and Jeniel’s second; all voted in favor. The checks paying the bills were signed.
Budget Hearing Date Set
The annual budget hearing has been set for Wednesday, August 19, 2009, at 5pm at the library. Judy was asked to have a preliminary budget ready for review at the June board meeting.
Melaleuca
The Melaleuca foundation had been approached about perhaps donating funds to match the bond amount. Several factors have led to their not doing this. They did, however, suggest that as the building project progresses, they might be able to help with a specific aspect of the building. The board identified five projects that might interest not only Melaleuca but other donors. Those five projects are:
1. The sorting system which will cost approximately $250,000.
2. The children’s activity room, for which we do not now have a cost. This room has been designed as an additive to the building if the funds are available.
3. The shelving for the library, individual stacks, groups of stacks, or whatever the donor might wish to support. The cost is not known at this time.
4. The audiovisual system for the community room. Cost is not known.
5. Furniture (tables, chairs, etc.) for the community room. Cost is undetermined at this time.
Zions Bank Presentation
Three representatives from Zions Bank presented to the board an alternative to the Local Government Investment Pool. Attached to these minutes are their proposals. The board postponed discussion of this topic until next month when more time could be devoted to it.
Architects’ Presentation
The architects brought large scale drawings of the new library, including elevations and detailed drawings of the interior. Those present were given a “walk-through” three-dimensional computer drawings. The size of the children’s area was again reviewed with possible additional space. The board is hopeful the bids will come in such that the children’s program room can be built; otherwise, story time will be held in the community room.
Specific discussions included: the “tower”/marquee space, processing area (space for coats, height of walls), washer/dryer in the staff lounge (for cleaning puppets and stuffed toys in story kits and backpacks), windows between the circulation desk and staff processing area, larger windows in director’s office, size of storeroom in community room (architects will contact table manufacturer), entrance (utilization of space), emergency door where the current east door is (what type of walkway so public is not confused about entrance), existing emergency doors (the fact they leak at the bottom), moveable work table in processing, layout of director’s office, change in hallway and public restrooms next to the community room, new reference desk in adult section, fireplace in adult section, space for Art Guild’s murals and display of other items such as quilts, location of display cases (inside on walls next to Foundation bookstore), drive-up window for pick-up of requested materials, Foundation bookstore (doors, display, storage), and drive-through book drop (size of landscape island and shape of sidewalk next to).
The architects will be in touch about a time to discuss pre-qualifying contractors. Several contractors were discussed; several have expressed an interest in the project. Architects recommended that we seek legal counsel to review our pre-qualification criteria.
Groundbreaking
The official groundbreaking for the library addition and expansion will be held on Saturday, July 25, 2009.
Beehive Facility Building and Contents
It was decided that all board and foundation members and library employees may have whatever of the contents of the Beehive building they might want and be willing to move. Anything of that sort needs to be out of the building by May 1. Judy was directed to prepare two ads for the classified section of the newspaper to dispose of the building and the balance of the contents. All reasonable offers will be accepted for the contents. The building itself will be available for $10 to anyone who wants to move it, and it must be moved by July 24, 2009, at the latest.
Preliminary Budget Discussion
The board directed Judy to have preliminary budget figures ready for discussion at the June board meeting.
Upon Gordon’s motion, the meeting was adjourned at 8:05 pm.