HomeMy WebLinkAbout2004-06-21 MinutesFayetteville Public Library Board of Trustees Regular Meeting June 21, 2004 Prepared by Catherine Raw, Manager of Finance Board Members present: L. Gottsponer, L. Brewer, M. Thomas, A. de Noble, B. Schaffer, M. Roberts, and S. Singleton. Staff present: L. Schaper, S. Thomas and C. Raw. Others present: B. Kohler, R. Wood, V. Chadick. Press present: Adam Wallworth and Sarah Terry. The June 21, 2004 Board of Trustees meeting was called to order at 4:05 p.m. by L. Gottsponer. 1. M. Thomas moved to accept the minutes.of the previous meeting, M. Roberts seconded. All voted aye. 2. Sale of Roberta Fulbright Building: Gottsponer moved this item to the first of the agenda. He explained that a selection committee made up of two library representatives, two city representatives and one citizen met to review the single proposal received in response to the Request for Proposals. B. Schaffer reported that the selection committee voted unanimously to recommend that this offer, presented by,Fulbright Building, LLC, be accepted. The City Council will consider the offer on its portion of the building ("the Annex') on July 6, 2004. Schaffer explained that the members of the selection committee thought the offer met all the requirements set forth in the RFP. The total offer was $1,752,000 with $1,201,000 for the main library building and $551,000 for the annex. The offer exceeded the appraisal amount by $1,000 for each building. In addition, a $50,000 donation will be made to the Fayetteville Public Library Foundation to be spent at the discretion of the Library Board of Trustees on or for the new library facility. The buyer intends to place the main library building on the National Register of Historic Places and to preserve the exterior facade of the building, as well as the existing landscaping and street front. The building will be developed as upscale, professional office space. The developers have a proven track record in this area for this type of development. M. Roberts moved to accept the selection committee recommendation and sell the main library building to Fulbright Building LLC under the terms described in their proposal, M. Thomas seconded, all voted aye. 3. Management Reports and statistics: 1.) L. Schaper reported the hiring of Nima Khamooshi as the new Manager of Information Technology. 2) L. Schaper also reported on status of many contracts, RFP's and RFB's for the new library. The RFID purchase is complete, proposals have been received for the RFP on Internet Sign Up and Print Management, and the Cleaning RFB is out. 4. Financial Report: L. Brewer requested information on overages in contract services. Raw said this was due to the need for IT consulting during the time when no IT manager was on staff plus unexpected legal work and corporate identity needs. Raw added that the library remains within overall. budget. 5. Foundation Report: R. Wood reported that fund raising is on track with receipt of a six -figure gift for the new library, details to be released later. 6. Building Report: B. Kohler reported that everything is moving along at a fast and furious pace with finishes the main focus. Level 400 is almost complete with all shelving in place, next week the focus will be on level 300. Contractor punch out is due to began on level 400 July 7, furniture will also start arriving that day. The signage package is almost complete, it will take about 1 week to install. Although still about 6 days behind, Crossland believes those days will be made up with substantial completion date remaining July 31, 2004. Schaper reported that we are scheduled to move the end of August, with the physical move taking 14 days from the start for completion. The move contract is in process and will be for about $35,000. Schaper noted that although the library will be closed between 2 and 4 weeks for browsing, patrons may place and pick up holds during this time except when the computers are being moved and reinstalled. More detailed information will be released to patrons as they are known. A. de Noble asked about the availability of cash from the building sale for the completion of the new building. Schaffer pointed out that the closing date for that is October 1, 2004. Raw reminded that funds had to be available at completion of new building even if the sale of the old building is delayed. Schaper presented a draft of the dedication plaque and asked the board to look at it and get back to her with any changes. 7. Meeting Room Policy: Schaper presented the proposed policy. S. Singleton asked about after hours access. Schaper explained that it can be used after hours, but we need to determine if this can occur without staff present. Arsaga's intends to be open after normal library hours; all details are being examined. M. Thomas moved to accept the staff proposal, L. Brewer seconded, all voted aye. 8. Library of the Year: Schaper reported that for the second year in a row the Fayetteville Public Library is a runner-up for Library of the Year. 9. Computer Resources and Internet Access Policy: S. Thomas presented FPL's plan to comply with the Child Internet Protection Act (CIPA) in order to continue to receive a -rate funds. Without e -rate funds for Internet connectivity, FPL would lose about $2000 annually. An interim plan for allowing unfiltered access for research purposes will be in place until Internet access software is implemented in the new building. Once in the new building the Internet access software will automate the requests for unfiltered Internet for research • purposes. L. Brewer asked if there were any staff concerns. S. Thomas replied that the changes to the Librarys Computer Resources and Internet Access Policy were very minor and created no staff concern. S. Singleton moved to accept the proposed change to the Computer Resources and Internet Access ^) Policy, L. Brewer seconded, all voted aye. 10. Foundation Board, Appointments: R. Wood requested the reappointment of Jim Blair to a second 3 year term ending August 2007, and appointment of Linda McBride to a 3 year term from September 2004 to August .2007, and Greg Jones to a new position on the Board with a 3 year term from September 2004 to August 2007: M. Thomas moved to make these appointments, M. Roberts seconded, all voted aye. 11. Additional Staffing: Schaper requested funding from reserves for additional temporary staff for technology assistance and RFID implementation to facilitate the move to the new library. B. Schaffer moved to provide up to $15,000 from reserves to, fund this need, S. Singleton seconded, all voted aye. 12. At 5:25. M. Roberts moved to adjourn, M. Thomas seconded all voted aye. •)