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HomeMy WebLinkAbout1992-08-10 MinutesFayetteville Public Library Board of Directors meeting 8/10/92 3:OOp.m. Attending were: Cam Crouch, Charles Kirchen, Jeff Koenig, Carol Phillips, Board Members; Linda Harrison, Fayetteville Library Director, Karen Duree, Ozark Regional Library Director; June Jefferson, Mim Neralich and Geena Beeks, library staff The meeting was called to order at 3:OOp.m. by Cam Crouch. The minutes of July 13, 1992 were accepted as written. Linda Harrison reported that the construction is still on-going. We now have an eleven page punch list. She reported that we have a copy of the proposed letter written by Hailey/Associates to David Cox. She distributed the Standard Form of Agree- ment Between Owner and Architect. She also distributed a letter she had received from Jeff Koenig dated 8/10/92, subject Hailey & Associates request for additional compensation. The Board discussed the request and prepared a letter to be written to David Cox with the recommendations of the Board. They were: 1. The contract did not begin until 1/16/90 versus 12/10/89 because it was not approved by Mayor William Martin until 1/16/90. 2. The owners acknowledge a delay of four (4)lmonths due to the federal funds grants delay. We would entertain charges for manpower time during that time, with a detailed listing of the manpower expended from 1/16/91 through 5/16/91. 3. We feel that the claim for delay due to asbestos services is not a valid claim as they were compensated through work change orders. 4. We would like to remind the architect that the paragraph addressing additional compensation, paragraph 11.3.2 is blank. At the very maximum it should be not more than 9%, paragraph 11.2.1 clearly indicates compensation for project budget amount over $400,000. to be 9.00%. Also paragraph 11.2.1 states "Not to exceed $30,000. without approval." We feel they exceeded their authority without any approval at their own risk. 5. The Board feels that the owners have tried to operate in good faith. If we feel Haley is not operating in good faith with us and the city we could choose to recommend to the city that we not exceed the $30,000. without approval. Cam Crouch will draft the letter for the Chairman's signature. Linda Harrison presented the librarians report. Carol Phillips paid the city $8441.25 and still owes $945. to the library out of the designated funds. It has been decided that the meeting room will be used for elections, the first one being on September 15 and the general election on November 3rd. Mr. Remmell will be provided a key to the room. After 7pm there will be no access to restrooms, he was advised of this fact, and accepted the room with this 2. understanding. The problem was considered solved and closed. Linda will call and remind Mr. Remmell to publicize the move before the elections. Linda reported that Jerry Rose, city attorney, is looking over the contract with Pitney -Bowes and will advise her what to do. She will report back at the next meeting. Nancy Watts, EOA Headstart, Literacy Project, wants to use the library as a dropoff point for donations for a book fair. The Board has no objection to this provided Linda can workout the details with her. Linda said she feels this can be accomplished. Karen Duree passed out literature and gave a report on Amendment 3. The Board discussed the resolution and Jeff Koenig motioned that the Board endorse the resolution supporting Amendment 3. Carol Phillips seconded. Motion passed. Karen spoke about the fund needs to run a state wide campaign. The budget is to be used for newspaper, radio and tv advertising and is $150,000. Ozark Regional has been requested to raise $8756., with Washington County's share being $5175. Fayetteville, Springdale, Rogers and Crawford county have been asked to raise a given amount. Karen talked to the county attorney and moneys that are bequeathed to the library without a specific request to it can be used for this purpose. Cam will contact Carol, Charles and Bobbye for a meeting in the next week or so to discuss means to provide the moneys needed. Jeff stated he would be unable to help as he is completelytied up. Jeff Koenig motioned and Carol Phillips seconded that an Open House will be held on October 18 between 2-4p.m. This will be in conjunction with other library open houses held throughout the state. It is to raise the awareness of public library and the Fayetteville Library could use it as a tie in with the dedication of the renovated library. It was decided that invitations be sent to city officials and the state library and that notices be put in the newspapers well in advance. We will also ask the Mayor for a Proclamation. Jeff will contact Mayor Vorsanger. Motion passed. We will provide hosts and hostesses to guide visitors through the areas and will provide punch and cookies which will be set up in an area that is not carpeted. Linda Harrison will draft a letter to the city about the sidewalk. She will advise them that it is in next years budget, but it is a serious situation and ask them if they would consider it an emergency and ask the city crew to fix it before we have an accident. She will send a memo to Perry Franklin about the asphalt in the driveway as you exit the library. Meeting adjourned at 5:20p.m. Respectfully submitted, aL/ dew ei/ CAM CROUCH Secretary/Vice-President