Board of Trustees Meeting
January 20, 2009
Present: Rebecca Dickerson, Leslee Miller, Jon Kehne, John Aune, Teresa Myott, Kristie Kirkpatrick and Peggy Bryan.
Teresa Myott, board chair, called the meeting to order at 4:00 p.m.
Teresa asked for additions or modifications to the agenda. Kristie asked that when Attorney Bruce Ensley arrives, that we review the Architect contract at that time.
The minutes of the December and Public Meetings were reviewed. Becky Dickerson made a motion to accept minutes from both meetings, Jon Kehne seconded and the motion passed.
Bruce Ensley was welcomed to the meeting. He presented an overview of the contract with Castellaw Kom Architects (CKA) and invited questions. Board members had received the contract via email last week and had the opportunity to read it before the meeting. Kristie noted that CKA was going to amend the contract to include Hayden's Corner. Bruce continued reviewing the contract noting a few changes from the original document. Any invoices over thirty days would charge an interest rate of 3% per month. That was changed to forty-five days and 1%. Bruce further discussed the architect responsibilities and possible scenarios. There are provisions in the contract should the architect spend more hours and job site visits - it was agreed that this will not exceed $7000. The contract also has a waiver of consequential damages in it. Bruce discussed a resolution giving Kristie the authority to sign the contract for the library district. Peggy presented Resolution #01-09 authorizing Kristie to enter into a contract for services with Castellaw Kom Architects for the library renovation project. Leslee Miller made a motion to accept Resolution #01-09, Jon Kehne seconded and the motion passed.
The board expressed their appreciation to Bruce Ensley before he left the meeting.
Peggy reviewed the Financial Reports; Budget, Account Balances Reports and January vouchers #9686-9696 totaling $5,268.07. Board members signed to authorize payment. Peggy presented Resolution #03-09 to commit Capital Reserve Funds to the Opportunity Online Grant Award of $15,000 from the Bill and Melinda Gates Foundation. She also presented #02-09 for a 2009 Budget Revision and #04-09 for 2009 Capital Reserve Budget. The board approved and signed these resolutions.
Kristie reviewed circulation reports for December and the annual report for 2008. She reported that circulation increased in December and for the entire year. Largest circulation increases in 2008 included movies, large print, music CDs, paperbacks, website visits and adult programming. Website visits increased by 50%, online visits increased 50%. 700 more titles were added to our collection in 2008 than 2997 and 3500 more items were deleted in preparation for the renovation.
Kristie thanked everyone who participated in the architect selection process. The library received nineteen Requests For Qualifications from Architects, which was then narrowed down to four. After interviewing these final four on Friday, Jan 16, the selection committee chose CKA.
Kristie discussed the projected timelines from CKA, noting that they will proceed as quickly as USDA funding allows. It is anticipated the final design will be completed by February 12. Construction documents and selection of a contractor should be completed by April 20. Construction will begin in May and should be completed in September.
Kristie reported that Malden has secured donations to fund the library for 2009. Malden plans to ask the voters for approval to annex to the library district this year. Becky Dickerson made a motion to approve the annexation of Malden into the Library District pending voter approval. John Aune seconded and the motion passed. Kristie also mentioned that Lamont has been inquiring about annexing the library district.
Kristie explained that Endicott currently contracts with the library district for service. The town puts the library on the ballot yearly for approval-passing at an approval rate of 68-85% each year. Kristie will be attending a city council meeting in Endicott to discuss annexation to the library district. Kristie is also looking for possible stimulus funding for a new library in Endicott, which she has discussed with Larry Kom.
Kristie announced that the supporter of the month for January is Angela Teal, as she has provided free yoga classes at the library for two years. Five to fifteen attend yoga classes each week. The supporter of the month for February will be Jerry McCullum for displaying his photography in the library, using it on our website and designing the cover of our cookbook.
The next meeting will be at 4:00 p.m. on Tuesday, February 17th at the Colfax Library.
With no further business the meeting was adjourned at 5:15.
Peggy Bryan, Recording Secretary
Kristie Kirkpatrick, Library Director
Teresa Myott, Board Chair
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