Board of Trustees Regular Meeting: Wednesday, November, 28 2012
Present Patricia Griffiths, Valerie Harsh, Gamal Herbon, Lois Holt, Dianne Wiscomb
Excused Jo Zimmer
Others Kim Fong; Library Director, Traci Sutherland; Library Staff
1. Call to Order: President Herbon called the meeting to order at 6:30 p.m. and welcomed everyone.
2. Approval of Minutes:
2.1 October 2012
The minutes of the October 2012 Board meeting were approved as written on a motion made by Lois Holt, seconded by Patricia Griffiths. Voting was unanimous in favor.
3. Finance Reports
3.1 October 2012
At 33% of the financial year, the Library budget is 27% spent. Director Fong told Board members that the Library had also received a mini-grant that provided money for Young Adult librarian Marilyn Hurlow to attend a symposium on new Young Adult literature.
The October 2012 finance reports were received and filed on a motion made by Patricia Griffiths, seconded by Dianne Wiscomb. Voting was unanimous in favor.
4. Board Reports
4.1 Friends of the Library Update
$300 more in donations have been received in the last month. Pat Griffiths told the Board that she has written a letter to donors explaining the delay in installing the window. The Board discussed the unveiling ceremony for the window.
4.2 Building Update
Director Fong and President Herbon discussed with Board members a meeting they attended at City Hall with the Mayor, his chief of staff, Jan Wells, City Councilman Darren Stam, and Justin Zollinger, City Finance Director. They discussed the future of the Library building. Director Fong also met in a separate meeting with Dr. Hirase, Murray School District Superintendent to discuss the construction of the junior high and the District’s interest in our building. All plans discussed in both meetings were ideas only and no concrete future plans were made or agreed upon.
5. Director’s Report
Director Fong presented and reviewed a Power Point presentation for the Director’s Report. She also discussed the increased attendance at all of the programs presented by the staff. The Library will present “Holly Jolly Christmas” and various musical groups from the community will perform for free at the Library during the holiday season.
6. Old Business
6.1 Window Damage
Director Fong said she was still not sure of the price to replace the window. Most likely, the cost will not be covered by the contractor’s insurance since he was working pro bono. The replacement window project is currently out to bid to 3 different companies. Director Fong said she will keep the Board members updated as the bids come in.
7. New Business
7.1 Air Conditioner/Copper Theft
Director Fong reported to the Board that insurance will not cover the cost of moving the air conditioning units from the ground to the roof. Carrier Company estimated the cost to repair and move the units to be approximately $38,500. Director Fong told the Board there were two options available to pay for this project. The first option is to take out a loan from the Risk Allocation Fund, and the other option is to use money from the Reserve Fund. The Board discussed the two options. Dianne Wiscomb made a motion to use money from the Reserve Fund to repair and relocate the air conditioning units, seconded by Valerie Harsh. Voting was unanimous in favor.
Lois Holt thanked Dianne Wiscomb and Pat Griffiths for all the work they have done with the Friends of the Library and the Centennial Committee.
8. Adjournment
President Herbon said he would accept a motion to adjourn, Pat Griffiths so moved, seconded by Dianne Wiscomb. Voting was unanimous in favor and the meeting adjourned at 8:20 p.m.