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HomeMy WebLinkAboutMin - LB - 1983.05.17 BURLINGAME PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES MAY 17th , 1983 CALL TO ORDER: Trustees Present : President Parsons , ' Secretary Weatherbe , Trustees Harvey , and Kriloff Trustees Absent : Trustee Nagle excused for vacation Also Present : Mrs . Joy Molder , Asst . City Librarian Alfred Escoffier , Head of Reference Mrs . Judy Gladysz , Library Secretary BILLS : A list of the Accounts Payable was distributed to each of the Trustees in order that each might all check the vendors and amounts to be paid . Trustee Kriloff made a motion that the old procedure of reading aloud all of the invoices before approving them for payment be reinstated . The motion was seconded by Trustee Weatherbe . `— After discussion , President Parsons called for the vote . Trustee Kriloff and Weatherbe voted yes , Trustee Harvey voted no , and President Parsons abstained . The motion failed . President Parsons noted that she had abstained because she felt that the full Board should vote on the matter , and Trustee Nagle was absent . After further discussion , Trustee Harvey made a motion to approve the City checks in the amount of $ 12 ,655 . 76 , the motion was seconded by Trust,— Kriloff and carried . Special Fund checks in the amount of $2 ,846 .69 were approved to be paid on a motion made by Trustee Kriloff , seconded by Trustee Weatherbe and carried . MINUTES OF THE MEETING OF APRIL 19th , 1983 : Minutes of the meeting of April 19th , 1983 were approved as written and ordered filed . CORRESPONDENCE : None Page 2 LIBRARIAN ' S REPORT: Discussed in conjunction with Unfinished and New Business . UNFINISHED BUSINESS : Plans for Duncan Patio. Librarian Bergsing introduced Bob Williams , the Architect for the Duncan Patio , and asked that he give the Board members an update regarding the plans . Mr . Williams presented his drawings for the remodeling of the patio and explained what they meant . There were many questions and considerable discussion regarding various aspects of the project . Possible methods of correcting the leak in the basement near the proposed site of the stairs were also discussed again . Trustee Harvey and Librarian Bergsing explained to the Board members that the City Attorney , had expressed the opinion that if the money from the Foundation was given directly to the Library Board for disbursement to the contracto then the Board would be bound by all the City ' s regulations rs , regarding the bid process . In other words , the project would have to be handled by the Public Works Department and go out for formal bid . This would not only delay the project but add substantially to the cost . In order to avoid this Trustee Harvey asked Mr . Williams if he would be willing to prepare a cost evaluation of the project , and if that falls within the acceptable limits that the Foundation approves , then would Mr . Williams oversee the construction of the project for a mutually acceptable fixed fee . At that point , the Foundation would act as the funding agent/contractor . Mr . Williams ' contract as a professional Architect would -then be with the Foundation and they in turn would have their assurance that the job would be completed properly and on time . Page 3 Trustee Harvey asked Mr . Williams if he would be willing to do this and he replied "yes , he would be willing to oversee the project " . There was some discussion regarding permits , lighting , etc . The Board members all concurred that this would be the best approach ; for Mr . Williams to oversee the project and to get it underway as soon as possible if the Foundation approves . Mr . Williams said he would prepare cost figures and report back . After Mr . Williams departed , the Board discussed some preliminary cost estimates that Trustee Harvey had gathered from various subcontractors . All agreed that a letter should be sent to the Distribution Committee of the Foundation requesting the funds , and also seeking approval of the arrangement by which the Foundation contracted directly with the architect to oversee the project . There was further discussion regarding the City Attorney ' s opinion about the authority and responsibility of the Library Board to administer Trust Funds , but the �- matter was tabled until Trustee Nagle could be present . Maintenance Projects : Trustee Harvey said that Ace Roofing had completed a full roof inspection of the Branch and checked for a possible leak . They resealed the portion where they thought there might be a problem . There has been no leakage , however , and they sealed it to be on the "safe side " . They submitted an invoice for "no charge " . The Board members were very pleased and impressed . Mrs . Bergsing was asked to send an acknowledgement to the company thanking them for their work . Operating Budget for 1983-1984 : Mrs . Bergsing said that the budget had gone to the City Council and she did not foresee any problems . Trustee Kriloff asked what happened to any money if it were Ieft over at the end of the budget year? Mrs . Bergsing replied that it goes back to the City . She said that she would keep the Board members informed regarding the pending budget . Page 4 NEW BUSINESS : The Board requested that a letter be sent to the Friends of the Library thanking them for their recent approval of materials and equipment for the AudioVisual Department and also thank them for their many other generous donations of time and materials over the years . ADJOURNMENT : The meeting was adjourned at 6 :03pm with the next meeting scheduled for June 21st , 1983 at 4 :30pm in the California Room . Respectfully submitted , Patricia M . Bergsing Clerk of the Board PMB/jg