Minutes of the August 6, 2009, Special Called Meeting

 

 

Members Present:  Carol Anderson, Mary Elise Clevenger, Don Coffman, Ralph DePorter, Steve Jacks (non-voting member), Margaret Murr, Emily Nunn, Brant Williams

 

Guest Present:  Darrell James (Architect who drew the preliminary plans for the addition to the Kingston Public Library)

 

Brant Williams is the new Kingston City Council representative on the Kingston Public Library Board.

He expressed that he is looking forward to working with the Board.

 

President Carol Anderson called the meeting to order. 

 

Ralph DePorter made a motion to accept the minutes of the last meeting.  Don Coffman seconded the motion.  Unanimous voice vote of “Aye.”   A motion was later made by Brant Williams, and seconded by Mary Elise Clevenger, to amend the minutes to read on page 2, under Next Year's Library Budget:    “The proposed library budget for next fiscal year was distributed and discussed.  The budget does not contain any money for maintenance or additional money for books.  Unanimous voice vote of “Aye.”

 

Treasurer's Report.  Mary Elise Clevenger presented the Treasurer's Report.  Questions were asked about the payment of a movie license.  Steve said that the showing of movies has not yet started and no target date has been set.  Don Coffman mentioned the book lease and said that the Library Foundation may not continue to pay for the book lease.  A question was asked about the book sale covering the cost of the lease.  (Answer:  That money goes for childrens' books.)  Steve explained that the lease involves the library's receiving 10 novels a month, mainly best sellers.  Leased books are a little bit less expensive than ordering the books from Baker & Takor, the regular library supplier.  We buy most of the leased books that come in.

 

We recently received $1,000. from the state and we bought DVD's with that money.  The DVDs will replace the children's VHS collection. 

 

Ralph DePorter moved that the treasurer's report be accepted.  Seconded by Don Coffman.  Unanimous voice vote of “Aye.”

 

There were no public comments.

 

Status of the Grant.  Steve spoke about the status of the grant which the Library Board voted to apply for in the May meeting.  The application has not yet been submitted because more preliminary work needed to be done.  The Rural Development Agency is administering the stimulus money for library building grants.   

 

The Rural Development Agency recommended that we use the East Tennessee Development Distrist to assist us with writing the grant.  Their services are free.  Steve contacted them and we must do a pre-application in order to be able to submit an application.  They will help us do the work, but they need a letter from the Library Board requesting their help.  Congressman Lincoln Davis and his grants coordinator, Sammy Loudermilk both said that they would also help us to obtain the grant.  Brant Williams made a motion authorizing Carol to write a letter to the East Tennessee Development District requesting their assistance in applying for a grant.  Ralph DePorter seconded the motion.  Unanimous voice  vote of “Aye.”

 

Minutes of the Kingston Public Library Board, 8/7/2009, page 2

 

Brant Willliams then made a motion authorizing the chairperson to write to the East Tennessee Development District asking  them to write the pre-proposal for the grant appliication.  Don Coffman seconded the motion.  Unanimous voice vote of “Aye.”

 

New Library Addition.  Carol Anderson, Steve Jacks and Ralph DePorter met with Darrell James and his company about the architectural work for the new library addition.  The company, Community Tectonics Architects, sent a letter explaining three options involving three levels of service.  (A copy of that letter will accompany the record copy of these minutes.) Darrell James then spoke to us about the process.  He said the estimated total cost of the new addition and changes to the current space would be about $417,000.  He recommended option 3 from the letter in order to include all the information needed for the pre-proposal for the grant money.

 

Brant Williams made a motion that we accept Option 3 which would be for Community Tectonics Architects to provide full schematic plans with a single, exterior rendering.  They would provide the 3D model and rendering of the second option, plus a colored site plan, floor plan (of the entire building), an outline specification of materials, an updated cost estimate, and a preliminary code check for the building.  The fee would be $8,200.  This is the option recommended by Mr. James and the company.  Ralph DePorter seconded the motion.  A discussion followed.

 

Discussion Points.

Has the “big” picture been considered?    (Yes)

Does the proposal include any changes in the plans that might be requested?   (Yes, but much study      has already been done.)

Greatest concern:  Have you done any plans others that didn't take bids for the proposal phase/work?  (Yes.  They have experience working with boards.)

This would not be a contract saying that their architectural plans would be used for the addition.

 

Brant Williams requested a roll call vote:

            Carol Anderson:                      Yes

            Mary Elise Clevenger: Yes

            Don Coffman:                         Yes

            Ralph DePorter:                      Yes

            Margaret Murr:             Yes

            Emily Nunn:                             Yes

            Brant Williams:                       Yes

 

Darrell James asked for the criteria needed for the pre-proposal so that he could make sure that Steve had all that information after their firm's further work as approved.  He also asked for a letter saying that the library board had chosen Option 3 of their firm's proposal.  Steve and Carol will write and supply that letter to Darrell.  Community Tectonics Architects will then present the library board with a contract for the work.  That contract will then go to Sandy McPherson, attorney for the city of Kingston, for his comments.

 

Time-Line Requested.  Brant Williams requested that Steve put together a time-line that shows the steps involved in the building project.  Darrell will forward to Steve a draft time-line that the Library Foundation has already done.  He mentioned that the time-line does need to be updated since it had not been changed since it was done.  Steve will do the updating.  The time-line should be a working document that changes as the work progresses.  

 

 

Minutes of the Kingston Public Library Board, 8/7/2009, page 3

 

Photovoltaic Energy (PV).  Darrell James reported that it will be feasible to install a photovoltaic (solar Panel) energy system for the library that would save about 1/3 to possibly even 1/2 on the library's current energy bill.  He has done a draft drawing of how the panels could be installed.  The solar system would integrate well into the city's plan to “go green” and the criteria for stiimulus grant proposals that green energy savings be a part of all grant requ

 

ests.  The photovoltaic system would cost approximately $110,000. 

 

Third-party financing is available so the work could proceed quickly.  Investors would put up all the money except $2200 (2%) which would be the responsibility of the Library Board. 

l       Instead of having to pay for the entire system, the host pays only for the energy it consumes from the System in return for allowing the third party to install PV.

l       The third party is the owner of the System and therefore assumes all costs, maintenance, and risk associated with the System's performance.  This arrangement allows the third party to take advantage of tax and other incentives available for privately owned solar energy projects, but not available to non-profit organizations.

l       Additional benefits of the agreement include locked in, predictable energy costs, which allow for accurate budget projections.

l       At the end of the multi-year contract, the System is either sold to the Host, removed, or the contracct is extended as mutually agreed.  Initial terms are usually about six years in states that are in the TVA footprint. 

l       During the term of the agreement, there is no capital cost or maintenance or repair expense to the Host. 

The system would belong to the investors and the library would benefit from the reduced energy costs.  Darrell had previously forwarded information about this third-party financing to Steve.  Steve willl forward the information to the rest of the board members.

 

Brant Williams made a motion to formally submit the photovoltaic plan to the city's energy committee for their investigation and approval.  Don Coffman seconded the motion.  A roll call vote was taken.

            Carol Anderson:                      Aye

            Mary Elise Clevenger: Aye

            Don Coffman:                         Aye

            Ralph DePorter:                      Aye

            Margaret Murr:             Aye

            Emily Nunn:                             Aye

            Brant Williams:                       Aye

 

Brant Williams made a motion that if the city's energy committee said “yes”, that we ask TVA to fund the $2200.  Margaret Murr seconded the motion.  Unanimous voice vote of “Aye.”

           

Rural & Small Library Conference.  The Rural and Small Library National Conference will be held in Gatlinburg on September 10 through 13.  Steve Jacks and Emily Nunn will be attending.  Members were asked if anyone else wanted to attend.  The registration fee is approximately $275.   Brant Williams made a motion that the Library Board pay this registration fee for Steve and Emily.  Seconded by Margaret Murr.  Unanimous voice vote of “Aye.”

 

Termite Problem.  A second company (Summit) has confirmed that the library does have a termite problem.  They gave a quote that would save the library money as compared to the first quote received.  Steve was instructed to contact Summit immediately to get the work done.  He is also to get quotes from, preferably, Roane County pesticide firms for monthly termite protection.

 

Minutes of the Kingston Public Library Board, 8/7/2009, page 4

 

Amazon.com.   There is now a connection to Amazon.com on the library's website.  When people use that link to access Amazon.com, then the library will get a percentage of all sales that result.  Amazon will send a check to our account monthly.  At the request of board members, Steve will do a press release about the new service and how it will benefit the library.  There will also be a poster in the library and bookmark-style flyers will be put into books checked out of the library.  Brant also  suggested that a notice be put on all the city's water bills.

 

Five-year Plan.  Before a vote could be taken to approve the plan, Emily Nunn asked for a copy of what was finally submitted (after previous corrections) to the Fort Loudon Regional Library.  Steve did not have revised copies available.  Emily asked that the vote for approval be delayed until the corrected copies could be seen by the Library Board.  Steve will distribute the revised copies.

 

Library Air-conditioning.  One air conditioning unit in the library is totally nonfunctional.  The estimate to replace the unit is $1500 to $1800.  Steve made the decision to delay replacement based on a proposed energy grant for the city.

 

Trailer Repair.  In response to a question, Steve reported that he had asked the Public Works Department to repair the library's trailer, but that the repairs had not yet been made.  (The trailer that sits in front of the library and is used to house books used in the library's ongoing book sale has been leaking for some time and a portion of it cannot be used due to damage caused the books when it rains.)

 

Faye Cole's Celebration.  In response to another question, Steve reported that a date had not yet been set for Faye Cole's recognition celebrarion.  (The library previously approved $200 for this event.)  Faye worked many years in the library and the board wanted to honor her work and longevity.  The date had been delayed because Steve was awaiting the receipt of a book that the staff felt would be a good gift for her.  The book has been received and a date (probaably in September) will be set.  Emily asked that the event be publicized so that a good crowd would be present.

 

There was no other unfinished business.

 

The next meeting will be held on September 15 at 6:00 p.m. in the library. 

 

Ralph DePorter made a motion to adjourn.  Seconded by Margaret Murr.  Unanimous voice vote of “Aye.”