Shreve Memorial Library Board of Control Minutes September 28, 1998 The Shreve Memorial Library Board of Control met in the Library's Board Room on Monday, September 28, 1998 at 12:00 noon. Trustees in attendance were T. Haller Jackson, III, Glenn O'Bryan, Alonzo Hodge, II, Dr. Orella Brazile, Mary Bethel, Gail Griffin and Sally Montgomery. Absent from the meeting was Marion Weiss. Library staff in attendance were Jim Pelton, Jennie Paxton and Kathy Tuminello, who recorded the minutes. Call to Order and Approval of Minutes: Haller Jackson called the meeting to order and asked if there were any changes to the minutes of the last Board meeting in August. Gail Griffin moved and Glenn O'Bryan seconded the motion to approve the minutes of the Board meeting on August 28, 1998, as submitted. The motion carried. Building Program Update: Jim Pelton presented a two-page progress report (see attachments: Change Orders and Schedule for Phase One Branches) on construction of the branches in Phase One of the building program. Additional comments about the projects included: ~ A ""start-up"" contractor meeting was attended by Cindy Ortego and Julia Gahagan for the Line Avenue project on Monday morning, September 28. The project is running about one month behind schedule. ~ The Wallette Branch project is running about one month behind schedule. ~ The North Caddo Branch project is close to being on schedule. ~ The Broadmoor Branch project is on schedule, with footings being poured now. The Board discussed the need for a Time-Line Schedule for the status of projects, and penalty clauses should be included. They agreed that the Schedule should be sent to the Board, the Contractor and the Architect to encourage a timely completion of each project. The director reported that only the Line Avenue project contract contained a liquidated damages clause. He will negotiate a figure for penalties in all future contracts. Haller Jackson recommended a letter be sent to the project Architects and Contractors, with a proclamation of the Board's expectations regarding a time frame to complete the projects. Site Selection Committee Report: Sally Montgomery reported that the Committee and some of the Library staff had looked at sites submitted for the Hamilton Branch Library on September 8. The Board president received a petition (see attached Petition) containing 443 signatures from citizens requesting that the Library Board consider combining the South Caddo Branch with the Hamilton Resource Center, centrally located between the current two branches. The Site Committee recommended combing the two branches, if possible. The director reported that he has asked the City Attorney's office for a legal opinion regarding the proposal to combine the Hamilton and South Caddo branches. Comments from the trustees regarding the proposal to combine South Caddo and Hamilton were: ~ Combining the two branches is a very attractive proposal. ~ Many sites submitted for the Hamilton and South Caddo branches are very close together. ~ All factors must be evaluated before considering the proposal to combine the branches. ~ Public forums would be necessary to provide up-front information to the public. ~ The petition could be re-submitted at the public forum.
