Charleston County Public Library Board of Trustees Agenda 5:15P.M., June 26, 2018 | Auditorium, Main Library, Charleston
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Charleston County Public Library Board of Trustees Agenda 5:15p.m., June 26, 2018 | Auditorium, Main Library, Charleston Informational Action 1. Welcome and Freedom of Information, 2 minutes x 2. Public Comment, 2 minutes x 3. Board Comment, 5 minutes x 4. Additions or Corrections to the Agenda, 2 minutes x 5. Approval of Minutes (5/22/18), 2 minutes x 6. Friends of the Library Update, Brittany Mathis, 5 minutes x 7. Ratification of FY19 CCPL Budget x 8. Capital Plan Update, Toni Pattison and Janette Alexander, 20 minutes x 9. R. Keith Summey North Charleston Library Presentation x David Moore of McMillan Pazdan Smith Architecture, 20 minutes 10. Library Reports, 5 minutes x a. Executive Director Report, Nicolle Davies 11. Committee Reports, 5 minutes x a. Nominations: Steven Clem b. Building Projects: Ed Fava c. Bylaws: Leah Crosby d. Finance: Susan Strunk 12. Adjournment x Board service: Term ends Dec. 2018: Clem, Fava Term ends Dec. 2020: Brack, Crosby, Nesbitt, Strother Term ends Dec. 2021: Collins, Jordan, Strunk, (open) Term ends Dec. 2022: Rankin Agenda Item #5 Board of Trustees Meeting Minutes May 22, 2018 The Charleston County Library Board of Trustees met for a regular meeting on Tuesday, May 22, 2018 at 5:15pm in the auditorium of the John’s Island Regional Library, located at 3531 Maybank Highway, John’s Island, SC. Board members present were Mr. Brack, Mr. Clem, Mr. Strother, Ms. Collins, Mr. Rankin, Ms. Crosby, Ms. Strunk, Ms. Nesbitt and Mr. Fava. Board member absent was Ms. Jordan. Staff members present were Nicolle Davies, Jim McQueen, Perry Litchfield, Natalie Hauff, Toni Pattison, Megan Summers, and Amanda Shinn. Also present was Brittany Mathis of the Friends of the Library, and Janette Alexander of Charleston County. Mr. Brack called the meeting to order and confirmed the media had been informed of the meeting and its agenda according to the Freedom of Information Act. Public Comment There was no public comment. Board Comment Mr. Brack passed around a letter addressed to the board. Additions or Corrections to the Agenda Mr. Brack added a Nominations Committee vote to the Committee Reports. Approval of Minutes Mr. Brack requested to add the Resolution to Bolster Free Access of Information wording on page three. The minutes were approved as amended with Ms. Strunk abstaining. Friends of the Library Update Ms. Mathis said the FOL (Friends of the Library) One Day Popup Book Sale was held on Friday, April 27. She said the sale raised $1,500 in four hours, a substantial increase from last year’s sale which raised about $800. Ms. Mathis said the Beach Reads Books Sale will be on Thursday, May 24 at 2:30pm at the Sullivan’s Island Farmers’ Market. She also said That Summer Book Sale will take place June 22 to the 24 in the auditorium of the Main Library. She reminded the board FOL members can shop one day earlier on June 21 and encouraged those who haven’t 1 Agenda Item #5 to sign up for early access. Ms. Mathis said the Black Ink Festival will be on Saturday, September 8 at the Main Library. She said they featured about 50 authors last year and are hoping to feature more this year. There are 17 current sign-ups and they are working on increasing that number. She asked if the group knew of someone who may be interested in participating to visit the FOL website to register. There is a $10 registration fee. Ms. Mathis said the FOL has received about $10,000 in donations in honor of Cynthia Graham Hurd. The FOL voted to use donation funds in commission of an oil painting of Cynthia Graham Hurd which will be on permanent display at the Hurd/St. Andrew’s Regional Library. The unveiling and reception ceremony will be held Wednesday, June 20. Mr. Strother complimented Ms. Mathis for her work with the FOL. Library Foundation of the Lowcountry Update Ms. Segal said the Library Foundation of the Lowcountry has been hard at work following the success of the pilot On The Table event that occurred on May 1. She provided the group with an impact report for the pilot event. She said there were 60 tables hosted with an estimated 370 participants. Out of those participants, nearly 40% responded to surveys. Ms. Segal said the success of the pilot event means the Library Foundation will move forward with a larger scale event planned for October 4 across three counties. She provided a few examples of topics discussed at the event. She explained the data gathered from the discussions and through the surveys could be used to help the library address issues within the community. Ms. Collins asked if there were any impactful comments made that should be addressed by the board now. Ms. Segal said this was not the Library Foundation’s focus at the moment. Mr. Brack reminded the group the purpose of the pilot event was to learn how to perform it and how to perform it well. He congratulated Ms. Segal on the Library Foundation’s efforts in planning the event. Mr. Clem said the event contained two components: the first was to collect information to empower the community, and the second was to empower the people to make necessary changes in the community. Ms. Segal said the Library Foundation will be offering “Spark Grants” to individuals who produce and implement good ideas formed from the On The Table events. Capital Plan Update Ms. Pattison said the AMH (Automatic Materials Handling) proposal reviews have been completed and a committee recommendation was submitted to the County, and the County is in the process of executing a contract with the vendor. The RFID (Radio Frequency Identification) RFP (Request for Proposals) is still being finalized by the county. Ms. Pattison spoke about her visit with Ms. Davies to the Richland Library Wheatley and St. Andrews branches. She said the Wheatley branch is a small library and designed to have a “coffee shop” feel with a “book store” entry way and a separate children’s area. The St. Andrews branch, comparable in size to the Charleston County Public Library’s (CCPL) regional branches, recently underwent an expansion to add additional meeting rooms, as well as a maker space and a community garden behind the library. She spoke briefly about the benefits of a library garden for programming. 2 Agenda Item #5 The final schematic design meeting for the R. Keith Summey North Charleston (RKSNC) would be held in June. Following the final design meeting, MB Kahn will prepare a schematic design cost estimate, and a design presentation for the board is anticipated for the June board meeting. The GMP (Guaranteed Maximum Price) for the Bees Ferry West Ashley (BFWA) site was received on April 20, and after a few changes were made by the committee the GMP was brought to target and executed by the county. The anticipated date of groundbreaking for BFWA is set for July/August 2018. Ms. Pattison said the triangle piece of land preventing access to the St. Paul’s Hollywood (SPH) site was approved by County Council on April 24. Construction crews have placed erosion control fencing and additional site clearing is in progress. A groundbreaking ceremony will be held once there is safe site access. Site work also continues on the Baxter-Patrick James Island (BPJI) location. The installation of 1,200 earthquake drains has been completed. Construction crews anticipate pouring the concrete slab for the Wando Mount Pleasant (WMP) site this week, weather permitting. Ms. Pattison said the concrete pour will take place during the early morning hours due to high daytime temperatures. She anticipates steel work to begin in June. Ms. Pattison said she had no additional news to report about the Support Services building. She reminded the group the design team has been authorized by the county to work within a higher budget. She said CCPL was working to balance expenditures and staff functional needs while the design team works through construction documents. Ms. Crosby asked if modifications to the architecture made during the GMP review process were required to be submitted to the board for review. Ms. Davies explained changes made to the design were cost-savings, such adjusting roofing angles and changing roofing materials. Ms. Crosby said the board would benefit from knowing what kinds of changes are being made during the development of the GMPs. Ms. Alexander further explained the process of modifying the design during the GMP review. Ms. Crosby said she respects the decisions made by the review committee and requested a list of changes be submitted to the board. Ms. Nesbitt asked if construction would begin on the SPH site prior to a groundbreaking ceremony. Ms. Davies confirmed minor construction to clear the site to allow safe access for the public for a groundbreaking would begin. Mr. Clem asked if webcams could be placed at each construction site. Ms. Pattison said there were two webcams already in place for the WMP and BPJI sites, and all of the construction sites will have webcams as construction begins. Mr. Brack asked if there was a sign in place at the SPH site. Ms. Alexander said a sign has not been placed because vegetation on site would have blocked view of it. Ms. Alexander provided a sheet with the CWEs (Current Working Estimates) of the library referendum and explained a few fluctuations in the numbers. Ms. Alexander said she hasn’t seen any cost-savings in the library specialty equipment because they are still in the process of pricing out the materials.