RUPERT J. SMITH LAW LIBRARY OF ST. LUCIE COUNTY, INC.
Honorable Burton C. Conner, Chairman
Minutes – March 9, 2009 at 3:30 p.m.
Trustees Attending: James T. Walker, Esquire and Paula A. Lewis, County Commissioner, Johnathan Ferguson, Esquire and Jim Wilder and Burton C. Conner, Circuit Judge/Chairman (Judge Conner and Commissioner Lewis joined the meeting late).
Others Attending: Nora J. Everlove, Librarian Lt. Hardie and Capt. Thompson, SLCSO Court Security
Absent: Lynn T. Atkinson, Secretary
Mr. Walker called the meeting to order in Judge Conner’s absence.
I. Previous Minutes:
Mr. Wilder moved that the minutes as presented by accepted. Mr. Ferguson seconded the motion and it was carried unanimously.
II. Financial Reports:
Mr. Ferguson made a motion to defer consideration of the financial reports until the April 2009 meeting. Mr. Wilder seconded the motion and it was carried unanimously. Since Judge Conner and Commissioner Lewis joined the meeting late the financial reports were revisited. Discussion was had concerning shelving costs (see below under Librarian’s Report). Mr. Ferguson moved approval of the financial reports. Ms. Lewis seconded the motion and it was carried unanimously.
III. Librarian’s Report:
Security for the New Law Library Space:
Lt. Hardie and Capt. Thompson from the St. Lucie County Sheriff’s Department, Court Security Division reported on security for the new Law Library space and after-hours access. There is a card access reader on the entrance door to the Law Library to allow after-hours access. There will be a security camera at each door, facing the doorways. The cameras will be monitored by Court Security during business hours and at night it will be still recorded on DVR. Court Security will have the access cards. If an attorney wants after-hours access then they will apply to the Law Library. The Law Library will request a card for that attorney and that card will only open the Law Library door. The cost of the access cards is minimal. There is currently no “buzzer” access for the door. Ms. Everlove will get with Greg White from the County to discuss this matter along with the question concerning the installation of a “panic-button” which would be tied into Court Security.
Mr. Walker turned the meeting over to Judge Conner upon his arrival.
Shelving for New Law Library Space:
Ms. Everlove reported on the revised shelving costs. The bottom line is now $146,000.00. The initial estimate was $120,000.00. The increase is due to the change in having to purchase new uprights because of the changes in the new space. Additionally the original quote did not include chairs or tables or any furniture and the reworking (not re-facing) of the existing carrels. The only true luxury item is the graphic embellishment of two end panels. Judge Conner suggested Lady Justice for the end panel graphic. Ms. Everlove stated that she would get some graphics together for review. Mr. Ferguson suggested a phrase as well as the graphic.
Ms. Everlove reported that we have $200,000.00 and we will be paying the shelving vendor $126,000.00 of it after having already given a $20,000.00 deposit. Ms. Everlove recommended adoption of the quote of $146,000.00 for the shelving, which includes some furniture, the end panel scrollwork and the refitting of the existing carrels. Mr. Walker made a motion to approve the total expenditure. Mr. Wilder seconded the motion and it was carried unanimously.
Discussion was had concerning the move. Ms. Everlove reported that the Sheriff’s Office has agreed to provide trustees to help with the move. The move will require trustees to help break down the shelving and to move the shelving and the books. It will be necessary some weeks to have a minimum of ten trustees. Ms. Everlove will get with the Sheriff’s Office as to a timeline for the move as it will take at least three weeks for the move to be complete.
Discussion was had concerning the use of boxes versus gondolas to move the books. It was decided that boxes would be used to move the books. Additionally at least six dollies will be necessary to facilitate the move. Commissioner Lewis agreed to check on the availability of the use of some of the County’s dollies as well. Judge Conner made a motion to approve an expenditure of $2,500.00 for the purchase of boxes and an additional $500.00 for the rental of dollies for a total expenditure of $3,000.00 for the move. Mr. Walker seconded the motion and it was carried unanimously.
Wiring for the New Law Library Space/Smart-Board Purchase:
Ms. Everlove reported that she had neglected to check on the wiring or lack thereof for ceiling projection. Mr. Ferguson asked if the Smart-Board had been purchased. Ms. Everlove reported that it had not been purchased, but she felt one could be purchased for about $5,000.00 that would suit the Law Library’s needs. Judge Conner expressed concerns about the expenditure due to the fact that after the above approved expenditures the Law Library would be down to about $70,000.00. Mr. Walker stated that the expenditure had already been approved and did not see a reason to revisit the matter. Ms. Everlove said that to maintain our current level of services we do need at the very least a good size flat-screen television for the CLE classes. The cost for the flat-screen TV would be approximately $1,500.00. Commissioner Lewis and Judge Conner both asked for the purchase of the Smart-Board to be revisited. Mr. Walker commented that the job needed to be done right. He further commented that whether or not a few thousand dollars is expended on the Smart-Board is not going to make the different ultimately on whether the Law Library is viable or not. Discussion was had and it was decided that Ms. Everlove would make sure that the room is ready for the technology and that she and Mr. Walker will come up with some hard numbers concerning the Smart-Board purchase to present at the next meeting.
IV. Law Week Reception:
The fact that the move will coincide with the Law Week Reception was discussed and Judge Conner suggested that Ms. Everlove ask the Clerk of Court if we can use the new jury room for the reception.
V. Florida Bar E-Alert:
Mr. Ferguson reported on a Florida Bar E-Alert about two Bills that have been submitted, one by Senator Pruitt and one by a representative down in Fort Lauderdale that would convert the court system to a state court system. Judge Conner stated that is actually to move some of the clerk’s staff over to the court side of things. The clerk of court would basically come under control of the court system. Mr. Ferguson’s concern was if this would impact the Law Library’s revenues. Judge Conner stated that he did not know all of the ins and outs, but he does not think so. Further discussion was had on this subject and everyone agreed that it is always necessary to keep an eye on things.
As no further discussion was to be had, the meeting was adjourned.
Dated: April 3, 2009
Burton C. Conner, Chairman
James T. Walker, Member
Paula A Lewis, Member
Johnathan Ferguson, Member
Jim Wilder, Member