RUPERT J. SMITH LAW LIBRARY OF ST. LUCIE COUNTY, INC.
Meeting Minutes - August 3, 2007 at 1:30 p.m.
Honorable Burton C. Conner, Chairman
Attendees: Honorable Burton C. Conner, Chairman, James T. Walker, Esquire, Paula A. Lewis, County Commissioner, Trustee and Lynn T. Atkinson, Secretary
Absentees: Anthony Guettler, Trustee, Jim Wilder
I. Previous Minutes:
Mr. Walker made a motion to approve the minutes, seconded by Ms. Lewis and carried unanimously.
II. Financial Statement for June 2007:
Ms. Everlove reported that as of the June 2007 Financial Statement we have spent $5,000.00 less than the revenues to date for the fiscal year. Ms. Atkinson reported that there were additional funds in one revenue fund in the amount of about $15,400.00 and that she would make sure that these funds were expended before the end of the fiscal year so that these funds would not revert back to the County. Mr. Walker made a motion to approve the June 2007 Financial Statement, Ms. Lewis seconded the motion and it was carried unanimously.
III. Space Needs:
Judge Conner reported that the County is going forward with the current plans and that nothing has changed as far a renovating the basement of the old courthouse for the Law Library to move to. Mr. Walker inquired about the prior to year end start date and Judge Conner replied that he had not heard anything different. However, Judge Conner did inform the Board that he is meeting with Roger Shinn from the County next on another matter and will ask for an update. Ms. Atkinson informed the Board that per the last minutes, Ms. Lewis had confirmed that there are funds to go through with the renovations of the old courthouse basement and the first two floors of this building. Ms. Everlove reported that the shelving vendors require three months to handle an order of our size.
Ms. Everlove met with the shelving contractor and went over the figures. She informed the Board that the total is approximately $114,000.00. The problem is that all of the shelving along the existing Law Library wall is no longer made and the carriages that it is on are no longer made. Theclass=Section2>
shelves are obsolete. Therefore the estimate is based on reusing all the metal shelving and replacing all of the wooden shelves with metal shelves, and the additional shelving which is shown on the plan. There is to be very little fixed shelving. Further discussion was had on using the existing shelving. It was decided that we could donate the shelving that is not to be used and it would be the expense of the recipient to move them. Ms. Everlove stated that she is going to try to get a quote from another contractor if possible. The vast majority of the shelving for this library will be rolling shelving and this is expensive. The $114,000.00 quote is assuming that prisoner trustees will be available for labor. This quote also includes all the additional end panels and canapes. This vendor is also going to give Ms. Everlove a quote for the white board. She said that after her research she believes that the maximum cost would be $10,000.00, probably closer to $5,000.00.
Mr. Walker asked what the chance would be that the County would be willing to kick in funds to help with the purchase of the shelving. Ms. Lewis said that, due to budget constraints it would not be likely that the County would be able to help with this funding, although she will be happy to talk to Doug Anderson concerning this. It was discussed that it should be presented to the County that the reason the Law Library is incurring the expense of the shelving is due to the fact that it has to move from this building to a new building. IF this move did not have to take place, then, although additional shelving would have to be purchased in the future for the existing Law Library, it would not be at so great an expense.
V. Onsite Security for the New Law Library:
Ms. Everlove reported that the Librarians have informed her that if there is no onsite security for the New Law Library in the evenings, they would be very uncomfortable with working after the main courthouse closes. Mr. Walker stated that he thought that Judge Conner was to talk to the Sheriff about this. Further discussion was had concerning this matter. The extended hours are an additional five hours per week. The Law Library is open until 4:30 p.m., except on Tuesdays and Thursdays, when it is open until 7:00 p.m. Mr. Walker Ms. Everlove report on a monthly basis as to the attendance numbers for the Law Library.
VI: Cost of Moving:
Mr. Walker inquired as to when Ms. Everlove felt that the approval of the expense of moving, inclusive of shelving would need to be made. Ms. Everlove said that it would need to be approved at least ninety days before we plan on being in the new space. The only advantage she can see to approving it sooner would be, for example, if we decide to go with specific shelving and then we didn’t move for a year, which could easily happen, the contractor may want to renegotiate the cost. The contractor believes that the $144,000.00 quote above includes the tables, but not the chairs. Ms. Everlove stated that the contractor is suggesting that we could have as many as six smaller tables instead of one conference table. These tables would be able to be bolted together underneath to form a large conference table if necessary or could be used in other configurations around the room giving greater flexibility. This expense is a lot less to purchase the six little tables versus one massive table. Mr. Walker asked if Ms. Everlove had seen any catalogue images of these tables. Ms. Everlove said that she had not since they had just discussed this the afternoon before. She stated that she could go hunting for them. She believes that the cost includes the carrels and the work tables that are in the Law Library, but she thinks that we will learn is that the chairs are the real expense anyway. She is thinking that the cost of the chairs and the cost of the technology and a large screen TV will be on top of the $114,000.00. Ms. Lewis asked that Ms. Everlove to get some figures together on this. She stated that as a standard rule when a building is built that there are accouterments that are a part of that and she would be very comfortable asking for help with the expenses for the expansion. Ms. Everlove mentioned carpet and lighting and Ms. Lewis, said, yes, to include all estimated costs. Mr. Walker stated that when the County built this building, it provided carpet and furniture.
VII: Books and CLE Tapes:
Ms. Everlove reported that she had a request to purchase a couple of books. The total would be about $75.00. Mr. Walker stated that he felt that the Librarian should be able to purchase these small items without Board approval. Ms. Everlove stated that she would also like to purchase about $1,500.00 worth of CLE Tapes.
VIII: Phone Directory Listing:
Mr. Walker inquired as to the phone directory listing for the Law Library. Ms. Everlove said that she would make sure that this had been done.
IX: Judges’ Portrait:
Mr. Walker inquired as to the status of the Judges’ Portrait. Ms. Atkinson stated that she would contact Mr. Staten and advise Mr. Walker accordingly.
X: South County Annex:
Ms. Everlove reported that the South County Annex is up to date and online and they are monitoring the South County Annex.
XI: Ten Year Plan:
Mr. Walker inquired about when the ten-year plan will be presented. Ms. Everlove said that it would be approximately 30 days before she would be ready to present the ten-year plan.
XII: Budget for Next Fiscal Year:
Mr. Walker inquired as to the preparation of the new fiscal year budget. Ms. Everlove stated that she felt that this was a more immediate priority than the ten-year plan. She will be working on the proposed 2007/2008 budge next week.
XIII: Port St. Lucie Bar Association Representation on the Board:
Mr. Walker noted that Mr. Guettler has not attended a meeting since March 2007 and Port St. Lucie deserves diligent representation and there is nothing in our enacting legislation that establishes a minimum attendance policy. He stated that with Fort Pierce Ordinances typically their requirements are that in the event board members have three unexcused absences they’re automatically off the Board. Mr. Walker requested that Ms. Atkinson ask Judge Conner to send a note to Mr. Guettler inquiring about his future intentions and if continued attendance is convenient to his personal and professional schedule, if not, then we can ask the Port St. Lucie Bar Association can appoint someone who has more time look after its interest.
As no further discussion was to be had, the meeting was adjourned.
Dated: October ______, 2007
Burton C. Conner, Chairman
James T. Walker, Member
Jim Wilder, Member
Paula A. Lewis