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HomeMy WebLinkAbout1987-04-22HUNTINGTON BEACH PUBLIC FACILITIES CORPORATION MINUTES SPECIAL MEETING OF APRIL 229 1987 The Special Meeting of the PFC was called to order by President Wight at the City of Huntington Beach Central Library, Huntington Beach, California at 4:10 P.M. on aforementioned date. Roll call was taken as recorded below. There were present from the Board: Absent: Also attending were: Stephen Wight Lorraine Faber Thomas West Melvin Carpenter Joseph Garafalo Don Kiser, Assistant Secretary Councilwoman Grace Winchell Dan Villella, Assistant Secretary Shari Donoho, Recording Secretary Marguerite Davenport, Library Board The first order of business was the approval of the January, 1987 minutes of the adjourned meeting. Motion made, seconded and approved to accept the January, 1987 minutes. The next item was the December, 1986 Treasurer's Report and the quarterly (January/February/N,Iarch) 1987 Treasurer's Report. Mr. Wight indicated that Mrs. Faber had alerted him that under the Expenditures/Transfers month -to -date, the report reflected a $1,611.34 charge from the Construction Fund. Mr. Villella clarified that this amount was to have been paid from the Administration Fund. Mr. Vill ella. further advised that he had spoke with Mr. Neil Barr, Trust Officer, Bank of America who had indicated that this was an error on the part of the Trustee which shall be rectified and the correction reflected in the next quarterly Treasurer's Report. Mr. Wight inquired as to the realignment of funds. Mr. Villella indicated that he had forwarded a letter to the Trustee pursuant to the direction of the Board. When Mr. Villella spoke with Mr. Barr, Mr. Barr had indicated that he had not yet received the resolution. Another copy of the letter and resolution has been forwarded to Mr. Barr's attention. �r Mr. West suggested that as the Board approves the Treasurer's Reports before them at this meeting, that a notation be made in the minutes that Mr. Villella's letter and the resolution of the Board was not acknowledged as being received by Mr. Barr and that is the reason for the March 31, 1987 Treasurer's Report not reflecting the realignment of funds. Motion made, seconded and approved to accept the December, 1986 and the quarterly (January/February/March) 1987 Treasurer's Reports. Mr. Wight inquired if Ms. Halvorsen would be attending the meeting to provide the Board with an update of the Library Needs Assessment Study. Mr. Villella indicated that he had received word this date that Ms. Halvorsen would not be in attendance. Mr. West inquired as to whether there was a reason for Ms. Halvorsen not attending the meeting. Mr. Villella indicated that he had not obtained a complete clarification, but felt that it was an administrative decision that library staff would not make a presentation to the Board at this time. If the Board would like to request a presentation, Mr. Villella suggested that the Board make such a formal request, at which time he would meet with City administrative staff. Under old business, the amendment to the bylaws - Election and Term of Office was reviewed. Mr. Wight instructed that nominations should be placed on the next meetings agenda. Discussion was held as to the appropriateness of the change in length of terms. Staff indicated that no response had been received from Council with regards to the letter sent to the Mayor regarding this subject. It was the consensus that the Board would follow the advice of the legal counsel and adopt the staggered three year terms of office unless the Board is advised to the contrary from the City Council. Discussion was then held as to the staggering of terms of office of the present members of the board. All members indicated that they would be available for nomination at the July meeting. Mr. Carpenter volunteered to withdraw from the Board at the completion of the one year period. Mr. Wight indicated that he would entertain withdrawal from the Board at the completion of a two year period. Mr. West felt that this topic would best be addressed under new business, item A. Mr. Wight inquired of Ms. Davenport if she was present at the meeting to update the Board on the Library Needs Assessment Study. Mr. West indicated that he felt the Board should not spend time on either the Library Assessment Study topic, or the PFC Expenditures/Rebate to Cover Library Expansion as he felt it was clear that City Administration does not wish the Board to be a party and, therefore, the Board should accept this fact and proceed, awaiting City Administration to come back to the Board with regard to this issue. Mr. Carpenter agreed with Mr. West's position on this issue. Mrs. Faber advised that the recommended action from administration to the Council was that the Library Needs Assessment Study be funded from the City's budget and did not list as an alternative action that the Council could approach the PFC for funding. Mrs. Faber did restate the PFC's offer under oral communication. -2- Tape 87.002/3123j Mr. Wight indicated that in reading the minutes of January 28, 1987 that the Board had reiterated their willingness to follow the lead of the City Council in the way of funding the Library Needs Assessment Study, as well as a $43,000 item that purportedly had been submitted to the City Council. Conveyed in the minutes was the Board's willingness to await direction for funding. Mrs. Faber stated that the $43,000 item was a relandscaping of the parking lot area. Mr. Wight indicated that it was a two phase project; one was the landscaping of the parking lot as identified by Mrs. Faber, but the second phase was concrete work and construction of a ramp from the existing auxiliary parking lot across Talbert to the public parking lot area located in front of the facility. Mr. Wight questioned if the Board should restate this particular offer to Council. Mr. West felt that a transmittal letter was appropriate, indicating that the Board has gone on record with the consultant's report, and perhaps the Board should not assume that anyone other than Mr. Villella and Mrs. Donoho understood the intent of the Board as reflected in the minutes of January's meeting. A transmittal letter should be prepared to the direction of Mayor Kelly indicating that the Board stands ready to provide funding for the two phased project if that is the desire of the Council. Mrs. Faber felt the transmittal letter appropriate. Mrs. Faber made a motion to send a letter to the Mayor offering to offset the refurbishing of the landscaping in the immediate parking lot. Mr. West restated the motion. The motion is to have the secretary draft a letter to the Mayor and City Council stating the Public Facilities Corporation's willingness to support the City Council in matters that relate to the library and are consistent with the PFC's charter. Motion made, seconded and approved (one abstention - Garafalo). Mr. Wight directed Mrs. Faber to work with Mr. West in preparation of the letter to the Mayor... Under new business, the Board held discussion as to the July elections. As indicated earlier in the meeting, Mr. Carpenter has volunteered to withdraw from the Board at the completion of the one year. Mr. Wight and Mr. West will withdraw during the two year term. Mr. West requested that the election of directors, and appointment of officers to the Board be placed on the July agenda. Mr. West made the motion to slate, as listed, for the directorship. Motion seconded and approved. Mrs. Faber suggested that a Facilities Maintenance Report be scheduled as a routine agenda item. Mr. West felt that an official request of Charles Thompson should be made for a representative of administration to present, orally and in written form, a facilities maintenance report for the library on a quarterly basis. Mrs. Faber inquired if this request was necessary as Mr. Kiser has always attended .the meeting in the past, and Mrs. Faber felt sure that he would provide such a report. Mr. West indicated that the Board was not asking for an officer's report, but a maintenance report. Therefore, a request should be made of Mr. Thompson and he, in turn, can select his representative. Mr. West made the motion that the secretary officially request the City Administrator have a representative of his office -3- Tape 87.002/3123j • present to submit a written report and provide an oral presentation on the facilities maintenance of the library facility on a quarterly basis. Motion seconded and approved. Informational items were reviewed. Air. Villella offered that he is the liaison between the City and the PFC Board and that anything the Board may desire to be communicated to City Administration, written or verbal, he would be glad to serve in such a capacity. Mr. West thanked Mr. Villella for his offer but felt the Board should place their intentions in written format. The meeting was then adjourned to 4:00 P.M. on Wednesday, July 29, 1987 at the Central Library Facility, Balboa Room, 7111 Talbert Avenue, Huntington Beach, Calif. RI K. DONOII06 Recording Secretary DAN T. VILLELLA Assistant Secretary, H.B.P.F.C. Note: Statements referred to hereinabove are noted as being in general only and are not intended to be verbatim quotes. Approved: STEPHEN WIGHT President, H.B.P.F.C. LORRAINE FABER Secretary/Treasurer, H.B.P.F.C. -4- Tape 87.002/3123j