Minutes of Special Meeting February 3, 2003

Meeting held in the Provincetown Police Station

Members Present: James Cole, Chair; Marcia Fair, Vice-Chair; Arthur Pike, Maghi Geary (arrived at 5:25).

Members Absent: Anita Berman, Secretary

Others Present: Debra DeJonker-Berry, Library Director

Karen McDonald, Assistant Library Director

C.J. Noyes, a member of the public

Call to Order: James Cole called the meeting to order at 5:16 pm.

1. Public Statements: There were none.

2. Minutes: Arthur Pike moved and Marcia Fair seconded the motion to approve the amended minutes of January 6, 2003. The vote to approve was 3-0.

Arthur Pike moved and Marcia Fair seconded the motion to approve the minutes of January 21, 2003 as distributed. The vote to approve was 3-0.

Marcia Fair moved and James Cole seconded the motion to appoint Arthur Pike as Secretary Pro Tem. The vote to approve was 3-0.

After the approval of the minutes, Marcia thanked C.J. Noyes for being present.

3. Progress with Library building project: The Board discussed Anne Larsen’s email regarding the high bids which were received. Debra DeJonker-Berry suggested that the Board consider issues such as the cost of lighting, fencing, etc., rather than cut square footage. Marcia read a draft letter to Robert Maier of the MBLC to request an extension for choosing a contractor to allow time to advertise an RFP for a scaled-down plan.

Marcia Fair moved and Maghi Geary seconded the motion to approve the letter as amended. The vote was 4-0.

Debra will submit information regarding the bids to the Town Manager and Board of Selectmen if requested.

4. Other Business and Correspondence: Arthur submitted a copy of the letter sent to the ZBA for its handling of the special permit. Marcia presented information about the John A. Henry estate and the effort to have the monies, approximately $400,000 directed to the Children’s Library. The Board of Selectmen will also work to that end. Maghi reported conversations she had with Henry and his partner, William Scott, in which they supported the Library’s efforts. She will write a letter elaborating on the conversations, and she will contact Henry’s sister in Florida to ask for her support. Marcia presented the campaign Gift Report for January noting total cash and pledges are $436,155, total non-cash gifts are $26,122.

Next Meeting: The next meeting is scheduled for Monday, February 10 at 5:15pm in the Conference Room of the Police Station.

Adjournment:

Maghi Geary moved and Marcia Fair seconded the motion to adjourn to a work session at 6:03pm. The vote was 4-0 in favor.

These minutes were approved by a vote of the Provincetown Library Board of Library Trustees members present at their meeting on February 10, 2003 .

Respectfully submitted:

Arthur L. Pike Secretary pro tem .

Library Board of Library Trustees signature Title

Minutes prepared by Sheila McGuinness, On-Call Secretary