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HomeMy WebLinkAbout2025-10-20 - Minutes -Fayetteville Fa Mountain St. Fayetteville, AR 72701 479.856.7000 Public Library questions@ questions@faylib org faylib.org Board of Trustees October 20, 2025 4 pm MINUTES Regular Meeting —Walker Room Trustees: S. Overbey, S. Rodgers,A. Wilbourn, R. Qualls, C. Davis, H. Bradberry Staff: D. Johnson, C. Moody, T. Ball, S. Palmer, W. Fitzgibbon, H. Robideaux, K. Lehman, C. Dennis, S. McClure, J. Askins, P. Burchett, S. Herrera, G. Allen, M. Hurley, R. Graves, N. Burgess, J. Curry, K. Eaton, B. Lee, K. Toman-Razo, J. Porras, A. Taylor Legal: P. Elmore Public: M. Rice, B. Hollander, B. Bostick, K. Black, M. Scharfenberg, J. Zawislak Our mission is to strengthen our community and empower our citizens through free and public access to knowledge. I. Call to Order: S. Overbey called the meeting to order at 4:00 PM. II. Roll Call III, Minutes: Approval of minutes from August 18, 2025: R. Qualls moved to approve the minutes from Aug 18. S. Rodgers seconded the motion. All voted AYE. The minutes were approved. IV. Swearing in of Trustee Hope Bradberry by Judge John Threet V. Reports A. Key Upcoming Events: Allergy -friendly Be(A)ware Halloween extravaganza, author D. Eggers on November 18, hot cocoa for the Lights in the Ozarks lighting ceremony, and a Dine woven tapestries event. B. Mission Moment: Combined with Informational item e. C. Library Administration 1. Management Reports a. Performance Measures: Physical items continue to be checked out. iCard holder numbers are now counted more accurately. Partnership programs offer fewer events yet remain well -attended. b. Strategic Plan progress August — September 2025: Several genealogy programs are provided for the public. Staff have performed 826 notarizations in 2025 so far. The Bookmobile has 20 stops and interacted with 1,924 people in August and September. 2. Financial reports: Collected 60% of projected revenue. Expenses are 64%, under budget in materials/supplies and services/charges. Costs have been DIl Fayetteville Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@faylib.org faylib.org lower than expected and planned spending hasn't happened yet. Personnel costs are 60% of expenditures and anticipate ending the year slightly under budget. Staff continue to manage spending carefully. 3. Informational a. Downtown Master Plan update: B. Bostick, Long Range Planning/Special Projects Manager, gave a presentation about the City of Fayetteville's updated Downtown Plan. They are tabling at events and businesses, and there's an online platform to solicit feedback from the community. b. Legislation updates: FPL's attorneys have filed a response to the Attorney General's appeal, and the Foundation filed an amicus brief for individual rights and expression. If there is an appeal reply, it will be the Sth Circuit Court's decision if they wish to hear oral arguments. c. Deli space: Handshake's goal is to be open Dec 1, with prior soft openings. FPL is cancelling their alcohol permit to allow Handshake to receive theirs, hopefully by opening. FPL does not sell alcohol but could contract a third party for an event. The teaching kitchen will not be impacted by Handshake, though they are renting an oven. d. Land lease update: The Foundation Finance Committee doesn't have anything yet for the Board of Trustees. e. True Lit report: This was the 12th year of the True Lit program in partnership with FPS, Fayetteville Public Education Foundation, and UA Creative Writing Department. There were 3,096 attendees. Events included keynote authors, writing workshops, publishing panels, and special story times for children. f. Staff & professional development: S. Ruiz promoted to Outreach Coordinator; C. Boland and L. Frieden attended the Mid -America Folklorist Gathering; A. Taylor received the PACE certification. g. New staff & recognition: There are 111 total employees and 5 new hires - 3 building services workers, 1 volunteer assistant, and 1 Communication Director. November 6 is the all -staff In -Service Day. D. Fayetteville Public Library Foundation monthly report: Be(A)Ware, Giving Tuesday in November, hosting D. Eggers reception, and Crisis Pint Night every Thursday in October. E. Friends of the Fayetteville Public Library: National Friends of the Library Week. Booksale on Saturday, November 29 with gift -wrapped books - "Give the Gift of Reading." New business A. Consent items Fayetteville Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@faylib.org faylib.org 1. Approve scholarship application for Erin Toilet: R. Qualls moved to approve the scholarship application. A. Wilbourn seconded the motion. All voted AYE. The motion passed. B. Discussion items 1. 2024 Audit: The Library received an unmodified opinion, which is the best rating that can be received. There were a few minor internal control deficiencies, which is normal for a business with a small staff size. H. Bradberry motioned that the Board approve the audit as presented. C. Davis seconded the motion. All voted AYE. The 2024 Audit was approved. 2. Update on 2026 Budget process: Staff are finalizing health insurance costs, but the carriers need claims data to provide quotes. This has not arrived yet; however preliminary numbers look promising. FPL will absorb as much of the cost it can afford without passing it on to staff. R. Qualls moved to accept the staff recommendation of authorizing the Executive Director to approve the final carrier agreements. C. Davis seconded the motion. All voted AYE. The motion carried. 3. Catastrophic Leave Policy update: R. Qualls moved to approve the catastrophic leave policy. S. Rodgers seconded the motion. There was some discussion about the verbiage surrounding maternity leave, FMLA, and allowances within the policy. All voted NO. The motion failed to pass. R. Qualls motioned to accept it with the modifications that were discussed as far as any condition, credible FMLA means sufficient. A. Wilbourn seconded the motion. All voted AYE. The motion carried. 4. December meeting: Staff requested to change the December Board of Trustees meeting to Monday, December 1. H. Bradberry motioned that we hold our December meeting on Monday, December 1 at 4:00 to review the budget. R. Qualls seconded the motion. All voted AYE. The December meeting has been moved to the first Monday in December. VII. Public Comment: Public comment was given. Adjournment: R. Qualls moved to adjourn the meeting. S. Rodgers seconded the motion. The meeting ended at 5:12 PM. C�;9& 'el - Sallie Overbey, President 12- - I.2oz� Date