HomeMy WebLinkAbout1998-01-23 MinutesFayetteville Public Library
Board of Trustees
Minutes of Special Meeting
Friday, January 23, 1998
3:00 p.m.
Board members present: Mark Burdette, Matt Lawrence, Michael Thomas, Steve Singleton (arrived late).
Library staff present: Louise Schaper, Lolly Maxey, Lynaire Hartsell. Others: Karen Duree, ORL.
I. The meeting was called to order at 3 p.m. in the FPL meeting room.
1I. Election of Treasurer. Burdette moved to nominate Matt Lawrence as Treasurer. Thomas seconded,
and all voted aye with no discussion.
III. Policy changes.
A. Patron policies:
1. Fines and Charges (GF): Burdette moved and Lawrence seconded a motion to place a
$10 maximum ceiling on fines (except video cassettes which is $7). All voted aye.
2. Requests (GE): Burdette moved and Lawrence seconded a motion to accept a revision
of this policy which (1) disallows requests from other libraries for Fayetteville -owned new books, and
(2) removes the ceiling on the number of books that can be requested. All voted aye.
3. Damaged materials (GH): Lawrence moved and Burdette seconded a motion to accept
a revision of this policy which (1) sets a $25 replacement cost for damaged materials if the price of the
Item is not contained in the item record on the Innopac system; (2) give the library or local staff the
discretion to reduce this cost if the lost material can be replaced at a lesser cost; (3) removes patron
i responsibility for postage of any overdue fines; and (4) adds that the librarian has the authority to
waive damage charges if the items are damaged as a result of flood, fire, tornado, etc. All voted aye.
4. Video Cassette Loan (GV): Lawrence moved and Burdette seconded a motion to accept
a revision of this policy which increases the number of videocassettes that can be checked out by a patron
to 3. All voted aye.
5. Lost Materials (GG): Lawrence moved and Burdette seconded a motion to accept a
revision of this policy which (1) changes the language from to "full replacement price that is found in
the item record on the Innopac system"; (2) sets the default replacement price at $25 if the price is
not listed on the item record; and (3) requires the patron to receive the full refund of the replacement
cost if the patron returns a lost and paid item in good condition. All voted aye.
6. Internet use (GI): Those present questioned if there was an inherent conflict
between point #6 and #2 on version #2. After much discussion, it was decided there was not
recognizing that staff would have to make the call whether something was inappropriate in a public
setting. Lawrence stated we would be In a better legal position if we required permission from the
parents of children 18 and under. Burdette moved to accept version #2 of the proposed policy with the
following changes: age 18 and under children require parental consent, and removal of sentence "a
librarian must log on to the computer for users." Singleton seconded. All voted aye.
B. Personnel policies:
1. Distribution of personnel policies (PZ): Burdette moved and Lawrence seconded
a motion to accept the revision of this policy. The revision includes: (1) renaming it to
"acknowledgement of personnel policies", (2) removing requiring that all staff get a copy and instead
requires copies to be available and allows any staff to have their own, (3) adds at will employment
language. All voted aye.
2. Name tags (PA -30): Burdette moved and Lawrence seconded a motion to accept this
policy. All voted aye.
3. Work period (PA -15): Schaper said she was not asking that a decision be made on
this, but that the dialogue begin. Schaper presented two proposed alternative policies regarding length of
the work period. A discussion about the reasons behind having a 38 hour work week ensured. Hartsell
• and Maxey stated at some point in the last couple of years they were asked if they wanted to work 40
hours. They accepted and their pay was adjusted. Schaper said she hired Thomas and Houk for 40 hours
:a per week. To accommodate the extended hours, Schaper is hoping that moving the work period from 38 to
) 40 will provide most of the needed coverage. Additional dialogue about exempt versus nonexempt staff
members revealed that although some staff and certainly management would quality as exempt, all staff
were treated like hourly, non-exempt personnel. Lawrence will research the criteria for exempt and
nonexempt and will report back to the Board at the next meeting. This item was tabled.
4. Compensatory time (PA -16): A proposed revision of the compensatory time policy
was shared by Schaper. In it, compensatory time is only tracked for non-exempt staff members and they
must each be asked to sign a document stating they want the time in pay or time off. The dialogue about
exempt versus nonexempt continued in regards to compensatory time. Schaper reported that all staff
including management has been tracking time worked in addition to a staff person's regularly scheduled
work week hours. Managers have been manually tracking this time on a rolling basis, as it must be used
within a period not to exceed 1 year. This takes a lot of time. Lawrence suggested that there may be
software to help. A large debit of compensatory time has been mounting. This item was tabled.
IV. Book endowment interest. Schaper noted that the interest from this fund had been sent to a
special checking account at Mcliroy Bank. The funds have been just been moved to the operating account
at Merrill Lynch in the consolidation effort. In checking to make sure this was okay after she found the
fund had its own tax i.d. no., she spoke with Lawrence who said that it was okay provided the interest was
officially designated to the library by the Trustees each year. A motion was made by Lawrence to approve
that the 1997 and 1998 interest from the Fayetteville Book Endowment Fund be paid out to Fayetteville
Public Library for the uses as designated in the Fund. Singleton seconded and all voted aye.
V. Adjournment
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