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HomeMy WebLinkAbout1998-02-05 MinutesFayetteville Public Library Board of Trustees • Minutes of Regular Meeting Thursday, February 5, 1998 3:00 p.m. Board members present: Michael Thomas, Mark Burdette, Steve Singleton, Maurice Roberts, and Matt Lawrence. Library personnel present: Louise Schaper, Cathy Rew, Lolly Maxey, Lynaire Hartsell, and Steven Thomas. Others: Karen Duree, Ozark Regional Library and interested citizen Jim Bemis. I. Call to order. Thomas called the meeting to order at 3:02 p.m. in the meeting room of FPL. Thomas apologized for forgetting his tape recorder. II. Approval of minutes: Lawrence moved and Singleton seconded to approve the minutes from 1/12/98 with the second sentence in section IV D. removed. All voted aye. Roberts moved and Lawrence seconded to approve the minutes from the special meeting on1/23/98 with the words referring to age requirements in section III #6 to "children under age 18". All voted aye. 111. Library reports. A. Reports from the Director, Children's, and Circulation were reviewed. No reports were received from automation and adult/genealogy due to absences from the flu and change in personnel. B. Thomas stated that name tags for Trustees have been receivedand they are available for $5 from Pat Schram. C. Statistics were reviewed. Questions were raised as to how many volunteers are currently working and what was the average number of hours worked per volunteer. D. Statements from Bank of Fayetteville for the Dr. and Mrs. H. Otwell FPL Fund were reviewed. Schaper noted that the Library is not routinely getting end of month statements and said the Library will request such statements. Also, the Library will request that the fund be correctly named. Burdette reported more current figures-- $518,405 as of 1/21/98 which represents $6K in interest for the three months prior to Investment and $12K in earnings during the month of January. E. End of year statements prepared by Barbara Fraleigh with help from City accountant, Yolanda Fields, were presented. New accountant, Cathy Rew, said the reports are about as good as they will get and that next year should be better. Schaper reported that the long term development balance needs to be cleaned -up. Thomas said that if changes are made, the Board will amend later. Burdette made a motion to accept the year end financials, Lawrence seconded and all voted aye. F. Board members noted the amount of press coverage received in January and the gift of a VCR from Standard Register. IV. The report on the plan from the personnel processes improvement team (PPIT) presented to staff on 2/4/98 was reviewed. Maxey and Hartsell relayed staff concems about lack of mobility and expectations that the new Director would be able to create higher level positions. Schaper said that FPL Is currently a very small organization and there will only be opportunities for mobility In proportion to the size of the organization. She stated that while her assessment of organizational structure may lead to some additional salary grades,employees need to take responsibility for their career advancement if there are not adequate opportunities at FPL. V. Schaper reported on preliminary survey results. VI. Policy changes. *Personnel policy: Revision. Work oeriod (2d). Schaper said she was recommending a 40 hour. work ) week to help fill extended hours. The 20 minute break period was questioned. Hartsell said it had been changed from 15 to 20 many. years ago because people didn't come back from their breaks on time. Singleton moved to (1)accept the revision of PA -15 as presented and (2) to amend the break policy to15 minute periods effective 1/1/99. Burdette seconded the motion .and all voted aye. • Personnel policy: Revision. Comoensatory time (2d). Burdette moved to accept the revised PA -16 with a change from "supervisor" to "designate" in item #5. Roberts seconded it and all voted aye. • Facility policy: Revision. Use of the meeting roorrt (3d). Roberts moved and Singeleton seconded the proposed policy with the following changes: (1) removed sentence in item #5; (2) changed sentence in item #9 to read 'those wishing to use the room outside normal operating hours may do so by paying a fee to cover the hourly cost of library personnel. The fee must be received one week in advance."; (3) change sentence in item #10 to read "chairs, tables and library equipment"; changed the word "room" in #11 to "building", (4) changed#14 to "both circulation desks". • Patron policy: Revision. )Registration. (1st). Burdette moved and Singeleton seconded to revise policy GB as follows; revise item #4 to request only home and work phone; replace item #5 with "date of birth", remove item #6 "if not employed, employer of spouse or parent", and the word "friend" from item #7. . All voted aye. • Patron policy: Revision. Video Cassette Loan.(1st) Lawrence moved and Burdette seconded to approve revised policy GV, in effect removing the second line in item #1 which states that cards will be marked for video loan privileges. All voted aye. *Internet [policy: Revision from 1/23/98. Singleton moved and Roberts seconded. All voted aye to accept the changes presented by Steven Thomas and the reference staff. *Organization chart: Revision. Revision was presented with the addition of ORL and the Washington County Library Board and all voted aye. VII. Long range planning. Schaper is working with ORL consultant, Kathy Brown, to develop a proposal for FPL's own long range planning process. Brown suggests FPL embark on this later in the spring Schaper asked for and received support for proceeding. VIII. ORL lease. This item was approved last meeting. The new lease was presented. Lawrence said the lease should be revised next year so that the language is more current and the terms are more thorough. Duree said she would present two signed copies to the ORL Board. IX. Other business Jim Bemis, a citizen, reported on the Conway Public Library and Its use of wide band cable for Internet access. He encouraged FPL to work with other community groups to procure wide band cable Schaper said she had been contacted by Marvin Hilton, City Cable Administrator to engage FPL staff in a focus group on the topic of future cable use. • Duree brought up parking problems on the west side parking lot. She said county employees are parking there and thus, there is a shortage of parking for staff and visitors. Schaper suggested that parking be reviewed as she noted the south lots gets full and customers have nowhere to park. She suggested moving staff parking to the far south west lot Also mentioned was the need for signage that the lots belong to FPL and are for use by visitors only. • Duree announced the first meeting with the consultants to take place 2/9/98. Roberts, who will be attending the one day meeting, said he wanted the following issues addressed (1) allotments and (2) representation on boards Schaper said she wanted to see the issue of the relationship between the Iib'raries and ORL, as well as the services offered by ORL addressed. Steven Thomas will represent FPL staff. X. The meeting was adjourned at 5:37. 2b