HomeMy WebLinkAbout1998-04-20 MinutesFayetteville Public Library
Board of Trustees
Regular Meeting Monday, April 20, 1998 3 p.m.
Minutes
Present were Trustees: Thomas, Burdette, Singleton, Lawrence; staff: Schaper, Hartsell, Maxey, Thomas;
ORL staff: Duree Kim Peterson from the Bank of Fayetteville was also present.
The meeting was called to order at 3:04 p.m.
I I. Burdette moved and Singleton seconded to approve the minutes 3/16/98 & 3/20/98. All voted aye.
III. Finance report: Thomas noted most items look on target or under. Rew noted several areas.
A. Postal costs are higher due to automation and getting overdues out sooner.
B. Severance has not been pulled out of regular wages and salaries and put into LTD as yet
C. Fines and fees and revenue and support were combined in April.
D. The interest from the various funds at Merrill Lynch will be distributed based on balances at the
end of the preceding month (no motion required).
E. Only 1 bid on the audit has been received. No audit has been done since 1992. City is
suggesting we do it to protect current staff. The Board will most likely need to meet to choose
auditor.
IV. Dr. and Mrs. Harry C. Otwell Memorial Fund. Kim Peterson was present to represent the Bank
of Fayetteville Rew said the fund was not on FPLs financial statements for March because the
report had not been received on time. Rew said it would be necessary to receive the Otwell report
from the Bank by the 10v' of each month Those present liked the shorter, more concise report.
Peterson said the mutual funds were automatically reinvesting. Schaper asked if taxes needed to
be paid on gains, Lawrence thought that as a quasi-govemment entity we would not have to pay
taxes. Lawrence suggested we have the auditor look at FPLs IRS status. Everyone was pleased
with the performance of the fund.
V. Statistics were reviewed. Schaper again stated they were in flux. Duree asked if renewals were
counted in circulation. Schaper thought they were.
VI. Service delivery reports. Thomas stated that 142 people had used the Internet in March and that
there are 435 slots for usage. Thomas also noted 4 of the 6 computer tutorials for seniors are
booked and thanked Houk and Stuart for the work on this. Maxey announced Bedtime Story hour.
VII. Long term development Rew discussed her progress on accounting for these monies along with
City auditor, Yolanda Fields. She requested that we allocate $5202.84 from LTD to operations to
cover barcodinq expenses paid to library staff not previously broken out. Singleton moved to
accept this request and Burdette seconded it. All voted ave Rew also requested that $29,974.59
of LTD funds that is in the Merrill Lynch account stay there. All Trustees agreed. After reviewing
the LTD analysis prepared by Rew Burdette moved and Lawrence seconded a motion to designate
pll LTD funds encumbered. All voted ave.
VIII. Long term requests from staff were distributed. The Board determined the following:
A. The needed postal meter (to meet P.O. requirements) and the reader printer would be logical
items for LTD.
B. The B&T Link, date due guns, cleaning of coils and conference fees should be paid for out of
operations. If we run low, then staff may request LTD funds from the Board.
C. Burdette moved and Lawrence seconded a motion to approve a postal meter out of LTD funds
up to $2500 with the caveat to purchase the lowest cost alternative. All voted ave.
Detailed information will be brought to the Board at the May meeting regarding the reader
printer for genealogy. Saxon said she is obtaining details on the coin -op equipment needed for
operation. This would be in addition to the basic equipment price.
E. Conference costs for the Innovative Users Group Conference in Nashville will be covered out
of LTD once the training budget In operations is exceeded.
IX. Date Due guns. Customer survey to determine preference for date due print or on guns was
discussed. Board left decision to Director.
X. Retirement policy. Schaper recommended that the Board rescind PA -22 pending further study
because inconsistencies between the plan document and this FPL policy were identified. Of most
concern was the Inclusion of staff working 20 hours or more; the plan document specifically states
only full-time staff may participate. Singleton moved and Lawrence seconded a motion to remove
PA -22 pending further study. All voted ave.
XI. May Board meeting. Schaper will be out of town at the next scheduled meeting on May18. May
meeting was scheduled for May 20, 1998 at 3 p.m.
XII. Adjournment. The meeting was adjourned at 5:45 p.m. with the remainder of the items tabled until
the special meeting on April 23 at 12 noon.