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HomeMy WebLinkAbout1998-04-23 MinutesFayetteville Public Library Board of Trustees Special Meeting Thursday, April 23, 1998 12 noon Minutes (Revised) Present were Trustees: M. Thomas, M. Burdette, S. Singleton, M. Lawrence; staff: L. Schaper, L. Hartsell, C. Rew. Meeting was called to order at 12:40 p.m. after a pizza lunch. II. Library facilities. A short discussion about the visit of library architect Jeff Scherer took place. Schaper recommended that we back off of hiring an architect to design the community room renovation and go forward to hire a library building consultant andarchitect to do a feasibility study. The feasibility study would encompass (1) determining a program; (2) identifying the functional/space components to match the program; (3) assessing the feasibility of expanding/renovating on the present site versus building new. Burdette moved and Singleton seconded a motion stating the Board of Trustees is committed to meeting the need for library services for the next 10 to 20 years and to develop the scope of work necessary to identify and plan for those needs. All voted ave. III. Book endowment A. Broadening of word "book' to Include library resources and materials. Lawrence stated that the Trustees are unable to change the wording of the original trust document. However, he said the Board may interpret what "book" means to include other types of library materials not available at the time the Trust was created. Generally when a trust is created that cannot be fulfilled, the next best thing Is allowed. There is nothing official we need to do according to Lawrence. Books are, in their essence, a gathering of information. B. Request to place small, undesignated gifts in operating funds. Singleton moved and Burdette seconded to allow all undesignated gifts be used for library materials, resources fumishings equipment and special projects. All voted ave. C. Request to designate gifts not yet added to CD to operating (approx. $1700). This did not have to be voted on because it is covered under the previous motion. IV. Policy changes A. Vacation policy (PA-18): To allow accrual and use after probationary period. A motion was made by Burdette and seconded by Lawrence to approved PA-18 as drafted with the addition of the word'employees as the 6'" word In item number 12. All voted ave B. Retirement policy (PA-22): Having rescinded this policy at the last meeting due to apparent inconsistencies between the plan document and this policy a short discussion took place about the need to get the plan from the Bank of Oklahoma. C. Holidays (PA-17): Consider opening President's Day and closing another day or add an additional personal day. Saturday before Easter is very quiet, might be a good day to close and give staff a whole weekend. In item #5, change comp time to be taken within a month. (2nd) Singleton moved and Burdette seconded to accept the changes related to camp time and make minor wording changes to clarify the personal day. All voted ave. No change in holidays was made per Schaper's request to table this issue indefinitely given the many changes staff is experiencing. D. Employee Parking (PA-32): to officially change policy to west lot and south end of south lot Trustees felt this should not be a policy and is a decision to be made by the Director. This policy was officially rescinded with Lawrence moving to rescind It and Burdette seconding it. All voted ave. E. Sick Leave: New policy for consideration. The following changes were made to the proposed policy: (1) in 2d, define immediate family as parent, spouse or children of employee; (2) in 5, place a limit on accrued sick time of 128 days based on FTE; (3) in 7, allow sick leave accounted for by the nearest quarter hour. Burdette moved and Singleton seconded to approve this policy as amended. All voted ave. Lawrence will study the City's Family Medical Leave Act policy and will make recommendations for our own FMLA policy. F. Use of the Community Meeting Room: reconsideration is requested regarding the required $25 deposit. Staff said it was a lot of work and probably unnecessary at this point. Burdette moved and Lawrence seconded to rescind the $25 deposit requirement. V. A request to reconsider an ORL book 'The Cure Is in the Cupboard" was reviewed by ORL and FPL staff. Although we all agreed the book did promote a specific remedy, there are other books on the shelves that promote or sell specific items. Trustees agreed to keep the book. Schaper will respond to the customer. VI. Audit All three bids are in. Since one of them works with Lawrence, he vAl abstain from voting. It is recommended that we accept the low bidder. Rew was authorized to negotiate this. Thomas will speak to Steve Davis at the City. VII. Adjournment: Burdette moved and Lawrence seconded to adjourn at 2:20 p.m.