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HomeMy WebLinkAbout1998-05-20 MinutesFayetteville Public Library Board of Trustees May 20, 1998 Minutes I Trustees present were: M. Thomas, S. Singleton, M. Burdette, M. Lawrence, M. Roberts. Staff present were: L. Schaper, L. Maxey, L. Hartsell, M. Saxon, C. Rew. ORL staff present were: Karen Duree. The meeting was called to order at 3:07 p.m. II. M. Burdette moved and M. Lawrence seconded a motion to accept the minutes from the 4/20/98 and 4/23/98 Board meetings with the following changes: L. Maxey was not present at the 4/23/98 meeting. M. Thomas asked for improved spelling and the use of first initials on future minutes. All voted aye. III. Director's report. M. Thomas congratulated staff on the successful implementation of extended hours. He commented on the favorable feedback from the community. He asked if the birthday party for Roberta Fulbright would be the appropriate time to have a bust of her unveiled. Schaper responded positively. M. Thomas will begin work on the funding of the bust. M. Burdette inquired about the volunteer program efforts and Schaper responded that she was not able to accomplish much this past month. IV. Finance report. A. M. Burdette inquired about $43K carry over. C. Rew said it was wiped out in 1997, but she hasn't had time to trace it yet. M. Burdette said the City recommends 10% of annual operating budget be carried over each year. That would be about $100K for FPL. S. Singleton suggested we rebudget funds to replenish it. M. Burdette would like it on the chart of accounts. B. The following items are running higher than expected: office supplies (due to one time hit for new library cards), travel and training, professional and computer services (unplanned for cost of consultant Barbara Fraleigh). Board asked Schaper for travel and training projections to end of year. C. Dr. and Mrs. Harry C. Otwell Memorial Fund. A mistake was made in its worth at end of April. It should be $544,854 not $525,891. C. Rew will ask Bank of Fayetteville to produce a summary report that includes the gains. V. April statistics. Positive feedback on the new format was received. Schaper will add a projected column. VI. Audit status. C. Rew said the missing 1997 financial information was found on 5.25 inch floppy disks. She was in the process of locating a machine that could read them and get them printed out. Once this data is converted and printed out the auditor can begin. ) VII. Service delivery reports. M. Thomas asked if there was a decision on the McNaughton plan. Schaper reported there is no decision yet. L. Maxey noted there has been a large variety of volunteers coming forward to help with the summer programs. Schaper reported that job descriptions are being worked on and will be done soon. VIII. Reader printer request. M. Saxon presented her analysis of 5 machines M Burdette moved and M. Roberts seconded a motion to purchase a Cannon PC90 reader printer with a cap of $7835.80 from LTD funds. The motion carried 4 to 1 with S. Singleton voting against. IX. CIP requests. Schaper reported that the CIP request cycle begins soon. She said that at the next meeting she will have a list of items to request. One item is a security system to reduce shrinkage. X. Retirement policy. (1) S. Singleton moved and M. Roberts seconded a motion to revise the rescinded personnel retirement policy to say "The FPL has a retirement plan. Please refer to the Plan Document for details." All voted ave. (2) Robin at Hall and Hall will prepare an amendment to clarify that half-time employees may participate in the plan; (3) M. Roberts moved and M. Burdette seconded a motion to authorize Cathy Rew and Louise Schaper to act as the authorized signatures to direct the payment of benefits and expenses. All voted ave. Schaper will ensure the letter to Bank of Oklahoma references the correct section of the Plan Document (the draft letter sent by BOO did not). Xl. Sick leave. M. Lawrence moved and M. Burdette seconded a motion to add maternity leave as a reason to take paid sick leave All voted ave. Other issues discussed, but tabled include: (1) addition of companion to definition of family (at issue was the inability to legally define a companion); and (2) change of wording from "sick leave can't be taken in first three months of employment" to "within the probationary period." XII. Insurance. Schaper reported on current coverage. Board would like to know name of carrier and how to get the facility appraised. Burdette asked Schaper to write a letter of intent (to get an appraisal and improved covered) to Peggy Vice. C. Rew will update the contents value to reflect new purchases and get it to the City. XIII. Feasibility study. Schaper reported that the data is gathered but she hasn't had time to put it together. XIV. ORL planning. Schaper announced the Washington County Library Board meeting for 5/26/98. She will be meeting with City staff to brief them in advance of press coverage. Burdette shared his intent to suggest smaller meetings of library directors to improve communications between libraries. Schaper said she met with A. Medin (Rogers PL) and M. Ransom (Springdale PL) to develop a document of recommendations from the large libraries. XV. Burdette announced his appointment to the Washington County Library Board and that he will soon resign from FPL Board. He cannot handle all the meetings and wants to avoid negative perception by other libraries. XVI. Meeting was adjourned at 5:40 p.m.