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HomeMy WebLinkAbout1998-06-22 MinutesFayetteville Public Library Board of Trustees June 22, 1998 Minutes Trustees present were M. Thomas, S. Singleton, M. Burdette, M. Lawrence, and M. Roberts. Staff present were L. Schaper, L. Maxey, L. Hartsell, S. Thomas, C. Rew, M. Saxon, K. Wiggins, G. Beeks. ORL staff present was K. Duree. I. The meeting was called to order at 3:06 p.m. II. Executive session. M. Thomas announced that the Board had met on Friday, 6/5/98, at 3:00. S. Singleton made and M. Lawrence seconded a motion to move into executive session to discuss a personnel matter. S. Singleton made and M. Lawrence seconded a motion to move to regular session. No action was taken in the executive session. Media had been notified of the meeting at 11:00 a.m. on June 5. M. Burdette made and M. Roberts seconded a motion to accept the minutes from the 5/10/98 meeting. All voted aye. III. Director's report. (1) L. Schaper reminded Board members that the notebook for recording their volunteer hours is kept next to the Board mail slots in the main office. (2) Her facilities report identified major I -$VAC problems. (3) Chris King is working on costing the replacement of lighting ballasts and covers. (4) The $22,000 CIP allotment covers only the upstairs of the main building, not the downstairs or the annex. (5) M. Lawrence asked what health problems have resulted from the technology. L. Schaper indicated that one employee is dealing with shoulder and wrist problems from using computers that are placed too high. (6) L Schaper distributed copies of the RFP for the FPL master plan. The RFP was faxed to architects and consultants last Friday. The City will select a firm based on the RFP criteria and then negotiate a price. (7) Big thanks to Cynthia Chnstie for organizing the garage sale, the Friends of the Library for helping, and all staff and Board members for their help. IV. Financial report. A. The accounting basis has changed from accrual -based to cash -based. Long term development severance money has not been backed out, but that will be done by next month. The "Previous years expense" column is empty because items previously there became "current years expense" with the change to cash -based accounting. Garage sale money does not show in current report because it wasn't deposited until after last day of month. Board expressed satisfaction with the current report form. M. Burdette stated that current expenditures look good compared to budget. C. Rew said there is no reason at this point to get excited about any surpluses. B. A digital reader/printer, different from the one indicated at the 5120/98 meeting has been purchased. C. C. Rew is still working with the Bank of Fayetteville to get the Otwell report in the form the Board wants. Kim Peterson of Bank of Fayetteville will be asked to attend the next Board meeting. D. 1998 Book budget was presented. L. Schaper asked that the Board approve the total amount and authorize her to adjust the individual item amounts as necessary. M. Roberts so moved; S. Singleton seconded. All voted aye. E. L. Schaper presented the travel and training projections for the rest of 1998 and asked that the printed figures be revised downward to bring projection to $2600. M Roberts moved, M. Lawrence seconded that the $3,000 undesignated gift money (from the 1998 book budget sheet) be used for travel and training. Alfvoted aye. The Board Indicated its desire that funds be located to fund the rest of the $4500 printed amount • F. C. Rew reported that the 5 Y." disks have yet to be downloaded. Once that is done, the audit can take place. V. Service Reports A. S. Thomas reported that the IJ of A Press and the Library will be cooperating on a series of Teatime Readings at the Library. The Bank of Fayetteville is donating $300 of $650 needed to advertise the programs. S. Singleton was asked to work on locating a donor for the remaining $325. The Board will work on locating donors of refreshments for the 6 small programs. B. L. Schaper announced an anonymous gift of $700 to complete the Library's collection of U of A Press volumes. The rest will be placed on deposit to purchase new UA Press books. The donor is willing to fund a partial collection of UA Press materials for reference. S. Thomas is preparing a letter to the editor of the NWA limes thanking the anonymous donor, Clarence Storia, and others who have contributed needed U of A Press volumes to the collection. C. S. Thomas announced that the NWA Times will be expanding library coverage to two pages in the near future. D. The Genealogy brochures designed and produced by the A&P Commission were passed around for viewing. Nearly all have been distributed. We have asked for more. E. L. Maxey announced that the Summer Reading Program (SRP) has a new Tuesday moming program for preschoolers. F. L. Hartsell reported briefly on the bookmarks being offered patrons as an alternative to the printed receipt. Scrap stock cut to bookmark size was donated and has been decorated by Junior Helpers. M. Thomas suggested suppliers be contacted about donating printed bookmarks. VI. Kitchen proposal. L. Schaper submitted a proposal for renovation of the downstairs break room. S. Singleton moved that up to $2300 of LTD interest be approved for the renovation. M. Burdette seconded. After discussion, M. Burdette amended the motion to remove the specific type of LTD funds. S. Singleton seconded the amendment. All voted aye. VII. Policy changes. L. Schaper presented proposed revision of policy GC (incorporating policy GV). M. Roberts moved and M. Burdette seconded that the policy be approved as revised. All voted aye. VIII. CIP Budget. L. Schaper asked whether to include items 7-14 as distributed when submitting the CIP budget to the City. Board indicated that all desired items should be included in the submitted budget. L. Schaper will also seek an opinion from S. Davis at the City. If changes are made to the CIP budget as distributed, she will fax copies to the Board members and confer with M. Thomas by phone. IX. Retirement plan. M. Lawrence will review the plan summary received from Hall and Associates to see if it matches the current plan. Discussion was tabled until the July Board meeting, which will be July 20, at 3:30. X. M. Burdette reannounced his resignation from the library board. He asked that the minutes show that he has had a wonderful time and has enjoyed every minute of his Board service. Xl. At 5:25 p.m., M. Burdette moved for adjoumment. S. Singleton seconded. All present voted aye.