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HomeMy WebLinkAbout1998-07-20 MinutesFayetteville Public Library Board of Trustees July 20, 1998 Minutes Trustees present were M. Thomas, S. Singleton, M. Lawrence, and M. Roberts. Staff present were L: Schaper, L. Maxey, S. j Thomas, C. Rew, M. Saxon, K. Wiggins (representing L. Hartsell), B. Hale, M. Loots. ORL staff present was K. Duree. I. The meeting was called to order at 3:38pm. II. S. Singleton moved to accept the minutes from June 22. M. Lawrence seconded. All voted aye. lII Director's Report. (I) M. Roberts recommended that a reading file be made for board members of much of the information currently contained within the individual board packets; all agreed; (2) M. Thomas asked about the library logo; L.Schaper said that one has been selected and she is looking at printing issues; (3) Louise said that someone had asked about holding a wedding reception in the community meeting room; Lawrence was asked whether we can have a deposit for selected events only and he said yes; it was decided that we would hold this event and then re-evaluate the process as necessary in the furore; (4) Schaper said that the city selection committee has selected the principal firm of Meyer, Scherer and Rockcastle; from Minneapolis as the principal firm for the master plan; they will now submit their costs, and it probably will have to go to the city council in August; (5) K. Duree said that she has not yet heard about grants from the Gates foundation, but that there is a meeting on August 12& Every library may have to submit a grant application; (7) Duree also questioned how our LSCA funding may or may not impact our building plans; Lawrence asked to be consulted in governmental issues such as these before any correspondence takes place; (8) Schaper said that a shrinkage study has been completed and that about 6% of the library's collection disappeared during the past twelve months, which supports the idea of a book detection system. W. Financial Report. (1) Bank of Fayetteville representative answered questions about the Otwell fund and will get fee information to C. Rew; (2) Roberts asked about how donors are recognized, and Louise said that we now have a supporter's database; M. Thomas asked what needed to happen for names to get on a plaque; (3) Rew said that Roberts is currently the only person on the board who can sign for money at Mcllroy, and Michael said that this needs to be changed; (4) Rew said that she is still working with the state conceming sales tax; it seems libraries have to pay sales tax; Rew was given permission to contact legislators about this issue and asked the board to write letters to their representatives; V. Service Reports. (1) M. Thomas asked for the dates of the UA Press programs; S. Thomas said that he would get them to him; (2) S. Singleton said that the fundraising committee had been inactive for a time and volunteered to re -start it. BVI. Long Term Requests. Schaper stated that additional requests would be coming to the board as the library gathered additional information, possibly including wands for barcoding, additional memory for the server, and additional computers for Children's Library, Genealogy, and Internet access. VII. Retirement Plan. Schaper and Rew said that there were two issues: (I) whether to pay for the fees which currently exist; (2) what to do about future payments, which are approximately $3,000 per year. Rew said that it appears that staff members have been paying fees in the past, although they didn't know it. Lawrence said that, legally, fees can only be paid out of earnings. A. Lawrence made a motion "that the current bills that we have gotten from the Bank of Oklahoma be paid by the library. This includes $1,636.97 in fees from the last quarter of 1997, $818.71 in fees from the V' quarter of 1998 and the forthcoming bill for the rd quarter of 1998. Singleton seconded the motion. All voted Aye. It was also decided that it would be necessary to re -visit this issue in order to determine what to do in the long -tern. B. Lawrence made a motion to amend the retirement plan as of 7/20/98. The amendment states that the 11/10/97 amendment which authorized the adoption of the Bank of Oklahoma Money Purchase Prototype Plan did not happen and that portion of the amendment is null and void. Singleton seconded. All voted Aye. VIII Extended Hours. Schaper said that this is still being discussed; under consideration is moving opening back to 9am. She said that we are also thinking about being open on Sundays year-round except in the summer. The problem is that Genealogy probably would want summer hours. M. Thomas stressed the importance of consistency in when the library opens and closes. It was decided that as long as it can be paid for, and the hours are consistent, the decision on extended hours in September would be made by library staff. IX. Expanding the board from 5 to 7 members. Lawrence stressed the importance of having extra hands in fundraising. It was mentioned that a city council resolution was needed to extend the board. Roberts made a motion that "a request be made that the city council make the library board a 7 -person board. Lawrence seconded. All voted Aye. X. Policy Changes. Schaper said that section J of the policy manual, "Problem Patrons," needs to be revised and evaluated by library staff. An area of particular concern included unattended children in the library. XI. Singleton requested that the boy's bathroom be repaired and updated as the library does its kitchen improvements. XII. At approximately 6pm, Roberts moved for adjournment. Singleton seconded. All voted aye.