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HomeMy WebLinkAbout1998-08-20 MinutesFayetteville. Public Library. Board of Trustees August 20, 1998 Minutes i. Trustees present were M. Thomas, S. Singleton, M. Lawrence and L. Gottsponer. Staff -present were L. Schaper, L Maxey, L. Hartsell, S. Thomas, C. Rew, Susie Walker; G. Golden, M. Saxon, L. Higginson, Shawn Walker. Also present were Mark Burdette and Carl .-..)Koffler of the Washington Co. Library Board and S. Butki of the Moming News. The meeting was called to order at 3:36 p. m. II. S. Singleton moved to accept the minutes of July 20. Lawrence seconded. All voted aye. III. New Board member Louis Gottsponer, Vice President, Stockholder Relations for Tyson's, was introduced. IV. Director's Report: • a) Schaper referred to page 6 of the Board packet, which containsmaterials budget comparison for college towns, which has been furnished to the City. b) Orientation packet has been created which contains a simplified version of all FPL accounts. c) Contract with Jeff Scherer is on file, as is the letter to him re: the contract for the Master Plan. Schaper announced that four architects, including Scherer, had visited. Lawrence questioned the time frame. Phase One will be completed by the end of November. A 20 -year vision will be established, then determination if the existing facility/site can meet the space. needs for the next 20 years, then rendering of conceptual drawings of the proposed, then fund raising. Schaper said funding will rely to some extent on private funds. d) Gates Library Foundation Report — To increase awareness of Public Libraries, Gates Foundation has given money for public access computers to all libraries in Arkansas. Based on population, FPL can receive four, but is asking for 12. e) Anders Dahlgren, Library Consultant, will be here Sept. 10 and 11 and will meet with the Board on the 10th at 7:00 p.m. V. ORL/Washington County Library Board Report: ORL decided that ORL will be called ORL System. a) ORL decided to recommend the following representation: 3 from Crawford County, 1 from Van Buren, 1 each from Fayetteville, Springdale and Rogers, and 3 at large W.C. members. (total of 10). b) Rogers P.L. announced it will leave ORLS at the end of the year. c) M. Thomas reported on the 8/19 Springdale Board Meeting where the Board voted a complete opposition to the representation proposal and moved and passed a motion that Springdale, Fayetteville and Rogers address a full review of the system. Motion #1: M. Lawrence moved that the Fayetteville Public Library go on record to oppose the representation as voted on at the 8117/99 ORL meeting in Alma. S. Singleton seconded. All voted aye. d) Motion #2: M. Lawrence moved that the Fayetteville Public Library begin discussions with Springdale, - Rogers and any other libraries who are interested in exploring and considering all options for service delivery. S. Singleton seconded. Ail voted aye. VI. Financial Report ' a) The discrepancies in Otwell statements appear to be a reporting issue recognizing income although it has not yet been collected. b) Letter to David Malone re: sales tax issue was mentioned. c) Because patrons are now being notified by telephone rather than postcards, postage is not being collected. d) Motion #3: M. Lawrence moved that all operational decisions of setting fines and fees be the decisionn of the Library Director. S. Singleton seconded. All voted aye. Singleton suggested an annual free review process to be in line with Springdale and Rogers on fees. Fees should in the Circulation Manual rather than the Policy Manual. e) Status of audit — should be back next Thursday. 0 Additional signatures are needed on the Library CD account in addition to a list of Board Members and offices held. VII. Service Reports. _ a) Thomas and a staff member would like to forego ALA and attend a Windows NT Workshop in Fayetteville for approximately $900. A cause will be signed that employees stay one year after paid training or reimburse FPL. b) LTD request for $280 for zip drive. Motion #4: M. Lawrence moved to purchase zip drive for $280 plus sales tax out of Long Tenn Development Funds. L. Gottsponer seconded. All voted aye. c) L. Maxey 1)reported on a successful Summer Reading Program, 2)a well attended Back to School Fright Night, 3)status of the carpet replacement with bids to go out on August 30, with a deadline of September 4, 4)great advertisement ongoing, . d) L. Hartsell 1)announced there is now a real Circulation Manual and it will soon be on line e) Shrinkage study indicates many items missing. Gottsponer questioned how to compare our shrinkage, Schaper thinks it is high and stated that most libraries our size have book detection systems. Architects addressed the issue of reconfiguring the Circulation Desk to accommodate the security system and to modify it to the correct height level. VIII. Budget Schaper presented the budget. Concern was expressed about the Property Tax issue and the impact th's will have on the Library if passed. City target figure is $480,000. The request itemizes increases beyond this target amoun including raises, State unemployment taxes, pension fees and minor equipment. All agreed to increase Travel and Training from $10,000 to $15,000. Sentiment was expressed to reserve all remaining LTD (except interest). Board suggested 10% of the $167,000 be added for computer replacement (new line item). Re: insurance (Building and Liability) we do not know an amount, so added $2,000. The city transfers all funds to us except for Insurance. Motion #5 M. Lawrence moved to approve the budget as amended and corrected. L Gottsponer seconded. All voted aye. IX. Foundation: Schaper would like to see this set up this Fall, In a move toward fund raising and helping to achieve our goal as will be set out in the Master Plan. Motion #6: S. Singleton moved to authorize Matt Lawrence to establish a Fayetteville Public Library Foundation to raise funds. L. Gottsponer seconded. All voted aye. We need to think of people to serve on the Foundation and should get a copy of By-laws from another Foundation to use as an example. X. L. Gottsponer moved for adjournment. M. Lawrence seconded. All voted aye.