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HomeMy WebLinkAbout1998-11-16 MinutesFayetteville Public Library Board of Trustees November 16,1998 Trustees present were: M. Thomas, S. Singleton, M. Lawrence, M. Roberts, L. Brewer. Staff present were L. Schaper, L. Maxey, S. Thomas, L. Hartsell, M. Saxon, and C. Rew. The meeting was called to order at 3:30 pin. II. M. Roberts moved to accept minutes. M. Lawrence seconded. All voted aye. III. Director's Report: 1.) M. Thomas questioned liability insurance coverage under "error and ommission" and said that it was his understanding that Jerry Rose wouldn't represent under this. He said that we should get he and Peggy Vice together to clarify issues; P. Vice had also said that even if library board is covered under "errors and ommissions," this wouldn't necessarily cover staff members 2.) M. Thomas said that all reports should be signed and the person's title should be included; 3.) L. Schaper gave an expansion project timeline; 4.) M. Thomas and L. Schaper need to present an operating report to the city at the beginning of each year. M. Thomas said that he would do by the end of December. IV. Use of Library Materials: A proposed policy detailing regulations for staff members borrowing materials and paying fines was proposed. M. Lawrence asked why we should have a fine exception for staff members. M. Lawrence moved to adopt policy as written M. Lawrence, M. Roberts, and L. Brewer vote aye. S. Singleton voted nay. V. Pension Plan: L. Schaper reported that she and C. Rew have asked for the pension plan to be amended so that people can be added on a month-to-month basis after their one year anniversary date. L. Maxey reported that staff members have not been reliably receiving their quarterly reports from the bank. M. Roberts moved to amend the library's pension plan so that staff members will be added on a month-to-month basis after their one year anniversary date. S. Singleton seconded. All voted aye. VI. ORL/Talking Books: 1.) L. Schaper said that talking books patrons will begin being served out of Little Rock as soon as possible. Board reviewed a copy of the Draft Lease agreement. 2.) M. Lawrence suggested that this should be given to the ORL Board as a draft for their meeting on the 19 . 3.) L. Schaper stated that Crawford County will no longer be a part of ORL beginning in 7/99. 4.) The search for a new director of the Washington County Library System is beginning. VII. Financial Report: 1.) C. Rew requested the re -allocation of funds between budget categories. M. Lawrence moved to allow library management to re -allocate funds among any of the existing budget categories as needed. S. Singleton seconded. All voted aye. 2.) C. Rew said that there had been some discrepancies with governmental accounting practices in the audit recently done on behalf of the Fayetteville Public Library. VIII. Service Reports: 1.) S. Thomas discussed the Families 2000 ancestor fair being planned by the Genealogy staff. L. Schaper praised M. Saxon for coming up with the idea; 2.) L. Maxey discussed programming happening in the children's library and discussed the problem of theft of departmental materials; 3.) M. Thomas questioned the value of sending overdue notices relative to the costs. L. Schaper said that we would start tracking costs relative to out fine/fee intake. 4.) S. Singleton suggested giving people some sort of discount for Joining the Friends of the Library. M. Lawrence stated that the KC Public Library has a $1 per video fee which is waved if a person is a member of the Friends. IX. Library Foundation: M. Lawrence stated that the library could not use the old book endowment fund in the development ofa library foundation. It was stated that the library would need to decide upon the parameters ofa foundation. All agreed that it should be made to be as broad as possible. The fact that the foundation would need to have a separate, independent board was discussed. M. Lawrence and L. Schaper discussed the need for the foundation to be able to refuse gifts which are unsuitable and/or inappropriate for the library. It was decided that the next steps included a draft of bylaws and articles, and beginning an application for the foundation — with adoption taking place in January, 1999. X. Executive Session: M. Roberts moved to hold an executive session. S. Singleton seconded. All voted aye. Following the executive session, the board meeting was adjourned.