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HomeMy WebLinkAbout1998-12-22 MinutesFayetteville Public Library Board of Trustees Regular Meeting December 22, 1998 -Trustees present were M. Thomas, S. Singleton, M. Lawrence, L. Brewer, L. Gottsponer, and M. Goff. Staff members present were L. )chaper, C. Rew, L. Hartsell, S. Thomas, Shawn Walker, and C. Christie. The meeting, cancelled on 12/21/98 because of inclement weather, was called to order at 4:00 p.m. M. Thomas notified print press at 11:00 a.m. II. L Gottsponer moved to accept minutes. L. Brewer seconded. All voted aye. III. Director's Report: 1.) M. Thomas requested written confirmation that Library Board members are covered by errors and omissions policy. C. Rew has applied for staff and volunteer coverage. 2.) Through the Gates Grant, we will receive 4 computers, $1000 for wiring, and the 12 -station training lab (location to be determined). We will be required to make all Microsoft products available to our users. Staff will be expected to train and assist users. 3.) Audit status still undetermined. City told C. Rew to wait until she closes out 1998 and evaluate at that time. 4.) S. Singleton asked for information on the "left child' situation. L. Schaper recounted events of [11121/98). Pointed out that our policy requires us to notify police if parents . cannot be contacted. Police have to tum child over to DHS if they pick up child. M. Thomas reiterated his suggestion that Library Director be provided a cellular phone for emergency use. IV. Statistics: 1.) Board members requested that A. Thornburg contact them for their volunteer hours, e.g. meeting time, reading Board materials, any other work for Library, at the beginning of each month. 2.) To M. Thomas's question if the number of reference items held is a good number, S. Thomas replied that the number is a reasonable one, but the content is under revision, as the age of some materials makes them unusable. V. Accountant's Report 1.) C. Rew reported that the Otwell fund is back in a profit situation. 2.) Funding has been reallocated on the operations budget (p. 12). 3.) C. Rew distributed 1999 budget adjusted for final figures from County and City. 4.) The State will be renting 1552 square feet @ $6 sq. ft. to store Talking Books tapes for 6 months of 1999. 5.) M. Thomas questioned the amount on p. 8, Fund Balance. The amount is the opening balance. Interest eamed this year is reported under "Fund balance -current year net" 6.) A & P Grant is for $21,000. We asked for $27 000. 7.) Staff spent all the "book' money this year. 8.) The ballasts were replaced in the Children's Library with less-expensive non -electronic ballasts. 13.) Z - Tech is now doing our building maintenance during the day. Z -Tech agreed that the building was dirty; they have given us extra time in order to rectify the situation. VI. Service Reports: M. Thomas asked again that reports be signed with name, title, and degree. Adult Services: S. Thomas reported that the decentralization of materials is progressing. Baker & Taylor processing will replace much of what ORL did for us. Benefits are that materials will be ready to go on the shelf for the public sooner after they arrive here and processing will be cheaper through B & T. The remainder of processing, which the Reference staff has been doing, will be shifted to Circulation/Processing staff. A study of what is needed to Increase circulation is being conducted. A key issue is how much do spend on mass-market paperbacks and recently released videos. Children's Services: Board extended thanks to Lolly Maxey and the Children's staff for their work in renovating the Children's Library. Thanks will be extended to the Boy Scouts who helped, as well as all other Library volunteers and contributors by means of a 3 -4 -page article Kendall Cudee will submit to the Northwest Arkansas Times. Circulation Services: M. Thomas asked about the "export function." L. Hartsell explained that it provides a way to make lists (bibliographies) for patrons from the card catalog. VII. ORL Lease: Schaper said the lease needs to be written with Talking Books removed. Motion to accept agreement on lease after Talking Books is out on January 15 and approve second lease agreement with the State for the 1552 square feet. M. Lawrence moved. S. Singleton seconded. All voted aye. - VIII. Meeting Room Policy: L. Schaper presented revised policy: #3. Only light refreshments allowed, due to new carpet and lack of facilities for food. #4. Deposit could be required if cleanup problem anticipated. #10. Groups are responsible for leaving room as they find it, including any and all displays or materials in the stage area. M. Lawrence moved to adopt the revised policy. M. Goff seconded. All voted aye IX. Holiday Policy: After contacting other libraries and the City, L. Schaper recommended that the Library be open on President's Day and the Saturday of Thanksgiving weekend and substitute Personal Days for those 2 holidays. Also mentioned closing early on Thanksgivingeve and needing to consider Easter as a holiday, now that we're open on Sundays Much discussion by Board, managers, and staff members ensued: Board and Director indicated the desirability of being open when the public expects us to be. L. Hartsell indicated the difficulty in providing coverage for those wishing to take Personal Days versus closing the Library. C. Christie urged the Board not to do away with accepted public holidays. S. Singleton moved that the Library be open President's Day 1999 and a Personal Day be substituted. M. Goff seconded. All voted aye. Board asked that Director retum In January for'consideration of further revisions to rest of holiday policy. X. Foundation: M. Lawrence asked for opinions on how the Library Board would like the Foundation Board constituted. Board members agreed without objection that the Foundation Board should consist of the Library Director, 2 members of the Library Board, and 2 ad hoc members. This would be the core group. A larger board of honorary or ex officio members could grow from this core group, especially during fund campaigns. M. Lawrence will draft such a plan. Xl. Master Plan: L. Schaper presented the proposed schedule for the Master Plan. Motion to authorize the Library Director to begin the process to take information to the City Council. M. Lawrence moved. L. Brewer seconded. All voted aye. XII. Executive Session: M. Thomas announced the request for an executive session to discuss a personnel matter. L. Gottsponer so moved. M. Lawrence seconded. All voted aye Meeting adjoumed into executive session at 5:40 p.m. Executive session ended at 6:00 p.m. L. Gottsponer moved that meeting be adjourned. M. Goff seconded. All voted aye.