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HomeMy WebLinkAbout1999-01-18 Minutes (2)Fayetteville public Lib cry Board of Trustees Regular Meeting ' January 18,,1999 Trrsbees present were M. Thomas, S. Singleton, M. Roberts, M. Goff, L. Gottsponer, and L. Brewer. Staff members present were L Schaper, C. Rew, S. Thomas, L Hartsell, A. Ritchie and L Maxey. The meeting was called to order on 1/18/99 at 4:58 p.m. II. Motion: 1. Gottsponer moved to approve the minutes of 12/22/99. 5. Singleton seconded. All voted aye. IR. Director's Report: 1) C. Rew Is reviewing Insurance coverage. A letter received from the Oty'3 . Insurance company re: Board errors and omissions coverage is ambiguous, but Impfles the Board S covered per the insurance company. Jerry Rose does not believe It is comers. M. Thomas would like a letter from the underwriter that deary states the Board Is covered. Staff and volunteers are definitely not covered with liability Insurance because the Oty doesnt have any (they am ecempt). It would be sally (est. $5K) to purchase liability for staff and volunteers. Cathy was directed to talk with Matt Lawrence and also Jerry Rose, City Attorney. 2) Apra RRchle was introduced as a 3 The Rest Night Newhired M.LS. Reference Y ars Evearian fresh out ofcelebra celebration was library l success however, staff coverage for University of the Kentudcy. Library needs to be Increased. L Scraper, M. Morena, A. Thornburg, and A. Prichard worked the event 4) AR were encouraged to dlred questions from the press re• budding project to the Director or the President of the Board. L. Schaper encouraged Board and staff to focus on what services could be provided If the building were expanded. She encouraged all to openly sham problems with the existing facility. 5) Some Rght covets In the Main library have been deaned. New ballasts have been ordered and we are awaiting installation. 6) Plumbing problems In Genealogy have been attributed to stones being swept or thrown Into the roof air vent, probably by the roofers. cost of repair Is $2-3K; about Vi building maintenance budget 7) Paper towels have been removed from all bathrooms due to vandalism. Alternatives for paper towels are being explored. 8)The Underwriter and Bond Coundi have been selected for the Master Plan, however we are not ready for that phase yet 9) End of Year report showed 13% Increase in dradatlon and 50% increase In visits. 10) Presented proposed layout for Annual Report 11) Hours of operation in 1997 were 52 hours per week, In 199860 hours per week IV. Accountants Report: 1) Requested permission to Include $8800 given to FPL by Clty at end of 1998 for 1999 expenses In 1999 budget This was granted. Permission was also granted to roll unexpended funds allocated for asset purchase not completed in 1999. 2) Balance Sheet explanation — this Is an interim balance sheet—adjustments need to be made with agreement of Oty Internal auditor to campy with government accounting standards. 3) Otwef Trust value is $530,000. There was a discussion about how to nate dearly report the fund's original amount and earnings. M. Thomas and M. Goff wel get a full report of the Obvert Fund to L Gottsponer. It was clarified that we can use earned Income, but never tach the principal, as outlined In the Otwef w@. The Board agreed to continue reinvesting the.profits. The suggested change in reporting should reflect the original cost plus interest Tess losses. This should indude previous year-end total, previous month and current month. V. Holiday policy discussion: Discussion concerning Easter Sunday and the fad that we are open on Sundays this year. It was decided this should not be considered a holiday, rather a day we are dosed. Motion: S. Singleton moved to dose the library on Easter Sunday. L .Gottsponer seconded All voted aye. ty� VI. Service Reports: Ad a.5eivloes - S. Thomas reported that beginning next week ltdifferent data bases will be available to the public The Book Processing Department Is up and running smoothly, with materials arriving daily with parties or fug processing from Baker and Taylor. He . and L Maxey have workedtogether to establish this process. Louise thanked both for handling the Book Processing function. t7dkfren%Sevr_es — L Maxey reported on positive comments receNed on the Children's renovation and Signage. Circulation Services — Oranges In overdue notices are In effect, with one notice sent, then a bfil. Hartsell is In the process of checking references and hiring Pages. VII. Lease Agreement A check win be sent from the State to ORL to cover the lease agreement for the Talking Book area. VIII. Foundation: Sine thls will be a fund raising entity, a 501c(3) status will be needed. M. Lawrence wIR handle this. The following names were suggested for serving on the Foundation: Hoyt PUMs, Guy Brownand Mille Jo Starr. IX. Motion: M. Roberts moved that the Board move Into Executive Session. S. Singleton seconded. AB voted aye. X. Motion: M. Roberts moved for adjournment at 6:2S. 1.. Brewer seconded. All voted aye. 2 •