HomeMy WebLinkAbout1999-02-15 MinutesFayetteville Public Library
Board of Trustees Regular Meeting
February 15, 1999
Trustees present were M. Thomas, S. Singleton, M. Roberts, M. Lawrence, and L Brewer. Absent were M.
Goff and L. Gottsponer. Staff members present were L. Schaper, C. Rew, S. Thomas and L Maxey.
Incoming Manager of Volunteer Services Pam Lawrence, was also present.
The meeting was called to order on 2/16/99 at 4:45 p.m.
II. Motion: S. Singleton moved to approve the minutes of 1/18/99. M. Roberts seconded.
All voted aye. •
III. Director's Report 1) M. Roberts expressed desire to have a strong recognition component of our
volunteer program. 2) The building project was discussed. L. Schaper shared City Council
questions asked at late January agenda session. S. Singleton thought that renderings will be
necessary for voters to make a dedsion. L Schaper questioned if we should look at branches
again. S. Singleton suggested that the community could work through the Library Foundation to
acquire branches. M. Lawrence suggested we not include the WCLS in our initial design—that we
design the building we need and fit them in if the WCLB wants to be induded. 3). C. Rew shared
the status of the WCLB director search. One candidate has been interviewed, two more will be
interviewed. 4). M. Thomas said the sign on College Ave. and Dickson St. has been replaced. 5).
The statistic report has a new column, called "targets". This It the target or goal submitted to
the City as part of the budget setting process. 6) C. Rew reported on insurance. The agent found
a company that spedalized in libraries for D&O insurance. It covers the Board, some employment
practices and volunteers. An application was signed by M. Thomas and submitted. We will know
in about a week if they will Insure us. 7) Audit: L. Schaper said that because of the change In
administration in. 1997 an Independent firm conducted the audit. For 1998 financials both she and
City Auditor were comfortable with a City audit review. S. Singleton moved and M. Roberts
.h.e. a u•h.r .e h.r a a dit A . our • :
IV. Accountants Report: 1) The packet included a January 1, 1999 set of financial reports. These
will be the ones used for the audit review. Quickbooks wouldn't let C. Rew retrospectively do a
December 31, 1998 report. 2). Changes in the budget report have been made to conform with
City requirements and the needs of the Library Director and Board. A draft Quickbooks created
budget report has been induded for comments. If C. Rew can make it do what we want it to do,
she will switch. 3). The poor performance of the Otwell funds was questioned. Overall, it only did
about 6% for 1998. It was questioned if the Bank of Fayetteville is the right place to hold it and if
the investments should be changed. 4). L. Schaper shared that the Library requested and was
granted $17K from the Friends of the Library for a new server, 4 new computers, some electronic
databases, and audiotapes. The staff is very appreciative of this support.
V. Service Reports: Adult Services --S. Thomas reported on the success of the latest TeaTime event
on Arkansas birds; weeding the collection; and the AARP tax help program. Children's Services—L.
Maxey reported on the book processing and the progress with the check-out reminder system.
VI. Part-time employees and benefits: M. Lawrence moved and L Brewer seconded a motion to
amend our personnel polities that deal with sick time, holidays, and vacation so all employees
hired after 2/15/99 for less than 20 hours per week will not be eligible for these benefits. All those
staff members working less than 20 hours per week who have been employed for more than 1
year will be grandfathered. All voted aye.
VII. Inclement weather. M. Lawrence moved and M. Roberts seconded a motion to remove from
policy PA -25 a sentence that says "official dosing shall normally follow the public school policy,
except the Library may delay the opening hours Instead of dosing all day." All voted aye.
VIII. Holidays: The following was dedded:
A. We will close on July 4 (Sunday) and have the holiday on July 5 (Monday) this year.
B. M. Lawrence moved and S, Singleton seconded that we will close at 2 o.m. the day
before Thanksgiving. We will reopen the Saturday following Thanksgiving. Another
paid day off will be given to staff. All voted ave.
C. We will be closed the Sunday after Christmas 1999 and the Sunday after New Years
2000 (Jan. 2).
IX. Foundation: M. Lawrence presented a draft of the bylaws. M. Roberts moved and S. Singleton
seconded that M. Lawrencejile the articles of Incorporation. All voted ave. L. Schaper will send
email requesting possible names for the Board to be submitted by March 1.
X. Motion: M. Lawrence moved that the Board move into Executive Session to dicuss a
personnel matter. S. Singleton seconded. All voted aye.
XI. Motion: M. Roberts moved for adjournment at 6:45. L. Brewer seconded. All voted
aye.