HomeMy WebLinkAbout1999-05-17 MinutesFayetteville Public Library Board of Trustees Regular Meeting May 17, 1999 Trustees present were M. Thomas, S. Singleton, M. Roberts, L. Brewer, M. Goff and M. Lawrence. Absent was L. Gottsponer. Staff members present were L. Schaper, G Rew, P. Lawrence, S. Thomas, M. Saxon and L. Maxey. The meeting was called to order at 5:02 p.m. I. M. Goff moved to approve the minutes of April 19,1999. S. Singleton seconded. All voted aye. II Director's Report: 1) Explained the restructuring Luring of staff positions with more levels of staff including pages, associates, librarians, team leaders and managerswith some regular and some temporary. This layering affords more opportunity and movement within the library structure. Positions have become clearer and job descriptions more defined. 2) Reported on visit to the new 116,000 sq. ft. Carmel Clay Public Library in Cannel, Indiana, designed by Jeff Scherer. Shared pictures, commented on their 1 million circs per year, and proposed that the Board plan to visit the site to help in their understanding of a building project. 3) Reported that the recent phone upgrade cost $5,800. 4) Reported there will be a major shift in the administrative office area in the next few months, with Louise moving to the Conference Room, and Steven and Pam moving into Louise's old office. 5) Handed out the 1998 Annual Report. III Accountants Report 1) Clarified question about fixed assets. The City says only list this year's purchases in fixed assets. 2) Insurance is OK. 3) $500 check from Bank of Fayetteville from 3/97 was found, was never cashed; located Mcllroy CD; and found information about sizeable donations that never received a plaque. 4) Orwell funds have been moved to more conservative funds, per Marty Goff. 5) Reported an overage on Building and Grounds line item due to plumbing costs; also reported that Don Johnson is the new landscape maintenance provider. IV. Service Reports: 1) Public Service: Reported on interviewing and hiring for new positions and the success of the Brown Bag series. Children's Services: Highlighted upcoming Summer Reading activities, the History Channel Great Race, school visitation reaching 5000 students and filming of a PSA to promote Summer Reading. Volunteer Services: Nametags are now in place for all volunteers; receiving 3 to 5 new applications per week; reported on successful Volunteer Recognition Week. V. Policy change re: children. M. Lawrence moved, M. Roberts seconded to adopt the following policy: Children 8 and under must be accompanied by a parent. Children 9 through 12 may be left for up to one hour. Ages 13 and over may use the Library and computers according to Library policy. All voted aye. VL CII' Budget Requests: The following will be requested: On track materials funding, a one-time infusion for three specified areas of the collection, expansion in Children's and Genealogy, and computer replacement. VII• Washington County Library Board millage and State Aid allocations: Since the new ORL Director will not be here until July, C. Rew had to prepare the proposal. The base formula used is township boundary, not school district. As a result, the mrllage from the mall area within Fayetteville's boundaries went to Springdale's library. This proposal will be presented at the next WCLB Board meeting on Thursday, May 20. VIII FPL Foundation: M. Lawrence reported that 501(C)(3) papers are ready to submit. It is legally set-up, but tax exempt status not yet received. The Nominations Committee will consist of Board members S. Thomas and L. Brewer, and Library Director L Schaper. Names of persons for Foundation will be submitted at the next Board meeting. Ix. Computer Center Policy: M. Goff moved and M. Lawrence seconded to approve the Computer Lab Policy as written. All voted aye. X. M. Lawrence moved to adjourn at 6:30. M. Goff seconded. All voted aye. Fayetteville Public Library Board of Trustees Regular Meeting May 17, 1999 (corrected version 6/21/99) Trustees present were M. Thomas, S. Singleton, M. Roberts, L. Brewer, M. Goff and M. Lawrence. Absent was L. Gottsponer. Staff members present were L. Schaper, C Rew, P. Lawrence, S. Thomas, M. Saxon and L. Maxey. The meeting was called to order at 5:02 p.m. I. M. Goff moved to approve the minutes of April 19, 1999. S. Singleton seconded. All voted aye. II. Director's Report 1) Explained the restructuring of staff positions with more levels of staff including pages, associates, librarians, team leaders and managers, with some regular and some temporary. This layering affords more opportunity and movement within the library structure. Positions have become clearer and job descriptions more defined. 2) Reported on visit to the new 116,000 sq. ft. Carmel Clay Public Library in Carmel, Indiana, designed by Jeff Scherer. Shared pictures, commented on their 1 million cires per year, and proposed that the Board plan to visit the site to help in their understanding of a building project. 3) Reported that the recent phone upgrade cost $5,800. 4) Reported there will be a major shift in the administrative office area in the next few months, with Louise moving to the Conference Room, and Steven and Pam moving into Louise's old office. 5) Handed out the 1998 Annual Report. III Accountants Report 1) Clarified question about fixed assets. The Gtysays only list this year's purchases in fixed assets. 2) Insurance is OK. 3) $500 check from Bank of Fayetteville from 3/97 was found, was never cashed; located Mclhoy GD; and found information about sizeable donations that never received a plaque. 4) Otwell funds have been moved to more conservative funds, per Marty Goff. 5) Reported an overage on Building and Grounds line item due to plumbing costs; also reported that Don Johnson is the new landscape maintenance provider. IV. Service Reports: 1) Public Service: Reported on interviewing and hiring for new positions and the success of the Brown Bag series. Children's Services: Highlighted upcoming Summer Reading activities, the 1-Estory Channel Great Race, school visitation reaching 5000 students and filming of a PSA to promote Summer Reading. Volunteer Services: Nametags are now in place for all volunteers; receiving 3 to 5 new applications per week reported on successful Volunteer Recognition Week. V. Policy change re: children: M. Lawrence moved, M. Roberts seconded to adopt the following policy: Children 8 and under must be accompanied by a parent. Children 9 through 12 may be left for up to one hour. Ages 13 and over may use the Library and computers according to Library policy. All voted aye. VI. CTP Budget Requests: The following will be requested On track materials funding, a one-time infusion for three specified areas of the collection, expansion in Children's and Genealogy, and computer replacement. VII. Washington County Library Board millage and State Aid allocations: Since the new ORL Director will not be here until July, C Rew had to prepare the proposaL The base foarrula used is township boundary, not school district. As a result, the millage from the mall area within Fayetteville's boundaries went to Springdale's library. This proposal will be presented at the next WCLB Board meeting on Thursday, May20. VIII. FPL Foundation: M. Lawrence reported that 501(Q(3) papers are ready to submit. It is legally set-up, but tax exempt status not yet received. The Nominations Committee will consist of Board members M. Thomas and L. Brewer, and Library Director L. Schaper. Names of persons for Foundation will be submitted at the next Board meeting. IK Computer Center Policy: M. Goff moved and M. Lawrence seconded to approve the Computer Lab Policy as written. All voted aye. X. M. Lawrence moved to adjoum at 6:30. M. Goff seconded. All voted aye.