HomeMy WebLinkAbout2000-05-15 MinutesFayetteville Public Library
Board of Trustees Regular Meeting
May 15, 2000
Prepared by Lolly Greenwood
Trustees present were L. Gottsponer, L. Brewer, S. Singleton, M. Thomas, B. Shaffer and M. Roberts. R. Alexander was
not present. Staff present were L. Schaper, C. Rew, S. Thomas and L. Greenwood. There were no members of the press
present.
The meeting was called to order at 4:05 p.m.
M. Roberts moved and L. Brewer seconded a motion to approve the minutes from the regular meeting of April 17,
2000. All voted aye.
II. Director's report: Schaper addressed the question concerning Board liability for an annual audit. Both she and
C. Rew explained that there is a good amount of liability coverage because we are covered under the City annual
audit. City staff suggested that the library conduct a full audit every 4 to 5 years and that this should be in the
bylaws. M. Thomas asked if the Board and the director are comfortable with this idea. It was suggested that an
audit be conducted prior to the move to a new library. M. Thomas moved and L Brewer seconded that a
defined external audit be conducted at least every 5 years. All voted aye. Schaper commented on the
exceptional candidates who have applied for the Office and Facilities Coordinator position She also announced
that Kendall Curlee will be leaving to go with her family on her husband's sabbatical. Schaper Is working with
Charlie Venable at the City in an attempt to locate funds for the building model. There may be enough left in the
CIP budget. The question was then raised as to if a model is realty needed for the building fund campaign. The
feeling of the Board was that major givers need to see a model, not the public. It was also suggested that we bring
key Fayetteville residents to other major new libraries, possibly including the newly constructed Carmel Clay Public
Library or the Fort Smith Central Library. L. Schaper also stated that the case of "theft by deception" has been
solved, that G. Golden put the case together, and that the patron admitted having several library cards and has
agreed to retum the materials. Also, circulation numbers continue to be up by 20% and L. Schaper has drafts of
the annual report.
III. Finance Report: C. Rew brought up 3 items for the board's attention: 1.) Book Budget will actually be $230-235K
this year. We are currently somewhat over budget, but this was planned in order to get books on the shelves. 2.)
We are about $5,500 over on supplies, caused by circulation supplies being substantially up. Rew will carefully
monitor this in the upcoming months. 3.) Equipment lease: A little over budget at this point but no need for
concem. The City did offer to pay for half of the lighting bill. Other items discussed included the need for an air
conditioning units and a condenser, replacement of the speed bump and possible removal of a curb on the exit
ramp by WCLS; payroll taxes appear high because they are paid in advance at the first of the year. After the Long
Term Development report it was decided that it would be advantageous to have a Foundation board member
attend this Board meeting.
IV. Service Reports: Children's: Greenwood commented on visits to all of the area elementary schools, preparations
for Summer Reading programming, expanded programming and workshops, partnerships and the receipt of a
sculpture from Terra Studios. A cover and stand are being made for this and it will be on display soon. Volunteer
Services: Teen Advisory Board enrollment is increasing, planning is underway for the Holiday party and
organization of the historical files of the library is underway. Public Services: S. Thomas reported that FPL
provided the most holds in the system; a procedure for lost and missing is being refined; informational displays on
how to use the collection are being generated by staff; and slightly more donated materials are being received.
V. Building Project: Schaper reported that new elevation renderings have been received and are available for
viewing. In addition, the Feasibility Study has been completed and presented to the Oversight Committee who will
meet in early June to begin the next steps.
VI. WCLS Update: Schaper noted that a good attempt was made to make all of the libraries happy in the allocation
process. She is pleased that city boundaries were used, but questions the Mall money being pulled out for an
undesignated reason. Valuations in Springdale increased by 6%, and in Fayetteville by 5%. M. Roberts stated FPL
received money from the Mall legally last year and is entitled to this money. S. Singleton moved and M. Roberts
seconded that the Board accept points 1, 3, and 4 of the County library proposal, but strenuously oppose
point 2 or any other proposal that does not respect City boundaries. All aye. Response to the WCLS Annual
Report that was submitted to FPL, was that it was not an official annual report and didn't contain 99 finances and
allocations. The Board will make it known that an official Annual Report is needed as an historical record of events,
service allocations and finances. A letter will be sent to WCLS from the Board.
VII. Book Endowment Fund: The existing 501(c)(3) status. was established in 1964. Schaper asked If the
Endowment tax status needs to be dissolved and the funds subsumed by the Foundation. The question requires
legal input and will be presented to Matt Lawrence.
VIII. The Board expressed appreciation for the efforts of Amanda Thornburg, Kendall Curlee, and Melody Devere (for
signs and banners).
IX. There being no other business, M. Thomas moved and S. Singleton seconded to adjourn. All voted aye.
Meeting adjoumed at 615 p m. Next meeting will be June 26, 2000 at 4:00 p.m.
