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HomeMy WebLinkAbout2000-11-20 MinutesFayetteville Public Library Board of Trustees Regular Meeting November 20, 2000 Prepared by Catherine Rew, C.P.A., Manager of Financial Services Board members present: L. Gottsponer, M. Roberts, M. Thomas, B. Schaffer, L. Brewer, R. Alexander. S. Singleton was absent. Staff members present were: L. Schaper, C. Rew, L. Greenwood, S. Thomas, and R. Mahon. Press present were: Don Michael, NWA Times; Cherie Bardin, Morning News; Rob Smith, Democrat - Gazette. The meeting was called to order at 4:05 p.m. by L. Gottsponer. M. Thomas moved to approve the minutes of the October 16,2000 meeting, M. Roberts seconded, all voted aye. Directors Report: L. Schaper reported that 2001 goals and objectives were not yet complete and removed that report. She then reported on the managers "Midwest Library Tour" prompting a discussion of various library practices observed and physical layouts that may be incorporated in the new library. Statistics continue with an upward trend. WCLS purged library cardholders that have not had activity in 2 years and owe less than $5.00.In the future these cards will be purged when they are over 3 years old. Financial Report: The Board questioned absence of fixed assets on the balance sheet. C. Rew explained that these were maintained on the city books, but were zeroed out on library books annually, although a reconciliation is kept by the library for audit purposes. Board requested that a copy of this reconciliation be included in the board packet when it is given to the City. Board also requested that staff check into amount of insurance coverage again since it has been about 3 years since this has happened. Rew also recommended a number of changes to employee benefits. R. Alexander moved and L. Brewer seconded with all voting aye to transfer administrative charges for the retirement plan to employee accounts, to offset this, by matching contributions at 8%, up from 6%. R Alexander moved and M. Thomas seconded with all voting aye to match the proposed 2001 city health insurance payment as presented at this time. M. Thomas moved and B. Schaffer seconded with all voting aye to install a shared leave program allowing employees to transfer up to 10 hours of sick or vacation time to another employee after all of that employees sick and vacation time has been exhausted. This is available only for emergency, catastrophic occurrences and will be anonymous for both giver and receiver with the director authorizing personnel or accounting to make the request. Service Reports: Children's Services: L. Greenwood reported on a very successful lock -in , also the festival of the world's event Divali. She thanked the press for all of the very good coverage. Volunteer Services: R. Mahon noted a large increase in volunteer hours and numbers for this month do to Make a Difference Day. We had two teams working at the library, one painting the parking lot wall on either side of "The Lovely Mural" and the other cleaning out and moving shelving in the East room. Another teen group painted the hallway wall. Adult Services: S. Thomas reported on two excellent well -attended author programs this month. Molly Giles, Grff Stockley and Louise Mann were all in the library this month along with approximately 150 program attendees. We now have 11/4 shelves of books on CD. We had 3 groups of teens in the library this month for tours, school projects and work projects in addition to our usual teen advisory board projects and homework buddies. Old Business: Staff proposed turning over past due accounts ($95,000 at this time) to a collection agency. M. Thomas moved and R. Alexander seconded this proposal with all members voting aye. Staff proposed raising the out of county library card fee to $20.00 (to be implemented by all county libraries). M. Roberts so moved with L. Brewer seconding, all voted aye. L. Schaper reported that we will install signage requesting all cell phone calls take place in the lobby. L. Schaper also shared the Attorney General's opinion stating that political candidates may use the meeting room regardless of whether they are incumbents running for re-election or government employees. Building Project Update: L. Schaper worked with the City on an RFQ for a library attorney to handle any issues that come up. Jeff Scherer was here Nov. 13 &14 working with library staff, public, Board and a team of community experts on accessibility and ADA compliance. He will be back 12/11 to meet with the Board to present an update. Board Terms: It was discovered that we have 3 of our 7 board members scheduled to leave the board at the same time, board requested staff to explore with the city clerk having the City Council stagger one term forward to alleviate this problem. WCLS: L. Schaper reported that the WCLS move is on target for 12/13/00, also the inter -local agreement has not been received from County yet. M. Thomas reported that C. Koffler assured libraries this would not hold up funding for the first quarter. Schaper reported on a letter she sent to the WCLS Directors regarding thoughts about inter- local agreement including (1) the City's comment about the need to spell out all the terms of termination and (2) staff concern about ownership of electronic records. Other Business: L. Schaper also reported the following still in discussion: (1) library status/relationship to City; (2) loan periods; (3) internet filtering; and (4) video policies. Schaper reported that goals and objectives for 2001 are not finished. M. Roberts moved to adjourn at 6:15, R. Alexander seconded, all voted aye.