HomeMy WebLinkAbout2002-01-22 MinutesFayetteville Public Library Board of Trustees Regular Meeting 1/22/02 Preparedby Steven M. Thomas, M.LS. and Louise Schaper, M.L.S. and members present M Thomas, L. Gottsponner, B. Schaffer, L Brewer, S. Singleton, M. Roberts, R. Alexander. Staff present: L. .shaper, C. Rew, L. Greenwood, S. Thomas. Others present: Dr. Robert Cross, Natasha Lavelle, Jim Foster, Vince Chadick, members of the press. • The meeting was called to order at 4 p.m. L. Brewer moved to accept the minutes from the December board meeting. B. Schaffer seconded. All voted aye. • Board Elections: M. Roberts moved to re -nominate all of the officers of the Fayetteville Public Library Board of Trustees to their current positions for 2002. They are: Louis Gottsponer, President; Michael Thomas, Vice- president; Steve Singleton, Treasurer; Richard Alexander, Secretary. B. Schaffer seconded. All voted aye. • Library Reports: 1.) L. Schaper discussed the results of the Hay plan and building project (waterless urinals, geotechnical report, signage project, etc.); 4.) L. Greenwood talked about the Chinese New Year program, the new computer mice, and the fact that we owned all of School Library Journal's best 2001 books for children; 5.) S. Thomas talked about a new program, TheCommunityRoom(UFPL circulation •statistics, and DVD usage; 6.) L. Schaper noted that 2001 circulation was up by about 20% and that circulation was up by nearly 80% over the last four years; 7) C. Rew noted that we were virtually on -target spending our 2001 resources. She noted that there was $7,244 remaining that had been encumbered for shelving and genealogy equipment and asked that it be rolled over into the 2002 budget. M. Thomas moved to roll over $7,244 into the 2002 budget. R. Alexander seconded. All voted aye; 8.) C. Rew noted and discussed the outline for the 2002 budget. • Building Project: 1.) L. Schaper and C. Rew presented the library sales tax results, the upcoming neighborhood meeting, and the utility work bid waiver, 2.) L. Gottsponer noted that Elizabeth Mitchell is the chairperson of FPL's groundbreaking committee. He also noted that there would be committee representatives from the Library, the Foundation Board, the City of Fayetteville, the Friends of the Fayetteville Public Library, etc. L. Brewer will serve as the Library Board representative. 3.) Fuel Cell proposal: Dr. Robert Cross and Natasha Lavelle gave a basic presentation on fuel cells and their offer to conduct research and analysis of a fuel cell that to be used for either back- up power in the new FPL facility or whole building power. They offered to do a feasibility study, a technical assessment into what's available, identify funding sources and prepare grants. They also stated that they would be )willing to start immediately and, if their findings are encouraging, submit a proposal for approval. L. Gottsponer clarified the two-step decision process—first, the Library Board would vote to recommend approvaland second, the City Council will be asked to approve. R. Alexander moved to recommend approval of the UA offer to work cooperatively in researching and implementing fuel cell technology in the new building as outlined in Dr. Robert Cross's letter. S. Singleton seconded. All voted aye; 4.) Tree Harvest and reuse: L. Schaper presented a proposal prepared by volunteer Christine Rugen Haller and herself that presented a methodology for finding the best use of the trees to be removed from the library site. An RFP would be issued by the City to invite proposals from citizens interested in harvesting the trees and reusing them for lumber, ftimishings, arts, crafts etc. A City selection committee would choose proposals based on ability to meet three key terms. S. Singleton moved to accept this proposal to proceed with the tree removal. M. Roberts seconded. All voted aye; 5.) Fireplace: L. Schaper presented the concem of MS&R LTD project manager Sean Wagner that the Board review the use of a ventless fireplace in the new building given the project's green building goals and the possible impact on indoor air quality. Jim Foster said that ventless fireplaces are approved for indoor use. L. Gottsponer reported that Sean Wagner recommended a non -working fireplace. After considering several options, the Board reached a consensus to keep the current, fully operational, ventless gas fireplace design. • Counsel's Report: Several Foundation issues were discussed. Fitt Vince reminded Trustees that the purpose of the FPL Foundation is to provide a fundraising vehicle that allows donors a charitable deduction. The staff finds that checks sometimes come in made out to the Fayetteville Public Library. They call the donor and have them come in and change the check. Second he proposed removing the Library Director as a voting member of the Foundation Board. Third Vince raised some questions about possible errors in the Foundation bylaws. Possible errors are: (1) article 6 re: amendment of bylaws to be done by the FPL 'directors"; (2) article 3 re. Foundation Directors appointed at Library Board's annual meeting. C. Rew suggested that V. Chadick speak with Mari Lawrence—the attomey who drew up the bylaws. Vince recommended that the Library Board appoints the Board of Directors of the Foundation and give the Foundation Board the ability to amend the bylaws. He said we would not want to surrender the authority to add to and/or remove the Directors of the Foundation. 1.) R. Alexander moved to amend the Library Director's role to a non-voting ex -officio member of the Board of the Fayetteville Public Library Foundation if it is in the power of the Library Board under article 6 to do so and, if not, we are asking the Foundation Board to do so. L Brewer seconded. All voted aye. 2.) B. Schaffer moved that when checks come into the library signed "Fayetteville Public Library," the staff should correct this by altering them to read "Fayetteville Public Library Foundation." This will make the Foundation the default choice for contributions, unless the donator requests otherwise R Alexander seconded. All voted aye. Vince said he was working on the contract with the cafe vendor and the resolution for the City Council. • Foundation: 1.) The year-end report summaries were reviewed; L. Gottsponer said the Foundation Treasurer is Willing to give a verbal report; 2.) L. Schaper recommended that the interest from the book endowment fund be rolled over back into the principal. M. Roberts moved to roll over the funds. R. Alexander seconded. All voted aye. Collection Development Policy: S. Singleton moved and R. Alexander seconded a motion to accept revised • collection development policy featuring children's collection additions. All voted aye. • New Business: 1.) C. Rew discussed Chubb Group's non-renewal of D&O policy for all non-profits; insurance broker is searching for altematives; 2.) M. Roberts requested that the next FPL Board meeting not be on a holiday. The next meeting was moved to Tuesday, February 19th. Louise will find a location. R. Alexander offered his office conference room. • Adjournment: B. Schaffer moved to adjourn at 6:30pm. S. Singleton seconded. All voted aye.