HomeMy WebLinkAbout2002-02-19 MinutesFayetteville Public Library Board of Trustees Regular Meeting 2/19/02 Prepared by Catherine Rew, C.P.A. Manager of Financial Services • Board members present: M. Thomas, S. Singleton, R. Alexander, and M. Roberts, not in attendance were: L. Brewer, L. Gottsponer , and B. Schaffer. Staff present: L. Schaper, S. Thomas, L. Greenwood, and C. Rew. Others present: H. Earnest and E. Mitchell. • The meeting was called to order at 4:10 p.m. S. Singleton moved to accept the minutes from the 1/22/02 board meeting, R. Alexander seconded, all voted aye. • Library Reports: L. Schaper reported on a number of facilities related problems. A server crash on 1/24/02 resulted in about two weeks of downtime, although we were able to continue with book checkout and Internet access. Two HVAC units had to be replaced after one caught on fire. The fire department responded twice on 1/30/02. A Guardtronics employee, called to the library on 1/30/02, indicated our system was not functioning properly at the time. This problem has also been resolved. Asked to define a "thin client", Schaper explained it is a small, minimally intelligent box that substitutes for a full CPU. Thintlients save time, space and money. The rising popularity of the technology indicates a retum to centralized computing. Staff is testing and evaluating this technology for use at specific stations in the new library. Schaper also reported that we have switched to Panda anti-virus software. L. Greenwood noted that the Children's department owns copies (and has multiples on order) for both the Newberry and Caldecott award winners. Greenwood also commended the U of A service fraternity that helped set-up and do craft preparation for the Chinese New Year program. S. Thomas reported that staff was now in the process of looking at and renegotiating contracts with materials providers. Gift. process is continuing to be examined and improved. Management staff reported on a very favorable meeting with Cary and Cindy Arsaga to discuss ideologies and possible issues. This is probably the first of many such meetings: • Groundbreaking: L. Schaper introduced Elizabeth Mitchell, the chairman of the groundbreaking committee. E. Mitchell reported that her 5 member advisory board has met twice and that the 12 member action committee has also met twice. She then reported on the plans that were being made. • Library Reports: Schaper shared the results of the inventory turnover report that indicates turns have consistently gone up since 1998 and we are above average—in the upper quartile --on a national level and that the loan period change affected the ratio. S. Thomas reported that with the addition of new shelving, we will be able to continue adding volumes at the current rate. M. Roberts stated that as a result of the Enron hearings he would like to see some in-service training on board responsibilities. After a brief discussion, M. Thomas asked for a motion. M. Roberts moved to request an in-service training session on financial responsibilities to be presented by a knowledgable source, possibly from the university. S. Singleton seconded this motion, all voted aye. C. Rew reported that we are already over budget in the repairs area, but that all other areas are okay. • L. Schaper reported on various new building actions. These include Dept. of Health variance for a waterless urinal trial at current library, Planning Commission approval of a variance for the retaining wall, advertisement for bid in last Sundays and next Sundays papers, bid waiver for utilities passed by city council, and calls from subcontractors. Also, Sean Wagner will be in town for the pre-bid meeting with contractors on Tuesday, February 26. Staff spent weeks reviewing the construction documents, especially electricals and cabling. A City selection committee chose Robert Kohler to be the owner's representative and the City and Library are working on a joint contract document for owners rep. services from Mr. Kohler. S. Singleton moved to approve this contract on condition of review by library attorney V. Chadick. M. Roberts seconded, all voted aye. • C. Rew reported that we have one bid for D&O insurance and are expecting 2 more. We may need to reword our harassment policy to match required language by insurer. • Schaper reminded Trustees that the position that R. Alexander holds is up for reappointment in March. L. Schaper reported that Trustees had requested a letter be sent by the Board asking that R. Alexander be reappointed. • R. Alexander moved to close the library from 9:30 until 12:00, April 27th for groundbreaking. S. Singleton seconded_all voted aye. • L. Schaper handed out an agenda for Janet Huckabee's visit 2/21/02 and encouraged all board members to attend. Schaper reported that Christy Dawson, U of A, is working with Dr. Cross on the fuel cell partnership. This item will be on the City Council consent agenda. Board discussed the possibility of a non-smoking campus. They will be gathering more information. • Adjournment: R. Alexander moved to adjourn, M. Roberts seconded and all voted aye, meeting adjourned at 5:55.