HomeMy WebLinkAbout2002-06-10 MinutesFayetteville Public Library Board of Trustees Regular Meeting June 10, 2002 Prepared by Steven Thomas, M.L.S., Assistant Board members present: L. Gottsponer, A. De Noble, M. Roberts, S. Singleton, Thomas. Staff members present: L. Schaper, C. Rew, and S. Thomas. Others members from the Moming News and Northwest Arkansas Times. Director L. Tni.A.Cevg% B. Schaffer, M. Roberts and M. present: Vince Chadick and press • The meeting was called to order at 4:05 pm by L. Gottsponer. S. Singleton moved and M. Roberts seconded a motion to approve the minutes of the May 20 meeting. All voted aye. • Library reports: 1.) L. Schaper reported on the installation of thin -client computers in the main library and noted potential cost savings with the computers in the new library; 2.) C. Rew discussed the progress being made on the creation of new handicapped parking spaces in front of the building; 3.) M. Thomas stated that he had received various compliments on how the Library and City had interacted with the neighbors of the site of the new library; 4.) S. Thomas answered questions about a variety of public issues, including the revision of job descriptions, the circulation rate of large print materials, and a new children's literacy program in which children read to dogs; 5.) L. Schaper and S. Thomas reported on FPL statistical measures, which have continued to increase: circulation, volunteer hours, and the number of summer reading program participants continue to expand. • Financial reports: Cathy Rew reported that maintenance was high, that our utility costs had been good through the spring, and that everything else was essentially on target. • Old business: 1.) L. Schaper noted that Swepco and Crossland Construction had worked out details of how to proceed with the utilities in the new building; 2.) L. Schaper noted that the City would soon issue a notice to proceed to Crossland; 3.) L. Schaper stated that Meyer, Scherer, and Rockcastle had been looking at the deferred items,and that their recent cost estimates look good; 4.) L. Schaper noted that the targeted trees had been removed from the site and those to be reused are stored on City property. A walnut and cherry tree will likely be used to make a conference table and podium for the new library; 5.) L. Schaper noted that the owner's representative was almost on board. 5) L. Schaper discussed the progress of the fuel -cell project; 6.) C. Rew discussed the report obtained from the City conceming the financial statements for the building project; L. Gottsponer stated that this was a good start, but that clarification from C. Rew surrounding this issue might be necessary in the future. • Counsel's Report: 1.) V. Chadick stated that the resolution clarifying the relationship between the City of Fayetteville and the Fayetteville Public Library was due to go to the City Council on June 18th; 2.) V. Chadick presented an overview of the financial responsibilities of the Library Board. He stated that the responsibilities of a board member (considering the standard of conduct for officers/directors of non-profit organizations, as provided by Arkansas statute) should include: a) acting in good faith; b) with the care an ordinarily prudent person in a like position would exercise under similar circumstances; and c) in a manner the member reasonably believes to be in the best interests of the library. Also, Trustees should disclose with complete honesty information about any conflict of interest, abstain to the extent possible from any discussion or voting in any manner involving a conflict, and act fairly and reasonably in regard to any decisions made. V. Chadick explained further that board members should act in good faith and make informed decisions based upon staff judgement and professional advice. He stated that if these fundamental tenets were followed, courts would generally uphold their decisions. He also stated that the powers of the Library Board included: a.) having exclusive control over library expenditures. b) maintaining library funds separate from other city funds; c.) purchasing and leasing grounds or buildings for library purposes; d.) making the rules and regulations for administering the library; and e.) hiring a director. Finally, he said that he would develop a packet related to this information for all Trustees. 3.) Anne De Noble asked about the Board of the Fayetteville Public Library receiving a copy of the Foundation's minutes; B. Schaffer said the Foundation's records weren't subject to the Freedom of Information Act; L. Gottsponer stated that, in his opinion, what was most important was to know that the Foundation was following their investment policy and that they were earning enough money to make their existence make sense. He stated that this was obviously happening in the present, during the capital campaign, but that this was something that would need to be re-examined in the future; 4.) V. Chadick stated that he would also include additional information for Trustees on how to read a financial report in his package. • Other Business: 1.) L. Schaper stated that the Arsaga's lease is not finalized; that V. Chadick is working on an interim agreement; 2.) L. Schaper noted that the Children's Internet Protection Act had been overturned, paving the way for full e -rate funding for FPL in 2002/03; 3.) L. Schaper noted that, at present, there was no State Aid for libraries in next year's state budget. • M. Thomas moved to adjourn the meeting at 5:45 p.m.; B. Schaffer seconded. All voted aye. -2-