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Home My WebLink About2002-12-16 MinutesFayetteville Public Library Board of Trustees Regular Meeting 12/16/02 Prepared by Catherine Rew, Manager of Financial Services Board members present: L. Gottsponer, S. Singleton, L. Brewer, B. Schaffer, M. Thomas, M. Roberts and A. De Noble. Staff present: L. Schaper, and C. Rew. Others present B Kohler, Owner's Representative, Rebecca Wood, FPL Foundation, & V. Chadick. Press present: Matt Wagner and C. Allison. • The meeting was called to order at 4:05 p.m. by L. Gottsponer. M. Roberts moved to approve the minutes of the 11/18/02 regular meeting,. M Thomas seconded, all voted aye. • M. Thomas moved to appoint Anne de Noble to the unexpired term of secretary previously held by R. Alexander, S. Singleton seconded, A. de Noble agreed to serve, all voted aye. • Library reports. Board members noted very large discounts on materials that became available at year-end (unusual) and asked if library was taking advantage of this, Schaper assured that we were. Also requested a definition of COBRA and GASB 34. Schaper explained that COBRA was to provide temporary health insurance to employees leaving the library, at their own expense, C. Rew explained that GASB 34 was a government accounting standard change that could affect the treatment of library books. • Old business: Building project - B. Kohler reported that the budding was out of the ground and still on budget and on schedule, although the inspection allowance had been exceeded with 70% of inspections still to be made, an estimate of $57,000 to complete testing has been received De Noble asked what of this overage was for contaminated soil, Schaper replied that a minimum of $8,000 was for this and some rock related testing. Kohler further reported on a meeting with the electrical contractor that was to be rescheduled at the contractor's request to discuss lighting fixtures and the mark up on them. Schaper asked if the Board wanted to continue receiving the city budget report and was told that would not be necessary on a monthly basis. • New Business: o Conveyor- Schaper reported that the staff is recommending that the Board request that City Council contract with TechLogic to provide the two legs of the conveyor system and the smart bin system. TechLogic is the sole source for this project. The cost for these items would be $355,436 and this includes a performance bond. Gottsponer asked if this was within budget. Schaper answered that it is. M. Thomas moved and M. Roberts seconded to make this recommendation. S. Singleton noted that this was necessary for a . convenient way to return materials in this urban library setting. A. De Noble asked about guarantees and warranties, Schaper replied that City Attorney would review the contract with these concerns in mind. All voted aye.. o Counsel Report- Schaper reported that the agenda item "Counsel Report" would be removed, with Counsel commenting as needed on individual items. o Board Terms- V. Chadick recommends a coin toss for staggering terms for the two newest board positions. These positions are currently held by B. Schaffer and L. Brewer. Four board members will be up for reappointment in 2003, staggering these terms would keep the majority from turning over in any one year after 2003. B. Schaffer noted that this needed to happen, L. Brewer agreed. Both of these terms would be shortened, one by one year the other by two years. 'After much discussion, it was decided that this should happen at this time. L. Gottsponer flipped the coin and the results were: the position held by B. Schaffer would end in 2006 (4/2/03-4/1/06) and the position held by L. Brewer in 2007.(4/2/03-4/1/07). o Roll Forward- Schaper requested that $63,000 be rolled from the 2002 budget into the 2003 budget to fund a temporary position to handle phone calls/circulation, corporate identity expenses, smart library items, and other items ordered or targeted in late 2002 that have not yet amved. M. Roberts moved, L. Brewer seconded, all voted aye. o Pension Plan- C. Rew recommended that the library add a 457 plan patterned after the City plan and amend the current 401 plan to conform to the city plana S. Singleton moved and L. Brewer seconded that we bring the library plan into conformance with the city plan with the exceptions of the pay dates and contribution amounts, the library would retain monthly payroll 'and flexible contributions ranging from 6% to 12%, and to also add a 457 plan with these same differences. All voted aye. o Book Endowment Fund- M. Thomas moved and A. De Noble seconded to ask the Foundation to return the Book Endowment Fund to the Library Board of Trustees to oversee. All voted aye. o Corporate resolution -C. Rew requested that the Board pass a corporate resolution allowing the Treasurer of the Fayetteville Public Library Board of Trustees and the Manager of Financial Services to set up an account with ARVEST Asset Management, and others as needed and to allow the Treasurer of the Fayetteville Public Library Board of Trustees and Library Manager of Financial Services to move monies into this account to buy Treasury Bills or CD's in order to comply with the City of Fayetteville required FDIC insurance coverage. The intent of this resolution is that the Library Director or Manager of Financial Services can move money within an institution between library accounts, but money can only be removed with appropriate Board signature. L. Brewer moved that this resolution be adopted, A. De Noble seconded, S. Singleton abstained, all others voted aye. • Executive Session- A. De Noble moved and S. Singleton seconded to retire to executive session, all voted aye. Executive session convened at 5:35 p.m. for the Director's annual performance review. Executive session adjourned at 6:20 p.m. with no actions announced. • Adjournment: Board meeting was reconvened and adjourned at 6:25 p.m.