HomeMy WebLinkAbout2003-08-18 MinutesFayetteville Public Library Board of Trustees Regular Meeting August 18, 2003 Prepared by Catherine Rew, C.P.A. Board Members present: L. Gottsponer, M. Thomas, S. Singleton, L. Brewer, M. Roberts, A. de Noble, and B. Shaffer. Staff present. L Schaper and C. Rew. Others present: V. Chadick, R. Wood, H. Earnest, B. Kohler, Adam Wallworth (Northwest Arkansas Times), Susan Porter (Fayetteville Free Weekly), and Dan Craft (Morning News). The August 18, 2003 Board of Trustees meeting was called to order at 4:05 p.m. 1. L. Brewer moved to accept the minutes of the 7/21/03 meeting, M. Roberts seconded, all voted aye. 2. Consolidated Management Report: 1.) Gottsponer asked if we were working through the process of disassociation with the Washington County Library System, Schaper responded that a meeting has been scheduled with the WCLS co -directors and work was underway on the catalog transfer. 2.) Roberts requested information on the distance M.L.S. degree being sought by an employee, Schaper reported that R. Mahon has begin pursuing her M.L.S. at the University of Tennessee in the distance program. 3.) Schaper reported that the last Wal-Mart festival for 2003, 'Things that Go'. Is scheduled for 9/27/03. Also, the Children's library will be adding two book clubs, one for the child and parent for 2nd and 3m graders, and another for 4th and 5th gradeis. 3. Financial Report: M. Thomas commented on the amount spent (low) for landscaping and pointed out that the library landscaping looks neglected and asked who will be caring for the landscaping In the new library. Schaper and Rew reported that we are having discussions with Parks Department about those matters. Rew reported that expenses for supplies continue to be high due to high library usage, e.g. book detection system supplies etc. 4. Foundation Report: R. Wood reported that 40 children had participated In the Children's Read-a-thon, raising about $2,000 for the new library. 5. Building Report: B. Kohler reported that the concrete work is mostly finished and now we will have many subcontractors on site at the same time. Bride is going up and the interior spaces are recognizable. Kohler also reported that the issues with the low voltage package were being worked on. 6. Topping Out Ceremony: Georgia Kunze, event coordinator and Bob Ford, along with R. Wood, L. Schaper and others are working on the plans for this Sept. 13 event. The sponsors are Meyer, Scherer and Rockcastle, LTD, Amirmoez Foster Hailey Johnson, Crossland Construction, City of Fayetteville, The Friends of the Fayetteville Public Library, and the Fayetteville Public Library Foundation. Street dosings and parking area arrangements are complete. The white beam will be available for signing from 9:00 until 10:00, the library will open late, at 11:00 so staff can attend and assist at the event. 7. Sale of Old Building: H. Earnest reported that the letter to the City Council requesting a waiver of ordinance 43-58 would be on the agenda at the September 9th agenda session and at the September 16"' regular session. He requested that library representatives attend the September 18"' council meeting. 8. Counsel Report: V. Chadick gave an update on CIPA. He anticipates no action or further discussions by the Board until May of 2004. S. Singleton asked how close we are to compliance, Schaper and Chadlck indicated that we would appear to be very close. 9. Automated System: Schaper reported that a decision had been reached to purchase the GIS/Polaris automated system. Schaper outlined the process used to reach this decision and complimented S. Thomas for leading this effort and doing a stellar job. We will also, as a part of this system have a training server and have the marc records on the data base cleaned up. 10. City Budget: H. Earnest from the City of Fayetteville, presented the general fund projected budget for the years 2004 through 2008 to the library board. He reported that the City sales tax is flat, so the City staff is recommending that the library board ask voters to approve another mil for library operations in 2004 to be collected in 2005. The library's projected needs for 2005 at this time range from $462K to $597K Gottsponer asked about the $195K shortfall for 2004, Earnest replied that city staff had included thls in budget projections, but the council will have to approve h. 11. Foundation Board of Directors: Schaper reported that 3 Foundation Board members had terms expiring In August 2003 and all three would like to be reappointed. B. Shaffer moved to reappoint John Bradbeny, Jane Gearhart, and Marsha Woodruff to the Fayetteville Public Library Foundation Board, S. Singleton seconded the motion, all voted aye. After discussion, B. Shaffer stated that we need a process for bringing people on this board, a method to apply, etc. Fayetteville Public Library Board members would also like to have 90 days to consider applications for the Foundation Board, to start the process at the May Fayetteville Public Library Board meeting. Schaper agreed. 12. Washington County Library System: Schaper reported that the Washington County Library System was going to consider additional funding for libraries at their regularly scheduled meeting, Thursday, August 21. -2- • 2003. This money would come from reserves, as would some proposed 2004 payments to libraries. Gottsponer asked for conversation surrounding this issue and what the Fayetteville Public Library Board expected and wanted to happen. It was a general consensus that reserves were built up with the help of the Fayetteville taxpayers end that a portion of those funds should be retumed to Fayetteville. S. Singleton moved the Boardempower the. Board President and Executive Director of the Library to negotiate an equitable distribution of funds held in reserve by the Washington County Library System on our behalf, M. Roberts seconded, all voted aye. 13. State Library Board meeting: Schaper reported that S. Thomas had attended this meeting and met all the State Library Board members. We are expecting to receive a half-year allotment from the state beginning in January of 2004 (this is not certain). 14. Planning Retreat: The Board requested that Schaper look at January 29, 30, 31 in 2004 for the meeting. 16. At 5:59p.m. M. Thomas moved to adjourn, B. Shaffer seconded, all voted aye. • 3-