HomeMy WebLinkAbout2003-12-15 MinutesFayetteville Public Library Board of Trustees Regular Meeting December 15, 2003 Prepared by Catherine Raw, C.P.A., Manager, Finance Board Members present: M. Thomas, S. Singleton, L. Brewer, A. de Noble, L. Gottsponer, Be Shaffer and M. Roberts. Staff present: L. Schaper and C. Raw. Others present: V. Chadick, Be Kohler (owner's representative), R. Pearce, Morning News, and S. Terry, Northwest Ark. Times. The December 15, 2003 Board of Trustees meeting was called to order at 4:05 p.m. I. M. Roberts moved to accept the minutes of the previous meeting, L. Brewer seconded, all voted aye. 2, Consolidated Management Report: 1.) Schaper reported on the ongoing process of bringing up the Polaris Catalog and getting all the new added features up and operational. 2.) Schaper handed out copies of 'Standards and Expectations for Employees* and said that the recommendation for its creation Came from the Hay Group. It would be given to every employee o that expectations are clearly stated. 3.) A site tour conducted by Jeff Scherer is currently running on the Govemment Channel. 4.) Board members uested req that newspaper clippings and comment cards not be in board packets. Also, they prefer paper packets, as the because customers were given extra long checkout per email files were too trig. 5.) Schaper also mentioned that the number of checkouts in December decrease at during the transition to Polaris. 3. Financial Report: 1.) C. Raw reported that millage income was on track for annual projections. 2.) Also, any excess line Rem funds, as in previous years were allocated to materials. 4. Statistical Report: 1.) Schaper reported that In excess of 28,000 cardholders had used their library cards within the past year. 5. Opening Celebration: Schaper reported that the opening celebration was scheduled for Oct 9, 2004 with an author and dinner event to be held on October 8"' and a month long calendar of events to follow. Weekly ilgIR based ') broad categories oknowledge, eDewey imal system. 6 events eKrted some weathereated concerns with roofing and masonry. Windows and plastic are being put up so temporary heat can be turned on. The permanent heat will require Completion of offsite work. Power to the neighbors will be run in January, a meeting will be held the . Wednesday with neighbors to answer arty questions or concerns. Twelve days have been added to thi contract, so the new completion date is August 9, 2004. Schaper will schedule a. Saturday site tour for board members as soon as possible. 7. FPL Foundation Bye aws: 1.) V. Chadick presented further proposed changes to the Foundation bylaws, more language changes will be made and the bylaws will be presented in January at the annual meeting for a vote. M. Thomas moved to accept this as a work in progress, A. de Noble seconded, all voted aye. 8. $ale of Old Building: 1.) L. Schaper reported on receiving the appraisals for the buildings and attending a meeting with city personnel to discuss potential uses for the west building. A recommendation from City staff will go to City Council for further public discussion. 9. Policy amendments: S, Singleton moved to accept as written changes to policies KK, Use of the library for display and distribution, and NF, Customer Responsibilities. M. Thomas seconded, after assurance from V. Chadick that this follows state statute, all voted aye. 10. Matt Lawrence Recognition: A letter was prepared and signed by all board members present to thank Matt Lawrence for representing Fayetteville on the Washington County Library Board. 11. M. Thomas moved and L. Brewer seconded to go into executive session at 5:18 to conduct the director's annual performance evaluation. All voted aye. 12. Board reconvened at 6:15. The Board requested that Schaper cancel planning session with A. Dahlgren at this time and also asked that meeting schedule return to third Monday of the month. 13. Adjournment — S. Singleton moved to adjourn, L Brewer seconded, all voted aye. The meeting adjourned at approximately 6:15 p.m.