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Home My WebLink About2004-02-16 MinutesFayetteville Public Library Board of Trustees Regular Meeting February 16, 2004 Prepared by Cathy Rew, C.P.A., Manager of Finance Board Members present: M. Thomas, S. Singleton, L. Brewer, A. de Noble, M. Roberts, and B. Shaffer, Louis Gottsponer was absent. Staff present: L. Schaper, S. Thomas and C. Rew. Others present: V. Chadick, B. Kohler (owner's representative), H. Earnest (City of Fayetteville), S. Terry, Morning News, C. Morasch, and A. Shupe, NW Ark.Times, LaNita McKinney, Susan Porter, and Karen Reese, Washington/Willow Neighborhood Association. The February 16, 2004 Board of Trustees meeting was called to order at 4:05 p.m. by M. Thomas acting for Louis Gottsponer. 1. S. Singleton moved to accept the minutes of the previous meeting, L. Brewer seconded, all voted aye. 2. Management Reports and statistics: 1.) L. Schaper pointed out the Public Library Association New Leaders Travel Grant bestowed on Christy Jones to cover expenses for her to attend the PLA meeting in Seattle. 2.) M. Thomas pointed out that in addition to Library Trustees, city staff, one council member, Lioneld Jordan, had toured the new construction site on January 24.. 3. Financial Reports: C. Rew reported that materials purchases were lower than usual in January due to the change over to the new library automation system, Polaris. This has caught up in February. 4. Building Report: 1.) B. Kohler reported that conduit Is currently being laid to the houses on West Street 2.) Permanent power is expected to be in place later this week, with the gas line (heat) to be installed in 2 to 3 weeks 3.) Front glass will go in this week or next. 4.) Kohler reported on meeting with the Mayor and other city staff to discuss exterior light fixtures. 5.) Kohler stated that the cost has been received for the offsite improvements for School Street and that a request for a cost on decorative street treatments at Mountain and School, to match Dickson Street, has been made. 6.) Rew reported that a change order for $31,925 had been received this week reducing our contingency to $76,323, before reconciliation with the City Internal auditor. 5. Building Sale: H. Earnest reported that City Council would consider the sale of west building at the March 16, 2004 Council meeting. At this time, City staff is recommending selling the west building. Neighborhood association members suggested that the City sell the west building and use the funds to purchase the main building from the Library Board. Earnest said that the City General Fund was too over extended to purchase or keep either building. L. Schaper noted that the Library does not have available funds to operate two buildings. In response to statements about the integrity of the main building structure, M. Thomas reminded that the Library Board of Trustees is on record wanting to maintain the integrity of this building. He reminded everyone that a variance from the City ordinance that required sale to the highest bidder was received last fall. V. Chadick, Library counsel explained that the Library was not in the rental business. After neighbors asked for more time, Chadick responded that he could not agree to an RFP issued later than May 1, 2004. 6. Opening Day Celebrations: L. Schaper announced the main speaker for the pre -opening event will be Frances Mayes, author of Under the Tuscan Sun. She also stated that a proposal has been made to convert Autumnfest Into a book fair concurrent with the opening of Blair Library. 7. Opening Day Collections: V. Chadick recommended a change in the trust instrument of the Book Endowment Fund, to allow for the expenditure of both principal and interest. S. Singleton moved to amend the instrument and revise the endowment trust provisions as follows, to insert the word principal preceding the word interest in preparatory paragraph 4, to insert the word principal preceding the word Interest in enumerated paragraph 3 in the second sentence, and to insert the word principal preceding the word interest In enumerated paragraph 6b A. deNoble seconded, all voted aye. Vince will continue to research next steps. 8. Reconsideration of Library Materials: S. Thomas reported that a request was made to remove Our Only. May Amelia from the shelves. Staff recommended retaining this book. After lengthy discussion, A. de Noble moved to accept the staff recommendation, B. Shaffer seconded, S. Singleton, L. Brewer, A. de Noble, and L. Brewer voted aye, M. Roberts abstained. Motion carried. 9. Adjournment: M. Roberts moved to adjourn at 6:55 pm. L. Brewer seconded. All voted aye.. 10. Foundation Bylaws: The FPL Foundation Board of Directors at its last meeting recommended that the line "directors must be.residents of the State of Arkansas" be removed from their bylaws. M. Thomas moved to remove the line; M. Roberts seconded. All voted aye. _ 11. Library Board Bylaws: L. Schaper noted that because of the separation of FPL from the Washington County �j Library System, reference to the "WCLS director" in the Library Board Bylaws needs to be struck. L. Brewer moved to eliminate this reference. S. Singleton seconded. All voted aye. 12. FPL Foundation Board/FPL Library Board cultivation: It was decided that nominees for any vacant FPL Foundation Board positions be presented to the FPL Board in June, 2004. M. Thomas discussed the need for the cultivation of future FPL Board Members, particularly because a number of positions will come vacant in 2005. 13. Executive Session: L. Brewer moved to go to executive session at 5:30. M. Thomas seconded. All voted aye. 14. At 6 p.m. M. Thomas moved and S. Singleton seconded a motion to move out of Executive Session and return to regular session. L. Brewer moved and M. Roberts seconded a motion to add additional hours for administrative support up to 20 hours per week through the move -in period to be funded from reserves. All voted aye. 15. M. Thomas moved and S. Singleton seconded a motion to adjourn. All voted aye.