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Home My WebLink About2004-03-15 MinutesFayetteville Public Library Board of Trustees Regular Meeting March 15, 2004 Prepared by Steven Thomas, M.L.S., Director of Operations. Board Members present L. Gottsponer, L. Brewer, M. Roberts, M. Thomas, and S. Singleton. Staff present: L. Schaper, C. Raw, S. Thomas. Others present B. Kohler, R. Wood, V. Chadick. Press present: Charles Morasch, Andy Shupe, Sarah Terry, Susan Porter. The March 15, 2004 Board of Trustees meeting was called to order at 4:05 p.m. by L. Gottsponer. 1. S. Singleton moved to accept the minutes of the previous meeting, L Brewer seconded. M. Roberts clarified his vote on the Reconsideration'of Library Materials request. He said he was concerned with how the patron would take the staff explanation. He stated that he was very pleased with the letter that had gone out to the patron. L Schaper thanked Steven Thomas for draffing the letter and the various Trustees who made Input to IL All voted aye. 2. M. Thomas voiced his appreciation of the help given by C. Raw, S. Daniel and B. Ford during the Foundation's Invited lour of Blair Library on February 28. 3. Management Reports and statistics: 1.) L. Schaper noted that FPL has purchased the LeamaTest online databases, which features dozens of practice tests across many fields and includes the GED, GRE, LSAT etc. 2.) L. Schaper noted that FPL has received notification of elate funding for 2004/2005; 3.) L. Schaper discussed FPL staffs attendance at the PLA oorderence in Seattle; 4.) L. Schaper shared that the children's library Is, In conjunction with representatives of Barbara Tyson's foundation, forming a children's advisory board for the new library; this will not be a policy making body, but meet twice a year for input help with programs and fundraising; 5.) S. Thomas discussed the formation of a new FPL book dub and the status of a grant application to the Arkansas Arts Council; 6.) L. Schaper noted that circulation was up 9% and visits were up about 3% so far In 2004 and discussed the reasons behind these figures; 7.) S. Thomas discussed the collection capacity of the new building, about 300,000 Items. 4., Financial Report: C. Raw noted that we have received our first State Aid to Libraries check and noted that Interest and fines and fees were somewhat down due to the system change over at the end of 2003. She noted, overall, that the budget looked okay at this point, but voiced some concerns about the contracts budget S. Foundatlon Report: R. Wood reported on 2128/04 tours, which were attended by over 200 people. She also noted that the general campaign was moving forward and that a May public push is planned. L. Schaper reported that the new building's cistern has been funded by Don Mock to honor his father and longtime FPL volunteer Gene Mock. 6. Building Report: B. Kohler noted that the new building's mechanical systems have been fired up for the first time, that utility burials for neighborhood residents Is nearly completed, that glass is going up on front of the building, and the a progression of final finishes In the building is occurring. B. Kohler discussed fire extinguishers in the building and discussed the Inspection processes In response to questions from M. Roberts.. C. Row noted that she was working on getting city CIP funds onto her reporting and discussed the state of the project contingency budget L. Schaper stated that there was no reason to assume that the project wouldn't come, In on budget at this point. 7. Building Sale: L. Schaper gave an update on the previous agenda session of the City Council and rioted that there would be a resolution at the April 6'" City Council meeting proposing that the City of Fayetteville purchase the current FPL main building. She also stated that FPL would move forward and create a draft RFP for the sale in case this purchase by the City did not happen —Trustees agreed with this course of action. 8. Opening Celebrations: L Schaper noted that weekly opening celebrations staff meetings have begun. She shared the details of these celebrations, including an October 8 event with Frances Mayes and an October 91 ceremony with speakers, music, and a ribbon cutting. 9. Opening Day Collection: V. Chadick noted that he did not yet have all of the necessary Information surtoundmg the 501(c)3 in which the Book Endowment Fund currently resides and that he would Oe up these Issues with the IRS over the next month. However, he noted that he saw no reason that the Library Board could not choose to expend the principal and interest of the Book Endowment Fund, pending any restrictions placed by the IRS, assuming that the library board had thorougtdy considered the issue, was comfortable with their decision, and that any designations on specific gifts were honored. L. Schaper noted that she was unaware of any such designations. It was decided that V. Chadick would present a specific motion for the expenditure of these funds at the next library board meeting and that the motion would be considered by the board at that time. The motion would be similar to'under the facts and circumstances prevailing at this time, the Board has made a decision to expand the interest and principal pending any restrictions from the Internal Revenue Service'. 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 i 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. •) 0