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HomeMy WebLinkAbout2004-04-19 MinutesFayetteville Public Library
Board of Trustees Regular Meeting
Aprll 18, 2004
^I Prepared by Steven Thomas, M.L.S., Director of Operations.
Board Members present: L. Gotlsponer, L. Brewer, M. Thomas, A. deNoble, B. Shaffer, and S. Singleton. Staff
present: L Schaper, and C. Raw. Others present: B. Kohler, R. Wood, V. Chadick, H. Earnest, Cheryl Abbott from
the U of A and Adam Driver from NWACC. Press present Charles Morasch,and Sarah Terry.
The April 10, 2004 Board of Trustees meeting was called to order at 4:15 p.m. by L. Gottsponer.
1. M. Thomas moved to accept the minutes of the previous meeting, L Brewer seconded. All voted aye.
2. Management Reports end statistics: 1.) L. Schaper reported a very busy month with the new budding
nearing completion, with no let up seen until then. 2.) L. Schaper also reported on discussions with the
Arsagas concerning signage and changes for the cafd within the new library, 3.) L. Schaper noted that donors
have come forward for several items that will be added to the new library project, Including the interactive wad
and puppet theater in childrens 4.) M. Thomas stated that the board is delighted to have a defribulator on
premises, this is being donated by Washington Regional Medical Foundation. 5.) Scraper explained that
cardholders are continuing to Increase due to the need for county residents to have a Fayetteville card.
3. Financial Report: C. Raw reported that the contractual services line item is going over budget due to using
contract tech support at this time. This will be addressed later in the year.
4. Foundation Report: R. Wood reported significant Interest in the dbrary project as we get closer to the move.
'She expressed appreciation to Crossland Construction for allowing easy access to the building for tours with
potential donors.
5. Building Report: B. Kohler reported that daily there are noliceable changes on site, with many areas virtually
complete. His focus now Is on signage and finish detail such as the interactive wall. He has Identified a
consultant that can help with signage issues on a per hour basis. He also noted that the "site supervisor, Brad
Hamilton is known for his ability to successfully close jobs. C. Raw reported that this project would have an
official process for being dosed with the city that win involve both city and'Ilbrary staff. L. Schaper reported
two items on the eounci agenda for April 20, 2004. The fast for deferred items totaling $78,000 is on consent,
the second, a request to move the final deferred hems, technology items and settlement funds Into project
contingency, totaling $999,000 is the last Item on new business. Schaper reported that this request was being
made to expedite these purchases so the project would continue to meet our time budget
6. Building Sale: L. Schaper handed out revision 10 of a draft RFP. B. Shaffer explained that city attorney, Kit
Williams, suggested a different way to proceed, using price as the only criteria, and use deed restrictions to
protect neighborhood Interests. These would carry over to future owners. Shaffer felt that we have gone to far
to take a new approach. S. Singleton state that there would be no need for a committee If they had no imput.
Gottsponer stated that there were three possible courses of action, first, vote on draft 10 of RFP, second,
amend this RFP again, or third do nothing and try to reach a better agreement Gottsponer stated that he felt
the board needs to take some action. S. Singleton moved to adopt RFP proposed draft 10 as written, A.
deNoble seconded, after continued discussion, all voted aye.
7. Opening Day Collection: V. Chadlck noted [hat he found no issues with the IRS if money is spent
consistently with the endowment trust as collected. Based upon the information provided to and
understanding of the Board, In particular the representations of the library staff regarding the financial
condition of the library and Its needs relating to the opening day collection, M. Thomas moved to
expend the balance of the Book Endowment Trust, consistent with all of its provisions. L Brewer
seconded, all voted aye..
8. New Business: L. Schaper distributed a draft meeting room policy for the board to look at for comment This
will be discussed at a later meeting. M. Thomas asked that the board packet be printed on both sides to save
paper: M. Thomas also suggested board consider skipping some meetings to save staff time if there is no
specific need.
9. At 6:20 1 B. Shaffer moved to adjourn, L. Brewer seconded, all voted aye.