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HomeMy WebLinkAbout2004-07-19 MinutesFayetteville Public Library Board of Trustees Regular Meeting July 19, 2004 ,i Prepared by Steven Thomas, Director of Operations Board Members present: L. Gottsponer, L. Brewer, M..Thomas, A. de Noble, B. Schaffer, M. Roberts, and S. Singleton. Staff present: L. Schaper, S. Thomas and C. Rew. Others present: B. Kohler, R. Wood, V. Chadick. Press present: Charlie Allison (NWAT) and Sarah Terry (MN). The July 19, 2004 Board of Trustees meeting was called to order at 4:05 p.m. by L. Gottsponer. 1. L. Brewer moved to accept the minutes of the June meeting. A. de Noble seconded. S. Singleton recommended that the line 42 city staff members in the report be amended to read "1 city staff member and 1 alderman' All voted aye. 2. Library Reports. 1.) L. Schaper reported on technology decisions in Blair library, on a grants received for structural soils, from the Arkansas Arts Council, and Wal-Mart. 2.) L. Schaper noted that bids had been returned for cleaning Blair Library, that the contract with the mover had been approved by City Council and that City Council had approved additional funds for the enhancement of School. Street. 3.) S. Thomas noted the success of the first-ever young adult summer reading program, the RFID conversion process, and discussed the ongoing interviewing process. 3. Statistical and Financial Report. 1.) L. Schaper noted that June circulation was the highest month on record for FPL and discussed the quarterly statistical report to the city. 2.) C. Rew noted that M. Thomas signed the documentation authorizing the use of the Book Endowment Funds for the opening day collections. 4. Owner's Representative Report. Bob Kohler noted that the cork flooring for Blair Library_ has been installed and updated the progress of the exterior site work — noting that progress has sometimes been slowed due to rain and the difficulties involved in working around existing utilities. B. Kohler also discussed the completion date for the exterior and the process of taking possession of the site. L. Schaper noted that the move date will probably move from early September to the week of September 13r". 5. Sale of building: Report by Vince Chadick. V. Chadick noted the offer and acceptance contract for the acceptance of the building sale to The Fulbright Building, LLC. He also noted that the two buildings comprising the current FPL had been sold as separate transactions. Discussion was held regarding possibilities for moving closing date back to a date between October 1 and October 8, 2004 in order to make sure that all aspects of the move were completed due to the completion of the building being pushed back to mid-September. V. Chadick expressed concerns about doing so formally and stated that a better course of action would be to approve the contract and then work with Fulbright Building LLC regarding the move into Blair Library as the date approaches and the needs become clearer. Library staff stated that they would work with the auctioneer to look at ways to complete the sale of items from the current facility. M. Thomas moved to propose approval of the offer and acceptance contract, to authorize the president to execute the offer and acceptance proposed, and to request a revision of paragraph 9 to include language that the closing date Is on or before October 7. B. Schaffer seconded. All voted aye. 6. 2005 Budget. L. Schaper noted that the budget worksheet was a draft document and that it would continue to evolve until August 10. She also slated that the City would permit us to track expenses in Blair Library and make additional changes until it goes to the City Council in the late fall. She noted that our current targetfrom the City was $983,000 and that anything over that amount needed to be requested as a target overrun. She also noted that FPL would be making these requests — primarily to cover added costs for personnel, utilities and housekeeping. She stated that the requested target overrun would be $463,824 and walked through the specifics of this request as outlined on pages 1 and 2 of the 2005 Budget'Request Explanation document. L. Schaper and C. Rew then walked through the remaining documentation of the budget request as outlined in pages 8-18 of the 2005 Budget Request Explanation document. M. Thomas moved to accept the budget proposal. L. Brewer seconded. All voted aye. 7. Request for facilities manager. L. Schaper noted that the City staff recommended that the hiring of a facilities manager at FPL would be desirable as soon as possible. She discussed the job description that this position would have and noted that, pending the approval of the board, a request would go before City Council for the remaining months of 2004. A. de Noble moved to approve the library's request for a facilities manager to the city council. M. Thomas seconded. All voted aye. 8. Use of auctioneer. C. Rew presented a proposal from Don Guthrie to serve as an auctioneer for the purposes of selling FPL items that will not be reused at Blair Library or donated to other libraries. She noted that he had also been willing to reduce his usual fee for doing so. S. Singleton moved to hire auctioneer. L. Brewer seconded. All voted aye. 9. Donation of shelving to other libraries. C. Rew presented a proposal to offer library shelving to other area libraries before attempting to sell it. She noted that she had talked with a representative of Springdale's library who had gone through this process and had said that resale value for the shelving was very low. It was also • noted that the shelving had been in use at FPL for decades and that it was quite old. M. Roberts expressed support for using the resources to help other Arkansas libraries. S. Singleton recommended that C. Raw have the ability to have flexibility in how much she donates to the libraries as an understanding of their need evolves. M. Roberts moved to enable this donation. S. Schaffer seconded. All voted aye. 10. A. de Noble moved to enter executive session at 6:05 p.m. L. Brewer seconded. All voted aye. 11. At 6:15 p.m. M. Thomas moved to come back into regular session. M. Roberts seconded the motion. All voted aye. No action was taken on this personnel matter. 12. M. Thomas voted to adjourn. M. Roberts seconded. All voted aye. The meeting adjourned at 6:16 p.m. 0