HomeMy WebLinkAbout2004-08-16 MinutesFayetteville Public Library Board of Trustees Regular Meeting August 16, 2004 l Prepared by Steven Thomas, M.L.S., Director of Operations Board Members pnssent L Gottsponer, M. Thomas, B. Schaller, M RAbsts, and S. Singleton. Absent L Bruno, A de Noble. Sldfpesert L Schaper ,SThomas, Olh spresentB.KoherV.ChadidcPresspresentTrishFblubeckMNAT)andSarahTery(MN). The July 19, 2004 Board of Trustees meeting was called to order at 4:05 p.m. by L. Gottsponer. 1. M. Thomas moved to accept the minutes of the July meeting. B. Schaffer seconded. All voted aye. 2. Library Reports. 1.) L. Schaper discussed the staffs recent work on the new building, opening celebrations, and hiring 2.) S. Thomas addressed the sorting process with the Tech Logic conveyor and L. Schaper discussed the set up for the new computer domain at Blair Library. 3.) L. Schaper stated that 600 people had attended the children's parade and S. Thomas discussed the collection size — which has now grown to more than 180,000 volumes. 3. Statistical and Financial Report. 1.) L. Schaper noted the huge Increase in volunteer hours, especially as the RFID conversion project began with mostly volunteers. She complimented G. Kunze on her recruiting efforts. 4. Owner's Representative Report. Bob Kohler noted Sean Wagner (MS$R) was in town to generate a list of items that need to be completed before substantial completion, which he estimated could be completed by as early as next week. He discussed the ongoing sitework, including difficulties with utilities, with unsuitable soils, etc. He also noted that much of the furniture has now been installed and that the sign package has been completed. 5. Move Update. L. Schaper noted that the library was on schedule to move on September 10, with some sort of closing ceremony being planned in the Fulbright Building for the 13th. She noted that during the move, some staff would be working in each building to work with the movers, who will be working 10 to 12 hour days. She stated that the goal was to give the staff some time off before opening celebrations to allow for maximum staffing during opening, if possible. She stated that one major change in the new building is the phone system, a true PBX that will allow us to do set up additional menus. 6. Sale of building: Report by Vince Chadick. V. Chadick noted that there was little to update except that by the buyer's request Heritage Title would be used to manage the closing. Otherwise, he noted that all was going well and that the closing date would be as soon as possible in early October. 7. Facilities Manager. L. Schaper noted that FPL had received approximately'/ dozen candidates for the position and that we are in the middle of the interview process. 8. 2005 Budget. L. Schaper noted that the first iteration of the budget had been submitted to the City of Fayetteville and that we would be given the opportunity to revise it in November. She also noted that the final request was approximately $401,000 over the target and that the main additional requests were for four staff positions, utilities, and maintenance contracts. Two positions were being requested because of the additional space in the new building and two were requested to meet service demands that have risen dramatically over the past seven years. 9. Opening Celebrations. L. Schaper presented a schedule of opening events and displayed a draft of the invitation that will be going out to potential attendees. She noted that Tim Walker's firm, Doxa, has designed much of the printed material on a pro bono basis and that Elise Mitchell began work on public relations for the event. 10. Auditor. L. Schaper stated that C. Rew had recommended that FPL use the same auditor as the City of Fayetteville in 2004. B. Schaffer moved to select BKD, LLP. M. Thomas seconded. All voted aye. 11. Tagline. L. Schaper presented potential taglines to the Board of Trustees and asked for Input. S. Singleton and M. Thomas questioned the need for an official tagline, but stated that the library could use any of the statements on their written materials. 12. Policy Amendments a. M. Roberts moved to accept the changes to policy KG Computer Resources and Internet Access as recommended by staff. B. Schaffer seconded. All voted aye. b. B. Schaffer moved to accept the changes to policy NC Customer Relations: Code of Conduct as recommended by staff and amended. M. Thomas seconded. All voted aye. 13. Foundation Request. M. Thomas moved to request $57,000 from the Fayetteville Public Library Foundation for 2005 operations. M. Roberts seconded. All voted aye. 14. Last meeting in Fulbright Building. L. Schaper noted that this would be the last meeting of the Fayetteville Public Library in the current facility. It was decided that a September meeting would be held if there were motions that needed to be passed. Otherwise, this meeting would be skipped and the next meeting would be held in Blair Library in October 19, 2004. 15. B. Schaffer moved to adjourn. M. Roberts seconded. All voted aye. The meeting adjourned at 5:30 p.m.