HomeMy WebLinkAbout2004-12-20 MinutesFayetteville Public Library Board of Trustees Regular Meeting December 20, 2004 DRAFT Minutes Prepared by Catherine Rew, C.P.A., Manager of Financial Services Board Members present: L. Gottsponer, M. Thomas, M. Roberts, L. Brewer, A. de Noble, and S. Singleton. Absent: B. Schaffer. Staff present: L. Schaper & C. Rew. Other's present• V Chadick and Dan Ferritor. Press present: C. Morasch The December 20, 2004 Board of Trustees meeting was called to order at 4:00 p.m. by L. Gottsponer. 1. M. Thomas moved to accept the minutes of the November meeting. L. Brewer seconded. An voted aye. 2. Library Reports. 1.) L. Schaper reported that the security system was now operating correctly. 2.) Schaper also reported on the resignation of Steven Thomas earlier in the month, he will be greatly missed. 3.) L. Brewer asked if other schools besides Holt have bookclubs, Schaper will find out 4.) L. Schaper and C. Rew reported that progress is being made on many punch list items, including -HVAC which is not complete but much better 5.) L. Schaper noted that the genealogy obituary data base is complete and is being tested 6.) M. Roberts requested the status on the cork floors, Schaper explained that the manufacturer is supposed to come inspect to determine if quality and installation were correct, this may not happen until after the holidays. 3. Statistical and Financial Report. 1.) L. Schaper reported that the format could be changed to make the report more readable for the Board. Board requested that some detail continue to be provided 2.) L. Schaper went on to explain changes in reporting due to new building layout and technology for automatically counting use 3.) L. Schaper announced that the library is on track to -complete 700,000 checkouts in 2004 4.) C. Rew presented proposed changes to line items on the 2004 budget to allow for additional employees and tools needed for maintaining the Blair Building, she additionally asked that any of the,budgeted expenditures that could not be completed before yearend be rolled to 2005. M. Thomas moved to make the proposed adjustments to the budget and roll any funds thatcould not be expended before the end 2004, A. deNoble .seconded the motion, all voted aye 5.) A. deNoble moved and M. Thomas seconded the motion to add a policy requiring two signatures for any expenditures over $25,000. All voted aye. 6.) M. Thomas asked about the escrow agreement on the Fulbright building sale, V. Chadick reported that it was not yet complete. 4. Punch List Progress. L. Schaper reported on the major items on the punch list. This list includes the front doors that are problematic because patrons will use the crash bar when the doors won't open immediately, the security gate, millwork that holds CPUs, the HVAC in the server room and the cork floors. M. Thomas asked who would pay for these items, Schaper responded that this was not yet known. 5. 2005 Budget. L. Schaper reported that the City Council is expected to approve the budget tomorrow night with the library budget proposals intact. 6. TIF. V. Chadick stated that Senator Sue Madison had forwarded our letter to the AG and he is monitoring the AG website for an answer. 7. Funding Strategies. L. Schaper presented a report showing library income from City funds and library city millage, as well as millage needed to replace city general fund revenues, noting that this did not take into account any TIFs, service level increases, a full year of experience in the new library to ascertain more accurate operational costs or future branch libraries. For 2005 2.1 mils would be needed to replace general fund monies and .41 mils to replace CIP funds for materials and computers. 8. Art for Blair Library. Schaper requested that Board consider hiring an art consultant and begin the process of developing a common understanding of public art, determining policies on donations and selection, and identifying art opportunities in the new building. After much discussion, L. Brewer moved to accept no art until policies are in place to determine what should be accepted and to hire a consultant for $5,000 to $7,000 to be paid from contingency funds to facilitate this process. S. Singleton seconded the motion, all voted aye. 9. The Board went into executive session at 5:35 to conduct the annual performance evaluation of the executive director. 10. At 6:10 M. Thomas moved to leave executive session. M. Roberts seconded. All voted aye. 11. At 6:10 M. Thomas moved to reopen regular session. S. Singleton Seconded, all voted aye. 12. At. 6:10 L. Brewer moved to adjourn, M. Roberts seconded, all voted aye. 1 Fayetteville Public Library Board of Trustees Regular Meeting December 20, 2004 Minutes Prepared by Catherine Rew, C.P.A., Manager of Financial Services Board Members present: L. Gottsponer; M. Thomas, M. Roberts, L. Brewer, A. de Noble, and S. Singleton. Absent: B. Schaffer. Staff present: L. Schaper & C. Rew. Other's present:. V. Chadick and Dan Ferritor. Press present C Morasch• The December 20, 2004 Board of Trustees meeting was called to order at 4:00 p.m. by L. Gottsponer. 1. M. Thomas moved to accept the minutes of the November meeting. L. Brewer seconded. All voted aye. . 2. Library Reports. 1.) L. Schaper reported, that the security system was now operating correctly. 2.) Schaper also reported on the resignation of Steven Thomas earlier in the month, he will be greatly missed. 3.) L. Brewer asked if other schools besides Holt have bookclubs, Schaper will find out 4.) L. Schaper and C. Rew reported that progress is being made on many punch list items, including HVAC which is not complete but much better 5.1 L Schaper noted that the genealogy obituary data base is complete and is being tested 6.) M. Roberts requested the status on the cork floors, Schaper explained that the manufacturer is supposed to come inspect to determine if quality and installation were correct, this may not happen until after the holidays. 3. Statistical and Financial. Report. 1.) L. Schaper reported that the format could be changed to make the report more readable for the.Board. Board requested that some detail continue to be provided 2.) L. Schaper went on to explain changes in reporting due to new building layout and technology for automatically counting use 3.) • L. Schaper announced that the library is on track to complete 700,000 checkouts in 2004 4.) C. Rew presented proposed changes to line items on the 2004 budget to allow for additional employees and tools needed for maintaining the Blair Building, she additionally asked that anyof the budgeted expenditures that could not be completed before yearend be rolled to 2005. M. Thomas moved to make the proposed adjustments to the budget and roll any funds that could not be expended before the end 2004, A. deNoble seconded the motion, all voted aye 5.) A. deNoble moved and M. Thomas seconded the motion to add a policy requiring two signatures for any expenditures over $25;000. All voted aye. 6.) M. Thomas asked about the } escrow agreement on the Fulbright building sale, V. Chadick reported that it was not yet complete. 4. Punch List Progress. L. Schaper reported on the major items on the punch list. This list includes the front doors that are problematic becausepatrons will use the crash bar when the doors won't open immediately, the security gate, millwork that holds CPUs, the HVAC in the server room and the cork floors. M. Thomas asked • who would pay for these items, Schaper responded that this was not yet known. 5. 2005 Budget. L. Schaper reported that the City Council is expected to approve the budget tomorrow night with - the library budget proposals intact. 6. TIFE, V. Chadick stated that Senator Sue Madison had forwarded our letter to the AG and he is monitoring the AG website for an answer. 7. Funding Strategies. L. Schaper presented a report showing library income from City funds and library city millage, as well as millage needed to replace city general fund revenues, noting that this did not take into . account any TIFs, service level increases, a full year of experience in the new library to ascertain more accurate operational costs or future branch libraries. For 2005 2.1 mils would be needed to replace general fund monies and .41 mils to replace CIP funds for materials and computers. 8. Art for Blair Library. Schaper requested that Board consider hiring an art consultant and begin the process of developing a common understanding of public art, determining policies on donations and selection, and identifying art opportunities in the new building. After much discussion, L. Brewer moved to accept no art until policies are in place to determine what should be accepted and to hire a consultant for $5,000 to $7,000 to be paid from contingency funds to facilitate this process. S. Singleton seconded the motion, all voted aye. 9. The Board went into executive session at 5:35 to conduct the annual performance evaluation of the executive director. 10. At 6:10 M. Thomas moved to leave executive session. M. Roberts seconded. All voted aye. 11. At 6:10 M. Thomas moved to reopen regular session. S. Singleton Seconded, all voted aye. 12. At. 6:10 L. Brewer moved to adjourn, M. Roberts seconded, all voted aye. 2