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HomeMy WebLinkAbout2005-06-20 MinutesFayetteville Public Library Board of Trustees Regular Meeting June 20, 2005 Minutes Prepared by Catherine Rew, C.P.A., Manager of Financial Services Board Members present: L. Gottsponer, B. Schaffer, A. de Noble, L. Brewer, M. Roberts and D. Ferritor. Staff present: L. Schaper , C. Rew. Others present: H. Bradberry and S. Singleton. Press present: Marsha Melnichak, NWA Times. The June 20, 2005 Board of Trustees meeting was called to order at 4:10 p.m. by L. Gottsponer. 1. L. Gottsponer presented Steve Singleton a framed sketch of the Blair Library building and expressed the Board's appreciation for his ten years of service to the library. 2. D. Ferritor moved to accept the minutes of the May meeting. L. Brewer seconded. All voted aye. 3. Library Reports. 1.) L. Schaper reported that winning the Library Journal/Gale Library of the Year was the big news for the month. 2.) Schaper handed out draft copies of the Annual Report. 3.) Schaper reported that the audit was nearing completion. 4.) De Noble requested that staff look into putting arrows on the columns in the parking' garage to direct patrons. 5.) Gottsponer asked Schaper to check with other libraries to determine how they attracted the best candidates for Library Board positions. 6.) L. Brewer asked how staff was doing with the added summer load, Schaper replied that staff is doing well, but we had to add a second performance to the elementary age programming. 7.) M. Roberts handed out copies of the Arkansas Democrat Gazette editorial commenting on the library being Library of the Year and the hope that Schaper remains for a long, long time and stated that the Board feels the same way. 4. Statistical and Financial Report. 1.) L. Schaper noted that although the number of new library cards issued continued to level out, the monthly total was still substantially higher than the highest months in the old library. 2.) Schaper also noted the addition of wireless use statistics and that we were adding two additional wireless points due.to patron requests. 3.) Rew reported that utility expenses were starting to outstrip the budget, but usage is being modified by staff to bring these figures back in line. 5. Foundation. H. Bradberry reported that she will be bringing forward bylaw changes and director nominees next Board meeting. Bylaw changes have not yet been reviewed by Library Attorney, V. Chadick. 6. Building Project. 1.) Rew reported that punch list items are still being completed, with only three major items remaining and that allshould come in on budget. 7. TIF. B. Schaffer reported that City Attorney Kit Williams has prepared stipulations and will get them to all parties for agreement to expedite the suit. He is hoping for it to be decided in the fall. V. Chadick attended a three-hour TIF session at the Bar Association meeting. 8. New business: 1.) Schaper presented the AG's opinion,.stating operating millages could not be used for capital expenditures 2) Schaper asked for guidance in preparing the CIP budget for the year and whether the city targets are good figures to go with. The Board requested that she prepare it based on the average materials expenditure for our benchmark libraries. 3.) Schaper presented the assumptions to be used in preparing the operating budget. The basic budget request would meet the increase in demand that the library is currently facing and would require an estimated 10 new FTEs. A second budget scenario that would provide an additional 6 open hours would require an estimated 1.5 FTEs in addition to the aforementioned 10 FTEs. The proposed new hours would be 9 a.m. to 8 p.m. Monday- Friday and 9 a.m. to 5 p.m. on Saturday and 1 p.m. to 4 p.m. on Sunday The management team will need to review these initial estimates to ensure they would meet needs. Rew reported that the Foundation had voted to disburse 70% of income to the Library for various uses, some restricted, some not. The amounts are not guaranteed, so a very conservative figure will be used. Rew asked for guidance on the timing of the use'of the Otwell funds, since they are restricted. Use of the Otwell funds would be most advantageous to the library in future years to meet technology and other capital needs as building assets come out of warranty. The consensus of the Board was that these funds be retained for those major needs in the future. Rew, Schaper, and Bradberry will determine how the disbursements will be handled. 4.) City staff has requested that the audit frequency be changed from at least every five years to annual. Because the audit frequency is in the bylaws, D. Ferritor moved to put this on the agenda for a vote next month. B. Schaffer seconded, all voted aye. 9. M. Roberts moved to go into executive session, A. de Noble seconded, all voted aye and retired to executive session at 6:00 p.m. 10. At 6:25 p.m. L. Brewer moved to return to regular session, D. Ferritor seconded, all voted aye. No action was taken in executive session. 11. D. Ferritor moved to adjourn, A. de Noble seconded, all voted aye. The meeting was adjourned at 6:26 p.m. C: `3,--`2 begin should indicate the extent of the probable disruption to service. Discussion ensued about the •feasibility of closing Blair Library completely, providing ample notice to library patrons and the reliability of the test procedure. 3.) C. Rew -reported that half of all the new signs requested in June by the Board for the parking garage are now installed. 4.) C. Rew reported that proposals for the closed-circuit television system are being evaluated. 8. TIF. B. Schaffer reported that there is no change in status Attached to the agenda were the stipulations prepared by City Attorney Kit Williams. 9. Long range plan. L. Schaper noted that responses to the RFQ are due July 25. The scope has been expanded to include more public meetings. D. Ferritor and a staff team will make the final recommendation to the Board. • 10. 2006 CIP budget for materials. L. Schaper explained that the report was generated based on . benchmark libraries at the Board's request. However, 2004 data was not yet available, so staff projected those figures and also used the national average for cities 50,000-99,000. Schaper. noted that as Fayetteville's population increases, the eXpenditures per capita decrease. L. Gottsponer noted that achieving parity of collections with benchmark libraries has been a long-time goal of the library and the Board. Discussion ensued about the needs.ofthe collection. Dismay was expressed that Fayetteville is not only below the benchmark libraries in collection expenditures per capita, but also below the national average. D. Ferritor moved, M. Roberts seconded and all voted aye to base the CIP budget for materials request on the staff's projections. • 11. 2006 operating budget. L. Schaper noted that staff reevaluated the recommendation for additional staffing to meet current service needs and expand open hours and stand by their original recommendation of 10 FTE to meet' current demand and an additional 2.25 FTE to expand Blair Library's open hours. The recommendation for expanded hours is based on the Board's request to consider closing at 8pm on Friday nights and opening at 9am on Monday through Saturday. L. • Gottsponer asked what staff's idea of an ideal open schedule would be, and L. Schaper said that staff would have to be.consulted. Discussion ensued about the importance of these decisions, trying to. determine what the community wants and maximizing the availability of the library to the community. .Schaper said that staff will work on an "ideal scenario." 12. Foundation by-laws. H.Bradberry provided background and information on the proposed changes to the Foundation by-laws. She indicated that more research needs to be done regarding bonding of Board members. C. Rew passed out copies of the insurance document covering Trustees and . mentioned $1 million in coverage that was primarily concerned with defense. Rew suggested adding workplace violence and dishonesty policy riders and said that such riders will be added if they are within budget. If the riders are over the budget, Rew will bring it to the Board for approval. Discussion ensued about the merits and costs of bonding. M. Roberts moved to table this item without objection. 13. Board of Trustees by-laws. D. Ferritor moved, B. Schaffer seconded, and all voted aye to change the audit requirement to annual. 14. Trustee emeritus. Discussion ensued about the evolution and intent of this policy and the need for nomination procedures. It was suggested, that a broader discussion be held regarding how the Board wants to recognize service. 15. New business: 1.) H. Bradberry brought forth a slate of candidates for the FPL Foundation Board of Directors. Nominees for three-year terms were Karen Lewis McDonald, Stacy Keenan, Amy Sorrell and David Banks. D. Ferritor moved, B. Schaffer seconded, and all voted aye to appoint all four candidates. 2.) A. de Noble presented background on the search for a tagline for FPL and unveiled the proposed slogan, "Beyond Words " M Roberts moved, B. Schaffer seconded, and all voted aye to • adopt the tagline, "Fayetteville Public Library: Beyond Words." 16. M. Roberts moved to go into executive session, D. Ferritor seconded, all voted aye and retired to executive session at 6:00 p.m. 17. At 6:05p.m. D. Ferritor moved to return to regular session, A. de Noble seconded, all voted aye. Action in the session was a vote to approve the nomination'of Michael Thomas and Steve Singleton as trustee emeriti. 18. M. Roberts moved to adjourn, D. Ferritor seconded, all voted aye. The meeting was adjourned at 6:06 p.m. otes, z,