HomeMy WebLinkAbout2005-08-15 Minutes• Fayetteville Public Library Board of Trustees Regular Meeting August 15, 2005 Prepared by Shawna Thorup, M.L.S., Assistant Director Board Members present: L. Gottsponer, E. Jordan, B. Schaffer, D. Ferritor, M. Roberts, A. de Noble, and L. Brewer. Staff present: L. Schaper , C. Rew and S.Tborup. Others present: H. Bradberry, Gerald Jordan, and Lindsley Smith. Press present: Marsha Melnichak, NWA Times. The August 15, 2005 Board by L. Gottsponer. 1. Judge Rudy Moore Jordan. 2. L. Brewer moved to seconded. All voted aye. 3. Library Reports. 1.)"L. Schaper commented on the success of the Summer Reading Program, the resignations of two excellent employees-- Christy Jones, M.L.S. and Carlye Dennis, a part-time library associate, and planning efforts for the first anniversary of Blair Library. 2.) L. Schaper provided an update on the cork floor refinishing and reported positively on the refinishing test process conducted in July. She announced that staff would be meeting with the contractor to solidify the timeline for the work. It is possible that the library may have to close over the Labor Day weekend to accommodate the work. 4. Statistical and Financial Report. 1.) L. Schaper reported that circulation figures remain up with the percentage of self -check up slightly. 2.) Reference transactions, patron registrations and the number of cardholders continue to climb. 3.) Staff knows the visitor count is unreliable given the functionality of the gate counter. If a group walks in en masse, it is likely to only register "-1." 4.) Schaper noted that staff investigated the spike in wireless usage in July and, at this point, found it to be legitimate use. 5.) C. Rew reported on the library's financials, noting that postage is below projections. However, as inter- library loan use rises, so will postage costs. 6.) Rew said to expect utility expenses to rise next month because of planned manipulation of the HVAC system done to assist in the cork floor refinishing. 5. Foundation. 1.) Bradberry announced her enrollment in --Leadership Fayetteville." 2.) Bradberry unveiled plans for the Foundation's new membership society, The Roberta Fulbright Society, which will recognize donors at the $500+ level. Proceeds will be half endowment and half for unrestricted library operations. She noted that this model will allow more flexibility for the staff. 6. Friends. 1.) Tickets for the Lucinda Williams - Miller Williams event on October 11 have gone on sale. All revenue will go to the Friends. 2.) The Friends held a staff appreciation party in July. 7. Building Project. 1.) L. Schaper reported that the City has paid all it owes to Crossland Construction except for $125,000 kept in retainage. 2.) Schaper noted that the focus is shifting from completion of the building to warranty issues. 3.) FPL will be presenting a check to the City at the September 6 City Council meeting of the money received for the sale of the Fulbright Building. Schaper invited all Board members to attend this presentation to the City Council. 4.) C. Rew announced that the building project is on budget and may come in under budget. swore of Trustees meeting was called to order at 4:00 p.m. in two trustees --Louis Gottsponer and Elizabeth accept the minutes of the August meeting. M. Roberts Ferritor moved to approve the budget submission. B. Schaffer seconded. Discussion ensued about the use of benchmark libraries in the budget proposal. The Board requested that staff make sure to ' define the benchmark libraries in the proposal. At the conclusion of discussion, all voted aye. 11. Foundation by-laws: Tabled by FPLF Board of Directors 8/8/05. 12. New business: 1.) The 2004 audit report was distributed. L. Schaper pointed out that the Library and Foundation were combined, which is required. C. Rew noted that staff is attempting to implement those recommendations that are feasible given that FPL is a one accountant operation. L. Gottsponer requested staff to report on recommendations and progress meeting them. Schaper reported that auditors recommended a financial policy change which she will bring to the Board. Schaper also noted that the annual report had been held up pending the audit. She passed out draft copies of the annual report and requested Board input within 24 -hours. 2.) The revision of Policy PA -19 dealing with employees' accumulated sick time was discussed. L. Schaper noted that the major change occurs in item #12, which clarifies when a doctor's note may be requested. M. Roberts moved to approve the revised policy. L. Brewer seconded. All voted aye. 3.) S. Thorup explained the staff's plans for two CDBG applications to serve at -risk teens. The service enhancement application would provide collections, programs, computers and other services for at -risk teens The facilities improvement application would allow for expansion of the teen computer lab from five stations to up to 17 stations. D. Ferritor moved and B. Schaffer seconded to approve the submission of CDBG applications to improve services and facilities for at -risk teens. All voted aye. 4.) L. Schaper presented a new policy dealing with the procedure for considering building design changes, Policy FN. Discussion ensued about the evolution of the policy and around certain wording contained therein. D. Ferritor moved to accept policy FN. E. Jordan seconded. All voted aye. 5.) Staff presented a revision to Policy MR: Reconsideration of Library Materials. Discussion ensued about the evolution of the revision. Questions were raised about section 14. Board members asked for amendments in items 13 and 14. L. Brewer moved to accept revised policy MR as amended. A. de Noble seconded. All voted aye. 6.) Staff suggested postponing the regular September meeting of the Board, which was cancelled without objection. 13. D. Ferritor moved to adjourn, M. Roberts seconded, and all voted aye. The meeting was adjourned at 5:20 p.m.