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HomeMy WebLinkAbout2005-11-21 MinutesFayetteville Public Library Board of Trustees Regular Meeting November 21, 2005 Prepared by Shawna Thorup, M.L.S., Assistant Director Board Members present: E. Jordan, B. Schaffer, D. Ferritor, A. de Noble, and L. Brewer. Staff present. L Schaper, C. Rew, S. Thorup, and H. Bradberry. Others present: V. Chadick. Press present: Adam Wallworth, NWA Times; Sarah Terry, Morning News The November 21, 2005 Board of Trustees meeting was called to order at 4:05 p.m. by D. Ferritor. 1. L. Brewer moved to accept the minutes of the October meeting. A. de Noble seconded. All voted aye. 2. Members consented to an agenda change requested by D. Ferritor. Item 6, New Business, was moved up precede item 5, Old Business. 3. Library Reports. 1.) L. Schaper announced Arasaga's cafe will begin opening at lam on 11/28/05. 2.) Self -checks hit the 45% mark for the second time this year. 3.) Early closing on Wed. preceding Thanksgiving due to contractors' work on the building. 4.) Amy Tan's talk/signing was successful — • 361 in attendance from as far away as Oklahoma and Harrison Co. Ms. Tan signed books until lOpm. 5.) Announced "Leadership in Action" workshop on 12/8. 4. Statistical and Financial Report. 1.) Noted change in statistical report to show total number of self - checks, not just the percentage. 2.) C. Rew reported being behind schedule in spending on library materials, but the year-end target will be hit due to hard work by the librarians. 5. Foundation. 1.) Major proposals are out, including the NEH grant submission. 2.) Logo merchandise now includes mugs and youth caps. 3.) The Fulbright Society has approximately $40,000 committed in a rolling campaign for the next five years. 6. Friends. Report accepted as written. • 7. New business: 1.) J. Hudson resigned from the Art Committee. Scott Carroll, a local sculpture, was identified as a replacement. A. de Noble moved to appoint Scott Carroll to the Art Committee. L. Brewer seconded. All voted aye. The.Art Committee reviewed potential donations and recommended acceptance of an Anita Huffington piece from the Bradberry Family Foundation. The bronze sculpture will be mounted in the Level 400 ellipse. E. Jordan moved and 8. Schaffer seconded the acceptance of the Huffington sculpture. After discussion, all voted aye. 2.) A. de Noble moved to accept the revision of Policy FP -2 — Formal Bids. L. Brewer seconded. All voted aye. 3.) L. Brewer moved to approve Policy FP -3 — Informal Bids. E. Jordan seconded. All voted aye. 4.) Policy KW — Programming was introduced. B. Schaffer moved to adopt Policy KW. A. de Noble seconded. All voted aye. 5.) Staff introduced a budget request needed to negotiate multi-year contracts with various vendors. L. Brewer moved to authorize staff to negotiate multi-year service contracts and agreements by using a total not to exceed $70,000 from line item adjustments, and if needed, reserves. B. Schaffer seconded and all voted aye. 6.) D. Ferritor suggested sending Molly Giles a letter of appreciation for her help with the Amy Tan and "Gathering of Groups" events. . 8. Old business: Next steps for securing long-term funding for FPL were presented by staff. D. Ferritor reminded the trustees that the city has asked the library to pursue its own millage so that it can use the funding it is now giving the library for police and fire services. Assumptions for determining the millage rate needed to replace the city's funding were presented and discussed. The Board recommended using more than three years of millage history in calculations. The current work on the strategic plan will figure in the decision to consider any expansion of services. It was generally agreed that the millage rate would need to be as low as possible and meet expectations of the public and any unforeseen expenses. Private funding would be calculated conservatively as it is used to obtain the margin of excellence, not for general operating expenses. It was generally agreed to hold public meetings in December and January using in -library, ward and neighborhood meetings. It was also generally agreed to communicate with the public with truth, respect, careful listening, and a willingness to a say you don't know when you don't, change positions, acknowledge other people's views and adopt when appropriate, and share the library's track record of being good stewards of the citizens investment in library services. 9. B. Schaffer moved to adjourn, L. Brewer seconded, and all voted aye. The meeting was adjourned at 5:20 p.m.