HomeMy WebLinkAbout2006-07-18 MinutesFayetteville Public Library Board of Trustees Regular Meeting July 18, 2005 Minutes Prepared by Shawna Thorup, M.L.S., Assistant Director I Board Members present: L. Gottsponer, E. Jordan, B. Schaffer, D. Ferritor, M. Roberts and A. de Noble. Absent: Lorraine Brewer. Staff present: L. Schaper , C. Rew and S.Thorup. Others present: H. Bradberry and V. Chadick.* Press present, Adam Wallworth, NWA Times. The July 18, 2005 Board of Trustees meeting was called to order at 4:00. p.m. by L. Gottsponer. 1. L. Gottsponer welcomed Elizabeth Jordan to the Board. 2. A. de Noble moved to accept the minutes of the June meeting. D. Ferritor seconded. All voted aye. 3. Library Reports. 1.).L. Schaper reported on a power failure on July 7 that necessitated closing the Blair Library to the public for about two hours. 2.) Schaper reported on the trip to Chicago to accept the Library of the Year Award. 3.) Schaper mentioned the highly successful Harry Potter book release event at Blair Library on July 16. Over 150 children and parents were in attendance. 4. Statistical and Financial Rep - ort. 1.) L. Schaper noted a jump in circulation in June due to the Summer Reading Program. She noted that approximately 37% of circulation for this fiscal year to date has been handled by self -check out..2.) Schaper commented on a huge spike in reference .transactions in June; it is likely that greater attention to recording transactions may have led to this jump along with the overall increase in library use during the summer reading program months. S. Thorup noted that the Teen Summer Reading Program, which has more than doubled last year's participation, is run from the Reference Desk; all of those interactions would be included in the count of reference transactions. 3.) Schaper noted continued gains in both program attendance and number of cardholders. 4.) Schaper reported that 2004 statistics for benchmark libraries were not available in time to incorporate into the CIP budget documents for the Board. 5.) C. Rew reported that successful measures have been implemented to control utility costs. 6.) Rew noted that while currently under- spent, postage expenses should see a dramatic increase once inter -library loan fulfillment increases. 7.) Rew mentioned that all staff positions are currently filled, so salaries and wages expenses will increase next month. Also, because of salary savings from vacant positions, several part-time employees have been working extra hours. However, those hours are no longer available. 8.) L. Gottsponer asked for clarification on the four -fold increase in fine and fee revenue. Rew explained that increased circulation and changes in how I ibrary patrons pay for printing account for much of the increase. .5. Foundation. 1.) H. Bradberry reported on progress in finding people to nominate far the Foundation Board of Directors. 2.) Bradberry discussed changes in Foundation Board by-laws and policies. 3.) Bradberry explained the conversion of donor files using Raiser's Edge and mentioned the potential usefulness of the information once complete. 4.) Bradberry mentioned the plan for an annual campaign based on a society membership model., which will be presented to the Board in September and.the progress on the Foundation's marketing plan. Hope said that a written report will be submitted for each Board meeting. I 6. Friends. Board members commented favorably on the new written report submitted by Friends of FPL Board member Georgia Kunze. B..Schaffer suggested exchanging minutes with the Friends of FPL and Foundation Boards. 7. Building Project. 1.) L. Schaper reported on 6 day -long close out meeting on July 15. She noted that the library received an extra year of warranty on the HVAC system due to multiple problems during the current warranty period. She explained that most warranties on items in the Blair Library are set to expire in September and October. Schaper reported that the cost to repair the Reading Room ceiling will be picked up the.contractor. 2.) Schaper noted that cork floors will finally be repaired. The process is expected to last eight to nine days. Staff and contractors are considering starting just before Labor Day. The work will be somewhat invasive and while the goal is to continue to provide as much public service as possible, some areas may need to be closedoff and/or some services may need to be curtailed. A test of the process scheduled for a week before the work is to W S. TIF, B. Schaffer reported that all concerned parties met with the lawyers and signed off on the stipulations prepared by City Attorney Kit Williams. The one exception is the State of Arkansas as there is a question about it being the proper entity involved. 9. Long range plan. L. Schaper announced that Library Planning Associates was selectedr but noted that negotiations are ongoing as the cost came in too high. Various Board members commented favorably on the proposal and the selection. B. Schaffer raised a question about the project timeline. M. Roberts moved and L. Brewer seconded a motion to approve staff authorization to negotiate up to $36,000 in reserve funds, if needed, to cover the costs of the library planner. All voted aye. 10.2006 budget proposal, L. Schaper reported that the City forms have been filled out that establishes the library's performance measure targets for the coming year. Target over runs were included for additional staffing both to meet needs and expand hours of service. Schaper explained that the staff plans the budget based on City -provided figuresr anticipated millage collections, and private funding sources. Schaper noted that she had to prioritize the target over runs, which was a difficult process as all are critical to meet expanding service demands. She explained the budget request process. D. 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. ll,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 collectionse 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.) , -. 0 cX L t Staff suggested postponing the regular September meeting of the Board, which was cancelled without objection. 13.D, Ferritor moved to adjourn, M, Roberts secondede and all voted aye, The meeting was adjourned at 5:20 p.m. 0'.) I