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
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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
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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.)
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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.
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