HomeMy WebLinkAbout2007-04-16 MinutesFayetteville Public Library Board of Trustees Regular Meeting April 16, 2007 MINUTES • Prepared by S. Terry, Manager, Marketing and Communications Board Members present: L. Brewer, D. Ferritor, M. Hunt, E. Jordan, D. Marr, M. Malone and B. Schaffer. Staff present: H. Bradberry, L. Greenwood, G. Kunze, A. Low, C. Rew, L. Schaper, S. Terry and S. Thorup. Also present: Dr. S. Mason and University of Arkansas engineering students Seth Borin, Meredith J. Griffin, Lauren Holloway, Adam Keeley. Press: S. Patton. The Board of Trustees meeting was called to order at 4 p.m. by D. Ferritor. L. Brewer, M. Hunt and M. Malone were sworn in by Judge Rudy Moore. 1. Library Reports. 1.) L. Schaper noted circulation is up 18.9% percent since January. She also noted that the library has been opening at 9 a.m. since April 1. Schaper noted that The Big Read is currently in progress and that Summer Reading Club is approaching. 2. Statistical and Financial Report. 1.) C. Rew noted the Foundation payment received during March was higher than anticipated last June. 2.) Rew reported that the library is on target for its financials. 3. Friends. 1.) G. Kunze said spring membership forms have gone to more than 800 members. 2.) Kunze also noted the Friends has added a teen membership level and is considering a youth level. 3.) Friends will host a garage sale May 19. 4. Foundation. 1.) H. Bradberry announced that she will resign her position June 1. 2.) She announced that the Foundation has a goal of distributing $400,000 to the library by June 1. 3.) Bradberry said the library is restructuring to make the next Director of Development a library employee. 4.) B. Schaffer moved to pass a resolution honoring Bradberry for all the work she has done during her tenure at the library; seconded by all. 5. Friends, Foundation, Library Working Group: 1.) L. Schaper said the group has created a set of draft recommendations, including the three boards hosting an annual joint event, the group reviewing and recommending by-laws changes for each of the three boards, fundraising for both Friends and Foundation at all library events, membership in the Roberta Fulbright Society granted for all lifetime Friends members, recognizing levels of annual giving and developing a list of giving benefits. 6. Art Committee: 1.) E. Jordan announced that four proposals were presented and that plans for the interactive wall are moving forward. 2.) H. Bradberry noted that a new exhibit will be hung in the library next week. 7. Old business: A.) TIF update: B. Schaffer reported that oral arguments in the TIF case were heard April 5 in Little Rock in front of the Arkansas Supreme Court. A decision is expected in four to six weeks. B.) By law revision draft proposal: S. Thorup• reviewed proposed changes. Four additional items were presented: term limits for officers of two years, board representation at Friends of the Library board meetings, regular schedule for bylaw review and creation of additional standing committees. D. Marr moved to implement the current proposed changes and consider the four additional changes at the next meeting in June; seconded by E. Jordan. All aye. C.) Branch study and books -by -mail by University of Arkansas industrial engineering students: Presentation was made. D.) Check out desk reconfiguration: Held item pick up will be moved from behind the check out desk to the media section. Patrons can pick up their holds and check out the material at the Express Check stations. 8. New business: A.) Staff presentation: L. Greenwood presented a preview of the Summer Reading Program for 2007, which kicks off Saturday, June 2. B.) Trustee emeritus recommendation for Ann de Noble: D. Ferritor noted de Noble's long service to the board. Motion was made by M. Malone; seconded by D. Marr. All voted aye. C.) Policy changes: 1) LK: Library card eligibility: Defines a new class of residents eligible for a Fayetteville Public Library card for those associated with non-profit groups. LR: Registration establishes the procedure. M. Hunt moved to accept the items together; L. Brewer seconded. All aye. D.) Policy change: L0: Lost materials. D. Marr moved to accept revision; L. Brewer seconded; all aye. E.) Policy change: JC: Closed days: The library requests the building to close the Sunday, Dec. 23. The library also requests to close the Sunday before Memorial Day to do floor finishing. This is for 2007 only. M. Malone moved; B. Schaffer seconded. All aye. F.) Policy changes: 1.) PA -4) Employment - revision: The library would not continue the grandfathering of employees under previously existing sick and leave time policies. Everyone will work with the same policies. D. Marr moved; B. Schaffer seconded. All aye. 2.) PA -12) Paid Time Off - add PA -13 Leave for Vacation and closed days - deletion: C. Rew noted that employees will be given two extra days to avoid worrying about limited sick time days during the initial year of the plan. D. Ferritor requested a follow up review of the policy be presented to the board at the end of the year. D. Marr moved; M. Hunt seconded. All voted aye. 3.) PA -13) Extended sick time: Delete PA -19 and replace with PA -13. D. Marr moved; M. Hunt seconded. All voted aye. 4.) PA -14) Jury Duty - additional policy: Create a policy to pay employees when they serve on jury duty on regularly scheduled work days. M. Hunt moved; L. Brewer seconded. All voted aye. 5.) PA -15) Bereavement - addition / PA -15 Retirement renumbered as PA -16 Retirement: L. Brewer moved; D. Marr seconded. All voted aye. 6.) PA -17 Shared Leave Program - deletion: Employees would donate time to a bank rather than for a specific purpose. The executive team would determine when the days would be given. D. Marr moved to delete the item by; B. Schaffer seconded. All voted aye. 7.) PA - 81 Resignations - revision: M. Hunt moved; D. Marr seconded. All voted aye. • 9. D. Marr moved to adjourn, and E. Jordan seconded. All in favor. Meeting adjourned at 6:10 p.m. 4 ry-� a. 2007 Budget Adjustment Request that $4,716 be added to Materials line item and and $14,416 be added to the Programming line item—this funding is from donors. Motion was made by D. Marr and seconded by B. Schaffer. All vote aye. b. An initial 2008 budget proposal was discussed. Schaper said that if the City will allow an extension then the Board will not need a special meeting in July or early August to approve the proposal. c. Strategic Plan review: 10/06 through 5/07: L. Schaper said the library had accomplished more of the objectives of the plan than anticipated. S. Thorup will present a list of the yet -to -be completed items at the next board meeting in August. d. Staff presentation by Michele Raine, Manager of Reference Services. Raine presented a demonstration of some of the library's e -books. e. Policy revisions: The following policy revisions were considered: i. PA -9 Insurance. Nomenclature revision to comply with recent personnel policy changes. ii. PA -11 Leave of absence without pay;. Nomenclature revision to comply with recent personal policy changes. iii. PA -31 Inclement weather. Nomenclature revision to comply with recent personal policy changes. iv. PA -57 Attendance and absence without leave. Nomenclature revision to comply with recent personal policy changes. v. PA -59 Closed days. Nomenclature revision to comply with recent personal policy changes. vi. PA -5 Educational leave, tuition assistance etc.: S. Thorup noted that the revisions include encouraging students to pursue State Library scholarships and expanding the professional association membership partial reimbursement to include non -library associations. vii. PA -25 Children of staff: L. Schaper said the policy was revised so as to ensure that children of staff cannot be left anywhere on the library campus while their parent is on duty. If they are present, they must be in compliance with Policy ND: Children at the Library. viii. PA -27 Dress code: Schaper said the revision emphasizes that staff should dress and wear shoes according to their positions. The new policy allows pages and housekeeping staff to wear neat shorts; mini -skirts and bare midriffs are not permitted. ix. PA -33 Name tags: This policy was folded into the dress code policy above so it can be deleted. x. PA -41 Personal telephone use: S. Thorup said the policy was expanded because of the prevalence of cell phones and that the policy for personal phone calls still applies to those. xi. PA -51 Computer Resources: Schaper said the existing email policy was renamed and revised to go beyond email to include computer resource use and gives the library the authority to monitor, search, retrieve backup, copy, read etc. any and all communication that passes through the library's network. xii. PA -55 Appointments: After considerable discussion about Vince Chadick's revision (handed out) and definition of "immediate family" a motion was made by D. Marr to eliminate all revisions except line U. This motion was seconded by L. Brewer. All voted aye. xiii. PA -61 Overtime: Previously called "compensatory time" this revision deletes parts no longer applicable. xiv. PA -65 Emergency leave: Schaper said that the bereavement policy approved in April makes this policy redundant; it can be deleted. xv. PA -69 Evaluations: Schaper said this policy is expanded to require a written evaluation for all employees. D. Marr recommended this item be revisited in one year. xvi. PA -73 Military leave: Policy states the library will follow current federal regulations. A motion was made by D. Marr to approve all policy revisions; seconded by L. Brewer. All voted aye. f. New policy: PA -02 Retirement: This policy allows the library to provide retiree insurance to those whose age and years of service equals 65. The policy requires the person to remove themselves from the library's insurance and get on Medicare when they reach retirement age. Motion was made by D. Marr; seconded by L. Brewer. All voted aye. g. Customer service standards: L. Schaper said a staff committee put the draft pledge together in response to the library's strategic plan. The board will discuss the pledge at its August meeting. 10. D. Marr moved to adjourn; B. Schaffer seconded. All voted aye. Meeting adjourned at 6:44 p.m. ao 7