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Home My WebLink About2007-06-18 MinutesFayetteville Public Library • Board of Trustees Regular Meeting June 18, 2007 MINUTES Prepared by S. Terry, Manager, Marketing and Communications Board Members present: L. Brewer, D. Ferritor, M. Hunt, D. Marr and B. Schaffer. M. Malone called in by phone. Staff present: G. Kunze, K. Rago, C. Rew, L. Schaper, S. Terry and S. Thorup. Press: T. Hollenbeck (NWAT). Absent: E. Jordan The Board of Trustees meeting was called to order at 4 p.m. by D. Ferritor. 1. Introduction of Kara Rago as the new advancement director and the announcement of the creation of the new department known as Advancement and Community Relations, which includes fundraising, friend raising, volunteers, marketing and communications. 2. Approval of minutes M. Hunt moved to approve the minutes of April 16; D. Marr seconded the motion. All voted aye. 3. Recognition of Vince Chadick of the Bassett Law Firm. Vince was recognized with a plaque for his exemplary efforts and successful advocacy on behalf of the library before the Arkansas Supreme Court which ruled, on 4/26/07, that property tax approved by voters for public libraries pursuant to the Arkansas Constitution cannot be diverted to fund improvements in a tax increment finance district. 4. Library Reports. 1.) L. Schaper noted that the three remote returns are in place at three locations of the Bank of Fayetteville since May 14 and usage has steadily increased for a total of over 450 items returned to them last week. 2.) Schaper pointed out the MyLibraryBookstore function is now available, which allows people to buy books through the library's website with a portion of the money coming back to the library. 3.) Interngt service has been successfully upgraded in the past month. 4.) S. Thorup gave an update on the ongoing Summer Reading Club program, noting 1,365 students in preschool through 5t1 grade enrolled in SRC, 767 students in 611 through 911 grade and 47 students in 1011 through 12" grade. 5.) Schaper noted that circulation has increased 17.7 percent over last year and the library is at 69 percent self check because of self pick up holds and credit card payment at Express Check. 6.) Schaper noted that a new report function, available since the library upgraded to Polaris 3.3, produces performance measures •hat, in some cases, differ from those the library has reported, and the library is in the process of understanding the difference and will change the numbers when the reason for the discrepancy is understood. 5. Statistical and Financial Report. 1.) C. Rew said the library is close to being on -target with the materials budget given recent spending. 6. Friends. 1.) G. Kunze said new lifetime members for Friends have brought the total to 136 lifetime members. 2.) G. Kunze said the Friends had a garage sale May 19 where more than 800 items were sold. The rest of the books were sent to the Salvation Army; $187 dollars were raised. 7. Foundation. 1.) K. Rago announced that a National Endowment for the Humanities challenge grant was awarded to the library. The grant is $600,000 contingent on $1.8M in funds raised. 8. Old business: A.) Board by-law revision: S. Thorup noted several revisions, including a one-year term for each officer with a limit of three terms, one board member at each Friends of the Library meeting, bylaw review every four years and expand the committee section to allow for ad hoc committees of art, nominating, budget and audit. B. Schaffer moved to approve the revisions with an amendment that changed the appointment time of the members of the nominating committee; D. Marr seconded. All voted aye to approve the changes. C.) Branch and books -by -mail student study summary: L. Schaper reviewed the final report from the University of Arkansas students on branch libraries and a books by mail service. Schaper recommends a consultant be retained sometime in 2008-09 to conduct a branch study. She anticipated beginning the books -by -mail program on a trial basis later this year. D.) Library, Friends, Foundation Working Group recommendations: Each of the three groups will review the set of recommendations, which include the an annual joint event for the three boards, bylaw revisions, annual signature events for Friends and Foundation, a lifetime Friends membership for all Roberta Fulbright members, consistent recognition for levels of giving; benefits of annual giving; consistent work processes, offering new FPL cardholders with a one-year complimentary Friends membership, conducting advocacy training for all board members, and establishing an on-going working group. The goal of the recommendations is to allow each entity to be both autonomous and fully aligned in its efforts. The Board of Trustees is the first to consider the recommendations. Motion to approve was made by D. Marr and seconded by L. Brewer. All voted aye. ew business: 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 #1. 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.