No preview available
HomeMy WebLinkAbout2007-08-20 MinutesFayetteville Public Library • Board of Trustees Regular Meeting August 20, 2007 MINUTES Prepared by S. Thorup, M.L.S., Assistant Director Board Members present: L. Brewer, E. Jordan, M. Malone, D. Marr, and B. Schaffer. Staff present: M. Raine, C. Rew, L. Schaper, S. 'Thorup, and G. Kunze. Also present: Andrew M. Richards & Michelle Hurst, BKD, LLP. Absent: D. Ferritor, M. Hunt. The Board of Trustees meeting was called to order at 4:08 p.m. by L. Brewer. 1. Approval of minutes. D. Marr moved to approve the minutes from the June 18 meeting. M. Malone seconded. All ayes. 2. The following two items were taken out of order. New Business. A) Audit Report - Andrew M. Richards reported for BKD, LLP and noted the report encompasses entire reporting entity, both FPL and the Foundation. The Library's 2006 financial statements were discussed with comparison to 2005: net assets increased; liability decreased; and expenses increased proportionally with revenues. Richards said the library was fairly consistent between 2005 and 2006. No internal control deficiencies or material weaknesses were noted by the audit. Control deficiencies caused by overlapping duties were detailed. Richards suggested separating these duties would improve internal controls and recommended internal procedures to create preventative internal controls. B.) M. Raine introduced the Nonprofit Resource Center and demonstrated Foundation Directory Online Professional. 3. Library Reports. 1.) L. Schaper noted key upcoming events, including a book signing by Arkansas First Lady Ginger Beebe and a Roberta Fulbright Society event with Anthony Bourdain. 2.) Schaper noted a number of items accomplished re: the green building, e.g. LED light bulbs are being tested and the visit by the City's Sustainability Coordinator. 3.) Schaper introduced the concept of "diamond polishing" the terrazzo which will reduce labor and use of floor finishes. 4.) Washington Co. Law Library is now offering online Westlaw access at FPL. 5.) UA bought the building north of library for use by KUAF. Schaper met with their management team to discuss ways of furthering an already strong partnership. 6.) Opti -Learn, a free math and science peer tutoring program, presented in partnership with FPL, FHS & the Optimists Club begins in September. Tutors will be paid with Optimists' funding. 7.) Reading Roadshow has expanded to The Richardson Center and Children's House. 8.) Playaways (dedicated MP3 players) have been ordered and are almost ready for check out. 9.) Ozarks Writers Live, an author event to be held on 9/8, is part of Fayetteville Arts Festival. 10.) Caf6 RFP due date, process and rental rates were discussed. statistical and Financial Report. 1.) Schaper reported circulation continues to rise; 90,000+ in July. Total cardholders are down ue to a purge of inactive card holders. Visits, programs, attendees all up. Computer sessions are down. Will collapse wireless access numbers into computer session line starting in 2008. ILL loans up; requests down. 2.) Schaper noted the reported collection size is inflated because a system upgrade now adds periodicals. Those numbers will be corrected when feasible. 3.) Summer Reading Club numbers were discussed. Overall participation is up; however, because sixth grade was placed into the teen program this year, the elementary numbers appear down. 4.) C. Raw discussed financials, in particular materials budget and planned adjustments. Materials funds are up because cost savings in other areas allowed grant funds to be reallocated. Utilities are good, but this hot season may have an impact. Line item adjustments may be made by L. Schaper as the year is winding down. Landscaping has not been billed by the City. 5. Friends. 1.) Friends received two new lifetime members. 2) Bookstore sales are for 3 weeks in June and 5 weeks in July. 3.) The Friends' signature event will be 9/16, a commemoration of the 501" anniversary of the Central High crisis. 4.) A silent auction is scheduled for November. 5.) 2007 library projects funds have been re -designated as a matching gift for the NEH challenge grant. 6.) Friends are still working through recommendations of the working group. Bylaw changes require a vote taken at the Friends annual'meeting scheduled for December. 6. Foundation. 1.) Jim Blair completed his term on the Board. 2.) K. Rago mounted a temporary art exhibit with a well -attended artist's reception. 3.) NEH grant requirements were studied; gifts since the second half of 2005 are in the process of being recertified by the donors to be considered a match. 7. Old business. A.) Customer Service Standards - E. Jordan moved to endorse the Standards. D. Marr seconded. All ayes. B.) 2008 Budget Requests - The City provided target figures. 1.) The CIP for books shows a needed increase through 2010. Computer/technology replacement line discussed with annual replacement cost at approximately $90,000 with the City CIP only covering $23,000. B. Schaffer moved and M. Malone seconded approval of the 2008 CIP budget. All ayes. 2.) The General Fund request is flat for 2008 minus a 1.5% reduction of $24,560. This reduction is being required of all city divisions and will be used to fund raises. Schaper explained the library is very different from City divisions in that wages and salaries are in its budget. The library needs to find $100,000 to fund salaries and raises and is also being asked to cut $24,560. B. Schaffer moved to ask City to relieve the library of the $24,560 cut in light of the library's covering $100,000 in salary and wage increases. D. Marr seconded. Discussion ensued. All ayes. D. Marr noted that the raises the library will have to fund is a cost three times greater than the savings portion the City is asking for with the 1.5% reduction. 8. New business. C.) Appointment to FPL Foundation Board - B. Schaffer moved and D. Marr seconded the appointment of Dr. Hershey Garner to serve a 3 -year term on the FPL Foundation Board, effective September 2007 to August 2010. All ayes. D.) Policy � evisions - 1.) PA -81: Resignations - D. Marr moved and E. Jordan seconded revising Policy PA -81 to define "termination in good tanding." All ayes. 2.) KV: Use of Meeting Rooms - Changes and rationales were outlined. Discussion ensued resulting in a proposed amendment. B. Schaffer moved to adopt the revision of Policy KV as amended by the Board. D. Marr seconded. All ayes. 9. E. Jordan moved to adjourn; D. Marr seconded. All voted aye. Meeting adjourned at 6:46 p.m. 3