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Home My WebLink About2008-04-21 MinutesFayetteville Public Library Board of Trustees Regular Meeting April 21, 2008 •Prepared by S. Thorup, Director of Operations Board Members present: L. Brewer; D. Ferritor, M. Hunt, E. Jordan, M. Malone, D. Marr and B. Schaffer. Staff present: M. Burdette, K. Rago, C. Rew, M. Raine, L. Greenwood, L. Schaper, and S. Thorup. The Board of Trustees meeting was called to order at 4:04 p.m. by D. Ferritor. 1. Approval of minutes. M. Malone made a motion to approve corrected minutes and L. Brewer seconded. All voted aye. 2. Taken out of order. Letter from patron. Gail Frederick addressed the Board and answered questions posed to her. Her comments were referred to staff for response. 3. Reports. A.) Upcoming events — L. Schaper highlighted key events including a book signing with Anita Huffington, Summer Reading Club and the Jim Blair portrait unveiling. B.) Management reports — L. Schaper reported David Malone's appointment to the State Library Board. The Board will send him a letter of congratulations. C. Rew reported energy efficient LED lights were installed in the staff parking area and the wheelchair -access spaces: Lewis Landscaping is the successful bidder for grounds care. Many volunteers assisted with spring cleanup of grounds. Two glass panels on the grand staircase were broken in an accident, but are stabilized; replacement may take time because the panels are custom made. S. Thorup reported on Cover to Cover's 43% increase in participation, the addition of a seventh early child development center served by Reading Roadshow, and having Youth Services fully staffed. L. Schaper reported circulation and library card registrations are up this quarter over the same period last year. K. Rago reported monthly volunteer meetings have begun consisting of training and appreciation. Friends welcomed four new Board members and streamlined membership renewals. A $1002000 gift from the Walker Family Foundation in support of the NEH Challenge Grant was received and will be announced on 5/9 along with the gift from the Friends. Other gifts were $35,000 from the Wal-Mart Foundation and $7,000 from P&G both for Summer Reading Club and $1,000 from MANA for Reading Roadshow. Off the Press Printing was awarded • the printing contract for the year. C. ) Financial reports —C. Rew reported materials expenditures are on track and anticipates IT expenditures to be off until the IT Manager position is filled. Landscape maintenance will be expended now that a contract is secured. 4. New business. A.) Lolly Greenwood, Youth Services Manager, provided an overview of this year's hummer Reading Club, "Catch the Reading Bug" for elementary and "Metamorphosis" for teens. B.) Budget line adjustment — C. Rew explained two restricted gifts and the proposed. allocation of funds received. D. Marr moved to budget $36,195 received after the budget was finalized as recommended by staff. M. Malone seconded. All aye. C.) Policies - 1.) Drug Free Workplace. L. Schaper explained the background for the needed revision. M. Hunt moved to approve the revision of PA -29 to ensure compliance with the Drug -Free Workplace Act of 1988 and related Federal Regulations. L. Brewer seconded. All aye. 2.) Extended Sick Leave. M. Malone moved to revise and rename policy PA -13 as recommended by staff. B. Schaffer seconded. M. Hunt, M. Malone, E. Jordan, B. Schaffer, D. Ferritor, L. Brewer voted for and D. Marr against. Motion carried. 3.) Bylaws revision. L. Brewer moved to approve the revision to the bylaws deleting the Budget Committee and establishing a Finance Committee. M. Hunt seconded. All aye. D.) Strategic plan review. L. Schaper provided an overview of the strategic plan and its priorities. A discussion on the Board's role and responsibilities under the plan ensued. The need for more focused time to talk strategy at BOT meetings was identified. It was suggested that an ad hoc committee be formed to consider ways to meet with the members of the Fayetteville City Council. L. Schaper explained the situation with the cafe lessee. Staff was asked to research data on other 3rd party vendors, interim steps to keeping the current lessee, and a business plan for a library -run cafe. D. Marr moved that FPL negotiate with Arsaga's for renting on a month-to-month basis at the best possible rate, while developing an RFP process and assessing projected cost and return on running the caf6 internally, all to be completed by the next Board meeting. Second by L. Brewer. All voted aye. 5. Executive Session. B. Schaffer moved to go into executive session at 6:52 p.m. Seconded by D. Marr. All aye. L. Brewer moved to exit executive session; B. Schaffer seconded. All voted aye. Meeting adjourned upon exit at 7:05 p.m.