HomeMy WebLinkAbout2008-08-18 Minutes0 Fayetteville Public Library Board of Trustees Regular Meeting August 18, 2008 Minutes Prepared by S. Terry, Manager of Communications Board Members present: L. Brewer, D. Ferritor, M. Hunt, E. Jordan, M. Malone, D. Marr and B. Schaffer. Staff present: C. Rew, L. Schaper, S. Thorup, S. Terry and L. Yandell. Press: The Morning News and The Northwest Arkansas Times. I. The Board of Trustees meeting was called to order at 4:07 p.m. by D. Ferritor. A quorum was present. II. Approval of minutes. D. Marr made a motion to approve minutes from June meeting. L. Brewer seconded. All voted aye. L. Brewer made a motion to approve minutes for a special meeting in July. B. Schaffer seconded. All voted aye. III. Reports. A.) Management reports — L. Schaper announced the library circulated 100,362 items in the month of July — a one month record for FPL and the first time to hit 100,000 in a single month. Schaper also announced new computer controlled LED lighting had been installed in the library's donor wall. S. Thorup said the Summer Reading Club, which concluded Aug. 6, had seen a slight decrease in attendance, which she attributed to high gas prices. However, Thorup noted the number of book logs used to track reading during SRC has increased. Thorup also said the library's Lending Hands program was the recipient of a Community Development Block Grant, which was used to double participants and volunteers for the program. Thorup also noted the library has applied to be a passport granting agency. Fulitime staff members have been trained, but the part-time staff members have not. The library is in the process of obtaining the supplies needed to run the program in the near • future. S. Terry noted the library signed up 26 new volunteers in June and July. The library also completed and distributed its 2007 annual report. Terry also noted the library has launched a Facebook site, aimed primarily at teens. Since launching in July, the site has received 130 fans. C. Rew said the budget is on track, noting that the cooler weather in August has helped defray the library's utility cost. Rew also noted that information technology funds are now being spent since the IT director was hired. B.) Upcoming events — S. Terry highlighted key events including a reception exhibit for artist Robert Glick on Aug. 29, the second annual Ozark Writers Live on Sept. 13, a Banished Books Lunch Club on Sept. 29 through Oct. 2. C.) Finance Committee Report — L. Brewer said the finance committee had reviewed the auditor's management letter and discussed investment policies. She said Garrison Asset Management will be asked to present an investment policy to the library and noted that the group is working with the Foundation to develop a disbursement policy that will provide more sustainable funding. D.) Audit Committee Report: B. Schaffer said the audit committee met with the auditors earlier this month. There were no material weaknesses, Schaffer said. M. Hunt made a motion to accept the letter from the staff In response to the auditor's management letter. L. Brewer seconded. All voted aye. IV. Unfinished Business. None. V. New business. A.) 2009 Budget Submission — L. Schaper said the library learned there would be no health insurance increases, so that item was removed from the library's budget requests. Schaper said it would not be insignificant to have another year of flat funding and expressed concern that the library's merit increases would not be funded. Schaper noted that it was time for the staff and board to advocate to the council for the budget requests. B.) Staff presentation: Information technology directions — L. Yandell presented information about the IT department. C.) Donation of 4 PCs to the Fayetteville Senior Center—The library will donate four surplus computers to the Fayetteville Senior Center. D. Marr made a motion to donate the computers. B. Schaffer seconded. All voted aye. D.) Discussion of strategic directions and issues — The library staff has requested additional funding in 2009 to cover 48% of merit increases, as well as additional hours of service and downloadable media. D. Marr advocated meeting with the City Council. He proposed the meeting begin with a walking tour of the library, splitting the council into small groups to conduct the tour faster. He also suggested a brief agenda that includes comparisons between the library and other city services, such as parks and recreation. All board members expressed interest in having a meeting with the council. D. Ferritor requested L. Schaper try to • schedule the meeting with the City Council for Monday, Sept. 15 during the time typically reserved for council tours or September 30. VI. Adjournment: B. Schaffer moved to adjourn. L. Brewer seconded. All voted aye. Meeting adjourned at 5:32 p.m. VII. Executive Session: No action taken. M. Malone moved to adjourn; B. Schaffer seconded. All voted aye. The session adjourned at 7 p.m.