HomeMy WebLinkAbout2008-10-20 MinutesFayetteville Public Library
Board of Trustees Regular Meeting
October 20, 2008
Minutes
• Prepared by S. Thorup, Director, Operations
Board Members present: L. Brewer, D. Ferritor, M. Hunt, E. Jordan, M. Malone, D. Marr and B. Schaffer. Staff present: C.
Rew, L. Schaper, K. Rago and S. Thorup. Also present: Blake Woolsey, Mitchell Communications. Press: The Morning
News and the Northwest Arkansas Times.
I. The Board of Trustees meeting was called to order at 4:05 p.m. by D. Ferritor. A quorum was present.
II. Approval of minutes. L. Brewer made a motion to approve minutes from the August 18 meeting. M. Hunt
seconded. All voted aye.
.Ill. Reports. A.) Management reports — S. Thorup presented information about the Nonprofit Resource Center and
the Reading Roadshow, both examples of private funding and partnership efforts. Thorup announced taking the
first passport application for the State Dept. and voter registration numbers in September (118) and the first week
in October (161). L. Schaper noted that check outs are up and still tracking to hit 1 million this year. Schaper said
staff is working to provide patrons unauthenticated wireless access. B.) Upcoming events — David Pryor talk and
book signing on 10/26. FRONTLINE/(Vorld social entrepreneurs' series in Nov. C.) Financial Report — L.
Schaper reported finances are on -track. In October, many big contracts and maintenance agreements are due.
D.) Finance Committee Report — L. Brewer reported the committee has met twice since the August Board
meeting and are bringing forward two recommendations later in the meeting.
IV. Unfinished Business. A.) Discussion of strategic directions and issues — D. Ferritor discussed the meeting
held between the Board and City Council, complimenting and thanking the staff and the Board for their work. L.
Schaper stated staff will give a presentation on teen issues in December, including an overview of space issues.
B.) 2009 Budget — The budget is a work in progress until Council approves the City budget and a final number is
received from the Foundation. Market conditions in the past month have led to a drop in the value of FPLF
investments making a 2009 disbursement uncertain. $250,000 is currently budgeted as income from FPLF with
$200,000 resulting from the disbursement policy and $50,000 from pass through gifts and grants. M. Malone
moved for a resolution thanking the Council for hearing the Board's appeal for increased funding, but due
to the economy, the Board is not asking for those additional funds for increased hours and digital content
at this time. In the future, the Board will continue its conversation with the Council on the library's
40 programmatic needs. M. Hunt seconded. All voted aye. D. Marr asked for a list of budget scenarios in
preparation for the next board budget discussion.
V. New business. A.) Staff presentation: Web presence focus group results — Blake Woolsey from Mitchell
Communications presented results and recommendations based on a written survey and open discussion with 24
people. B.) Retirement Plan Revision — B. Schaffer moved to accept and implement the changes to the
Employee Retirement Savings Plan and the 457 Plan. L. Brewer seconded. All voted aye. C.) Investment
policy revision — This replaces staff named therein with the Board of Trustees. The Finance Committee
recommended approving the revision to investment policy Fl. All voted aye. D.) Recommendation for
asset manager - The Finance Committee recommended engaging Garrison Asset Management to manage
the Library Board's restricted funds and others as determined by the Finance Committee. All voted aye.
E.) Climate study recommendations - A staff committee and Trustee D. Marr independently reviewed and rank
ordered the proposals with Discovery Surveys, Inc. as the first choice. D. Marr moved to accept Discovery
Surveys, Inc. to provide the climate survey. M. Hunt seconded. All voted aye. F.) Recommendation for
nomination of FPLF director - D. Ferritor brought forward the Foundation Board's recommendation to appoint
Jack Butt to their Board. L. Brewer moved and B. Schaffer seconded the appointment of Jack Butt to the
Foundation Board. All voted aye.
VI. Executive Session: B. Schaffer moved to adjourn to executive session. L Brewer seconded. All voted aye.
The meeting moved into Executive Session at 5:20pm.
VII. Adjournment: XX moved.to adjourn. XX seconded. All voted aye. Meeting adjourned at 6 p.m.
Text cut from IV. B. (in case it should be reinstated): The budget may be finalized in January depending on how things
go. D. Marr doesn't think it's fair to ask the Council for more money for more services if the Foundation cuts its funding
and not be able to deliver on our promise. Doesn't want them fighting for more money in a tight budget year if there are
going to be cuts due to lack of Foundation funding. B. Schaffer suggested assuming the library will get nothing from the
dation and go forward with planning. M. Malone wondered if proposal to the City should be modified to offset that
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