No preview available
HomeMy WebLinkAbout2005-07-18 MinutesFayetteville Public Library Board of Trustees Regular Meeting July 18, 2005 Minutes Prepared by Shawna Thorup, M.L.S., Assistant Director Board Members present: L. Gottsponer, E. Jordan, B. Schaffer, D. Ferritor, M. Roberts and A. de Noble. Absent: Lorraine Brewer. Staff present: L. Schaper , C. Rew and S.Thorup. Others present: H. Bradberry and V. Chadick. Press present:, Adam Wallworth, NWA Times. The July 18, 2005 Board of Trustees meeting was called to order at 4:00 p.m. by L. Gottsponer. 1. L. Gottsponer welcomed Elizabeth Jordan to the Board. 2. A. de Noble moved to accept the minutes of the June meeting. D. Ferritor seconded. All voted aye. 3. Library Reports. 1.) L. Schaper reported on a power failure on July 7 that necessitated closing the Blair Library to the public for about two hours. 2.) Schaper reported on the trip to Chicago to accept the Library of the Year Award. 3.) Schaper mentioned the highly successful Harry Potter book release event at Blair Library on July 16. Over 150 children and parents were in attendance. 4. Statistical and Financial Report. 1.) L. Schaper noted a jump in circulation in June due to the Summer Reading Program. She noted that approximately 37% of circulation for this fiscal year to date has been handled by self -check out. 2.) Schaper commented on a huge spike in reference transactions in June; it is likely that greater attention to recording transactions may have led to this jump along with the overall increase in library use during the summer reading program months. S. Thorup noted that the Teen Summer Reading Program, which has more than doubled last year's participation, is run from the Reference Desk; all of those interactions would be included in the count of reference transactions. 3.) Schaper noted continued gains in both program attendance and number of cardholders. 4.) Schaper reported that 2004 statistics for benchmark libraries were not available in time to incorporate into the CIP budget documents for the Board. 5.) C. Rew reported that successful measures have been implemented to control utility costs. 6.) Rew noted that while currently under- spent, postage expenses should see a dramatic increase once inter -library loan fulfillment increases. 7.) Rew mentioned that all staff positions are currently filled, so salaries and wages expenses will increase next month. Also, because of salary savings from vacant positions, several part-time employees have been working extra hours. However, those hours are no longer available. 8.) L. Gottsponer asked for clarification on the four -fold increase in fine and fee revenue. Rew explained that increased circulation and changes in how library patrons pay for printing account for much of the increase. 5. Foundation. 1.) H. Bradberry reported on progress in finding people to nominate for the Foundation Board of Directors. 2.) Bradberry discussed changes in Foundation Board by-laws and policies. 3.) Bradberry explained the conversion of donor files using Raiser's Edge and mentioned the potential usefulness of the information once complete. 4.) Bradberry mentioned the plan for an annual campaign based on a society membership model, which will be presented to the Board in September and the progress on the Foundation's marketing plan. Hope said that a written report will be submitted for each Board meeting. 6. Friends. Board members commented favorably on the new written report submitted by Friends of FPL Board member Georgia Kunze. B. Schaffer suggested exchanging minutes with the Friends of FPL and Foundation Boards. 7. Building Project. 1.) L. Schaper reported on a day -long close out meeting on July 15. She noted that the library received an extra year of warranty on the HVAC system due to multiple problems during the current warranty period. She explained that most warranties on items in the Blair Library are set to expire in September and October. Schaper reported that the cost to repair the Reading Room ceiling will be picked up the contractor. 2.) Schaper noted that cork floors will finally be repaired. The process is expected to last eight to nine days. Staff and contractors are considering starting just before Labor Day. The work will be somewhat invasive and while the goal is to continue to provide as much public service as possible, some areas may need to be closed off and/or some services may need to be curtailed. A test of the process scheduled for a week before the work is to begin should indicate the extent of the probable disruption to service. Discussion ensued about the feasibility of closing Blair Library completely, providing ample notice to library patrons and the reliability of the test procedure. 3.) C. Rew reported that half of all the new signs requested in June by the Board for the parking garage are now installed. 4.) C. Rew reported that proposals for the closed-circuit television system are being evaluated. 8. TIF. B. Schaffer reported that there is no change in status. Attached to the agenda were the stipulations prepared by City Attorney Kit Williams. 9. Long range plan. L. Schaper noted that responses to the RFQ are due July 25. The scope has been expanded to include more public meetings. D. Ferritor and a staff team will make the final recommendation to the Board. 10. 2006 CIP budget for materials. L. Schaper explained that the report was generated based on benchmark libraries at the Board's request. However, 2004 data was not yet available, so staff projected those figures and also used the national average for cities 50,000-99,000. Schaper noted that as Fayetteville's population increases, the expenditures per capita decrease. L. Gottsponer noted that achieving parity of collections with benchmark libraries has been a long-time goal of the library and the Board. Discussion ensued about the needs of the collection. Dismay was expressed that Fayetteville is not only below the benchmark libraries in collection expenditures per capita, but also below the national average. D. Ferritor moved, M. Roberts seconded and all voted aye to base the CIP budget for materials request on the staff's projections. 11. 2006 operating budget. L. Schaper noted that staff reevaluated the recommendation for additional staffing to meet current service needs and expand open hours and stand by their original recommendation of 10 FTE to meet current demand and an additional 2.25 FTE to expand Blair Library's open hours. The recommendation for expanded hours is based on the Board's request to consider closing at 8pm on Friday nights and opening at 9am on Monday through Saturday. L. Gottsponer asked what staff's idea of an ideal open schedule would be, and L. Schaper said that staff would have to be consulted. Discussion ensued about the importance of these decisions, trying to determine what the community wants and maximizing the availability of the library to the community. Schaper said that staff will work on an "ideal scenario." 12. Foundation by-laws. H.Bradberry provided background and information on the proposed changes to the Foundation by-laws. She indicated that more research needs to be done regarding bonding of Board members. C. Rew passed out copies of the insurance document covering Trustees and mentioned $1 million in coverage that was primarily concerned with defense. Rew suggested adding workplace violence and dishonesty policy riders and said that such riders will be added if they are within budget. If the riders are over the budget, Rew will bring it to the Board for approval. Discussion ensued about the merits and costs of bonding. M. Roberts moved to table this item without objection. 13. Board of Trustees by-laws. D. Ferritor moved, B. Schaffer seconded, and all voted aye to change the audit requirement to annual. 14. Trustee emeritus. Discussion ensued about the evolution and intent of this policy and the need for nomination procedures. It was suggested that a broader discussion be held regarding how the Board wants to recognize service. 15. New business: 1.) H. Bradberry brought forth a slate of candidates for the FPL Foundation Board of Directors. Nominees for three-year terms were Karen Lewis McDonald, Stacy Keenan, Amy Sorrell and David Banks. D. Ferritor moved, B. Schaffer seconded, and all voted aye to appoint all four candidates. 2.) A. de Noble presented background on the search for a tagline for FPL and unveiled the proposed slogan, "Beyond Words." M. Roberts moved, B. Schaffer seconded, and all voted aye to adopt the tagline, "Fayetteville Public Library: Beyond Words." 16. M. Roberts moved to go into executive session, D. Ferritor seconded, all voted aye and retired to executive session at 6:00 p.m. 17. At 6:05p.m. D. Ferritor moved to return to regular session, A. de Noble seconded, all voted aye. Action in the session was a vote to approve the nomination of Michael Thomas and Steve Singleton as trustee emeriti. 18. M. Roberts moved to adjourn, D. Ferritor seconded, all voted aye. The meeting was adjourned at 6:06 p.m.