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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.