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Home My WebLink About1991-07-08 MinutesBoard of Trustees Meeting Fayetteville Public Library July 8, 1991 Present: Board Members Cam Crouch, Bobbye Hay, Charles Kirchen, Jeff Koenig and Carol Phillips; Library Director Linda Harrison; Ozark Regional Library Director Karen Duree, and staff member June Jefferson. The meeting was called to order at 4:OOp.m. by President Bobbye Hay. The minutes of the June 10, 1991 meeting were corrected as follows: 1. Second paragraph from the bottom, fourth line, should read with versus without. 2. Paragraph 2 should have read "Carol Phillips reported on investment accounts" versus "Carol Phillips reported on the balances in each fund ac- count." 3. On update of construction project it should have read " will be a consent agenda item" versus " consent agenda." 4. The letter providing capital project ammounts that was sent to David Cox was discussed. The correct monetary figures have been provided in the 1991 captial budget request. Charles Kirchen motioned, seconded by Carol Phillips that the minutes be accepted as amended. Motion passed. Linda Harrison reported a $1000. gift from Porter and Sally Stone to be used in the children's department. June Jefferson reported on the hours of volunteers and the current method of acounting. The balance sheet and detail trial balance were reviewed and discussed. Linda Harrison will correct the accounting for fixed assets. Bobbye Hay requested that reporting of book acquisition gifts be corrected to indicate the gifts are restricted. Ms. Harrison presented a request from the library staff that they be closed during Labor Day week for a workshop. The library will also announce that a grace period for return of books will be during that time period. Carol Phillips motioned, seconded by Charles Kirchen that this request be honored. Motion passed. NEW BUSINESS Linda Harrison reported on the construction project. Karen Duree reported that she had talked to David Cox about the possibility of there being asbestos in the Med-Ark building. A test will be run on the tile to determine if asbestos is present. Bobbye Hay appointed Jeff Koenig as the Boards representative to work with the 2. contractor during the renovation of the Med-Ark building. The city will be notified by letter. Jeff Koenig will report at the next Board meeting on the phasing in of con- duits to the building and the fire/communication system. He is to ask David Cox is this comes under the contingency funds. Karen Duree reported that the sub -contractor painter is subbing again. She is checking to see if he is meeting the minimum wage agreement required by the grant. The 1992 operations budget was discussed. Bobbye Hay discussed the budget and the percentage that should be held to cover cash flow shortages that might occur during the year. We need to keep a 10% reserve fund blance. She also reported that we will need to ask for additional funds tomaintain our pay matrix and new expenses that we have no control over. The budget is due July 19th. Jeff Koenig proposed that we report that we are willing to reduce our fund balances and not ask for additional funds for moving. The committee discussed increasing our source of funds by applying $17,000. from fund balance and asking for additional funds, $3000. for moving, plus insurance money and operation of annex money for three-quarters of the year. The city recommended target fund is $214,000. Carol Phillips made a motion, seconded by Jeff Koenig taht we accept budget #3 with the increase of funds as specified. Motion passed. Linda Harrison and Bobbye Hay will work on finalizing the budget. Bobbye Hay reported that Jerry Rose with the city attorneys office, has asked if the Board members should be increased by 2 to have a total of 7. The Board decided to remain at 5 members. Meeting adjourned at 5:35p.m. Respectfully submitted, dnv ant c%/ CAM CROUCH Vice-President/Secretary Board of Trustees Meeting Fayetteville Public Library July 8, 1991 Present: Board Members Cam Crouch, Bobbye Hay, Charles Kirchen, Jeff Koenig, Carol Phillips; Library Director Linda Harrison; Ozark Regional Library Director Karen Duree, and staff member June Jefferson, with special guest Don Bailey, Personnel Officer, City of Fayetteville. The called meeting was called to order at 3:10p.m. by President Bobbye Hay. Linda Harrison presented the different performance evaluation forms that the Board was to review and make recommendations to use. Mr. Bailey addressed the forms that are used by the City of Fayetteville. Linda, Mr. Bailey and the supervisors in the library will meet and develop a task related performance appraisal form using the city's form as a guideline. The budget was discussed. The city employees work with either a 4 or 5% matrix increase on each staff. The budget committee met on July 2 and worked on the budget. The committee recommends that items 2, 3 and 4 be accepted as presented. This includes all expenditure items except personnel costs. Mr. Bailey recommended that if cuts are made in the budget within the staff salaries, at the first windfall the employees be brought up to date within the matrix. The committee discussed items 2, 3 and 4. Jeff Koenig made a motion that items 2, 3 and 4 be accepted. Charles Kirchen seconded the motion. Motion passed. Meeting adjourned at 3:55p.m. Respectfully submitted. 447LC CAM CROUCH' Vice President/Secretary