No preview available
HomeMy WebLinkAbout1993-04-12 Minutes1 Minutes Fayetteville Public Library Board of Trustees Meeting 4/12/93 at 4:00 p.m. Attending were: Bobbye Hay, Charles Kirchen and Jeff Koenig, Carol Phillips, Ann Prichard - Trustees; Karen Duree, Ozarks Regional Library Director; Linda Harrison, Fayetteville Library Director; Alderman Len Edens; and Library staff. Following the introduction of Trustee Prichard and introductions all around, the minutes of the March 8, 1993 meeting were approved as presented. No questions were raised regarding the Statistical and Financial Reports. The Book Endowment Fund balances were also presented and discussed. Linda Harrison reported that the security system is only for heat and smoke. If the system is expanded, we would have to install our own control panel. Concerning acceptance of the 1992 Audit Report, Linda reported speaking with Yolanda Perez -Beltran (the City's Internal Auditor) about the line item descriptions used in this report and those used by the City. Yolanda sees no reason to change our descriptions if we are planning to develop a new chart of accounts later this year that will more closely resemble the city's account descriptions. The Trustees accepted the Audit Report with the understanding that the account descriptions will be revised to coincide with those of the City. On the footbridge, Cheryl Zotti requested up -dates for the three previous estimates because she anticipated the loss of the available funds unless we proceed with the project. The figures received were from Pinnell Construction who stayed with his original figure of $3,500. Oakridge's estimate is for $5,627, up from the original estimate of $1,122. Heckathorn's revised estimate is for $5,483, up from the original $4,255. A Purchase Order has been issued to Pinnell for the project and they anticipate starting in about three weeks. Mr. Kirchen commented that the cement degradation is due to the use of salt on the bridge. The funding will come from the $8,200 roll -forward. Carol asked if we would receive the balance. Mr. Edens said he would cover that later. Mr. Edens explained that as Chair of the Nominating Committee, he was appearing with the Library Board to determine their thoughts on increasing the size of the Library Board to seven members or to leave it at five members. Jeff Koening asked if additions could be made by adding an additional member in 1994 and another in 1995? Mr. Edens said that would be a Library Board decision. Carol Phillips asked if we should decide now or vote for a change later? Mr. Edens said the only problem would be the requirement to re-advertize for vacancies. President Hay indicated that she sends a letter of notification for an upcoming vacancy which includes suggested qualifications. She also indicated that the Handbook for Trustees lists qualifications for Library Board members. Mr. Edens indicated that his Committee will be asking each City Board and Commission to submit a synopsis of what the board does and what qualifications are required. Carol Phillips entertained a motion to delay increasing the Board size, Mr. Kirchen seconded the motion. During discussion Mr. Koenig suggested a 6 -member Board since terms, as defined by law, are for 6 years. He added that a larger Board would add diversity and a better chance for a quorum. President Hay said that an even -numbered Board would cause the problem of a tie vote. Mr. Koenig stated that a tie -vote is a no -vote. The motion passed with two votes for, one against, and one abstention. Mr. Edens asked that a letter be sent to the City Clerk notifying her of this Board's decision to increase or not to increase the size of the Board. Mr. Edens suggested that if we have specific questions for applicants, that we should submit those questions to the Nominating Committee. Referring to the By -Laws, Mrs. Hay asked if the Board is enlarged, should we think about increasing the number of officers? She then asked Jeff Koenig to postpone his request for the election of a new Vice President/Secretary until the Board decides on the number of members. Mr. Koenig said he would agree if someone else took the Minutes. Mrs. Hay asked Linda Harrison if she would prepare the Minutes this time. Jeff asked that someone on staff be assigned to do this all the time. Linda explained that neither she nor anyone on the staff has the time. Mrs. Phillips suggested separating the offices of Vice President and Secretary and asking Ann to be Secretary. Jeff so moved, Carol seconded and the motion passed. As to the Sales Tax, Mr. Edens reported that he has heard no negative reactions to the Sales Tax, with the exception of letters to the editor. Mrs. Hay asked if the city funding for Operations would be affected. Mr. Edens said "probably not," but that Ben Mayes would know for sure. He indicated that if passed, the tax will begin to be collected June 1 and the City would begin receiving it sometime in July. He also indicated that the current 5 -year Capital Improvements Program will become a 7 -year Program so that we will be receiving the 5 -year amount over a 7 -year period. Jeff Koenig moved that the Board formally endorse the Sales Tax. Carol Phillips seconded the motion which passed unanimously. Mr. Koenig cautioned against the use of the term "rededication" in any of the Sales Tax information issued by the Library, as an entity of the City. In other business, Mim Neralich, Head of Children's Services reported on how she has decided to spend the Frances Vaile bequest of $1,000. Items to be built by Rick Loots are a paperback rack, bird cage stand, cork bulletin board, counter- top display and a bin for displaying baby books. Mim also reported on the Springfest Committee's decision for one-third of the proceeds from the Trout Fishing in America benefit to be given to the Children's Department_ Mrs. Hay asked if Linda knew of this and Mim said that she had mentioned it. Mrs. Hay then stated that whenever the name of the library is used, it should go through Linda Harrison. END OF TAPE Linda distributed copies of City -generated Sales Tax information. The meeting was adjourned. Submitted by, Linda Harrison