HomeMy WebLinkAbout1993-05-20 MinutesMinutes Fayetteville Public Library Board of Trustees Meeting 5/20/93 at 4:00 p.m. Attending: Bobbye.Hay, Charles Kirchen, Carol Phillips, Anne Prichard - Trustees; Linda Harrison, Fayetteville Public Library Director; Karen Duree, Ozarks Regional Library Director; and Library staff: Mary Jo Godfrey, Lynaire Hartsell, June Jefferson, Mim Neralich Absent: Jeff Koenig - Trustee Hartsell introduced Justine Holladay (overdues librarian and staff member for 20 years) and Susan Sissom (the new Adult Services Librarian). Neralich introduced Shawn Walker (the new assistant in the Children's Department). The minutes of the April 12, 1993 meeting were approved as presented. President Hay asked about the Fund Balance - Restricted on page 1 of the General Ledger - Balance Sheet. Harrison explained that gifts are ahead of budget: $702 from the Springfest contribution to the Children's Department, $500 from Porter and Sally Stone for Young Adult materials and $254.28 from several different gifts for books. Under Assets, Restricted Funds - Investments have been zeroed out and transferred to the Expansion Account. Harrison addressed the need to schedule the Work Week now. The Library would be closed August 30 - September 6 for special work and the training of staff. Overdue books could be returned during this time with an amnesty of fines. Phillips so moved, Kirchen seconded and the motion passed. Harrison requested the Board's approval for a Circulation Clerk - a much needed position to be shared by the Adult and Children's Departments. Exemption from the City's hiring freeze will be requested. The President noted that funds are available for this temporary (until January 1994) full-time position with benefits. Phillips so moved,Kirchen seconded and the motion was approved unanimously. Harrison shared copies of "How will our sales tax money be used" (Appendix I). The Mayor has appointed two different committies to re -prioritize the revised CIP budget. There may be new funding for the Library but we will not know until the Council approves the new budget. The President wondered if the Board should be represented before this Council. In the pie chart the word "Cultural" needs to be added to the word "Recreation" to reflect the Library in this part of the CIP budget. She reminded the Board of the excellent report by Harrison of how our monies are spent. Kirchen wondered whether Large Type books belong to the Library or to the Regional Library. Harrison confirmed that most belong to the Regional Library and Duree added that the Regional Library could list them. Jefferson added that any newly published ones are on the new book lists in the newspapers and that the Library has a list available in the Large Print section. The President suggested that Large Print books be so identified in the newspaper listings. The President read aloud from the Board Minutes of April 12, 1993, the last paragraph of page 1 and the first paragraph of page 2, to reintroduce the question of enlarging the Board of the Library to 6 or 7 members. After much discussion about the proper background of a Board member (legal, business, medical, library, etc.), Phillips asked that the Board reply to Alderman Edens` request with a list of specific questions to be asked of future applicants to Board membership by the City's Nominating Committee. Harrison distributed "Sample questions for Library Board applicants", "Qualifications of Library Trustees" and "Description of duties of member of Board of Trustees of the Fayetteville Public Library" (Appendix II). The President will include these in a formal reply to Alderman Edens. Harrison noted that an enlarged Board. (with the legal limit of 7 members) would increase the Library's sphere of influence. Phillips moved that the Board continue to have 5 members, Kirchen seconded, passed. The President requested that Prichard's summary of "Number of members on City Boards" be included in these Minutes (Appendix III). Phillips moved that the office of Vice President/Secretary be separated, Kirchen seconded, passed. Phillips: moved that Koenig be nominated. Vice President and Prichard Secretary, Kirchen seconded, passed. Harrison requested permission to amend the By -Laws to show this separation of duties. Kirchen so moved, Phillips seconded, passed. Harrison reported on the status of the footbridge at the front door of the Library. Repair by Pinnell should begin soon. Harrison announced that the Brodbeck bequest has been received and deposited into a cash management account at Worthen, with an increased guarantee. The President requested a policy from the Board for the placement of future bequests. Much discussion about funds, their designations and proper acknowledgements preceeded the motion by Kirchen to transfer the McLucas Fund into the Expansion Account, Prichard seconded, passed. Future plaques for such large gifts will read: "Fayetteville Public Library in appreciation for exceptional bequests and contributions" above the donor's names. "Large gifts" will be defined at a later Board meeting. Possible acknowledgement of the Brodbeck Bequest in the newspapers was also considered as well as its designation within the Library's budget, for the sole use of the Library. The President requested Harrison to provide an accounting of the expended Expansion Account funds previously approved by the Board. Harrison will provide this at the next Board meeting. She has already received approval from the Board to spend these funds. Kirchen moved that Treasurer Phillips place the Brodbeck Bequest into a C.D. for a year at the best rate, Prichard seconded, approved. Meeting adjourned at 5:45 p.m. Submitted by, Am we, 17-4A4-1441-14 Anne Prichard