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HomeMy WebLinkAbout2009-06-15 MinutesFayetteville Public Library Board of Trustees Regular Meeting June 15, 2009 Minutes Prepared by S. Terry, Communications Manager Board Members present: L. Brewer, S. Clark, D. Ferritor, M. Hunt, E. Jordan and M. Malone. Absent: B. Schaffer. Staff present: S. Daniel, L. Schaper, S. Terry and S. Thorup. Press: S. Descant, The Morning News. I. The Board of Trustees meeting was called to order at 4:07 p.m. by L. Brewer. II. L. Schaper introduced Susan Foley as the library's new director of development. She will begin working at the library full time on July 6. She is currently finishing up in the same role at Life Styles, Inc. and before that worked for the American Cancer Society. III. Approval of minutes. D. Ferritor made a motion to approve minutes from the June 2 meeting. E. Jordan seconded. All voted aye. IV. Reports. A.) Management reports — L. Schaper reported that the library received $35,000 from Wal-Mart for its 2010 Summer Reading Club. The SRC enrollment is already 26 percent higher than the total for 2008. Schaper said executive director applicants can apply through the library's website; several applications have already been received. S. Thorup announced that the library is participating in a community read of Devil's Highway with the University of Arkansas; the book's author will speak at the library during the annual Gathering of the Groups in October. Thorup announced that the library handed out 238 books to children as part of the Reading Roadshow program. The books were purchased through grants. Thorup announced the library's Twitter account has been established with a growing number of followers. Performance Measures — L. Schaper said circulation is up 4.5 percent for the year. The library achieved this year's high in number of self check outs in May. Schaper noted the number of holds filled has increased 24 percent for the year. Also, volunteer hours are up about 21 percent. B.) Financial Report — S. Thorup (speaking on behalf of a vacationing C.Rew) said utilities dropped in May, giving some breathing room to the library's budget before the summer heat begins. Thorup noted the library has made a 6 -month investment with the Bank of Fayetteville due to low interest rates. V. Unfinished Business. A.) Personnel Policy Revisions — 1.) PA -12: Paid time off (revision): The section was stricken regarding donating leave time and will be moved to its own policy. M. Malone made a motion to approve. S. Clark seconded. All voted aye. 2.) PA -13: Sick leave (revision): The word 'extended' needs to be removed from the phrase "extended sick leave." D. Ferritor made a motion to approve. M. Hunt seconded. All voted aye. 3.) PA -17: Leave donation bank (new): Allows employees to donate to a leave bank. Also, allows people to apply for donated time if they have run out. The policy lists reasons why employees may apply for the donated leave. S. Clark made a motion to approve. E. Jordan seconded. All voted aye. B.) Personnel Policy Revisions 11— 1.) PA -63: Disciplinary action (revised): This policy had not been reviewed since 1995. The city recently updated its discipline policy, and the library used many of the points from the city's policy. The new policy includes progressive discipline and better defines procedures for handling disciplinary measures. M. Hunt made a motion to approve. D. Ferritor seconded. All voted aye. 2.) PA -55: Appointments (revision): The city's policy replaced the library's existing policy. The new policy prohibits an employee from serving in a position where an immediate family member is in direct supervision. The policy also does not allow employment of family members of the library board, Friends' board and Foundation board. M. Malone made a motion to amend the policy to include domestic partners in the definition of family. D. Ferritor seconded. All voted aye. S. Clark made a motion to approve the amended policy. M. Hunt seconded. All voted aye. C.) Executive Director Search — M. Malone said the library has advertised on the library's website, in American Library Association's JobLIST and in the June 15 edition of Library Journal. M. Malone said applicants names will be posted on the website as their information is received. VI. New business. A.) Capital Improvement Projects budget submission 2010-2012 — The library submits a CIP budget every two years; this money pays for items such as books, new buildings, <��17/11 and equipment. This budget accounts for about 86 percent of the library's book budget. The money provides about 25 percent of the library's computer budget. Library staff met with Board Finance Committee last week where it was concluded that the library would make its request based on maintaining its position in comparison with national and benchmark libraries while being mindful of the City's declining revenues. The library requested $335,000 for books and materials for 2010 and 2011 while projecting increases for 2012 through 2014 that would reinstate the former incremental increase. In the computer funding portion, the library has requested the funding to hold steady for the next five years at $23,000. A special meeting was set for Monday, July 20 at 4 p.m. to discuss the General Funds budget proposal. E. Jordan moved to approve; D. Ferritor seconded. All voted aye. B.) "Library Fan Card" proposal — The library is proposing a FPL fan card that new and existing patrons can purchase. The free card will still be available. The fan card will have an attractive image, and sales from that card will pay for a particular aspect of the library. Eco cards, for example, will include a picture of the building and be used to pay for environmentally friendly features in the library. The cost would be minimal because cards are already purchased on a regular basis. The cards would create advocates for the library. The cards would likely cost $3 to $5. Library staff will do additional homework on the cards and bring back a revision of the fee schedule policy at the library's board meeting in August. C.) Staff presentation: Summer Reading Club — L. Greenwood, manager of youth services, discussed the 2009 Summer Reading Club, which kicked off June 6. Greenwood showed some of the marketing efforts, including the ads on the Ozark Regional Transit buses and the television commercial on KNWA and FOX. Registration to date is 1,668 elementary age readers; 237 listeners and 159 teens for a total of 2,064 — a 26 percent increase from the end of 2008. VII. Adjournment: D. Ferritor moved to adjourn. S. Clark seconded. All voted aye. Meeting adjourned at 5:35 p.m. 1