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Home My WebLink About2010-06-21 MinutesFayetteville Public Library Board of Trustees Regular Meeting June 21, 2010 Minutes Prepared by S. Daniel, Office Manager Board Members present: L. Brewer, D. Ferritor, M. Malone, S. Clark, M. Rice and B. Schaffer. Absent: E. Jordan. Staff present: S. Thorup, C. Row and S. Daniel. Others: Auditors Rebecca Riley and J. Mark Lundy, Friends Board Treasurer Kim Ratliff and Foundation Board Treasurer Amy Sorrell. I. The Board of Trustees meeting was called to order at 4:05 p.m. by L. Brewer. II. Approval of minutes. M. Malone moved to approve minutes from the April 19, 2010 meeting. All voted aye. III. Reports. A.) Auditors' Report — Rebecca Riley of BKD, Inc. discussed the 2009 FPL audit which received an unqualified (clean) opinion. Auditors recommended breaking out FPL, Friends and Foundation in Giftworks to make reconciliation more efficient. FPL will contract with the firm for suggestions and present them at the next board meeting. The Foundation audit also received a clean opinion. $517,000 is restricted for NEH. If more than $500,000 is spent from a federal grant in a single year, a separate audit becomes necessary. Auditors suggested developing a Foundation policy on spending restricted money and unrestricted money, segregating the three entities in GiftWorks, and complying with, or changing the Foundation's policy to buy bonds with an A+ overall rating. Staff will work on suggestions to address these issues. B.) Management Reports. 1.) Key Upcoming Events: S. Thorup highlighted .the Ethan Gilsdorf event on 6.23 and the Chamber of Commerce presentation of 1500 books on 7.1. 2.) April — May Strategic Plan Progress: S. Thorup noted new shelving in the Friends Bookstore and our partnership with Lifestyles in which they help train and pay a custodian. 3.) May 2010 Performance Measures: Circulation is dropping but Summer Reading Club will likely put this number back on track to meet the yearly target. Volunteer numbers are up. 4.) Charts of the meeting: 1st quarterly report to the City. C.) Financial Report — C. Rew reported expenditures are lagging in anticipation of possible mid -year budget cuts. She has completed documentation of all restricted gifts. IV. Old business. A.) RFQ for Teen Area Expansion — Selection committee received 3 submissions; all are qualified and will be interviewed. M. Rice moved to approve expenditure of up to $200,000 from the Otwell Public Library Fund to the successful firm to design and complete the work. B. Schaffer seconded. All voted aye. V. New business. A.) August Board Meeting — M. Rice moved to change the date from August 16 to August 23 at 4 pm in the Walker Community Room. S. Clark seconded. All voted aye. B.) Appointments — M. Rice was appointed the liaison to the Friends Board. C.) Election of Officers — Nominating committee recommended retention of L. Brewer as President, B. Schaffer as Vice - President, E. Jordan as treasurer and the election of S. Clark as secretary to replace retiring M. Malone. All voted aye. D.) Strategic Plan — L. Brewer noted that the consultants are doing an excellent job and extended an invitation to all board members to participate. The new ED received an 89% vote of confidence. The goal is to have the new strategic plan on the October agenda. E.) 2011 Budget — Staff is preparing 2 budgets for 2011 - one flat and the other reflecting a potential reduction. H Letter of congratulations to Donna K. McDonald. The board will send congratulations on her election as Vice-President/President-Elect of ALA's Association for Library Trustees, Advocates, Friends and Foundations. G.) Policies. 1.) Revision to JC: Closed Days — M. Rice moved to close July 3 and amply notify the press for the purpose of refinishing the cork floors. D. Ferritor seconded. All voted aye. 2.) Request for Board direction on Policy NC: Code of Conduct for Customer Relations — M. Rice moved to reaffirm the policy as written. S. Clark seconded. All voted aye. VI. Adjournment: D.Ferritor moved to adjourn; M. Rice seconded. All voted aye. Meeting adjourned at 5:33 p.m. q.