HomeMy WebLinkAbout2015-06-15 Minutes0 FAYETTEVILLE PUBLIC LIBRARY Board of Trustees June 15, 2015 4 pm MINUTES Regular Meeting Ann Henry Board Room Trustees present: K. Agee, B. Boudreau, S. Clark, H. Garner, S. Graham, J. Parry, and M. Rice Staff: G. Allen, M. Burdette, S. Daniel, S. Davis, W. Fitzgibbon, S. Foley, B. Holt, S. Houk, D. Johnson, A. Low, C. Moody, S. Palmer, H. Robideaux, S. Walker, L. Yandell Others: V. Chadick Press: Dan Holtmeyer 1. Call to order: President K. Agee called the meeting to order at 4 pm. 11. Minutes: A. Approval of minutes: M. Rice moved to approve the minutes of April 20, 2015 and May 19, 2015, B. Boudreau seconded. All voted AYE. III. Report of Nominating Committee: M. Rice moved to approve the Nominating Committee's nominees as follows: B. Boudreau as president, H. Garner as Vice -President, M. Rice as treasurer, and J. Parry as secretary. S. Graham seconded. All voted AYE. Meeting continued with new officers. B. Boudreau designated S. Graham as Friends' liaison, K. Agee as Foundation liaison, and 8. Boudreau and M. Rice as members of the Finance Committee. IV. Reports A. Management reports 1. Key upcoming events: Upcoming events include journalist Roy Reed speaking about the events of Bloody Sunday in 1965 when civil rights marchers were beaten on the Edmund Pettus Bridge. Scarlet Lewis, mother of slain Sandy Hook student Jesse Lewis, will speak on her Choose Love Foundation, The Summer Reading Club concludes August 1 with a performance by Trout Fishing in America. 2. April -May 2015 Strategic Plan progress: The Peter Coyote and Bob Woodward events were well attended. The SRC kickoff drew 3500 and the Young Meteorologist weather -Fest was popular. Study rooms checked out 860 times during April -May. Adult Services negotiated a new periodicals contract with financial savings. The volunteer program is growing 800 kids participated in the Kindergarten tours this spring. Begun with a GIF grant last year, Books and Bites (a program to foster literacy and enhance food security) will continue this year with support from First Security Bank. I -Cards were extended to upward bound participants. Facilities work included balancing the fans and preventive maintenance on the air conditioners. IT rolled out print release work stations to provide patron privacy when printing. The marketing department reached 39,000 citizens by placing a flyer in the city water bill at no cost to FPL. The Development Department continues to work on J. Blair's 80th birthday party. Updating the strategic plan will begin after the budgeting cycle concludes. 3. May 2015 performance measures: not discussed. B. Financial reports 1. Balance sheet as of April 30, 2015: not available 2. Budget to actual as of April 30, 2015: Millage revenue collection is behind last year's creating a cash flow problem. Slower collection does not equate to reduced over-all income. Interest earnings are poor- a total of $46 for the first quarter. All major expense categories are within budget. A transfer from long-term reserve to the operating budget is scheduled to be made. While the LTR Committee recommended this reserve be locked, the 2015 budget was approved with some of this reserve committed to programming. Historically, the long-term reserve has been used as a supplemental cash flow to operating funds. Managers have managed their budgets well. While a category may be over -spent, others are under spent. V. Old business: A. Vote on options to reduce costs/increase revenues: The Long -Term Revenue Committee did not support a library card fee. M. Rice moved to correct the record to indicate this; K. Agee seconded. All voted AYE. Scrivener's note: The Long -Term Revenue Committee also did not recommend a wage freeze. Record has been corrected. After reviewing staff input on the Impact of a "no tolerance" policy (all fines to be paid before further 19 check-outs), M. Rice moved the library not institute a no tolerance policy. H. Garner seconded. All voted AYE. Noting some recommendations of the LTR committee are not policy issues, e.g., a possible millage, M. Rice moved to adopt the LTRop lacy recommendations as amended by the board. H. Garner seconded. All voted AYE. e. Tent acceptance: A tent, donated to FPL by the Rural Mountain Producers Exchange, Inc., must be formally accepted by the Board for audit purposes. M. Rice moved to formally accept the tent; K. Agee seconded. All voted AYE. VI. New business A. Artist-in-residence budget adjustment: M. Rice moved to approve the budget adjustment for the 2015 artist- in-residence; J. Parry seconded. All voted AYE. B. Resolution on bank signatories: M. Rice moved to approve board officers elected at this meeting as signatories on all library accounts. J. Parry seconded. All voted AYE. After discussion, M. Rice moved to revise his motion and accept the staff recommendation for signatories as follows: Kim Agee, Suzanne Clark, Janine Parry and Maylon Rice. Other board members to be added at their request. Any person not a current board member to be removed as account signatory. J. Parry seconded. All voted AYE. C. Developing public input for Long- Term Revenue Committee recommendations: D. Exploratory group on possible millage increase: B. Boudreau requested K. Agee and H. Garner serve on this committee. Others to be invited include Jack Butt, Don Marr, Stephen Smith, and a person to be named later. Board members to send additional suggestions to B. Boudreau and committee to report at board's August 17, 2015 meeting. E. S. Graham distributed information on SWOT analysis (strengths, weaknesses, opportunities and threats) that has been modified by the American Library Association for library use. VII. Public Comment VIII. Adjournment: H. Garner moved to adjourn; K. Agee seconded. All voted AYE. Meeting adjourned at 5:20 p.m. Janine