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Home My WebLink About2021-06-21 - Minutes -Fayetteville Fa et Mountain St. Fayetteville, AR 72701 4 Public Library 479,856.7000 ® questions@faylib.org faylib.org Board of Trustees June 21, 2021 4 pm MINUTES Regular Meeting —Walker Room Trustees present: R. Qualls, B. Park, S. Overbey, J. Parry, M. Sutherland Trustees absent: B. Bagwell, H. Garner Staff present: D. Johnson, S. Palmer, R. Duarte, C. Moody, W. Fitzgibbon, C. Karnatz, B. Eddins, H. Robideaux, S. Houk, C. Dennis, G. Jelinek, S. Herrera, L. Husband, A. Taylor Public: M. Rice Attorney: V. Chadick Press: S. Ryburn Our mission is to strengthen our community and empower our citizens through free and public access to knowledge. Call to order: R. Qualls called the meeting to order at 4:02 pm Minutes: Approval of minutes from April 19, 2021: B. Park approved the minutes from April 19,2021. S. Overbey seconded. All voted AYE. Reports A. Key Upcoming Events: In -person events now include Center for Innovation classes, and an outdoor Arabic calligraphy class and film screening in the Gathering Glade. B. Library Administration 1. Management Reports a. Performance Measures through May 2021: Card registrations, room checkouts are up over last month. Post-COVID 2021 is a different world, so current statistics can't be compared to 2020's. b. Strategic Plan progress through May 2021: FPL hosts a blend of in -person programming and virtual events, with new locations in the expansion heavily in use. With the Board's help, a new strategic plan for 2022 will be created later in the year. 2. Financial reports a. Budget to actual through May 2021: City transfers are coming in as planned. $18,000 has been collected from room rentals. Personnel expenses are on track for Library Services (59% and Support Services (63%). Overall expenses show 65% of the annual budget remaining. 1A Fayetteville Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@)faylib.org faylib.org b. Balance sheet through May 2021: Schwab Operating account increased due to the property tax revenue of $1.3 million. Millage is tracking as planned. 3. Informational a. Library expansion schedule: Three outstanding items from the punch list need to be completed: HVAC, landscaping, and lighting in the Event Center. All should be completed by the end of 2021. b. Kitchen basics training: To address the critical shortage of skilled restaurant/kitchen workers, FPL joined with Startup Junkie to provide the ServSav certification. A basic training will be provided over two weeks, ending with certification and three interviews with local restaurants. A July launch is anticipated. c. SRC: 1,938 people registered in the Summer Reading Program. FPL will host events with Ibiyinka Alao, and will continue Books and Bites. d. DEI training for Boards: Serve2Perform will provide DEI training in a combined session with the Trustees and Foundation Board. A poll will be sent to find out the best days to schedule the session. e. ARPA and ALA: FPL was allocated funds through the American Rescue Plan. Workforce development has focused on the Center for Innovation, with certification offered in coding, simulation operating machines, and kitchen skills. To receive allocated funds from ALA, FPL must go through a formal grant process. Staff have asked for two laptop dispensers. f. New staff: Six new staff: A. Sherman, Marketing & Communications Design Specialist; S. Avery, G. Pelaez-Cortez, and D. Guerra, Custodians; P. Ray, Library Services Generalist; S. Denson, Accounting Clerk. 29% male staff, 22% people of color, 15% speak multiple languages. C. Fayetteville Public Library Foundation: The Capital Campaign is 56% to the goal of $23 million. Recently asked to submit a letter of intent on micro - entrepreneurship opportunities. The Foundation Board has several members who are leaving, so they are recruiting. D. Friends of the Fayetteville Public Library: Moving towards re -opening. E. Fayetteville Public Library Art Committee: Are in the process of hanging art and examining what art to add to the library. The next meeting is tomorrow, 6.22.21 New business A. Consent items: J. Parry moved to approve all consent items except the Conflict of Interest Policy. S. Overbey seconded. All voted AYE. Fayetteville 4)0 Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@faylib.org faylib.org 1. Study room policy: Updated to include the breakout of adult, grade school, preschool, and teen rooms. The process is more streamlined and available on FPL's website. 2. Center for Innovation policy 3. Conflict of interest policy: The recent audits illuminated the need for a policy to address this possibility. J. Parry noted that this policy differs from the Nepotism Policy in that it addresses using one's employment at the library for unsavory or unfair actions, and stresses avoiding actuality and appearance. Encourages employees to think in terms of disclosure and transparency. J. Parry recommended this information come earlier in the policy, and merge sections two and three. J. Parry moved to postpone consideration of the draft policy until the next meeting. R. Qualls seconded. All voted AYE. 4. Liquidation of expired furniture 5. Removal of the Friends Bookstore clerk's desk: The clerk's desk is a fixed part of the building and needs Board approval to take it out. Books and additional seating can occupy the extra space. 6. Fab Lab safety guidelines and release for Fab Lab 7. Kitchen use agreement and waiver 8. Waiver agreement for event space use B. Discussion items 1. Report of the Nominating Committee: The committee moved to nominate the current officers and Finance Committee for another year. M. Sutherland seconded. All voted AYE. Officers will be R. Qualls, President; B. Park, Vice -President; S. Overbey, Secretary; B. Bagwell, Treasurer. 2. Resolution of the Fayetteville Public Library Board of Trustees to recognize the Controlling Manager and Authorized Contacts of the financial accounts: B. Park approved the Resolution to recognize the controlling manager and authorized contacts of the financial accounts. S. Oberbey seconded. All voted AYE. 3. Rental fees for new facility spaces: Recalled from the agenda. 4. Budget adjustment for Bookmobile: B. Park approved the budget adjustment for the Bookmobile. S. Overbey seconded. All voted AYE. 5. Budget adjustment for car simulator: The Board of Trustees thanks from Friends Board for their $65,000 contribution to purchase this. B. Park approved the budget -adjustment for the car simulator. S. Overbey seconded. All voted AYE. 8. Fines and Fees: During the pandemic, fines were suspended. Now the Fayetteville 4)0 Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questionsCwfaylib.org faylib.org world is returning to normal, overdue fees can be reinstated. S. Overbey voted to reenact the fines and fees on July 6. B. Park seconded. All voted AYE. V. Public Comment: None VI. Adjournment: B. Park moved to adjourn at 4:53 pm. S. Overbey seconded. All voted AYE. Sallie Overbey, Secretary 00 - l L.0 - 2492�- Date