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HomeMy WebLinkAbout1998-01-12 MinutesBOARD OF DIRECTORS MEETING Fayetteville Public Library January 12, 1998 Present: Mark Burdette, Steve Singleton, Maury Roberts, Michael Thomas, Library Personnel: Louise Schaper, Lolly Maxey, Lynaire Hartsell, Mary Saxon, Lynn Stewart, Mary Jo Godfrey, Pat Schram, Carolyn Diemente, City Administrator Steve Davis, and interested citizens Nancy Hendricks and Matthew Lawrence. I. Call to order: Thomas called the meeting to order at 4:00 pm in the meeting room of the Fayetteville Public Library. II. Approval of minutes: BURDETTE MOVED TO ACCEPT THE MINUTES of the meetings of December 8, 1997, December.15, 1997, and December 22, 1997 as submitted. ROBERTS SECONDED, AND ALL VOTED AYE with no discussion. III. Correspondence: Thomas acknowledged the patron suggestions and said he felt if a patron signed a note and put an address, that they should be sent an acknowledgement of their suggestion. Singleton suggested a board where suggestins could be posted with answers. IV. Library reports: A. Administration: Comments were made on the statistic that the circulation seemed to be down, but the building attendance was up. Schaper said she would like to see more than two years statistics to see a trend. Financial report. Schaper noted the letter from the accountant, Barbara Fraleigh. There is a new charter of accounts with the new system. Schaper noted that the bank statements are not in yet, so it is difficult to have a complete financial statement on the second Monday. B. Service Delivery: 1. Circulation: There were no questions. 2. Children's: The Board told Maxey to buy the paint to paint the wall in the Meeting Room. Maxey said the CD's were loaded. Maxey reported that the exterior renovation project was not completed to the satisfaction of the City. The contractor came and the water problems will be fixed, and the windows will be cleaned. 3. Adult Services: There were no questions. 4. Automation: Stewart said the internet access is on the list after O'Kelley gets the bugs out of the Children's CD's. Roberts asked if we can offer any training on using the Internet, and Schaper said that's something she would like to do. Burdette asked about getting an Internet Service Provider. Schaper said we are on a U of A network. Now all state offices are using this network, so it is being used to capacity. She said there is a statewide effort to enhance this system and increase its capacity. • This system is free to us. If we choose a local internet provider, it would cost $20-25 a month per computer. Singleton suggested approaching a local provider and see if they would donate' an account to us. Schaper wants to see what is happening with the state system before approaching anyone here. Thomas suggested carrying this issue over to the next meeting. V. Old Business: A. ORL Lease: Schaper said another analysisneeds to be made on the cost to run the building space that ORL occupies. Schaper said this needs to be done by June of 1998. BURDETTE MOVED TO EXTEND THE ORL LEASE FOR ONE. YEAR WITH A 2.5% INCREASE, ROBERTS SECONDED, AND ALL VOTED AYE. B. Extended hours: Schaper presented the questionnaire that has been made to determine what hours the patrons want us to be open. This will be put out for three weeks at the library, at City Hall near where utilities are paid, at the Bank of Fayetteville, Mcllroy Bank, and Nations Bank. Schaper said she discussed this on the government channel. Jeannie Wyant will be doing the data entry, and Dr. Molly Jensen will do the statistical analysis. Results are expected by the end of February C. Retirement: .Maxey presented documents to the Board for signatures which will be the final step in making our plan self- directed. Bank of Oklahoma will be here January 19 and 20 for staff training. Thomas signed the amendment to the retirement savings plan. D. Goals and Objectives: Schaper presented a compilation of the goals and objectives suggested by the Board at a previous meeting. They have been categorized and prioritized according to waht needs to be done first, second, third, etc. Schaper said this process has been started with the staff, and they have made many suggestions. The Board said the goals looked good. E. Policy Review: 1. Meeting Room: Burdette suggested a cleaning deposit. Schaper said the problem is minimizing cash accounting. Schaper suggested that if a group is going to use the room, we should to make one person responsible if the carpet needs to be cleaned, etc. They will have to show a driver's license. A suggestion was made to take a clean-up check, and then if the room was put back in order and clean, we could give them the check back. Maxey said the burden of this would fall on the children's staff, and she would like to have a locked place to keep this check. Singleton also suggested putting something in the policy about reasonable expectations of the neighborhood. It was also suggested charging a fee to use the room after hours to have security. Schaper said we can charge admission for events in the room, and that events don't have to be open to the public. Schaper suggested continuing this to the next meeting and rework this policy. 2. Renewals: Hartsell questioned the policy of renewing a 3 book at a library other than the one where the book was checked out. This was not clear in the policy passed at the last meeting. Hartsell said she was afraid if let other libraries renew 'our books, there may be a hold on a book here that mey not be acknowledged. Hartsell said we also need in the policy that if they call on the phone, we need to have the patron's name and possibly the barcode number. Thomas said he felt we should let• other libraries renew. Singleton asked what the checkout times were for the other libraries. Schaper said she would find out what the loan periods are for the other libraries, and if changes need to be made they will be addressed at the next meeting. 3-7 skipped for now. VIII. Election of Officers: Thomas said the office of Treasurer would remain open until the new Board member is installed. He recommended a Secretary who would not take notes at the meetings, but who would supervise the minutes, and edit if necessary. Thomas also wanted to add the position of Vice -President in charge of Long Range. Development. BURDETTE NOMINATED THOMAS FOR PRESIDENT, ROBERTS SECONDED, AND ALL VOTED AYE. ROBERTS NOMINATED BURDETTE FOR VICE-PRESIDENT, SINGLETON SECONDED, AND ALL 'VOTED AYE. BURDETTE NOMINATED SINGLETON FOR SECRETARY, ROBERTS SECONDED, AND ALL VOTED AYE. BURDETTE NOMINATED ROBERTS FOR VICE PRESIDENT FOR LONG RANGE PLANNING, SINGLETON SECONDED, AND ALL VOTED AYE. Return to Old Business: 6. Video tape overdue: Schaper said with no maximum, and she would like us to charging $1.00 a day with a $7.00 maximum. THE VIDEO CHARGE TO $1.00 A DAY WITH A SECONDED, AND ALL VOTED AYE. we now charge $2.00 a day conform to the system of ROBERTS MOVED TO CHANGE $7.00 MAXIMUM, BURDETTE 7. Genealogy Research Fee: Schaper said we are currently .charging $2.50 an hour for genealogy research fee. This is very low on a national scale and not what it is costing us. Schaper recommended changing this fee to $8.00 an hour. BURDETTE MOVED, AND ROBERTS SECONDED TO CHANGE THE GENEALOGY RESEARCH FEE TO $8.00 AN HOUR, AND ALL VOTED AYE. 4. Evaluations: Schaper said the Longevity policy was eliminated at the December 20, and also some decisions were made about personnel matters that need to be revisited. Schaper has since discussed some personnel policies with the City. She found that the Longevity policy was there for people who had reached the top of their steps in the step raise system. Schaper and Singleton have discussed with the City as to how to move to a merit -based system. She felt that the staff needs to have some input into this decision. Singleton said there are a lot of questions as to how the system can be changed and be fair to everyone. Schaper said the staff will be studying this issue. VIII. Trustees's Reports A. Treasurer - no report B. Alternative funding - no report C. Long term development - Roberts said there will be a meeting on January 15 at 1:00 in the FPL meeting room to interview candidates for the consultant to ORL. ORL has requested input from the task force members and Roberts will not be able to attend this meeting and requested another representative from FPL Board. D. Volunteers - no report X. Adjournment BURDETTE MOVED TO ADJOURN, SINGLETON SECONDED, AND ALL VOTED AYE. The meeting was adjourned at 6:15. Respectfully submitted by Carolyn Diemente. • 5