HomeMy WebLinkAbout1987-09-14 MinutesBoard of Trustees Meeting
Fayetteville Public Library
September 14, 1987, 4:00 p.m.
Present: Board Members Dorothy Bowen, Bobbye Hay, Foster Park, Carol Phillips,
Margaret Salassi; Library Director Linda Harrison; Ozarks Regional
Library Director Karen Duree
President Bobbye Hay called the meeting to order at 4:00 p.m. The minutes for
the regular August 10 and the special August 27 meetings were approved as mailed.
Director Harrison circulated and discussed the Statistical Report and the
Financial Report for August. She noted that circulation was up a bit from August
1986; without the usual workshop closing in 1987 the Library was open more days.
Average daily circulation was about the same for the two periods.
Treasurer Phillips reported balances as follows: First National checking account,
$1526.02; First National Memorial Fund, $1245.36; certificates of deposit,
$47,465.24.
In old business-, although formal bids were not legally required, Director Harrison
did ask for three estimates for replacement of the inoperable air conditioning
unit. She recommended against the low estimate of $1441.60 because of possible
roof damage during installation with no crane. Margaret Salassi moved, seconded
by Carol Phillips, that we accept the next lowest estimate of $1835 from Johnson
Plumbing & Heating, the unit to be replaced by the use of a crane. The motion
passed unanimously. President Hay noted that additional information about bid
procedures is now being developed by the City of Fayetteville.
President Hay called attention to the responsibility of the Board for publicity
about the Library and its services. New efforts will be made in this area once the
asbestos removal and the new budget preparation are behind us.
Director Harrison noted that the bid for asbestos removal will probably be awarded
by the City of Fayetteville Board at its regular meeting on Tuesday, September 15.
She further reported in some detail about her extended meeting (in which Board
member Park also participated) with City Engineer Don Bunn on September 9 to make
preparations for the Library closing, In that discussion and during the present
Board of Trustees meeting several crucial problems especially emerged: the need
to dispose of numerous Library materials contaminated with asbestos (wall hangings
and other fabrics, for example), with possible need to notify donors of such
materials; the problem of book returns during closing; the problem of mail
deliveries, especially to Ozarks Regional Library, and possible storage of all
but first-class mail; and particularly the utilization of Library personnel
during the closing. It was further noted that landscaping and maintenance(except
for Oaarks Regional) will largely be suspended during the closing. Most of the
specific decisions about these matters will be handled by the Library Director
and/or in a special Board meeting atter the removal contract has been awarded
and signed.
As part of new business, Director Harrison reported the unexpected receipt of a
check for $70,000, a partial distribution from the Dee Carr McLucas trust. The
Fayetteville Public Library has been designated as one of the principal beneficiaries
of Mrs. McLucas's estate. A final distribution is expected soon, although the
remaining gift to the Library is uncertain in amount. Board members were asked to
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Meeting for September 14, 1987 (continued)
consider possible uses for this generous bequest. The problems of appropriate
publicity were also discussed.
At this point, Ozarks Regional Director Duree left the meeting and the Board
went into executive session to consider its newly -instituted annual evaluation
of the Library Director. A summary of that discussion among the Board members
and Director Harrison is being placed in her personnel file. The Board concluded
that the Fayetteville Public Library is being operated in a highly effective
manner and extended words of praise and commendation to Director Harrison for
her leadership. As part of that larger discussion several possible changes and
additions were noted: the need for more future planning, perhaps with the
securing of additional secretarial/bookkeeping help to relieve some of the routine
paperwork load of the Library Director; the need to plan for a separate Circulation
Unit, with its own head, to parallel Adult Services and Children's Services;
planning for monthly staff meetings to take care of problems on a regular basis;
possible additional training for the Library Director, especially in newer
programs of management skills.
The meeting adjourned at 5:15 p.m.
Respectfully submitted,
Foster Park, Secretary
Board of Trustees Meeting
Fayetteville Public Library
September 14, 1987, 4:00 p.m.
After its regularly scheduled meeting of September 14, 1987, the Board of Trustees
(with all members present) went into executive session to consider its newly -
instituted annual evaluation of the Library Director, Linda Harrison.
As a guide and as a starting point for discussion, Ms. Harrison distributed copies
of her own self -rating, using the City of Fayetteville Employee Performance
Evaluation form. She noted the difficulties of using it for Library directorship
responsibilities, but indicated that she has already used it for several Library
employees on a self-evaluation basis, from which discussions of employee performances
had emerged. Candid responses about Library operation did indeed develop,
particularly in regard to possible betterdistribution of work load and providing
opportunities for more immediate correction of employee errors.
In discussing her own performance Ms. Harrison noted that she stays constantly
busy but in general does not need to take work home. There is, perhaps, too little
time for future planning, and members of the Board suggested the possibility of
securing additional secretarial/bookkeeping help to relieve some of the time-
consuming paperwork load. There is a possibility of that person helping with
inventory. Some additional reorganization is probably needed. A separate Circulation
Unit, with its own head --to parallel Adult Services and Children's Services --is
especially desirable.
Ms. Harrison noted that she enjoys many of the routine Library jobs, inclining Cir-
culation Desk work and meeting the public, although obviously that takes time away
from administrative planning and supervision. She noted occasional problems in
hrrc".=rg 111r9r: rrrenn 1±fl +„+ and ru est d that she still has sone lack
of ease in speaking before groups in behalf of the Library. Her performance as
supervisor (Performance Dimension F on the form) she rated somewhat lower than
other areas but notes real possibilities for improvement in the coming year.
Members of the Board generally felt that in several places Ms. Harrison had not
rated hersklf as highly as she deserved --Job Knowledge and Competence (Dimension B)
and Communication Skills (Dimension E), for instance. The Board particularly
noted the effectiveness of the LD's written communications and reports. The Board
also praised the progress being made in the area of staff personnel evaluation,
especially the handling of individual staff interviews.
-Without attempting any numerical evaluation of its own the Board concluded that
Ms. Harrison has. provided highly effective leadership for the Library during this
past difficult year and indeed deserves words of praise and commendation.
Bobbye Hay, President Foster Park, Secretary
Dorothy Bowen
Carol Phillips Margaret Salassi
