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HomeMy WebLinkAbout1993-03-08 MinutesFayetteville Public Library Board of Trustees Meeting 3/8/93 at 4:00 p.m. Attending were: Cam Crouch, Bobbye Hay, Charles Kirchen and Jeff Koenig, Trustees; Karen Duree, Ozarks Regional Library Director; Linda Harrison, Fayetteville Library Director; Library staff. The minutes of the February 8, 1993 meeting were approved as corrected. Cam Crouch entered a motion to elect a new Vice President -Secretary at the April meeting since neither Linda nor Jeff have the time to take minutes. Jeff Koenig seconded the motion which passed unanimously. Genie Donovan introduced several staff members. Beginning with Gina Beeks, an 8 -year member whose major responsibility is the periodicals and art work_ She is married to Jessie Beeks, an employee of the City. They have two children, Jonathan, 4 and Stephanie, 8. They live on a farm between Lincoln and Prairie Grove and during her spare time, Gina has volunteered at the Prairie Grove Public Library. Sarah Houk will be with the library for 2 years in August. She is a reference librarian and is responsible for development of the fiction collection. This year, she ordered all titles considered for the National Book Award before the nominees were announced_ She also handles the microfilm loan program for genealogy. A violinist for the North Arkansas Symphony, she completed her Master's degree in music at Kansas State University before coming to us. Becky Goff has been with the library for 5 years. During her first year, she shelved books. Then she became a reference librarian and helps with overdues so she is extremely interested in computerization of this process. She received her BA and MA in geology from the U of A. She is responsible for collection development in science and related subjects areas. She is married to Ken Goff who works for Kawneer in Springdale. Moving on to the Statistical Report, Linda suggested that the reduction was more than likely weather-related. President Hay asked about the $66.75 from genealogy. Linda reported that this was collected from the reader/printer. Unless the amount collected in genealogy is significant, it will be included in the Adult Fines figure. Linda submitted a revised January Financial Statement because the budget figures disagreed with the budget approved by the Board at their December meeting_ A new account has been added to the Balance Sheet for Restricted Cash_ This separation will assist in keeping better tabs on the amount in the FCMA account that is actually restricted_ Mr. Kirchen asked if the recent mention of a legacy was in relation to the Yeater estate. Linda explained that it was relative to either the Ted Wylie estate or the Almer Brodbeck estate and that both should be received later this year. Guard-Tronic has approached us regarding the installation of their system. After some discussion it was agreed to proceed with the installation with budgeted operating funds_ Linda reported that the hiring freeze imposed by Mayor Hanna might not affect 2 the library. A memo has been written to Kevin Crosson requesting an exemption because of vacancies that will occur at the end of April. Genie Donovan, Head of Adult Services is retiring and Sara Stevens, Clerk in the Children's Dept. is resigning. Mr. Crosson has indicated that he sees no real problems for us but will ask for the Mayor's opinion. The Board of Trustees instructed Linda to receive Mr. Crosson's response in writing. Concerning the status of Book Purchases, a copy of "The Sales Tax and the Library" has been submitted to Mr. Crosson who is reponsible for re -prioritizing Public Works Programs of which our Book Budget is a portion_ Mr_ Koenig reported that meeting earlier with the Mayor, he reported that the Supreme Court will not re -hear the sales tax decision and that the plans now are for a Special Election to reinstate the tax. President Hay asked if we could get "The Sales Tax and the Library" information out to all Friends members in time. Mr. Koenig advised waiting until the actual election date and wording of the ballot is decided. Linda requested advise or a Board decision regarding Standing Orders. She needed to know if she should start cancelling these orders at the end of this month or continue to receive them, pay for them from fund balances, and hope the City will at least fund that amount for the duration of the year. After minimal discussion, Jeff Koening moved to continue to purchase standing orders regardless of what the City does. Cam Crouch seconded and the motion passed unanimously. Linda reported that the Friends of the Fayetteville Public Library have donated $7,000 to buy books. That is their entire treasury that is not already committed. There will be a picture in the paper soon. This money is not intended for Standing Orders but for new books. Consequently, the money has been divided up between staff members responsible for ordering. A letter of appreciation will be sent for this generous contribution. Jeff Koenig suggested that a portion of the anticipated bequests be used to offset this year's budgetary shortfall. Mrs. Hay commented that we have not yet received any bequests and we don't really know the amounts. Cam Crouch stated that since the election is slated for April 27, a decision before then might be premature. Regarding the 1992 Audit, President Hay indicated an unfavorable variance on page 5 for equipment. She suspected the reason may be because the groupings used in the audit are not the same as those in our budget or on our financial statements. Following discussion, Jeff Koenig moved to table acceptance of the audit until the City's Internal Auditor is approached to determine if any changes are needed to assist them in their final evaluation. The motion was seconded by Mr_ Kirchen and passed unanimously. Other items were: Correspondence included in the Board packets. Report that no one has yet been appointed to fill the vacancy caused by Cam's term expiration. Karen Duree reported that the roof in the annex still leaks and ORL staff are covering equipment at night due to not knowing where or when a leak will occur. The City is 3 still writing the specifications. Jeff Koenig spoke of several less expensive systems that are now available other than the conventional tar over insulation. Mrs. Hay and Mr. Koening agreed that as soon as specifications are available, the project should go out for bid and funding should come from any available source. Mrs. Hay expressed her appreciation to Mrs. Crouch for her hard work and dedicated attendance while she served on the library board. There being no further business, the meeting was adjourned at 4:50 p.m. Respectfully submitted, Linda Harrison, Library Director