HomeMy WebLinkAbout1993-06-14 MinutesMinutes
Fayetteville Public Library Board of Trustees Meeting 6/14/93 at 4:00 p.m.
Attending: Bobbye Hay, Charles Kirchen, Anne Prichard - Trustees; Linda Harrison,
Fayetteville Public Library Director; Karen Duree, Ozarks Regional
Library Director; and Library Staff: Mary Jo Godfrey, Susan Sisson
Absent: Jeff Koenig, Carol Phillips - Trustees
President Hay called the meeting to order at 4:00 p.m. There was a quorum. Copies
of the Minutes for May 20th and a letter from Jeff Koenig have been received. Harrison
recalled that during the last Board Meeting, the Brodbeck Bequest was Designated (last
sentence of fourth paragraph, page 2). Hay did not recall reaching a vote on that.
This should be corrected during our Meeting today. Duree requested deleting the words
"and Duree added that the Regional Library could list them" (last paragraph, page 1).
There is a listing of the newer Large Print Books near the books themselves. The
Minutes were then approved as corrected.
Harrison presented the Statistical and Financial Reports for May 1993. Asterisks on
the Statistical Report refer to footnotes reminding us that last year at this time
the Library was moving and not open the same number of days: 11 days in 1992, 25 days
in 1993. The Financial Report is produced using a business computer program. Nothing
else is available that is not far more complicated and expensive than the Library needs.
Hay, speaking as an accountant, suggested the Library be called a Department of the City
of Fayetteville and have its accounts run through the City's system. Whether it would
be wiser to have the Library finances handled by the City entirely has been discussed
often. There are problems either way.
Harrison reported on the 1993-1998 Library Book Purchases budget as shown on the revised
"Capital Project Target Tables" (Appendix I). City officials have requested the Library
to submit a Capital Improvements Program budget for 1994 in two weeks. The Library
Book Purchases budget show a total of $25,000 for 1993 of which $12,000 has already
been spent. The rest of the figures for 1994-1998 do not, in 1992 dollars through 1994,
cover standing orders or replacements. There is not enough money to do either. There
is enough money to do one or some of the other but not both. "The Sales Tax and the
Library" (Appendix II) shows that replacements for books withdrawn from the collection
in 1992 were valued at $38,299. When you add $16,000in Standing Orders, $25,000 is not
going to be enough for 1993. The Growth figure of $7,122 is not available either.
The new Sales Tax revenue will not give the Library as much money to spend on Capital
Improvements as the Library once had expected because of the roll back in the millage
that the Mayor promised the City. This took a million dollars out of the General
Fund which has to be replaced. Therefore, a million, dollars is taken out of the Sales
Tax revenue, which in turn reduces all the Capital Improvements Projects for the City
by a million dollars. There has always been a pay as you go policy. $60,000 will be
cut in the total for books. Harrison reminded us that there may be public meetings on
July 9-16, July 26-30 and August 2-13 with the City administration to talk about our
budget requirements. Hay felt Harrison should feel free to call upon all Board
members to attend. Duree noted that loss for the 6 years 1993-1998 is now greater
than for the original 5 years 1993-1997 figures. Hay said there is no doubt that there
is less money but encouraged the Board to check the percentages the Library will receive
against what other Departments receive and realize that the Library fares as well as
any Department of the City.
Harrison reminded the Board that the leaking roof and Americans with Disabilities Act
compliance need attention but only book purchases are indicated for the Library. The
next line shows Other Capital Improvements for the whole City. Hay suggested that the
need for a new roof be put into the Capital Improvements Program budget. Harrison
replied that this will be done. Also, the City wants to know everything the Library
is going to need over the next 6 years. Even if these items can not be budgeted for this
year, they can be put on a proposed project list to give the City an idea of how much
they need to anticipate to budget for in subsequent years, listed in priority order.
Harrison then requested a special meeting of the Board on June 24th at 4 p.m. to approve
this CIP budget before it is submitted on June 28th. Prichard so moved, Kirchen seconded
and it passed. Haysuggested sending the CIP budget to Koenig and Phillips with a notice
of this meeting.
Harrison reported the receipt of a tax refund ($391) from the Brodbeck estate., after the
main bequest was locked into a one year CD. Hay suggested formally designating the
Brodbeck Bequest into a special fund called Long Range Development. This fund will be
held back to plan for future expansion and other things we know the Library will have
to do. This $391 is part of the total Bequest and will be put into a Restricted Fund
for now, pending receipt of the Ted Wiley money. Prichard moved that a Long Range
Development Fund be establishedto receive the Brodbeck Bequest, the tax refund on the
Brodbeck Bequest, any interest from the Brodbeck Bequest and any future bequest funds
in order to keep this money separate from the Operating Fund. Kirchen seconded, passed.
The Board will receive a separate accounting of this Fund and Harrison will place the
tax refund into a Cash Management Account at Worthen.
Harrison then reported on the status of Brown & Deskin (CPAs used by the Library) who
have transferred the Library's files to Baird, Kurtz & Dobson. She is still trying to
get an answer from either representative that they will honor the contract with the
Library for the next two years at the fee that Brown & Deskin had agreed to fulfill.
Hay pointed out that if they do not honor that amount, the Library will probably have
to go out for bids again. Hay has talked to Ben Mays at the City and asked about
including the Library in the City audit. This has been discussed several years ago
but local auditors were chosen as less expensive. This year the Brown & Deskin bid
was half the Baird, Kurtz & Dobson bid. Mays will investigate handling this through the
City bids. Harrison needs an answer soon with a figure for next year's audit expense
for the Operations budget.
Concerning Unfinished Business: Prichard moved the adoption of the amended By -Laws as
presented by Harrison. Kirchen seconded, passed. The footbridge has been replaced.
The expansion -related landscape work of the flower bed in front of the ramp area is
still incomplete. Harrison would like to see a sketch and cost estimate from Patti
Erwin and the Washington County Master Gardners. Hay suggested this should be in writing
with a copy to someone else above.
New Business centered around the Expansion Fund activity for 1992-1993. The balance
as of April 31, 1993 is $30,683.59 but $32,693.51 is proposed. Contracts equaling
$7,207.57 included Brewer Temporary for the move and other expenses related to the
move. This year, to date, the two copy machines upstairs and in Genealogy are not
owned by the Library. The Library does collect money for their use* and has received
enough to purchase two new machines with a maintenance contract. This could be a
money making investment - a top priority. About $5,000 has been collected from the
copy machines just this year and this could make up the difference between $32,693.51
and $30,683.59 in a hurry. Four AT&T telephones would be put in the workroom area.
They are part of the Partners system. The computer and laser printer are for Genealogy.
Godfrey reported on the lists and indexes Genealogy has been• making which people would
like to buy. Volunteers have been doing this on their own time. Genealogy could make
money from these if allowed. They could be spiral bound and produced on a one at a
time basis for about $5 and sold for $10 if permitted to do so. Mn Roop has compiled
* (which is turned over to the owner)
a Washington County place names directory. He wants to donate publication rights.
and the profits to Genealogy. These would go into the Restricted Fund Account for
Genealogy. Prichard moved that profitable sales of publications generated by the
Genealogy Collection be approved. The proceeds will be used by the Genealogy Collection.
That all costs of machine and staff time would be covered is implied in the word
"profitable". Kirchen seconded, passed.
Hay and Harrison further discussed the list of Proposed Expenditures of the Expansion
Fund. Not all items listed would be purchased before the year is out. Should the
profits from the copy machines be returned to the Expansion Fund? Hay suggested that
the Library could account for this separately as Copy Machine Revenues. No motion was
necessary.
Genealogy is planning an intermediate genealogy workshop this fall co-sponsored by the
Fayetteville Public Library and the Washington County Historical Society. The speaker
will charge a fee which will require a registration fee. Refreshments will be served.
'Profits will be divided between the Library and the Society. Prichard moved the Library
Board (pending written approval from the City) approve that the Library appear as a
co-sponsor with the Society of an intermediate workshop in genealogy. Kirchen seconded,
passed.
There was some discussion of the change in location to the new County Courthouse for
the two upcoming elections because the usual polling site, the Library Meeting Room,
was already scheduled for Library use.
Duree has received correspondence about three Library Trustee Training workshops to
be held with the assistance of a grant from the Library Development District. The
first workshop will be given in Harrison August 7, 9:30 - 3:00 by Julie Hart, Extension
Services Coordinator at the State Library. Three members of the Regional Board have
signed up to go. The other workshops will be in Ft. Smith and Russellville in October
and April.
Duree noted that over a month ago she talked with Cheryl Zotti, Assistant Public Works
Director for the City, about the contract for the Library expansion which has not been
closed out. The City signed a contract with a general contractor so the City is
supposed to be handling this. Part of the funds came from the Ozarks Regional Library
and Duree needs to complete an audit. Kirchen moved that a letter be written to the
Mayor, with a copy to Zotti, stating the positionof the Library Board, requesting
finalization of the construction project. Prichard seconded, passed.
The Board expressed its gratitude to President Hay who has resigned as of this meeting
for her service to the Library for over a decade as. a Board member.
The meeting adjourned at 5:20 p.m.
Submitted by,
kwe-ret
Anne Prichard, Secretary
