HomeMy WebLinkAbout1993-07-12 MinutesMinutes
Fayetteville Public Library Board of Trustees Meeting 7/12/93 at 4:00 p.m.
Attending: Charles Kirchen, Jeff Koenig, Carol Phillips, Anne Prichard - Trustees;
Linda Harrison, Fayetteville Public Library Director; Karen Duree,
Ozarks Regional Library Director; and Library Staff: Mary Jo Godfrey,
June Jefferson, Susan Sisson
Acting President Koenig calledthe meeting to order at 4:00 p.m. The Minutes for
June 14th were approved.
Concerning Work Change Order No. 5 and the Certificate of Substantial Completion,
Koenig felt the most important question was whether the Director thinks the punch
list items have been substantially completed by Heckathorn. She does. It is as far
as we are going to get, within reason. Koenig asked Harrison if there were any
punch list items in particular that concerned her.
Phillips then asked Godfrey if the vents still do not fit properly in the Genealogy
Collection. Harrison replied that this problem has been on every punch list and
there is nothing that Heckathorn can do about it because most of the vents were in
that floor when they started work. New vents will have to be ordered. Even 3 or 4
of the new vents do not seat properly. These can be fixed by someone else later.
Phillips moved that the Work Change Order No. 5 and the Certificate of Substantial
Completion be approved, Prichard seconded, passed. Koenig pointed out that the
warranty starts when the documents are signed. The Library will have a warranty
from this date.
Harrison presented the memo written to Jerry Rose addressing the question of whether
the Library can co-sponsor a.find raising or money making event with the Washington
County Historical Society. His short answer was that the Library can. Harrison is
glad to have this interpretation because in the past when the Library's name has
been used in connection with a fund raising or a benefit as the recipient of the
proceeds, she always felt uncertain of the legality. Koenig added that there ought
to be a communication with anyone who takes that priviledge. Jefferson,in asking
about the cost of supplies, suggested that very good track be kept of the costs to
see if a profit is made.
Harrison presented separate Statistical Reports for June 1993 and January - June 1993.
Circulation and registration were down in June even though about 5,000 more people
were in the Library.
Harrison presented the Financial Report as of June 30, 1993. Kirchen wondered if
the new accounting firm situation was settled yet. Harrison replied that it had not,
but she had spoken with the internal auditor of the City and was told that the
Library can be included in their audit for less than the amount paid to Brown &
Deskin, the previous CPA. She may not pursue any external audit, for the City's
price of $1,000 is far less than the $1,950 paid last year. This City audit of the
Library would not be separately published. The Library audit would be included in
the total City audit but the same information would be there as far as different
account balances. Koenig wondered about the Brodbeck tax refund on page 2 of the
Detail Trial Balance under Fund Balance - Undesignated. .Harrison explained that
the softs ware package used dumps all incoming money into 2968 automatically so that
she has to(manually)back it out of that account and put it into the appropriate
fund where it belongs. $391 was the Library's share of the tax refund. The $195,651.07
is the final amount set up into the Long Term Development account. There will not be
an audit until the Library closes out its fiscal year, which is the calendar year.
It will be January, February or March of next year until the new audit is made.
Phillips requested that 4.b and 4.c on the agenda be skipped and that the Board
go on to item 5. Report on status of expansion -related landscape work. Harrison.
showed Patti Erwin's plan for the long planter between the annex and the original.
building. Erwin also wants to provide prices and check with the Master Gardeners
to see if they are still willing to provide the labor. However, since Erwin no
longer works for the City, Harrison would just as soon talk with Scott Starr about
that area and give him this plan. He is currently doing the landscape maintenance
for the Library. He could be given the job because he could get it done. Koenig
wanted to be certain the unsightly drain pipe is not exposed. Some corner bush
might cover it. Prichard felt there is no reason why Starr should be bound by the
Erwin drawing. Harrison also thought he should have free reign to plant whatever
he wants. Phillips suggested he keep in mind that in a few years the plantings
might be a jungle if the tendency to overplant is followed.
Koenig suggested that item 6. Election of officers for the remainder of 1993 wait
until the Board has a fifth member. Even though Harrison has asked the City Clerk
if a new member has been appointed and has sent Hays' letter of resignation to Edens,
the City Clerk and the Mayor, no appointment has been made. Phillips has also sent
two suggestions to the Mayor. The election will be postponed until there is a full
Board.
Harrison noted that back in January 1992 a request was made to change the policy
regarding library cards for first time users. The Library has been trying the policy
the Board approved at that meeting for a year and a half and has run into a problem.
About 10% of the people who apply for a card never check out anything and never come.
back to pick up their card. There is a large file of unclaimed library cards. The
staff time it takes to maintain this file may not be worth the effort. Hartsell has
requested a revision to this policy so that a patron can immediately receive the card
applied for and check out one item. It would be good public relations.. The only
difference is that previously the patron had to return to pick up the card after the
address was checked. Phillips so moved, Prichard seconded, passed.
The Capital Improvements Program Budget (back to 4.b and 4.c) has been turned into
the City but it had to be submitted without the approval of the whold Board (only
one Board member, Phillips, attended the special meeting June 25th). Harrison also
requested some prioritizing. Phillips moved that the package of the CIP Budget be
approved and in the priority submitted. Kirchen seconded and it passed with no
exceptions. Phillips asked if Harrison had received any response from the City.
Harrison had not but Kevin Crossen has suggested that he and Harrison should have
a meeting. Koenig was curious about the color printer. Harrison replied that it
is not essential now but it needs to be requested during this next 54 years. Phillips
added that each department had submitted their own prioritized list. The first item
from each list was taken, then the other requests. The color printer is the next to
last item on the final list. The first request is for books.
(7/Koenig reported that the Mayor had suggested a meeting with Harrison and Koenig. He
will give a report at the next Board meeting. Prichard asked about Board members
attending budget committee meetings. So much depends on the Mayor's interest in the
Library. Harrison is greatly concerned about the future of this Library. There is
no book money and the operations target budget. is $2,500 more than will be received
this year. It is devastating for the Library Staff to work as hard as they are and
have to wrestle with such a budget. Phillips emphasized that the low budget is no
reflection on the Staff or the Director. It is just that the City is on hard times,
streets and other things also need attention. Koenig reminded the Board that the
Library is way below the state and national average of books per capita. Phillips
stressed that the Library had actively worked on an Expansion Fund. They added
$100,000 and Duree managed another $100,000. The Mayor may need to be reminded of
this activity.
Koenig expressed concern about the Library raising its millage. The Schools are
going to request 8 mill. Realistically we might get a millage increase in a year
or two. Kirchen added that Little Rock libraries were the first in the state to
add millage under the recently approved Amendment. Koenig felt that in the most
optimistic case we are a year away from that and then a library does not see
revenue for another year. There is at least a two year gap. His greatest concern
is that the Mayor -does not have this in the back of<his mind as a source of revenue.
Phillips wants the Mayor to know that the Library is trying to help itself. He
might not be aware of that. Koenig reaffirmed that it is appropriate to schedule
a meeting with the Mayor at this time.
Harrison presented the 1994 Budget Preparation Calendar. On the second page, the
highlighted line is a target budget for the Library which is $2,500 more than the
1993 budget. This is not enough. It is only a 1.3% growth. When 70% of the budget
is personnel., it is not enough. The calendar shows that on July 26th Harrison has
to submit the budget papers to the Department Directors. The Board needs another
special meeting. The Library supervisors have been given until July 20th to give
their requests to Harrison. July 23rd would be a good time for the Board to meet
at noon to approve the 1994 operations budget. Prichard so moved, Kirchen seconded,
passed.
Koenig adjourned the meeting at 4:54 p.m.
Submitted .by,
Anne Prichard, Secretary
