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HomeMy WebLinkAbout1993-10-18 MinutesMinutes Fayetteville Public Library Board of Trustees Meeting 10/18/93 at 4:00 p.m. Attending: Jeff Koenig, Carol Phillips, Anne Prichard, Michael Thomas - Trustees; Linda Harrison - Fayetteville Public Library Director; Karen Duree - Ozarks Regional Library Director; Mary Jo Godfrey, Lynaire Hartsell, June Jefferson - Library Staff; Mary John Jones - Friends of the Fayetteville Public Library President Absent: Charles Kirchen - Trustee Vice -President Koenig called the meeting to order at 4:00 p.m. and welcomed Michael Thomas, the newly appointed Trustee. The Board still lacks a President. The Minutes for 9/13/93 were approved. Harrison presented correspondence received from Sarah Worster of Oxford, England and Stephen Rostenberg, Cathy Cochran of Fayetteville and Kit Barry -Brooks of Levi Strauss & Co. of Fayetteville. She also presented press releases showing the Library's participation in Arts & Humanities Month. in Arkansas. Phillips commented onher letter to Miller Williams. He has whited out the phrase "to be used at our discretion". Jones spoke about the Friends' standing order to the U. of A. Press. Thomas wondered if the U. of A. books displayed and rotated at the Bank of Fayetteville would be available to the Library. It is hoped that publica- tions from the U. of A. Press will be donated to the Library, releasing the Friends from their committment to that standing order. Jones, introduced by Phillips, felt there should be more interaction between the Library Board and the Friends Board. The Friends are alive and well, collecting over $12,000 from November 1992 to September 1993: membership brought in $8,280, ongoing book sales $2,861, book bags $135, donations $1,061 (plus interest on their bank account ), does not include the annual book sale. Last year the book sale brought in $3,538. The Friends expect to have at least $16,000 in income this year. In the past, Genie Donovan, as a liaison from the Library, brought a wish list to the Friends each month for specific areas of need. The Friends Board would approve or disapprove each category singly. Seldom was anything ever vetoed. This method gave the Friends the opportunity to see where their money was. going. These items went into the Designated Fund which held the money in reserve until it was needed. The Friends money never went directly to the Library. The Library gave the bills to the Friends' Treasurer to be paid. In addition, there are ongoing designations for August House and the U. of A. Press publications. Last spring, because of the Sales Tax problems and the resulting reduction of funds from the City, Donovan asked for a onetime gift of $7,000 which was gladly given for an emergency like this. However, the Friends really prefer the old method of buying books for the Library, having a say in the spending of their hard earned money. This is a reasonable request. In September, Susan Sisso m presented a request for $6,000 to be divided equally among the six categories corresponding to the way the Library is divided among the librarians. After a lot of discussion, the Friends' Board agreed to the sum and at the same time stressed to Sissom that the Friends would prefer to have specific requests for their money. The Friends have been operating this way for a long time, have found it to be very satisfactory and would like to continue that way. The main goal of the Friends has always been to support the Library, they expect to continue to contribute to the welfare of the Library, to enhance its image in the community. That is the only reason for the existence of the Friends. Harrison expressed the Library's appreciation to the Friends for their continued support, noting that the $7,000 and the $6,000 was spent exactly as before. These large requests are not a habit the Library plans to pursue even though the Library continues to be in an emergency situation. Phillips recommended that the Library return to its earlier method of requesting funds from the Friends. Prichard seconded, the Board approved. Thomas, asking for information on the Friends, was told that there were over 290 members, about 1000 are on the mailing list for the quarterly newsletter, corporations as well as individuals. Harrison presented the Statistical. Reports for September 1993 and the Year -to -Date 1993 and the Financial Report of 9/30/93. Next year, the account numbers on the Fianacial Reports will correspond With *the account numbers used by_ the City, but the general appearance of the Report will not change much. Koenig added that the account numbers will be more detailed, a help to the Library. Even though the Library is a subentity of the City, the accounting has always been different. This will be the first time the Library will have the same account numbers, a definite improvement which will allow better communication between the Library and the City. Phillips moved to accept the Statistical and Financial Reports, Prichard seconded and the motion carried. Hartsell reported on the Arkansas Library Association Annual Conference "Diverse Patrons, Diverse Challenges". and its all -day preconference session "Work Smarter, not Harder" which included handouts for project task objectives, a meeting planner, a priority setting list, stress ratings, etc. Among the many conference topics were ADA compliance by January 1995, blind and deaf patrons,:and:; l•ibr..ary_.and.staff.security. She brought back the ALA Intellectual Freedon Committee Manual revised in 1993. Members of the Board and Library Staff will receive copies. Harrison reported on her attendance at. the League of Women Voters workshop "Winning Campaigns" and presented their inch—thick campaign manual. Harrison reviewed the 1993 Capital Improvements Program funding from the City which was cut from the promised $61,000 back to $11,500 early in 1993. The City Council has recently approved an appropriation of $25,000 over and above the $11,500 already spent. This still leaves the Library short $24,500 for purchasing books. ..$18,500 has been approved for the Annex roof repair. Duree discussed the contract for the expansion project. She has had conversations again with Cheryl Zotti and Steve Davis about the retainage accounting problems between Heckathorn Construction Co. and the City. Koenig offeredto present copies of the accounting to Mayor Hanna so this frustrating issue can be resolved. The equally frustrating issue with Hailey/Associates Architects, P.A. has not been resolved either. Koenig spoke about the CIP funding in the future. Harrison knows that for the 1994-1998 CIP approved budget $50,000 was submitted for books next year . She is very concerned that none of the ADA compliance request was funded for next year and the compliance should be in place by January 1995. Koenig added that the CIP account has been stripped back down to $700,000 and it may be five years before the City is back to where they started. The modest amount of $80,000 to have ADA compliance for this City building is not much. The City runs the risk of a lawsuit, not the Library. Harrison pointed out that the Library could be shut down. Phyllis Rice has taken on the responsibility of ADA compliance coordination for all City facilities. The Library can show intent to comply and have done their best to comply. The City Attorney will represent the ADA Coordinator in case of any .lawsuit. * Americans with Disabilities Act Jefferson presented the following information. Blue Cross & Blue Shield of Arkansas has contracted With an organization called COBRASERV to provide billing services for Library employees who are eligible for continuing health insurance after leaving employment. Under COBRA federal regulations, this coverage must be offered and certain procedures must be followed. Citing the threat of liability, Blue Cross & Blue Shield has requested that their policy holders sign on with COBRASERV or. sign a waiver absolving them of liability. The service would result in an additional charge to the -former employees and possibly one to the Library. In addition, it would require Library accounting and payment procedures to be changed. While the Library staff does need to be up to date on requirements, the Board did not see a need for change in procedure at this time. However, they requested that the City Attorney be consulted regarding the waiver. Duree addressed the plans for a millage increase. Primary elections in May and June of 1994, when this vote could be taken, are not too far away. Serious thought should be given to this now. She is ready to invite the Boards of the Fayetteville and Springdale libraries and the Washington County Library Board to have a joint discussion of the implications. The 1988 countywide vote to increase library millage barely passed in the rural areas with 51%, in Springdale with 59% but in Fayetteville with 70%. A more affluent population tends to vote for a library millage increase and carries the rest of the county. The voters have been through three major tax issues this year. In September 1994 there will be a salary millage vote for the schools. Many people think they have already voted a millage increase for the libraries. Duree is willing to do a lot of work ahead of time.for a countywide vote. The Interlocal .Agreement that forms the Regional Library might have to be rewritten if the millage increase is not countywide. Fayetteville and Springdale could carry the whole county but many people need to be involved. Koenig stressed the importance of support from the Quorum Court and the Chambers of Commerce in Fayetteville and Springdale. The other libraries in the Ozairks Regional Library system need to be involved and everyone should "think regionally". Other business discussed: Overdues - the City attorney might be asked for a letter to encourage the return of library materials. It is a violation of the City Ordinance not to return borrowed materials. Cosigner for Library checks - Prichard agreed to sign with Treasurer Phillips. Volunteer handbook - Harrison and Jefferson will prepare it. Lock box - Phillips will transfer it to another bank and the Board will be advised. United Way - Harrison remembers the Library used to be a recipient. Koenig will ask Jo Ann Sandlin if the Library can be included next year. Phillips moved, Thomas seconded and the Board approved a follow-up proceedure for reminding Board members of their assignments. (See below for thefirst attempt.) An election of new officers will take place January 1994. Until then Koenig will be Acting President, Thomas Vice—President, Phillips Treasurer and Prichard Secretary. Harrison. suggested that the Board also voteat that time to increase its membership from five to seven. Recently Springdale reduced its Board membership to seven and Rogers increased its Board membership to seven. The meeting adjourned at 6:05 p.m. Submitted by, r msz �,A ect,..ok Anne Prichard, Secretary Follow-up reports will be given by: Koenig meeting with Mayor Hanna about the contract: Heckathorn and Hailey. Jefferson asking City Attorney about COBRASERV. Koenig asking Jo Ann Sandlin about United Way support of the Library. Octooer 14, 1993 Mr. Michael Thomas 1072 Valley View Fayetteville, AR 72701 Dear Mr. Thomas: I was pleased to learn of your recent appointment to the Fayetteville Public Library Board of Trustees and look forward to working with you during the next several years_ I am enclosing several informational items to help you become acclimated to your new position. Understandably, these will probably generate several questions which 1 will be happy to answer at your convenience. Again, welcome aboard and smooth sailing! Sincerely, Linda Harrison Library -Director