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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