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HomeMy WebLinkAbout1993-12-13 MinutesMinutes 'Fayetteville Public Library Board of Trustees Meeting 12/13/93 at 4:00 p.m. .Attending: Charles Kirchen, Carol Phillips, Anne Prichard, Michael Thomas - Trustees; Linda Harrison - Fayetteville Public Library Director; Karen Duree - Ozarks Regional Library Director; Mim Neralich, Susan Sissom, June Jefferson - Library Staff Absent: Jeff Koenig - Trustee Vice -President Thomas called the meeting to order at 4:00 p.m. Phillips moved and Kirchen seconded approval of the Minutes for 11/18/93, and the Board approved. Follow-up reports will be given if and when appropriate. There was no correspondence included this time. Harrison presented the Statistical Report of November 1993. It is fairly self- explanatory, again showing an increase in circulation and library cards issued. In the Financial Report for 11/30/93, the Long -Term Development account reflects the receipt of $156,145.75 from the Ted Wiley Estate. There is.a bookkeeping error which will be corrected on next month's Financial Statement. $111.54 was included in the transfer for books which should have been part of the general transfer from the City, an action the City took last May when the Library was overspent that amount for books. Phillips and Harrison have discussed moving $116.79 to the Expansion Fund from Long -Term Development cash accounts: $87.50 from the Brodbeck Estate and $79.29 just released from the Ethel C. McGowan Estate. Phillips so moved, Kirchen seconded and the Board approved. Thomas requested a clarification of the Expansion Account that still shows $33,460.58 in the Assets column but in the Liabilities column under Fund Balances Harrison has shown the activity that the Library has had this year for expenses in both Fund Balance -Expansion Restricted and Fund Balance -Expansion Designated. The difference between these two amounts is the amount that Treasurer Phillips owes from the Expansion account to the Operating account, or, the difference between $33,460.58 and $27,512.14. The Library has spent some of the remaining Expansion Fund money. Harrison thinks this account could be spent by the end of the year. Telephones and bookends have been bought. Chairs have been ordered. Unspent monies from this account will not be lost at the end of the year. Every- ` thing can be ordered, even the computer programs for genealogy and overdues, but they may not be invoiced this year. This Library money came from fund raisers. The December Financial Report will have adjusted budget items on it. This is a housekeeping chore done each year. The Board accepted the Librarian's reports as presented and discussed. Thomas wondered why the volunteer hours were down. Jefferson encouraged the Board members to turn in the hours they have volunteered as Board members. The actual year-to-date totals for volunteers is higher than last year. Phillips updated the Board that she and Prichard have become co-signers for the Library accounts and certificates of deposit and that the lock box is now at Worthen. Harrison reported on Operations fundingfor 1994. After Koenig spoke with Mayor Hanna, someone was able to find 8,000 to fund the newer pay matrix,and it has already been received by the Library. It was included with the December transfer check so it will not show up in the 1994 transfer amounts and Harrison suspects that this time next year the Library will be in the same boat. For this year, the Library has the $8,000 and will be able to do what they had wanted to do. Harrison certainly appreciates all the support the Library has received from this Board. Thomas has heard in recent meetings that the City of Fayetteville is not impacted by the loss of revenue from the telephone company franchise as some other cities are, devastatingly. Duree thought this might be the Telephone •Franchise Act that has been declared unconstitutional. Thomas added that certain cities, like North Little Rock, lost a lot of money from this ruling and that the city departments affected are. usually parks and libraries. Harrison noted that it has not happened to Fayetteville, yet. Harrison announced that the construction project is complete. Koenig has talked to Ben Mays who said the check had been sent. Newton Hailey received an additional $9,070. Duree noted that this was the total amount Hailey had originally asked for, even though this Board said there were certain things that probably did not need to be compensated for. She has received a letter from. Bill Browner, of Hailey/ Associates. A completed copy of the last change order and the certificate of substantial completion has not been received from the City by either Hailey/Associates or Hedl thorn. So, the last checks have been written but the paper work is not complete. Harrison was told bq Harold Dahlinger that there is no point in replacing the Annex roof until the weather warms up. Duree reminded the Board that there are trash cans to collect water all over her area and before her staff leave for the night they cover with plastic every piece of equipment. Phillips wondered if the City knows this. Dahlinger's original plan was to have one contract, one contractor for this roof and a roof on one of the airport buildings. However, the funding for the airport roof is FAA related and it is not certain if it will be funded. Phillips asked if Mayor Hanna was aware of the seriousness of this problem. Harrison has been assured by the budget staff that the Library can roll money for the roof forward into 1994. Thomas wondered why, if the Library has the money, they can not get it done? Is there any insurance for water damage to machines? Duree saw the roof was just like a lake up there after the 3" rain. The ORL has a maintenance contract for the copy machine which had to be dried out, and has not been charged. Franklin Roofing has said to leave the roof blisters alone, do not try to sweep the water off with a broom. Harrison guarantees that she will be talking to them frequently.. Duree has a copy of David Malone's letter about the millage increase sent to the Attorney General, dated November 8th. A reply should be received in 2 - 3 months. At a recent Springdale. Public Library Board meeting countywide vs. not countywide millage elections were discussed with Julie Hart, Extension Services Coordinator at the Arkansas State Library. Fayetteville Board members Thomas, Harrison and Duree and the Mayor of Springdale were present. The Springdale Board did not decide anything. Although the general feeling was to have the millage elections countywide, they tabled their discussion until after the Attorney General's opinion is received.. The new lease for the Ozarks Regional Library was presented again. Harrison has changed the square footage to 6,500 and the term to one year as suggested at the last Board meeting. Phillips moved that the Board accept this lease and in the absence of President Koenig have Vice -President Thomas sign it. Thomas seconded it and the Board approved. Neralich reported on finishing the book review program for Channel 5. It was a smashing success. Twenty-three kids, two from each elementary school, including smaller communities, were chosen by the school librarians and the children chose their books. The Library and Worthen sponsored the program. It was a hundred times easier than last year because so much was learned from last year's program. Community response was so great last year that Neralich agreed to do it again this year. All agreed a lot of hard work went into it and she deserves a gold star. The programs will be aired this January and February. Thomas would like to have the names of the schools and the children for a press release. Duree mentioned the group called Resour:e Arkansas (university, school, public and special librarians as well as AHEC) which is working with KUAF to have book talks after the first of the year. Thomas has not seen notices of these Board meetings in the local newspapers. Harrison has sometimes seen Library Board meetings announced in the newspaper list of public meetings. The Library receives a copy of the press release issued by the City and posts it in the Library. The Library is under the Freedom of Information Act and needs to advertize its Board meetings. A general discussion of where the Library orders its supplies revealed that despite its non-profit status it actually has to pay taxeson purchases. Thomas is concerned about past due and stolen property. Harrison has spoken to the City Attorney who referred her to the City Prosecuting Attorney, Casey Jones. Duree suggested that the resulting information about overdues be publicized. Thomas reported on his discussion with John Lewis concerning the best place to put the Liprrarx's last bequest. Miller Williams at the University of Arkansas a Press ha2A riends of the Library extras and remainders for 25* each. The Friends presently have a standing order for all titles. Harrison and Jefferson requested that everyone involved with the acquisition of these books for the Library keep them informed because the Library needs to receive all new Arkansiana titles. Submitted by, FAL,Lia,tA Anne Prichard, Secretary Follow-up reports will be given by: Koenig - United Way for 1995, if appropriate Thomas - U. of A. Press books Phillips - Expansion Fund statements paid Harrison - Expansion Fund and overdues