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HomeMy WebLinkAbout1996-02-12 MinutesBoard of Trustees Meeting Fayetteville Public Library February 12, 1996 Present: Karen Duree, Linda Harrison, Jeff Koenig, Lolly Maxey, Lynnaire Hartsell, Michael Thomas, Mark Burdette, Carol Phillips, Steve Singleton, June Jefferson, David Johnson President Michael Thomas called the meeting to order at 4:00 pm. Discussion of minutes of the January 15, 1996 meeting: Singleton questioned whether the board said they would ask the city for an increase in salaries or whether they said they would consider asking the city for an increase. It was admitted that nothing had been formally decided. Koenig objected to the statement in the minutes that he was to report on whether new fixtures would be most cost effective, since they had never discussed new fixtures. He asked to change the minutes to say that Koenig offered to evaluate the SWEPCO energy audit. The board members changed their minutes to reflect this. Thomas pointed out that the minutes were misleading in implying that Z -Tech had both the landscape and maintenance contract. It should say that Z -Tech had done a good job on building maintenance. Thomas also had a change for the third paragraph on the second page. Having Burdette as Chair and Phillips as Vice Chair of the same subcommittee would mean having to notify the press every time they met. The board agreed to just have Burdette as Chair of the Finance Oversight Committee. Harrison said that they put memos about meetings in the press box at the City Clerk's office. Koenig remarked that the last paragraph of the minutes said Thomas made a motion, but they need to say that he turned over the Chair to Burdette before making a motion, which is what he did. Lolly Maxey stated that her name was left off of the list of those present, and it was agreed to correct this oversight. With these changes, the board approved the minutes. Clippings and correspondence: Harrison noted the copies in the board packets of Jeff Koenig's resignation and a letter from the city clerk about advertising for filling this vacancy and the one that will be left when Carol Phillips' term expires—also on April 1, 1996—and of the resulting ad in the city's Notice of Vacancies to be published in the Northwest Arkansas Times. Included also were notices of Ozarks Regional Library board meetings, newspaper clippings, and a memo about the rollforward of the money required to make the public restrooms comply with ADA requirements. A discussion of the restrooms and the elevator ensued. Librarians' reports: Harrison presented the statistical report for January, 1996. Revenues have increased, as have circulation, registrations, and attendance. She included an amended December financial report because she discovered she had made a data entry error on life insurance, having included some health insurance figures with that. The amended entry, under item number 4107, was $1611.40. On the January financial report, Harrison itemized Gifts Received as suggested last month by Phillips. Singleton asked about the striking difference between what was spent this year and last year under publications. Harrison said that they had found it to be much cheaper to get phone directories on CD-ROM than on microfiche, so they intend to buy another CD-ROM workstation with the remainder of the budgeted money. Jefferson and Harrison addressed Koenig's question about whether they had considered using an outside mailing service. It doesn't seem practical for the library's needs. Harrison asked about adding more money in the budget column on the Income Statement for travel and training, since only around $200 had been budgeted for that. Koenig asked whether the library would be seeing a revenue increase because of the increase in property taxes. Harrison explained that the money would be absorbed by the automation project, rather than going to the library as a direct benefit. Duree elaborated on this. The reserve fund and the growth money should all be consumed by the automation project over the next few years. Much discussion about money. Koenig complimented Phillips on being such a tightwad.Thomas asked the staff for comments or questions, and there were none. Harrison had checked what Springdale and Rogers charge for book request notification. Springdale and Rogers charge .35 and .50 respectively, but they send their notices First Class. Fayetteville's actual cost per notice, mailed as a postcard, is .26, and she and the staff recommend increasing the charge to .30. Koenig motioned that it be raised to .50, but Phillips wanted to go with the staff's recommendation. Harrison explained that the interest of the library is to make it affordable to everybody. The staff members present agreed. Nobody seconded Koenig's motion. Burdette motioned for a compromise of .35, which Koenig seconded. In the vote, all board members said "aye" except Phillips, who responded with a definite "no." Harrison reported that they had received the new pay matrix from Don Bailey, but had not had time to refigure the budget. The custodial and landscape bids won't be in until March 1. Followup next meeting. Old Business: Singleton and Harrison have scheduled a meeting of the Fundraising Committee for February 20 at 4 pm. They hope to settle on goals and objectives. There has been a problem with the magazine project. When the company that was doing the billing sent invoices to the individuals and businesses that had bought magazines, they tacked on 20% extra for handling. Singleton has smoothed this over with the magazine buyers, telling them they don't have to pay the extra money. Burdette asked Maxey to tell about the Volunteers Committee's ideas. She said that one idea was to send a list of volunteers who are willing to read to children who are in Washington Regional to the Head of Volunteers there. This is in the works and also, an idea of getting Razorback athletes to read to children. There was discussion of liability. Another idea, said Burdett, was of getting Meals On Wheels to take books to shut-ins along with their meals. Much is still to be worked out. Singleton reported attending a NWA Jazz Society meeting. They are willing to provide a list of CDs, but are short on money. Koenig distributed his analysis of the SWEPCO Energy Audit and gave a long discussion of the pros and cons of their suggestions. He highly recommends changing to electronic ballasts. Thomas and Phillips commended him for his good work. New Business: Harrison reported on two requests to have books reclassified. No action was required on this. She also described a recent situation in which a patron of Genealogy ordered a microfilm and paid the required rental charges. He then got tired of waiting for the microfilm and wanted his money back. The board decided that "Nonrefundable" needed to be added to the policy on genealogy charges, under #4. Thomas said that he has arranged with NWA Florist for them to allow children to paint their model horse for Library Week, which is the week of April 14. Harrison made a motion to go into executive session, which was seconded. The meeting adjourned at 5:45pm. Submitted by Karin Wiggins