HomeMy WebLinkAbout1996-03-11 Minutes1 Board of Trustees Meeting Fayetteville Public Library March 11, 1996 Present: Steve Singleton, Carol Phillips, Mark Burdette, Michael Thomas, Jeff Koenig, Linda Harrison, Karen Duree, Mary Jo Godfrey, Lynaire Hartsell, David Johnson, June Jefferson, and Lolly Maxey Thomas called the meeting to order at 4:00 pm. Burdett moved to approve the minutes, and Phillips seconded the motion. The minutes of the February 12 meeting were accepted as submitted. Correspondence: Harrison briefly pointed out a letter sent to a the patron and an article in which the library was acknowledged for helping a researcher. Thomas asked about the memorandum he had just received from Mary Dillard, Chair of the Commission on Library Laws. Duree said that they were asking for comments by March 29 on problems caused by existing laws or by absence of needed laws. An attached sheet listed issues raised concerning library law. Thomas asked everyone to look at it. The board discussed several of the issues listed, along with some of their own. Thomas asked the board members to communicate any suggestions directly with the Mary Dillard and make a copy for the board files. Librarian's reports: Thomas asked why volunteer hours had not increased. Another question concerned whether it was time to change banks, and Phillips said that they have always banked where they got the highest interest, moving the money around. She has always asked for guarantees. Thomas said that he would like to leave it open. He noted the rise in cost of office supplies. Johnson reported on the coffee venture with Arsaga's. Arsaga has appreciated the exposure, and the service has been without complications for the library. When asked about the voter registration project, Johnson said that it has not been much trouble, except for the additional postage cost. Koenig muttered about unfunded mandates. Phillips asked about the survey the library did. Jefferson said we had 684 responses, but the statistics have not yet been compiled. Harrison said that the problem is categorizing the responses. Jefferson has been concentrating on the pay matrix, but the survey is her next priority. Harrison reported that it will cost an additional $14,700 to fund the new pay matrix for 1996. There was much discussion about whether the city will provide the money. Koenig made a motion to authorize the President of the board to enter correspondence with city hall about the funding. Phillips seconded it, and the board unanimously approved. Singleton suggested that next time the library and board be more pro -active when they know a new pay matrix is being planned. Committee Updates: Burdett and Harrison said Lolly contacted Washington Regional, who said that if the library had people who wanted to read to children, they could apply at the hospital. It would be their project. Burdett asked Johnson to report on the project providing library services to shut-ins. They met with Rick Sweet of Meals on Wheels, who was enthusiastic about collaborating. Their short-term plan is to distribute a flyer announcing the library's "A Lending Hand" program through the Meals On Wheels volunteers, have library volunteers train with Mr. Sweet, and send volunteers out with Meals On Wheels a week after the flyer goes out to answer questions for possible participants and register them for the program. Meals On Wheels reaches about 100 people. Johnson hopes to have the program operating by late spring or early summer. Duree told him they might get input from Rogers about how their program works, since they have been doing sonet.pg like that for some time. Singleton reported on the Fundraising Committee mpptip. I'liet decided that they need to learn more about fundraising in general. All the money is in for the magazine project. In the future, they want to have one of the U of A Development people address a meeting. Thomas asked Lolly to report on the horse painting project for library week. She said that on April 13 a group of fourth graders will put the handprints all over the horse, which is at Northwest Arkansas Florists. They will ask a Walmart manager to donate paint. A staff member will paint a sign about National Library Week for it, and they'll try to get coverage in the Sunday Living section in the Times. Harrison reported that they received four bids for the custodial maintenance contract, and the low bid was from Z Tech. Next in line was Ryan's Cleaning service, then Judy Osburn, and then The Cleaning Crew. Harrison votes to stay with Z Tech. Phillips motioned to accept Z Tech on a 2 -year contract. Singleton seconded, and the board unanimously accepted. Koenig noticed that they advertised for a 3 -year contract and motioned that they rescind the previous action, with Singleton seconding. Vote was unanimous, and then Phillips motioned trhat they accept Z Tech for a 3 -year contract. This was seconded and approved by the board. For landscape maintenance, Harrison said they received four bids also, with the low bidder being Southside Lawn for $4200 a year. Scott Peterson and DelRay Brandt own Southside, a new company that has been in business for 2 years. Phillips asked whether they can ask for a trial period. Koenig said they are obligated to try the low bidder. Phillips suggested that they request references. Koenig asked for a record of their jobs, contracts, and contact people over the last two years—and then do do some checking. Koenig motioned to give the present landscapers a month's extension on their contract at their current rate while they check out the new company. This was seconded and approved. Other Business: Johnson has been investigating getting donated computers for the library. There is a possibility of getting computers on loan throught the Alladin Project at the U of A. He has contacted several businesses and corporations. Koenig checked on the price of a Pentium computer, and you could get one for about $1500 with CD-ROM. Koenig motioned that they buy 2 Pentium class computers compatible with Regional's plans. Phillips seconded it. All were in favor. Thomas and the board thanked Koenig and Phillips for all the work they have done for the board over the years. Koenig said he had enjoyed it. June said the staff appreciated their efforts and support. The meeting adjourned at 5:40 pm. Submitted by Karin Wiggins c