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HomeMy WebLinkAbout1996-05-13 Minutes1 Board of Trustees Meeting Fayetteville Public Library May 13, 1996 Present: Mark Burdette, Mary Parsons, Maury Roberts, Steve Singleton, Michael Thomas, Library staff: Linda Harrison, June Jefferson, Mary Jo Godfrey, David Johnson, Lolly Maxey, Lynn Stewart, Regional Director: Karen Duree, City Administrator Steve Davis, and Chris Battle of Northwest Arkansas Times. Call to Order - President Thomas called the meeting to order at 4:00 pm. Approval of Minutes - There was a discussion of corrections and clarifications needed in the submitted minutes of the last meeting. Jefferson said she would listen to the tape, and make the changes necessary. Motion made by Burdette, and seconded by Roberts, to approve the minutes of the last meeting with the indicated revisions. All said AYE. Correspondence - (1) Harrison mentioned a Thank -You letter from the County Historical Society for the use of our lawn for the Civil War Battle re-enactment. (2) Harrison discussed a memo from Mary Jo Godfrey, Director of the Genealogy Collection, to the Advertising and Promotion Commission of the Chamber of Commerce, about the summary of activities of the first quarter of the grant period for the implementation of expansion of the geneology collection, which draws users nationwide. The Advertising and Promotion Committee approved a $20,000 - $25,000 grant for 1996 and has suggested we reapply on a annual basis for four years to fund this expansion. Godfrey and Johnson reported that the first purchases were for two high density dedicated 35mm 880 microfilm roll film capacity storage cabinets and the entire 1920 microfilm Federal Census. Harrison said that invoices are paid as received by the library, and then the invoices are submitted to the Chamber for reimbursement. Godfrey reported that people are using the new microfilm already and the response has been very positive. She is keeping a sign -in sheet so we will know where the users are from. A Thank -You note from three out-of-state users was noted. (3) Harrison mentioned some newspsper clippings on the Vital Link Program which we participated in this year, and the Thank -You notes from the kids who worked at the library as a part of this program. (4) Note was made of President Thomas' letter to the editor which appeared in the Northwest Arkansas Times. (5) Roberts commented on the excellent PR all of the recent newspaper articles, and the Night of 1000 Stars. Librarian Reports: 2 a. Statistical and Financial Reports: Thomas asked for a comparison in attendance between 1994, 1995, & 1996. Jefferson replied that attendance was lower in 1995 because we were open fewer hours. A comparison of 1996 to 1994, however, shows the programs and volunteer hours attendance higher in 1996 than the same period in 1994. On the balance sheet, Roberts asked if Book Endowment Fund is just for books, and Harrison replied that it was orginally just for books, but since the formats in the library have evolved, it now goes for library materials, such as microfilm. Thomas noted that fines and fees are up. Thomas expressed concern that the Atrium in Genealogy and trash pick-up has not been dealt with adequately by the landscape maintenance firm. Harrison said they just started, but she would talk to them about it. b. National Library Week - Johnson said Lynn Stewart has a report on the Night of 1000 Stars event held at the library April 17, 1996. There were 175 guests in attendance with standing -room -only audiences for the readers. There were many positive comments from the public. There was good publicity in the newspapers, TV, radio, and posters throughout the community. The library staff volunteered 200 hours to organize and produce this event. It cost $400, and $315 of this was contributed by the staff. There were other contributions from the community, including the donation of time and his camera by Steve Singleton to take pictures. 80% of the staff participated in the event. Guest comments included, "like it was in Boston","do it more often", "it was wonderful". Discussion about whether to make the event a fund-raiser. Johnson said he didn't know if that goes against what National Library Week means. Harrison said that since we now know the event was popular, and worth pursuing, we could look for some other avenues of funding. Other suggestions for next year were a Friends of the Library table, a sign -in book for later mailings, and more visible donation jars. The video tapes promised by the senators were not delivered. Jefferson said this type of reading is enjoyed by the townspeople, and Donald Harington was excellent. She feels there is support enough for us to have more readings throughout the year. Burdette suggests this be put in the budget for next year, so the employees are not donating their own money. Jefferson said this is a part of the budgeting process done on a priority basis and will most likely mean some other areas will have to have their expenese adjusted since the office supply budget will probably not see an increase in 1997. Note was also made of the Horse Painting project Maxey had children do for National Library Week. c. Vital Link Program - Jefferson reported three 8th grade students were with us for four half -days. They were placed here by the coordinators on the basis of their interests. They worked with us in Operations, Circulation, and Genealogy, 3 and got good experience in computer work, accounting, customer service and relations. We hope to get students in Reference and Childrens areas in future programs. The students were very helpful. This program will probably be continued on a semester basis as a part of the 8th grade Career Orientation class. President Thomas indicated a slight deviation from the agenda to discuss office equipment needs and the follow-up on the computer plan submitted last month. e. Status of Office Equipment - Jefferson reported that the typewriter can no longer be repaired in the US and must be replaced. The computer monitor bought in 1989 no longer works and cannot be repaired. The fax machine was given to us but transmits garbled copy, and can't be repaired for a resonable rate because of its age. Burdette questions whether we really need a typewriter. Can these jobs be handled by a laser printer? Harrison and Jefferson both say an office typewriter is necessary. A number of jobs can only be done on a typewriter such as typing book cards, overdue cards, post cards, correspondence, etc., many things which aren't computerized. Roberts stated he knew someone who would donate a monitor. Jefferson stated she felt the level of use now justified getting another fax machine, whether bought or donated. It was suggested a plain paper fax is preferable to a thermal unit. Thomas suggested to Jefferson and Johnson to check and see if we can get a used or donated typewriter and fax. Burdette suggested a fund in the budget to cover office equipment break -down and facility maintenance. We need to have some sort of ongoing reserve fund to cover these sorts of things. It was agreed that no new purchases would be made at this time, and donated or used equipment would be checked on. Computer Plan - Johnson reported on the status of the computer plan. He discussed the list of equipment and the estimated costs. The equipment needed are two public access work stations, one reference staff work station, one file server, one 14 drive CD-ROM tower, one public access printer, a computer to network with existing computer in work room, the upgrading of two IBM clone 386Mz machines, and a notebook computer for remote use at an estimated cost of $21,406.13. Discussion continued about entire cost to link up with Ozarks Regional Library including furnishings, maintenance agreements, wiring, fiber-optic cables throughout the building, ISDN phone lines, etc. which could run the tab up to $150,000. Burdette stated that all the funds to pay for this computer system comes from donations. Thomas and Burdette expressed the opinion that the notebook is a luxury. Duree says the laptop allows staff to work at home, and easier access to the internet at night. Harrison and Jefferson said during budget time it would be very beneficial to have for 4 work at home. Burdette moves to go ahead with the computer plan minus the laptop. Singleton seconds. Roberts includes to consider the laptop if we can get it at a bid of $21,000. Burdette agreed and added to get an estimate on the bulk of the equipment and then add the laptop. Motion passed. Unfinished Business New Pay Matrix Request - City Administrator Davis reports on a letter from Kevin Crosson stating he can authorize a $5,000 lump sum allocation of the $14,700 request to assist in pay matrix adjustment. The letter states that the library is an independent agency, with funding from the city and the county, which is administrated totally by the library and it is a clouded issue as to whether the library is a city division. Harrison notes that the City Attorney has looked at this issue twice at the request of the Library Board, and given differing opinions. Singleton questioned why the Library Board was not given information about the pay increase to city employees in time for us to include those adjusted figures in our budget. Provisions were made in the City's Budget for an increase, based on a review and past trends. Discussion followed concerning the timing and process of communication between the library and city about budgeting. Jefferson stated that when budget preparations were being made last year, the library's target budget amount was determined prior to Personnel's salary review. When the review indicated a change for area salaries, the City Budget was prepared for an adjustment. The library, at that point, was unaware of the survey and its resulting impact on our matrix. The first we knew about the review was when we read in the paper that a budget adjustment was being asked to implement the new city pay scale, and that request was granted. The library is now asking for a budget adjustment that we would have requested in our original budget, if we had known to do so. This is what we have done since the beginning of the City's implementation of the Hay Plan, when we were asked to complete and submit job position booklets to be included in the original regional salary surveys. Each year at budget preparation time, the library and Personnel consult about any revisions in salary costs. In 1995, insurance costs increases were all we were aware of for 1996 until reading of the proposed city salary budget adjustment. The library budget had already been submitted so we calculated an adjusted budget based on the revised pay matrix provided by the Personnel office, as is always done when a salary review results in altered pay ranges for city positions. Everyone in the Library feels that we are city employees and represenatives. Singleton reiterated that the library jobs are a part of the wage and salary comparison that is done. Burdette added that he feels like library employees are city employees. Harrison said that the Library Board is appointed by the City Council. Burdette said he feels that the library employees are only asking to be paid on the same 5 scale as other city employees. He said they make a big effort, and serve the public of Fayetteville. Singleton added that the city imposes its regulations as far as contracting, city personnel policies, etc. Jefferson stated that one of the aspects of this problem is that the service population of the library emcompasses more that just city residents. However, she added, she doesn't see the police being asked to verify city residency when they are providing service to anyone on the street who needs help. Duree added that the library employees are ambassadors for the city of Fayetteville. Parsons stated that she assumed that the library was a city department, and was shocked to find that might not be true. Jefferson stated that a good faith agreement was made in 1959 between the city board and the library board. Harrison stated that the problem we have today stems back to that date because it was not done by ordinance, but by agreement. The City Council, at that point, agreed to accept responsibility for operations and funding of the library. Discussion followed on pursuing other avenues of funding for the pay matrix increase. Davis said he would take responsibility for the lack of communication to the library about the survey which would have impacted the library budget. Discussion followed as to how to make next years budget more reflective of the library's needs. Return to Librarian's Reports. d. Book Drawing for National Poetry Month - Jefferson said we had had a very positive response to the exhibit and book drawing. Patrons enjoy the opportunity to win something. Because of this response, the library will be having a book drawing every month. University Press books have been donated to allow us to have a drawing every month until the end of the year. Pictures of the winners will be taken to use for publicity. f. Report on the Patron Survey - Jefferson stated that the board will receive a further report of the survey with a breakdown of the responses in the different areas of library interest. In general, the patrons are pleased with our service and feel we give a lot to the community, but they want to see expansion and more funding for the collection. The highest response was 91% of respondents who said they were highly interested in books, and want the collection to be expanded. Harrison stated that the survey gives us a good basis for long-term planning. Other Business Harrison reported on her meeting with Dennis Ledbetter, the City Fire Inspector. He recommended the library purchase a Knox Box. This is a security box located outside the building containing a key to the library. The fire dept. and police 6 are the only ones with a key to this box so they can get in in an emergency. The Knox Box costs $200-300. He looked at the Book Return area and its lack of being fire -proof. There is a smoke detector in close proximity. We could build a wall around the area and relocate the smoke detector. Mr. Ledbetter did not seem concerned with our present set-up. Duree commented that despite what he said, she does not agree. She feels proper precautions are not being taken for the safety of the building by not making the Book Return area as fire -proofed as possible. This can be achieved with a sprinkler system or a fire extinguisher with a thermocouple that will go off automatically at a certain temperature pointed at the Book Drop area. There have been incidents where people have thrown propellants, gasoline, etc. into Book Drops and set a match to it. If you wait for the smoke dectector to go off, the building will be gone by the time the fire department arrives. Harrison said she will call Springston Fire Extinguisher Co. Thomas said he felt this was something we could find funds for. Parsons said that she did not feel comfortable keeping the file of the bank statements and the bank books in her apartment, and she is not comfortable with both keys to the safety deposit box. The file is now being kept in a locked drawer in Harrison's office, and the other key will be given to Burdette. Adjournment Roberts moves to adjourn, Singleton seconds, and the meeting was adjourned at 5:50 pm. Respectfully submitted by Carolyn Diemente