HomeMy WebLinkAbout1996-07-09 MinutesBoard of Trustees Meeting
Fayetteville Public Library
July 9, 1996
Present: Board members: Mark Burdette, Steve Singleton, Mary
Parsons, Maury Roberts, Michael Thomas, Library Staff: Linda
Harrison, June Jefferson, David Johnson, Lolly Maxey, Melanie
Stockdell, Grace Kerr, Lynaire Hartsell, and City Administrator
Steve Davis
Call to Order: Thomas called the meeting to order at 4:00 pm in
the Fayetteville Public Library Meeting Room.
Approval of Minutes: Burdette moved to approve the minutes of the
June 10 meeting, seconded by Singleton. Discussion of minutes
included a question by Thomas of who would pay for the consultant,
Bruce Applegate, at $50.00 an hour. Harrison replied that the
Library would pay him from the $200,000 allocated for the computer
automation project. Johnson said that Applegate would help put
together the specifics for the final bid. At that point, he would
be paid for that and could then bid on the entire project if he
desired. The minutes of the last meeting were approved
unamimously.
Correspondence: Harrison reported on a letter from Ray Shipman of
the Friends of the Library stating that the gift from Harold Dulan
had been erroneously credited to the Friends account at AG Edwards.
The Friends then gave the $994.50 back to the Library. She said
she had received a call from Mr. Dulan who said that he wanted to
donate $1000 to the Library and so is sending a check for $5.50.
Harrison reported on a Thank -You note to the library, and an
article in the Northwest Arkansas Times about the last Board
meeting. Thomas and other Board members praised Christopher
Battle's article clarifying the relationship between the Library
and the city and his research into the history of the Library. The
next item was a press release about sponsors of the magazine
collection. Thomas suggested that all donors receive a copy of the
press release so if it doesn't get printed, they will know that we
tried. The last item was an article from The News of the Ark.
State Library about Lynn Stewart attending a seminar of the
American Library Association.
Librarian Reports:
a. Statistical and Financial Report: Harrison presented the
statistical and financial report. She explained some of the
details of the statistics on the financial report and showed that
there really is no undesignated money. Thomas asked when the CD
rolls over. Harrison replied that was the one in Mcllroy Bank for
the Book Endowment Fund of $62,200 and it rolls over in March.
b. Status of Office Equipment: Harrison reported that the air
conditioners have been replaced and the roof repaired. Singleton
asked about the drainage on the roof. Harrison said the custodial
service is supposed to clean the gutters and the down spouts twice
a year. Harrison continued that the fire extinguisher has been
installed in the book drop area. Jefferson reported that we now
have a new typewriter and fax machine. The typewriter cost $762
and the fax was $439 - a manufacturers rebate.
c. Library Automation: Johnson reported on the INNOPAC
demonstration. He said that Jeff Koenig has been given copies of
the floor plans for FPL and ORL and is putting together all of the
electrical elements we will need to include in our formal bid.
Bruce Applegate is getting together all of the computer elements of
the bid by July 17. We are looking at how to get power to the
places where we want the machines, and then getting the machines
installed and getting them networked. Then as soon as ORL gets
their large data bank, we can begin bar-coding our materials.
Johnson said his goal is to be the first in the ORL system to be
on-line. Thomas asked if new lights might be tacked on as a part
of this project. Harrison and Johnson said that Koenig said it
should be another project. Thomas suggested that when we get a
final figure, could we ask how much replacing the lights would be.
Johnson said we could. Thomas also suggested maybe closing for the
installation might affect the bid. Burdette suggested getting the
bid and then use closing as a negotiation factor. Thomas suggested
making a motion to include new lighting in the bid and paying for
that part with Long Term Development Funds if we can afford it.
Roberts moved, and Parsons seconded to work up a bid on new lights.
Davis clarified the difference in state bidding laws and the way
corporations bid things. He said corporations usually get a base
bid on something and then tack on things as can be afforded. State
bidding laws require that we get an "everything bid" on everything
we could possibly want, and then have deductive alternatives that
can be taken out. The vote on getting a bid for lights was
Singleton NAY, all other AYE.
d. New lawn service provider: Harrison stated that she has had
less than satisfactory service from the present lawn company and
does not recommend granting them a 3 -year contract. She cited
numerous instances of improper service. Burdette said he felt that
she should write down all of the things she was unhappy about so
they would know specifically the problem. Thomas said he was also
not pleased with their service and feels we should make a change.
It was agreed by the Board to look for a new lawn service.
e. Patron request for reclassification of a work: Harrison noted
a request by a patron to reclassify a book on the basis of adult
language. Harrison said this book was a part of a series of books.
We have two sets with one in adult and one in childrens. She said
she could not find a review of these books, but after looking at
them felt that they should be reclassified to adult or young adult
category. The Board agreed. Thomas suggested that Harrison write
to the patron thanking her and letting her know of the
reclassification.
Trustees / Committee Reports:
a. Treasurer: Parsons said Burdette had asked last meeting what was
in the Safe Deposit Box, and she was able to report that there are
two CD's from Mcllroy Bank, and one CD from Boatmans Bank, four
documents which are Security Pledges, a Certificate of Appraisal
for a painting that is in the office, and a letter from Victims of
Family Violence about a man who was harrassing one of our
employee's in 1986. Harrison said at the time this harrassment was
a hot issue and thats why this is in the Safe Deposit Box, but now
she feel it should be put in the Personnel file of the person
involved. Parsons said she would bring the letter to Harrison.
Parsons also stated that she was not very happy with the way AG
Edwards handled the Dulan donation. All agreed that this was not
handled in a very professional fashion.
b. Alternative funding/ fund raising committee: Singleton said he
did not have much to report other than the magazine subscription
drive. Johnson said that if someone in the community wants to
donate another magazine to tell them that our magazine needs have
been met and try to direct them to other needs. Singleton said he
had asked Harrison for a list of gift opportunities for the
library. Singleton said he was still waiting on the specifics of
the computer project. Singleton said he felt fund raising was very
important and he wanted to have clear goals for "giving
opportunities" - specific requests. Discussion followed about
generating a list of needs for the Library. Jefferson said that
when the operational budget is compiled in the next few weeks,
things will become clear as to what we need, and don't have the
money for. Burdette said he felt the computer system was the
project with "sizzle" and he felt Singleton should take the project
list to industry for fund-raising. Singleton asked Harrison to ask
her department head for a list of things needed and their price.
c. Volunteers: Burdette reported that the semi-annual meeting of
volunteers planned for this meeting had been moved to 3:30 before
the August meeting. Currently we are up 17% on volunteers. A
volunteer hours form was put in the packet and should be filled
out. Burdette said Johnson was talking with the Books on Wheels
people and we are progressing on this project slowly.
d. Long-term planning: Roberts gave a short history of the library
and the goals that were in place then. Roberts thanked everyone
for filling out the questionnaire about the strengths and
weaknesses of the library. Roberts suggested a retreat possibly on
8/24 at Fayetteville Country Club from 9:00 to 3:00. The purpose
would be to discuss goals, make a mission statement of the library,
and discuss fund raising. Thomas suggested everyone bring some
thoughts on an agenda for this retreat to the next meeting.
Harrison said she felt that the supervisors of the library staff
should attend.
New Business
a. Pay Matrix: Thomas reported on a meeting with Mayor Hanna,
Steve Davis, Kevin Crosson, and Ben Mayes. Thomas asked for $9000
to make up the $14,000 asked for. He said that Mayor Hanna will
let us know in a couple of weeks. Mayor Hanna suggested that the
library should start thinking about some form of alternate funding
such as a major endowment fund drive. Thomas said he felt this was
a very positive meeting and that he felt very good about it.
b. Policy revision: Harrison stated that since the policy change
of the last meeting, raising the age to 18 for a young adult to get
a library card without a parent's signature, there have been
several questions raised. She asked what to do about someone who
is a University student and not 18, or an emancipated youth who is
not 18. The staff has expressed concern about alienating the young
adults. Thomas said he felt University students should get a card,
but not others. Jefferson said the library works with several
residential youth facilities such as Youth Bridge whose residents
don't have a parent or guardian at hand. Singleton said he would
rather lose a certain percentage of material than to deny access to
that larger group. Burdette said he agreed with the staff.
Johnson said Maxey had to leave early but wanted him to say that
she felt the age should be lowered to 16 at the least. Jefferson
said that even if the age was lowered, that this still doesn't
absolve the parents from responsibility for the materials checked
out. Harrison stated that the previous age was 14. Burdette asked
Harrison which age she would prefer. Harrison said that she
preferred that we not lose the young adolescents that we will lose
even if the age is 16. It was then stated that there had been no
problems when the age was 14. Harrison said that it was the
recommendation of her and the staff to change the age back to 14.
Singleton moved to return the age for obtaining a library card
without a parent's signature to age 14 per the staff's
recommendation. Burdette seconded. All said AYE.
Singleton suggested a library rule against using a cellular phone
in the library. All agreed. Jefferson said the policy of the
library is to tell someone who receives a cell call in the library
to step into the hall to talk. She said she didn't know if this
policy was being enforced.
The Board approved an amnesty period during the work week closing
(August 26 through September 2).
Roberts asked about leaving children over age 5 in the library
unattended. Harrison said the policy was children between 5 and 12
can be left no longer than an hour. Harrison said the biggest
problem with this comes at the beginning of school when people have
not arranged for after school care and children come over after
school. Thomas said the library policy stated that if a child is
left here and it's closing time, we will call the police.
c. Presentation and adoption of 1997-2001 CIP: Harrison presented
the Capital Improvement Budget of project requests subject to Board
approval. The request for book purchases totals $418,770: $358,000
- city budget target amount, and 60,770 - requested over target.
The cost of books has increased by 39% per volume, so that while we
were able to purchase 4,570 books in 1992, in 1996 with the
targeted amount of $65,000 we will only be able to purchase 2,980
volumes. The recent public survey has overwhelmingly (91.51%)
expressed a continuing public demand for more books in our
collection. This CIP budget projection will allow some progress to
be made toward recovering the loss to our collection of the impact
of the elimnation of the sales tax.
Davis explained that the target figures come from what the city
thinks the revenue will be. Funding for this is from sales tax
purchases. Davis discussed what may happen if there is a change in
food sales tax.
Harrison explained about the building maintenance request. The
rust on all the exterior steel needs to be sandblasted, primed, and
painted. The building is at risk of permanent damage without these
repairs. Harrison said she estimated the savings on utilities and
water damage costs to be $1800 a year. Thomas asked how she
arrived at the $46,200 figure. Harrison said this was an estimate
given to her by the firm that did the water proofing on the front
deck last year when there was leaking into Talking Books.
The carpet replacement is in the children's section and includes
asbestos removal. Harrison said the $13,400 was an estimate she
got two years ago and added a 5% contingency for those two years.
That area will have to be closed when this is done.
Thomas stated that he felt the CIP was well done and fair.
Burdette moved to accept the CIP as submitted and Singleton
seconded. All said AYE.
Adjournment: Roberts moved to adjourn, seconded by Burdette.
Meeting was adjourned at 6:30 pm.
Follow up:
Johnson - get bid on lighting replacement
Harrison - write a note to patron Sara Beth Parker about
reclassification of 100 Dastardly Little Detective Stories
Series, and send copy of press release to magazine sponsors.
Ask department heads for list of "giving opportunities" and
prices.
Parsons - give letter from Victims of Family Violence that is in
Safe Deposit Box to Harrison
All - Bring thoughts on retreat agenda to next meeting
Respectfully submitted by Carolyn Diemente.
