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HomeMy WebLinkAbout1996-08-26 MinutesBoard of Trustees Special Meeting 1997 Operations Budget Fayetteville Public Library August 26, 1996 Present: Board members: Mark Burdette, Steve Singleton, Mary Parsons, Michael Thomas, Library staff: Linda Harrison, June Jefferson, Jean Boyer, Mary Jo Godfrey, Barbara Hale, Lynaire Hartsell, Grace Kerr, Mary Loots, Lolly -Maxey, Pat Schram, Kathy Stevens, Lynn Stewart, Melanie Stockdell, Patsy Stromblad, Ann Tatom, Susie Walker, Shawn Walker, and Shontell Williams. 1. Call to Order: Thomas called the meeting to order at 4:15 in the Fayetteville Public Library Meeting Room. 2.Presentation of Budget: Harrison presented 2 budgets with differing expenditures, an income worksheet, and staff budget requests. The New Matrix Budget which does not include any new staff, and an increase in expenditures for only those things we have no control over, gives us a shortfall over estimated income of $55,515. To add the staff in circulation we need to bring that department's staffing level up to that of the reference department will give us a shortfall of $91,521. To reinstate the evening hours of Monday and Wednesday gives us a shortfall of $121,234. The All -Budget Requests Budget gives us a shortfall of $184,850. All of the items on the Staff Requested Budget Items are included on the All -Budget Requests Budget. Thomas asked if the money given to Genealogy from the Advertising and Promotion Commission was added to the income. Harrison replied it was not because it was not operations expense, but a grant. Thomas asked what the staff level was when we were open in 1994. Jefferson said in 1994 the FTE was 17 increasing to 19 by the end of the year, because of requested increase to 2 per desk for security. The request for staff incorporates 2 people per shift to meet service and security needs. Discussion followed about being able to come up with enough income to hire new people. Singleton asked the staff if they preferred a pay raise or more staff. The staff present voted evenly between the two. Staff suggested a partial pay increase and hiring a few more staff members, but not the 5.5 as on the All -Budget Requests Budget. The circulation staff requests 1.5 new people. Burdette said circulation is up enough to justify the new staff. He said he felt the pay matrix increase has to be asked for and 2-3 new people would be a justifiable expense. He said he also felt we needed to ask for another $9000 to make up for the shortfall in the pay matrix this year. Thomas asked how many new staff is urgently needed. Staff members said the 1.5 new people in circulation is urgently needed. Sometimes circulation has to pull staff from reference and children's just to serve the patrons at the front desk. The increase in population in our community bringing an increase in circulation and an increase in people wanting services at the reference desk. The requests for books is up. We are averaging 35 requests a day, which take an incredible amount of time to process and then time to search for in the stacks. We also have supervisors who are scheduled in staff positions at the circulation and reference desks so they are not adequately able to do their supervisory functions. The staff increase in 2.5 people is not enough to restore the evening hours, this is just enough to cope with the existing increase in circulation and accompanying shelving. Parsons asked how FPL compares to the Rogers Library. Harrison replied the Rogers Library has more money to spend, a larger staff per capita (population served). Harrison noted that using only the figure of Fayetteville population, FPL holdings are less than 1 book per person. The reality is that FPL serves a larger area than just Fayetteville. Parsons asked what the ALA recommendation per capita is, and Harrison said 3. All agreed that a staff increase of 2.5 plus the $9,000 pay matrix increase is urgently needed. Singleton suggested that the $29,713 needed to restore the evening hours should be put in the budget, and there was agreement that we should try to do that as stated in #2 on the Goals and Objectives form. It was discussed that the automation projects in items 3-6 are being funded by existing alternative funding. Harrison said some other sources of income could come from increasing the rent charged to Ozark Regional Library and increasing some fees. Singleton asked how long the ORL rent has been the same. Harrison said it has been the same since 1992. It was noted that in that period of time there has been an increase in utility costs, and an increase in the custodial contract that FPL has absorbed. Thomas suggested going through expenditure requests on an item by item basis. Thomas asked about the need for the 24 requested new periodical titles for Genealogy. Godfrey replied she wasn't aware of the request for new titles, but did want new shelving. So omit $600 for new titles. Harrison explained some of the charges. It was asked if postage could be saved by sending overdue notices on a postcard. Harrison explained it was against the law to send a post card for overdue because it violates the patron's privacy. FPL does not send out enough mail to get a non-profit bulk rate. Binding is lower because with the new barcoding the library will be doing more discarding than rebinding. The telephone expense is added into utilities. Landscape contract is down because we re-negotiated the contract. Harrison noted that she did not put in expected replacement costs of air conditioning units. She said we had to replace 2 AC units this year, and since we have 10 units (all about the same age) we should anticipate the need to replace 2 per year. Thomas and Burdette said they thought this should be put in the budget under Building Maintenance. Hartsell questioned the need to pay a Board Secretary. Thomas agreed, but said no one on the Board wants to do the Secretary job. Singleton noted that the Springdale and Rogers Libraries pay a Board Secretary. Thomas said he felt the money should be kept in the budget until other arrangements could be made. Parsons said she felt these were the fullest minutes of any board she had ever served on. Summary to here: 2.5 new employees, 96 matrix + $9000, $30,000 to restore evening hours, increase Building and Grounds Budget to $8000 to cover the possibility of more air conditioners going out, delete 24 titles for Genealogy, and keep in money for Board Secretary. Thomas reminded the board about a few years ago when there was a large turnover of people due to pregnancy, new jobs, etc., when the library could not pay out all of the accrued vacation pay and had to go to the city to ask for money. He suggested that something be put in the Operations Budget to cover this contingency. Burdette asked what the capital assets were that were on the All Budget Requests Budget that were not on the New Matrix Budget. Harrison replied that the $5700 Fixed Asset was a Microfilm reader/printer, furniture was an itemized list under Staff Requested Budget items, $2000 of Building costs was on Staff Budget requests, and $7707 minor equipment on staff Budget Requests. Burdette questioned the need for the reader/printer. Harrison replied that with the acquisition of the 1920 census, periodical microfilm was moved to main library because of space restrictions in Genealogy. She felt there was a need for a reader/printer in the main library because the hours in Genealogy are not the same. Burdette asked if this piece of equipment will always be used. Harrison replied that it will, if not in the main library always in Genealogy. The Board went through the Staff Requests for furniture and equipment for necessary items. In the furniture list Harrison was asked what was really needed. She replied the shelving was really needed for the main library. Thomas and Singleton both thought a map case for Genealogy would be a good target for a donation. Maxey said she really needs a new secretarial chair. The one she has is old and ugly and is the first thing patrons see when they walk in. Therefore, in furniture $772 is really needed for shelving and a chair. In the Building cost list Thomas questioned if there was asbestos in the planter that needs to be removed. Harrison said she didn't think there was under the planter. Thomas asked if the planter removal could wait until the new carpet is in installed in Children's. Harrison said yes. In the minor equipment category, Thomas asked about the typewriter. Harrison said it was on the list because she had heard complaints about the one we have being noisy. Burdette asked about Book Trucks. Harrison said we do need the book trucks, but we could do with just the flat book truck, and 3 others. It was suggested that the Friends be asked to donate the book trucks. Harrison said the Kiosk was an information station that would publicize library events. Thomas said he thought we had already agreed on purchasing the Knox Box. Harrison said there has been many requests for a video return place, especially because the late fee are so much. Singleton said he felt this was a reasonable request. Maxey went through the requested equipment for the Children's Department. The tape recorder with headset is for children to listen and follow along in a book. This request is to replace one that broke a few years ago. The Children's Department has had many requests from patrons to get another one. - The tape recorder for programs is to replace the one we are using now in which the volume control doesn't work properly, and there is a lot of static. -The puppet theatre and props are to enhance the programs that can be given in the Children's Dept. - The mini blinds are to cover the windows in the meeting room. Now there is no way to darken the room for presentations, such as videos and film strips. When the library had the computer demonstration, the windows had to be covered with black trash bags, because of the glare. This has been requested before. -The Opaque Projector is to replace one that isn't working. This is a part of the equipment outside people want to come in and use. It was agreed this was not a priority. -The globe is for educational purposes. -The easel is for program presentations. Burdette said he felt like a lot of the items on this list need to be taken care of, and Thomas agreed. Maxey said one other item for Children's is a changing table for the rest room. This has been repeatedly asked for by patrons. Thomas and Burdette said this was needed. Harrison said the lockers were for people to put things in when using Genealogy. It was agreed that this was not a priority. Burdette stated he felt there should be items put in that come up every year that we haven't budgeted for. Burdette said he felt more should be put in items like Building and Grounds and Small Equipment to cover unforseen things. Harrison said she had not put anything in Materials and Supplies - Minor Equipment (5210), and it was agreed to add $1500 to this line for equipment failures. Thomas asked about charging for computer printouts. Harrison replied that in the past we had not charged for printouts because there had not been very much usage. We have charged in Genealogy for printouts $0.15 a page because they use the wide carriage paper. Harrison said there are people who feel strongly that we shouldn't charge for these things because we are a public library and should be providing the same service free to all people. Parsons said she felt we could give one page free, but charge after that. Thomas said he wanted us to do the same thing as other area libraries on this matter. Singleton questioned if special events are covered in this budget. Thomas and Burdette agreed that these things should be funded. All agreed on the adjustments discussed. Burdette moved and Singleton seconded to move into an executive session at 6:15. Respectfully submitted by Carolyn Diemente.