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HomeMy WebLinkAbout1996-12-12 MinutesBOARD OF TRUSTEES MEETING Fayetteville Public Library December 12, 1996 Present: Board Members; Mark Burdette, Mary Parsons, Steve Singleton, Michael Thomas, Library personnel: Linda Harrison, June Jefferson, David Johnson, Melanie Stockdell, Lynnaire Hartsell, Lolly Maxey, and City Administrator Steve Davis. 1. Executive session: Executive session called by Mark Burdette at 3:30 before the meeting was seconded by Steve Singleton. No action was taken in this session that needed to be made public. Burdette moved to go into regular session which was seconded by Singleton. 2. Call to order: Thomas called the regular session to order at 4:10 pm in the meeting room of the Fayetteville Public Library. 3. Approval of minutes: Burdette moved to accept the minutes of the Novembwer 11, 1996 meeting as submitted, and Singleton seconded. Parsons asked for clarification of why Fayetteville does not have a voluntary millage and Springdale does. Harrison and Duree explained that in the early 1970's it was questioned in the courts in Fayetteville, and all voluntary millages were dropped. This was never questioned in Springdale and they still have the voluntary millage. Jefferson said a voluntary millage could still be done by resolution or ordinance of the city council, and could be an avenue of revenue open to the library. Davis said this would be subject to legal opinion. Duree explained that it was too late at this point to address this for 1997. A voluntary millage would have to be requested by the city council in early October, to be levied by the Quorum Court, and then collected by the county. Singleton and Parsons said they felt this was an option that should by pursued, and asked Davis how to proceed. Davis said the first step was to get an opinion from City Attorney Jerry Rose. Thomas said he would follow-up on this. All voted AYE to accept the minutes. 4. Correspondence: Thomas stated that all had read, and there were no questions, about the correspondence which included (1) 3 thank - you notes to genealogy, reference, and children's librarians, (2) 4 library -related newspaper clippings, (3) minutes of the County Library Board meeting, and (4) a memo from Jefferson about the 1997 budget. 5. Librarian's Reports a. Statistical and Financial Reports: Harrison presented the statistical and financial reports and there were no questions b. Automation Project: Johnson reported that we have signed the contract with ETI and will be getting the computers soon. He is arranging for software training with ITTC. Johnson said the bid was right at $100,000 for the hardware, software, and training. We were able to get an educational discount on some of the software. Burdette said he felt that with any large contract the library enters into like the computers and the training,there should be a percentage hold -back until we are completely satisfied with the computers and the quality of the training, like a 30 -day inspection period. Singleton suggested that Johnson contact the Northwest Arkansas Computer Users Group that meets at Northwest Technical Institute in Springdale once a month. Someone in this group may know of other trainers or serve as a reference for ITTC. c. Report of receipt of bequest: Harrison reported that the library received a bequest of $5,000 from the estate of Margaret Sutton Lee. Her recommendation is to put this money into the General Operations fund. Burdette moved to accept Harrison's recommendation of putting the money into general operations, and Singleton seconded. All AYE. 6. CIP Budget: Harrison said FPL will be getting $3.000 more for books. We will also be getting $29,000 over the target figure for operations. This money could be used to fund the pay matrix, hire new employees, or restore evening hours. Burdette moved to spend this amount on the pay matrix, and it was seconded by Singleton. All AYE. 7. Request for reconsideration of a work: Harrison submitted a request by patron Linda Jones to reclassify Here's to You, Rachel Robinson by Judy Blume because of "inappropriate language". Harrison presented reviews of the book which stated the book would be enjoyed by pre -teens. Duree said the ORL system has 5 copies of this book and they are all classified J (grades 2-6). The board asked Harrison for her recommendation, and she said she felt it should remain where it is. Singleton moved to accept the Director's recommendation, and leave the book classified as it is. Burdette seconded the motion, and all voted AYE. 8. Draft to change library laws: Harrison said she has a problem with the wording on page 14 line 6 about the system treasury. She said she reads this as all city library monies would be transferred to the regional system treasury monthly. Duree said the operational word here may be "appropriated" funds and not refer to all monies. Duree also said subchapter 9 is talking about a particular set up of regional library systems that we may not have to follow. We could use the joint city -county set up earlier in the document in which the regional city relationship is more vague. She said she thought subchapter 9 was a model that could be used, but did not necessarily have to be used. Duree also said if FPL Board still had a concern about this matter that they should write a letter to the commission about the wording. Other areas about the city -county relationship that have not been changed include a limit on the number of Board of Trustees members to 5 instead of 7 which Springdale and Rogers have now. She said some people feel that the more community involvement there is, the better for the library. Another thing is that you must be a city of the first class to establish a library, and 5 -year terms for, board members instead of 6 -year terms which FPL board members have now. It was agreed that Harrison would write another letter to the commission. 9. Trustee's/Committee Reports a. Treasurers Report: Parsons reported she had taken care of the CD that matured last month. She has deposited it with Mcllroy Bank in a 7 month CD with an interest rate of 5.14% that allows one monthly withdrawal with no amount limitations on that one withdrawal. Parsons added that any CD's are insured for the full amount by the government. b. Alternative fund raising: Singleton reported that this committee met December 2 and there not a quorum present. He passed around some logo designs that are being considered, and a brochure that he has put together. Singleton requested input from the Board and staff about the brochure. He also followed up on Roberts suggestion about exploring the federal employee's contribution mechanism. One does not necessarily have to be a United Way agency to be listed on the federal list. We should write a letter in May asking to be included in the list of approved contributions for federal employees. They would take that request to. the Fayetteville division of the Washington County Board and they would decide. The ones on the list now are Friends groups from Benton county. We should decide if we want to do this in the name of the library or the Friends. The Friends might be the better choice since there is already a precedent from Benton County Friends. The next meeting of the fund-raising committee will be January 6 at 3:30. c. Long term planning: Robert was not present so there was no report. d. Volunteers: Burdette reported that there are 15 volunteers for Lending Hands program. He has met with these people to discuss how to handle the contacts with the Meals on Wheels participants. Johnson reported that we are going to provide a packet with registration forms, reader profiles, volunteer hour forms, and pamphlets for the volunteers. The volunteers will go out with the Meals on Wheels drivers and give each participant a brochure. The following week the volunteer will call and see if the person is interested. If they are, the volunteer will set up a time convenient to both for them to come by and do a reader profile, and get them a library card. Then it will be up to the volunteer to get the books to the person. Johnson said he hopes to get the program started in early January. Recognition Party: Thomas reported that Harriet Nieman at 40 Crossover will supply the place for the party and supply nibbles and punch for $4.00 a head. She is holding the date open for us. Jefferson said she is working on how many to tell Harriet to expect. Burdette said Merrill Lynch will donate $135 for this and the rest will be paid for by the Board members personally. Thomas will confirm to Nieman that we will use her services. 10. Other Business: Davis said that there is a special census underway, and asked permission to put a poster about this in the library. All agreed this would be a good idea. 11. Adjournment: Singleton moved to adjourn at 5:30. Parsons seconded, and all voted AYE. Respectfully submitted by Carolyn Diemente.