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HomeMy WebLinkAbout1997-03-24 MinutesBOARD OF TRUSTEES MEETING Fayetteville Public Library March 24, 1997 Present: Board members: Michael Thomas, Mark Burdette, Steve Singleton, Mary Parsons, Library personnel: Linda Harrison, Lynaire Hartsell, David Johnson, Lolly Maxey, Mary Jo Godfrey, Susie Walker, and ORL Director Karen Duree, Call to order:. Thomas called the meeting to order at 4:00 pm. Return to the agenda of the previous meeting. VI. 1997 Budget: Harrison presented what we submitted to the City, and the version that appears in the 1997 City Budget as amended by -the City staff. Harrison pointed out in the Program Staff — Full — time equivalent positions the Budgeted 1997 number of 27.33 would have been what FPL would have had if we had gotten the $800,000 that we asked for. So the 27.33 number is not factual, and the number is closer to 24.69. Another number that is different between the budget submitted by FPL and the one published by the City is in the Demand/ Workload section — Population (Fayetteville only). 1- PL used a population growth figure of 56,389 and the City used the 1996 figure of 55,186 which would make a difference in all other numbers that are per capita based. Thomas and Burdette suggested that we send a letter to the City pointing out the difference in the Full time equivalent position numbers so that in the future no one will think that FPL actually got four more full-time people, when in reality the increase did not amount to one more position. Also, there should be a revision of any numbers that are per capita based which do not take into account the population growth that Fayetteville is experiencing. Harrison said she would write a letter to the City and all agreed. Harrison continued with some explanations of Budget Expenditures. The only personnel increase this budget reflects is two 15 -hour positions in circulation. We also increased office supplies and printing as per discussions last summer which includes $1300 for special events and publicity. Part of this is for the printing and postage to send out the information about the new genealogy acquisitions to 300 Historical and Genealogical Societies and libraries in neighboring states. This would be a special one time mailing. Hopefully, this will cover the rising cost of paper. We increased utilities about $1800 to cover the added electricity costs for all the new automation equipment.. We put $8000 in Building Maintenance and Grounds to cover old air conditioners that may fail. A new compressor is needed now at ORL. Burdette questioned the salary increase of around $60,000. Harrison explained that most of this money went to a full year of the new salary matrix, two 15 -hour positions, and an upgrade in genealogy. Burdette also questioned the increase in health insurance. Harrison said this figure is not in our control at all — it is the City's health insurance. Burdette also questioned the Retirement Savings Plan increase. Harrison said we have to budget for everyone who is eligible. Hartsell explained that employees used to have to work a number of years before being eligible for the retirement plan, but now it is only 1000 hours, so more people are eligible. Also, some management fees to Boatmen's Trust have been paid from this account and the money needed to be replaced. Burdette then questioned minor equipment. Harrison said this was for the new fax machine and typewriter, and this allocation for 1997 is now under Office Machine Maintenance. Building and Ground Maintenance includes air conditioners, leaky toilets, elevator maintenance, and leaky roofs, etc. Discussion continued about use of fund balance money. Burdette and Thomas felt that some money should be put into the salary contingency column. Harrison said that at the end of 1996 the accrued vacation amounted to $32,900. Burdette said 10% or $3300 might be a good number to put in that column. Singleton moved to accept the 1997 Budget with the changes discussed, Burdette seconded, and all voted AYE. VIII. Revision of the meeting room policy. Thomas said he had a note from Roberts who felt the policy should be more open to expose more people to the library. The policy, as it is now written, is for the meeting room to be open only during library hours, because after hours there would be no rest room facilities. Also, if there is food, patrons have to go to the rest room to wash dishes and get water. Maxey pointed out that the Children's department uses the room every morning for programs, and as it is, the room is never put back like the patrons found it. • Parsons noted that there is no place in Fayetteville that volunteer organizations can go to meet. Maxey suggested that if groups want to bring in "brown bag" type food and drinks that don't require any washing, cooling, or preparation, that would be OK with her and the Children's staff. The Board agreed to change the Meeting Room policy #2 to this and add that anyone bringing in any food must clean up after themselves, and there will be stricter enforcement of putting the room back into the order in which it was found. Each group is to check out with the Children's Department before leaving to make sure the room is clean and back in order. IX. Report on Washington County Library Board Meeting: Duree reported there were three items on the agenda. (1) The first was to move 3 full-time staff members from Crawford County to Washington County payroll with Crawford County reimbursing Washington County for this because of a problem with medical insurance. (2) The second was a discussion of the allotments. No action was taken on this matter, but Duree said she felt everyone's comments should be taken into consideration. (3) The third item was Thomas discussing the possibility of doing a millage in 1998. No decision was made on this also. The next meeting is Wednesday April 16 at 4:30 at the ORL office. Trustee's/Committee Reports A. Treasurers Report: Parsons reported on the CD discussed in the last meeting. The Bank of Fayetteville gave us an interest rate of 5.9% on a 2 -year CD of the amount of $64,130, and they will send the interest to the checking account at Mcllroy. Burdette reported on what FPL is legally able to do with their money. We can do anything we wish with the money such as CD's, bonds, stocks, etc. The guide line is what is called the "Prudent Man" rule which means looking back, what would a "prudent man" have done with that money in that particular situation. The city puts all their money into CD's. We do have the availability to do more with this money if we ever wish to do so. Burdette said he felt that money in Long Term Development should always be in short term instruments so they can be drawn on. An amount that could be in a long term instrument could be the $64,130 CD that Parsons was just speaking of, because the principal is never drawn out of this. An option could be taking that $64,130 and turning it over to a trust department that could possibly bring an interest rate of 10 % instead of a 5.9% CD. B. Alternative Funding: Singleton reported that the committee did not meet, but he met with Harrison, Jefferson and Gina Beeks. They talked about trying to get the magazine program renewed for this year. We lost one sponsor, Access Computer, who is no longer in business. Megabyte has agreed to pick up their subscription to PC Computing. Singleton said he was going to try to solicit a corporate sponsor for Value Line which is a $600 publication. Harrison said she felt it is important to coordinate our efforts in soliciting corporate sponsors. Singleton requested any input on the brochure he has made. C. Volunteers: Burdette reported the Volunteer Appreciation party will be April 20 and Merrill Lynch will sponsor the party. Helping Hands is going well. Burdette said they were thinking about approaching Butterfield Trail Village. Parsons said. they have a good library there, and the only thing they might need would be magazines. She suggested he speak with Peg Anderson. Burdette requested a meeting with department heads 45 minutes before the April meeting to discuss volunteer needs. IX. Other Business : Harrison said she had a bill from ETI which is the third payment. The initial agreement was for 3 equal payment of $44,000. Their work on this project will not be complete until we go on line in August or September. The total project cost was $132,930 with a retainage of $4500. A city staff member said it is not out of line to retain 5% of the total which would be closer to $6600 until the project is complete and we are satisfied with the work. All agreed to withhold 5%. X. All Aye. Harrison passed out copies of the updated library laws. Adjournment Burdette moved to go into executive session and Singleton seconded at 5:30 pm. Burdette moved to go back into, regular session and Singleton seconded, all AYE. Burdette moved to adjourn, Singleton seconded, all AYE. Respectfully submitted by Carolyn Diemente.