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HomeMy WebLinkAbout1997-06-09 MinutesBOARD OF TRUSTEES MEETING Fayetteville Public Library June 9, 1997 Present: Board members: Mark Burdette, Michael Thomas, Mary Parsons, Steve Singleton, Maury Roberts, Library personnel: Linda Harrison, Mary Saxon, Lynn Stewart, Lolly Maxey, Mary Jo Godfrey, Lynaire Hartsell, and ORL Director Karen Duree. I. Call to order: Thomas called the meeting to order at 4:00 pm_ in the meeting room of the Fayetteville Public Library. II. Approval of minutes: A motion was made by Burdette to approve the minutes of the May 12 meeting as submitted. Singleton seconded the motion, there was no discussion, and all voted AYE to approve the minutes. Thomas stated that there: was an executive session called by Burdette and seconded by Singleton on May 22. Present were Harrison and David Johnson, resigning Adult Services Supervisor, for the purpose of 'an exit interview with Johnson. No. action was taken. Motions were made to adjourn., and return to regular session by Burdette and seconded by Singleton, and all voted AYE. VI. At the last meeting a motion was withdrawn to allocate $19,000 from Long Term Development for exterior renovation of the FPL building until some of the Board members met with representatives of the City for further clarification of some of, the costs of the project. This was done, and the director mailed ballots to the Board members, who voted to allocate the funds. III. Correspondence: Harrison noted that there was good publicity about the book signing for Roberta. The library made $300 on the event from book sales, and the U of A Press and the authors were pleased. Duree said the Washington County Board meeting scheduled for June 18 will probably be cancelled because Peg Anderson has had surgery and there may not be a quorum present. Discussion continued about the Nations Bank letter about the collateral agreement on our CD's. IV. Librarian's Reports A. Mary Saxon and Lynn Stewart were introduced as the Interim Adult Services directors. Saxon will be taking care of the administrative duties such as staff scheduling, and Stewart will be taking care of the automation project. B.' Statistical and Financial Report: Harrison reported that circulation and registrations were down a bit, but not enough to be concerned about. Building attendance, program attendance, and volunteer hours are all up. Harrison presented the financial report. There was discussion about long term development figures .and office supplies, contracts, etc. At this point about $200,000 has been spent on the automation project. Westill_have final payments to ETI and ITTC which we are waiting until they are finished to pay. Thomas noted how happy he was with the landscaping. C. Automation Project: Harrison asked about extending work week to 2 weeks in August and include the week of August 18 for bar coding, since we have received additional funding of $23,000 from' Washington County. Singleton moved, Burdette seconded, and all voted AYE to close the library an extra week in August. Duree said the county board would have to. know if we wanted to hire people from StaffMark for barcoding or put the money into FPL budget and use our employees. Harrison said she would prefer to use our employees at our clerical rate since this is about $2.00 an hour less than we would have to pay StaffMark. To use our employees we. would get 3100 hours of work and if we used StaffMark only 2500. - Stewart reported that KT McCann said we needed a terminal server to be able to print from the system printer. Rick O'Kelley spoke with Kevin Hamer of Hamco who said we'didn't necessarily need a terminal server, but could possibly use some routing software. The price of the terminal servers range from $1675.00 to $2700.00 while the routing software costs about $175 per work station or a total of about.$700-800. Duree said we need to make sure the routing software option will work. Duree said a terminal server will allow for more expansion in the future. Harrison said we really don't need to make this decision until we are up and running and needing to use the system printer. The concensus was to find out if the $175 work station software will work with our system, and if not then decide on a.terminal server. Stewart .said McCann said we need two different types of security systems - one for the work stations and one for the server (see handout). The $295.00 on Fortres is a building cost. Duree was asked about sharing thecost with ORL, and she said ORL hasn't decided on which system they are.going to have. There is the possibiity of maybe sharing the server security system. The Fortres is security for the public access computers to keep the public from messing up an individual machine. The Proxy server keeps the public from hacking into the library's files from over the Internet. Stewart said these things will have to be bought before we can put out the public access computers. The Board was all in favor of the security systems. Stewart discussed the options for the CD-ROM in Children's as described in the handout. Stewart said the new Jukebox would be the optimal option. The Board said to try the Jukebox we currently have to see if it will work, and if it is slow or choppy to buy the new one. Stewart then discussed the Phase 2 training: The Explorer is needed for . everyone involved in Budget preparation, because the City requires this program. Singleton questioned if 10 people needed to learn Mail Merge. The Access training has been recommended for at•least a few people. Singleton suggested that only the people who use the programs should go through the training, and not make it a matter of general- education for everyone. The service contract in the handout is for Rick O'Kelley. Harrison said we need to give Stewart the freedom to be able t� get help since Johnson was not able to tell her everything. Stewart said Johnson had complete trust in Rick O'Kelley. The Board expressed concern that the contract was for a year, and we may not need him for a year. Harrison said he is on a sub -contract for $50 an hour but the response time has been 2-3 weeks because we don't have a contract. O'Kelley has been working with ETI. and knows our system. The Board directed Stewart to try to negiotiate'with O'Kelley for a shorter term contract. D. Report on Air Conditioner/Compressor replacement: Harrison reported that when the work was done on the roof; the air. conditioners had to be moved, and some wiring was disturbed which' caused an electrical fire on the roof. The compressor that Kirby Johnson of Johnson Heating and Air said needed replaced really only needed a condensor which •was quite a bit cheaper. There was another unit which went out last summer which did need a new compressor. Harrison received a bid from Johnson for $878 and from Ozark Mountain Air for $795, so she gave the job to Ozark Mountain Air and it is now fixed. E. Report on Regional Library Board Meeting: Hartsell said she felt the memo that she wrote, and the article in the Morning News pretty well covered the substance of the meeting. Harrison said she had received a survey and would send it out to be returned by July 7. The Task Force representatives from FPL have been designated as Harrison and Roberts. Roberts noted that a Task Force is a good idea. He said the hiring of.a consultant is not in place at this time, and is one of the goals of the Task Force. Roberts said his opinion is that a consultant is a good idea. V. Trustee's/Committee Reports C. Long-term Planning: Roberts talked about the pew library in Little Rock. He said they were going to have a library shop which sold library related materials, and thought this might be something for us to think about as a fund-raising possibility. The Little Rock library has built a 200 seat auditorium from overdue fines. Harrison said our overdues were put into the general operating fund. Roberts suggested that maybe we get some project that we designate overdues for, so that patrons feel their overdue fines are going for something they can benefit from. Roberts reminded the Board about what Parsons said about Keith Vire coming to talk to the Board about Long-term Planning. He said he had been trying to get in touch with Vire and wanted to know when we would like for him to come to talk to us. Roberts asked if we should do this in lieu of a regular meeting. *Thomas said that wasn't a good idea because we had too much to cover. Thomas said any afternoon from 4-6 would be good for him, and others agreed. Parsons said he had said he would do this without charge. Roberts said that the last tithe a position was open on the Board there were a lot of good applicants. He wondered if we should have 7 on the FPL Board instead of 5. Thomas said this has been brought up before and it has always . been the opinion that 5 was a more workable number, both for getting things done and for more consistent attendance. Burdette said he also felt 5 was a more conducive number to getting things done. D. Volunteers:. Burdette had nothing to report. A. Treasurer's Report: Parsons had nothing to report. -B. Alternative Funding: Singleton reported that the brochures have been printed. Thad Hanna said Value Line was too expensive for them to sponsor. Singleton is continuing to look for a sponsor. VII. Patron request for Reconsideration of a Work: Harrison, reported that the Book Bad As I Wanna Be by Dennis Rodman was•in the Adult section, not Children's. Burdette moved that Harrison send a letter to the patron telling him that FPL is glad that he is taking an interest in his son's reading habits and that the work is classified where i -t should be. Roberts seconded, and all voted AYE. VIII. Other Business: Harrison said the E-mail of an ad for Johnson's job will go out tomorrow. She will start interviewing shortly for Grace Kerr's job. Thomas said in lieu of a questionnaire like they sent out last year, the Board would like to meet with the staff any time that the staff wishes. Thomas reported on a meeting with Tina Buxton, the landscaper, and Minor Wallace about trees that will need to be removed for the exterior renovation project. Beth Sandeen will decide on the tree removal as per the City's Tree Ordinance. Thomas said the Holly will have to be removed from the atrium, but Japanese Maple can stay. The fountain is off on purpose, and should not be turned on. IX. Singleton'moved to go into .executive session, Burdette seconded, and all voted AYE to go into executive session at 6:00 pin. Respectfully submitted by Carolyntiemente.