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HomeMy WebLinkAbout1997-07-21 MinutesBOARD OF TRUSTEES MEETING Fayetteville Public Library July 21, 1997 Present: Board members: Mark Burdette, Steve Singleton, Maury Roberts, Nancy Hendricks, and Michael Thomas, Library personnel: June Jefferson, Mary Saxon, Lolly Maxey, Lynaire Hartsell, Lynn Stewart, Carolyn Diemente, and Gina Beeks, ORL Director Karen Duree, and City Administrator Steve Davis. 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: Burdette moved and Singleton seconded to approve the minutes of the June 9 meeting. Jefferson said the City does not require the Explorer program as Harrison had stated in the last meeting, and felt the statement that the City required this should be deleted. All voted AYE to accept the minutes with the revision indicated. Executive Sessions: There were three Executive Sessions since the last meeting on (1) June 20, (2) June 25, and (3) July 1. On all three occasions, the press was notified in accordance with FOI. The June 20 meeting was about a personnel matter. After the June 25 meeting the press was notified that the Director, Linda Harrison, had submitted her resignation. In the meeting of June 25, Nancy Hendricks was voted to be the new treasurer. The July 1 meeting was to meet with the interim co -directors Lynaire Hartsell and Lolly Maxey. III. CIP Budget Jefferson presented the needs the Library will request from the City. (1) The first priority of the Library is book purchases, and we are requesting $70,000 in funded monies and $6985 in unfunded money for books. Books are the reason for the Library's existance, and the thing the patrons want the most. The rising cost of paper has caused a 39% increase in the cost of books. FPL would like to have a per capita level of books that is acceptable in the Library community. In 1992, the Library book budget was $70,005. In 1993, it was reduced to $36,500 because of the elimination of the sales tax. Funding did not return to the previous levels when the sales tax was restored. The funding in this request may allow us to reach by 2001, a 1992 level of book purchases. Thomas suggested that maybe we should ask for more money for books. Jefferson said our book collection is suffering. Roberts asked Duree how the amount of $76,985 for a book budget compares to other libraries of comparable size in the area. Duree said Springdale's book budget is $100,000, and she thought Rogers' was over $100,000. (2) Jefferson continued with the priority 2 request of replacing the carpet in the Children's Department. This is a funded request of $13,500. The carpet in Children's was installed in 1978, and we have been requesting replacement since 1992. The figure of $13,500 includes minimal asbestos removal, removal of the planter, and the cost of moving all the books into the meeting room, and then moving them back. (3) The third project is lighting repair and renovation. The majority of the lighting ballasts are the original equipment in the building (1962), and cannot be repaired under current electrical codes. Many are not functioning, which creates dark areas in both work areas and shelving areas, thus reducing the safety and full efficient use of our facility. Electricians report disintegrating wiring in the fixtures. Burdette asked who gave the estimates on the lights. Jefferson said both ETI and D & C Electric gave estimates of $22,000. (4) The fourth project is the Library Annex Atrium Renovation at a cost of $21,000. This area is open to the outside, and we recently discovered there are vents to the outside, so we have been heating and cooling the outside. The atrium has drainage, heating, cooling, and venting problems which have contributed to rotting doors, baseboard structural damage, and moisture problems in two areas where mold can be critical: our historical records area, and ORL's computer base. This estimate will dome the atrium to seal it and be preventative maintenance for the moisture situation. Jefferson said in the past FPL has had problems with skylights leaking, and she said Minor Wallace had assured her that this dome will not leak. Thomas said he thought we were going to get an estimate on trying to reclaim the area for office space. Maxey said she had met with Minor Wallace and Harold Dahlinger and they said to do that we would need a whole new air conditioning system. Jefferson added that to roof over the atrium would cut down on the light to all the office spaces, so that would also require new lighting. Roberts asked Davis if the City inspected the City buildings for safety hazards or deterioration problems. Davis said this has not traditionally been done, and the City relies on the building occupants to notify them of any problems. He said Minor Wallace is going to make an inspection of the City buildings in the future and make a report of the things that need to be done. Davis said it was his understanding that the work that is being done now as a part of the exterior renovation project will stop the leakage of the atrium. Discussion continued about how the City allocates the funds that it has. Davis said that every year each department asks for money for various projects that cost more than the City has to give. The City asks each group to prioritize their requests as to what they think is the most important, 2nd, etc. The City then funds items in the priority they are given. Duree asked Davis how the City came up with the amount given to each department. Davis said it was based on a percentage. Jefferson said the Library was allocated 1.1%, which ranks above only the tree planting at 0.70 and solid waste improvements at 0.9%. (4) Jefferson continued with the microfilm reader -printer in Genealogy. At present we have only one microfilm reader -printer. We have over 3800 microfilms, and only one machine that can give a copy of the information thats on microfilm. When this one machine is out of service, we cannot provide full service to our patrons. A new microfilm reader printer is $10,340. Godfrey presented an estimate she had gotten for a reconditioned reader -printer of $4500. Thomas said he felt the Library should be responsible for the microfilm reader -printer and shelving, and maybe these things should not be on the CIP Budget. Jefferson said they were on the list because they cost more than $5,000, and that was why they had to be included. Thomas said he would like to see $20,000 added to the book budget, the other items stay in the same priority order, and leave off the microfilm reader -printer and the shelving. Burdette said he thought $25,000 would be good where the $6985 figure is. Roberts said he felt the microfilm reader -printer and shelving were needed items, and he felt they should be lift on the list. Jefferson said they will go into an unfunded list so the public knows they are needed items. Burdette agreed they should be, left on the list. Jefferson reminded the Board that Davis says if items are not on the list, the City doesn't know they are there. Burdette moved to add $25,000 to unfunded Book Purchases, and leave all other items as they are on the list, Roberts seconded, and all voted AYE. IV. Correspondence Thomas commended Jefferson on her workshop at Barnes and Noble. All correspondence was self explanatory. V. Librarian's Reports: A. Statistical and Financial Report: Jefferson presented the statistical report which showed nothing unusual. Jefferson said on the Financial Report only the top sheet was in the packet at Thomas' request. She said if there are any questions, to please get with her. There were no questions on the financial report. B. Maxey and Hartsell have been appointed to work with Roberts on the Task Force. There will be a meeting in West Fork. Thomas asked about ordering a new sign for the Library to go on College Ave by Jerry's Restaurant. The one that was there seems to have been knocked down. Thomas asked for a report on barcoding. Hartsell said she had 5 part-time people upstairs barcoding and Maxey has 1 in Children's. Hartsell said she felt the majority of the books that have been barcoded are the ones that circulate regularly, and that we have started pulling books off the shelves. Thomas asked if we could borrow some scanners from other libraries to use during work week. Duree said that Springdale and Rogers will both be closed the same time to barcode, so there really won't be any scanners available. She also said that scanners aren't necessary, that the barcode number can be typed in. VI. Trustees/Committee Reports A. Treasurers Report: Hendricks reported that she had met with Mary Parsons, and has signature cards for everyone to sign. B. Volunteers: Burdette reported he had met with Genie Donovan who said the Lending Hands Program is going quite well, and planned to expand to Hillcrest Towers in the Fall. Burdette asked if there were jobs that could be done by volunteers during the transition period such as re -registration of patrons. Duree said she thought Volunteers could be very helpful in this process. Donovan had also asked about Volunteers helping during work week with the barcoding, maybe moving the books to the barcoders. Burdette said he felt the Board should write a letter to the staff in appreciation of the great work they have done in this period of transition. Thomas said he agreed that the Board should recognize the staff and express their appreciation for all the work that has been done above and beyond what was necessary. C. Long -Term Planning: Roberts reminded the Board that Parsons had talked to Keith Vire about meeting with us to discuss Long - Range Planning. Roberts said he had talked to Vire, who said he was willing to do a 3 -hour session free to establish a mission statement. Vire recommended another 3 -hour session to develop strategic planning. He said Vire would do this one also, but it would not be free. Vire said other people could do this session also. Roberts said Vire would be available on Saturday mornings or evenings, and wanted to know which would be best for the Board. Thomas said he thought Saturday mornings would be best and all agreed. Thomas asked if Hendricks could do the follow-up session, and she said she thought she could. It was decided to wait on this until a new director was in place. D. Alternative Funding: Singleton reported that the efforts are ongoing in trying to get a sponsor for Morningstar. He also said we need to get some publicity for the Advertising and Promotion Committee for Genealogy. Godfrey said a plaque needed to be put behind the cabinets indicating where the census funding came from. Godfrey said she had an estimate of $65.00 from Creative Trophies for a plaque and asked if the funds were available. Singleton said the funds were available, and Godfrey was told to go ahead with the plaque. VIII. Roberts moved to adjourn, Burdette seconded, and all voted AYE. The meeting adjourned at 6:20.