HomeMy WebLinkAbout1997-12-08 MinutesBOARD OF TRUSTEES MEETING
Fayetteville Public Library
December 8, 1997
Present: Board members: Mark Burdette, Michael Thomas,
Nancy Hendricks, and Maury Roberts, Library personnel:
June Jefferson, Lynaire Hartsell, Lolly Maxey, Mary
Godfrey, Lynn Stewart, Carolyn Diemente, ORL Director
Scott Butki of the Morning News.
Steve Singleton,
Louise Schaper,
Saxon, Mary Jo
Karen Duree, and
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 TO ACCEPT THE MINUTES AS
SUBMITTED, SINGLETON SECONDED. Hendricks noted that the date on the
previous minutes was wrong, the meeting was held on November 10, not
November 11. ALL VOTED AYE to accept the minutes with the date changed.
Hendricks had asked about putting the minutes on both sides of the
paper. It was explained that it would take so much more time to do it
that way, it would cost more.
Thomas asked Schaper if she felt we should be a member of the Downtown
Dickson Enhancement project, and Schaper said she felt we should.
ROBERTS MOVED AND HENDRICKS SECONDED TO SEE IF THE ORGANIZATION WILL
WAIVE OUR DUES, AND IF NOT, SEEK PRIVATE FUNDS FOR OUR MEMBERSHIP. ALL
VOTED AYE. All felt that we should not use library funds for this fee.
Roberts said there was no policy about the request of money from the
Friends group. ROBERTS MOVED TO MAKE ANY REQUEST TO THE FRIENDS BE WITH
THE PRIOR APPROVAL OF THE DIRECTOR, BURDETTE SECONDED, AND ALL VOTED AYE.
Thomas reported that at 3:30 pm on Thursday November 20 there was an
Executive Session of the Board. The motion to enter into Executive
Session was made by Singleton, and seconded by Roberts. The motion to go
into regular session was made by Singleton and seconded by Roberts at
5:30pm with a report by Thomas on a meeting with the city staff on the
1998 budget. The Board had asked Thomas to request an additional $25,000
over the additional $25,000 they had already agreed to at the negotiating
session. The motion to adjourn was made by Burdette and seconded by
Singleton, and the meeting adjourned at 6:00 pm. Thomas announced that
he had gone to the City with this request, and it had been agreed to by
the City.
III. Correspondence
Roberts commented favorably on the letter Thomas had written to the
editor of the Northwest Arkansas Times responding to a patron who was
complaining about paper being wasted with the print-out of books checked
out. Maxey commented that patrons who check out many books at a time
like having this list.
IV. Librarian's Reports
A. Director: Schaper said she hoped to have reports to the Board
monthly from the various departments updating their activities. Schaper
reported on her trip to the Tulsa Public Library. The Tulsa Director
said she felt there were two things unique to TPL that contributed to
their success. (1) The Friends of the Tulsa Public Library do no fund
raising, but do the events and community outreach programs such as a
music program, a book review series, and others. (2) They have a
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Foundation Trust which raises money for them.
B. Service Delivery
1. Circulation: Hartsell reported that the circulating
collection has been barcoded, and we are now working on the reference
collection. Genealogy will be next to be barcoded.
barcoded.
2. Children's: Maxey said the Children's collection is totally
3. Adult services: There were no questions or comments.
4. Automation: Stewart reported that the additional licenses
cost less than anticipated. Stewart said we are on the second phase of
the contract with Rick O'Kelley, where we are in a lower priority. She
said when we originally contracted with him, we thought we would be
online by August. So, his Phase I top priority time ran out before we
got all the bugs out of the system. We would like to see if we can get
him to dedicate a week to FPL. Jefferson said that would cost about
$1500. Stewart recommended to the Board that the person hired as Adult
Services Supervisor have the week-long Windows NT training that David
Johnson had. Schaper said it would be good to have someone on staff with
the kind of technical expertise that Rick O'Kelley has. Duree said ORL is
trying to hire someone like that who could help in the other libraries
also. She said the problem is they haven't found anyone. They have
advertised in Kansas City, Dallas, Little Rock, the local papers, and
Career Services at the U of A, and had no applicants.
Thomas asked what the staff wanted in regards to an internet
policy. Hartsell said most staff want an absolutely cut and dried policy
which calls for no judgements on their part.
Stewart said the automation needs are (1) 6 additional scanners
which cost $269 each, and (2) increase hours for Rick O'Kelley.
Thomas asked how much money was left in the Long -Term
Development Fund. Jefferson said there should be a balance of $113,000
after all encumberances are paid, the lighting, severance, extra salaries
and training, scanners, and additional time for O'Kelley. SINGLETON
MOVED TO APPROPRIATE THE MONEY FOR THE ITEMS REQUESTED, SUBJECT TO REVIEW
BY THE DIRECTOR. ROBERTS SECONDED, AND ALL VOTED AYE.
C. Administration
1. Financial: Jefferson was asked where the Otwell money was
on the Financial Report. She said she wasn't sure where to put it, and
had been trying to get a recommendation from the City. Thomas said this
should be a separate entry on the Financial Report noted as Otwell
Foundation 1 Restricted.
2. Operations: Jefferson was asked about the new hire policy,
and she said this was a Federal statute that all new hires must be
reported. The HIPPA refers to being able to take health insurance to a
new job without a waiting period.
V. Consideration of ORL Lease:
Duree suggested determining the increased operational
utilities due to the automation, janitorial services, etc.
are advantages to FPL in having ORL in the same building
connected to the Innovative system in-house, being able to
to the ORL staff, etc. Duree said she felt we should redo
the lease to reflect the increased cost. ROBERTS MOVED
PRESENT LEASE WHILE WE STUDY THE INCREASED COSTS, BURDETTE
ALL VOTED AYE.
VI. Board Packet Improvement:
costs such as
She said there
such as being
talk directly
the figures in
TO EXTEND THE
SECONDED, AND
3
Schaper said the Board packets will include a report from the
Director and each service area. Schaper suggested the Board come into
the library and pick up their packets, rather than having someone deliver
them.
VII. Renewal policy - skipped for now.
VIII. Development: Consider creation of a Foundation Trust:
Schaper reported this recommendation came from discussions she had
at Tulsa. At TPL they have a $3,000,000 endowment which is not managed
by their Board of Trustees. Their Board has authorized the formation of
a Foundation Trust which oversees the management of the endowments, is
the fund-raising body, and approves the spending of the money from the
endowment. At Tulsa, the Board focuses on the operations of the library.
The Foundation Trust is made up of well-connected people in the
community whose job is to increase the assets of the library. Schaper
passed out the by-laws of the Tulsa body. Schaper said many people feel
more comfortable giving money to a trust rather than a government, and it
is easier to get grants through this body. All agreed this sounds like a
good idea, and needs further study. Another meeting was set for 3:00
December 15 to discuss this.
IX. Reconsideration of the logo:
Schaper said she felt the logo chosen was a good piece of graphic
art, but when reduced to a size needed for a business card or letterhead,
it is so intricate, it disappears. Singleton said this logo was the only
submission that he and Stockdell received in their solicitation to
different graphic design firms. Maxey pointed out that we approached
people just before Christmas last year, and everyone was very busy. We
also thought we needed to make a decision to be put on new library cards.
Schaper said she felt we should approach graphic designers in terms of
developing us a corporate identity, slogan, etc. The Board agreed.
XI. Evening Hours:
Thomas said the City has given us extra money to be open evening
hours, and possibly Sundays. Schaper said she felt this decision should
be data -based. She would like to do a survey of users and non-users of
the library. Schaper said she thought being open until 8:00 at night
would be easier for working parents to get to the library at night with
their children. She believes consistency in the hours open is very
important. We could ask people at the library door, put a questionnaire
in a utility bill, or in the newspaper, or call people on the phone.
Jefferson said the patron survey done less than two years ago addressed
hours. Schaper said she also wanted to ask which services at the library
a patron uses the most, and how the patrons like the service that they
receive at the library. Burdette said he thought Sunday afternoons are a
good time for families and students to use the library. Jefferson and
Saxon said there has been a lot of requests for Genealogy to be open
until 7:00 from working people. Duree pointed out the new computer system
will give you hourly patron activity, but this won't tell you in-house
reference use which is more at night at the other libraries that are open
until 8:00 or 9:00. Schaper said she was very committed to extending the
hours, as was the Board.
X. Planning
Schaper presented a planning process which she would like to discuss
at a separate meeting. This involves management through goals and
objectives, with the staff achievement of certain goals and objectives
being part of the basis on which they will be evaluated. The Board needs
to decide on some short range priorities so everyone will be clear on
what is needed.
VII. Renewals
ORL has a policy that books may be renewed if there are no 1 holds1
on them. BURDETTE MOVED TO CHANGE OUR POLICY TO ALLOW A RENEWAL IF THERE
IS NO 1 HOLDI ON THE BOOK, HENDRICIKS SECONDED, AND ALL VOTED AYE.
Duree said her staff felt our $2.00 a day late charge on videos was
exorbitant, and more than the other libraries charge. It was decided to
look at video charges at the other libraries. Thomas said we should
conform to what all the other libraries in the ORL system do. Duree said
she may recommend a maximum fine on everything. It was agreed to discuss
this again.
XII. Trustee Reports
Treasurer Report: Hendricks had no report.
Alternative funding: Singleton had no report.
Long-term planning: Roberts had no report.
Volunteers: Burdette had no report.
XIII. Other items:
Schaper questioned the policy of charging $25.00 for the use of the
meeting room. She wants to open the meeting room up to non-profit
organizations to meet at no charge. Roberts said he felt there should be
no charge. Schaper said she has been approached by the First Night group
to use our meeting room, but they don't have the money to pay. Hendricks
suggested we charge a cleaning deposit, and if no cleaning needs to be
done, then they get the deposit back. Maxey asked who makes that
judgement? Duree pointed out that would make for more bookkeeping. It
was agreed to further study this issue. SINGLETON MOVED TO WAIVE THE FEE
FOR THE FIRST NIGHT GROUP PENDING A REVIEW OF THE POLICY, BURDETTE
SECONDED, AND ALL VOTED AYE, EXCEPT HENDRICKS WHO RECUSED BECAUSE SHE IS
ON THE FIRST NIGHT BOARD.
XIV. Adjournment
BURDETTE MOVED TO GO IINTO EXECUTIVE SESSION, ROBERTS SECONDED, AND
ALL VOTED AYE. The Board went into executive session at 6:OOpm.
Respectfully submitted by Carolyn Diemente.
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