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HomeMy WebLinkAbout1992-01-20 MinutesFayetteville Library Board Meeting January 20, 1992 Present: Cam Crouch, Bobbye Hay, Jeff Koenig and Carol Phillips, Board Members; Linda Harrison, Fayetteville Library Director; Karen Duree, Ozark Regional Library Director; Steve Davis, Budget Coordinator, City of Fayetteville, David Cox, Assistant to Public Works Director, City of Fayetteville and library staff members June Jefferson and Lynaire Hartsell Bobbye Hay, President, called the meeting to order at 4:OOp.m. The minutes of the December 9, 1991 meeting were accepted as written. OLD BUSINESS 1. David Cox spoke on the construction project. He reported that they are moving along very well. The contractors have been paid $92,000. A partial punch list is half done, Ozark Regional Library could move in. The cable installation is be done next week. The contractor has reported that he is on schedule. The change to the wall that is to be worked on with it being half glass should cost less than originally projected. Linda Harrison reported that she has obtained a bid of $2038. for a high efficiency furnace from Johnson's Air Conditioning and duct work. Also the library has a problem with the water heater vent. She was advised that she needs to obtain a letter from Heckathorne releasing that portion so work can be accomplished. The bid contains a $275. for the water heater vent. Linda will obtain 2 more bids, which can be done by telephone. Carol Phillips made a motion, seconded by Jeff Koenig that this project be authorized, after the other bids are received.* Motion passed. 2. Carol Phillips reported that she has $21,193.33 in the library expansion fund. And that she had just been given 10 shares of Wal-Mart stock, which will be added. Carol distributed copies of a list which included all the accounts of money belonging to the Fayetteville Library. In three accounts in the Bank of Fayetteville (Yeater) there is a total of $23,968.55. In the 1st National Bank, furniture fund, there is $15,533.00, for a total of $39,501.55. When the Expansion Fund is added in there is a total of $60,694.88. We have $38,952. from the city for furniture. Our original costs request was for $58,957., but Linda reported that she has lists of furniture and equipment that total $78,000. and there will always be hidden items that appear and need to be funded. Discussion followed. Jeff Koenig motioned and Cam Crouch seconded that the furniture fund is to be combined with the Expansion Account in the operating funds. Motion passed. Jeff Koenig made a motion and Cam Crouch seconded that the Yeater accounts be moved in the Expansion account. Motion passed. Carol Phillips requested that she be given a letter from the Library Board stating that these accounts can be combined. She will receive such letter. Carol Phillips motioned that all moneys in the Expansion account be designated for furniture and library equipment. Jeff Koenig seconded the motion. Motion 2 passed. Carol Phillips reported that she has received $1500. in stock for the expansion fund. This could be a source of funds from other people in the community. Cam Crouch, seconded by Carol Phillips, made a motion that May 12, 1992 be the cut-off date for the Expansion funds drive. Motion passed. 3. Linda Harrison gave an up -date on the 1992 budget. She reported that on the 1/10/92 funding sources report it shows that we will be receiving approximately $8,000. more than we originally thought we would receive. Carol Phillips made a motion, seconded by Cam Crouch, that the 1992 budget be accepted as presented. Motion passed. 4. On the Librarians Report Linda Harrison pointed out that everything has increased in usage. She also reported that some minor errors on the statement and revenues have been corrected. NEW BUSINESS 1. The sealed bids for the Janitorial Services were opened. They were: Southland - $1225. per month Hallam - $1275. per month Whirlwind - $1400. per month Our current contract is with Southland and since the recent meeting to correct some deficiencies all there work has been upgraded. Jeff Koenig motioned that the contract be awarded to the low bidder, Southland. Carol Phillips seconded the motion. Motion passed. 2. The new rules governing the use of the Meeting Room were discussed. Linda pointed out that no refreshments should and will be added to paragraph 2. She reported that the fire marshal had visited and had given her the amount of people that can be in the meeting room when in use. There can be 92 when chairs are in use, 183 children when they are sitting on the floor. Jeff Koenig moved that the Meeting Room rules be accepted as amended. Carol Phillips seconded. Motion passed.* Carol Phillips made a motion that the Gem and Mineral Club be given free rent for the 1992 for use of the Meeting Room due to their support of the library over the years. Jeff Koenig seconded the motion. Motion passed.* 3. The selection of the auditor was discussed. Carol Phillips reported that she had received a letter from John Erwin stating that he will have a new auditor who will go over the library books. Steve Davis reported that for amounts of moneys from $500.-$5,000. you have to have 3 written proposals. Linda Harrison was instructed to obtain 2 more written proposals to adhere to the rules and regulations. When these are obtained she can contact Board members by phone and obtain a vote at that time so the audit can be accomplished.* 4. Election of officers was held. President Bobbye Hay, Vice- 3. President/Secretary Cam Crouch and Treasurer Carol Phillips were elected by a unanimous vote. Jeff Koenig was appointed to the Budget Committee. 5. The memo received from the Circulation Department staff concerning Issuing Library Cards was discussed. Lynaire Hartsell spoke on what they hoped to accomplish with this change. Carol Phillips motioned, seconded by Cam Crouch that the policy be adopted. Motion passed. 6. Linda Harrison discussed the purchasing of equipment and furniture. She has made her selection of needed items and needs to proceed. Steve Davis suggested that we buy the items needed using the cities money first, and perhaps we will draw some more interest on the libraries money. If an item is over $10,000 it should come before the city board as a consent agenda. She is to call Peggy at the city office and establish how the purchasing is to be done.* She reported that staff involvement has pointed out that shelving and equipment for the children's library was not included. Also a new sound projector for the children's library is needed. Carol Phillips motioned that Linda Harrison be authorized -to spend $80,000. for furniture and equipment. Cam Crouch seconded the motion. Motion passed. 7. Bobbye Hay reported on the White House Conference on Libraries and Information Services tape that is available for viewing. 8. Carol Phillips inquired about the sign in front of the library explaining that this is a Capitol Improvement Project. Steve Davis explained what this means. 9. Cam Crouch asked Linda Harrison if she has joined Toastmasters yet. Linda reported not yet, as soon as this project is completed she will join. 10. Cam Crouch requested that Linda Harrison assemble a list of new books that can be published in the Northwest Arkansas Times which will inform readers of the paper what is available. Linda will work on getting this accomplished.* 11. Bobbye Hay reported on a phone call she had had from Dr. Mashburn. He stated that he had sold the Med-Ark building to the city at a reduced price and he thinks the city should mount a plaque in the library with all the doctor's names listed. Bobbye has notified Scott Linebaugh of this call. The item is pending.* 12. Linda Harrison will make immediate contact with the CPA's and get back to the board members. 13. Linda Harrison reported that a check for $770.75 was presented to Mim Neralich by Little Caesar's from their grand opening. Mim will purchase audio-visual equipment for the children's library. 14. Carol Phillips reported that she will be staring a class in February at the University of Arkansas Journalism Department. As their spring project they will work on ideas for fund raising for the library, publicity, etc. 4. 15. Linda Harrison requested the board start thinking about ideas for an open house.* 16. Cam Crouch will contact the Managing Editor of the Northwest Arkansas Times about some publicity when the Ozark Regional Library gets ready to move. She will also ask about the possibility of publishing a list of the donors to the Expansion fund. FOLLOW-UP ITEMS 1. Bids for the furnace, duct and water heater vent 2. Updated Meeting Room rules and distributed 3. Notification to Gem and Mineral Club 4. Contact Peggy and begin purchase of furniture and equipment 5. List of new books for publication in Northwest Arkansas Times 6. Plaque in old Med-Ark building, now new library 7. Items for an open house Meeting adjourned at 6:10p.m. Respectfully submitted, ant,A) CAM CROUCH Vice-President/Secretary