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Home My WebLink About1992-03-09 MinutesFayetteville Library Board Meeting March 9, 1992 Present: Cam Crouch, Bobbye Hay, Charles Kirchen, Jeff Koenig and Carol Phillips, Board Members, Linda Harrison, Fayetteville Library Director; Karen Duree, Ozark Regional Library Director and June Jefferson and Lynaire Hartsell, staff members Bobbye Hay, President, called the meeting to order at 4:00 p.m. The minutes of the February 10, 1992 meeting were corrected to read: The cost of the installation of the alarm system for Ozark Regional Library portion in the annex was $1870. Linda Harrison will report in March on the cost for Genealogy. OLD BUSINESS 1. Carol Phillips reported that only a small amount of funds has been received for the expansion fund drive. On 3/6/92 she paid the City of Fayetteville $83,797.75, the amount Steve Davis reported that we would need to have by the end of April. This amount should be all that is owed to the city. She reported that we have $9738.25 funds remaining, which she moved to Home Federal Savings into a limited checking account, with a 5.2% interest rate. She also received a check for $6000. from ORL for the carpet. FOLLOW-UP ITEMS 1. Wages - Linda Harrison and Mr. Bailey have not been able to get information yet. They need it by budget time. 2. Letter from Architects - Jeff Koenig reported that He and Laleh-Amirmoez Sadeghi met and spoke about this letter. It will be forthcoming with their opinion as to the current construction and the ADA. They are still reviewing the Act and are unable to provide a letter until they have finished reviewing it. 3. Representative from Library to meet with the city will be Linda Harrison. 4. The memo from Don Bailey has not been received but will be forthcoming. 5. A staff committee has not been set up yet. It will be done as soon as the city committee has been formed. 6. Security at Annex - Linda called Guard-Tronic and received an estimate. The installation would be $690. plus a monthly fee of $12. Linda passed out a Library Annex Proposal for the security system that she and Karen had met and worked on. After discussion the coverage of the genealogy and the main library was tabled until Linda gets another bid from Spurling using the Fayetteville Public Library phone lines. 7. Furniture Bids - They were advertised on 3/8 and will be again on 3/15. Bids are due in 3/13 by 10:30 a.m., but the law requires that they be advertised twice. Peggy Bates, purchasing officer for thecity and Linda Harrison will be at the openings. Karen Duree spoke about the $12,000. in equipment that ORL has recently given to the FPL, which will allow the FPL to use $12,000. in another way. 2. 2. Linda Harrison gave the Librarian's Report and noted that the statistical report is up once again. She reported that the children's programs have been curtailed until further notice due to the construction. It was decided to put a notice in the paper about the curtailment as well as the ongoing expansion fund drive. 3. Bobbye Hay discussed the letter June Jefferson had written the Board members concerning their volunteer hours. 4. Linda reported that she had accomplished the move of the funds to the expansion funds as directed in the February meeting. Bobbye Hay pointed out that we show a deficit, but it does not take into account the beginning balances. 5. The MOVE was discussed. Linda reported that she had traveled to Conway to check into a system at UCA called the Stack Mover. It will take 6 to 8 men to move it once it is loaded with stacks, but would eliminate the boxing and unboxing of books, and cut down on the time. Linda is checking on the weight factor as related to the floors. Bids for the move would be required. To use the Stack Mover is $25.00 a day. The library will have to be closed from April 20 to May 2. Carol Phillips moved that Linda be able to close for as short a time as possible, at her discretion, to accomplish the move. Jeff Koenig seconded the motion. Motion passed. It was suggested that we ask the newspaper to furnish a photographer for a short article on this and an article on the expansion fund. A notice will need to be provided to all newspapers and open channel about the move. 6. Linda Harrison reported on the ARTNET computer program at the University of Arkansas. They will provide the space and equipment, we will just have to buy a modem. Jeff Koenig said he would donate a modem. The Library accepted his donation. NEW BUSINESS 1. Linda Harrison reported that the rent rate for the 1992 lease with Ozark Regional Library was in the budget with a 5% increase plus additional square footage. Linda will call Steve Davis and request a breakdown on the square footage. We will then be able to establish what ORL has been paying and what they will be paying in the future. Karen Duree pointed out that ORL has been paying for square footage that has not been available for use in the Annex. 2. The 1991 audits were distributed. Daniel McCormick has requested that he would like to use this as part of their portfolio. He reported that he could this for $1500. a year, but would like a 3 year contract. As the cost is over $500. a bid would be required. A special called meeting will be held Friday, March 13 at 11:30 a.m. to accept or not accept the financial statement. 3. The Library staff would like a policy on the the use of the City Directory. There are many calls received requesting information from the City Directory and many of the callers are impolite and abusive in their request. Carol Phillips moved, seconded by Jeff Koenig that the Board institute a policy that a written request must be received before information can be provided. This would eliminate the abusiveness and allow the information to be provided when the library can work it into their schedule, rather than on a moments notice. 3. Motion passed. 4. Linda Harrison stated that the Personnel Policy now states that a disciplinary action must be approved by the Board of Directors. After discussion the Board changed the policy to read "Disciplinary action shall be taken by the Library Director and reported to the Board of Directors. 5. Bobbye Hay spoke of her application for reappointment to the Library Board. The rules governing appointments states that an individual can only be appointed to serve two terms. Bobbye reported that she has only served one complete term and a portion of another, therefore she has requested reappointment, which should be made by March 31, 1992. Meeting adjourned 5:35 p.m. FOLLOW-UP ITEMS 1. Additional information on the pay scale to be used for librarians wages 2. Letter from Hailey/Associates defining the new construction as related to the ADA 3. Memo from Don Bailey advising on hiring 4. Staff beginning work on programming 5. Security at Fayetteville Library Annex 6. The MOVE - Bids 7. Lease with Ozark Regional Library Respectfully submitted, gie-zia& CAM CROUCH Vice-President/Secretary