HomeMy WebLinkAbout1992-07-13 MinutesFayetteville Public Library Board of Directors meeting 7/13/92, 3p.m.
Attending were: Cam Crouch, Bobbye Hay, Charles Kirchen, Carol Phillips,
Board members; Linda Harrison, Fayetteville Library Director,
Karen Duree, Ozark Regional Library Director; June Jefferson,
Lynnaire Hartsell, Mim Neralich, library staff; David Cox,
City of Fayetteville; Bill Browner, Haley/Associates; Gordon
Reynolds, Heckathorne Construction; Jeff Koenig, Board
member, 4p.m.
The meeting was called to order by Bobbye Hay at 3p.m.
The minutes of June 8 were corrected to read "summer reading program cut from
6 weeks to 4 vs 4 to 6.
The minutes of June 29 were corrected to read "meeting adjourned at 10a.m. vs
10p.m.
Minutes accepted as corrected.
Carol Phillips reported that to date we have paid the city $91,558.75 of the,
$100,000. that was agreed upon to pay. We owe the Fayetteville Library $945.
leaving a balance of $7496.25. Carol Phillips motioned that funds remaining
in the McLucas fund be given to the city, tell them that is all the money
available and let them handle the remaining money. Charles Kirchen seconded
the money. Motion passed.
Linda Harrison gave the Librarians Report. Circulation is up in June, The
$61.67 under McLucas did not show when account was closed. It will be checked
into. Statistical and Financial report filed as submitted.
Linda Harrison spoke on the availability of the meeting room. Mim Neralich
spoke about the last vote that was held in the library. She reported that the
man who was in charge of the voting was not very cooperative. Carol Phillips
suggested that Bobbye Hay contact Mr. Jerry Rose, city attorney, and ask if
there is a legal responsibility to provide a place for voting. Carol Phillips
made a formal motion that after Bobbye has spoken to the attorney Linda write
Mr. Setter immediately and advise him of the non-availability of the room.
Charles Kirchen seconded the motion. Motion passed.
Linda reported that she has received a request from a man in the Swepco
building, who has an office there, to rent parking spaces from the library.
Charles Kirchen motioned that the board reply that there are no excess parking
spaces, all are needed for patrons and employees. Carol Phillips seconded.
Motion passed.
Linda reported that she has received a letter from Pitney -Bowes
account in default. They want to pick up their machine and have
for the remainder of our lease. Linda wants to pay them what we
Carol recommended that Linda contact Rose and get an opinion and
Bowes a letter.
declaring our
us pay $1300.
owe, $265.78.
write Pitney -
Linda would like to declare August 31 -Sept 7 for a workshop week.
motioned that we accept the librarians request and close for that
Charles Kirchen seconded. Motion passed. Linda will decide if it
amnesty period during that time.
Carol
week.
is an
2.
Gordon Reynolds gave a construction up -date. He reported that they are behind
schedule. They have sent two requests forward:
1. For an extension of time.
2. Costs for 4 weeks of additional supervisors time due to delays,
primarily due to change order #3..
On June 19 they received a request from Haley/Assoc. to construct new
restrooms:
1. Being renovation of the existing children's restrooms.
2. Construction of a new restroom in the loading dock area.
Heckathorne has contacted all their contractors and it is going to take an
additional 2 months to construct restrooms. Discussion followed on the plans
that were distributed by Bill Browner. The restrooms are being requested under
CIP and they will meet the ADA specifications.
David Cox reported that the city will not take any action until the Board
makes a decision.
Carol Phillips suggested that we table the decision on the bathrooms until a
meeting can be held with Gordon Reynolds to go over the plans in detail.
Bill Browner gave us a cost for the drawings: Scheme A - $37,663., Scheme C
$36,528.
Gordon Reynolds submitted a request for 7 more weeks added to the contract.
In addition because of delays in acceptance of change order 3 he requests:
4 weeks x $500. for supervision - $2000.
Payroll taxes and insurance - $ 600.
5% markup $ 155.
TOTAL $2755.
David Cox stated the time has to go through the architect who makes a
recommendation, then to the city manager who will act on the request. Bill
Browner will review the request and David Cox will decide if it is a good
request. Carol Phillips stated that there was a question as who to and what
caused all the delays and this should be left up to David to make this
decision.
The request for funds is in the CIP budget.
Bill Browner stated that he wants everything done and does not want to be
presented with a 80 page punch list. The project should be completed in 2
weeks, at which time a Certificate of Completion will be issued. The
contractors will be paid up to 95% when the job is completed. Carol suggested
that Linda and Karen go on the punch list check.
It was agreed to table the restrooms until a meeting could be arranged for
full discussion of the drawings. The bathroom drawings will be moved to the
3.
September meeting.
The open house for the renovation and the addition to the library will be
discussed in August.
Linda Harrison reported that Jerry Cooper, ADA Coordinator, suggested that the
Board ask for additional CIP funds for restrooms and elevator car. Linda
passed out the forms. Mr. Cooper's understanding is that we only have to have
one accessible restroom for the entire library, so long as all levels are
accessible, which they would be using the elevator.
Linda reported that Mr. Cooper suggested we submit these items on the Capital
Improvement Plan request form that goes along with the operation budget. He
did not say it would come out of our funds, he did not say where the money
would come from:
The restripping and parking for handicapped will be need to be done, a sign
for handicapped entry, the door will have to have an electric opener., because
the doors we have are too heavy, interior signage to the elevator, restrooms,
accessible water fountains, service areas. We need to reverse the swing on
the new door in the ramp to genealogy, as it is hinged now it opens against
the wall and the panic bar is sticking out and doesn't provide enough room to
get the chair through. We need to build a 12 foot ramp in the meeting room to
the stage, so the stage is accessible to everyone. We need to purchase three
TDD machines, they cost about $1700. The public phone has to have TDD avail-
able.
Karen Duree asked if we should include a contingency fee in the request for
the restrooms. It was agreed that we should include a 10% fee as a
contingency. Linda reported that the elevator cost would probably be a little
less than quoted.
Carol Phillips motioned that the addition to the CIP of $37,633. plus 10% for
contingency and the $25,000. for the elevator be included as part of our 1993
budget. Jeff Koenig seconded. Motion passed.
The summer reading program was discussed. It will be only three weeks long,
due to construction delays. Attendance has been very low due to the space
between the end of school and the beginning of the program. There are
normally 250 children at 2 sessions each day. At our number 4 session there
were 60 in attendance. The program is locked in because of prior scheduling.
Both Mary and Mim take vacations at the end of August. Bobbye Hay asked if a
special program could be planned when we have an open house. Between October
and April they have a pre-school program for children. A special program is a
definite possibility.
The 1993 Operations budget was discussed. The budget of January 20, 1992 was
$337,752 which was based on a 5% matrix. Discussion followed on what system
of pay should be adopted for the library payroll. Our current matrix did fall
into the cities old merit system, according to Linda.
Linda said we could ask for an overbudget. There are forms provided for this
and with most of our funds being in the operating budget Linda said she feels
4.
we must do it this way.
Linda reported that a request for additional personnel has already been
submitted. That will make us have a deficit of $35,000.
Bobbye stated that she she feels we must have a security system, which costs
about $4354. Discussion on the two new clerks, what they would do, and a
security system followed. It was felt the clerks could be justified. If both
of these were adopted we would show a deficit of $39,000.
A discussion followed on whether to keep a 10% reserve or one months costs in
the reserves. Jeff motioned that a one months reserves be kept, to be defined
as 1/12 of the budget. Carol seconded. Motion passed.
Jeff Koenig motioned that we adopt the 12 operating budget, which has the 2
new clerks and the security, for a total of $485,365. We would have use of
the reserves and ask for general funding to cover the deficit. Cam seconded
the motion. Motion passed. We would have about $22,500. available in
reserves. For future reference Linda should date this before submitting the
budget.
The organizational chart was discussed. Mim Neralich talked about the
organizational chart as it is set up. Discussion followed. It was agreed
that when Linda and Genie are both unavailable someone should take charge and
make the decision and follow-up. This should not be left up to a Board member.
Carol Phillips shared information about the items in the display case. It is
a project put together by Dr. Miller's journalism class, showing what could
have been done with the Fayetteville Public Library Expansion Fund project,
time permitting.
Jeff Koenig asked about the personal property tax question which will be on
the ballot in November. If passed it will only return about 70% of what
revenues are currently being collected. If passed it will take effect in
1994. The constitutional amendment which is being voted on this year
concerning the library millage would help us realize more revenue if they are
lost due to the personal property tax.
Karen Duree talked about Amendment 3. The Regional Library has been requested
to raise $8700. for the campaign, with Washington County having $5,175. to
raise.
Carol Phillips requested a letter authorizing her to withdraw $8441.25 from
the McLucas Fund.
The meeting was adjourned at 5:45p.m.
Respectfully submitted,
(771/49-14-eALI
CAM CROUCH
Secretary/Vice-President
