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HomeMy WebLinkAbout1992-12-14 MinutesFayetteville Public Library Board of Directors Special Called Meeting 12/14/92 at 3:OOp.m. Attending were: 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; and Cheryl Zotti, City of Fayetteville, who is handling construction for the city with the Library, and June Jefferson staff member The City has approved a budget of $245,366. plus $1,380. for building insurance for the Library for 1993. Capital expenditures budget is $61,421. for books. The computerization project has been included on the potential projects list for 1993. The foot- bridge has been approved for 1992 and will roll forward and construction will take place in 1993. The $30,957. for 2 positions was not funded. Steve Davis reported that there were requests for 35 additional positions, 12 were added. There may be a possible new position for a hot check program clerk, based on the revenue from the hot check program. Linda Harrison reviewed the funding sources. We now show a $5,000. deficit after Linda has added $3,000. more due from Ozark Regional and other adjust- ments that were made to different line items. Bobbye Hay explained that in our expenditures we included the 5% pay matrix for the raise plus 2 library clerks at $15,000. each. Linda Harrison reported that her preference would be to hire one clerk in January 1993, and review the budget in mid -year as to the possibility of hiring another employee in mid -year. Jeff Koenig moved that we accept the $246,746. budget and Linda hire one clerical employee in January 1993, with the understanding that it may be only a one year position, and the budget reviewed in mid -year. The position is to be posted as a temporary position and the employee will sign an agreement of understanding that it is a temporary position that may become permanent. Carol Phillips seconded. Motion passed. Jeff suggested that we might ask the city to review our request for additional moneys later in the year. Bobbye Hay reported that she found it distressing that we are called a not for profit organization. The city calls us a Reporting Entity according to Steve Davis and is included as a special revenue. Linda Harrison reported that the city wants us to look other places for money. She said they suggested we look to the county for funds. Steve Davis discussed the allocation of funds by the Ozark Regional Library to the different libraries. Based on the per capita he reported that Fayetteville would receive $13,000.-$14,000. more funds. Also that out of the general funds Springdale supplies $5.05 and Fayetteville supplies $7.14. Karen Duree reported that has been traditionally based on assessed evaluation among the school district, not per capita. The Board discussed the possibility of Washington County Library Board revisiting the distribution of money for the libraries. The Board will not review distribution of 1993 budget, but perhaps 2. it could be looked at for the 1994 budget. Steve Davis raised the question as to whether the City of Rogers and the Crawford county libraries are paying their fair share to the Ozark Regional Library. This is not a question for the Fayetteville Library to be addressing. It was pointed out that they do not receive the same support that the Washington County Libraries do. Jeff asked if there is an exact formula that is used to arrive at the distribution. As well as assessed evaluation, the circulation of libraries also comes into the account. Bobbye Hay directed Linda Harrison to keep revisiting the budget during 1993 with the thought in mind that perhaps the city can be asked to review it sometime during the year. Meeting adjourned 3:45p.m. Respectfully submitted, 4e-texi CAM CROUCH Vice-President/Secretary Fayetteville Public Library Board of Directors Meeting 12/14/92 at 4:OOp.m. Attending were: 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; Cheryl Zotti, City of Fayetteville, handling construction projects for the city and working with the library; June Jefferson, and Mim Neralich library staff; and Genie Donovan to introduce staff member Mary Jo Godfrey The minutes of November 9, 1992 were approved as submitted. Linda Harrison gave the librarians report. The statistical report was self explanatory. The financial report has been adjusted, both in the restricted fund and in the expansion fund. Steve Davis and Cheryl Zotti gave a construction report. The footbridge will be in 1992 versus 1993. Cheryl will check with the lowest bidder and go over the bid and move on. The roof for the annex is in the budget for 1993. The project will have to be evaluated and bid. It should begin sometime in March if all goes well. The Library Board would like to be party to the contract. Cheryl reported that there is no final punch list from Heckathorne on the renovation of the library. Cheryl has met with Hailey/Associates and asked for a detailed list of the items they are requesting payment on. They are in the process of negotiations. Steve Davis reported that the primary focus in 1993 for ADA is on curb cuts and restrooms in the parks. There is some miscellaneous money set aside for ADA in buildings. Jerry Cooper is handling the projects. Linda Harrison reported that Mr. Cooper has visited the library and is on top of our library restrooms request and has looked at the elevator. Linda will send a memo to Steve formalizing our budget adjustments. Genie Donovan introduced Mary Jo Godfrey. Mary Jo is new and is working in genealogy and her husband comes in and volunteers. Genie reported on the happenings in genealogy. Also that Helen Brannan will be returning after the first of the year. The Board thanked Genie Donovan for the new book lists that she is providing for publication in the local newspaper. Linda Harrison reported that she has received word that we will be receiving from the Almer Brodbeck estate a sum of $175,000. We have received $550. from Rhea Shelton in memory of her brother George. It is to be used on two different PBS video series. We also will be receiving $125,000.-$150,000. from the Ted Wylie estate. A bequest of $1,000. came from the Francis Vale estate. We also have a $200. bequest for a FAX machine for genealogy. A discussion followed as to what should be done with the money when it is received. Carol Phillips has been authorized to deposit the money in a FDIC bank in a short term account. When both estates are in hand the Board will decide what to do with the interest off the money. Carol has deposited the Francis Vale check in the Expansion Fund. Carol Phillips motioned, with a second by Cam Crouch, that the money be used for the 2. Children's Library, up to $1,000. Motion passed. Carol also reported that she has another $100. which she has put in the Expansion Fund. Carol will pay Linda the $49,375.31 plus $350. before the end of the month. On the Librarians report Linda reported a couple of additional items. On April 17 the Genealogy Department will conduct a workshop. It will be done by the Fayetteville Staff and Lois Miller. They would like to publicize it as being sponsored by the Fayetteville Library. Carol Phillips motioned that the Fayetteville Library and the Historical Society be listed as sponsors. Jeff Koenig seconded. Motion passed. The second item was using the Genealogy Department for a family discussion group every third Sunday of the month. The Board vetoed this idea since the library is not open on Sunday. Perhaps they would like to consider another time when the library is open. Requests for an auditor was sent to the three auditors that the Board agreed upon. Linda received the bids and reported to the Board. John Irwin did not submit a bid; Brown and Deskin submitted a bid of $1950. for 1992/1993/1994. Beare, Curt and Dobson submitted a bid of $3900. for 1992, $4100. for 1993 and $4300. for 1994. Jeff Koenig motioned, seconded by Carol Phillips, that Brown and Deskin be retained as the libraries auditors. Motion passed. Bobbye Hay reported that last year we were written up on our audit in materials and supplies, maintenance and operating transfers out. Also the inventory of equipment was written up. June Jefferson assured the Board that the inventory will be brought up to date. Another point was that we exceeded the budget in two categories. Linda was authorized to provide budget adjustments bringing our budget into state compliance. Brown and Deskin should audit compliance and they will be told that we do not want to see this written up again. Linda will advise them of this when they are given the bid. Linda Harrison reported that she had distributed the city/county/Ozark Regional Library personnel policies. She has learned that exempt employees who work for the city can take time off, but not at the rate it is earned. Carol Phillips will work with Linda's library staff on the compensatory time policy. Linda will notify Carol when a meeting has been arranged. The glossary of terms will be reviewed at the meeting with Carol and staff and the spelling will also be reviewed. Carol Phillips reported she has a request from Linda for $1,001.71 for land- scaping from restricted funds. There will be an additional $105. which will be given to Linda to be used for landscaping. Cam Crouch submitted her resignation for the month of December. After discussion by the Board she agreed to stay on through the end of her term, March 1993, at which time the Board will need to have a new member appointed. 3. Respectfully submitted, anyanitx, CAM CROUCH Vice-President/Secretary