HomeMy WebLinkAbout1994-11-14 MinutesMinutes
Fayrtteville Public Library Board of Trustees Meeting 11/14/94 at 3:00 p.m.
Attneding: Mark Burdette, Carol Phillips, Anne Prichard, Michael Thomas - Trustees;
Linda Harrison -Fayetteville Public Library Director; Karen Duree - Ozarks
Regional Library Director; Lynaire Hartsell, June Jefferson, Lolly Maxey
- Staff
Absent: Jeff Koenig
President Thomas called the meeting to order at 3:00 p.m.
The Board went into Executive Session at 3:03 p.m. for evaluation of the Library
Director and other personnel matters. (Phillips, Burdette)
Thomas called the meeting back into Regular Session at 4:00 p.m.
Minutes for 10/10/94 were corrected on page one: the last paragraph, second line, to
change "Mike" to "Ken" and on page two: in the fifth paragraph, second line, to change
"1985" to "1988" and in line five to change "Harrison" to "Thomas". Then the Minutes
were approved (Burdette, Phillips)
Correspondence included Harrison's letter (10/31/94) to and from (11/14/94) Susan Baerg
Epstein about alternatives for overdue control. Harrison will write to her again requesting
more information. Duree noted that most libraries choose to have integrated systems rather
than separate systems, e.g. overdues systems. Hartsell was surprised that Epstein did not
give specific recommendations in her initial October 1994 Report to the Fayetteville
Public Library Regarding Alternatives for Overdue Control though she did recommend against
Winnebago and DataTrek as "not viable for the short term". Phillips quoted from the last
paragraph of the Report that "Much careful planning and staff work will be required...".
Just because the millage failed does not mean that we can not carry through because we
know we have the money. The Library does not want to duplicate or loseanything when
ORL chooses its system.
Duree pointed out that Epstein, on page 4,suggested that the Library "should investigate
the options of purchasing (a fully automated) system for its own use, or for joint use
with ORL offices". In which case the Library should do what the Rogers library has already
done, automate our own Library internally without reaching out to other libraries. This is
just what we have been trying to avoid - separate libraries with automated systems that
are incompatible with each other. Duree felt we should talk to the Rogers library staff
about the whole process involved in their system even though it is not large enough for
our Library.
Burdette wondered if there were no system which could be set up here and later integrated
into another system. Hartsell spoke of transportability. Duree felt that patron files
could be transported from one system to another, and possibly the work stations and the
terminals could be reused but it will cost several hundred thousand dollars to automate
just this Library.
Phillips spoke of the dilemma of moving too fast or too slow with automation. Duree
explained that the ORL retrospective conversion data can not separate one library's
holdings from another. If this Library used these records it would be purchasing more
than it needed. Burdette asked which direction Springdale might take. Duree replied:
"nothing right now". She added that purchasing an overdue program (with not much work
on the front end to get it up and going) could be useful even if the Library were going
to have a different automation project at some later point. Either way, the Library is
still some time away from implementation.
Correspondence also included a letter (11/1/94) from Susan Sissom to Chris Fichtner
about a Women's History Month display.
Harrison presented the Statistical and Financial Reports for October 1994. Expansion
Fund expenses included the Genealogy computer. Phillips still wishes to clear the
statements for that account by the end of December 1994. The Reports were approved.
(Prichard, Phillips)
Harrison presented the Volunteer Progran (11/10/94). The Library needs to decide what
direction this program should take. Job descriptions need to be made for volunteers.
Staff needs time to train them and have projects ready that can be turned over to them.
Jefferson knows patrons who are willing to do anything. Phillips, Burdette and Thomas
encouraged Library Staff to keep volunteers in mind and to keep a list of small jobs
that need doing. Jefferson noted that each Library department determines which volunteers
to use. Maxey certainly could use more volunteers in Childrens. Thomas and Burdette
wondered if the best volunteers could train others.
Thomas asked about liability. Jefferson knows the Library is responsible for them when
they work at the Library. Other departments of the City make it clear to their volunteers
what they will be doing, what dangers there may be but are not asked to be released from
liability.
Phillips wanted Library Staff to welcome volunteers to the maximum and convey to them
that the Library is interested in having their help. In a few years, a volunteer
coordinator will be needed. Harrison already has a long check list of things to do
before hiring one. Some Library Staff might feel a territorial threat to their jobs
from the volunteers. But Phillips knows the Board will always be looking for volunteers
to help Staff - even past Board members. Hartsell asked how one fires a volunteer.
Duree suggested six month contracts. Burdette felt Staff would also have good imput
about volunteers.
Harrison has spoken with the City Prosecutor, Casey Jones, about overdue "delinquents"
and will meet with him next week.. Over the phone, he had no problem with posting a list
of "delinquents". She will ask him next week if the Library can also publish a list.
They will draft a letter on his letterhead to send out to the most delinquent offenders.
Concerning the failed millage, Harrison showed the Board a letter from Charles Bilbe,
printed in the Times (11/13/94). Bilbe has already sent the Library a check for $500.
Burdette felt this was an opportunity for other people (15,000 who did vote for the
millage) to make donations and offered to write a response to the Times. Actually,
this donation and others to this charitable organization can receive a tax deduction.
Phillips will deposit the Bilbe check into the Operational Budget. Harrison also
presented a letter (11/10/94) from Steve Singleton and reported on the calls she has
received. Jefferson has heard from people who voted for the millage that the Library
must make good on its promise to curtail services if the millage did not pass. Otherwise
the Library's credibility would suffer. Harrison and Duree have even heard that voters
were told that the millage was not to be voted on. Precincts had different ballots which
caused confusion. Prichard thought it would be interesting to know how many of the counted
ballots had no vote on the millage.
Thomas heard that Springdale's negative feelings toward this millage issue could be
connected to their rejection isof. additional school millage, their increased property
assessments and their concern about their new City Hall. He reported that around the
state of the thirteen millage requests nine failed. Library Staff can tell patrons that:
"The Board is reviewing the options and the action that will have to be taken. The Library
is in the middle of the 1995 budget process which will be resolved in the next few weeks.
When the Library knows how much money will be available they will know which services
will have to be curtailed". Harrison and Thomas will meet with the City on November 22nd
about the next stage of the budget and should know then how much the City can provide in
1995. The City Council has been known to be swayed by a public hearing in December.
Harrison presented a reconsideration of a video. She and Duree felt the thirty minute
video presentation was good and had other documentation to back up their opinion.
Thomas recommended the patron be thanked for her interest.
Phillips included a Treasurer's Report (11/14/94). She has found that a Library CD
can be broken without penalty, as a special occurrence.
Duree noted that Peg Anderson, Chair of the Washington County Library Board, would like
to hold a special meeting about the millage results and future strategies.
The Board adjourned at 5:29 p.m. (Burdette, Phillips)
Submitted by,
Anne Prichard, Secretary
Follow-up reports will be given by:
Harrison - "deliquent" overdues
- overdues software