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