HomeMy WebLinkAbout1994-08-08 MinutesMinutes
Fayetteville Public Library Board of Trustees Meeting 8/8/94 at 4:00 p.m.
Attending: Mark Burdette, Jeff Koenig, Carol Phillips, Anne Prichard, Michael
Thomas - Trustees; Linda Harrison - Fayetteville Public Library Director;
Karen Duree - Ozarks Regional Library Director; Mary Jo Godfrey, Lynaire
Hartsell, June Jefferson, Susan Sissom, Lolly Maxey - Staff; Steve
Davis - Budget Coordinator for the City of Fayetteville
President Thomas called the meeting to order at 4:00 p.m.
Minutes for 7/18/94 were approved as presented with the correction of Sissom, on page
2 in the second and last paragraph. (Burdette, Phillips)
Harrison introduced Lolly Maxey who will be the new head of the Children's Department.
Thomas expressed the Board's congratulations and welcome to her.
Correspondence: a memo to Harold Dahlinger, 7/20/94, about the genealogy books damaged
during the Annex reroofing (Davis will ask Dahlinger what the next step should be and
will inform Harrison); a memo to Phyllis Rice, 7/19/94, about ADA rest room modifications;
letters, 7/20/94, to the two patronswho requested reconsideration of books in the
collection; a memo to Kevin Crosson, 8/2/94, of the final copy of the 1995 Operations
Budget submitted to the City (Davis explained that the City has a revenue driven budget
which will not allow expenditures to go above revenue, all City divisions were increased
42% for salary and 2% for general inflation to get the approximate 1995 expenditures or
a target budget); a memo to the Board, 8/5/94, of supplemental statistics to the
Operations Budget.
Koenig wondered if the In -House Materials Use numbers showed that the Library is doing
too much since similar usage counts for the Springdale and Rogers libraries are not as
high. Jefferson explained how the In -House Materials Use survey was based on the
American Library Association sampling methods. Thomas asked if the Library knows which
patrons use the Library the most. Sissom replied that local Fayetteville residents
enrolled at the University use this Library as a supplemental research facility.
Jefferson did not think that cutting back hours would deter users. Phillips called
attention to the fact that this Library is proud to offer its services and materials
free. Sissom told of the increased number of tours for local school classes with
specific study times for reference materials pulled especially for them and Godfrey
added that school groups even cometo use genealogy materials for a more personal
approach to history. Jefferson noted. that school groups come from all over the county
because the Fayetteville Public Library is a regional library. Harrison stressed that
these high numbers come from an average week, specifically picked for the survey as
average. Sissom remembered that when materials were being shifted in the Mullins
Library at the University of Arkansas, there was a flood of students coming to this
Library. Prichard thought construction noise, during the upcoming Mullins expansion,
will probably sendmany students to other libraries, the closest being this Library.
Koenig indicated that within a year the high school library will also be torn up.
Godfrey once asked for genealogy materials at Mullins and, instead of being sent to
Special Collections at the University, was directed to the Fayetteville Public Library
Genealogy Collection. Koenig then suggested having an average of the average usage
from 1990 - 1994. Davis thought the $19,000 and $8,000 one time supplementals should
be clearly stated as such.
Davis remembered that in 1990 the Library Board went to the City to say they did
not have enough money to buy books out of their operating funds. The City had a
separate reserve of money at that time which could be used for buying books.
Technically books are not an operating expenditure, historically the Library has
always bought books out of its operating income. When the City picked up book
purchases, it relieved pressure on the Library and allowed the Library Board to
reallocate those monies for operating expenses. It was a source of funding. Koenig
called attention to the difference between the amount of City monies for books in
1992, $70,000, the 1993 figure of $36,500, and in 1994, $50,000. The only way to
generate additional capital outlay money is through a 1U sales tax and unless you
bond some more indebetness, we are not going to seeany increase. Thomas figured
that the $179,624 from millage: was actually only $160,000 to begin with without the
extraordinary addition of $19,000 from the City. Harrison observed that County mill -
age money has traditionally increased annually by 5%. Koenig felt the average
increments should be shown.
Harrison presented a memo, 8/5/94, Update on Funding for Staff Turn -overs & Coverage/
Substitute Pool with recalculations for the previous figures to include the cost of
four evening hours a week for which the Library will be short $1.1,862.47. In all these
calculations, the Library would be closed. on Saturdays. Harrison assured Koenig that
the sick leave situation was getting better. There was much discussion of whether the
Library should be closed evenings or Saturdays, or both, to make ends meet. Harrison
and Koenig felt it would be a mistake to close at any time. Jefferson explained that
part of the millage campaign was to keep the doors open, not for more services. Koenig
mentioned the unrestricted reserve funds which the Board could use. Phillips reminded
the Board that these bequest monies were put into Long -Term Development with no con-
straints because everyday operational expenses would be met by the regular budget.
These bequests were to be saved for special projects such as automation. Previous
bequests were exhausted to get the building project started. The subsequent Expansion
Fund drive has only $28,000 left. Interestfrom these funds would not be enough for
everyday needs. Jefferson indicated that $55,872.87 was needed for the rest of the
year. Subtracting $38,000 ($19,000 from.both ORL and.. the City) would leave $17,200
needed to stay open evenings and Saturdays for the rest of 1994.
Koenig moved that up to $17,200 be taken from Long -Term Development to keep the Library
open on evenings and Saturdays for the rest of the year. (Burdette seconded the motion
in the name of discussion.) Koenig felt the City .Would have a lot more respect for the
Library if it used these funds to keepthe library up and running. Harrison mentioned
that the majority of the people who were in the Library.after 5:00 p.m. were actually
in the Library before 5:00 p.m. but it was popular for the Library to be open until
7:00 p.m. Koenig called the question and the Board passed the motion. (Phillips, no.
Burdette, abstained. Koenig and Prichard, yes.) Koenig then moved to keep the Library
open on Saturdays and that motion also passed. (Phillips, no. Burdette, abstained.
Koenig. and Prichard, yes.) Burdette summarized:that if, after the November 8th vote,
the Library did not have the additional millage requested, the Board would reconsider
the question of closings. Davis felt this would be consistant with the Library's
charter to preserve the Library as far as possible. This is similar to the time the
.City had no Capital Improvements when the City Sales Tax was kicked out. Then when a
special tax was requested, it passed.
The Board approved that Treasurer Phillips would present the remainder of the Brodbeck
bequest, $438.75, directly to Harrison to be put into Operating Funds. (Koenig, Prichard)
Harrison presented from Dr. Margaret Rule a request for reconsideration of a work: The
Twenty-third web by Richard Himmel. 1977. The Board, after some discussion, agreed to
leave the book in the collection, finding it no better or worse than contemporary fiction.
(Koenig, Burdette) Harrison will sent a letter to Dr. Rule.
Follow-up reports: Hartsell told of the Winnebago delays even though the Library
has expressed interest in their software for overdue books; Harrison stated that the
Library policy is to issue cards to permanent residents and therefore will no longer
issue cards to residents of the Salvation Army, which can not be considered a perman-
ent address, but those residents are welcome to use the Library at any time; the
problem of the metal gates is yet to be solved; bids for the genealogy computer
should be received in ten days.
Thomas suggested using a computer expert to facilitate the purchase of the overdue
software and the genealogy computer. He has spoken to an expert who cautioned that
some software and computers bought now might:not be compatible with later automation.
Duree cited a report, written for ORL, stating.that.it would take 13-14 months to
become on-line, probably in 1997 if the millage increase passes. Phillips looks forward
to seeing the bids or the computer., itself and a proposal for assistance from a computer
expert at the next Board meeting on 9/12/94. Koenig felt the expert could be considered
a supplemental resource that may or may not be used.
Burdette has been asked if a book collection drop box (for best sellers, etc.) could be
at an additional location. Harrison wondered who would be responsible for picking up
the box. The Friends always let the Library have first pick of the donations then the
rest goes to the book sale. Burdette also observed that the many hours donated by the
volunteers could have one librarian as the..coordinator. Jefferson indicated that each
department is so different that each volunteer needs to be specially trained. It is
unlike a hospital in this way and there has been the problem of having enough time to
train the volunteers. Harrison has been concerned that the Library does need someone
on Staff to coordinate the volunteers, to make sure that records are kept, that volunteers
are trained properly and know Library policy. Until now it has had to be a low priority.
Thomas knows that the Rogers library has thirty volunteers willing to give a minimum of
of three hours a week (almost all are checking books in and out). He also knows of a
volunteer who could be the coordinator at this Library. Duree observed that this has
had its historical problems. Phillips thought this concern should go back to the
Friends where there are several librarians. Perhaps they could take on the project of
coordinating the volunteers rather than Library Staff. Thomas felt these ideas should
be brought up again.
The Board ajourned at 6:15 p.m. (Koenig, Phillips)
Submitted by,
17,44
Anne Prichard, Secretary
Follow-up reports will be given by:
Davis - damagec3/genealogy books
Harrison - metal gates
Hartsell - overdue software update
Godfrey - bids and/or genealogy computer