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Home My WebLink About1994-08-01 MinutesMinutes Fayetteville Public Library Board of Trustees Special Meeting 8/1/94 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, Mim Neralich, Susan Sissom - Staff; Steve Davis - Budget Coordinator for the City of Fayetteville President Thomas called the meeting to order at 4:00 p.m. The Board approved the nomination of Koenig to fill the vacant position of Vice President. (Phillips, Burdette) The Board discussed the 1995 Operations Budget. Harrison presented three different budgets in various reductions of Staff and hours. The first budget had no reductions. The second had more Staff but no Saturday hours. The third budget had more Staff, no Saturday hours, the elimination of another day and would be open only one evening a week. Phillips suggested that the second and third budgets be eliminated and the Board concentrate on the first budget as the primary budget. Also in the Program Description, Objectives and Analysis for the City Council, the whole sentence describing the current situation should be in capital letters: FOR 1995, THE DESCRIPTIVE TERM FOR THE FUNDING OF THIS PROGRAM IS FAILURE. Scott Huddleston has told Harrison that this will not be edited. In the past, Kevin Crosson usually calls Harrison to defend the budget. This year, she would like the Board to defend the budget. Last year, $255,000 was the target budget, a compromise figure. Every year there is a target overrun sheet. This year, the short- fall is $38,000 to keep the doors open. In 1995, a total of $656,072 is needed to keep the Library open. On the Income Worksheet 1994 the City's target budget for the Library is $263,250. Harrison indicated that an additional $140,768 is needed from somewhere. Burdette asked about the 24.18 permanent positions for 1995 when the Federal guidelines suggest a national average size of 29.17 as appropriate. Harrison explained that even though 24.18 is not adequate, this will allow double coverage at all service areas for all hours. The Library will have a higher Full Time Equivalent number than other libraries because there are more separate areas and the service population of 74,262 is the largest in the area. Jefferson explained that the recent salary survey showed that the Fayette- ville Public Library was like no other library in the region partly becauseno other city was like Fayetteville. Koenig askedfor some justification of the figures, from a regional standpoint, for the jump from 16.80 FTE in 1993 to the requested 24.18 for 1995 and would like to see the FTE and service population figures for Springdale and Rogers for comparison. Jefferson called attention to the Fayetteville Public Library Service and Staffing Levels from 1989 to 1995 which shows that the FTE requested and the FTE received have not kept pace with the service demands. Harrison noted that the 30% increase in requested FTE for 1995 was because in years past there was never any indication from the Board that any more could be requested. Jefferson added that the Library has compared itself not only to the national average but to itself over the years and the increased level and demand for services throughout the year. Koenig wants to be able to say "we've been running short for all these years" if that is the case. Jefferson referred to the survey that showed: that the Fayetteville Library was the only one in the region that compared to the University of Arkansas library. The In -House Library Use was also comparable to the University of Arkansas library and means that the Fayetteville Public Library is a research library for this region. This Library does 75% more In -House use than Circulation and Circulation has grown by 30%. Koenig will support the request for increased funding, just give him the figures. Phillips remembers that the City requested that the FTE figures be held down with no gradual increases. Burdette wondered why the national average of 29.17 was not used instead of 24.18. If it is the national average, why not ask for it? Koenig reminded the Board to think of what is possible from the City. Maybe when the millage monies come in the national average FTE can be approached. Thomas cited the branch libraries in New York City which are below and the Dallas libraries which are above the national average and suggested using the number of books per population as a better figure. Davis spoke of the City's deferred compensation plan for City employees and the general long term debt which records salary and wage liability and at year's end is recalculated. Jefferson remembered that when the City adopted the recommended Hay Plan, this Library was asked to come into line with how positions were described, but it was not known that the retirementfplan that was suggested for. the City should have been put into the Library budget. The Library is still struggling with what they are supposed to be doing. Burdette asked if it is the norm for other cities to have city libraries without their employees being city employees? Duree knows that Fort Smith's library operates separately from the city and gets no city funding. Thomas wondered if there were other ways that Fayetteville Public Library employees could be closer to City employees. Davis mentioned that the actual FTE growth for 1990-1994 is 35%. Harrison emphasized that the Library FTE has been short all these years. Jefferson .can demonstrate that the FTE for just circula- tion shows that they do a lot more than is supposed to be done per FTE. Koenig remembers that when the physical plant was increased, more employees were added for the additional building but that did not help the staffing of the main building. He felt the best argument was that the Library has been understaffed from day one but that no more than the target budget will be given and the Library should realistically acknowledge that some services will have to be reduced. The Board then adopted the first budget with the understanding that there are no surprises in the additional material which Harrison will produce. (Koenig, Phillips) Thomas asked to have Building & Grounds Maintenance and Landscape Maintenance. defined. Harrison replied that Landscape Maintenance covers the plantings and bulbs whereas Building & Grounds Maintenance covers the mowing and raking of grass, etc. Burdette asked about the big jump in population figures between 1992 and 1993 on the Service and Staffing Levels chart. Harrison explainedthat these were figures received from the City budget preparation manual. Our service population figure is the County population, less the City population and 30% of the remainder added to the City population. Jefferson indicated that different figures are received at different times of the year. The 1992 City figures were updated in the 1993 City manual but the Library does not go back and recalculate. Therefore, the actual 1989-1992 population figures on this chart were higher than these figures which the City originally gave. It was a gradual increase that was not added in on this chart. Harrison remembered that the 1990-1992 figures were very conservative estimates. Davis reassured the Board that the City uses the same out- side sources for its figures. The only department that has had manpower increases similar to the Library projection for 1995 is the Police Department. Two years ago they realized they were understaffed. Calls for services were actually the key to the increase. Thomas requested more figures from Jefferson before his meeting with the Mayor in two days. Duree presented the 7/27/94 letter from Peg Anderson, Chairman of the Washington County Library Board,to Violet Isaacks of the Arkansas. State Library Board discussing funding for the Library for the Blind and Physically Handicapped (Talking Books) which is administered by the Ozarks Regional Library. The Board approved that a check for $250, presented by Phillips from the Estate of Mary C. Cravens, be added tothe Expansion Fund. Harrison has already expressed appreciation. (Koenig, Burdette) The Board adjourned at 5:15 p.m. (Koenig., Burdette) Submitted by, Anne Prichard, Secretary Follow-up information will be prepared by Harrison and Jefferson for .a•comparison of the FTE and service populations of Springdale, Rogers and Fayetteville.