HomeMy WebLinkAbout1994-04-11 MinutesMinutes Fayetteville Public Library Board of Trustees Meeting 4/11/94 at 4:00 p.m. Attending: 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 - Library Staff; Steve Davis, Budget Coordinator for the City of Fayetteville Absent: Jeff Koenig - Trustee Vice President Thomas called the meeting to order at 4:00 p.m. After Thomas discussed the time frame for researching the overdues software program, which was not recorded in the Minutes of 3/14/94, Phillips. moved and Prichard seconded that those Minutes be accepted as submitted and the Board approved. Harrison presented correspondence from Jack Neel dated 2/21/94 and answered by Harrison on 3/22/94 concerning the condition of the men's restroom on the upper level. Harrison sent Phyllis Rice, Americans with Disabilities Act Coordinator for the City, on 4/6/94 an update on ADA compliance at the Library and information about the new ADA restrooms and elevator. Included with the memo was a list of the ten ADA changes needed (of which three are completed) and an estimate with sketch for the ADA restrooms dated 5/29/92. Phillips asked if two ADA stalls and basins were necessary when one stall and one basin might be adequate. Duree felt that since these restrooms would be used after-hours in connection with the Meeting Room, a single stall and basin might not be adequate for a large crowd of 75. Neralich reported the unusual occurance of having three wheelchair patrons in one week in the Children's Department. Normally only one wheelchair patron a month asks to be taken upstairs in the elevator. Godfrey, Jefferson and Sissom added that regularly patrons in Genealogy and the upper level need assistance with their walkers and can not use the stairs. Sometimes these patrons come into the Library from the street level to use Reference materials and sometimes they come in the lower level and use the ramp to Genealogy. Perry Franklin, Traffic Supervisor for the City, is trying to solve the problem of handicapped parking for the front of the Library. If no solution can be found, the sign there will be removed because presently that handicapped parking space does not comply with the Code and there have been complaints about it. The two lower level handicapped parking spaces are ADA compliant. The Library once owned a Telecommunications Device for the Deaf. Phillips remembers using it. Some time ago, the exterminator sealed it and put it into a cold room to discourage insects that wanted to live in its warmth. It looks like an old-fashioned typewriter case. Library Staff will search for it. Harrison presented Statistical Reports for March and for the first quarter of 1994. Weather related closings may account for some lower 1994 figures in registration, attendance and volunteer hours. The Financial Report as of 3/31/94 notes that the new copy machines brought in $696.35. Harrison presented specifications from Harold Dahlinger for the replacement of the Annex roof. Bids will be open 4/25/94. If a bid falls within the budgeted $18,000,. work could start before the next Board meeting. 2 A full report of the In-house Survey that ended two days ago will be given at the next Board meeting but Jefferson had a preliminary report ready. A total of 162 hourly tallies were taken during the six day period. Every hour on the hour Staff members or volunteers took a count of what materials were used within the Library. Even with signs and specific requests not to reshelve materials, the conscientious patrons did reshelving. Observation and actual counts were recorded. A total of 174.25 volunteer hours were devoted to the Survey, over and above the regular Staff hours to prepare, train, implement, set up and take down. This could not have been done without volunteers. There was a really good feeling of working toward a single goal. Jefferson reported on the Washington County Historical Society request for Confed- erate re -enactors to wait on Library property before moving out into the demonstrated lecture of the 4/18/1863 Battle of Fayetteville which will take place on 4/17/94. In conjunction with this, the Miniature Re-enactment Society will have an exhibit within the Library in the small display case. Publicity for exhibits in April and May has been completed by Jefferson and Sissom. National Library Week 4/17-23/94 is being celebrated all month at the Library. In April and May, patrons will be asked to write a short paragraph or sentence about how the Library has made a difference in their lives. These will be collected in a notebook and will be available for other patrons to read and could be used to show how local people have been affected by the Library and in future campaigns. Arkansas Heritage week 5/7-15/94 will be celebrated in the Library 5/2-15/94 with an exhibit publicized with other AHW activities in a register of events to be distributed nationwide: A Retrospective Exhibit of the Fayetteville Public Library, Its Staff and Their Cultural and Family. Heritage Through the Years. This is in keeping with the AHW theme: Faces of Arkansas Past and Present. Staff will bring in their own memorabilia, Arkansas historical items and the Library's own scrapbooks and archival pictures will also be on display. Sissom reported that beginning 5/16/94 Brenten Stevens, a local geologist and mineralogist, will bring in a display of minerals from his collection. In cooperation, Mike Howard, of the state geology office, will bring in some specific minerals only found within the state's travelling collection of minerals. He will be present 5/16/94 to donate to the Library some materials on mineralogy published by the state which he authored but are not in the Library's collection. He will also donate other monographs he has written on minerals in this area and donate other items to be sold by volunteers to the public with the proceeds going to the Library. Many out-of-state groups are interested in coming to Fayetteville to see this unusual exhibit and sale. The minerals on display will be so unusual and so specific that they will be recognized as part of the Stevens' collection. Both Stevens and Howard feel security is adequate. This display will run from 5/16/94 to 6/1/94 or longer in the big hall case near the front door. On 5/26/94 Sissom will interview Stevens for the newspaper and TV coverage. Thomas presented the 3/24/95 Minutes of the Washington County Public Libraries Millage Committee. He has received from the Chamber of Commerce lists of civic organizations and companies which he and Cam Couch will contact to solicit funds for the millage campaign (about 22 each). About $1000 has been received toward the low but realistic campaign fund goal of $6000. Commitments have been received from the Bank of Fayetteville to include campaign stuffers in their October statements, more than 12,000. The Bank of Elkins will include 6,000 and Mcllroy 12,000. None of the banks will pay for having the stuffers printed. At the Trustees Training Seminar it was suggested that the Library Director and other Staff should be taken as guests to community meetings to be more visible. It can be crucial to the campaign to get them out of the Library and introduced to the community but not as speakers. It was also pointed out that the Director and other Staff should belong to these organizations. 3 The Director should not be included in the millage campaign except for meeting the community. The Director has a Library to run and should not be asked to speak or keep the calendar of other speakers. Thomas offered to take on the scheduling responsibility of speakers. Proposed expenditures of the Expansion Fund were then discussed. Hartsell reported on the overdues program. She and the two Staff members most closely involved visited the new Rogers public library. Its new system is just up and running and they have not done much with an overdues program yet. Some basics of what the Rogers system will and will not do were discussed. They have purchased the more expensive option of Datatrek. Since Fayetteville's Library would be using only a tiny corner of the softwar for a circulation/automation system, it has been recommended by the Datatrek sales representative that Fayetteville purchase only the less expensive option. Hartsell had already come to the same conclusion. Datatrek will send a sample program (for a small amount of money) to use for a month. If their program is chosen this cost is deducted from the purchase price. Hartsell had hoped to have a side by side demonstration with Winnebago but this is not possible because Datatrek does not provide in-house demonstrations. Visiting other sites is difficult because of the time involved. The programs are not as different as they first appeared but it is hard to figure out their real capabilities. Thomas wondered what the University and other nearby libraries do for an overdues program. Duree knows that the in-house program used by Springdale was done locally for them and Springdale would not recom- mend it to anyone else. A lot of school libraries use Winnebago but the closest public library using it is in Lawton, OK. Both systems are within the $7,500 budget. Harrison received a call from the plumber today that he has put a tracer on the missing stall walls for the upstairs restrooms. He has the new sinks and cabinets but is waiting for the stalls so he can install everything the same day and not shut down those restrooms for more than a day. Harrison sent a memo to Kevin Crosson about the metal gates in the parking lot west of the Library to control traffic. Prichard asked if the metal posts and their unusable gas lights could be added to the metal work list - to be removed. Traffic posts at the lower level could keep people from parking under the overhang between the handicapped spaces. It is the only wheelchair cut the Library has. These posts could be removed for deliveries. The three office chairs have arrived. The computer for Genealogy is still waiting for the specifications. If any money is not spent from this Expansion Fund, the Childrens Department would like to request a coat rack and a book truck. Actually, about fifteen book trucks are needed in the Library. Thomas mentioned that the three separate specific requests for additional Staff hours had not been received or authorized. The final number of hours needed are not yet compiled. Thomas requested this again so that several projects could be completed. Harrison noted that now the in-house materials use survey is finished, those hours can be determined but she still does not know how many of those hours will have to be paid. Some Staff may be willing to take the additional time in compensation. As Hartsell gets closer to selecting the overdues software, she will have a much better idea of how much additional time will be needed for training. Davis presented a request from the Mayor's office for a background of the City's funding of the Library over the past five years in anticipation of the City Council or the Mayor having to make a statement concerning the Library millage campaign. The City is interested in the Library becoming more self-sufficient. The constraints felt by the Library budgetare felt by the City budgets. Anything that can be done to strengthen the various budgets should help all of us. If the millage request is voted, the Library will have additional funding. The City is also faced with the need for extra funding for infrastructure improvements and other areas. Nothing specific was in 4 mind when the statement was made. Phillips reminded those present that if the additional millage is approved November 1994, that money is not immediately forth- coming. Duree added that most.of the money would not be available until the end of 1995. Davis agreed that the monies could not be spent until 1996. Phillips asked Davis if the City wants to cut back on the Library budget or continue the same per- centage of the budget. Davis was not certain if any conclusions have been drawn. Thomas asked if a report/discussion of this was appropriate to bring to the City Council meeting - to put it on an agenda with Library Trustees present. Davis felt that at some point it would be appropriate. Harrison thought there will be an occasion when we will need to get a resolution from the City Council endorsing the millage request and at that time it might be appropriate. Duree explained again City vs. County millage. To come out ahead, two additional mills would need to be requested. The first mill would cover what the City would have to pay the Library or Regional to provide the services that Regional has been providing. Also, the Library would not receive the allocation of part of the County funds. Between the City allocation and covering Regional for the services provided, the first mill would be eaten up and the Library would be in the same place. Thomas felt that a request for two additional mills would cut the chance of passage dramatically. Phillips asked if it is fair to say: how the school district millage request goes, so goes the library millage request? Davis felt that it depends on how the school and the library present their requests. Duree will send Davis a complete set of materials explaining the millage question. She asked if the Mayor knew that the Fayetteville Public Library Board had voted for an additional one mill increase? The value of the Library buildings is approximately $1.4 million - the price at the time things were done - not a current value but historical costs. The buildings obviously have a much greater value. Thomas wondered if Davis knew if the Library was subject to liability and could be sued. Ninety percent of the suits deal with discrimination. The Library can not afford the insurance. Should the Library have a letter on file stating that the City Attorney would take on the defense? Trustees could be liable under certain conditions. Errors of ommission does not cover discrimination. Harrison is employed by the Board. Harrison and Thomas (for the Board) will send a letter to the City Attorney requesting clarification with copies to Rice and the Mayor. Phillips moved to adjourn, Prichard seconded, and the Board approved at 5:17 p.m. Submitted by, Anne Prichard, Secretary Follow-up reports will be given by: Jefferson - In-house Survey Hartsell - Overdues software program Harrison - Specific requests for additional Staff hours Thomas/Harrison - letter to City Attorney about Library and Trustees liability Harrison - Expansion Fund review