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.
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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.
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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
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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