HomeMy WebLinkAbout1995-08-14 MinutesFAYETTEVILLE PUBLIC LIBRARY BOARD OF TRUSTEES
Minutes of August 14, 1995, Meeting
Attending: Mark Burdette, Jeff Koenig, Carol Phillips, Steve
Singleton, Michael Thomas, trustees; Linda Harrison, Fayetteville
director; Karen Duree, Ozarks Regional director; Lynaire
Hartsell, June Jefferson, David Johnson, Lolly Maxey, staff.
Regular Meeting
President Thomas called the meeting to order.
Duree corrected a comment on circulation figure presented in
the August minutes. She said she did not think that Rogers
circulation figures were higher than Fayetteville circulation
figures. She also clarified a comment on obtaining articles
from the Internet, saying document delivery probably would cost
approximately $10 when periodical holdings became available
on CD-ROM. The minutes were approved as corrected (Burdette,
Phillips).
In discussing the statistical report, Harrison told Thomas that
when the number of hours the library was open was figured into
circulation totals, circulation at the library had increased.
Registrations have decreased, she said. Although on paper,
circulation is down compared to 1994, she said, more material
is being circulated during the hours when the library is open,
and those hours are fewer in 1995 than in 1994. The library
was closed on Saturday the first 13 weeks of 1995 and still
is operating four hours a week less than it was in 1994, Harrison
said. There is no way to project what the circulation would
be if those hours were still in the schedule, she said, but
it is significant to mention in light of budget requests.
The board took the opportunity to set a meeting for 11 a.m.
on August 18 to approve the budget request for the 1996 fiscal
year.
Thomas noted that for 1995, Fayetteville stands at a circulation
of roughly 132,000, compared to some 153,000 at the Springdale
Public Library. Registrations compare at 1,800 and 1,500, he
said.
Maxey noted that the reduction in program attendance was caused
by a higher number in 1994 that reflected two children's
librarians participating in a University of Arkansas program.
The board approved the statistical and financial reports.
Phillips noted that the library's grounds looked bad and that
the board should consider awarding the contract for maintenance
to someone else next year. For the amount the library is paying,
she said, the appearance should be better and should include
the areas around genealogy and the regional library office.
Singleton asked if the library was limited by city ordinance
to accepting the low bid on a contract. Harrison said she thought
the only way to avoid accepting a low bid was if it were made
by a company that had had a contract before and had not performed
satisfactorily. Burdette noted that the library should have
an option in a multi-year contract to get out of an agreement
if the company was not performing satisfactorily. Harrison said
there was. Harrison said the current three-year contract was
let for convenience.
Harrison presented the board with a list of staff proposals
for use of additional funding. Singleton said his reaction was
that some ideas, like restoring former service hours, would
be difficult to accomplish and that others, like a request for
puppets and new seating in the children's department, might
be secured with present funding. Specific amounts for items
would be helpful, he said.
Thomas asked about the staff proposal for an additional charging
machine. Harrison explained that both the children's department
and the general circulation desk each had only one machine with
which to check patrons' materials out. This overwhelms staff
members during programs in the children's department and upstairs
"virtually all the time," Harrison said. The machines cost
approximately $200-$300 a year, she told the board.
Phillips said she did not understand why the library didn't
have the money for such items as computers, charging machines
and stools. Harrison said it amounts to what, if any, money
is raised in addition to what the library already had, "plus
Friends, plus expansion fund . . . ."
Hartsell said that during certain periods of the day, 10 to
15 people may be waiting in line to check out materials. Harrison
said the situation can be relieved in the children's library
during story hours by borrowing a charging machine from the
regional library.
Phillips said that it didn't matter if the library were open
longer hours and had more staff members if it lacked such basic
equipment as an additional charging machine to serve the patrons.
Burdette asked about the request for a computer in the children's
department. Maxey said that for the children's staff to use
the computers upstairs, they must load materials on a book truck,
put them in the elevator, move them upstairs and work there,
taking staff away from patrons in the department.
Jefferson said the library was able to computerize records,
book lists, etc., only since the fall of 1994, when additional
funding allowed the retention of sufficient staff to allow
automation to be done. Additional staff members allowed desks
to be fully covered and allowed persons not assigned to the
service desks to input material into the databases.
Burdette said he felt certain that among the community were
people who owned an older version of the computers the library
is using, who had upgraded their systems and who would be willing
to donate the computer(s) to the facility because the older
models had no resale value. He suggested putting a notice in
the Friends newsletter asking for the equipment.
Phillips asked how much money was left in the expansion fund
that was not obligated. Harrison said approximately $4,000.
Thomas said the board appeared to be reactive, not proactive.
He said he would like to see the board take action on the staff
suggestions, because the staff members had taken time to put
the list together. He said he understood that three suggestions
-- maintaining staff and hours, increasing staff and hours and
increasing the book budget -- were tied to the city budget
process, but the other suggestions on the list (charging machine,
computer, puppets, etc.) could be acted upon immediately.
Harrison said, for example, that puppets for the children's
department would cost about $200 a year to institute what Maxey
wanted to do. Harrison said they are considering making the
request from the Friends.
Singleton said it had been his experience that if people were
asked for a specific item, they were more willing to give money
than if they were asked for taxes for unspecified items. He
suggested setting up a donation container with a specific request
attached to it.
Phillips indicated that making the request for puppets through
Friends would be an appropriate step.
Koenig proposed and Phillips seconded a motion to acquire a
computer for the children's department and a charging machine
for the main circulation desk.
Jefferson said during the discussion that the library
administration was trying very hard to develop long-term planning
on the computerization of the library and requested that the
implementation of computer capabilities in the children's
department be delayed somewhat, because it was not an emergency
situation. Thomas interrupted her by saying he was tired of
waiting. He said he was just told putting a computer in
children's would not be anything that would be torn out later
and that it wouldn't be a great expense.
Burdette suggested upgrading a computer upstairs and putting
the older model in the children's library. Koenig said Thomas's
frustration was the sense that the board was pulling the staff
members "kicking, grabbing and screaming into the computer age."
Jefferson and Harrison denied that, saying they just wanted
to make sure that every piece of computer equipment could be
used by every staff member and was compatible with other
equipment.
Singleton expressed concern over issuing "a blank check." Koenig
reframed his motion to state the library should purchase a 486-
60 system. Phillips seconded. The motion was approved.
Phillips said she was concerned about getting staff requests
and not acting upon them. She said she thought the staff could
easily think, "Why bother?" if the board doesn't respond to
staff input.
Maxey said she would like to add two wooden stools in the
children's library, replacing six old stools that could be
recovered at a minimal cost. The old stools are wrought iron.
she said, and they are not attractive, but they can be made
attractive with covering and they will not wear out.
A proposal to purchase wooden stools was approved by the board
(Burdette, Phillips). The board also clarified that it authorized
getting another charging machine.
Singleton asked about the need to replace carpet in the
children's department. He asked if there were a safety factor
and if the expenses would be covered. The board said they would.
He said he didn't know if, when staff members compiled the list,
they knew that the board would take care of the items listed.
Singleton said he had visited the Fort Smith library recently
and noted that that facility was open from 9 a.m. to 9 p.m.
Monday through Thursday, 9 a.m. to 5:30 p.m. on Friday and
Saturday, and open from 1 to 5 p.m. on Sunday. The library also
has a bookmobile and a branch library in a convenient suburban
location away from downtown, he said. Perhaps it would be more
useful to compare Fayetteville and Fort Smith than Fayetteville
and Springdale, he said, and showing what could be done with
a budget increase.
Duree said the Fort Smith library was included in a one -cent
sales tax with the county. Some city revenue from the tax also
was pledged to the library, she said. The library also is
supported by a one -mill library tax.
Singleton said it would help to tell the public what could be
made available if the funding could support it.
On the matter of the staff pension fund, Harrison said the staff
was content to let the fund remain where it is. Bank purchases
will continue through the next few years, Burdette said. He
said he was comfortable with the situation as it was.
Singleton said he had initiated contact to have an energy audit
performed on the building. He again obtained a name to contact
on the matter.
Koenig reported that the parking lot would be striped the next
week.
He also said a United Way application would be coming to Harrison
in the mail.
Koenig also said that he had gone through the same frustrations
that circulation staff had gone through in trying to reach the
providers of the overdues software. After a couple of weeks,
he said he finally reached the president of the company and
had a long conversation, during which the president said the
company had never had the kinds of problems the Fayetteville
library was experiencing with the software. He said the president
had pledged to stand by his company's commitment to the library
and that some changes might help the situation. He suggested
that Hartsell stay in contact with the company.
Johnson reported that work was going forward on
committee to obtain grant money from the city's
and restaurant tax for the genealogy department
deadline.
forming a
hotel, motel
by an October
Board and staff members discussed the recent Ancestor Fair and
its impact on the genealogy library and the Fayetteville and
Springdale communities. They also discussed how the event came
to be held at Springdale.
Burdette said seven volunteers had been placed; more applications
are in the works, and Genie Donovan is processing applications
as quickly as she can. All in all, about 15 volunteers soon
will be working at the library, he said.
Johnson said he thought a dinner or reception should be held
after hours in the library to demonstrate to the volunteers
how much they are valued. Burdette and Thomas said their only
problem with the idea was that it would cost money and the board
had pledged to the city and county that it would not spend
unnecessary funds. Board members suggested approaching the Bank
of Fayetteville, a corporate supporter, and other groups to
put the reception together at no cost to the library. Johnson
said the volunteers to be honored would amount to some 50
persons. They also suggested looking at February or March as
dates, or earlier, if just a reception were planned.
Maxey said a number of area business had been willing to donate
items or services to honor volunteers in the children's library.
Koenig noted that the Fayetteville School District had voted
to automate its library within three years. (Thomas bypassed
an agenda item to discuss regional library automation, saying
it would be covered at the next meeting.) Duree noted that more
electrical outlets would be needed at the regional library
office. Washington County, Duree said, may have to be creative
with its financing to come up with the money needed to automate.
The meeting was adjourned.
Respectfully submitted by:
Susan M. Sissom, staff
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