|Feb. 17, 2010|
BOARD OF TRUSTEES
The Craighead County Jonesboro Public Library Board met in special session on Friday, January 8, 2010 in the Civic League Room at the Main Library. Present for the meeting were Chairman, Mr. Mike Johnson, Vice-Chairman, Mr. Bill Davenport, Mrs. Sandra Burns, Mr. Ralph Waddell, and Mr. Wayne Wiggins, Ms. Phyllis Burkett, Library Director, Mrs. Nancy Dobbins, Business Manager, and Ms. Kellie Cobb, reporter from the Jonesboro Sun.
Mr. Johnson called the meeting to order.
A discussion was held on the property for sale by Ms. Margaret Imogene Baker located at 1014 S. Madison Street. The lot measures 60’ wide by 110’ deep. It is zoned as R-2 (multi-family). Library neighbor & Jonesboro City Councilman Mr. Jim Hargis spoke with Mayor Perrin who has agreed that the City will pave the lot if the Library purchases it for staff parking. Ms. Burkett stated that Library Architect, Mr. Jerry Brackett estimates 16 to 18 parking spots from the lot. Ms. Baker is asking $18,000. It was noted that Mr. Dunivan & Mr. Kochel were absent and both felt strongly that the price was excellent and highly recommended purchasing. Mr. Wiggins felt that the Library should make an offer of $15,000. The Board agreed that if she isn’t willing to come down on the price that perhaps she would be willing to take less in lieu of having a nice sign placed at the entrance to recognize her donation. The Board asked Mr. Waddell if he would do the negotiations for the deal. Mr. Waddell agreed to do the negotiations for the purchase. Mr. Wiggins made a motion to have Mr. Ralph Waddell do the negotiations to purchase the lot. Mrs. Burns seconded the motion which passed unanimously.
Ms. Burkett informed the Board that the new automatic doors on Cherry Street are opening & closing so often the cold air is pouring into the building. Ditta Door has been out to adjust the doors repeatedly and they insist it is not an adjustment issue. Mr. James Page HVAC Technician from Carrier is looking into a forced air curtain or placing another unit in the crawl space above the entry to help with the problem. More information will be gathered to bring to the February Board meeting on this problem.
Mrs. Burns made a motion to adjourn. Mr. Waddell seconded the motion which passed unanimously.
BOARD OF TRUSTEES
The Craighead County Jonesboro Public Library Board met in regular session on Wednesday, February 17, 2010 in the Civic League Room at the Main Library. Present for the meeting were Chairman, Mr. Mike Johnson, Vice-Chairman, Mr. Bill Davenport, Mrs. Sandra Burns, Mr. James Dunivan, Mr. Charles Kochel, Mr. Ralph Waddell and Mr. Wayne Wiggins, Ms. Phyllis Burkett, Library Director, Mrs. Nancy Dobbins, Business Manager, and Ms. Kellie Cobb, reporter from the Jonesboro Sun.
Mr. Davenport called the meeting to order since Mr. Johnson arrived after the meeting was in progress.
Minutes from the December 9, 2009 regular Board meeting, the January 11, 2010 called meeting and the February 8, 2010 Finance Committee meeting were presented for approval. Mrs. Burns made a motion to approve the minutes. Mr. Wiggins seconded the motion which passed.
The 2009 financial reports showing the final expense & income for ’09 were presented. Mr. Kochel made a motion to approve the 2009 financial reports. The Library ended the year with a carryover of $233,601. Mill tax collections were up 3% from the previous year. Mr. Davenport seconded the motion which passed.
Mr. Kochel reported that he had spoken with Mr. Pete Murphy, the account representative from Wells Fargo regarding an Investment Policy Statement for the Library. He expects to have it ready to present to the Board for approval in March at the called meeting for Craighead County Jonesboro Public Library after the Crowley Ridge Regional Board meeting. The Board discussed that the income received each year from the Dacus Investment account will be distributed at the February Board meeting and will be based on staff recommendations & requests for funding.
The Board reviewed revised CCJPL reports for the 2010 Income and 2010 Maintenance & Operations Budget. It is expected that fines will be down for the year over the projected $7,000 since none will be collected during the first three months of the year during the introduction of the new operating system. Ms. Burkett reported that after the December Board meeting she learned the Library will be receiving two checks for General Improvement Fund money. Craighead County is for $5,684 and Jonesboro is for $12,998. These are reflected on the Income report on line # 9. The CCJPL Materials budget was revised to cover the additional cost of adding downloadable books. Under Technology Service, $2,500 was shifted from the Equipment and the Software Budget to Maintenance & License Renewal to cover the cost of adding Microsoft Windows 7 & Microsoft Office. Lines # 32 & # 33 have been increased to reflect additional items which will be purchased. Some of this will be covered by GIF Mini-Grant money (explained in detail later in meeting). Each CCJPL location submitted the grants and each were awarded $955. A copy of the 2010 CCJPL Materials Budget was presented reflecting budget categories and including the new category for OverDrive Audio Books Downloaded. The Finance Committee reviewed these changes on February 11 and is recommending to the Board for approval. Mr. Waddell made a motion to approve the 2010 CCJPL M & O Budget revisions. Mr. Davenport seconded the motion whish passed.
Two bids to install an air curtain above the automotive door on Cherry Street were received. Carrier’s bid was in the amount of $4,729.32 and NE AR Glass/Ditta Door’s bid was for $3,840.00. Staff confirmed that the unit does have a control to cut heat on and off as needed. Mr. Johnson stated that the Finance Committee recommended going with the bid from NE AR Glass/Ditta Door since they installed the automatic doors and they also submitted the lowest bid. Mr. Dunivan made a motion to accept the bid from NE AR Glass/Ditta Door to install the air curtain on the Cherry Street entrance. Mr. Kochel seconded the motion which passed.
A list of furniture & equipment needs for the main library and branches was presented next. The CCJPL branches each received $955 via a GIF Mini-Grant which came from unspent excess state revenues. Each location submitted to the AR State Library along with their Grant application items that they needed or would like to have at their location. Staff at the main library was asked to inspect their department and submit items that they either needed or which were worn and needed to be replaced. The list of items submitted was evaluated and categorized by need within each department. Signage requests by the branches will come out of the Programming & Library Promotion budget. The main library would like to install a second book return just for audio visual to be placed in. There is enough space so it can be installed beside the current book return. The folding machine will enable the Circulation & Programming staff to get items out more quickly. The microfilm reader/printer will give the library two reader printers which will share the same printer. This will enable more usage. Ms. Burkett stated that she will come back with specifics for branch needs at the March CRRL Board meeting. The Mini-Grant could cover the cost of the wireless people counter requested by each branch with a little money left over to be spent on other miscellaneous items that they have requested. In the meantime, a few of the smaller items that they have requested which should come under office supplies might be purchased now. Ms. Burkett reminded the Board that the Library had already committed to matching the FOL funds for the Library Lawn Furniture Project. The Board reviewed the list and since they had no objection to proceeding with the requests they approved without a vote.
Mr. Waddell reported that he had reviewed the proposed contract between CCJPL & OverDrive to provide the service for the downloadable audio books. He stated that it was a standard three year contract and that he was only concerned with two items. He preferred that it renew for one year rather than two and that disputes should be settled in AR rather than in OH. Ms. Burkett reported that the Systems Administrator, Mr. Ben Bizzle did a great job negotiating with the company to get a 50/50 split rather than the original proposal by the company of 30/70 with 70% going to database access and 30% going toward purchasing the downloadable items. The total price will be $10,000 for one year. Mr. Waddell commented that it is difficult to get out of for “Breach of Contract”. Mrs. Burns made a motion to proceed with the OverDrive contract with the amendment to state that the contract will be renewed for twelve consecutive months and disputes are to be settled in an Arkansas Court of Law. Mr. Wiggins seconded the motion which passed.
Bids for bank account interest from five local banks were presented for review and approval. The rates ranged from .63% at Integrity First Bank to 1.151% at Simmons First Bank. In 2009 Integrity First Bank was the provider and gave the rate of 1.53%. The Finance Committee was shocked to see these rates when they met. The Board decided to have the staff ask First Integrity Bank if they were willing to keep the current pledge agreements in place on the accounts until the end of March. If they are, the staff should then contact the local banks around the first of March to see what type of rate they were offering at that time. Staff should also check with Liberty Bank to see if they will allow the Library to open two accounts with them at the rate being offered of 1.101% with the understanding that the staff will be checking on rates throughout the year and if a better rate is given the accounts could be moved. A decision will be made during the called meeting of the CCJPL Board at the March CRRL Board meeting.
Ms. Burkett stated that she and the Assistant Director, Mr. David Eckert recognized a need to develop a policy to assist employees in obtaining an ALA accredited MLS degree. The Board reviewed the policy presented for their approval. Mr. Johnson asked the number of hours it would take to achieve this degree and Ms. Burkett estimated it at 30hours. Ms. Burkett stated that the Library spent from $4,000-$5,000 in advertising and other costs when looking for the person to replace the former Assistant Director and only three candidates were received. She & Mr. Eckert both concluded that it might be best to “grow your own” by looking amongst your current staff to see if any of them are interested in continuing their education & obtaining this degree. The policy provides to candidates enrolled in an ALA accredited program offering a MLS degree reimbursement for the first twelve hours of coursework if they maintain a 3.0 grade average or better. The Library will then make application on behalf of the candidate to the AR State Library Scholarship program to fund the remainder of their coursework required to achieve their MLS. The candidate must meet all of the other stipulations outlined in the Assistance Policy. Mr. Johnson felt that if the Library invested the $3,000 spent on advertising to find a MLS on “growing our own” it was a no brainer. Ms. Burkett stated that there is three staff now who might be interested in this and that one staff person Mrs. Diane Sandberg who has a MLS and works in the Information Services Department has verbally stated that she intends to retire the end of May. Ms. Burkett asked Mr. Waddell to write the agreement between the Library and staff who will be participating. Mrs. Burns made a motion to accept the policy to provide assistance to staff in obtaining an American Library Association accredited Master in Library Science degree. Mr. Kochel seconded the motion which passed.
Bid specifications for the building insurance, boiler and workers compensation were reviewed. Mr. Brackett was consulted to find out if the replacement value used per square feet needed to be updated and he was satisfied with the current number being used. The values to replace the steel shelving were changed due to the cost of steel rising. With no other changes noted, the Board approved the specifications to be put out for bid without a vote.
Mr. Waddell gave a report on the lot at 1014 S. Madison. Mrs. Margaret Imogene Baker has been in and out of the hospital since January 9 and rather difficult to get in contact with. She indicated that she has had several offers on the lot and is not willing to take less than $18,000 plus the Library will pay closing costs. Mr. Dunivan made a motion authorizing Mr. Waddell to handle the purchase of the lot for $18,000 plus closing costs in accordance with his verbal agreement with Mrs. Margaret Imogene Baker. Mrs. Burns seconded the motion which passed.
Ms. Burkett reminded the Board that the CRRL Board will meet on Thursday, March 18 at 5:15 p.m. in the Round Room. CCJPL will also have a special called meeting on that night to address some business.
The meeting adjourned.