HomeMy WebLinkAbout2012-08-20 MinutesFayetteville Public Library
Board of Trustees Regular Meeting
August 20, 2012, 4 pm
Minutes
Prepared by S. Daniel, Office Manager
Board members present: B. Boudreaux, S. Clark, D. Ferritor, S. Graham, E. Jordan and M. Rice. Board members absent: K. Agee.
Staff present: D. Johnson, S. Foley, L. Yandell, L. Greenwood, and S. Daniel. Others: J. Walsh of NWA Times.
I. The Board of Trustees meeting was called to order at 4:05 pm by S. Clark.
II. Special presentation: S. Clark presented an award to S. Foley for meeting the NEH grant fund-raising goal.
III. Minutes of 6.11.12: D. Ferritor moved to approve the minutes of 6.11.12; M. Rice seconded. All voted AYE.
IV. Reports
A. Management Reports
1. Key upcoming events: D. Johnson highlighted AETN Community Cinema Independent Lens with Kyle Kellams.
2. June -July strategic plan progress: D. Johnson noted the success of the summer reading program for all ages, the
Ancient Greeks Modern Lives series for adults, and Power of the Pen for veterans' groups. The space needs of the
library are being evaluated. For example, more shelving Is needed in the teen library as items must be rotated in
and out of the basement. A number of librarians attended ALA. The staff kitchen has been remodeled and a
bathroom has been installed on level 1. New lobby furniture has been placed.
3. June -July performance measures: D. Johnson noted all measures continue to trend upward. Our collection is
nearing its capacity of 300,000. Card holders are increasing, as is program attendance. At some of this summer's
programs, people had to be turned away for lack of space.
4. Summer Reading Program: L. Greenwood reported a successful summer with over 4000 in the reading program.
Teen attendance was down a bit from last year when the Otwell Teen Library opened to considerable fanfare.
B. Financial Reports:
1. S. Davis noted YTD Income Is almost $82,000 over budget. Personnel expenses YTD are $140,000 below budget due
to staff vacancies and a roll forward of monies from 2011. Total expenses are under budget almost $283,000 -
mostly in personnel and library material costs. There is a timing difference between receiving items and being
Invoiced. Detail on credit and debit card transactions is being collected ($20,000 YTD) which will enable this money
to be allocated to the proper line item. Most is fines and fees.
V. Old business
A. Dunaway update: D. Johnson noted a trial date is set for October. Jack Butt is doing the library's legal work pro bond.
0. Gala update: S. Foley distributed a draft invitation; 400 guests, including Mayor Jordan, are expected. Jim and Nancy Blair
will host a reception at KUAF sponsored by Uncit Chocolate. Attendees will enter on a red carpet, be photographed, and
receive swag bags and a DVD of the film. Friends are organizing a silent auction. Beth Mack has produced some bonus
features. The producers of 13 independent, short films are competing for a $1000 prize and inclusion in the feature film.
DVDs will be distributed to Fayetteville schools. The Foundation is purchasing event Insurance and FPL Is working with
Chief Tabor to ensure a safe evening. It is unknown whether President Clinton will attend.
C. Retirement plan update: D. Johnson noted the retirement plan has been amended so that new hires are automatically in
the plan at a 3% contribution. The Bank of Oklahoma conducted 2 days of retirement education for staff members.
VI. New Business
A. Draft budget: The draft base -level budget, submitted to the city in July, would use $354,000 in library reserve. However,
staff is working to reduce that number. We have asked the city for an operational transfer of $820000 to fund the 4%
raise given to library employees. A number of options are being considered to apportion the health insurance increase,
and some grants, not presented as income in the budget, will undoubtedly be received. The city council will vote on the
budget in October; the board of trustees will vote on a final budget at its December meeting.
B. Health Insurance renewal: D. Johnson noted United Health Care has been paying more in claims than it has received in
premiums. The first premium Increase presented to our insurance broker was almost 50%; Gallagher negotiated that to
less than half. FPL administration is in the process of deciding how to apportion the premium increase between staff and
library. The city is usingwellness and smoking incentives, and a rebalancing of the premium ratio between employer and
employee.
C. Vista contract: The Foundation board approved a budget of $77,000 Including approximately $30,000 for Vista. After
discussion, a new contract will be prepared for signature by Vista and the Fayetteville Public Library Foundation. The
Foundation will pay for Vista's services. n 7
4