Loading...
HomeMy WebLinkAbout2012-09-17 MinutesFayetteville Public Library Board of Trustees Regular Meeting September 17, 2012, 4 pm Minutes Prepared by5. Daniel, Office Manager Board members present: K. Agee, B. Boudreaux, S. Clark, D. Ferritor, S. Graham, E. Jordan and M. Rice. Staff present: D. Johnson, S. Foley, S. Palmer, L. Yandell, B. Holt, and S. Daniel. Others: J. Scherer of Meyer, Scherer & Rockcastle, J. Walsh of NWA Times and J. Taylor Swain of the Walton Art Center. I. The Board of Trustees meeting was called to order at 4:01 pm by S. Clark II. Library Growth and Space Requirements; D. Johnson reviewed the master plan for the current building and noted the 2020 projections for population, %of card holders, and circulation per capita are lower than actual trends. The result is that the building may be under -sized and he urged a discussion of possible space needs in the face of these changing dynamics: a. In 2020, population will be 5000 more than the original projection. b. In 2020, %of population with a library card is likely to reach 75,000 rather than the 420500 projected. c. In 2020, total circulation will approach 1.5 million instead of the 680,000 projected. D. Johnson suggested the need for an assessment of the library's space needs. J. Scherer proposed closely defining the scope of the project before estimating the cost of such an assessment. Involving the public, analyzing evolving technology, defining changing public expectations, and determining the next round of innovations are all components of a new study. MS&R could assist an internal committee with some of these tasks. Scherer is involved in a number of projects In this area which could bring down his consulting costs. His membership in the International Federation of Library Associations gives him Insight Into library trends. Staff will prepare a cost estimate for the next board meeting. Itl. Health Insurance Rate Increases — United Health Care: S. Davis noted the large rate increase (almost 50%) proposed by United Healthcare. FPL's broker negotiated the increase to less than 25%. Plan changes agreed to by the city of Fayetteville, including higher deductibles and out-of-pocket maximums, further reduced the Increase to 14%. In addition to developing an equitable plan for sharing this increased cost with employees, FPL Is planning for the implementation of the Patient Portability and Affordable Care Act (PPACA). Davis noted the discrepancy in healthcare premiums between FPL's 30 hour employees and 40 hour employees. The PPACA defines full-time as employees working 30 or more hours per week — thus FPL has moved to make premiums for these two groups more equal. Also, premiums must pass an affordability test defined as no more than 9.5% of an employee's W2 income. The rates proposed in the third option of the memo to the board accomplish these changes and is the option recommended by staff for approval. B. Boudreaux moved to approve the third option; M. Rice seconded. All voted AYE. IV, Draft 2013 Budget: Staff had a lot of Input Identifying library needs for 2013. The budget includes $25,000 for humanities programming using NEH funds anticipated to be granted by the Foundation as pledges materialize. It would pull $30,000 from one of FPL's 4 Investment funds, the Furniture and Equipment Fund, established to replace furniture as it wears out. State aid, set by the Arkansas legislature, has not been announced but is expected to be no less than in 2012. Staff will determine how Arsaga's rent was established and will have detail on PTO and ESL payout and accrual for the next board meeting. The draft contains $70,500 for performance-based raises and $26,000 for health insurance increases. The marketing budget has been increased to $26,400. The city will not be setting its budget until November. No action is required by the board of trustees at this time. V. Gala Update: Attendance has increased from 400 to 504. Additional tables will be in the children's library and Vista will provide additional viewing in this area. By consensus, the board gave the Executive Director the prerogative to open late, be dosed the day after the event, keep sections of the library closed, etc. A letter will go out with the ticket explaining parking, event schedule, drop off locations, and the part of the ticket cost that is tax deductible. All board members are Invited to the Undt Chocolate reception hosted by Jim and Nancy Blair. Legacy Blues is holding an after party, the DVD's cover has been designed by Sean Fitzgibbon, and additional viewings are being scheduled -for those who can't make the gala. AETN will show the video statewide at a time determined by the executive director. It is possible that NPR will take it nationwide. VI. Adjournment: D, Ferritor moved to adjourn; M. Rice Seconded. All voted AYE. Meeting adjourned at 5:35 pm. I % VII. D. Fidelity bond: S. Davis has determined that FPL takes in $250,000 in cash, checks and credit cards yet has no fidelity bond. The State Governmental Bonding Board denied our request for coverage. However, Region's Insurance offers a $25,000 bond with a $1000 deductible for an annual premium of $400. M. Rice moved to authorize the purchase of a $25,000 fidelity bond from Region's Insurance; B. Boudreaux seconded. All voted AYE. E. Use of P -Cards for Library Purchases: S. Davis described the library's procedure for the use P -Cards; no motion required. F. Space planning needs assessment: In a series of charts, D. Johnson demonstrated the library is reaching capacity in many areas Including collection size, program attendance, meeting room use, circulation per capita, and computer access. He suggested exploring options for expansion which could include building within FPL's existing foot print, constructing an additional building on the grounds of the soon -to -be -closed City Hospital, or building a branch elsewhere in the city. G. Additional board meeting: The board authorized a board meeting on September 17 at 4 pm to consider 3 items: space needs, health Insurance premium increases, and the draft budget. Executive Session: D. Ferritor moved to enter into executive session to conduct a follow-up to the Executive Director's 3 - month performance evaluation; M. Rice seconded. All voted AYE. Executive session began at 5:30 pm. M. Rice moved to come out of executive session and return to regular session; B. Boudreaux seconded. All voted AYE. Regular session recommenced at 5:52 pm. No action taken. Adjournment: B. Boudreaux moved to adjourn; M. Rice seconded. All voted AYE. Meeting adjourned at 5:53 pm.