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HomeMy WebLinkAbout2012-10-15 MinutesFayetteville Public Library Board of trustees Regular Meeting October 15, 2017., 4 pin Minutes Prepared by S. banter, brliCe ManaaCr Board members present: K. AS CC, B. Boudreaux, D. Ferritor, S. Graham, and M. Rice. Board members absent: S. Clark and E. Jordan. Staff present: D. Johnson, S. Foley, S. Palmer, S. Davis, L. Greenwood, and S. Daniel. Others: D. Craft, Springdale Morning News. I. 'file hoard of Trustees meeting was called to or at 4:01 pin by K. Agee. H. Minutes ' A. Minutes of August 20, 2012 and September 17, 2012: D. Ferritor moved to approve; B. Boudreaux seconded. All voted AYE. Jr Reports A. Management reports 1. Key upcoming events: The GALA on 10.19 will be an historic event for Fayetteville. FPL is hosting David Shiple; aolhor of Working Poor, on 10.26 and Roy Reed, aullier of Bewnre Ol Umbv Dancers, on 13.16. Dave Barry will be the 2013 Roberta Fulbright author. 2. August—September Strategic Plan progress: Ozark Writers Live was a success, the Cinema Film Series is ongoing, and FPI. hosted the Fayetteville Roots Festival. Internet only cards were provided to all Owl Creek students. Several staff members went to PUG. FPI. installed a new high speed wireless infrastructure and replaced all 6S surveillance cameras which were defective. 3. August—September Performance Measures: D. Johnson noted patron visits have remained flat while all Other- measurements are climbing. A manual count determined the counters are 40% low. A solution is being researched. 11. Financial reports 1. Balance Sheet as of September. S. Davis noted we have $3.8 million in various accounts and liabilities of $342,000. 2. Profit & Loss Budget vs. Actual through September: 3. Budget to Actual as of 09/30/2012: Annual revenue budget Is $368,000; we have collected $397.,000 YTD. The majority of the additlonal is fines and fees. On the expense side, the total personnel budget B $2.4 million, YTD budget is $1.8 million, and we have spent $1.67 million. The Library Materials and Programs budget is $5881000; there Is 5176,000 remaining,. If the $103,000 remaining In the IT budget Is not spent, the board will be asked to to budget it for next year. Transfers from millage appear behind budget but roughly half of the total comes In the last 2 months of the year. In future reports, all the revenue—including transfers — will show on the front page. IV. Old business A. Dunaway update: D. Johnson noted that FPI. reached an amicable settlement, the details of which are sealed and cannot be discussed. He referred questions to J. Butt, the attorney who represented the library pro- bono. D. Perritor moved to send a resolution expressing the board's gratitude to J. Butt and his team. B. Boudreaux seconded. All voted AYE, R. Cala update: Jim and Nancy Blair are hosting a private reception at KUAP. The library is hosting a reception on the plaza. A sit down dinner begins at 7 during which bonus features and bloopers from the film will be shown. Among the speakers will be David Johnson and Mayor Jordan who will present a resolution to Helen Lewis. Live and silent auctions will precede the film that Starts at 8:30. Approximately 150-200 volunteers are helping with this event. All attendees will receive a copy of the DVD as will all public libraries and history teachers in the area. The remainder will be sold and distributed through UA Press with revenues going to the Foundation. C. Space planning needs assessment — cost estimate: J. Scherer has developed a proposal for a needs assessment- the precursor, to planning for expansion. planning for a branch Is an optional component of the proposal. Schemr's firm is a respondent to the city's request for qualifications; this satisfies state advertising requirements. The general process going forward is to form a selection committee, evaluate the city's respondents, interview those that best meet FPL's needs, select one, and negotiate a contract. M. Mice moved to go forward with getting the citys Inst of architects and planners and to spend up to $100,000 for the needs assessment. Motion failed for lack of a second. D. Boudreaux moved to approve moving ahead with planning for a space study and to authorize staff to take the required steps including obtaining the city's list of respo Idents to Its request for qualifications for architects and space 111minars. M. RICO seconded All voted AYR. V. Now business A. Arsaga's rent In response to a question at the previous mectint;,Maff I eviewod the contract with Arsagas. Rent is set at $1(1(10 Per month with n0 end date, though 30 days notice is requii cd to mnegotiata the tefrIIS- No action required or taken. B. Attendance numbers: 0. Johnson noted it martial count of visitors to the library, taken at different. tiaras and an diffrre:nt days, confirmed the automatic counter is consistently 40% low Staff is looking at new wC11110100y and will have a recommendation by thr. Decomber board meeting. C. PTO and MI. accrual and payout: S. Davis noted we are Still In Che Process of lialllot ing data and will have a report for the December board meeting. D. Recognin; Arkansas Arts Council and Torgot grants and inciease youth prof;ram funding: 0. ferriwr moved to approve the staff recommendation; M: Ince seconded. All voted aye. 1:. Closed days 2013. 0. fOn Ito' moved to accept the schedule proposed by the staff; M. RICO seconded. All voted AVE. til. Adjournment D. Pel "itor movecl to adjourn; it. 0oudr0aux ;ecmtdecl. All voted AYI'. Meeting adjourned at 'i:0:ipn1.