HomeMy WebLinkAbout2013-11-13 MinutesFayetteville Public Library
Board of Trustees Special Meeting
November 13, 2013 4pm
Minutes
Prepared by S. Daniel, Office Manager
Board members present: C. Adams, K. Agee, B. Boudreaux, S. Clark, S. Graham, E. Jordan, and M. Rice. Staff
present: D. Johnson, S. Davis, S. Foley, S. Palmer, L. Greenwood, B. Holt, D. Wax and S. Daniel. Press: Rose Ann
Pearce of NWA Times.
I. The Board of Trustees meeting was called to order at 4:01 pm by K. Agee.
IL New business:
A. Health Insurance Decision: FPL will stay aligned with the city due to better rates. Gallagher
Benefits has done educational presentations for staff; open enrollment is ongoing.
B. Master Plan Phase It: Professional costs to be $250,000 with about $15000 in
reimbursable expenses. The process is expected to require 12-18 months. No action
required at this meeting as the intent is only to initiate dialog around the schedule and
price:
C. Possible partial/full closing December 15: A partial closing is proposed for Bill Harrison's
memorial event. This is a Sunday when we are normally open 1-5 pm. At the close of
business on Saturday, library staff would clear out the building to allow for setup on Sunday.
Staff recommends closing magazine/media and the children's library. Library to be restored
to full operating condition by Monday, December 16. S. Clark moved to close the building
as recommended by staff. B. Boudreaux seconded. All voted AYE.
D. Board Retreat: D. Johnson has invited Bobby Roberts from CALS to define the steps of
library expansion, Stephen Smith to speak about the mechanics of a millage campaign, Bill
Mitchell to define the steps in a capital campaign, and Jeffrey Scherer to explain the next
steps in greater detail. Date scheduled is February 3, 2014 from 8:30 — 2:30 or 3 in the old
airport. B. Boudreaux will confirm availability of the airport,
E. Preliminary Draft Budget 2014: S. Davis introduced a draft budget, noting primary changes
in 2014 revenue include the lack of a transfer from the Foundation due to the purchase of
City Hospital and the FINRA grant. IT capital of $183,000 is for replacement of public
computers. Facilities capital is for replacing lobby furniture - funds to come from the
furniture replacement fund. While there is an IT fund of $397,000, it is intended to cover
network core replacement in 2015 conservatively estimated at $250,000. The expense to
secure city hospital is estimated at nearly $60,000, but the goal will be to tear down the
building ASAP. Securing the hospital will not commence until the contract has been signed.
Bids will be let for demolition; the goal is to make some money, or at least break even.
Past budget practice included prepayment of maintenance contracts and database costs
from monies left over at the end of the year. We didn't have that opportunity in 2012, nor is
it the best practice as you lose the match between revenues and expenditures for a given
year. Currently, we are out of some multiple year contracts. While we will continue to do
multiple year contracts if there is a significant cost saving, it will not be a common practice.
Looking at the revenue and expense comparison, the $425,000 showing in 2013 was rolled
from 2012. 2014 will require the use of reserves from IT replacement and reserves for
replacement of furniture. Expenditures exceed revenues by $373,576. Master Plan Phase II
is not included in this budget.
Revenues are not keeping pace with costs and FPL will need to identify a source of revenue
for these increased costs. Since inception, the library has relied on 1 mil and that's simply
become impossible. Millage revenue increases only 1.7% year after year. While the city
significantly increased the library transfer in 2004, it has not grown with inflation. The
State constitution provides a limit of 5 mils. Increasing this limit would allow those cities
that wished to spend more on their libraries to be able to do so.
M. Rice moved to go into executive session to review the Executive Director's job
performance. S. Clark seconded. All voted AYE. Executive session began at 4:46 pm. M.
Rice moved to come out of executive session. S. Clark seconded. All voted AYE. Executive
session concluded at 5:05 pm and regular session resumed. M. Rice moved "we the board
of the FPL have assessed the performance of the Executive Director, David Johnson, and we
have the utmost confidence in his leadership role at the FPL. Upon a motion we have raised
his annual pay to meet bench n1ark libraries with which we compare FPL. We are moving to
award him an annual salary of $112,000 going forward. (Effective January 1, 2014) The
results of his evaluation and benchmark salaries will be placed in his personnel file after the
December meeting. S. Clark seconded. All voted AYE.
D. Johnson requested a note confirming this motion be placed in his personnel file but to
delay the implementation of the raise until the budget could better accommodate it, The
board insisted on implementing the raise immediately.
M. Rice moved to adjourn; S. Clark seconded. All voted AYE. Meeting adjourned at 5:13
pm.