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HomeMy WebLinkAbout2013-11-13 - Agendas - FinalFAYETTEVILLE PUBLIC LIBRARY Kim Agee, President Elizabeth Jordan, Vice President Maylon Rice, Treasurer We inspire imagination and foster learning. 1. Call to order Board of Trustees Special Meeting November 13, 2013, 4 pm AGENDA Ann Henry Board Room Brenda Boudreaux, Secretary Suzanne Clark 11. New business A. Health Insurance Decision B. Master Plan Phase 11 C. Possible partial/full dosing December 15 D. Board Retreat E. Budget 2014 111. Adjournment Susan Graham Charles Adams FAYETTEVILLE PUBLIC J I RARY Memo To: Fayetteville Public Library Board of Trustees Through: David Johnson, Executive Director From: Stephen Davis, Accounting & HR Manager CC: Fayetteville Public Library Management Staff Date: 11/12/2013 Re: 2014 Preliminary Draft Budget Summary Fayetteville Public Library's (FPL) draft budget is attached for Board review. This budget continues the migration toward a departmental budget presentation perspective. This budget development method will provide departmental managers with more comprehensive financial information and is a continuation of the budget/financial management changes initiated during 2012. The 2014 Budget presents a number of financial challenges that will need to be addressed in a financially sustainable manner. The key impacts on the Library's budget are: • Continuing to provide high quality library materials and programming services that are responsive to our library patrons; • Addressing the needs identified in the 2013 Master Plan process; • Maintaining state-of-the-art technology tools that meet the needs of the community; • Providing resources that complement instructional programs through the Fayetteville School District and other K-12 schools within Fayetteville; and, • Assimilating the City Hospital property into the FPL annual budget. Revenue FPL's revenues for 2014 are predicted to be $4,007,801. The table below compares Library revenues from 2012 through 2014. Revenue/Year 2012 Budget 2013 Budget 2014 Budget O•eratin• Revenue 372,576 416,565 428,400 Transfers 3,405,918 3,585,701 3,579,401 Total 3,778,494 4,002,266 4,007,801 1 The primary change in operating revenue has been the FINRA Grant that was awarded in late 2012 and is to be completed by the 2nd quarter 2015. This grant has had a corresponding increase in materials and programming services for this same period. Transfers change from 2012 through 2014 is from increasing the transfer from the Foundation for NEH programming and reducing the Unrestricted Transfer for Library Operations. This reduction was necessary because the Foundation has agreed to transfer $2.0 million from Unrestricted Capital Campaign Funds to FPL to purchase the City Hospital property. This unrestricted transfer will be suspended for the next several years. FPL has sufficient operations & maintenance reserves that can be accessed to offset this transfer reduction. During 2013, the Foundation transferred $117,536 from Unrestricted Capital Campaign investments to FPL for operations expenses. The overall conclusion is that operating revenues for the Library have been relatively flat for the past several years while program attendance and materials circulation has grown significantly. Expenses The following table provides an overview of FPL's operating expenses from 2012 through 2014. Expense Category/Year 2012 Budget 2013 Budget 2014 Budget Personnel Services 2,392,468 2,556,370 2,573,670 Library Services 594,926 701,362 853,426 Information Technology 249,000 260,743 142,900 Administrative Supplies 69,200 68,900 33,575 Administrative Services & Charges 335,249 342,125 465,221 Building, Landscape & Equipment Maintenance 203,270 188,500 167,700 Capital & Depreciation 68,655 66,500 21,500 Internal Transfers 0 -79,500 -158,000 Original Budget 3,912,768 4,105,000 4,099,992 One -Time Expenses: Master Plan Update 110,500 0 Financial & Donor Software 111,000 0 IT Purchases from 2012 40,946 0 Youth Services Copier 7,000 0 3D copiers 10,000 0 Sound System Upgrade 6,000 0 Marketing Canopy 1,000 0 Land 36,400 0 IT Capital 0 183,000 Facilities Capital 0 40,000 City Hospital Security & Utilities 0 0 58,385 Revised Expense Budget 3,912,768 4,427,846 4,381,377 The able above illustrates that as that the Library nears the ten (10) year anniversary, building assets purchased over the past few years are nearing the end of the planned and useful lives and require replacement and/or greater maintenance expenses. In 2010/2011 Library prepaid service contracts and database subscriptions all of which have cycled around for renewal. The 2014 budget contains the annual cost for carpet cleaning, conveyor inspection and generator inspection for an increased cost of approximately $45,000. • Page 2 Revenue and Expense Comparison Year 2012 Budget 2013 Budget 2014 Budget Revenue 3,778,494 4,002,266 4,007,801 Expenses after Internal Transfers -3,912,768 -4,427,846 -4,381,377 Total -134,274 -425,580 -373,576 Conclusion This proposed budget is submitted for Board consideration and discussion. FPL's budget does not have to be adopted until December so there is time for discussion. ® Page 3 October 29, 2013 Amendment #2 Contract Between Fayetteville Public Library and Meyer, Scherer & Rockcastle, Ltd. Dated February 21, 2013 for Master Plan of Library Services The Fayetteville Public Library (Owner) and Meyer, Scherer & Rockcastle, Ltd. (Consultant) agree to the following additions to the scope of work as defined in the Contract. I . Concept Design Prepare a concept design for the Fayetteville Public Library expansion as proposed in the Master Plan, completed as part of the Contract, and approved by the Fayetteville Public Library Board of Directors on October 28, 2013. This concept design will include: .1. Exterior site development including access to and exiting from the site. .2. Development of the parking requirements. .3. Integration with the city planning recommendations for this district including the proposed arts district along School Street. .4. Recommendations for locations of all departments in the building. .5. Recommendations for adjustments to existing functional arrangements as a result of the proposed expansion. .6. Concept design alternatives for the exterior that is integrated into the design of the existing library. .7. Refinement of the design based on public input. .8. Preparation of a Statement of Probable Construction Costs that includes the concept development for: 1.8.1. Mechanical, electrical, plumbing, heating and ventilations engineering systems 1.8.2. Structural systems 1.8.3. Architectural design 1.8.4. Furnishing, Fixtures and Equipment 2. Public Process The Owner and the Consultant agree that it is in the best interest of the citizens of Fayetteville that the design process be fully vetted, discussed and debated publicly.To this end, the Consultant will: 2.1. Prepare a preliminary set of alternatives for all work defined in Article 1.1-1.6 of Amendment #2. 2.2. Conduct a five (5) public meetings. These meetings will be conducted to present, discuss and refine the alternative design strategies.These public meetings will include a discussion of design options and the related costs associated with these options.The purpose of this cost discussion is to ensure the public are fully aware of the choices for the expansion and their associated construction and operational costs. 2.3. Conduct two (2) public meetings to present the recommended design and the related Statement of Probable Construction Costs. Ar: hi tc:.'.:;.r:_ 3. Deliverables The Consultant will deliver to the Owner the following: 3.1. Statement of Probable Construction Costs 3.2. Statement of Probable Costs for Furnishings, Fixture and Equipment 3.3. Concept design, reflecting the public process, including site plan, elevations, plans (diagrammatic without furnishings illustrated), sections, roof plan and two (2) fully rendered exterior views and one (1) fully rendered interior perspective view. 4. Schedule The Owner and the Consultant will cooperate to ensure a timely delivery of all deliverables in this Amendment. Based on a preliminary understanding of the Owner's stated intentions regarding the schedule, the Consultant has outlined below the estimated time required to complete the work. It is noted that these steps may overlap; therefore the total completion time will not equal the sum of all steps. The Owner reserves the right, however, to schedule these tasks non -sequentially as necessary for the public process: 4.1. Step I: Concept Design Alternatives (Articles 1.1- I.6) Twelve Weeks 4.2. Step 2: Public Process to Solicit Input (Articles Article 2.2) Twelve Weeks 4.3. Step 3: Final Design and Statement of Probable Costs (Articles 1.7-1.8) Twelve Weeks 4.4. Step 4: Public Process to Describe Recommendations and Budget (Article 2.3) Eight Weeks 4.5. Step 5: Complete Documents (Article 3.1-3.3) 4 Weeks 5. Compensation 5.1. The Owner and the Consultant agree that the estimated costs for the professional work, as defined in Articles 1 and 2 above are as shown in Exhibit A attached to this Amendment. 5.2. The Owner and the Consultant agree that this compensation will be paid on an hourly basis with a cost not to exceed Two -Hundred and Fifty Thousand dollars and no cents ($250,000.00.) 5.3. Should the Owner require any additional duties associated with the detailed requirements of the land acquisition, the Owner and the Consultant will discuss beforehand to reach a fair and reasonable cost for professional services. An Amendment to the Agreement will be executed before any additional work is commenced. 5.4. Reimbursable expenses will be invoiced at costs and are estimated to not exceed Fifteen Thousand dollars and no cents ($15,000.00) . See Exhibit A for estimated expenses. 5.5. The hourly rates used to determined the compensation in Exhibit A are based on the Consultant's billable rates for 2014.These rates will be adjusted annually on October 1, 2014 by an increase of five (5) percent . Should the Owner wish to extend the schedule beyond October I, 2014, the contract will be amended to include this increase for that portion of hours that occur within the 2015 fiscal year (October 1, 2014 through September 30, 2015.) V Architecni-. Interfax r...� Urban uen:;n esicn. cot This AMENDMENT is entered into on the twenty-ninth day of October, 29 2013 On behalf of the OWNER David Johnson, Director Fayetteville Public library Jeffi-ey A Scherer, FAIA, Founding Principal, Meyer, Scherer & Rockcastle, Ltd. Inte Amendment #2 ExhibitA Schedule of Compensation Task Person Concept Design Principal 200 $205.00 $41,000.00 Designer 180 $126.00 $22,680.00 Principal 120 $174.00 $20,880.00 Interior 200 $90.00 $ 18,000.00 Intern (documentation) Intern 400 $88.00 $35,200.00 Public Meetings (7) Principal 168 $205.00 $34,440.00 Local Architect Liaison with City and consultants Architect 250 $115.00 $28,750.00 Mechanical, Electrical, Plumbing, Heating and Ventilation Engineering concept and narrative $10,000.00 Structural Engineering concept and narrative $7,500.00 Civil Engineering concept and narrative $5,000.00 Statement of Probable costs for construction $ 12,500.00 Statement of Probable costs for furnishings, fixtures and equipment $2,500.00 Professional Renderings (2 exterior and I interior) 3 $4,000.00 $12,000.00 Estimated total professional services $250,450.00 Agreed cost -not -to -exceed $250,000.00 Estimated Reimbursable Expenses # trips # Rate Total Hotel for Scherer 7 3 $149.00 $3,129.00 Hotel for Larsen and Lesneski 2 4 $149.00 $1,192.00 Car Rental 7 3 $50.00 $1,050.00 Scherer Airfare MSP>XNA>MSP 7 1 $700.00 $4,900.00 Lesneski and Larsen Airfare MSP>XNA>MSP 2 2 $700.00 $2,800.00 Meals per Diem (Larsen, Lesneski) 4 2 $25.00 $200.00 Meals per Diem (Scherer) 7 3 $25.00 $525.00 Miscellaneous $1,200.00 Total $14,996.00 Hrs Fee Interior Design and Principal -in -charge Hr<I'u teaJre Inte,lo re; and Urban oeagn >r,