HomeMy WebLinkAbout2014-02-17 - Agendas - FinalFAYETTEVILLE PUBLIC LIBRARY
Kim Agee, President
Elizabeth Jordan, Vice President
Maylon Rice, Treasurer
We inspire imagination and foster learning.
Board of Trustees
February 17, 4 pm
AGENDA
Regular Meeting Ann Henry Board Room
Charles Adams
Brenda Boudreaux
I. Call to order
11, Minutes
A. Approval of minutes
1. December 16, 2013 regular meeting — page 2-3
B. Signed minutes
1. November 13, 2013 special meeting — page 4-5
2. October 28, 2013 regular meeting — page 6-7
Suzanne Clark
Susan Graham
111. Reports
A. Management reports
1. Key upcoming events — page 8
2. October -November 2013 Strategic Plan progress — page 9-11
3. October -November 2013 Performance Measures — page 12
B. Financial reports
1. 2013 Preliminary Financial Report and Budget Roll Forward — page 13-23
2. Balance Sheet as of January 31, 2014—to be distributed, if available
3. Budget to Actual as of January 31, 2014 — to be distributed, if available
IV. Old business:
A. Reschedule Board Retreat: Possibilities are Mondays in March, April 14
V. New business
A. Contract with MS&R for Master Plan, Amendment 2 — page 24-28
B. Revision to Inclement Weather Policy (PA -31) — page 29-31
C. Quiet Title Process re City Hospital
D. Approval of Gwyneth Jelinek's application for ASL scholarship funds — page 32-35
E. Update on Friends' history and election of new officers — M. Rice
F. Discussion of streaming board meetings
G. Appointment of new board member
VI. Adjournment
FPL press
Fayetteville Public Library
Board of Trustees Regular Meeting
December 16, 4 pm
Minutes
Prepared by S. Daniel, Office Manager
Board members present: K. Agee, B. Boudreaux, S. Clark, C. Adams, S. Graham, and M. Rice. Board Members
Absent: E. Jordan. Staff present: D. Johnson, S. Davis, B. Holt, L. Mandell, D. Wax, S. Palmer, L. Greenwood, S. Foley,
J. Atha, M. Burdette, S. Houk, W. Fitzgibbon. Others: Blair Johanson. Press: Rose Ann Pearce.
The Board of Trustees meeting was called to order at 4:00 pm by K. Agee.
II. New Business
A. Compensation Plan Update: B. Johanson presented an overview of the compensation study.
The process involved three phases: development of 31 job descriptions, a market salary
study where FPL was compared with 10 different entities, (mostly libraries) and salary
administration. The bottom line is that FPL lags the market by a little over 5%. Specifically,
there are some employees on the low side of the pay structure and a few that are over the
top of the pay structure. Recommendations:
1. Review and adopt the proposed internal equitable and externally
competitive pay ranges schedule as noted behind Tab 6 of this Job
Classification and Compensation Study Program.
2. Review and increase pay for six employees with current pay below the
proposed pay range minimums; the total annualized expense to bring base
pay to range minimums for the 6 employees will be $14,147.
3. Implement a 4% merit pay plan for 2014
4. Evaluate and utilize the employees' pay be range quartiles for future
employee pay adjustments and compensation budget planning.
5. Utilize the DBCompensation software to manage and maintain position
descriptions and ratings for new or revised positions.
6. Complete market pay studies on a bi-annual basis to evaluate and adjust the
internal pay grades.
M. Rice moved to approve recommendations 1, 2, 4, 5, and 6. S. Clark seconded. All voted AYE. M.
Rice moved to follow recommendation 3 only if the city decides to grant raises to its employees. B.
Boudreaux seconded. ALL voted AYE.
III. Minutes
B. Boudreaux moved to approve the minutes of the October 28, 2013 regular meeting and the minutes
of the November 13, 2013 special meeting; M. Rice seconded. All voted AYE.
IV. Reports
A. Management Reports
1. Key upcoming events: not discussed
2. October -November 2013 Strategic Plan progress: D. Johnson noted the
comprehensive holiday programming. Gathering of the Groups was a
success; After the Tsunami was well attended. FPL is in a consortium with
Overdrive meaning FPL and small surrounding libraries all contribute to the
purchase of eBooks. These books are then available to FPL patrons as well
as to patrons of smaller libraries. However, Overdrive has been selling our
consortium purchases to other groups which erodes what is available to our
patrons. While we have renewed the contract for another year, staff is
looking at other options. FPL participated in the city potluck, a reflection of
the library working with the city. Patrons were grateful to the facilities team
for removing ice and snow during the bad weather. The IT department is
deploying wireless printing for patrons which will relieve some pressure on
the reference department. Our connection to the Internet is being
increased from 20 megs to 100; patrons will see a huge improvement in
service. Forty new computers will be deployed to upgrade staff work
stations. The marketing team is moving forward with, "What do you do with
your card?" Internet only cards have been delivered to every student in the
school district.
3. October -November 2013 Performance Measures: Digital ciruclation,
Freegal use, and total circulation are up. Though we offered fewer
programs, attendance is up attesting to the quality of the programming.
2
Staff is evaluating how to measure computer use and the high level of IT
effort; statistics in 2014 may be reported differently.
B. Financial Reports
i. Bad weather delayed delivery of the financials; there are no reports for this month.
V. Old Business
A. The Board retreat will be February 3, 2014. Bill Mitchell has been added to the agenda to
discuss capital campaigns. The meeting will be held at Drake Field. Foundation Finance
Committee and board officers will be invited to attend
VL New Business
A. Budget: D. Johnson noted the draft budget presented at the last meeting showed
expenditures exceeding revenues by approximately $400,000. The proposed budget
presented herein is balanced with revenues exceeding expenditures by $584. We will be
drawing down 2 savings accounts, but leaving enough to meet their intended purpose.
There is funding for the compensation package approved earlier. M. Rice moved to adopt
the 2014 budget as presented; S. Graham seconded. All voted AYE.
VII. Adjournment: B. Boudreaux rnoved to adjourn; S. Clark seconded. All voted AYE. Meeting adjourned
at 4:49 pm.
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Fayetteville 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.
The Board of Trustees meeting was called to order at 4:01 pm by K. Agee.
II. 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 II: 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 GALS 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 11
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 rdark 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.
Fayetteville Public Library
Board of Trustees Regular Meeting
October 28, 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, L. Yandell, S. Palmer, L. Greenwood, B. Bolt, D. Wax and S. Daniel. Press:
Rose Ann Pearce of NWA Times. Others: J. Scherer of Meyer, Scherer & Rockcastle (via Skype), Matthew Cabe of
Allison Architects.
The Board of Trustees meeting was called to order at 4:00 pm by K. Agee.
II. Approval of minutes: M. Rice moved to approve the minutes of August 21, 2013. S. Clark seconded.
All voted AYE.
III. Reports:
A. Management reports
1. Key Upcoming Events: D. Johnson noted a successful Friends book sale and good attendance
at screenings of After the Tsunami, Upcoming events include Pete Early for the 10th annual
Gathering of the Groups and Crescent Dragonwagon.
2. Strategic Plan Progress: The SRP was popular and the Jim Lindsey documentary and Nancy
Hartney's book reading were well attended. Several staff attended ALA and PUG. We are
launching a new marketing campaign around, 'What do you do with your card?' that will
include the Mayor and other recognizable folks around town. John Roberts, CEO of JB Hunt
and Donnie Smith, CEO of Tyson spoke to the management tearn; their common thread was
that culture is the key to a successful organization. Elise Mitchell is to be the next speaker.
3. Performance Measures: Circulation of all types of items is up. Though we offered fewer
programs, there was higher attendance. Computer use down probably because people are
using wireless devices.
B. Financial reports
1. Balance Sheet: S. Davis reported assets of $3,586 million and liabilities of 5195,000.
2. Budget to Actual: Revenues and expenses are tracking as predicted. About 40% of millage
revenue comes in November.
IV. Reports Old Business
A. Health insurance options update: D. Johnson reported that detaching from the city for insurance
purposes would result in significantly higher premiums.
B. Master Plan approval: The master plan provides a road map for moving forward. The original
single purpose auditorium has been transformed to a multi-purpose room. While there has been
considerable discussion of branches, there was no turnout for the public input session at the
Wedington corridor where a branch is part of the city's master plan for that area. The next series
of input sessions will provide needed input about citizens' priorities. M. Rice moved to approve
the master plan; 0, Boudreaux seconded. All voted AYE.
1. Master Plan — Amendment 1: M. Rice moved to approve the additional scope of work within
the agreed upon original fee; S. Clark seconded. All voted AYE.
C. City Hospital property update
1. Ratification of Foundation's purchase plan: M. Rice moved to gladly and graciously accept
the Foundation's motion. B. Boudreaux seconded. All voted AYE.
2. Contract with Washington Regional Medical Center (walk on agenda item): Attorneys for the
Medical Center and FPL reached agreement Friday, October 25 on the terms of purchase.
Signing the contract and earnest money of 510,000 starts the 90 day clock for conducting
due diligence to include soil borings, a survey, and a phase I I environmental assessment. The
Stone Family, original grantors of the land, will be recognized. M. Rice moved to approve the
contract. S. Clark seconded. All voted AVE.
3, Due diligence: M. Rice moved to approve the soil boring/geotech agreement, the survey
agreement, and the phase II environmental assessment. B. Boudreaux seconded. All voted
AVE.
V. New Business
A. Library expansion, next steps: D. Johnson provided a time line with several key activities starting
in early 2014 including concept design alternatives with costs, public input sessions, and a
capital campaign. An election concerned with possible tax increases for operational costs is
slated for the second quarter of 2015 and the commencement of a capital campaign for the 3rd
quarter.
B. Summary of Petit Jean library construction retreat: D. Johnson noted Bobby Roberts provided
excellent information. He and Allison Architects will be part of a library board retreat being
planned for early next year. 6
C. Retirement plan update: S. Davis explained the plan must be updated every 5 years. If amended
and restated this year, there is no need to file for an IRS determination letter. Waiting requires a
determination letter and a $2500 fee. The main amendments codify previous board approved
changes, add a 457 (b) Roth option (no cost to FPL), and provide that terminated employees with
balances of $5000 or less are automatically removed. M. Rice moved to approve the amended
plan with an effective date of January 1, 2014. B. Boudreaux seconded. All voted AYE.
D. 2012 Annual Report draft: This report will be available online and printed only on demand.
E. Wednesday, November 13, 2013 at 4 pm is the tentative date for a board meeting to discuss the
2014 budget and the next steps in the library's expansion.
F. Future events: a memorial event honoring Dill Harrison held at the request of Jim Blair and
Haydon Mcllroy on December 15, 2013 and the 2014 RFS speaker, Maya Angelou, tentatively on
April 11, 2014.
M. Rice moved to adjourn; S. Clark seconded. All voted AYE. Meeting adjourned at 5:1.2pm.
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FAYETTEVILLE PUBLIC LIBRARY
Key Upcoming Events — February — March 2014
Super Smash Bros. Brawl Tournament
Tuesday, Feb 18 at 5pm
Delta Sigma Theta presents Black History Month Storytime
Saturday, Feb 22 at 10:30am
Read Across America Celebration
Sat, Mar 1 at 10:30
Celebrate Dr. Suess's birthday with us complete with a magic show featuring Tommy
Terrific, prizes, face painting, and birthday cake!
Newbery Award Winner — Christopher Paul Curtis
Author Talk — Children's Library
Thursday, Mar 20 at 1pm
Arkansas Art Center's ARTMOBILE
Sat, Mar 22 — Wed, Mar 26
Sponsored by the Starr Foundation.
I Have Found a Document, Now What?
Genealogy Workshop with Diane Giannini
Sat, Mar 29 at loam
FPL Author Series presents An Evening with Maya Angelou
Friday, April 11 at 7pm
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FAYETTEVILLE PUBLIC LIBRARY
Strategic Plan Progress Report
December 2013 —January 2014
Purpose: We inspire imagination and foster learning.
I. Programs & Services: We offer inspiring and relevant programs and services that engage the community's curiosity, provide
opportunities for education and self --improvement, and serve as the gateway to the library by addressing the diverse needs and
interests of our community.
a. Programs
Hosted youth programs that included Hanukkah, Gingerbread House decorating, Brian Kinder concert,
The Grinch who Stole Christmas, holiday movie, Holiday Bedtime Storytime, and Chinese New Year,
Hosted a reception for at students who contributed to the 2013 Wanderer, FPL's literary magazine.
iii. Hosted teen gaming tournament, Hobbit craft event, Minecraft tournament, Teen Advisory Board
meetings, monthly Free Flix, and Homework Helpers.
iv. Hosted memorial service for celebrated author William Neal Harrison.
v. Hosted Ozarks at Large Holiday Variety show which aired on KUAF radio Christmas Eve.
vi. Concluded first year of Smartinvesting@yourlibrary grant -funded events.
vii. Provided 4 eReader classes and Find It, Fund It: Grant Research class.
viii. Hosted 5 computer classes and first session of a series in Chinese Language and Culture (class
enrollment full within hours of advertising).
ix. Continued weekly yoga and gigong classes.
x. Hosted holiday Crimes and Clues Mystery Mix & Match book club and resumed Book Talk clubs.
xi. Discussed National Poetry Month events to be held in conjunction with Maya Angelou's visit.
xii. IT department ran audio setup for live KUAF Christmas show.
xiii. Launched 2"d Sunday Local Author event to support local writers by providing a monthly venue.
xiv. Continued planning Summer Reading programming.
xv. Initiated weekly meetings to continue planning for Dr. Maya Angelou's author event.
b. Services
Increased active hold request limits for patrons
Implemented changes to collection agency reporting allowing submissions based on billed items only.
iii. Initiated contact with the City Prosecutor for assistance with delinquent accounts.
iv. Provided database demo, tour and research assistance to Farmington High School AP English students.
v. Provided 3 individual research consultations and proctored 1 test.
c. Quality
d. Relevance
II. Collections: We will build and support collections that inspire the community with the resources they need to explore topics of
personal interest and continue to learn throughout their lives.
a. Satisfy your curiosity
Checked youth collections against School Library Journal's Best Books of 2013.
Checked youth media collection against the Top 100 DVD list.
iii. Checked adult print and eeook collections against Best Books of 2013 lists in Library Journal, Publisher
Weekly, Booklist, Kirkus Reviews, New York Times Book Reviews and NPR.
iv. Met with Ingram representative to discuss book purchasing alternatives to Baker and Taylor.
v. Continued exploring eBook options, including webinars from 3M and EBSCOHost.
vi. Expanded ReferenceUSA subscription adding US Jobs/Internships and US Consumers/Lifestyles.
vii. Ordered additional copies of Maya Angelou's titles for book clubs and the collection.
viii. Finalized 2013 ordering and rolled outstanding orders over in Polaris, allowing for a smooth ordering
transition between fiscal years with minimal interruptions in patron experience.
ix. Allocated 2014 collection budgets and resumed collection development earlier than previous years.
b. Inspire learning/imagination
9
III. Access: We will build and expand the ease and convenience of the library experience through virtual and physical reach to all in
the community, reflecting the FPL welcoming, convening and destination culture.
a. Browsability
Creating a juvenile World Language collection to mirror the adult collection.
b. Outreach partnerships.
Discussed partnerships with NWA Council and Greenway Trail.
Finalized plan with WRMC to distribute a book to all new mothers that lists our hours and programs.
Partnering with McNair School to bring Newbery author Christopher Paul Curtis to Fayetteville.
v. Working with the AR Arts Center to bring its Art Mobile and the George Fisher travelling exhibit to FPL.
v. Held a holiday pet food drive to support the city's Ranger's Pantry program.
vi. Worked with the Boys & Girls club on volunteer opportunities for its middle school leadership program.
vii. Continued planning for 2"d annual Fayetteville Literary Festival to be held October 1— 5, 2014.
viii. With P&G's sponsorship, completed the book replacement project in all the Reading Roadshow bags.
ix. Staffed an informational table at New School's Family Literacy Night.
x. Concluded Saving Money Makes Cents programs at three Washington County Head Starts.
xi. Met with Ozark Literacy Council to discuss partnership opportunities.
c. Virtual
i. Submitted Polaris enhancement votes.
ii. Issued 9,442 i -cards to Fayetteville Public School students
Reorganized databases on library website.
d. Physical
Upgraded Starr Island software to latest version of educational platform.
IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers.
a. Staff
i. Hired 2 pages; promoted Z. Larson and V. McMullen to Page II.
ii. Held FPL Christmas Party at the Garden Room.
iii. A. Low presented a Christmas story time at the Old Independence Museum in Batesville, AR.
iv. A. Low was asked to write a column for School Library Journal's Focus On series.
v. L. Greenwood served as a judge for the Washington County Spelling Bee.
vi. All reference staff completed intensive, self -paced Smartinvesting@yourlibrary reference training.
b. Boards
Friends of FPL held annual meeting.
c. Volunteers
Secured two new volunteers to shelve DVDs on the weekends.
Hosted Volunteer Holiday Brunch, 65 attendees.
iii. Provided volunteers for Bill Harrison memorial.
iv. Completed Wayfinding survey for City of Fayetteville.
v. Trained new Lending Hands volunteer, assigned to new Lending Hands patron.
V. Facility: Our consumer -friendly, sustainable facility will be safe, accessible, clean and support the requirements for quality
programs, services and collections.
a. Maintenance
i. Installed new mural in children's story time room, painted, and polished flooring.
ii. Cleaned carpet in computer lab, nonfiction, fiction, staff workroom, halls and entryways.
iii. Cut back monkey grass at front entry, ordered replacement lights for parking.
iv. Completed site survey and started Gov -deals process for city hospital.
b. Technology
Upgraded surveillance camera servers to latest software build.
ii. Began rollout of new staff Windows 7 Pro workstations.
c. Safety/Security
Inspected city hospital and proofed security plan.
Addressed issues on patron bags anriback packs in the library.
Vi. Communication: We maximize ongoing communication to increase awareness of the library and understanding of its value
and impact on the community.
a. Marketing plan
b. Public awareness campaign
Created first ads for, "What will you do with your card?" with Mayor Lioneld Jordan and volunteers
Eliose and Tom Gusman for Citiscapes magazine.
Created ad for Fayetteville Chamber of Commerce publication and website Livability Fayetteville 2014.
Created joint partnership ad for six NWA libraries for the Metro Guide to Northwest Arkansas 2014.
v. Created videos featuring FPL page Rachel Eaton for year-end fundraising.
v. Created and administered online Virtual Visit Challenge contest for FPS students to encourage visiting.
c. Operationalize brand
Created new summer reading slogan for FPLbrand to be used in conjunction with national ALA program.
d. Public relations
i. Distributed 9,442 FPL iCards to students in Fayetteville School System during December and January.
ii. Partnered with Cox Communications to promote Connect to Compete in exchange for Maya Angelou
and summer reading program air time.
Partnered with Fayetteville Parks and Rec. to promote summer programs for kids in Fayetteville.
e. Website
Hired Hybrid Forge to create a responsive web design for www.faylib.org.
Concluded Virtural Visit Challenge with FPS junior and senior high students, 244 participating.
Created Maya Angelou webpage to promote April 11 visit to FPL.
VII. Funding: As good stewards of the public trust, we will pursue diverse, sustainable funding.
a. Continued seeking Summer Reading funding from AR State Library and General Improvement Funds.
b. Met with Chancellor Hotel Sales Director about 2014 reduced rates.
c. Finalized Maya Angelou contract with agent.
d. Coordinated prizes and sponsorships for Internet Cards for FPS.
e. Distributed Roberta Fulbright 4`h Quarter direct mail booklet and email blast to donors — raised almost $50,000.
f. Solicited Cox Communications and KUAF sponsorship of Maya Angelou event.
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FAYETTEVILLE PUBLIC LIBRARY
Me
To:
Board of Trustees, Fayetteville Public Library
Through: David Johnson, Executive Director
From: Stephen Davis, Accounting & HR Manager
Date: February 17, 2014
Re: 2013 Preliminary Budget to Actual Report, Budget Rot -forward Request
Background
The 2013 Preliminary Budget to Actual Report is attached for review. (It is subject to change during the annual audit.)
The report shows that FPL has approximately $318,000 remaining unspent at the close of 2013. It should be noted
the 2013 budget anticipated using reserves of $444,000.
At the end of 2013 FPL had outstanding commitment or purchase orders that totaled $106,841 and needs to be
added to the 2014 Budget. These funds are part of the $318,000 that remained unspent as of December 31. The
commitments are listed in Table 1 below. Table 2 lists one-time projects and critical projects that were cut from the
2014 approved budget.
1
Table 1 2013 Commitments
Amount
Item or Project Budgeted in 2013
Amount
Purchase Orders Outstanding/commitments at 12/31/13
40,000
City Hospital Due Diligence — Bates & Associates
9,500
Ci Hos *la' Due Dili•ence — GTS Inc
13,700
Cit Hos•italDueDili•ence — EEG
7,500
Financial and Fund -Raising Software Upgrade
48,326
M, S, R Master Plan Phase 1
8,940
3D Printer (s) (approved during Feb 2013 meeting)
10,000
Web Site Im•rovements
4,875
Pro'ector Us. ade
4,000
Total Purchase Order/Commitments
106,841
Items Removed from 2014 Budget
Amount
Master Plan — Phase 2 - 2014 Cost
138,000
Distinguished Speaker Series
40,000
Administration—Professional Development
11,725
Facilities — Floor Finishes Maintenance
20,500
Youth Services — Summer Reading Program
11,000
221,225
Total Items Removed from 2014 Budget
13
Funding for the Purchase Order/Commihnents is from two (2) sources: General Operations Budget - $80,441 and Facilities
Reserve - $26,400. Proposed funding for the "Items Removed" is Long -Term Reserves.
The total budget adjustment requested is $328,066.
Recommendation:
Staff recommends approval of the proposed budget adjustment in the combined amount of $328,066.
s Page 2
14
1:31 PIN
02/13/14
Accrual Basis
ASSETS
Current Assets
Checking/Savings
Bank Credit
Bank Debit
General Operating Funds
Bank of Fayetteville -deposits
Petty Cash
Total General Operating Funds
Fayetteville Public Library
Balance Sheet
As of December 31, 2013
Arvest operating account
1st Security - payroll account
Schwab -Operating 4108-2175
Schwab Institutional -longterm
Schwab -long term Facilities repairs & replacements
Schwab -major repair & replacement of furniture & equipment
Schwab- major replacements of Tech. items, conveyor, phone system, catalog
Total Checking/Savings
Accounts Receivable
1200 • *Accounts Receivable
Total Accounts Receivable
Other Current Assets
1220.00 • Due to/ from other Gov. Units
1225.00 • Inventory Asset
1250.00 • Prepaid Expenses
1270.01 Due from Foundation
1270.02 Due from Friends
Deposit held by DataPath for initial Debit Cards use setup
Accounts Receivable
Total Other Current Assets
Dec 31,13
1,616.42
13,069.12
103,194.88
408.00
103,602.88
96,255.75
80,375.86
1,630,916.58
876,039.74
518,601.20
230,758.50
394,017.43
3,945,253.48
1,028.43
1,028.43
1,292,780.03
-113.98
9,923.59
86,305.64
11,300.24
1,200.00
1,635.51
1,403,031.03
Total Current Assets 5,349,312.94
Fixed Assets
Fixed Assets
1601.00 ' Buildings
1611.00 • Books & Publications
1613.00 • Equipment
Furniture & Fixtures
1700.00 • Accumulated Depreciation
Total Fixed Assets
20,984,715.22
1,805,015.97
1,512,740.19
240,460.66
-5,587,320.66
18,955,611.38
Library Owned Art 150,000.00
Total Fixed Assets 19,105,611 38
TOTAL ASSETS 24,454,924.32
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Page 1 of 3
1:31 PM
02/13/14
Accrual Basis
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
Accounts Payable
Total Accounts Payable
Fayetteville Public Library
Balance Sheet
As of December 31, 2013
Credit Cards
Pcard
SECURITY BANKCARD CENTER, INC.
SECURITY BANKCARD CENTER, INC.
SECURITY BANKCARD CENTER, INC.
Total Credit Cards
Other Current Liabilities
Accounts Payable -Other
A/P Vacation accrual
A/P Salaries & Wages Accrual
1927.15 • Bonus Payable
A/P Other Payroll Liabilities
1929.00 • A/P Sick Time
1930.00 • Accrued Sales Tax payable
Accounts Payable -Other - Other
Total Accounts Payable -Other
1950.01 • Due to Foundation
1950.02 • Due to Friends
Payroll Tax Liabilities
State Withholding Payable
State Unemployment Payable
Payroll Tax Liabilities - Other
Total Payroll Tax Liabilities
2110.00 • Direct Deposit Liabilities
Other Payroll Liabilities
Health & Dental Insurance
2330.00 • Vision Insurance
2340.00 • Vol. Life & AD&D
2345.00 • Voluntary Group Life
Accident & Disability Insur.
Cafeteria Plan
Health Savings Account
Supplemental Insurance
Retirement Contributions
Total Other Payroll Liabilities
Dec 31, 13
107,170.87
107,170.87
7,713.10
-6,530.21
8,385.12
-10,541.97
-973.96
119,394.46
33,288.45
8,000.00
22,673.36
35,675.49
-470.00
-15,669.07
202,892.69
9,932.09
3,684.21
6,423.23
1,111.11
1,591.44
9,125.78
-130.52
10,263.15
226.78
8.00
55.97
130.83
-216.49
1,421.95
573.74
25,190.26
37,654.19
Total Other Current Liabilities 263,158.44
16
Page 2 of 3
1:31 PM
02/13/14
Accrual Basis
Fayetteville Public Library
Balance Sheet
As of December 31, 2013
Dec 31, 13
Total Current Liabilities 369,355.35
Total Liabilities 369,355.35
Equity
Investment in Fixed Assets
Fund Balance -Undesignated
Fund Balance -Reserved
facilitie major repairs & rep
for reparis & replacements
f & f repairs & replacements
Total Fund Balance -Reserved
3900.00 • Fund Balance -Current Year Net
Net Income
Total Equity
19,360,325,12
3,807,224.30
397,384.16
267,480.41
222,486.88
887,351.45
183,441.50
-152,773.40
24,085,568.97
TOTAL LIABILITIES & EQUITY 24,454,924.32
17
Page 3 of 3
Revenue
State & Federal Aid
State Grant
Federal Grants
State Aid to Public Libraries
Revenue & Support
State & Federal Revenues
Designated Gifts
Grants & Designated Gifts
Grants & Program Fees
Not for Profit Center
Reading Road Show
Summer Reading Grant
FINRA Grant
Damaged and Paid Replacement Co
Brain Fuze Grant
Schmieding Grant
In Year Grant Awards
Adult Designated Gifts
Genealogy Designated Gifts
Childrens Designated Gifts
Miscellaneous MoneyJar
Designated Gifts Other
Program Fees
Research & Misc. Genealogy
Youth & Children Lock In
Cost of Writers Center
Contributions - Private Sources
Fayetteville Public Library
Traditional
BUDGET TO ACTUAL
Year Ended Dec 31, 2013
Annual 2013 YTD 2013 YTD 2013 Budget
Budget Budget Actual Remaining
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
$ 137,000.00 $ 137,000.00 $ 138,982.00 $ (1,982.00)
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00
13,000.00 13,000.00
5,000.00 5,000.00
35,000.00 35,000.00
28,835.00 28,835.00
0.00 0.00
9,000.00 9,000.00
0.00 0.00
4,730.00 4,730.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
Fine & Fee Revenue
Fine & Fees 0.00 0.00
Library Cards 1,000.00 1,000.00
Overdues 131,000.00 131,000.00
Lost and Paid 0.00 0.00
Damaged and Paid 2,000.00 2,000.00
Collection Agency Receipts 0.00 0.00
Refund of Lost & Paid 0.00 0.00
Credit and Debit Card to alloc 0.00 0.00
Rental and Misc. Revenue
Cafe Rental 12,000.00 12,000.00
Meeting Room Receipts 4,000.00 4,000.00
Copier and Printer income 21,000.00 21,000.00
Merchandise Sales 3,000.00 3,000.00
Sales -Textbooks 0.00 0.00
Miscellaneous Income 9,000.00 9,000.00
Short and Over 0.00 0.00
Interest, Dividend & Investment Gain/(Losses)
Interest 0.00 0.00
Interest -Operating 4,000.00 4,000.00
Interest-millage 1,000.00 1,000.00
Designated Fund Income 0.00 0.00
Realized Gain/Loss Investments 0.00 0.00
Unrealized Gain/Loss On Invest. 0.00 0.00
Garrison Management fees (5,000.00) (5,000.00)
900.42
11,020.00
1,135.00
39,000.00
49,657.50
0.00
0.00
0.00
30,059.92
0.00
0.00
0.00
3,315.37
1,630.00
0.00
0.00
0.00
1,210.00
0.00
3,586.70
119,881.89
(36.18)
11,858.83
0.00
(335.48)
0.00
12,000.00
3,441.80
21,804.41
3,500.50
0.00
9,975.44
(629.36)
7.83
262.16
0.00
54,061.83
0.00
(129,561.32)
(5,221.00)
(900.42)
1,980.00
3,865.00
(4,000.00)
(20,822.50)
0.00
9,000.00
0.00
(25,329.92)
0.00
0.00
0.00
(3,315.37)
(1,630.00)
0.00
0.00
0.00
(1,210.00)
0.00
(2,586.70)
11,118.11
36.18
(9,858.83)
0.00
335.48
0.00
0.00
558.20
(804.41)
(500.50)
0.00
(975.44)
629.36
(7.83)
3,737.84
1,000.00
(54,061.83)
0.00
129,561.32
221.00
See Accountant's Compilation Report 18 Page 1
Transfers
Inter -Agency Transfers
Transfer from City - Operations
Transfer - Millage
Transfer For Books
Transfer from City CIP
Grants - Other Governments
Transfer from FPL Foundation
Transfer from Friends
Total Transfers
Gain/(Loss) on Sale Of Assets
Sale of Fulbright building
Gain/Loss on sale of assets
Total Revenue
Fayetteville Public Library
Traditional
BUDGET TO ACTUAL
Year Ended Dec 31, 2013
Annual 2013 YTD 2013 YTD 2013 Budget
Budget Budget Actual Remaining
0.00 0.00 0.00 0.00
1, 654, 701.00 1, 654, 701.00 1, 650, 704.00 3,997.00
1,274,000.00 1,274,000.00 1,293,453.77 (19,453.77)
375,000.00 375,000.00 375,000.00 0.00
34,000.00 34,000.00 34,000.00 0.00
0.00 0.00 0.00 0.00
247,000.00 247,000.00 251,613.00 (4,613.00)
1,000.00 1,000.00 0.00 1,000.00
3,614,536.00 3,614,536.00 3,654,428.27 (39,892.27)
0.00 0.00 0.00 0.00
0.00 0.00 (11,992.04) 11,992.04
4,001,266.00 4,001,266.00 3,974,286.99 26,979.01
See Accountant's Compilation Report 19 Page 2
Fayetteville Public Library
Traditional
BUDGET TO ACTUAL
Year Ended Dec 31, 2013
Annual 2013 YTD 2013 YTD 2013 Budget
Budget Budget Actual Remaining
Operating Expenses
Personnel Services
Administration 578,080.00 578,080.00 526,357.40 51,722.60
Adult Services 292,616.00 292,616.00 308,135.71 (15,519.71)
Tech Services 117,803.00 117,803.00 130,483.78 (12,680.78)
Youth Services 240,144.00 240,144.00 224,187.74 15,956.26
Circulation 425,020.00 425,020.00 355,042.69 69,977.31
Facilities 93,708.00 93,708.00 94,991.64 (1,283.64)
Wages -Unclassified 0.00 0.00 (332.92) 332.92
Bonus 6,296.00 6,296.00 6,295.32 0.68
Post Employment Disbursement 0.00 0.00 0.00 0.00
Vacation Time Used 196,200.00 196,200.00 201,568.40 (5,368.40)
Sick Time Used 49,700.00 49,700.00 26,687.79 23,012.21
Salary Contingency 25,819.00 25,819.00 0.00 25,819.00
Payments to UA for Work Study 3,000.00 3,000.00 3,027.68 (27.68)
Contract Labor Expenses 3,300.00 3,300.00 316.74 2,983.26
Contract Cleaning Service 4,900.00 4,900.00 7,113.02 (2,213.02)
Contract Cleaning Service 600.00 600.00 101.11 498.89
Employee Benefit Expenses
Health & Dental Insurance 138,700.00 138,700.00 122,734.35 15,965.65
Health Savings Account Expense 14,400.00 14,400.00 12,563.10 1,836.90
Voluntary AD & D 2,300.00 2,300.00 1,101.51 1,198.49
Long Term Disability 4,700.00 4,700.00 4,012.93 687.07
Life Insurance 3,600.00 3,600.00 2,770.86 829.14
Retirement Contributions 170,050.00 170,050.00 167,697.93 2,352.07
Retirement Plan Expenses 12,000.00 12,000.00 10,556.14 1,443.86
Workers' Compensation 7,000.00 7,000.00 5,059.00 1,941.00
Advance EIC Payments 0.00 0.00 0.00 0.00
Payroll Related Taxes
FICA/Medicare Expense 148,900.00 148,900.00 144,803.48 4,096.52
Unemployment Insurance Expense 19,000.00 19,000.00 12,800.17 6,199.83
Other Payroll tax expenses 0.00 0.00 0.00 0.00
Total Personnel Services 2,557,836.00 2,557,836.00 2,368,075.57 189,760.43
See Accountant's Compilation Report 20 Page 3
Fayetteville Public Library
Traditional
BUDGET TO ACTUAL
Year Ended Dec 31, 2013
Annual 2013 YTD 2013 YTD 2013 Budget
Budget Budget Actual Remaining
Library Materials & Programs
Office Supplies- Adult Service 1,000.00 1,000.00 647.42 352.58
Office Supplies- Tech Services 1,000.00 1,000.00 63.38 936.62
Office Supplies - Youth Service 1,000.00 1,000.00 502.16 497.84
Office Supplies - Circulation 2,000.00 2,000.00 4,965.74 (2,965.74)
Adult Programming 12,000.00 12,000.00 8,276.86 3,723.14
FINRA Supplies 5,000.00 5,000.00 5,809.94 (809.94)
Youth Prograrns 6,000.00 6,000.00 494.83 5,505.17
Young Children Prog. & Supplies 12,000.00 12,000.00 18,453.29 (6,453.29)
Teen Supplies 6,500.00 6,500.00 5,027.42 1,472.58
Children's Program Lock 10 0.00 0.00 0.00 0.00
First Thursday 1,150.00 1,150.00 1,150.00 0.00
Processing Supplies 36,500.00 36,500.00 32,249.40 4,250.60
Merchandise for Resale 0.00 0.00 4,904.25 (4,904.25)
On-line Databases 45,777.00 45,777.00 74,303.82 (28,526.82)
Print Books 315,500.00 315,500.00 287,763.79 27,736.21
Marc Records 0.00 0.00 247.50 (247.50)
0 Books - Advantage 58,000.00 58,000.00 24,619.84 33,380.16
6 Book Platform 0.00 0.00 3,999.88 (3,999.88)
E Books 0.00 0.00 0.00 0.00
E Books -Consortium 0.00 0.00 16,652,13 (16,652.13)
Adult & Genealogy Materials 35,000.00 35,000.00 2,601.76 32,398.24
Periodicals 14,000.00 14,000.00 11,617.65 2,382.35
Film/DVD 50,000.00 50,000.00 42,811,97 7,188.03
Audio 9,000.00 9,000.00 30,087.06 (21,087.06)
Audio Visual 0.00 0.00 0.00 0.00
Music 6,000.00 6,000.00 4,343.89 1,656.11
Programming Services - Adult 17,700.00 17,700.00 21,229.09 (3,529.09)
FINRA Programming 28,835.00 28,835.00 9,704.62 19,130.38
Programming Services - Youth 17,200.00 17,200.00 32,990.73 (15,790.73)
Programming Services - Teen 4,500.00 4,500.00 4,213.40 286.60
First Thursday - Performers 3,580.00 3,580.00 2,880.00 700.00
NEH Programming 0.00 0.00 0.00 0.00
Circulating Equipment 8,500.00 8,500.00 1,728.39 6,771.61
Gaming Devices & Supplies 0.00 0.00 60,45 (60.45)
Volunteer Recognition 4,200.00 4,200.00 387.92 3,812.08
Volunteer Outreach Programming 14,550.00 14,550.00 12,709.15 1,840.85
Library Programming Supplies 0.00 0.00 0.00 0.00
Library Programming Services 0.00 0.00 112.12 (112.12)
Library Materials 0.00 0.00 87.95 (87.95)
Total Library Materials & Programming 701,942.00 701,942.00 654,788.58 47,153.42
Information Technology
Computer Software - Application 87,059.00 87,059.00 45,468.70 41,590.30
Computer Software 0.00 0.00 27,211.41 (27,211.41)
Computer hardware & supplies 0.00 0.00 69,207.12 (69,207.12)
Computer 35,000.00 35,000.00 18,815.13 16,184.87
Software Maintenance 63,430.00 63,430.00 21,367.18 42,062.82
Computer Equipment Maintenance 2,000.00 2,000.00 20,773.39 (18,773.39)
Computers & Tech. - Schmieding 0.00 0.00 0.00 0.00
Computer & Technological Equip. 141,700.00 141,700.00 59,311.41 82,388.59
Total Information Technology
824,001.00 824,001.00 815,490.94 8,510.06
See Accountant's Compilation Report 21 Page 4
Administrative Supplies
Administration Supplies
Vending Machine Supplies
Marketing & Community Relations
Supplies for FPL Foundation
Office Supplies - Facilities
Cleaning & Maintenance Supplies
Small Tools & Equipment
Total Administrative Supplies
Fayetteville Public Library
Traditional
BUDGET TO ACTUAL
Year Ended Dec 31, 2013
Annual2013 YTD 2013 YTD 2013 Budget
Budget Budget Actual Remaining
27,000.00 27,000.00 24,743.76 2,256.24
750.00 750.00 1,061.18 (311.18)
19,650.00 19,650.00 3,224.90 16,425.10
0.00 0.00 0.00 0.00
500.00 500.00 486.48 13.52
21,000.00 21,000.00 13,409.67 7,590.33
0.00 0.00 463.25 (463.25)
871,401.00 871,401.00 844,520.78 26,880.22
Administrative Services & Charges
Public Notification 2,500.00 2,500.00 93.60 2,406.40
Marketing & Public Relations 7,750.00 7,750.00 24,235.17 (16,485.17)
Postage 20,000.00 20,000.00 10,479.80 9,520.20
Postage - Marketing 0.00 0.00 0.00 0.00
Equipment Rental 0.00 0.00 249.19 (249.19)
Utilities 0.00 0.00 0.00 0.00
Telephone & Internet 42,000.00 42,000.00 37,358.26 4,641.74
Natural Gas 28,500.00 28,500.00 14,187.08 14,312.92
Electricity 92,400.00 92,400.00 108,246.17 (15,846.17)
Municipal Water 12,700.00 12,700.00 15,886.20 (3,186.20)
Other Utility Expense 5,500.00 5,500.00 0.00 5,500.00
Contract Services 0.00 0.00 0.00 0.00
Drop Box Pickup 9,000.00 9,000.00 6,840.00 2,160.00
Insurance -Liability 7,000.00 7,000.00 4,565.35 2,434.65
Equipment Rental & Lease 0.00 0.00 0.00 0.00
Professional Library Services 0.00 0.00 2,399.00 (2,399.00)
Audit Expense 19,000.00 19,000.00 17,900.00 1,100.00
Legal Services 2,000.00 2,000.00 0.00 2,000.00
Outside Services 3,200.00 3,200.00 3,766.07 (566.07)
Other Professional Services 148,750.00 148,750.00 131,648.86 17,101.14
Software Conversion 111,000.00 111,000.00 54,020.75 56,979.25
Membership Dues 0.00 0.00 2,365.50 (2,365.50)
Dues, Memberships & Subscriptio 1,000.00 1,000.00 419.78 580.22
Travel, Lodging & Meals 17,500.00 17,500.00 12,885.22 4,614.78
Mileage reimbursement 1,000.00 1,000.00 3,193.96 (2,193.96)
Training & Professional Develop 24,875.00 24,875.00 20,154.30 4,720.70
Training - State Scholarship 0.00 0.00 0.00 0.00
Travel - Grant Funded 0.00 0.00 (330.60) 330.60
Recruiting Expenses 0.00 0.00 0.00 0.00
Employee Recognition 2,500.00 2,500.00 3,962.21 (1,462.21)
Uniforms 2,100.00 2,100.00 4,332.25 (2,232.25)
Bank Service Charges 3,000.00 3,000.00 1,152.45 1,847.55
Total Administrative Services & Charges 1,427,076.00 1,448,576.00 1,315,547.69 111,528.31
Maintenance
Building & Grounds 0.00 0.00 0.00 0.00
Building Maintenance 161,500.00 161,500.00 144,310.99 17,189.01
Landscape Maintenance 22,000.00 22,000.00 21,882.53 117.47
Equipment Maintenance 1,500.00 1,500.00 25,744.31 (24,244.31)
Office Machine Maintenance 4,000.00 4,000.00 10,054.24 (6,054.24)
Suspense 0.00 0.00 0.00 0.00
Total Building, Landscape & Equipment Maintenance
1,588,576.00 1,610,076.00 1,459,858.68 128,717.32
See Accountant's Compilation Report 2 2 Page 5
Transfers Out
Facilities Designated fund
Furniture & Equip Replacement
Technology Replacement
Transfer to Foundation
Transfer to Friends
Total Internal Transfers Out/(In)
Capital & Depreciation
Fixed Assets
Furniture & Equipment
Furniture & Equipment (sm. $)
Building Improvements
Depreciation Expenses
Total Capital & Depreciation
Total Operating Expenses
Transfers
Transfer from Friends
Total Transfers
Other Expenses
Other Expense/Income Adjustment
Total Other Expenses
Net Revenue (Deficit)
Fayetteville Public Library
Traditional
BUDGET TO ACTUAL
Year Ended Dec 31, 2013
Annual 2013 YTD 2013 YTD 2013 Budget
Budget Budget Actual Remaining
(16,500.00) (16,500.00) 0.00 (16,500.00)
(50,000.00) (50,000.00) 0.00 (50,000.00)
(13,000.00) (13,000.00) 0.00 (13,000.00)
0.00 0.00 9,618.44 (9,618.44)
0.00 0.00 5,151.27 (5,151.27)
1, 572, 076.00 1,593,576.00 1,459,858.68 112,217.32
0.00 0.00 4,478,86 (4,478.86)
74,000.00 74,000.00 47,983.46 26,016.54
0.00 0.00 17,758.77 (17,758.77)
26,500.00 26,500.00 18,750.00 7,750.00
0.00 0.00 0.00 0.00
1,672,576.00 1,694,076.00 1,548,829.77 123,746.23
4,445,692.00 4,445,692.00 4,127,060.39 318,631.61
0.00 $ 0.00 $ 0.00 $ 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
(444,426.00) (444,426.00) (152,773.40) (291,652.60)
See Accountant's Compilation Report 23 Page 6
December 23, 2013
Amendment #2
Architecture
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. It is specifically understood and
agreed that this work will be completed in two phases as follows:
Phase A: January I, 2014 - December 31, 2014
Phase B: January 1, 2015 - December 31, 2015
Work associated with Phase A:
I . Library Board Retreat
Work with the Owner to review, prepare for and facilitate a one -day library board retreat.
2. 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:
2.1. Exterior site development including access to and exiting from the site.
2.2. Development of the parking requirements.
2.3. Integration with the city planning recommendations for this district including the proposed arts
district along School Street.
2.4. Recommendations for locations of all departments in the building.
2.5. Recommendations for adjustments to existing functional arrangements as a result of the
proposed expansion.
3. 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:
3.1. Conduct a three (3) public meetings.These meetings will be conducted to present, discuss and
refine the alternative design strategies.These public meetings will include a discussion of site and
functional options. The purpose of this cost discussion is to ensure the public are fully aware of
the choices for the expansion..
4. Deliverables
The Consultant will deliver to the Owner the following:
4.1. Diagrammatic location of departments
4.2. Concept design reflecting the public process, including site plan and integration with the city
planning requirements.
24
WorkAssociated with Phase 8:
nt,:nonn and
Ur ban
5. 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, 20 13. This concept design will include:
5.1. Concept design alternatives for the exterior that is integrated into the design of the existing
library.
S.J.. Refinement of the design based on public input.
5.3. Preparation of a Statement of Probable Construction Costs that includes the concept
development for:
5.3.1. Mechanical, electrical, plumbing, heating and ventilations engineering systems
5.3.2. Structural systems
5.3.3. Architectural design
5.3.. Furnishing, fixtures and Equipment
6. Public Process
6.1. Conduct a two (2) public meetings. These meetings will be conducted to present, discuss and
refine the alternative design str'ategies.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.
7. Deliverables
The Consultant will deliver to the Owner the following:
7.1. Statement of Probable Construction Costs
7.2. Statement of Probable Costs for Furnishings, Fixture and Equipment
7.3. Concept design, reflecting the public process, including updated 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.
25
8. 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:
Phase A
8.1. Board Retreat: February 2-4, 2014
8.2. Step I: Concept Design for Program and Site (Articles 2.1-1.5)
Twelve Weeks
8.3. Step 2: Public Process to Solicit Input (Articles Article 3.1)
Twelve Weeks
Phase B
8.4. Step 1: Concept Design for Building (Article 5.1-5.3)
Twelve Weeks
8.5. Step 2: Public Process (Article 6.1)
4 Weeks
9. Compensation
9.1. The Owner and the Consultant agree that the estimated costs for the professional work, as
defined in Articles I and 2 above are as shown in Exhibit A attached to this Amendment.
9.2. The Owner and the Consultant agree that this compensation wit be paid on an hourly basis
with a cost not to exceed Two -Hundred and Fifty Thousand dollars and no cents ($250,000.00)
in total. Each phase (A and B) will be equally divided as follows:
Phase A: One -Hundred and Twenty Five Thousand dollars and no cents ($125,000.00)
Phase B: One -Hundred and Twenty Five Thousand dollars and no cents ($125,000.00)
9.3. 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.
9.4. 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.
9.5. The hourly rates used to determined the compensation in Exhibit A are based on the
Consultant's billable rates for 2014 and 2015.
9.6. The Consultant understands and agrees that the Owner reserves the right to terminate this
amendment for any reason with thirty days notice. The Consulant will be fairly compensated
for its time up to the date of termination.
9.7. The Consultant also understands and agrees that the Owner will issue a written authorization
on or before January I, 2015 for the work associated with Phase B. The Consultant is not
authorized to begin work on Phase B until receipt of this authorization and acknowledges that
this Phase may or may not be authorized. Phase B of this agreement is contingent on
Fayetteville Public Library Board of Trustees approving a budget that contains funding for this
agreement.
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inteners and
This AMENDMENT is entered into on the twenty-ninth day of December 23, 2014
On behalf of the OWNER
David Johnson, Director Fayetteville Public Library
JeffreyA Scherer, FAIA, Founding Principal, Meyer, Scherer & Rockcastle, Ltd.
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Amendment #2 ExhibitA Schedule of Compensation
Interiors a...
Task Person Hrs Rate Fee n Des3u
Concept Design Principal 200 $205.00 $41,000.00
Designer 180 $126.00 $22,680.00
Interior Design and Principal -in -charge 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 $ I 15.00 $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 1 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 I $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
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1_'AYETTEVILLE PUBLIC LIBRARY
Memo
T®: I3oard of Trustees, Fayetteville Public Library
From: David Johnson
Date: February 17, 2014
Re: PA -31 Inclement Weather Policy Amended
Background
Due to a series of recent weather events, a revision of PA -31 Inclement Weather was proposed by
administrative staff. A committee representing each library department was formed to review the existing
policy, the proposed revision, and associated procedures. In addition, the committee was asked to survey
area libraries and institutions, and to review the policy as it relates to compensation for Group 4, Work
Study and Temporary employees during inclement weather
Analysis
The existing language of PA -31 is vague regarding compensation for employees and does not reflect the
library's current practice and long history of compensating full-time employees during hours closed due to
inclement weather. The committee also examined the fairness of not compensating Group 4, Work -Study
and Temporary employees. As part of this analysis, the committee examined policies and practices of the
following area libraries: Bentonville Public Library, Central Arkansas Library System, Fort Smith Public
Library, Joplin Public Library, Rogers Public Library, Saline County Library, Springdale Public Library, Tulsa
Public Libraries, and the University of Arkansas. The City of Fayetteville's inclement weather policy and
procedures were also examined. (See attached) While these institutions were split on compensation for
part-time employees, the committee recommended paying all scheduled employees as a matter of fairness.
Revising FPL's inclement weather policy as recommended wit have minor impact on the library's budget.
Recommendation
Pay all scheduled employees when the library is closed due to inclement weather. Adopt the amended
policy that reflects this recommendation.
The committee determined that the current procedures for implementing the inclement weather policy need
minor changes to free the library's closing procedures from the Fayetteville School District's and to reflect
paying all scheduled employees when the library is closed during weather events or other emergencies.
1
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Results of Inclement Weather Survey
December 2013
1. Rogers Public Library: Pays all employees when the library opens late, closes early or doesn't
open at all, if they are scheduled to work.
2. Joplin Public Library: Pays all employees when the library opens late, closes early or doesn't
open at all, if they are scheduled to work. Director decides library closing.
3. Bentonville Public Library: Pays all employees when the library opens late, closes early or
doesn't open at all, if they are scheduled to work. Mayor decides library closings, but director is
often consulted.
4. CALS Library: pays all staff hourly or salary (Pages as well), when the library opens late or is
closed as if they had worked their schedule. If a staff member comes in and works additional
hours, they do not get paid for more than their shift until they work more than their scheduled
hours. Ultimately the decision on exceptions or abuse of the policy is up to the Director.
5. U of A: Pays only full-time employees when the library opens late, closes early or doesn't open
at all, if they are scheduled to work. (They also have designated "weather" or "event" personnel,
and receive "inclement weather pay" plus payment for all hours worked during that period at an
hourly rate equal to the maximum level for their position or at time and a half, whichever is
greater.)
6. Springdale Public Library: No policy. They rely on the Mayor to make the call for hours open.
Only full-time staff are compensated for the hours that the library is closed or closed early. Part-
time staff are not, but are allowed to make up hours at later times.
7. Tulsa Public Libraries: Pays only full-time employees when the library opens late, closes early or
doesn't open at all, if they are scheduled to work. Employees working 19 hours or less are not
paid. Decision to close is made by library CEO.
8. R. Smith Public Library: Only full-time staff are paid for the time they were scheduled to work
when closed due to inclement weather. Part-time staff are not paid for hours missed.
9. Saline County: Pays only full time employees when the library opens late, closes early or doesn't
open at all, if they are scheduled to work. Director decides library closing.
Pays all: 4
Pays only full-time: 5
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