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HomeMy WebLinkAbout2016-04-18 - Agendas - FinalFAYETTEVILLE PUBLIC LIBRARY Brenda Boudreaux, President Hershey Garner, Vice -President Maylon Rice, Treasurer We inspire imagination and foster learning. Board of Trustees April 18, 2016 4 pm AGENDA Regular Meeting Ann Henry Board Room Janine Parry, Secretary Kim Agee Suzanne Clark Call to order Minutes A. Approval of minutes 1. February 15, 2016 — page 2-3 B. Signed minutes 1. October 26, 2015 — page 4-5 Susan Graham III. Reports A. Management reports 1. Key upcoming events — page 6 2. February 2016 -March 2016 Strategic Plan progress — page 7-8 3. Performance Measures -9-10 B. Financial reports 1. Budget to Actual as of February 2016 —to be distributed if available 2. Balance Sheet as of February 2016 — to be distributed if available IV. New business A. Introduce Jeff Koenig, leader of Civic Miliage Committee B. Decide election date/ Expansion Calendar: Resolution needed to initiate the process — page 11-13 c. Discuss board meeting more frequently during expansion phase D. 2015 Preliminary Budget to Actual Report and Budget Roll -Forward Request— page 14-16 E. Approve MSR Change Order for Phase 28—page 17-19 F. Reaffirm FPL's intent to execute the existing contract with Washington Regional to purchase City Hospital Property G. Letter to Stone Family H. Acknowledgement of Bequests & Planned Giving — page 20-22 1. Correct PTO Policy — page 23 J. Appointment of Nominating Committee for Officers V. Public Comment VI. Adjournment Attachments: FPL press 1 i+AYETTEVILLE PUBLIC LIBRARY Board of Trustees February 15, 2016 4 pm MINUTES Regular Meeting Ann Henry Board Room Trustees present: B. Boudreaux, H. Garner, M. Rice, J. Parry, S. Graham, S. Clark, K. Agee, and H. Garner Trustees absent: none Staff present: D. Johnson, 5. Palmer, G. Jelinek, S. Daniel, S. Davis, B. Holt, G. Allen, and L. Greenwood Press: D. Holtmeyer Others: Bo Bittle of Stephens, Inc. and Carol Essen I. Call to order: 8. Boudreaux called the meeting to order at 4:01 pm. 11. Minutes A. Approval of minutes: H. Rice moved to approve the minutes of October 26, 2015; M. Rice seconded. All voted AYE. III. Reports A. Management reports 1. Key upcoming events: Andrew Kilgore's photography will be on display through April 1. Language classes begin in March and are full. The Try FPL series on hobbies continues with good attendance. A reception for author Erik Larson will be ticketed per the Long Range Revenue Committee's recommendation to cover costs. The presentation will remain free but the reception will be ticketed at $10. Board supported an increase to $15. (Scrivener's note: ticket price since increased to $15) 2. December 2015 -January 2016 Strategic Plan progress: Program attendance is up 11%. For example, Chinese New Year drew over 300 people. Home buyer classes and Find It Fund It are examples of well -attended educational programs. I -cards, giving access to all on-line resources, have been successful and a long article in the NWA Times/Dem Gazette highlighted the program throughout NWA. In terms of maintenance, the front doors will be replaced and restroom doors will be made more handicapped accessible. First Security Bank is funding the Books and Bites program, and an additional grant from the Lennox Foundation may make it possible to expand the program. FPL's 100 year birthday will be celebrated over the course of the summer reading program with a grand finale at the end of July. 3. December 2015 and January 2016 Performance Measures: The year 2015 showed a programming increase and circulation decrease. The collection budget was cut for two years and the result has been a dip in check-outs. For this reason, no further cuts were made this year; instead the programming budget was cut. Sari Feldman, President of the ALA noted, "There is no question that libraries must continue to prioritize collections and the legacy of reading, but our value today is less about what we have for people and more about what we do for and with people." B. Financial Reports 1. Budget to Actual as of December 31, 2015: State aid is down about what was expected. But in year grant money from the NWA Economic Development District made up most of the decrease. Expenses: Some categories within some departments are over budget, but overall we are $110,000 under budget for the year. By the time surplus money is allocated to those lines that are over budget, everything will be within budget. IV. Old Business A. Erik Larson event: The New York Times best-selling author has agreed to meet with a small book club in exchange for wine. The reception is at 5:30 pm followed by his talk at 7 pm. B. Millage election: timeline for action items: The millage exploratory committee recommended including the operational millage and expansion funding on the same ballot. The most attractive dates for the election are August 9 when everyone is back from vacation and school is starting, and September 13 which is the last election for funds to be available in 2017. Given all the work that needs to be done, (about 21 weeks' worth) D. Johnson is recommending the board start the process by giving its approval to begin identifying people willing to serve on the millage committee. A decision on the City Hospital property could take up to two more years if the Stone Family appeals to the Supreme Court, so staff are proposing to expand on the existing footprint. If the land ultimately becomes available it may be possible to add some things, hold it for 2 a future expansion, land -bank it, or sell it for a profit. M. Rice moved to authorize creation of a millage committee; 5. Clark seconded. All voted AYE. V. New Business A. Review suspension of PTO cash out policy set to expire April 30, 2016: An audit in 2013 identified a problem with excess PTO accumulation in that if all staff with large PTO banks quit at once, the library would face a financial hardship. Staff recommends removing the temporary language concerning buy-back of hours making PTO a take it or lose it proposition. H. Garner moved to approve the policy modification as submitted; M. Rice seconded. All voted AYE. B. Budget roll -forwards: D. Johnson and S. Palmer will be looking at maintenance of the building, and budget roll - forwards will focus on maintenance. C. Foundation developments 1. $100,000 donation: This money was donated to the NEH grant, but that challenge has already been met. Staff may request the donors to redirect the gift toward a millage campaign - a question that will be examined by the Foundation Board of Directors. 2. Development Assistant position: With the commencement of a Capital Campaign, some duties of the Development Director must be reallocated to an assistant as it is important not to let annual giving decline. 3. NEH grant status: Need to report back to the donors about the completion of the final report and the benefits the grant will provide to the library. 4. Recent bequest: Oscar Leverenz died and left a sizeable bequest to the library. D. Resolution granting ED authority to sign contracts, grants, and bequests: The trust officer disbursing Mr. Leverenz' estate requires a resolution from the Board of Trustees granting the Executive Director the power to accept donations, bequests, etc. Trustees amended the resolution prepared by staff to make it specific to the Leverenz bequest. H. Garner moved to approve the amended resolution to read, "RESOLVED, that this Board of Trustees by recorded vote on February 15, 2016 does hereby authorize David R. Johnson, Executive Director of the Fayetteville Public Library, to make any agreements and sign all documents relating to accepting a bequest from Oscar Leverenz. M. Rice seconded; all voted AYE. E. Audit dates and Finance Committee meetings: The Foundation and Library Finance Committees will meet prior to their next Board meetings. Dates, time and place TBD. F. K. Agee term expiring: K. Agee has completed the application to complete another term. 9. Public Comment: Beau Bittle of Stephens, Inc. was present to answer questions related to the funding of the expansion. VII. Adjourn: H. Garner moved to adjourn; M. Rice seconded. All voted AYE. Meeting adjourned at 4:58 pm. Signature, Secretary Date 3 FAYETTEVILLE Puouc LIBRARY Board of Trustees October 26, 2015 4 pm MINUTES Regular Meeting Ann Henry Board Room Trustees present: B. Boudreaux, H. Garner, M. Rice, 1. Parry, S. Graham Trustees absent: K. Agee, S. Clark Staff present: D. Johnson, L. Greenwood, W. Fitzgibbon, S. Palmer, J. Atha, G. Jelinek, S. Houk, L. Mandell, S. Daniel, S. Davis, C. Moody, B. Holt, S. Foley Press: D. Holtmeyer I. Call to order II. Minutes A. Approval of minutes: H. Garner moved to approve the minutes of August 17, 2015; M. Rice seconded. All voted AYE. III. Reports A. Management reports 1. Key upcoming events: not addressed 2. August -September 2015 Strategic Plan progress: not addressed 3. September 2015 Performance Measures: not addressed B. Financial Reports 1. Balance Sheet as of September 30, 2015 — not addressed 2. Budget to Actual as of September 30, 2015 — not addressed IV. Information items A. Foundation update: At his 80th birthday party,1. Blair announced a $1 million bequest to FPL. 8. RFS event: The Foundation will host this event, mostly about raising funds for annual support, on November 10th. Scrivener's note: the date was changed to November 12`h after the meeting. C. Erik Larson event: This will be April 1, 2016, and attendees at the reception will be charged a fee. D. 100 year anniversary event: A suggestion was made to invite the authors of Roberta: A Most Remarkable Fulbright. Their names are Dorothy Stuck and Nan Snow. E. Recommendations of the Millage Exploratory Committee: a. Save money so that building can be maintained. b. Request Foundation to reinstitute the unrestricted transfer at about $50,000. c. Increase meeting room rent as well as fines and fees. d. Charge for receptions either as a price per ticket or as a sponsorship. (under consideration) e. Hold a single election for operating and construction revenue only after resolution of the legal issues surrounding City Hospital. F. Draft Budget: Discussion began with presentations by staff about the impact of various cuts on library operations: a. Youth and Outreach: There is no money to pay an instructor for the robotics classes, and the Summer Reading Club will be scaled back in terms of kick-off, duration, and finale. b. Adult Services: Cuts to the Nonprofit Resource Center programming will reduce circulation and attendance. High demand classes like writing, Chinese, and genealogy will be offered less frequently. Mountain Street Stage will provide fewer performances. Waiting lists for popular titles are getting longer and the number of people not picking up their holds has grown indicating folks are giving up and getting their books elsewhere. c. Training and professional development: The heavily cut budget will reduce the number of staff going to meetings of ALA, PLA, IUG (Innovative Users Group) and Cisco Certification. FPL is attempting to get IT staff Cisco -certified to forego the expense of hiring a certified engineer when there is a network issue. The warranty is voided if someone non -certified works on it. d. Facilities: Carpet cleaning and painting will be done half as often, landscaping will deteriorate as plants die, hard floors will be resurfaced less frequently, and furniture will continue to look shabby. 4 e. IT: the main budget cut was in spare parts meaning FPL has a $2 million dollar infrastructure and no money to fix it. Draft Budget: Total change to the revenue side is a $35,000 gain. Inflation of 3% on last year's revenue would be $120,000. Thus FPL has only 1/3 what's needed to keep up with inflation. Turn back money has been reduced to 5122,000 for 2016 and will drop further in 2017 to 5108,000 or less. The City increased the book transfer allowing for a total book budget of 5452,000. Note: some items cannot be purchased with city money. The increase in personnel costs (estimated by annualizing this year's September payroll) is due to a 6.4% increase in health care insurance. It is proposed FPL absorb the increase because a routine raise was not possible in 2015, The distinguished author fee was reduced by $20,000. The company that gathers books from the remote returns is raising its rates for 2016 by $1 to $2 dollars/day/pickup. The Youth and Outreach Department is splitting out teens to a separate department for accounting purposes. Fees to administer the library's retirement plan are being charged to Administration, as well as a salary contingency of 3%. Salaries lag peer libraries because FPL has been unable to consistently give raises. The Services and Charges line for 2015 includes the contract with MS&R. However, if there is no decision on city hospital, there will be no need for an architect. MS&R has been paid for services to date. If the courts decide for Washington Regional, FPL will have to renegotiate the contract and bring a contract amendment and budget adjustment forward for Board approval. Development and Marketing: budget is flat except for health insurance; the cost for Constant Contact increased approximately 51,200 but was absorbed by reducing other expenses. Facilities: food and catering for events have been reduced. It should be noted attendance is always greater for those events that have a food element. Utilities: budget reflects a modest increase in the price of gas but no increase in electricity. This is a guess, and utility costs are completely dependent on weather. Telephone and broadband reflect the full cost. Should e -rates be awarded next June, FPL would not spend the full budget. IT maintenance: staff may have over budgeted this number in 2015 as the 2016 number is the actual cost of our contracts. FPL has a history of being a world class library and staff developed a budget proposal for 2016 that reflected that history; however, the actual 2016 budget had to be reduced 5493,000 to meet available revenues. G. Garner moved to approve the budget as amended by the addendum calling for funding a 20 hour development assistant; M. Rice seconded. All voted AYE. V. Action items A. Proposed revision to Policy JF Fee Schedule: M. Rice moved to approve the staff recommendation to charge $40 for a nonresident borrowing card and approve the full fee schedule as presented. J. Parry seconded. All voted AYE. This adjustment brings the nonresident fee to match the cost paid by Fayetteville citizens. 0. Proposed revision to Policy PA17 Leave Donation Bank: M. Rice moved to approve the proposed revision provided the language "partner" is consistent with City of Fayetteville wording. H. Garner seconded. All voted AYE. Staff will check with the city. C. Proposed Revision to Policy PA12 Paid Time Off: H. Garner moved to approve the proposed revision; M. Rice seconded. All voted AVE. D. Allocation of 6.4% health insurance increase: The city split the increase between employees and the city. However, because FPL could not give raises this year, Executive Director D. Johnson recommends FPL absorb the entire 6.4% increase. H. Garner moved to accept D. Johnson's recommendation that EPI pay the health insurance premium increase; M. Rice seconded. All voted AYE. E. Resolve tabled motion made April 20, 2015: M. Rice took his motion off the table. VI. Press VII. Adjourn: B. Boudreaux declared the meeting adjourned at 5:19 pm. Signature 5 Date 2 \ FAYETTEVILLE PUBLIC LIBRARY Key Upcoming Events - May and June, 2016 Super Saturday: Free Comic Book Day Saturday, May 7, 10:30 a.m. Comic book fans can come to FPL for a variety of family activities. Free comics will also be given out while supplies last. Military Financial Tactics: Financial Classes for Veterans The following classes are presented in partnership with the National Foundation for Credit Counseling and the American Library Association. While classes are geared toward servicemen and veterans, they are open to the general public. Good Credit Maneuvers - Thursday, May 19, 6 p.m. Home Buying Strategies - Tuesday, May 24, 6 p.m. Smart Spending Plans - Thursday, May 26, 6 p.m. Summer Reading Club Kickoff Party Saturday, June 4, 10 a.m. Families can celebrate the beginning of the library's summer reading program with bounce houses, face painting, balloons, a photo booth, and more. Barn and Buddies Pettin: Zo. Tuesday, June 7, 10:30 a.m. Kids can learn about animals hands-on from a variety of farm animals. Teen Summer Kickoff: Retro Gaming Tuesday, June 7, 4 p.m. Teens can enjoy the start of summer with friends in this flashback to 90s video games. Reclaimed Instrument Camp with Kelsey Robins June 29 - 30, 3:30 p.m. Kelsey Robins will teach teens how to create instruments out of reclaimed materials - boxes, bakeware, tin cans, etc. - that make unique sounds. Mountain St. Sta• a Summer Music Series Sundays in June @ 2 p.m. The library will present a series of concerts featuring local musicians in a variety of genres. June performers include Dawn Cate Sr. the Rhythm Kings, Dana Louise & the Glorious Birds, Emily Kaitz & Outside the Lines, and Sad Daddy. 6 FAYETTEVILLE PUBLIC LIBRARY Strategic Plan Progress Report February 2016 — March 2016 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 author Erik Larson at special library book club, reception (first ticketed) and free public lecture. ii. Presented adult learning opportunities through the Try FPL Series: world of tea, planting trees in AR, home buying, genealogy DNA research, and computer, French and yoga classes. ii. Provided current event and historical author lectures: Media Bias in Politics with Dr. Patrick Stewart, Jewish -Muslim Relations in the Middle East and France with Dr. Ethan Katz and Independence Lost — Lives on the Edge of the American Revolution with Dr. Kathleen DuVal. iv. Hosted notable local author talks: Jo McDougall, Gil Miller and Raymona Anderson. v. Continued three librarian -led monthly book clubs. vi. Confirmed Bryan Stevenson, author of Just Mercy, as the One Book One Community author. Confirmed November 4 for annual Gathering of the Groups. vii. Offered family -focused Super Saturdays which included Read Across America, Irish Dancing, Black History Month, Arts Live, Compassion Fayetteville, music and juggling. viii. Continued Baby Bookworms, Toddler Times, Preschool Story Times, After -School Workshops. ix. Offered Lego Club, Homeschool Bookshare, Storytime for St. Joseph School, and Math Circle. x. Continued Homework Helpers Mondays through Thursdays after school. xi. Concluded the spring series of creative writing workshops for elementary and teens. xii. With SONA and Trike Theatre, hosted a presentation of the Case of the Missing Melody. xiii. Offered beginning and advanced robotics for elementary and teens. xiv. Provided ACT prep course, teen genealogy class, Teen Advisory Board and a teen periscope class. b. Services Answered 48 in-depth genealogy queries. Provided three individualized nonprofit grant research consultations. Proctored two tests, checked out the study rooms 807 times. c. Quality d. Relevance II. Collections: We will build and support collections that inspire the community with the resources it needs to explore topics of personal interest and continue to learn throughout their lives. a. Satisfy your curiosity Added a new e -periodical collection of over 100 titles to OverDrive in partnership with the Consortia. ii. Focused on multicultural nonfiction as part of adult nonfiction collection development. b. Inspire learning/imagination 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 Added two thematic nonfiction pods to the four topical fiction displays to increase discoverability. b. Outreach partnerships. Expanded senior program, Words on Wheels, to Clarity Point. Continued Reading Roadshow at 9 locations, Letter of the Week at Head Start, Books for Borrowing at 3 Head Start Centers, Sit, Stay, Read in 6 elementary schools, and Cattails at the Animal Shelter. iii. Participated in Read Across America aHolcomb Elementary. iv. Presented a program on the FPL/Fayetteville Public Schools partnership to PTA presidents. v. Attended Family Day at Ivory Conley Head Start. vi. Participated in Read Across America Day at Fayetteville Head Start. vii. Hosted the City of Fayetteville's Compassion Fayetteville black history month and food drive displays. viii. Presented upcoming FPL activities at the Fayetteville Lions Club meeting. ix. Finalized the Kids' Stage performers for upcoming First Thursday events. x. Continued partnerships with public schools, Walton Arts Center, Community Creative Center, Fayetteville Education Foundation, Fayetteville Montessori, UA, Arts Live, Symphony of Northwest Arkansas, Trike Theatre, Town Center, Visitor's Bureau, Barnes and Noble and Nightbird Books. c. Virtual Researched digital archive and local history collections in preparation for FPL's 100 Year Birthday. d. Physical Created procedures to ensure faster holds processing after holidays. Hosted Jeff Scherer to discuss expansion plans. IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers. a. Staff Hired 3 new Pages, promoted 2 Pages to Page II, promoted 2 Page IIs to LA I, and 1 LAI to LAII. ii. Attended annual Innovative Users Group conference in San Francisco. Hired Development Assistant iv. Attended webinar: Recruiting Purpose Driven Employees v. Attended a Fred Pryor Managing Multiple Priorities full day training in Tulsa, OK. vi. Acquired UA Education student intern to assist Technical Services and Reference Departments. b. Boards c. Volunteers Provided volunteers for Read Across America and Irish Dancers events. ii. Hosted service project for Tri Delta sorority. V. Facility: Our consumer -friendly, sustainable facility will be safe, accessible, clean and support the requirements for quality programs, services and collections. a. Maintenance b. Technology c. Safety/Security 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 Designed SRC ads for Peekaboo, NWA Kids Directory, Citiscapes and Idle Class Magazine ii. Worked with local and national partners to promote Young Meteorologist Weather Festival on social media ii. iii. Created outdoor banners for Summer Reading iv. iv. Created signage for Ozarkansas Tool Lending Library v. v. Began drafting print materials needed for Summer Reading Program b. Public awareness campaign Created water bill insert for Erik Larson and FPL2G0 App reaching nearly 40,000 households. c. Operationalize brand Began using logo variation celebrating 100 years of FPL on marketing materials moving forward d. Public relations e. Website Added web presence for Ozarkansas Tool Library i. Created online registration process for Erik Larson Meet & Greet VII. Funding: As good stewards of the public trust, we will pursue diverse, sustainable funding. a. Participated in the Arkansas Arts Council Grant review session to support pending grant application. 8 Circulation continues to feel the punch of having taken so much money out of the materials budget. c a) E E 0 0 Library Check -Outs r N O N O O O O O O O O O o O O O O O O O O O O ,:r N O co 9 Program attendance is holding steady reflecting that the building is at capacity. E E O U Library Program Attendees O N 0 O O N r- 0 O N O O O O O O O O O O O O O O O O O O O O 10 O O N W O O N O N N M N O O N O CO N W O O V' 0) m M N M CCD N O W N N CO V 0 0 N M N �- m O N O O r- M co of O 7 0 - co co d' O coco -cr Oo 00 O N a V N COCO 0 CO O O r O 04th Quarter O h O M O co N c M O O O O 03rd Quarter 92nd Quarter co O O O N M O 01st Quarter Fayetteville Public Library Memo To: FPL Board of Trustees From: David Johnson, Executive Director Date: April 13, 2016 Re: Decide Election Date / Expansion Calendar Background During the February 2016 BOT meeting staff presented a preliminary calendar of events leading to an election for the Fayetteville voters. The tentative date proposed was either August 9 or September 13. August 9 was proposed because it does not conflict with the annual school election scheduled for September and it provides the best opportunity to obtain voter approval and begin collection of the revenue in 2017. Failure to begin collections in 2017 will result in having to incur capitalized interest and reduce the amount of money available for the project fund. Discussion The schedule below lists some of the key dates: 2016Responsible April 18 Event Fayetteville Public Library (FPL) Board approves Resolution initiating process for the Petitions (2), re.uestin• Election and sale of Bonds Parties FPL / Stephens / Kutak Rock (KR) April 19 - 22 Organizational Meeting Plan for Petitions(2) with 100 taxpayer signatures on each Please Note: Each petition needs to be signed by "tax•a in• electors". Amendment 30 wordin.. All Parties April 25 Draft of Election Ordinance KR April 27 Comments on Election Ordinance All Parties April 29 Submit Petitions (2), FPL Resolution and Final Election Ordinance to the City KR May 1-4 MSR Expansion Concept Review MSR/FPL May 10 Present Election Ordinance to City Council at Agenda Session FPL / KR / Stephens May 17 to June 7 City Council adopts Levy and Election Ordinance FPL / KR / Stephens 11 2016 June 8 — August 8 Event FPL and Financing Team conducts bond issue information meetings Responsible Parties FPL May 20 to June 10 Ordinance published and filed with the County Election Commission and the County Clerk KR July 29 Publish Notice of Election KR August 9 Election Citizens of Fayetteville August 14 Publish Proclamation of Election Results City of Fayetteville Subsequent activities contingent upon election results. This bond issue, if approved by the voters, will be a City of Fayetteville bond issue and, based on their schedule during February/March 2017. Action Item Staff recommends that Fayetteville Public Library Board of Trustees adopt a resolution initiating the public petition process. • Page 2 12 FAYETTEVILLE PUBLIC LIBRARY RESOLUTION RESOLVED, that this Board of Trustees by recorded vote on April 18, 2016 does hereby authorize initiating the process of gathering signatures on 2 petitions, one to request a millage election in August 2016 for the purpose of approving funding for Fayetteville Public Library and a second to approve the sale of bonds to finance construction of an expansion. Brenda Boudreaux, President Date Fayetteville Public Library Board of Trustees 13 FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library Through: David Johnson, Executive Director From: Stephen Davis, Accounting & HR Manager Date: April 13, 2016 Re: 2015 Budget Roll -forward Request Background: Fayetteville Public Library's (FPL) 2016 Budget removed approximately $175,000 in proposed expenses in order to produce a balanced budget. FPL typically brings a request to re -budget unexpended budget authorizations from prior year (2015) in order to supplement the current year (2016). This year is no different in that FPL is projected to end 2015 with approximately $27,000 in revenue that was not budgeted and approximately $149,000 in budgeted expenses that were not spent. Additionally FPL received a bequest for approximately $65,000. The table below reflects the sources of revenue that could be appropriated to add back items removed from the Staff requested 2016 budget as well as provide funding for Expansion Planning Phase 2B. The table below lists that items removed from the 2016 budget in order to have a balanced budget along with the proposal to use $188,475 of $232,151 that is available for use. 14 2015 Budget 2015 Actual 2015 Resources available for 2016 2016 Unexpected Revenue Total Available to fund Re -budgets Revenues $4,065,510 $4,092,589 $27,079 $0 $27,079 Expenses $4,175,461 $4,035,861 $139,600 $0 $139,600 Charles Russum Estate $0 $0 $0 $65,472 $65,472 Total Available for Re -Budget $166,679 $65,472 $232,151 The table below lists that items removed from the 2016 budget in order to have a balanced budget along with the proposal to use $188,475 of $232,151 that is available for use. 14 Fayetteville Public Library 2016 Annual Budget & Work Program Proposed Re -budget of Funds Remaining from 2015 13 -Apr -16 Explanation of Accounts Department Account Description Adult & Reference Adult & Reference Programming Services Teen Teen Programming Services Options for Re - budgeting from. Recommended Budget Cuts 2015 to 2016 for Re -budget 57,100 57,100 $1,300 51,300 Youth Office Supplies & Printing (Summer Calendar) $1,500 51,500 Youth & Outreach Programming Services 56,400 $6,400 Admin Travel, Lodging & Meals (Blackbaud Training for RE & selected FE applications $43,134 513,200 513,200 Original request submitted More 574,745 and funded is 531,611 Facilities Additional hours to aleiate staffing shortages 526,744 526,744 Food & Catering for Events 525,000 525,000 Landscape Materials $5,000 55,000 55,000 Outside Services (Carpet replacement, cleaning; painting, generator, etc) 510,745 510,745 510,745 Contract SeMces (Landscape contract) 515,000 515,000 515,000 Building Maintenance 58,050 58,050 58,050 IT IT Computer Hardware Supplies (Miscellaneous harware & supplies) $12,400 512,400 $12,400 Broadband MiFi (Staff and Ceckout) 55,280 $5,280 $5,280 Professional engineering services $7,000 57,000 Total Reductions 5174,653 Administration MSR Phase 28 $125,000 $125,000 Total Potential Added Expense 5174,653 5269,719 5194,675 Potential Resources Charles Russum Bequest Net Revenue in Excess of Budgeted Revenue Net Expenses Less than Budgeted Expenses Total Potential Resources to Offset Potential Added Expense Net Impact to 2016 Adopted Budget The total expenditure budget adjustment requested is $194,675. (565,472) (527,078) ($139,600) (565,472) ($27,078) ($102,125) (5232,150) (3194,675) ($37,569) $0 Recommendation: Staff recommends approval of the proposed budget adjustment in the amount of $194,675 to be funded by recognition of the Charles Russum bequest ($65,472) and the use of reserves ($129,203). This will leave an additional $37,475 that could be used for another FPL purpose later in 2016. Action item: Approve the re -budget request. • Page 2 15 0 0 En 00 00 0 9 0 0 x 0 0 V N 0 4 d C tm 9 M N6O t0� N69 N d 0 69 E9 69 E9 Ea o v te O 0re 0 w o m07. F. V- O r w 0) CV 69 C w OO)i 7a 73 0 d 0 0 0 0 t00 d-OEL() 0(00 M LC).. 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I- 16 16 Total Reductions 0 0 69 MSR Phase 2B Administration N 0) Total Potential Added Expense N CO LO 7 O .N- e 69 O ..., r E9 CV 00 0 a O E00_ 69 69 r Potential Resources Cr) co -17 M so Total Potential Resources to Offset Potential Added Expense 69 Net Impact to 2016 Adopted Budget Fayetteville Public Library Memo To: FPL Board of Trustees From: David Johnson, Executive Director Date: April 13, 2016 Re: Approve MSR Change Order for Phase 2B Background Fayetteville Public Library entered into an agreement with MSR to develop a 2030 Master Plan. That plan was developed, presented to the Board of Trustees and accepted. Subsequent to that acceptance FPL and MSR has entered into a series of change orders that provide more depth to the proposed expansion to meet library service demands that will be experienced within the Blair Library by 2030. Analysis The Board of Trustees has approved a plan to bring a millage election for funding for the expansion and associated operations & maintenance expenses for a public vote later in 2016. Integral to this public vote is preparing materials so that the voting public can see what is being proposed for the expansion. Recommendation The contract amendment for Phase 2B is presented to the Board of Trustees for approval because the budget needs to be amended to fund this request. Funding for this item is contained in the 2016 Budget Rollforward Request that is also part of this agenda. The contract amendment is for $125,000. Action Item Approve the contract amendment to MSR for Phase 2B Services. 17 ,`,rk/nor:Li /urn December 13, 2015 To: David Johnson, Director Copy: Stephen Bellairs, Project Architect + Manager From: Jeffrey A Scherer, FAIA, Founding Principal Re: Fayetteville Public Library Master Plan Update Fayetteville Public Library Meyer, Scherer & Rockcastle, Ltd. Architecture Interiors and Urban Design It is my understanding that the Fayetteville Public Library would like Meyer, Scherer & Rockcastle, Ltd. to update the Master Plan on or before March 30, 2016.The purpose of this update is to establish a recommendation that will be placed before the voters in May of 2016.This update is required in order to account for the possibility that the City Hospotal site, located south of Rock Street, may not be available because of legal proceedings.This work will be done within the approved Agreement between Meyer, Scherer & Rockcastle, Ltd. and the Fayetteville Public Library (copy attached.) Public presentations are in bold. Schedule Date Activity December 14, 2015 -January 4, 2016 Review of the proposal for updating the Master Plan by FPL January 5 - 29, 2016 Preparation of the first draft by MSR Design February 1, 2016 Submission of draft to the FPL for review February 8, 2016 Receipt by MSR Design of FPL Comments February 9-26, 2016 Preparation of final recommendations February 19, 2016 Interim review via conference call with FPL and Board committee March 1-4, 2016 Presentation draft of recommendations to the public and FPL Board of Trustees. March 5-25, 2016 Update to the draft recommendations based on review comments March 25 -April 1, 2016 Review by FPL Staff April 4-18 2016 Update plans by MSR Design April 11-13, 2016 Presentation final Master Plan update to the FPL Board ofTrustees April 14-15 Submission of final report with updates based on final public, staff and Board ofTrustee comments 18 Professional Services The contract that is in place includes a balance of approximately $22500 for Phase A and the full balance of $125,000 for Phase B.This totals $ 1 45,500.00.This work will not exceed this approved cost-not-to-exceed.This includes the following labor: Staff / Consultant Hours Rate Fee Jeffrey A Scherer Stephen Bellairs Project Architect Intern Graphic Design Interior Design Anders Dahlgren, Library Programmer Local Architect Total Balance fee from Phase A fee for Phase B Balance (to be held for additional meetings as needed) 240 $205.00 $49,200 40 $175.00 $7000 320 $125.00 $40,000 240 $85.00 $20,400 24 $85.00 $2,040 64 $125.00 $8,000 40 $150.00 $6,000 32 $150.00 $4,800 $137,440 $22,500 $125,000 $10,060 Scope The final report will include: Update to the program to include draft recommendations for branch services that will complement the central Iibrary.This will include a recommendation for the maximum square feet for the central library based on the use of the existing site.This work will not include detailed programs for the Central or Branch Libraries. It will be conceptual only. • Analysis of the existing site to accommodate the program recommendations.This will include maximizing on- site parking; retention of the existing structure; efficiency of expansion while maintaining operations; increasing flexibility; and recommendations for future use of the additional land known as the "Hospital Site." • Analysis of increasing the available site area by closing Rock Street • Estimated Project Budget • Based on a May 2016 vote, provision of a project schedule. Page 2 of 2 19 Fayetteville Public Library Memo To: FPL Board of Trustees From: David Johnson, Executive Director Date: April 13, 2016 Re: Acknowledgement of Bequests & Planned Giving Received and Proposed Use of the Proceeds Background During the February 2016 Board of Trustees meeting, the Board approved a resolution authorizing the Executive Director to sign required documents for FPUFoundation to receive the planned gift from Oscar Leverenz. This resolution was a requirement of Merrill -Lynch, the custodian of Mr. Leverenz's stock holdings. Additionally, Fayetteville Public Library has received a bequest from the estate of Charles Russum. Actions As of April 15, 2016, the Fayetteville Public Library Foundation has received approximately $123,465 from Mr. Leverenz's estate. The funds have been deposited in Unrestricted Capital Campaign and Foundation Bank of Fayetteville checking account. Once the final distribution is received, any funds from Mr. Leverenz's Estate deposited in the Bank of Fayetteville will be transferred to the Unrestricted Campaign Endowment in keeping with Mr. Leverenz's wishes. The proceeds of Mr. Russum's estate ($65,472.40) were directed to Fayetteville Public Library have been deposited into Arvest Bank. Recommendation Staff will develop a proposal to recognize both of these generous gifts that is in keeping with the donor familVs wishes and within our library policies. These recommendations will be forthcoming after the final distribution is made by the Leverenz estate. The proceeds from the Charles Russum estate came to Fayetteville Public Library and can be used for any purpose the Board of Trustees approve. It is my recommendation that the money from the Charles Russum Estate be used to partially fund the change order to MSR. Action Item Adopt a resolution acknowledging both the Oscar Leverenz & Charles Russum gifts. 1 20 FAYETTEVILLE PUBLIC LIBRARY RESOLUTION WHEREAS, OSCAR (OZ) & MARJORIE JEAN (PEG) LEVERENZ generously included the Fayetteville Public Library Foundation among their beneficiaries; and, WHEREAS, Fayetteville Public Library Foundation has received a distribution of $123,465 as of April 15, 2016 from the OSCAR (OZ) & MARJORIE JEAN (PEG) LEVERENZ estate; and, WHEREAS, the Fayetteville Public Library Foundation recognizes the generosity of OSCAR (OZ) & MARJORIE JEAN (PEG) LEVERENZ with sincere appreciation; now, therefore, be it RESOLVED, that the Fayetteville Public Library Board of Trustees wishes to thank OSCAR (OZ) & MARJORIE JEAN (PEG) LEVERENZ for their generosity to the Fayetteville Public Library. Brenda Boudreaux, President Date Fayetteville Public Library Board of Trustees 21 FAYETTEVILLE PUBLIC LIBRARY RESOLUTION WHEREAS, CHARLES RUSSUM generously included the Fayetteville Public Library among the beneficiaries of the CHARLES RUSSUM estate; and, WHEREAS, Fayetteville Public Library has received a distribution of $65,422.40 from the CHARLES RUSSUM estate; and WHEREAS, the Fayetteville Public Library recognizes the generosity of CHARLES RUSSUM with sincere appreciation; now, therefore, be it RESOLVED, that the Board of Trustees authorizes the Executive Director of the Fayetteville Public Library to accept and expend $65,422.40 from the CHARLES RUSSUM estate according to library expenditure policies and consistent with the terms of the gift. Brenda Boudreaux, President Date Fayetteville Public Library Board of Trustees 22 Fayetteville Public Library Memo To: Fayetteville Public Library Board of Trustees From: David Johnson, Executive Director Date: April 18, 2016 Re: PTO Cash Out REQUEST: We request the Board of Trustees amend/restore policy PA -12 to allow cash out of accrued PTO twice annually to a maximum of 50 hours. BACKGROUND: ,aril 2012: Auditors cautioned the library owed too much for accrued PTO cash -out. December 2012: In response, the Board established a maximum of 320 hours for PTO accrual and allowed 3 options for employees to cash out hours to reduce balances below 320 hours. Cash -outs were to be completed by December 31, 2014 after which hours in excess of 320 would be forfeited. The part of the policy that allowed a cash -out of 50 hours per year remained. April 2015: Upon staff recommendation, the Board approved suspending the 50 hour/year cash -out, in part, because there was no money in the budget. Motion called for reevaluation by April, 2016. February 2016: Upon erroneous staff recommendation, board approved a permanent suspension of the 50 hour/year cash -out. It was staff intention that only the language relating to transitional policy be struck and that language below be retained. Payment of up -to 50 hours of PTO is subject to budget availability. PTO Cash -Out: An employee who has not used all of his/her accrued PT0 may relinquish PTO in exchange for cash at a rate of 100% of the value of the PTO time. a. Employees may cash -out up to 50 hours PTO per year. b. Employees may request cash -out of PTO up to two (2) times oar year. Cash -out requests may be made, in writing to the accounting office, any time between January 1 and November 30. c. Employees must leave a balance of not Tess than 4 days of PTO by FTE in case of emergencies or closed days. d. Any payout of PTO is subject to budget availability. 23