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HomeMy WebLinkAbout2016-04-18 - Minutes0 FAYETTEVILLE PUBLIC LIBRARY Board of Trustees April 18, 2016 4 pm MINUTES Regular Meeting Ann Henry Board Room Brenda Boudreaux, President Janine Parry, Secretary Hershey Garner, Vice -President Kim Agee Maylon Rice, Treasurer Suzanne Clark Susan Graham Trustees present: B. Boudreaux, H. Garner, M. Rice, J. Parry, K. Agee, S. Clark, S. Graham Trustees absent: none Staff: C. Moody, G. Allen, L. Yandell, G. Jelmek, S. Houk, S. Palmer, L. Greenwood, C. Dennis Press: Dan Holtmeyer Others: Bo Bittle, Jeff Koenig, Vince Chadick We inspire imagination and foster learning. I, Call to order: B. Boudreaux called the meeting to order at 4:01 pm. It. Minutes A. Approval of minutes: H. Garner moved to approve the minutes of February 15, 2016; S. Clark seconded. All voted AYE. III. Reports A. Management reports 1. Key upcoming events: Author Erik Larson drew a crowd and the public responded well to FPL's first ticketed reception. In response to a request from the ALA, FPL is working with CCOA to offer financial classes for veterans. SRC kick-off is Saturday June 41h, and FPL's 100t1 birthday is being celebrated this year. 2. February 2016 -March 2016 Strategic Plan progress: Like libraries across the country, FPL is struggling to meet the demands for programming. 3. Performance Measures: Check-outs have plateaued (a nationwide trend) as patrons find resources on-line and elsewhere. However, program attendance is continuing to increase. B. Financial reports 1. Budget to Actual as of February 2016: Total revenue for the first two months was budgeted at $424,000; $404,000 has been collected. Cash collections through the register will add $11,000 to the total. Expenses are also tracking well with $364,000 budgeted and $310,000 spent. Following the Long -Term Revenue Committee's recommendation, there are no plans to spend money from the Long Term Reserve Fund, currently $1 million. There are a number of planned projects, e.g., remodeling bathrooms for ADA compliance and replacing front door that will be paid from the Facilities Reserve. No expenditures are planned from the Furniture and Equipment Reserve. Typically, up to $100,000 is budgeted from the IT Reserve; however, due to our financial condition, the city increased its transfer from $35,000 to $100,000. The amount will fluctuate over the next 4-5 years and isn't a permanent infusion of funds. The 2015 audit is about 3 weeks behind schedule due to FPL's conversion to new accounting software. IV. New business A. Introduce Jeff Koenig, leader of Civic Millage Committee: Mr. Koenig presented basic plans for a millage campaign this summer. FPL needs tax revenue and private donations to move forward. The proposed millage consists of two parts: capital funds for expansion and operating funds for the expansion as well as for Blair Library. Historically, it's been difficult to get voter approval for operating funds, so operating and capital funding will be combined on a single ballet. As the campaign progresses, Janine Parry will analyze the voter rolls for those most likely to vote. A concerted Facebook campaign combined with high visibility at the Farmers' Market — both used successfully in the last two elections — will be the focus of campaigning. Members of the Civic Millage Committee and the Library Board of Trustees will be requested to make phone calls reminding citizens to vote. Kim Agee will be the Board's representative on the Civic Millage Committee. The millage being discussed is 1.2% for capital bonds and 1.5% for operations for a total of 2.7 - at the most. The bonds will sunset, a provision essential to show good faith with the voters. Mr. Koenig is working with David Johnson to develop a single sheet of 10 facts and talking points for public education and discussion. The committee will also develop a slogan/catch phrase to be associated with the campaign. Jeff Scherer will provide visuals, and an endorsement ad will appear in the newspaper a week before the election. B. Decide Election Date/ Expansion Calendar: Resolution needed to initiate the process: Architect Jeffrey Scherer will be in Fayetteville from May 2-4 to meet with a variety of stakeholders. He will return in early July with completed visuals for the campaign. The ballot will include two questions: Do you want to expand? Do you want to operate both the expansion and the existing building? If a voter is for the first question, s/he must vote yes to the second question. H. Garner moved to adopt the resolution initiating the expansion process; M. Rice seconded. All voted AYE. C. Discuss board meeting more frequently during expansion phase: By consensus, trustees agreed to meet monthly on 31 Mondays, at least through the end of July. D. 2015 Preliminary Budget to Actual Report and Budget Roll -Forward Request: H. Garner moved to approve the staff roll forward request; M. Rice seconded. All voted AYE. E. Approve MSR Change Order for Phase 2B: The rollover approved in item D above will pay for the change order. H. Garner moved to approve the MSR change order; M. Rice seconded. All voted AYE. F. Reaffirm FPL's intent to execute the existing contract with Washington Regional to purchase the City Hospital Property: H. Garner moved to acknowledge and reaffirm FPL's commitment to the contract with Washington Regional Medical Center to purchase the City Hospital property; S. Clark seconded. All voted AYE. G. Letter to Stone Family: A proposal was made to write the Stone Family explaining the money to be used for the purchase can only be used for a capital expenditure, clarifying the library's intent to honor the spirit of the Stone Family ancestors, and proposing that a part of the City Hospital property include a permanent honor to the Stone Family. Following discussion, it was decided that communicating with the family during litigation may not be advisable. The trustees may wish to write the family when, and if, the property is purchased by the library. H. Acknowledgement of Bequests & Planned Giving: H. Garner moved to approve the resolution of recognition and appreciation for a bequest from Oscar and Peg Leverenz; J. Parry seconded. All voted AYE. H. Garner moved to approve the resolution of recognition and appreciation for a bequest from Charles Russum; M. Rice seconded. All voted AYE. I. Correct PTO Policy: H. Garner moved to correct the PTO policy as recommended by staff; M. Rice seconded. All voted AYE. J. Appointment of Nominating Committee for Officers: B. Boudreaux and J. Parry will comprise the Nominating Committee to select officers for the next term beginning June 1, 2016. V. Public Comment VI. Explanation of legal proceedings: The Stone Family has appealed the ruling by the 3 judge panel of the Court of Appeals to the full Court. The full Court of Appeals may affirm the 3 judge panel or refuse to hear the appeal. At that point, the Supreme Court could decide to review the case which could lengthen the process considerably. The quickest resolution is full Appeals Court affirmation of the 3 judge determination and a refusal by the Supreme Courts to take up the case. VI I. Adjournment: The meeting adjourned at 4:54 by consensus. Janine Parry,$eretary Date