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2021-02-22 - Agendas - FinalFayetteville 401 W. Mountain St. FayetEeville, AR 72701 408 Public Library 479.856.7000 questions@fayl i b.o rg faylib.org Rob Qualls, President Bret Park, Vice -President Bryn Bagwell, Treasurer Sallie Overbey, Secretary Board of Trustees February 22, 2021 4 pm AGENDA Regular Meeting, Event Center Hershey Garner Janine Parry Martha Sutherland Our mission is to strengthen our community and empower our citizens through free and public access to knowledge. I. Call to order II. Minutes: Approval of minutes from December 21, 2020 — pages 1-3 III. Reports A. Key Upcoming Events— page 4 B. Library Administration 1. Management Reports a. Performance Measures— pages 5-6 b. Strategic Plan progress through January 2021— pages 7-8 2. Financial reports a. Budget to actual through December 31, 2020 — pages 9-11 b. Balance sheet as of December 31, 2020 — pages 12-15 3. Informational a. Library expansion project update (1) Allison + Partners Observation Report #55 — page 16 -Photos: https://allarch.box.com/s/zwhuwwavzag77e6rOsugwn99vxOvlgfr (2) Allison + Partners Observation Report #56 — page 17 -Photos: https://allarch.box.com/s/491vyn25jsojotm0ifc78uu10betmizy (3) Allison + Partners Observation Report #57 — page 18 -Photos: https://allarch.box.com/s/dln6lluiufvmis82627un7i5ktx3wrdz (4) Allison + Partners Observation Report #58 — page 19 -Photos: https://allarch.box.com/s/ank8xgwrawfypfrvru0t6kzwl5nhky6z (5) Allison + Partners Observation Report #59 — page 20 -Photos: https://allarch.box.com/s/dxgug0ldhb25tlxhlxafx3gfbpOpeSeh (6) Allison + Partners Observation Report #60 — page 21 -Photos: https://allarch.box.com/s/euzvmk45234egi9mgmvjxxz19a6jbnuo Fayetteville 408 Public Library b. Request for DEI proposals c. Expansion schedule d. Fayetteville Public Library Foundation e. Art committee report f. New staff g. Rollout of OCLC Wise h. New website & new FPL app i. Pandemic response j. Bookmobile grant k. Crescent Dragonwagon I. Ed Levi apiary installation IV. Old business V. New business 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@fayl i b.o rg faylib.org monthly report — pages 22-25 A. Consent items 1. Deli consulting proposal — pages 26-29 2. New app policy— pages 30-31 3. Memo for temporary increase in FTE & Fixed Assets policy revision — pages 32-38 B. Discussion items 1. Budget rollover— pages 39-41 VI. Public Comment Adjournment Fayetteville Fa Mountain St. Fayetteville, AR 72701 Public Library 479.856.7000 400 questions@faylib.org faylib.org Board of Trustees December 21, 2020 4 pm AGENDA Regular Meeting - Event Center Trustees present: R. Qualls, B. Park, S. Overbey, B. Bagwell, J. Parry, H. Garner, M. Sutherland Staff: D. Johnson, C. Karnatz, W. Fitzgibbon, S. Palmer, C. Moody, T. Ball, S. Davis, H. Robideaux, J. Atha, C. Dennis, S. McClure, C. Dennis, S. Herrera, G. Jelinek, R. Hazelwood, P. Lopez McFatridge, A. Taylor Press: S. Ryburn, J.T. Wampler Public: M. Rice Our mission is to strengthen our community and empower our citizens through free and public access to knowledge. I. Call to order: R. Qualls called the meeting to order at 4:OOpm II. Minutes: Approval of minutes from November 30, 2020: H. Garner moved to approve the minutes from November 30, 2020. J. Parry seconded. All voted AYE. III. Board member certificate for Martha Sutherland from the City of Fayetteville IV. Reports A. Key Upcoming Events: Crafts for kids, Joey vs The Giant Crybaby, Boxed Book Society for teens. B. Library Administration 1. Management reports a. Performance measures: A combination of pandemic's influence and construction closures have made it hard to compare our statistics with previous years. Digital checkouts have been very popular during this time, with circulation remaining relatively high. b. Strategic Plan progress through November 2020: 5t" annual Turkey Giveaway at Asbell Elementary; 150 turkeys given to families and remaining 175 given to local organizations. The Halloween story time with the Mayor and C. Dragonwagon was successful. 2. Financial reports a. Budget to actual through November 30, 2020: The millage payment received in November brought FPL $85,000 nearer to the 9-yr average. Staff believes the December payment will close the gap to $120,000. Revenue from charges/services did not perform as usual, which is Fayetteville 400 Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@faylib.org faylib.org expected in 2020. 8.3% of year remains, with 15% of support services budget remaining. b. Balance sheet as of November 30, 2020: Everything is balanced. Cash and investments are $1.9 million, which is no significant change from last month. a. Library expansion project update (1) Allison + Partners Observation Report #51 -Photos: https:Hallarch.box.com/s/deh4ld7gevo5getm3g8622g5poImb7kw (2) Allison + Partners Observation Report #52 -Photos: https:Hallarch.box.com/s/69u2pp0lhvgu6vghfalmirh5eguwe6mm (3) Allison + Partners Observation Report #53 -Photos: https://allarch.box.com/s/dd5vo kwkiydoe63fp50kzxys49zikfg4 (4) Allison + Partners Observation Report #54 -Photos: https://allarch.box.com/s/ytzluaz4i3rlpe98xgl2huxgl50misee b. Expansion schedule: Very close to completion. The furniture vendors will return after the new year to finish placing furniture. Some delayed items will arrive after the holidays, which will make FPL finished enough to open to the public. Still waiting on a 2nd temporary certificate of occupancy. J. Parry asked about strategies to have the public in the building safely. S. Palmer explained that the library aims to open to the public on January 191", which will give construction crews time to finish final punch lists. FHS students will start their studies in the teaching kitchen on January 6t". FPL staff are following the City Board of Health for visitor and cleanliness guidelines: 200 patrons maximum, plus 100 staff members. Time -reserved tours were considered. c. Art Committee report: There are seven people who agreed to be on the Committee — M Sutherland, A. Taylor, O. Trimble, N. Callander, J. Blakinger, O. Logo, and G. Wilkes. The next step is to arrange a meeting. d. New staff and promotions: C. Moody is now the IT/AV & Innovation Director. C. Karnatz has taken on Marketing along with Development. A new manager for the Center of Innovation and a new audio engineer have been hired. By reorganizing Library Services Generalist positions, FPL saved $120,000. e. Presentation of phase 2 branding: A new type and new coloring have been applied to the library and its expansion. C. Fayetteville Public Library Foundation: monthly report: As of Dec. 16, the Capital Campaign has raised 49.8% of goal. December brought 3 new pledges, but staff anticipated the holidays would be slow. It was a big month for pledge payments: Fayetteville 400 Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@faylib.org faylib.org 19 came in, with 27 outright gifts. The year-end mailing to active cardholders yielded 94 new donors and donations of more than $7,000. D. Friends of the Fayetteville Public Library: meetings are still suspended. V. Old business A. Approve 2021 budget — distributed at last meeting: H. Garner moved to approve the 2021 Budget as submitted. J. Parry seconded. Discussion: B. Bagwell asked about the NEH Grant, which FPL discovered last week that they did not get. The Budget does not include the $400,000 replacement of solar panels and conditioning units, but the funds will come from a slow saving in the future. In the meantime, items will be repaired to help them last beyond their normal lifespan. The Administration budget change between 2019 and 2021 is partially because HR moved from Accounting to the Administration Department. It is also due to the insurance on both the expansion and the existing Blair building. B. Bagwell made a motion to approve the budget with Administration funds itemized more specifically and with clarification. J. Parry seconded. All voted AYE. B. Renew DOXA contract and work program for 2021: The main difference from last year's contract is that the brand refresh and a monthly retainage was a separate item. Now, monthly retainage has doubled, but it includes the brand refresh and special projects. The annual amount is less than what was spent in 2019 and is less than what is budgeted in the 2021 budget. The goal was to streamline what items were given to DOXA and accomplish certain items in-house. J. Parry moved to approve the DOXA contract and work program for 2021. H. Garner seconded. All voted AYE. 1. New business A. Consent items 1. Approve purchase of simulators for the Center for Innovation: Last month, the Board agreed to pay $200,000 for new simulators. The City of Fayetteville is giving $185,000 to FPL for technology improvements in 2021. Staff proposed using $11,834 of the City funds to pay the remaining cost of the simulators. The flight simulator will arrive on December 30t". The companies that made the simulators will certify the participant with their company. H. Garner motioned to approve the purchase of simulators. J. Parry seconded. All voted AYE. 2. Public Comment: H. Garner thanked the City and other local leaders, and stated he was grateful that they were so supportive of the library. M. Rice said he was proud of FPL and its staff. Adjournment: Meeting was adjourned at 4:55pm Key Upcoming Events Virtual: DIY Sunburst Clothespin Photo Frame Monday, February 15, 5pm Virtually join youth services to make your very own DIY sunburst clothespin photo frame. This frame will add style to your walls and make it easy to swap out old photos or mementos for new ones with the push of a clothespin. Virtual: WordPlay Writers' Club Tuesday, February 16, 4:30pm Volunteer Income Tax Assistance with CARE Community Center Fridays & Saturdays, 9:30am-3pm (by appointment) Fayetteville Public Library is partnering with CARE Community Center as a venue for free tax preparation this tax filing season. Sessions are by appointment. Per state regulations, you must wear a face covering when you interact with our volunteers and maintain a six -feet distance. Informational tax packets must be completed before your scheduled appointment. Packets are available on the CARE Community Center website or at the library's help desk. A weekly virtual meeting for young authors who are interested in honing their creative writing skills. Attendants receive writing prompts, discuss tips and share the projects Virtual: Yoga @ FPL they have been working on. Membership is free and open to Mondays starting February 22, 6pm anyone in grades 4th and up. FPL yoga is back! Virtual classes are livestreamed and taught by a team of volunteer yoga instructors, so the types of yoga Virtual: Teen Improv with Arts Live Theatre - done each week will vary. Classes are suitable for all levels Make `Em Laugh! of yoga practitioners and offer a peak into our new Art & Tuesday, February 16, 5:30pm Movement Room. Learn the short -form comedy improv skills of the professionals! Think on your feet by creating in -the -moment comedy taught by Julie Gabel and Mark Landon, improv professionals with Phunbags Comedy Improv of Arts Live Theatre. 0 Fayetteville Public Library Virtual: UA Walton Visiting Writer in Fiction Brandon Hobson Thursday, February 25, 7pm The University of Arkansas Master of Fine Arts program in creative writing and translation is proud to present the 2021-22 Walton Visiting Writer in Fiction. Acclaimed writer Brandon Hobson will present a free virtual reading of his work. Hobson is the author of the forthcoming novel "The Removed", as well as "Where the Dead Sit Talking," which was a finalist for the National Book Award. 4faylib.org / 401 W. Mountain St., Fayetteville, AR 72701 FPL Performance Report: January 2021 JAN* FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 21 YTD 20 YTD CHANGE Circulation 77,002 0 0 0 0 0 0 0 0 0 0 0 77,002 133,407 -42.3% Ph sical Checkouts 47,496 0 0 0 0 0 0 0 0 0 0 0 47,496 107,631 -55.9% D' ital heck Uts Z3,4b4 0 q 0 0 0 0 0 0 4 4 5.5 /o Streamed Accesses 6,052 0 0 0 0 0 0 0 0 0 0 0 6,052 8,466 -28.5% Reference Queries 3,528 0 0 0 0 0 0 0 0 0 0 0 3,528 6,324 -44.2% Total Collection Size 425,694 0 0 0 0 0 0 0 0 0 0 0 425,694 393,169 8.3% Physical Collection 360,387 0 0 0 0 0 0 0 0 0 0 0 360,387 337,385 6.8% Digital Collection 26,161 0 0 0 0 0 0 0 0 0 0 0 26,161 21,603 21.1% Digital Consortia Collection* 39,146 0 0 0 0 0 0 0 0 0 0 0 39,146 34,181 14.5% Total Digital Items 65,307 0 0 0 0 0 0 0 0 0 0 0 65,307 55,784 17.1% Total Items Added 735 0 0 0 0 0 0 0 0 0 0 0 735 939 -21.7% New Card Registrations 180 0 0 0 0 0 0 0 0 0 01 0 180 471 -61.8% Cardholders 73,134 0 0 0 0 0 0 0 0 0 0 0 73,134 85,515 -14.5% Visits 14,971 0 0 0 0 0 0 0 0 0 0 0 14,971 34,820 -57.0% Library Pro rams*** 48 0 0 0 0 0 0 0 0 0 0 0 48 150 -68.0% Library attendance 150 0 0 0 0 0 0 0 0 0 0 0 150 2,203 -93.2% Outreach attendance 8 0 0 0 0 01 0 0 0 0 0 0 8 422 -98.11 Online views 3,299 0 0 0 0 0 0 0 0 0 0 0 3,299 3,298 0.0%, Meeting Room Usage 0 0 0 0 0 0 0 0 0 0 0 0 0 13 -100.0% Study Room Checkouts 0 0 0 0 0 0 0 0 01 0 0 0 0 418 -100.0% olunteefs 0 0 0 01 0 0 24241 0.4! Volunteer Hours 249 0 01 0 0 01 0 0 0 01 0 0 249 752 -66.9% Computer Sessions 0 0 0 0 0 0 0 0 0 0 0 0 0 7,526 -100.0% Holds Filled 9,838 0 0 0 0 0 0 0 0 0 0 0 9,838 5,933 65.8% eFPL Usage* 0 0 0 0 0 0 0 0 0 0 0 0 0 70.624 -100.0% Wireless Usage Bandwidth Consumed 809 0 0 0 0 0 0 0 0 0 0 0 809 1,833 -55.9% Unique Users 1,4241 0 0 0 0 0 01 0 0 0 0 0 1,424 25,220 -94.4% *This includes all e-titles available to patrons through an Arkansas Libraries Consortium. ** Some database access statistics are not available until after board ackets are printed, thus stats are incomplete. ***As of April 2020 library event attendance was virtual YTD Key Performance Measures Circulation Circulation Distribution, YTD 2021 aro, 20 YTD M 133,407 21 YTD 0 77,002 Cardholders YTD 20 YTD 21 YTD - 73,134 85,515 Wireless Bandwidth Consumed (Gigabytes) YTD 20 YTD 21 YTD 1,833 30% 62% ■ Physical Checkouts ■ Digital Checkouts ■ Streamed Accesses PROGRAMS Program Attendance OFFFRFD YTD 48 150 Library 150 attendance ' 2,203 Outreach 8 attendance 422 Online views 3,299 3,298 ■ 2021 2020 Unique Wireless Users YTD 20 YTD IF 25,220 809 21 YTD 1 1,424 0 5,000 10,000 15,000 20,000 25,000 30,000 Ci Fayetteville Public lie Library Strategic Plan Progress Report December 2020 - January 2021 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 i. Partnered with the Equal Justice Initiative to publicize their scholarship essay contest; programming consists of videos promoting the contest (released in December) and an essay writing workshop which took place in January. ii. Youth Collection spotlights were produced on each collection to highlight the expansion and the new locations of things. iii. Teen Boxed Book Society had first meeting at end of January; this is a virtual book club modeled after subscription book boxes. iv. Youth virtual story times continued with 3 per week and 1 virtual craft program per week. V. Held a virtual stuffed animal lock -in with help from the Teen Advisory Board. Participants were texted photos of their new stuffed animal friends throughout the night and were able to pick them up the next day (Saturday). b. Services c. Quality Personal Library List fulfilments: 20 requests for Adult collections; 13 requests for Youth Services collections. Completed a design refresh of the program 1,000 Books Before Kindergarten." This included rebranding the program and creating new program materials. II. 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. Outreach partnerships. b. Virtual c. Physical Partnered with Arkansas Immigrant Defense to provide backpacks full of books, activities and snacks to unaccompanied minors undergoing the immigration process to receive legal status. Created virtual tours for expanded library to engage patrons who may not feel comfortable visiting in person yet and to encourage visits from people who do. Performed approximately 4269 curbside deliveries of library materials in December and January rA III. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers. a. Staff i. Created a series of training videos to ensure staff were ready for opening day IV. Facility: Our consumer -friendly, sustainable facility will be safe, accessible, clean and support the requirements for quality programs, services, and collections. a. Maintenance i. Completed installation of conveyor system ii. b. Safety/Security i. Refined opening and closing procedures among departments; updated emergency manual. V. Communication: We maximize ongoing communication to increase awareness of the library and understanding of its value and impact on the community. a. Operationalize brand i. Deployed new library card designs K Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Revenues Local Tax Support 10-0-4882-00 Transfer for Operations - MilILibraryLibrary 70-0-4883-00 Transfer for Debt Service - MiLibraryLibrary Total Local Tax Support City of Fayetteville Transfers 10-0-4880-00 Transfer for Operations - CityLibraryLibrary 10-0-4884-00 Transfer for Books - City of FLibraryLibrary 10-0-4886-00 Transfer for Computers - City LibraryLibrary 50-0-4886-00 Transfer for Computers - City LibraryLibrary Total City of Fayetteville Transfers Transfers from Foundation & Friends 10-0-4888-00 Transfer from FoundationLibraryLibrary Total Transfers from Foundation & Friends State Aid, Grants & Corporate Sponsorships 10-0-4010-00 State Library TurnbackLibraryLibrary 10-0-4055-00 Grants - Federal LibraryLibrary 10-0-4080-00 Grants - In Year AwardsLibraryLibrary Total State Aid & Grants Charges for Services 10-0-4201-00 Rent Income - Caf6LibraryLibrary 10-0-4202-00 Rent Income - Meeting RoomsLibraryLibrary 10-0-4205-00 Copier and Printer IncomeLibraryLibrary 10-0-4220-00 Merchandise SalesLibraryLibrary 10-0-4300-00 Fees - Library CardsLibraryLibrary 10-0-4302-00 Fees - Fines & OverduesLibraryLibrary 10-0-4304-00 Fees - Lost MaterialsLibraryLibrary 10-0-4310-00 Fees - Refunds to PatronsLibraryl-ibrary Tota I Contributions 10-0-4100-00 Other DonationsLibraryl-ibrary 10-0-4645-00 Donations to FPLLibraryLibrary 10-0-4650-00 Contributions - UndesignatedLibraryLibrary 10-0-4651-00 Contributions - Money JarLibraryLibrary 10-0-4660-00 Contributions - Designated LibraryLibrary 10-0-4666-00 Contributions - Designated MemLibraryLibrary 02/14/2021 21:17:44 YTD 12/31/2020 Current Year Annual Budget Annual Budget $4,163,720.00 $3,894,657.65 ($269,062.35) (6.46)% $1,998,585.00 $1,865,867.05 ($132,717.95) (6.64)% $6,162,305.00 $5,760,524.70 ($401,780.30) (6.52)% $1,677,451.00 $1,677,400.92 ($50.08) 0.00 % $442,000.00 $442,000.08 $0.08 0.00 % $89,000.00 $89,000.00 $0.00 0.00 % $16,000.00 $16,000.00 $0.00 0.00 % $2,224,451.00 $2,224,401.00 ($50.00) 0.00 % $105,522.00 $52,760.00 ($52,762.00) (50.00)% $105,522.00 $52,760.00 ($52,762.00) (50.00)% $146,600.00 $137,363.00 ($9,237.00) (6.30)% $307,063.00 $104,483.75 ($202,579.25) (65.97)% $167,807.00 $87,700.50 ($80,106.50) (47.74)% $621,470.00 $329,547.25 ($291,922.75) (46.97)% $12,000.00 $8,040.00 ($3,960.00) (33.00)% $1,600.00 $480.00 ($1,120.00) (70.00)% $5,600.00 $2,268.45 ($3,331.55) (59.49)% $4,600.00 $257.00 ($4,343.00) (94.41)% $300.00 $50.00 ($250.00) (83.33)% $115,000.00 $25,475.32 ($89,524.68) (77.85)% $0.00 $127.98 $127.98 0.00 % ($100.00) ($25.65) $74.35 74.35 % $139,000.00 $36,673.10 ($102,326.90) (73.62)% $200.00 $0.00 ($200.00) (100.00)% $600.00 $150.00 ($450.00) (75.00)% $0.00 $125.00 $125.00 0.00 % $0.00 $16.77 $16.77 0.00 % $2,300.00 $630.00 ($1,670.00) (72.61)% $500.00 $1,160.00 $660.00 132.00 % 9 Page 1 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Tota I Investment Earnings 10-0-4701-00 Interest - UnrestrictedLibraryLibrary 10-0-4703-00 Interest - Undesignated FundsLibraryLibrary 10-0-4772-00 Gain/Loss on Investments - UnrLibraryLibrary 10-0-4992-00 Miscellaneous RevenueLibraryLibrary 10-0-4995-00 Cash (Short)/OverLibraryLibrary 15-0-4701-00 Interest - UnrestrictedLibraryLibrary 15-0-4702-00 Interest - Designated Fund IncLibraryLibrary 15-0-4770-00 Gain/Loss on Investments - ReaLibraryLibrary 15-0-4772-00 Gain/Loss on Investments - UnrLibraryLibrary 20-0-4702-00 Interest - Designated Fund IncLibraryLibrary 20-0-4770-00 Gain/Loss on Investments - ReaLibraryLibrary 20-0-4772-00 Gain/Loss on Investments - UnrLibraryLibrary 20-0-4779-00 Investment Management FeesLibraryLibrary 30-0-4702-00 Interest - Designated Fund IncLibraryLibrary 30-0-4770-00 Gain/Loss on Investments - ReaLibraryLibrary 30-0-4772-00 Gain/Loss on Investments - UnrLibraryLibrary 30-0-4779-00 Investment Management FeesLibraryLibrary 40-0-4702-00 Interest - Designated Fund IncLibraryLibrary 40-0-4770-00 Gain/Loss on Investments - ReaLibraryLibrary 40-0-4772-00 Gain/Loss on Investments - UnrLibraryLibrary 40-0-4779-00 Investment Management FeesLibraryLibrary 50-0-4702-00 Interest - Designated Fund IncLibraryLibrary 50-0-4770-00 Gain/Loss on Investments - ReaLibraryLibrary 50-0-4772-00 Gain/Loss on Investments - UnrLibraryLibrary 50-0-4779-00 Investment Management FeesLibraryLibrary Total Contributions & Investment Earnings Internal Transfers and Use of Reserves 10-0-4915-00 Transfer from Expansion FundLibraryl-ibrary Total In Total Revenues Expenses Library Services Personnel Services Library Materials, Program Supplies 02/14/2021 21:17:44 YTD 12/31/2020 Current Year Annual Budget Annual Budget Adjusted Budget Actual Remaining Remaining % 9&11.1111IITI� V111.1irAF LfiILTIPAnvn. $6,705.00 $2,478.45 ($4,226.55) (63.04)% $337.00 $384.18 $47.18 14.00 % $2,752.00 $0.00 ($2,752.00) (100.00)% $4,100.00 ($121.64) ($4,221.64) (102.97)% $0.00 ($7.20) ($7.20) 0.00 % $13,700.00 $0.00 ($13,700.00) (100.00)% $0.00 $2,964.72 $2,964.72 0.00 % $0.00 $0.08 $0.08 0.00 % $0.00 ($0.08) ($0.08) 0.00 % $41,000.00 $24,456.04 ($16,543.96) (40.35)% $0.00 ($383.33) ($383.33) 0.00 % $0.00 $4,556.78 $4,556.78 0.00 % ($4,700.00) ($4,355.00) $345.00 7.34 % $10,600.00 $6,833.43 ($3,766.57) (35.53)% $0.00 ($180.18) ($180.18) 0.00 % $0.00 $6,870.08 $6,870.08 0.00 % ($2,000.00) ($1,334.00) $666.00 33.30 % $6,300.00 $3,401.12 ($2,898.88) (46.01)% $0.00 ($91.57) ($91.57) 0.00 % $0.00 $221.86 $221.86 0.00 % ($550.00) ($574.00) ($24.00) (4.36)% $7,400.00 $5,958.49 ($1,441.51) (19.48)% $0.00 $1,317.48 $1,317.48 0.00 % $0.00 $2,305.67 $2,305.67 0.00 % ($850.00) ($1,043.00) ($193.00) (22.71)% $84,794.00 $53,658.38 ($31,135.62) (36.72)% $131,000.00 $131,000.00 $0.00 0.00 % �1�1 non no �1�1 non no anon non% 19.472.142.00 18.590.646.20 ft881.495.80) $2,414,247.00 $1,084,750.00 10 $2,261,712.47 $152,534.53 $775,189.20 $309,560.80 (931)% 6.32 % 28.54 % Page 2 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit YTD 12/31/2020 Current Year Annual Budget Annual Budget Adjusted Budget Actual Remaining Remaining % Program Services $287,647.00 $110,188.24 $177,458.76 61.69 % Total $3,786,644.00 $3,147,089.91 $639,554.09 16.89 % Support Services Support Services - Personnel Services $1,933,177.00 $1,796,630.47 $136,546.53 7.06 % Internal Library - Materials & Supplies $299,318.00 $222,468.17 $76,849.83 25.68 % Internal Library - Services & Charges $1,269,369.00 $1,119,684.79 $149,684.21 11.79 % Internal Library - Maintenance $334,843.00 $254,045.13 $80,797.87 24.13 % Total $3,836,707.00 $3,392,828.56 $443,878.44 11.57 % Services & Charges Services & Charges for Funds 20, 30, 40, 50, 60 and 70 $148,164.00 $17,133.00 $131,031.00 88.44 % Total $148,164.00 $17,133.00 $131,031.00 88.44 % Financial Stabilty Transfers 15-1-5700-00 Transfer to OperatingAdministration Library $131,000.00 $131,000.00 $0.00 0.00 % 70-1-5770-05 Transfer to the City of FayettAdministrationAdmi $1,998,585.00 $1,865,867.05 $132,717.95 6.64 % Total Financial Stabilty Transfers $2,129,585.00 $1,996,867.05 $132,717.95 6.23 % Capital Reinvestment 10-1-5810-25 Computer & Technological EquipAdministrationl $1,200.00 $1,336.00 ($136.00) (11.33)% 10-1-5810-30 Computer & Technological EquipAdministrationl $398,231.00 $103,944.16 $294,286.84 73.90 % 10-1-5870-25 Furniture & Equipment (less thAdministrationFac $10,000.00 $5,739.76 $4,260.24 42.60 % 30-1-5871-25 Furniture & Equipment (greaterAdministrationFa $102,200.00 $0.00 $102,200.00 100.00 % 40-1-5871-25 Furniture & Equipment (greaterAdministrationFa $103,950.00 $12,802.78 $91,147.22 87.68 % 50-1-5810-30 Computer & Technological EquipAdministrationl $224,000.00 $201,168.45 $22,831.55 10.19 % Total Capital Reinvestment & Depreciation $839,581.00 $324,991.15 $514,589.85 61.29 % Expansion 60-1-5339-05 Professional FeesAdministrationAdministration $0.00 $26,521.66 ($26,521.66) 0.00 % Total Expansion $0.00 $26,521.66 ($26,521.66) 0.00 % Total Expenses $10,740,681.00 $8,905,431.33 $1,835,249.67 17.09 % NET SURPLUS/(DEFICIT) ($1,268,539.00) ($314,785.13) $953,753.87 75.19 % 02/14/2021 21:17:44 11 Page 3 Fayetteville Public Library Balance Sheet Preliminary: Subject to Audit As of December3l, 2020 2020 Assets Cash & Investments - Unresstricted 10-0-1001-00 Bank CreditLibraryLibrary ($800.41) 10-0-1003-00 Petty Cash LibraryLibrary $1,156.45 10-0-1010-00 Bank of FayettevilleLibraryLibrary $14,584.90 10-0-1020-00 ArvestLibraryLibrary $694,594.65 10-0-1030-00 1st SecurityLibraryLibrary $132,665.02 10-0-1120-00 Schwab Institutional -Operating LibraryLibrary $1,123,354.75 15-0-1123-00 Schwab Institutional -Expansion LibraryLibrary $986,041.52 Total Cash & Investments $2,951,596.88 Accounts Receivable - Unrestricted 10-0-1210-00 Due from Foundation $234,817.48 10-0-1215-00 Due from Friends LibraryLibrary $779.97 10-0-1225-00 Due From Other Gov. UnitsLibraryLibrary $4,350,597.77 10-0-1240-00 Accounts ReceivableLibraryLibrary $3,146.09 10-0-1260-00 Payroll Tax Refund ReceivableLibraryLibrary ($793.54) 10-0-1270-00 Claim against credit card LibraryLibrary $634.88 10-0-1271-00 Less: Claim against credit card LibraryLibrary ($570.10) Total Acounts Receivable - Unrestricted $4,589,752.75 Cash & Investments - Designated 20-0-1125-00 Schwab Institutional - Long-teLibraryLibrary $1,651,821.56 30-0-1126-00 Schwab - Facilities ReplacemenLibraryLibrary $544,502.51 40-0-1127-00 Schwab - Furn. & Eq. 2100-3837LibraryLibra ry $234,984.29 50-0-1128-00 Schwab - Technological EquipmeLibraryLibrary $254,567.81 60-0-1140-00 Schwab - Expansion Capitall - LibraryLibrary $4.36 Total Cash & Investments - Designated $2,685,880.53 Accounts Receivable - Restricted 10-0-1150-00 Data Path Held DepositLibraryLibrary $1,200.00 10-0-1190-00 Claims PendingLibraryLibrary $1,578.40 10-0-1280-00 Prepaid ExpensesLibraryLibrary $138,006.53 70-0-1225-00 Due From Other Gov. UnitsLibraryLibrary $2,072,306.84 Total Accounts Receivable - Restricted $2,213,091.77 Internal Due From 10-0-1221-00 Due From Expansion Operating Reserves - 15 ($0.13) 10-0-1223-00 Due From Facilities Reserve - 30 $4,971.14 10-0-1228-00 Due From Technology Reserve - 50 $70.13 02/04/2021 15:44:05 12 Page 1 Fayetteville Public Library Balance Sheet Preliminary: Subject to Audit As of December3l, 2020 2020 20-0-1220-00 Due From Operating - 10 $76,241.45 20-0-1223-00 Due From Facilities Reserve - 30 $0.48 20-0-1228-00 Due From Technology Reserve - 50 ($0.93) 50-0-1220-00 Due From Operating - 10 $102,499.19 70-0-1227-00 Due from UnreservedLibraryLibrary ($1.47) Total Internal Due From $183,779.86 Interfund 10-0-1238-00 Due from Other Funds - InterfuLibraryLibrary $118,470.44 10-0-1400-00 InterfundLibraryLibrary ($1,219,436.19) 15-0-1400-00 InterfundLibraryLibrary $3,899,882.78 20-0-1400-00 InterfundLibraryLibrary ($1,115,400.24) 30-0-1238-00 Due from Other Funds - InterfuLibraryLibrary $29.60 30-0-1400-00 InterfundLibraryLibrary $3,787.37 40-0-1400-00 InterfundLibraryLibrary $30,578.53 50-0-1400-00 InterfundLibraryLibrary $365,371.12 60-0-1400-00 InterfundLibraryLibrary ($192,503.91) 70-0-1400-00 InterfundLibraryLibrary ($1,772,279.58) Total Interfund $118,499.92 Depreciable Assets 10-0-1801-00 BuildingsLibraryLibrary $21,080,384.43 10-0-1805-00 SoftwareLibraryLibrary $144,777.16 10-0-1811-00 Books & PublicationsLibraryLibrary $4,925,946.88 10-0-1813-00 EquipmentLibraryLibrary $1,763,359.80 10-0-1890-00 Construction In Progress (CIP)LibraryLibrary $433,574.43 10-0-1999-00 Accumulated DepreciationLibraryLibrary ($11,893,979.42) 60-0-1890-00 Construction In Progress (CIP)LibraryLibrary $1,080,831.73 Total Depreciable Assets $17,534,895.01 Non -Depreciable Assets 10-0-1800-00 Land $1,449,585.02 10-0-1850-00 Library Owned ArtLibraryLibrary $150,000.00 10-1-1800-00 Fixed AssetAdministrationLibrary $0.07 Total Non-Depeciable Assets $1,599,585.09 Total Assets $31,877,081.81 Liabilities and Fund Balance Liabilities - Accounts Payable 02/04/2021 15:44:05 13 Page 2 Fayetteville Public Library Balance Sheet Preliminary: Subject to Audit 10-0-2001-00 Accounts PayableLibraryLibrary 10-0-2003-00 Security Bankcard Center, INC.Libraryl-ibrary 10-0-2020-00 Accounts Payable- Accrued Libra ryLi brary 10-0-2025-00 Accrued Sales Tax Paya bleLibraryLi bra ry 10-0-2055-00 Federal Withholding PayableLibra ryLibrary 10-0-2065-00 FICA PayableLibraryLibrary 10-0-2075-00 Health InsuranceLibraryLibrary 10-0-2080-00 State Withholding PayableLibraryLibra ry 10-0-2082-00 State Unemployment PayableLibra ryLibrary 10-0-2094-00 Accident Death & Disability InLibraryl-ibrary 10-0-2130-00 Vision InsuranceLibraryLibrary 10-0-2135-00 Life, AD&D and LTDLibraryLibrary 10-0-2140-00 Voluntary Life, STD & AD&DLibraryLibrary 10-0-2155-00 Voluntary Dental Insurance 10-0-2180-00 Caring Committeel-ibraryl-ibrary 10-0-2185-00 Healthy HabitsLibraryLibrary 10-0-2190-00 Arkansas State Library Scholarl-i bra ryLibrary 10-0-2410-00 Deferred Revenuel-ibraryl-ibrary Total Liabilities - Accounts Payable Accrued Liabilities 10-0-2030-00 Salaries & Wages AccrualLibra ryLibrary 10-0-2045-00 Vacation Accrual LibraryLibra ry 10-0-2060-00 Sick Time AccrualLibraryLibrary Total Accrued Liabilities Internal Due To 10-0-2223-00 Due to Operating Capital - 15 10-0-2225-00 Due to Long Term - 20 10-0-2230-00 Due to FriendsLibraryLi bra ry 10-0-2235-00 Due to Technology Reserve - 50 10-0-2240-00 Due to Foundation Libraryl-i bra ry 10-0-2270-00 Due to Debt Service FundLibraryLibrary 10-0-2296-00 Due to FPLF Capital Campaign (LibraryLibrary 15-0-2220-00 Due To Operating-101-ibraryl-ibrary 30-0-2220-00 Due To Operating - 10 30-0-2225-00 Due to Long Term - 20 50-0-2220-00 Due To Operating - 10 50-0-2225-00 Due to Long Term - 20 Total Internal Due To As of December3l, 2020 2020 $149,619.83 $2,271.00 $5,546.77 ($5,436.33) $1,068.09 ($1,105.48) ($370.00) $525.13 $426.15 ($0.50) $12.12 ($68.47) $184.24 $214.58 $875.05 $5,142.24 ($14,056.88) $523,724.03 $668,571.57 $64,144.24 $180,963.06 $68,311.13 $313,418.43 $0.01 $76,241.45 ($3,253.33) $102,499.19 $18,392.88 ($1.47) $30,795.00 ($0.13) $4,971.14 ($0.94) $70.13 ($0.93) $229,713.00 02/04/2021 15:44:05 14 Page 3 Fayetteville Public Library Balance Sheet Preliminary: Subject to Audit Interfund 10-0-2255-00 Due to Other Funds - I nterfund Libra ryLi brary 30-0-2255-00 Due to Other Funds - I nterfund Libra ryLi brary 50-0-2255-00 Due to Other Funds - I nterfund Libra ryLi brary 60-0-2255-00 Due to Other Funds - I nterfund Libra ryLi brary Total Interfund Fund Balance 10-0-3001-00 Unrestricted LibraryLibra ry 10-0-3900-00 Fund Balance - Current Year NeLibraryLibrary 10-0-3950-00 Investment in Capital AssetsLibraryLibrary 15-0-3001-00 Unrestricted LibraryLibra ry 20-0-3015-00 Designated - Long Term Reservel-i bra ryLibrary 20-0-3900-00 Fund Balance - Current Year NeLibraryLibrary 30-0-3020-00 Designated - Facility Reservel-ibraryl-ibrary 30-0-3900-00 Fund Balance - Current Year NeLibraryLibrary 40-0-3025-00 Designated - Furniture & EquipLibraryLibrary 40-0-3900-00 Fund Balance - Current Year NeLibraryLibrary 50-0-3030-00 Designated - Technological EquLibraryLibrary 50-0-3900-00 Fund Balance - Current Year NeLibraryLibrary 60-0-3005-00 Restricted Fund BalanceLibraryLibra ry 70-0-3005-00 Restricted Fund BalanceLibraryLibra ry Total Fund Balance Total Liabilities and Fund Balance As of December3l, 2020 2020 $29.60 $37,222.00 $3,668.63 $77,579.81 $118,500.04 $2,218,343.61 $793,564.99 $19,435,214.87 $4,885,924.43 $654,576.75 ($41,914.43) $535,922.80 ($29,795.52) $274,311.56 ($8,748.74) $737,037.59 ($18,337.30) $810,752.37 $300,025.79 $30,546,878.77 $31,877,081.81 02/04/2021 15:44:05 15 Page 4 A L L I S O N P A R T N E R S Your partner in creating lasting places FIELD OBSERVATION REPORT TO: Kate Michaud - MSR Design David Johnson - Fayetteville Public Library Wade Abernathy - City of Fayetteville Jason Miller - Crossland Construction FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects REPORT #: Fifty -Five (55) PROJECT: Fayetteville Public Library Addition DATE: Dec. 22, 2020 PAGES: 01, including this page Date of Visit: 12/21 /2020 Time of Visit: 3:10 PM - 4:35 PM Present at Site: Allison + Partners, Crossland, FPL Weather/Temperature: 63 degrees / Clear Work in Progress: Punchlist Observations: Curtains are hanging over the stage. Punch list items are being worked on. Furniture is being placed. Wood panels are being installed. Books are being loaded on shelves in all locations. Monumental stair is being worked on. Level 300 is being prepped for carpet. Paint touch-up continues. Items to Verify: Nothing at this time. Information or Action Required: Nothing at this time. Photos: https:Hallarch.box.com/s/zwhuwwavzag77e6rOsugwn99vxOvlgfr 1 ALLISON + PARTNERS, Inc. 16 A L L I S O N P A R T N E R S Your partner in creating lasting places FIELD OBSERVATION REPORT TO: Kate Michaud - MSR Design David Johnson - Fayetteville Public Library Wade Abernathy - City of Fayetteville Jason Miller - Crossland Construction FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects REPORT #: Fifty -Six (56) PROJECT: Fayetteville Public Library Addition DATE: Dec. 29, 2020 PAGES: 01, including this page Date of Visit: 12/28/2020 Time of Visit: 2:40 PM - 4:15 PM Present at Site: Allison + Partners, Crossland, FPL Weather/Temperature: 50 degrees / Clear Work in Progress: Punchlist Observations: Punch list items are being worked on. Furniture is being placed. Wood ceiling panels are being installed in the pre -function area. Items to Verify: Nothing at this time. Information or Action Required: Nothing at this time. Photos: https://allarch.box.com/s/491vyn25jsojotm0ifc78uu10betmizy 1 ALLISON + PARTNERS, Inc. 17 A L L I S O N P A R T N E R S Your partner in creating lasting places FIELD OBSERVATION REPORT TO: Kate Michaud - MSR Design David Johnson - Fayetteville Public Library Wade Abernathy - City of Fayetteville Jason Miller - Crossland Construction FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects REPORT #: Fifty -Seven (57) PROJECT: Fayetteville Public Library Addition DATE: Jan. 05, 2021 PAGES: 01, including this page Date of Visit: 01 /04/2021 Time of Visit: 1:30 PM - 4:15 PM Present at Site: Allison + Partners, Crossland, FPL Weather/Temperature: 53 degrees / Clear Work in Progress: Punchlist Observations: Punch list items are being worked on. Items to Verify: Nothing at this time. Information or Action Required: Nothing at this time. Photos: https:Hallarch.box.com/s/dIn6lIuiufvmis82627un7j5ktx3wrdz 1 ALLISON + PARTNERS, Inc. 18 A L L I S O N P A R T N E R S Your partner in creating lasting places FIELD OBSERVATION REPORT TO: Kate Michaud - MSR Design David Johnson - Fayetteville Public Library Wade Abernathy - City of Fayetteville Jason Miller - Crossland Construction FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects REPORT #: Fifty -Eight (58) PROJECT: Fayetteville Public Library Addition DATE: Jan. 12, 2021 PAGES: 01, including this page Date of Visit: 01 /11 /2021 Time of Visit: 1:15 PM - 5:15 PM Present at Site: Allison + Partners, Crossland, FPL Weather/Temperature: 53 degrees / Clear Work in Progress: Punchlist Observations: Punch list items are being worked on. Terrazzo is being installed on the monument stair. Wood ceiling is installed in the pre -function space. Items to Verify: Nothing at this time. Information or Action Required: Nothing at this time. Photos: https://allarch.box.com/s/ank8xgwrawfypfrvruOt6kzwl5nhky6z 1 ALLISON + PARTNERS, Inc. 19 A L L I S O N P A R T N E R S Your partner in creating lasting places FIELD OBSERVATION REPORT TO: Kate Michaud - MSR Design David Johnson - Fayetteville Public Library Wade Abernathy - City of Fayetteville Jason Miller - Crossland Construction FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects REPORT #: Fifty -Nine (59) PROJECT: Fayetteville Public Library Addition DATE: Jan. 19, 2021 PAGES: 01, including this page Date of Visit: 01 /18/2021 Time of Visit: 3:15 PM - 5:15 PM Present at Site: Allison + Partners, Crossland, FPL Weather/Temperature: 53 degrees / Clear Work in Progress: Punchlist Observations: Punch list items are being worked on. Items to Verify: Nothing at this time. Information or Action Required: Nothing at this time. Photos: https://allarch.box.com/s/dxgug0ldhb25tlxhlxafx3gfbpOpe5eh 1 ALLISON + PARTNERS, Inc. 20 A L L I S O N P A R T N E R S Your partner in creating lasting places FIELD OBSERVATION REPORT TO: Kate Michaud - MSR Design David Johnson - Fayetteville Public Library Wade Abernathy - City of Fayetteville Jason Miller - Crossland Construction FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects REPORT #: Sixty (60) PROJECT: Fayetteville Public Library Addition DATE: Jan. 26, 2021 PAGES: 01, including this page Date of Visit: 01 /25/2021 Time of Visit: 3:15 PM - 4:45 PM Present at Site: Allison + Partners, Crossland, FPL Weather/Temperature: 53 degrees / Clear Work in Progress: Punchlist items being worked on. Furnishings are installed. Observations: Punch list items are being worked on. Items to Verify: Nothing at this time. Information or Action Required: Nothing at this time. Photos: httos://allarch.box.com/s/euzvmk45234eai9mamvixxz19a6ibnuo 1 ALLISON + PARTNERS, Inc. 21 BEYOND WORDS CAMPAIGN GOAL: $23,000,000 Capital Campaign Pledge Summary Report 2/11 /2021 Pledged To Date: $11,482,361 = 49.9% Of Goal Balance Required: $11,517,639 Campaign Summary by Gift Categories Percent to Balance Goals Pledged Goal $$-To Go Total Paid Due # of Gifts $250,000 & above Pacesetter $20,000,000 $9,037,463 = 45.2% $10,962,537 $1,987,463 $7,050,000 4 $50,000 - $249,999 Leadership 2,250,000 1,557,134 = 69.2% $692,866 $827,134 $730,000 17 $5,000 - $49,999 Major 650,000 801,414 123.3% ($151,414) $518,484 $282,930 46 Under$5,000 Community 100,000 86,350 = 86.3% $13,650 $78,960 $7,390 126 TOTAL: $23,000,000 $11,482,361 49.9% $11,517,639 $3,412,041 $8,070,320 193 22 Meetings and Actions Meeting/Action Date Outcome Notes Dr. Malcom Hayward, donor and advocate, Dr. Blake and Lindsey Lockwood 12/16/2021 tBD made this connection Dr. Malcom Hayward, donor and advocate, Tour: Dr. Sarah and Mathew Jewell 12/17/2020 tBD made this connection Tour: Mick and Mary Beth Mayfield 12/18/2020 outright gift Tour: Amazeum ED and programmers 12/18/2021 Partnership opportunties Tour: FPL Multiculural Advisory Committee 12/19/2021 Stewardship Photos taken for press release about their Visit: Denton and Cathy Seilhan 12/21/2020 $1,000,000 pledge Tour: Arkansas Coalition of Marshallese and Marshallese Education Initiatve Chance works for P&G and studied here in Tour: Chance Chapman 12/22/2020 $10,000 outright gift college. Tour and Interview: Univision 1/5/2021 Media Coverage $1,000 gift to Mountain Street Stage Tour: Gerlad Klingaman 1/7/2021 Series Tour: Shellie Morrison Owner of the Event Group Natalie is the owner of Freckled Hen and has clsoe to 51,000 Instagram followers. She Tour: Natalie Freeman 1/8/2021 posted her entire tour. Tour: Ozark Literacy Council - Patty Sulivan and Liz Esch 1/8/2021 Toured spaces for potential events has 8,000 Instagram follwers, and has offered to host cookies classe free and open Tour: Liz and Matt Krauft 1/8/2021 to the public. (When safe to do so.) 23 Online platform promoting diversity and inclusion. Potential for partnership and Tour: NWA Girl Gang 1/11/2021 media coverage. NWA Program Director at Arkansas Cinema Tour: Kody Ford 1/12/2021 Society Owner of Elixer Yoga Lounge with 30,000 Instagram follwers. She would like to host a yoga class at FPL and there is potential for a Tour: Nicole Calhoun 1/12/2021 programming partnership. Macaroni Kid mom, an online resource for Tour: Kara Ault 1/13/2021 parents with over 10,000 followers. Owner of Prose Creative with a social media following. She will soon lead a virtual Tour: Elizabeth Prenger 1/13/2021 program on branding. Article: Fayetteville Flyer 1/14/2021 Media Coverage Chamber President Steve Clark has arranged to feature the FPL expansion in their online Tour: Fayetteville Chamber of magazine for chamber members and Commerce and AR Dem Gazette 1/26/2021 Media Coverage community stakeholders. Tod and Jackie will be making a capital Tour: Tod Yeslow and Jackie Telfair 1/30/2021 TBD contribution matched by Walmart Over 50,000 library patrons receive monthly newsletters and will now be made aware of Inclusion of naming opportunities in naming opportunities specific to their monthly FPL newsletter 2/1/2021 newsletter group (youth, teen, or adult) Jim filmed a feature re: his reaction to the expansion of Blair Library that will be used in Tour: Jim and Nancy Blair 2/4/2021 donor/prospect marketing pieces Introduction and exploration of next 5 years Walton Family Foundation Conference 2/9/2021 - 2/11/2021 of WFF giving strategy in NWA 24 Foundation -solicited grant proposal submitted to fund a dedicated outreach Bookmobile grant application library in the form of a built -out electric submitted 2/15/20211 1 vehicle 25 Fayetteville Fa Mountain St. Fayetteville, AR 72701 4 Public Library 479.856.7000 ® questions@faylib.org faylib.org Memo To: Board of Directors, Fayetteville Public Library From: David Johnson, Executive Director Date: February 4, 2021 Re: Food Service / Kitchen Planning Background/Analysis Fayetteville Public Library has created a food service space and kitchen in the expanded Blair Library. One of the major goals of creating a food service space within FPL was to be able to provide library patrons and public with nutritious, high quality, affordable food in the hopes that they would not have to leave the library to do so elsewhere. Over the past three/four years FPL and members of the restaurant community have been engaged in conversation on the potential uses of a food service space within FPL. Now that FPL is open these preliminary conversations need to progress to a more in-depth actionable plan with identifiable goals and a set of outcomes that will inform the future direction of the food service space. During 202o as these conversations continued it became apparent that more dedicated time and effort was needed from restaurant management experts to be brought in to assist with the development of an actionable plan to operate a food service space that meets the desired goals stated above. Late in 202o and continuing into early 2021, Jerrmy Gawthorp with Woodstone Pizza, the non-profit Roots organization, and the late Greenhouse Grill, was asked to create an approach and detailed plan that could serve as a guide to FPL implementing a food service option for patrons. Jemmy was also asked to define an optional consulting role to aid in preparing business plan for an in-house catering program as well as development of culinary programming that will complement the offerings already underway with FPL's partnership with Fayetteville School district and Brightwater and the culinary programming planned by our library staff. 99 Fayetteville 408 Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@fayl i b.o rg faylib.org The proposal submitted by Mr. Gawthorp includes three phases: Phase Once is titled Create the Playbook; Phase Two defines the steps to opening the deli and Phase Three is providing oversight while FPL is launching the food service entity. The total anticipated cost for all three (3) phases is $92,000. The funding for this item is from unexpended funds from 2020. Recommendation The Board of Trustees is requested approve a Not -to -Exceed agreement with Jerrmy Gawthorp in the amount of $92,00o and to waive procurement policy for this agreement. 27 Proposal: Develop Food & Beverage Services @ Fayetteville Public Library PHASE ONE: Create the Playbook *Establish Goals: Operations, Community Forward Intentions, Projections *Milestones and Calendar Based Targets *Develop Overall Theme/Culinary Concept and Brainstorm Vibe *Formulate Guest Experience and Perspectives *Develop the Service Style and Spacial Flow *Create Menu (Food & Beverage) *Cost Out Menu Items *Develop Menu Portions and Portion Controls: Packaging and Plating *Make Small Wares List and Source Items *Final Equipment Recommendations, Sourcing and Installation Oversight *Built Out Pro Forma Projections (daily sales/per person average) •Co -Create Framework for Cohabitation (with Guest Chefs, Events, Brightwater) *Develop Management and Staff Roles *Employee Recruitment, Interviewing and Hiring Process for Managers *Assist with Permits and Licensing, Tests and Inspections PHASE TWO: Steps to Opening *Facilitate Menu Trials, Testing and Training *Built Inventory Lists and Procure Sourcing •Develop Prep Schedule and Opening Pars List *Map out Packaging and Plating Procedures *Create Waste Systems for Composting and Recycling *Begin General Staffing Recruitment *Interviewing & Hiring Process for Staff *Build Schedules and Scheduling System *Staff Training: Menu, Systems, POS, Sanitization, Covid Protocol *Branding Cohesion and Placement *Set Up Online Ordering Systems *Develop Culinary Partnerships and Vendors *Order POS and Oversee Installation Trials *Opening & Closing Checklists, Temperature Logs and Cleaning Schedule •Marketing Suggestions and Opening Promotions *Protocol Development (i.e. Handbook: Dress Code, Conduct, Shift Meals, Breaks) *Establish Strategy and Cue up the Opening Sequence PHASE THREE: Boots on the Ground •Daily Operations Oversight (Opening Month) *Weekly Operations Oversight (August -December) 28 SCENARIO A: The Oversight Team Approach This scope of work is completed by myself and support of my team (assistants, industry consultants, layout designer) to build a comprehensive team playbook. Quickly hire your full time manager(s) and select staff/team for training and co -develop the operations manual. *More consultant minded approach with scheduled oversight as to guide the project as it progresses. SCENARIO B: The Hands On Team Approach This scope of work is similar to Scenario A, with myself and immediate team, but additionally would be my some of my operations team (Wood Stone Pizza managers) to do the heavy lifting of process and procedures, operations development and oversight through the opening sequence and opening phase specific. *Beyond consultant and oversight, this scenario instantly employs a team of people that understand the process and to operate with malleability to ultimately make it happen as efficiently as possible. DEVELOPMENT COSTS: Phase I Date Range 1 FEBRUARY - APRIL 2 MAY - AUGUST 3 A. AUGUST/SEPTEMBER B. DECEMBER/JANUARY TOTALS rnntnrt- A Green Reed LLC. 1658 West Hotz. Dr. Fayetteville, AR 72701 Jerrmy Gawthrop jerrmy@woodstonecraftpizza.com 479-422-3477 Scenario A Scenario B $18,000 $18,000 $20,000 $42,000 $14,000 $32,000 $52,000 $92,000 29 Code NJ Date Approved 1/09/95 Date Revised 02/28/17 Policy Name Library Patron Confidentiality The Fayetteville Public Library values patron confidentiality and adheres to the American Library Association Code of Ethics: "We protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired, or transmitted." A. Confidentiality of library records Fayetteville Public Library's privacy and confidentiality policies are in compliance with applicable federal, state, and local laws. (See LEGAL BA for a copy of the Arkansas State Act 903 of 1989 concerning the confidentiality of library records.) While library records are not provided for public or media requests, they may be subject to disclosure to law enforcement officials under provisions of state and federal laws. FPL only collects personal information necessary for conducting library business. The library does not share or sell patron information or library records. Some third -party vendors sites provided through the library require users to create unique accounts. These services have terms of use and privacy policies independent of FPL and patrons are responsible for reviewing them before registering and using. B. Confidentiality on website and social media 1. When patrons visit FPL's website, the Library may collect and store the following non -personally identifiable information for the purpose of improving website design, presentation and system performance: a. The name of the domain from which the user accesses the internet b. The Internet Protocol (IP) address of the patron's computer or internet provider c. The date and time FPL's website is accessed d. The URL of the pages visited and files downloaded e. The internet address of the website linked directly to FPL's site f. Search terms used to come to FPL's website and while on the site (in aggregate only). 2. FPL may use "cookies" as a collecting tool on its website. "Cookies" are small data files written to a computer's hard drive, generated by websites to provide users with a personalized and often simplified online experience. If patrons choose not to accept the cookies generated by the library's website or third -party database applications, certain features may not work as well or be unavailable. Even if cookies are disabled most of the features on FPL's website will not be affected. 3. If a patron initiates a reference inquiry, or subscribes to the Library's newsletter, or submits a form on the Library's website, this information is considered as part of the borrowers account and protected as outlined above. 4. FPL's website contains links to external websites not maintained by the Library. The Library cannot be responsible for user privacy when visiting outside websites. Please consult the privacy policies of those websites should there be questions regarding their use. 5. Information collected automatically on the Library's website, as well as email sent to FPL and its employees is generally subject to state open record laws, except as provided by Arkansas state law or federal laws. 6. FPL requests that any user that links to FPL's website be presented in a manner that does not give the impression that FPL is making an express or implied endorsement of any good or service 30 provided on the user's website and that the link is presented in a manner that clearly indicates that the user is leaving one's site and accessing another. 31 FAYETTEVILLE PUBLIC LIBRARY MEMO To: Fayetteville Public Library Board of Trustees From: David Johnson, Executive Director Date: February 7, 2021 Re: Temporary Increase in FTE for Accounting Background: As of February 8, 2021, the Accounting staff consists of 4 employees. This will decrease to 2.5 employees by March 24, 2021. The on -going Accounting staff will consist the Director of Accounting, Accountant and part time Accounting Clerk. In June 2020, the Accounting Department temporarily increased their staff by 2 FTE's to ensure a smoother transition of the accounting functions of FPL in preparation for the retirement of the Director of Accounting/HR and Budget Administrator in the 1st quarter of 2021. In March 2021, the Accounting staff will decrease to FTE's. In developing the 2021 budget, the initial plan was to have all the newly purchased furniture, fixtures, and equipment (FF&E), inventoried, tagged and recorded into fixed assets prior to the retirement of the Director of Accounting/HR and Budget Administrator. Due to several events beyond FPL's control, the timeline to capture and document all the F&E was pushed out. The expected timeframe to complete the required physical inventory and recording is 8-10 weeks. Smith & Taylor reviewed the level of effort required to complete the FF&E inventory and recording in fixed assets (FA) within the financial system will be between 700 to 1000 hours. With Smith & Taylor and FPL accounting staff, there are not enough hours to accomplish this before the planned retirement of the abovementioned accounting staff members. Discussion: The revised plan to ensure the proper documentation of the FF&E is gathered, inventoried, and tagged, as well as entered into the FA financial system is to have 3 temporary FTE's approved to allow FPL to complete the overall project. \\FPLFilesrvi\DATA\ataylor\Desktop\Admin Updates\February BOT\2021_02 Temporary FTE Increase_FixedAssets Project.docx 32 It is anticipated that any cost, upon approval of this request, will be paid from re-budgeted/rollover funds from 2020 FPL savings during 2020. The predicted cost of this proposal for Fayetteville Public Library is approximately $15,000.00 for 8-10 weeks. The Foundation will provide additional funding to support this project. Recommendation: Approve the temporary increase in FTEs as described above. \\FPLFilesrvi\DATA\ataylor\Desktop\Admin Updates\February BOT\2021_02 Temporary FTE Increase_FixedAssets Project.docx 33 Code FA-1 Date Approved 2/21/05 Date Revised 2/14/08(D) 1 /19/2021 Policy Name: Fixed Assets 1: Overview 1. PURPOSE: The purpose of this policy and procedure is to provide an overview of the accounting and control of fixed assets. 2. POLICY: Chapter 59, Section 14-59-107, of the Arkansas Statues states that all municipalities shall establish and maintain, as a minimum, a listing of all fixed assets and equipment owned by the municipality. The listing shall contain as a minimum: a. Brief description; b. Serial number, if available; c. Location of property; d. Vendor purchased from and date of acquisition; and, e. Cost of property Such fixed asset and equipment records shall constitute a part of the general records of the Library and, accordingly, shall be made available for utilization by the auditor at the time of audit. In keeping with the City of Fayetteville policies, the threshold for fixed assets is $5,000. 3. DEPARTMENT RESPONSIBILITIES: The department manager shall be responsible for custody of property owned by the Library that has been acquired for the department's use or service. Each manager shall maintain an adequate record of property in his/her custody and will take periodic inventories. An adequate property record shall contain the items listed above for each asset. 4. DIRECTOR OF ACCOUNTING RESPONSIBILITIES: The Director of Accounting Services shall maintain records which detail a listing of all Library fixed assets. This list shall also include depreciation amounts for the current year and an accumulation. In addition, the Director of Accounting Services shall also maintain all addition and deletion records regarding fixed asset transactions. On an annual basis, the Director of Accounting Services will review the various charges which have been recorded in all capital outlay accounts. This review will verify that the charges meet all the criteria of a fixed asset. An asset number will be assigned, and the asset will be added to the fixed asset list. The Director of Accounting Services shall cause a physical inventory to be taken annually. 5. ADDENDUM: Books and materials are recorded at full retail price to facilitate billing for lost items, but not listed as assets, since none are valued over $5,000. 34 Code FA-2 Date Approved 2/21/05 Date Revised 2/14/08(D) 1/19/2021 Policy Name: Fixed Assets 2: Definition, Classification, Acquisition, and Disposal 1. PURPOSE: The purpose of this policy and procedure is to provide guidelines and a definition of the classification of fixed assets. POLICY: Fixed assets are tangible items of significant value having useful lives of more than one year. They are acquired by purchase, lease -purchase, construction, eminent domain, tax foreclosures, and gifts. Fixed assets should be recorded at cost. The amount which will constitute "cost' includes purchase price or construction cost and any ancillary charges necessary to place the asset into operation. Examples of ancillary costs are transportation charges, professional fees, legal claim, and certain interest costs during construction. Disposal shall be governed by A.C.A §4-54-302. Donated fixed assets should be recorded at their estimated fair value when received. This method, however, should be disclosed in the notes to the financial statements. 3. CLASSIFICATION AND RECORDING OF FIXED ASSETS: a. Land: A fixed asset account that reflects the acquisition value of land the right to land owned by the Library. If purchased, the valuation of land includes the purchase price, plus any costs related to acquisition and preparation for use, such as legal fees, fill in, and excavation. If land is acquired by gift, valuation should be recorded at the appraised value at the time of acquisition. b. Buildings and Structures: A fixed asset account that reflects permanent structures used to house persons and property. Permanently installed fixtures that are included in the construction or purchase price of the structure and the cost of major improvements to structures are also recorded in this account. If purchased, valuation of buildings includes purchase price, plus any costs related to design or construction. If acquired by fits, valuation recorded should be the appraised value at the time of acquisition. c. Machinery and Equipment: A fixed asset account that reflects the value of tangible property, which is useful in carrying out operations of the Library. The basis of valuation of purchased equipment includes the net contract price, transportation charges, and any installation costs needed to place the asset in use. The basis of valuation of donated equipment is the appraised value at the date acquired. Equipment costing $5,000 and more should be recorded as a fixed asset. d. Furniture and Fixtures: A fixed asset account that reflects the value of building furniture and any fixture that was not included in the construction or purchase price of the structure. The basis of valuation is the same as for machinery and equipment. e. Vehicles: A fixed asset account that includes all vehicles in the motor pool. The basis of valuation is the same as for machinery and equipment. 4. PROCEDURE FOR NEWLY PURCHASED ADDITIONS: Upon the delivery of newly purchased fixed assets, the receiving manager will procure a tag from the Director of Accounting Services. The Director of Accounting Services will assign a new tag number, and the receiving manager will sign a property sheet stating that: (1) he/she is the responsible party for the referenced item; (2) he/she has picked up their tags; and (3) he/she will properly affix those tags. The receiving manager will sign a property sheet stating that the referenced item is their responsibility for assets upon which tags cannot be affixed. For purposes 35 of this policy, the serial and model number affixed by the original manufacturer may substitute for the FPL tag. 5. PROCEDURE FOR NEW ACQUISITIONS OTHER THAN PURCHASE When a manager is certain that confiscated or donated property will become part of their inventory, they will need to send an inventory form to the Director of Accounting Services with the following information: a. Description of the item b. Model/Year c. Serial number and d. Fair market value The Director of Accounting Services will then proceed as stated above in the case of purchased assets. 6. PROCEDURE FOR DISPOSAL: a. Any property considered surplus by a department will be disposed of by public tag/bid sale. Prior to the tag sale, a list of items to be sold will be presented to the Executive Director for approval. Any item with a value greater than $600 shall be sold through the formal bid. Any items with a lesser value may be sold with informal quotes. b. For any items, whose whereabouts are unknown, the department listed as being responsible for the item will conduct a thorough search for those items. If not found, the items will be recorded as lost and deleted from the fixed asset list. c. Any items that have been through a tag sale and not disposed of can be donated to another organization with approval by the Library Board of Trustees or, if deemed to have no economic value, destroyed. 36 Code FA-3 Date Approved 8/15/2016 Date Revised Policy FA-3: Capital Improvement Policy 1. PURPOSE: To identify the parameters for developing FPL's capital improvement program (CIP) 2. POLICY: a. FPL will prepare and update, as needed, a five-year Capital Improvements Program (CIP), which will provide for the orderly maintenance, replacement, and expansion of capital assets. b. The CIP will identify long-range capital projects and capital improvements of all types, which will be coordinated with the annual operating budget to maintain full utilization of available revenue sources. c. When preparing the CIP, FPL will seek to identify all viable capital projects and capital improvements required during the subsequent five-year period. These projects and improvements will be prioritized by year and by funding source. Every attempt will be made to match projects and improvements with available funding sources. Future operating costs associated with a project or an improvement will also be given consideration in the establishment of priorities. d. FPL will seek Federal, State, and other funding to assist in financing capital projects and capital improvements. e. FPL will seek input from the public by holding public hearings in relation to the establishment of major projects and major project priorities. f. FPL will incorporate the reasonable findings and recommendations of the FPL Board appointed committees, and citizen task forces, as they relate to capital projects and improvements. 37 Fixed Assets Physical Inventory Work Plan Goal: By March 24, the Fayetteville Public Library (FPL) and Foundation (FAN} staff will identify, document, and enter all FPL and FAN fixed assets located on -site and off -site into a spreadsheet and key into the facilities' BIM Ops system and the Accounting Fixed Assets module listing the required attributes of each assets as outlined in the FA-1 policy. Phase 1 .49 Phase 1 Preparation for Inventory Phase 2 jW Phase 2 FA Physical Inventory Phase 3 Phase 3 Document Fixed Assets Phase 4 Phase 4 Reporting List of activities list of activities List of activities List of activities Review, Identify, and separate all construction and egiupment invoices Document location of new assets on invoices Create Consolidated listwith assets (new Remove assets held for sale from letter and e)isfingj of credit (LOC) Categorize &subcategorize asset classes by sorting invoices by distinct Document location on existing asset listing Enter assetswith location and fog numbers (when applicable) into BIM Ops Add new assetsto the LCC and add to Washington County Assessor Enter assets with location and tag numbers (when applicable) into Tog all movable assets {new and existing) accouinting fixed asset module Remove assets held for sale from LOC and remove from Washington County Assessor Decide what existing assets will be are no longer needed and will be sold FAYETTEVILLE PUBLIC LIBRARY MEMO To: FPL Board of Trustees From: David Johnson, Executive Director Date: February 9, 2021 Re: Roll -Over Budget from 2020 to 2021 Background: Annually, staff presents an agenda request to the Board of Trustees to re -budget a portion of the remaining moneys from the previous year. These requests typically represent one-time spending requests and are most often continuations of financial commitments made during the previous calendar year. The roll-over (re -budget) request is usually made during the February Board of Trustees meeting. Fund 10: Library Operations Fund The preliminary Budget to Actual shows that FPL has approximately $899,667 available to re -budget into 2021. The table below shows, in summary form, the expense categories that have left over money. The committed column is comprised of library materials on back -order as of December 31, contractual obligations with OCLC- Wise and Communico, mobile tool carts purchased in December, the remaining funds from donation for immigration backpacks and Good Faith Collections, and rigging training and rental equipment appropriation originally approved in 2020. Fund 10: Library Operations Summarized 2020 Budget to C -iriritted bUt net Actual Budget Actual --c-Irpleted Rerraillh7 , Personmel Services $4.347 424 $4.:.i58.342 $ 38.767 $22(..315 Materials & Supplies 1.384.[.)68 979.265 158.[.;75 246.728 Services & Charges 1.557.[ IS 1.21i.: 391 25 9Q_6 32(. 639 Mairiter7ance 3.34.843 222.858 111.98L Maximum Available to Roll -Over $7.623.351 $ 7:::.85 $252.828 $Q90 367 Discussion: 39 In developing the 2021 budget, the initial plan was to transfer $300,000 from the Expansion Reserve into Fund 10 to help cover operational expenditures. Additionally, there was no plan to transfer funds into the Facility, IT, or Furniture & Equipment Reserve Funds. However, the revised plan to supplement Operational Revenue and replenish the reserve funds is to replace the Expansion Millage transfer with $300,000 of the remaining funds, and then allocate $225,000 into the reserve funds as outlined above. A further discussion of the Expansion Operating Reserve is on the following page. Additionally, FPL has several roll-over requests for Fund 10 Library Operations. A few of the more significant items consist of hiring a kitchen consultant, purchasing kitchen smallwares, and preventative maintenance for the elevators and conveyor. Below are the roll-over requests in Fund 10 Library Operations: Roll -Over Request: routine additional funding requests Department Description Community Engagement Locker -style space for the Volunteer Workroom space (keep personal belongings) - originally designed as ........................................................................................................................................................................................................................................................................................................................................................... part of the expansion Administration Kitchen Consultant .......................................................................................................................................................................................................................................................................................................................................................... IT Onsite rigging Trainging for Event Center (12k in .......................................................................................................................................................................................................................................................................................................................................................... committed amount above) Facilities Onsite trainging: VRF and Lighting& Building .......................................................................................................................................................................................................................................................................................................................................................... Automation System Facilities Kitchen Smallwares Facilities .............................................................................................................................................. Elevator an . . . . . d Conveyor Preventative Maintenance .......................................................................................................................................................................................................... Facilities Medical supplies - Defibulator ................................................................................................................................................................................................................................................................................................................................................ Administration Overtime Contingency: Used for overtime and contract labor associated with events in Event Center ............................................................................................................................................................................................................................................................................................................................................ Facilities 3rd party equipment rental company to be used "as needed" basis - example: Forklift ................................................................................................................................................................................................................................................................................................................................................ Facilities ................................................................................................................................................................................................................................................................................................................................................ Replenish Reserve Fund Facilities ................................................................................................................................................................................................................................................................................................................................................ Furniture and Equipment IT IT Reserve ................................................................................................................................................................................................................................................................................................................................................ Accounting Temporary Labor to be used to assist in logging and ................................................................................................................................................................................................................................................................................................................................................ recording fixed assets IT ................................................................................................................................................................................................................................................................................................................................................ I M LS Open+ IT IMLS CARES Act Grant ................................................................................................................................................................................................................................................................................................................................................ Rebudeet Revenue Substiution of Transfer from Expansion Reserve Total - routine additional funding requests Fund 10 Remaining Unspent 35,000 20,129 ...................................... 100,000 ...................................... 25,000 ...................................... 100,000 ...................................... 15,000 ..................................... 198,933 ..................................... (198,933) ..................................... 300,000 828,779 70,888 The Facility Reserves has a commitment for the remaining cost of completing the paint, carpet, and terrazzo work on level 300 in the amount of $76,531 and Technology Reserves has $24,000 remaining in pc replacements. In both instances 40 the funds were originally approved in 2020 as part of the effort to reduce the Foundation's use of the line of credit for the expansion. In the 2021 budget an operating transfer of $300,000 was planned from the Expansion Operating Transfer Fund to Fund 10 to offset additional operations & maintenance expenses associated with the expanded Blair Library. The Expansion Operating Reserve Fund was established in 2017 to capture and hold millage revenue that was approved for operations of the expansion. The original plan was that the Expansion Operating Reserve would serve as a bridge to pay for additional expenses associated with the expansion. The plan was to have enough money saved to assist paying these operating expenses for several years. The December 31, 2020 balance in the Expansion Operating Reserve is $986,040. Drawing down this reserve at $300,000 annually would deplete the reserve fund in 2023. By repurposing unused expense budgets from 2020 to postpone the planned transfer would allow the Expansion Operating Reserve Fund to be available to meet Library operating expenses at least into 2024. Request: The Board of Trustees approve the roll-over budget adjustment request submitted above. 41