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2021-08-16 - Agendas - FinalFayetteville Fa Mountain St. Fayetteville, AR 72701 4)0 Public Library 479.856.7000 questions@faylib.org faylib.org Board of Trustees August 16, 2021 4 pm AGENDA Regular Meeting — Reception Room Rob Qualls, President Apr 2026 Hershey Garner Apr 2024 Bret Park, Vice -President Apr 2022 Janine Parry Apr 2023 Bryn Bagwell, Treasurer Apr 2022 Martha Sutherland Apr 2025 Sallie Overbey, Secretary Apr 2023 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 June 21, 2021, and July 8, 2021— pages 1-5 III. Reports A. Key Upcoming Events — page 6 B. Library Administration 1. Management Reports a. Performance Measures through July 2021— pages 7-8 b. Strategic Plan progress through July 2021— pages 9-11 2. Financial reports a. Budget to actual through July 2021— 12-19 b. Balance sheet through July 2021— 20-27 3. Informational a. Covid response b. DEI training c. SRC report — page 28 d. Staff development e. New staff f. Accounting informational memo — pages 29-30 C. Fayetteville Public Library Foundation: monthly report — pages 31-34 D. Friends of the Fayetteville Public Library E. Fayetteville Public Library Art Committee IV. Old business V. New business A. Discussion items 1. Conflict of Interest policy— page 35 Fayetteville Fa Mountain St. Fayetteville, AR 72701 4 Public Library 479.856.7000 ® questions@faylib.org faylib.org 2. Update on kitchen and deli 3. Kitchen Use agreement and release — pages 36-37 4. FTE increase — page 38 S. Arsaga's 6. Kitchen Basics Boot Camp 7. Center for Innovation statistics 8. Matilda follow-up VI. Public Comment Adjournment Board of Trustees June 21, 2021 4 pm MINUTES Regular Meeting — Walker Room Trustees present: R. Qualls, B. Park, S. Overbey, J. Parry, M. Sutherland Trustees absent: B. Bagwell, H. Garner Staff present: D. Johnson, S. Palmer, R. Duarte, C. Moody, W. Fitzgibbon, C. Karnatz, B. Eddins, H. Robideaux, S. Houk, C. Dennis, G. Jelinek, S. Herrera, L. Husband, A. Taylor Public: M. Rice Attorney: V. Chadick Press: S. Ryburn 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 4:02 pm II. Minutes: Approval of minutes from April 19, 2021: B. Park approved the minutes from April 19,2021. S. Overbey seconded. All voted AYE. III. Reports A. Key Upcoming Events: In -person events now include Center for Innovation classes, and an outdoor Arabic calligraphy class and film screening in the Gathering Glade. B. Library Administration 1. Management Reports a. Performance Measures through May 2021: Card registrations, room checkouts are up over last month. Post-COVID 2021 is a different world, so current statistics can't be compared to 2020's. b. Strategic Plan progress through May 2021: FPL hosts a blend of in -person programming and virtual events, with new locations in the expansion heavily in use. With the Board's help, a new strategic plan for 2022 will be created later in the year. 2. Financial reports a. Budget to actual through May 2021: City transfers are coming in as planned. $18,000 has been collected from room rentals. Personnel expenses are on track for Library Services (59%) and Support Services (63%). Overall expenses show 65% of the annual budget remaining. b. Balance sheet through May 2021: Schwab Operating account increased due to the property tax revenue of $1.3 million. Millage is tracking as planned. 3. Informational Library expansion schedule: Three outstanding items from the punch list need to be completed: HVAC, landscaping, and lighting in the Event Center. All should be completed by the end of 2021. b. Kitchen basics training: To address the critical shortage of skilled restaurant/kitchen workers, FPL joined with Startup Junkie to provide the ServSav certification. A basic training will be provided over two weeks, ending with certification and three interviews with local restaurants. A July launch is anticipated. c. SRC: 1,938 people registered in the Summer Reading Program. FPL will continue Books and Bites this summer. d. DEI training for Boards: Serve2Perform will provide DEI training in a combined session with the Trustees and Foundation Board. A poll will be sent to find out the best days to schedule the session. e. ARPA and ALA: FPL was allocated funds through the American Rescue Plan. Workforce development has focused on the Center for Innovation, with certification offered in coding, simulation operating machines, and kitchen skills. To receive allocated funds from ALA, FPL must go through a formal grant process. Staff have asked for two laptop dispensers. f. New staff: Six new staff: A. Sherman, Marketing & Communications Design Specialist; S. Avery, G. Pelaez-Cortez, and D. Guerra, Custodians; P. Ray, Library Services Generalist; S. Denson, Accounting Clerk. 29% male staff, 22% people of color, 15% speak multiple languages. C. Fayetteville Public Library Foundation: The Capital Campaign is 56% to the goal of $23 million. Recently asked to submit a letter of intent on micro - entrepreneurship opportunities. The Foundation Board has several members who are leaving, so they are recruiting. D. Friends of the Fayetteville Public Library: Moving towards re -opening. E. Fayetteville Public Library Art Committee: Are in the process of hanging art and examining what art to add to the library. The next meeting is tomorrow, 6.22.21 IV. New business A. Consent items: J. Parry moved to approve all consent items except the Conflict of Interest Policy. S. Overbey seconded. All voted AYE. 2 1. Study room policy: Updated to include the breakout of adult, grade school, preschool, and teen rooms. The process is more streamlined and available on FPL's website. 2. Center for Innovation policy 3. Conflict of interest policy: The recent audits illuminated the need for a policy to address this possibility. J. Parry noted that this policy differs from the Nepotism Policy in that it addresses using one's employment at the library for unsavory or unfair actions, and stresses avoiding actuality and appearance. Encourages employees to think in terms of disclosure and transparency. J. Parry recommended this information come earlier in the policy, and merge sections two and three. J. Parry moved to postpone consideration of the draft policy until the next meeting. R. Qualls seconded. All voted AYE. 4. Liquidation of expired furniture 5. Removal of the Friends Bookstore clerk's desk: The clerk's desk is a fixed part of the building and needs Board approval to take it out. Books and additional seating can occupy the extra space. 6. Fab Lab safety guidelines and release for Fab Lab 7. Kitchen use agreement and waiver 8. Waiver agreement for event space use B. Discussion items 1. Report of the Nominating Committee: The committee moved to nominate the current officers and Finance Committee for another year. M. Sutherland seconded. All voted AYE. Officers will be R. Qualls, President; B. Park, Vice -President; S. Overbey, Secretary; B. Bagwell, Treasurer. 2. Resolution of the Fayetteville Public Library Board of Trustees to recognize the Controlling Manager and Authorized Contacts of the financial accounts: B. Park approved the Resolution to recognize the controlling manager and authorized contacts of the financial accounts. S. Oberbey seconded. All voted AYE. 3. Rental fees for new facility spaces: Recalled from the agenda. 4. Budget adjustment for Bookmobile: B. Park approved the budget adjustment for the Bookmobile. S. Overbey seconded. All voted AYE. 5. Budget adjustment for car simulator: The Board of Trustees thanks from Friends Board for their $65,000 contribution to purchase this. B. Park approved the budget adjustment for the car simulator. S. Overbey seconded. All voted AYE. 8. Fines and Fees: During the pandemic, fines were suspended. Now the 3 world is returning to normal, overdue fees can be reinstated. S. Overbey voted to reenact the fines and fees on July 6. B. Park seconded. All voted AYE. V. Public Comment: None VI. Adjournment: B. Park moved to adjourn at 4:53 pm. S. Overbey seconded. All voted AYE. M Board of Trustees July 8, 2021 4 pm Minutes Regular meeting via Zoom Rob Qualls, President Apr 2026 Bret Park, Vice -President Apr 2022 Bryn Bagwell, Treasurer Apr 2022 Sallie Overbey, Secretary Apr 2023 Hershey Garner Apr 2024 Janine Parry Apr 2023 Martha Sutherland Apr 2025 Trustees Present: R. Qualls, B. Park, S. Overbey, H. Garner, M. Sutherland Trustees Absent: B. Bagwell Staff Present: D. Johnson, T. Ball, W. Fitzgibbon, S. Palmer, C. Moody, C. Dennis, G. Jelinek, A. Taylor Attorney: V. Chadick 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 4:01 pm. II. New business: H. Garner moved to approve all new business items. B. Park seconded. All voted AYE. The motion passed. A. Update of Fee Schedule Policy: Patron use and requests of the spaces have different from previous staff predictions. Rooms are being booked into October, so there is an urgency to get the new pricing schedules passed. B. New Event Pricing Schedule as of 07/06/2021 III. Public Comment: None Adjournment: H. Garner moved to adjourn the meeting. All voted AYE. The meeting adjourned at 4:12 pm. 5 11 r Key Upcoming Events Yoga @ FPL Monday, August 16, 6pm A team of volunteer yoga instructors will teach a variety of in -person yoga every week. Classes will also be available through livestream on our Facebook page. Ozark Literacy Council - English for Your Day to Day Thursday, August 19, 4pm The Fayetteville Public Library is proud to welcome Ozark Literacy Council for free beginning and intermediate ESL classes led by Lauren Malte. Ozark Literacy Council will provide English language acquisition resources to ESL learners so that they can improve on day to day English language skills long after the classes conclude. Yoga in the Glade Thursday, August 19, 6pm Join instructor Lori Brownmiller to experience Yoga in the Glade, held in the library's J.B. and Johnelle Hunt Family Gathering Glade. Lori will teach a yoga that is accessible to beginning and intermediate students. Please bring a yoga mat and water to stay hydrated, as this is an outdoor class. 0 Fayetteville Public Library Video Studio Orientation -101 and 102 Combined Sunday, August 22, 2pm This will equip patrons with the skills necessary to operate cameras and lights in the Center for Innovation's video studio. Under the instruction of one of FPL's skilled audio/ visual technicians, participants will learn audio setup and operation, video switching, and basic on -set communication skills. Completion of this class will grant the patron permissions to use all designated equipment in the video studio. Explorative Dance with Lela Besom Saturday, August 24, 6pm Explorative Dance is a creative movement practice developed by Lela Besom based on Butoh, contact improv and improv dance techniques. Dancers use their imagination and practice mindful body awareness to explore movement and their deep inner worlds. This is an inclusive, all -levels adult class. 6faylib.org / 401 W. Mountain St., Fayetteville, AR 72701 FPL Performance Report: July 2021 JAN* FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 21 YTD 20 YTD CHANGE Circulation 77,002 82,963 91,038 88,409 90,682 101,291 102,384 0 0 0 0 0 633,769 616,958 2.7% Physical Checkouts Digital Checkouts 47,496 23,454 57,814 19.8541 64,991 19,942 64,727 18.758 64,147 20,477 76,263 19,793 76,857 21,127 0 0 0 0 0 0 0 0 0 0 452,295 143,405 427,571 137.6991 5.8% 4.1% Streamed Accesses 6,052 5,295 6,105 4,924 6,058 5,235 4,400 0 0 0 0 0 38,069 51,688 -26.3% Reference Queries 3,528 2,278 1,714 2,650 3,901 6,302 7,191 0 0 0 01 0 27,564 21,100 30.6% Total Collection Size 425,694 426,916 428,1281 350,013 350,658 355,0151 358,941 0 0 0 0 0 355,064 2,843,177 -87.5% Physical Collection 360,387 361,331 362,072 283,460 283,825 287,717 291,594 0 01 0 0 01 287,717 2,432,157 -88.2% Digital Collection 26,161 26,387 26,513 26,634 26,595 26,904 26,858 0 0 0 0 0 26,858 162,193 -83.4% Digital Consortia Collection* 39,146 39,198 39,543 39,919 40,238 40,394 40,489 0 0 0 0 0 40,489 248,827 -83.7% Total Digital Items 65,307 65,585 66,056 66,553 66,833 67,298 67,347 0 0 0 0 0 67,347 411,020 -83.6% Total Items Added 735 1,199 772 1,957 921 424 1,319 0 0 0 0 0 7,327 16,001 -54.2% New Card Registrations 180 202 954 362 511 954 837 0 0 0 0 0 4,000 1,083 269.3% Cardholders 73,134 72,030 72,631 72,980 73,335 74,430 75,272 0 0 0 0 0 75,272 79,325 -5.1% Visits 14,971 34,061 20,283 18,447 20,319 44,068 41,426 0 0 0 0 0 193,575 114,788 68.6% Library Programs*** 48 37 43 49 33 98 142 0 0 0 0 0 450 751 -40.1% Library attendance 150 291 542 189 289 3,070 2,306 0 0 0 0 0 6,837 2,207 209.8% Outreach attendance 8 0 8 0 0 150 160 0 0 0 0 0 326 934 -65.1% Online views 3,299 4,224 3,508 6,359 5,945 6,560 7,307 0 01 0 0 0 37,202 19,024 95.6% Meeting Room Usage 1 2 6 27 25 55 55 0 0 0 01 0 171 311 451.6% Study Room Usage 0 0 0 446 432 630 699 0 0 0 01 0 2,207 1,116 97.8% CFI Room/Suite Usage 0 0 0 0 0 0 126 0 0 0 01 0 126 0 0.0% Volunteers 242 242 242 242 246 250 210 0 0 0 0 0 250 1,451 -82.8% Volunteer Hours 249 110 355 402 357 444 453 0 0 0 0 0 2,370 2,322 2.1% Computer Sessions 0 0 442 591 820 1,539 196 0 0 0 0 0 3,588 17,539 -79.5% Holds Filled 9,838 6,626 3,781 4,771 4,638 5,105 4,583 0 0 0 0 0 39,342 33,000 19.2% eFPL Usage** 14,190 13,006 15,792 14,086 13,417 12,970 12,371 0 0 0 0 0 95,832 101,388 -5.5% Wireless Usage Bandwidth Consumed 809 746 1,040 1,630 1,870 3,500 2,880 0 0 0 0 0 12,475 5,650 120.8% Unique Users 1,4241 1,416 1,782 2,357 3,006 4,046 4,399 0 0 0 0 0 18,430 0 0.0% *This includes all e-titles available to patrons through an Arkansas Libraries Consortium. ** Some database access statistics are not available until after board packets are printed, thus stats are incomplete. ***As of April 2020, library event attendance was virtual E-card registrations are currently unavailable, but are in development with OCL'C Wise. YTD Key Performance Measures Circulation Circulation Distribution, YTD 2021 6% 20 YTD 21 YTD Cardholders YTD 20 YTD 21 YTD 616,958 633,769 79,325 75,272 Wireless Bandwidth Consumed (Gigabytes) YTD 20 YTD 5,650 21 YTD 12,475 23% 71% ■ Physical Checkouts ; Digital Checkouts ■ Streamed Accesses PROGRAMS Program Attendance OFFERED 450 751 YTD =e Library 6,837 attendance 2,207 Outreach 326 attendance 934 Online views MFI9,024 37,202 ■ 2021 ■ 2020 Unique Wireless Users YTD 20 YTD 0 21 YTD 18,430 0 5,000 10,000 15,000 20,000 0 Fayetteville Public Library Strategic Plan Progress Report June 2021 - July 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. Hosted 7 Mountain Street Stage music performances for in -person and virtual audiences. ii. Welcomed J. George for the writing workshop "Story as Memorial" in partnership with the Writers' Colony at Dairy Hollow and the Washington County Community Remembrance Project. iii. Activated the Arts and Movement Room with three ballet fitness classes for adults, teenagers, and children. iv. Virtual programs of the Adult Summer Reading Club included "Pandemic Poems," "Bees 101," "Ozark Folk Creatures," "Ozark Ballads," and "Edible and Medicinal Native Plants." v. Continued six librarian -led virtual book clubs and bi-weekly Book Chatter programs vi. Reinvigorated the "Museum in the Library" partnership program with the University of Arkansas Museum by hosting a shells exhibit. vii. Hosted several nonprofit and small business virtual programs: "Meet the Funders," "Business Planning for Small Businesses," and "Marketing for Small Businesses." viii. Collaborated with Brown Chair in English Literacy at the University of Arkansas to present "Virtual: Planning Writing Projects" with B. Godbee. ix. Continued virtual livestream story times for babies, toddlers, and preschoolers. x. Held hybrid "Boxed Book Society," the book club for teens. xi. Oriented and led two groups of 7-Up volunteers for two separate 4 week programs. xii. Led 16 FPS school librarians in a tour of the expansion. xiii. Hosted various in -person summer reading club programs for youth and families including: "Goats on the Glade," 3 outdoor bubble story times, an outdoor movie screening of Raya and the Last Dragon, a string quartet in partnership with Chamber Music on the Mountain, cupcake decorating with Bliss Cupcakes, "Snakes in the Stacks" in partnership with the U of A biology department, "Monster Maker" with the Amazeum, "Preschool Robotics," two "Reading Buddy Book Clubs," and a variety of art and craft programs. xiv. Held many summer reading club programs for teens, including "Games on the Glade," Teen ukulele classes, "TAB Street Clean Up," "Teen Gaming", Teen creative writing workshops with LatinX, "Wordplay" writers club, "Pride Bingo," and numerous craft and maker programs, including needle felting. xv. Prepared 70 take-home craft kits for families to pick up each week of the summer. M xvi. Summer story time outreach included visits to St. Joseph, Brookstone nursing home, and the Goddard School. xvii. The Boys and Girls club visited FPL 3 separate times with different age groups. xviii. Summer Reading Club total registrations was 2,303 patrons. xix. Continued bi-weekly Ositos Bilingues: Spanish/English Story Time b. Services i. Answered 281 in-depth genealogy and reference demonstration queries. li. Provided 16 resource consultations. lii. Began assessing overdue fees for the first time since the pandemic began. Resumed accepting cash/check/credit card payments at select service desks. II. Collections: We will build and support collections that inspire the community with the resources they need to explore topics of personal interest and continue to learn throughout their lives. a. Satisfy your curiosity i. Pathfinders were created to accompany upcoming programs, including "Latinx Professionals Networking," "Japanese Woodblock Art" programming, "Banned Books Week," "Nonprofit and Small Business" programming. ii. Evaluated ProQuest Historical Newspapers: Black Newspaper Collection during trial period. iii. Decommissioned low circulating, damaged, and out of date biography, history, and social science books, supplementing as needed. 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. Outreach partnerships i. D. Dominguez and R. Findahl worked with the Marshallese Education Initiative to plan programs in September. ii. Moved forward with partners to plan for True Lit, including Fayetteville Public Schools, Fayetteville Education Foundation, UA Creative Writing, Walton Arts Center, and Altrusa. iii. Completed Books and Bites summer outreach programming at Yvonne Richardson Center and LifeSource. 300 youths were served over six weeks. iv. Held first pop-up library at Tyson/Mexican Original Plant since February 2020. v. Toured with University of Arkansas' Volunteer Action Center, Walton College of Business, and Spring International Language Center. vi. Connected with the Black Business Directory of NWA, Teen Action Support Center, Marshallese Educational Initiative, and toured with Marshallese community leaders. b. Physical i. Reinstated the billing process for items not returned to the library since the beginning of the pandemic. IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers. a. Staff i. Welcomed N. Brandon, Assistant Librarian in Genealogy. 10 ii. C. Williams attended the Arkansas Library Assocation Library Advocacy Community of Interest meeting with the American Libraries Association. iii. Adult Services and Youth Services staff completed ServSafe certifications. iv. Staff participated in Fabrication Lab trainings. v. L. Frieden presented a Lunch and Learn for the Arkansas Library Association: "Creating a Diversity, Equity, and Inclusion Plan for Your Library." vi. Trained with Wise on using the Interlibrary Loan process. vii. Welcomed Community Engagement Assistant, A. Polanski. viii. Welcomed Event Assistant, E. Ellis. ix. G. Clay attended a training on critical library programming. x. M. Roach hired as LSG-Circulation b. Volunteers i. On -boarded 10 new volunteers. 11 2021 Budget to Actual Comparison $6,000,000 $4,000,000 $2,000,000 $0 $60,000 $40,000 $20,000 $0 Revenue IN Millage ■ Budget ■ Actual Em City Transfers Charges for Services MM M Charges for Services Event Center & Teaching Kitchen (Cafe, Rooms, & Fines/Fees) ■ Budget ■ Actual 12 Expenses $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 $0 ■ ■. Library Support LS Materials, SS Materials, Maintenance Services (LS) Services (SS) Supplies, Supplies, & Personnel Personnel & Services Services ■ Budget ■ Actual 8/12/2021 12:37:58 PM Revenues Local Tax Support 10-0-4882-00 Transfer for Operations - MillLibraryLibrary 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 10-0-4020-00 Corporate SponsorshipsLibraryLibrary 10-0-4055-00 Grants - FederalLibraryLibrary 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 10-0-4203-00 Rent Income - Teaching KitchenLibraryLibrary 10-0-4204-00 Rent Income - Event CenterLibraryLibrary 10-0-4205-00 Copier and Printer IncomeLibraryLibrary 10-0-4220-00 Merchandise SalesLibraryLibrary 10-0-4300-00 Fees - Library CardsLibraryLibrary Fayetteville Public Library Page 1 Summarized Budget to Actual Preliminary: Subject to Audit - July 31, 2021 2021 Current Year Annual Budget Annual Budget Adjusted Budg May Actual June Actual July Actual YTD Actual Remaining Remaining % $6,437,975.00 $2,028,355 $454,088 $268,033 $3,529,677 $2,908,298 (45.17)% $1,677,400.00 $139,783 $139,783 $139,783 $978,484 $698,916 (41.67)% $561,000.00 $46,750 $46,750 $46,750 $327,250 $233,750 (41.67)% $185,000.00 $0 $0 $0 $185,000 $0 0.00% $16,000.00 $0 $0 $0 $0 $16,000 (100.00)% $2,439,400.00 $186,533 $186,533 $186,533 $1,490,734 $948,666 (38.89)% $105,500.00 $0 $0 $0 $53,851 $51,649 (48.96)% $105,500.00 $0 $0 $0 $53,851 $51,649 (48.96)% $136,400.00 $0 $34,106 $0 $68,210 $68,190 (49.99)% $217,561.00 $0 $0 $0 $0 $217,561 (100.00)% $16,000.00 $0 $0 $0 $0 $16,000 (100.00)% $374,500.00 $100,000 $0 $0 $115,015 $259,485 (69.29)% $744,461.00 $100,000 $34,106 $0 $183,225 $561,236 (75.39)% $7,000.00 $0 $0 $0 $0 $7,000 (100.00)% $500.00 $440 $240 $2,965 $4,615 ($4,115) 822.90% $0.00 $125 $0 $600 $725 ($725) 0.00% $0.00 $13,075 $210 $400 $17,135 ($17,135) 0.00% $2,200.00 $381 $327 $406 $1,368 $832 (37.83)% $300.00 $0 $0 $0 $0 $300 (100.00)% $200.00 13 $o $0 $0 $30 $170 (85.00)% 8/12/2021 12:37:58PM 10-0-4302-00 Fees - Fines & OverduesLibraryLibrary 10-0-4304-00 Fees - Lost MaterialsLibraryLibrary 10-0-4306-00 Fees - Damaged MaterialsLibraryLibrary 10-0-4310-00 Fees - Refunds to PatronsLibraryLibrary Total Contributions 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 - DesignatedLibraryLibrary 10-0-4662-00 Contributions - Designated YouLibraryLibrary 10-0-4664-00 Contributions - Designated AduLibraryLibrary 10-0-4666-00 Contributions - Designated MemLibraryLibrary Total Investment Earnings 10-0-4701-00 Interest - UnrestrictedLibraryLibrary 10-0-4703-00 Interest - Undesignated FundsLibraryLibrary 10-0-4992-00 Miscellaneous RevenueLibraryLibrary 10-0-4995-00 Cash (Short)/OverLibraryLibrary 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 - UcLLibraryLibrary 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 - UcLLibraryLibrary 30-0-4779-00 Investment Management FeesLibraryLibrary Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit - July 31, 2021 Page 2 2021 Current Year Annual Budget Annual Budget Adjusted Budg May Actual June Actual July Actual YTD Actual Remaining Remaining % $45,000.00 $1,787 $2,441 $5,333 $13,648 $31,352 (69.67)% $100.00 $0 $0 $0 $0 $100 (100.00)% $0.00 $0 $25 $0 $79 ($79) 0.00% ($100.00) $0 $0 $0 ($16) ($84) 84.23% $55,200.00 $15,807 $3,243 $9,703 $37,584 $17,616 (31.91)% $0.00 $326 $139 $38 $829 ($829) 0.00% $0.00 $0 $0 $0 $0 $0 0.00% $0.00 $0 $0 $0 $0 $0 0.00% $0.00 $0 $0 $32,293 $32,293 ($32,293) 0.00% $0.00 $0 $0 $0 $150 ($150) 0.00% $0.00 $0 $1,000 $0 $2,025 ($2,025) 0.00% $0.00 $50 $50 $250 $2,000 ($2,000) 0.00% $0.00 $376 $1,189 $32,581 $37,297 ($37,297) 0.00% $5,600.00 $23 $62 $10 $255 $5,345 (95.45)% $400.00 $17 $23 $0 $125 $275 (68.80)% $0.00 $2,250 $335 $61 $3,852 ($3,852) 0.00% $0.00 $0 $0 $0 $0 $0 0.00% $1,015.00 $9 $8 $8 $52 $963 (94.87)% $0.00 $0 $0 $0 $0 $0 0.00% $0.00 $0 $0 $0 $0 $0 0.00% $41,000.00 $1 $3,989 $1 $6,253 $34,747 (84.75)% $0.00 $0 $0 $0 $0 $0 0.00% $0.00 $543 ($4,379) $716 ($5,354) $5,354 0.00% ($4,700.00) $0 $0 ($1,031) ($3,095) ($1,605) 34.15% $7,127.00 $0 $1,819 $131 $2,349 $4,778 (67.04)% $0.00 $0 $0 $0 $0 $0 0.00% $0.00 $452 ($1,368) $707 ($2,438) $2,438 0.00% ($2,000.00) $0 $0 ($292) ($960) ($1,040) 52.00% 14 8/12/2021 12:37:58PM 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 - UcLLibraryLibrary 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 - UcLLibraryLibrary 50-0-4779-00 Investment Management FeesLibraryLibrary Total Contributions & Investment Earnings Internal Transfers and Use of Reserves 10-0-4915-00 Transfer from Expansion FundLibraryLibrary 10-0-4950-00 Transfer from IT ReserveLibraryLibrary 30-0-4910-00 Transfer from Operating - 10 40-0-4910-00 Transfer from OperationsLibraryLibrary 50-0-4910-00 Transfer from OperationsLibraryLibrary Total In Total Revenues Expenses Library Services Personnel Services Library Materials, Program Supplies Program Services Total Support Services Support Services - Personnel Services Internal Library - Materials & Supplies Internal Library - Services & Charges Fayetteville Public Library Page Summarized Budget to Actual Preliminary: Subject to Audit - July 31, 2021 2021 Current Year Annual Budget Annual Budget Adjusted Budg May Actual June Actual July Actual YTD Actual Remaining Remaining % 3U.UU alU alU alU alU U.UU% $0.00 $44 ($132) $98 ($373) $373 0.00% ($525.00) $0 $0 ($147) ($441) ($84) 16.00% $7,400.00 $0 $660 $0 $1,016 $6,384 (86.27)% $0.00 $0 $0 $0 $0 $0 0.00% $0.00 $265 ($418) $406 ($1,147) $1,147 0.00% ($850.00) $0 $0 ($153) ($471) ($379) 44.59% $58,973.00 $3,606 $716 $517 $39 $58,934 (99.93)% $0.00 $0 $0 $0 $0 $0 0.00% $0.00 $0 $0 $0 $0 $0 0.00% $100,000.00 $0 $0 $0 $0 $100,000 (100.00)% $25,000.00 $0 $0 $0 $0 $25,000 (100.00)% $100,000.00 $0 $0 $0 $0 $100,000 (100.00)% $225,000.00 $0 $0 $0 $0 $225,000 (100.00)% $2,585,764.00 $211,418 $217,995 $216,606 $1,495,046 ($1,090,718) 42.18% $1,002,782.00 $17,142 $30,283 $41,410 $308,684 ($694,098) 69.22% $353,179.00 $8,428 $11,855 $975 $51,818 ($301,361) 85.33% $3,941,725.00 $236,989 $260,133 $258,990 $1,855,548 ($2,086,177) 52.93% $2,199,945.00 $154,576 $164,846 $164,815 $1,154,069 ($1,045,876) 47.54% $406,078.00 $15,593 $15,782 $23,272 $209,653 ($196,425) 48.37% $1,463,369.00 1V3,881 $87,415 $123,303 $702,937 ($760,432) 51.96% 8/12/2021 12:37:58PM Fayetteville Public Library Page Summarized Budget to Actual Preliminary: Subject to Audit - July 31, 2021 2021 Current Year Annual Budget Annual Budget Adjusted Budg May Actual June Actual July Actual YTD Actual Remaining Remaining % Internal Library - Maintenance $236,372.00 $6,189 $14,527 $15,354 $140,229 ($96,143) 40.67% Total $4,305,764.00 $260,239 $282,570 $326,743 $2,206,888 ($2,098,876) 48.75% Services & Charges Services & Charges for Funds 20, 30, 40, 50, 60 and 70 $299,754.00 $0 $0 $0 $101,562 ($198,192) 66.12% Total $299,754.00 $0 $0 $0 $101,562 ($198,192) 66.12% Depreciation 10-0-5990-00 Depreciation ExpenseLibraryLibrary $0.00 $0 $0 $0 $0 $0 0.00% 10-1-5990-05 Depreciation ExpenseAdministrationAdministra $0.00 $0 $0 $0 $0 $0 0.00% Total $0.00 $0 $0 $0 $0 $0 0.00% Financial Stabilty Transfers 10-0-5701-00 Transfer to Facility ReservesLibraryLibrary $100,000.00 $0 $0 $0 $0 ($100,000) 100.00% 10-0-5715-00 Transfer to Furniture & EquipmLibraryLibrary $25,000.00 $0 $0 $0 $0 ($25,000) 100.00% 10-0-5750-00 Transfer to IT ReserveLibraryLibrary $100,000.00 $0 $0 $0 $0 ($100,000) 100.00% 15-1-5700-00 Transfer to OperatingAdministrationLibrary $300,000.00 $0 $0 $0 $0 ($300,000) 100.00% 50-1-5700-30 Transfer to Operating - IOAdministrationInformat $0.00 $0 $0 $0 $0 $0 0.00% 70-1-5770-05 Transfer to the City of FayettAdministrationAdmin $2,087,975.00 $657,844 $147,250 $86,923 $1,144,728 ($943,247) 45.18% Total Financial Stabilty Transfers $2,612,975.00 $657,844 $147,250 $86,923 $1,144,728 ($1,468,247) 56.19% Capital Reinvestment 10-1-5810-25 Computer & Technological EquipAdministrat $0.00 $0 $0 $0 $0 $0 0.00% 10-1-5810-30 Computer & Technological EquipAdministrat $379,200.00 $0 $170,924 $0 $215,024 ($164,176) 43.30% 10-1-5870-25 Furniture & Equipment (less thAdministration $4,500.00 $0 $0 $0 $1,591 ($2,909) 64.64% 30-1-5871-25 Furniture & Equipment (greaterAdministratio $42,000.00 $2,965 $2,228 $0 $5,192 ($36,808) 87.64% 50-1-5810-30 Computer & Technological EquipAdministrat $24,000.00 $0 $0 $0 $17,992 ($6,008) 25.03% Total Capital Reinvestment & Depreciation $449,700.00 $2,965 $173,152 $0 $239,799 ($209,901) 46.68% Expansion 60-1-5339-05 Professional FeesAdministrationAdministration $0.00 $0 $0 $0 $0 $0 0.00% Total Expansion $0.00 $0 $0 $0 $0 $0 0.00% 8/12/2021 12:37:58PM Fayetteville Public Library Page 5 Summarized Budget to Actual Preliminary: Subject to Audit - July 31, 2021 2021 Current Year Annual Budget Annual Budget Adjusted Budg May Actual June Actual July Actual YTD Actual Remaining Remaining % Total Expenses $11,609,918.00 $1,158,036 $863,105 $672,656 $5,548,525 ($6,061,393) 52.21% NET SURPLUS/(DEFICIT) ($1,543,409.00) $1,176,640 ($183,229) ($175,288) ($216,118) ($1,327,291) 86.00% 17 8/12/2021 12:37:58PM Fayetteville Public Library Page Summarized Budget to Actual Preliminary: Subject to Audit - July 31, 2021 Report name: Comparative BOT Budget to Actual - Landscape Chart template: BOT Summary BF Include account levels 1 to 3 Do not include accounts with no activity Include inactive accounts User has access to all accounts User has access to all Projects Include these Funds: 10, 15, 20, 30, 40, 50, 60, 70 Include all Account Codes Include all Accounts Include all Account Attributes Include all Projects Include all Project Attributes Include all Transaction Attributes Include all Classes Include all Journals Include all Not Yet Posted Transactions Include all Grants(s) Include all Category(s) Include all Project Types Include all Project Statuses Include all Project Divisions Include all Project Departments Include all Project Locations Include all Department(s) Include all Sub-department(s) Column 1 criteria: Heading: Definition: Account Number Column 2 criteria: Heading: Definition: Account Description Column 3 criteria: Heading: Prior Year Include these dates: Last fiscal year (1/1/2020 to 12/31/2020) Definition: {Actual} Column 4 criteria: Heading: Current Year 18 8/12/2021 12:37:58PM Fayetteville Public Library Pagel Summarized Budget to Actual Preliminary: Subject to Audit - July 31, 2021 Adjusted Budget Include these dates: This fiscal year (I/1/2021 to 12/3 1/202 1) Definition: {Adjusted Budget[2021]1 Column 5 criteria: Heading: Year to Date Budget Include these dates: This fiscal year (I/1/2021 to 12/3 1/202 1) Definition: {AdjustedBudget[2021]) Column 6 criteria: Heading: May Actual Include these dates: <Specific fiscal periods> (5/1/2021 to 5/31/2021) Definition: {Actual} Column 7 criteria: Heading: June Actual Include these dates: <Specific fiscal periods> (6/1/2021 to 6/30/2021) Definition: {Actual} Column 8 criteria: Heading: July Actual Include these dates: <Specific fiscal periods> (7/1/2021 to 7/31/2021) Definition: {Actual} Column 9 criteria: Heading: YTD Actual Include these dates: <Specific fiscal periods> (1/1/2021 to 7/31/2021) Definition: {Actual} Column 10 criteria: Heading: YTD Budget Remaining Include these dates: This fiscal year (1/1/2021 to 12/31/2021) Definition: GetfavorableUnfavorable({Column 81 , {Column 51) Column 11 criteria: Heading: Annual Budget Remaining Include these dates: This fiscal year (1/1/2021 to 12/31/2021) Definition: GetFavorableUnfavorable({Column 41 , {Column 91) Column 12 criteria: Heading: Annual Budget Remaining % 19 8/12/2021 12:37:58PM Fayetteville Public Library Page 8 Summarized Budget to Actual Preliminary: Subject to Audit - July 31, 2021 Include these dates: This fiscal year (1/1/2021 to 12/31/2021) Definition: GetPercentVariance({Column 41 , {Column 91) 20 Balance Sheet Highlights Cash & Investments Accounts Receivables MM Liabilities Assets ■ Jul-20 $5,236,309 $6,756,265 $631,686 ■ Jul-20 $19,014,524 ■ Jun-21 $5,863,401 $7,674,354 $1,240,842 ■ Jun-21 $18,855,541 ■ Jul-21 $5,669,068 $7,678,746 $1,225,336 ■ Jul-21 $18,855,541 ® 21 8/12/2021 12:12:51 PM Bank CreditLibraryLibrary Bank DebitLibraryLibrary Petty CashLibraryLibrary Bank of FayettevilleLibraryLibrary ArvestLibraryLibrary 1st SecurityLibraryLibrary Schwab Institutional-OperatingLibraryLibrary Schwab Institutional-ExpansionLibraryLibrary Due from Foundation Due from FriendsLibraryLibrary Due From Other Gov. UnitsLibraryLibrary Accounts ReceivableLibraryLibrary Payroll Tax Refund ReceivableLibraryLibrary Claim against credit cardLibraryLibrary Less: Claim against credit cardLibraryLibrary Schwab Institutional - Long-teLibraryLibrary Schwab - Facilities ReplacemenLibraryLibrary, Schwab - Fum. & Eq. 2100-3837LibraryLibrary Schwab - Technological EquipmeLibraryLibrary Schwab - Expansion Capitall - LibraryLibrary Fayetteville Public Library Comparative Balance Sheet Preliminary: Subject to Audit - May - July 2021 Assets Cash & Investments - Unresstricted 10-0-1001-00 10-0-1002-00 10-0-1003-00 10-0-1010-00 10-0-1020-00 10-0-1030-00 10-0-1120-00 15-0-1123-00 Total Cash & Investments Accounts Receivable - Unrestricted 10-0-1210-00 10-0-1215-00 10-0-1225-00 10-0-1240-00 10-0-1260-00 10-0-1270-00 10-0-1271-00 Total Acounts Receivable - Unrestricted Cash & Investments - Designated 20-0-1125-00 30-0-1126-00 40-0-1127-00 50-0-1128-00 60-0-1140-00 Total Cash & Investments - Designated 2021 May June July ($452) ($1,473) ($2,090) $1,171 $1,172 $1,172 $1,156 $2,374 $2,374 $18,359 $21,357 $26,646 $654,299 $726,829 $762,186 $393,098 $512,540 $530,862 $1,280,637 $1,027,057 $773,927 $986,078 $986,086 $986,094 $3,334,347 $3,275,941 $3,081,170 $353,556 $311,623 $314,494 $780 $780 $780 $4,944,442 $4,944,442 $4,944,442 $2,430 $3,082 $3,082 ($794) ($794) ($794) $635 $635 $635 ($570) ($570) ($570) $5,301,619 $5,260,338 $5,263,209 $1,650,330 $1,649,940 $1,649,626 $467,218 $467,669 $468,216 $234,650 $234,634 $234,587 $234,970 $235,212 $235,466 $4 $4 $4 $2,587,172 $2,587,460 $2,587,898 Page 1 Accounts Receivable - Restricted 22 8/12/2021 12:12:51PM Fayetteville Public Library Page Comparative Balance Sheet Preliminary: Subject to Audit - May - July 2021 2021 May June July DataPath Held DepositLibraryLibrary 10-0-1150-00 $1,200 $1,200 $1,200 Claims PendingLibraryLibrary 10-0-1190-00 ($2,072) ($1,003) ($1,719) Prepaid ExpensesLibraryLibrary 10-0-1280-00 $39,893 $40,487 $42,725 Due From Other Gov. UnitsLibraryLibrary 70-0-1225-00 $2,373,332 $2,373,332 $2,373,332 Total Accounts Receivable - Restricted $2,412,353 $2,414,016 $2,415,537 Internal Due From Due From Expansion Operating Reserves - 15 10-0-1221-00 $0 $0 $0 Due From Facilities Reserve - 30 10-0-1223-00 ($70,267) ($70,267) ($70,267) Due From Furniture & Equipment - 40 10-0-1224-00 ($12,803) ($12,803) ($12,803) Due From Technology Reserve - 50 10-0-1228-00 $70 $70 $70 Due From Operating - 10 20-0-1220-00 $76,241 $76,241 $76,241 Due From Facilities Reserve - 30 20-0-1223-00 $0 $0 $0 Due From Technology Reserve - 50 20-0-1228-00 ($1) ($1) ($1) Due From Operating -10 50-0-1220-00 $103,000 $103,000 $103,000 Due from UnreservedLibraryLibrary 70-0-1227-00 ($1) ($1) ($1) Total Internal Due From $96,240 $96,240 $96,240 Interfund Due from Other Funds- hiterfuLibraryLibrary 10-0-1238-00 $254,292 $256,520 $256,520 InterfundLibraryLibrary 10-0-1400-00 ($1,232,239) ($1,232,239) ($1,232,239) InterfundLibraryLibrary 15-0-1400-00 $3,899,883 $3,899,883 $3,899,883 InterfundLibraryLibrary 20-0-1400-00 ($1,115,400) ($1,115,400) ($1,115,400) Due from Other Funds - InterfuLibraryLibrary 30-0-1238-00 $30 $30 $30 InterfundLibraryLibrary 30-0-1400-00 $3,787 $3,787 $3,787 InterfundLibraryLibrary 40-0-1400-00 $43,381 $43,381 $43,381 Due from Other Funds - hiterfuLibraryLibrary 50-0-1238-00 $18,500 $18,500 $18,500 InterfundLibraryLibrary 50-0-1400-00 $365,371 $365,371 $365,371 InterfundLibraryLibrary 60-0-1400-00 ($192,504) ($192,504) ($192,504) InterfundLibraryLibrary 70-0-1400-00 ($1,772,280) ($1,772,280) ($1,772,280) Totallnterfund $272,822 $2759050 $2759050 23 8/12/2021 12:12:51 PM BuildingsLibraryLibrary SoftwareLibraryLibrary Books & PublicationsLibraryLibrary EquipmentLibraryLibrary Construction In Progress (CIP)LibraryLibrary Accumulated DepreciationLibraryLibrary Construction In Progress (CIP)LibraryLibrary Land Library Owned ArtLibraryLibrary Fixed AssetAdministrationLibrary Accounts PayableLibraryLibrary Security Bankcard Center, INC.LibraryLibrary Accounts Payable- AccruedLibraryLibrary Accrued Sales Tax PayableLibraryLibrary Federal Withholding PayableLibraryLibrary FICA PayableLibraryLibrary Health InsuranceLibraryLibrary State Withholding PayableLibraryLibrary State Unemployment PayableLibraryLibrary Vision InsuranceLibraryLibrary Fayetteville Public Library Page Comparative Balance Sheet Preliminary: Subject to Audit - May - July 2021 2021 Depreciable Assets 10-0-1801-00 10-0-1805-00 10-0-1811-00 10-0-1813-00 10-0-1890-00 10-0-1999-00 60-0-1890-00 Total Depreciable Assets Non -Depreciable Assets 10-0-1800-00 10-0-1850-00 10-1-1800-00 Total Non-Depeciable Assets Total Assets Liabilities and Fund Balance Liabilities - Accounts Pavable 10-0-2001-00 10-0-2003-00 10-0-2020-00 10-0-2025-00 10-0-2055-00 10-0-2065-00 10-0-2075-00 10-0-2080-00 10-0-2082-00 10-0-2130-00 May June July $21,080,384 $21,080,384 $21,080,384 $163,841 $163,841 $163,841 $5,427,926 $5,427,926 $5,427,926 $2,542,621 $2,542,621 $2,542,621 $113,530 $113,530 $113,530 ($13,153,177) ($13,153,177) ($13,153,177) $1,080,832 $1,080,832 $1,080,832 $17,255,956 $17,255,956 $17,255,956 $1,449,585 $1,449,585 $1,449,585 $150,000 $150,000 $150,000 $0 $0 $0 $1,599,585 $1,599,585 $1,599,585 $32,860,095 $32,764,586 $32,574,646 $58,022 $258,863 $244,294 $2,271 $2,271 $2,271 $0 $0 $0 ($5,436) ($5,436) ($5,436) $1,068 $1,068 $1,068 ($1,105) ($1,105) ($1,105) $421 $480 $480 $525 $525 $525 $426 $426 $426 24 $0 $13 ($421) 8/12/2021 12:12:51PM Fayetteville Public Library Page Comparative Balance Sheet Preliminary: Subject to Audit - May - July 2021 2021 May June July Life, AD&D and LTDLibraryLibrary 10-0-2135-00 ($68) ($68) ($68) Voluntary Life, STD & AD&DLibraryLibrary 10-0-2140-00 $117 $115 $105 Voluntary Dental Insurance 10-0-2155-00 $160 $132 $105 Caring CommitteeLibraryLibrary 10-0-2180-00 ($541) ($417) ($883) Healthy HabitsLibraryLibrary 10-0-2185-00 $5,142 $5,142 $5,142 Arkansas State Library ScholarLibraryLibrary 10-0-2190-00 $793 $793 $793 Deferred RevenueLibraryLibrary 10-0-2410-00 $608,709 $608,709 $608,709 Security DepositsLibraryLibrary 10-0-2415-00 $1,000 $0 $0 Deferred RevenueLibraryLibrary 50-0-2410-00 $0 $0 $0 Total Liabilities - Accounts Payable $671,503 $871,510 $856,004 Accrued Liabilities Salaries & Wages AccrualLibraryLibrary 10-0-2030-00 $77,867 $77,867 $77,867 Vacation AccrualLibraryLibrary 10-0-2045-00 $208,371 $208,371 $208,371 Sick Time AccrualLibraryLibrary 10-0-2060-00 $83,094 $83,094 $83,094 Total Accrued Liabilities $369,332 $369,332 $369,332 Internal Due To Due to Operating Capital - 15 10-0-2223-00 $0 $0 $0 Due to Long Term - 20 10-0-2225-00 $76,241 $76,241 $76,241 Due to FriendsLibraryLibrary 10-0-2230-00 ($3,253) ($3,253) ($3,252) Due to Technology Reserve -50 10-0-2235-00 $102,499 $102,499 $102,499 Due to FoundationLibraryLibrary 10-0-2240-00 $27,998 $2,502 $3,355 Due to Debt Service FundLibraryLibrary 10-0-2270-00 ($1) ($1) ($1) Due to FPLF Capital Campaign (LibraryLibrary 10-0-2296-00 $89,019 $0 $0 Due To Operating-IOLibraryLibrary 15-0-2220-00 $0 $0 $0 Due To Operating - 10 30-0-2220-00 ($70,267) ($70,267) ($70,267) Due to Long Term - 20 30-0-2225-00 ($1) ($1) ($1) Due To Operating-10 40-0-2220-00 ($12,803) ($12,803) ($12,803) Due To Operating - 10 50-0-2220-00 $70 $70 $70 Due to Long Term - 20 50-0-2225-00 ($1) ($1) ($1) 25 8/12/2021 12:12:51PM Fayetteville Public Library Page Comparative Balance Sheet Preliminary: Subject to Audit - May - July 2021 2021 May June July Total Internal Due To $209,501 $94,987 $95,840 Interfund Due to Other Funds - InterfundLibraryLibrary 10-0-2255-00 $18,530 $18,530 $18,530 Due to Other Funds - InterfundLibraryLibrary 30-0-2255-00 $141,748 $143,976 $143,976 Due to Other Funds - InterfundLibraryLibrary 40-0-2255-00 $12,803 $12,803 $12,803 Due to Other Funds - InterfundLibraryLibrary 50-0-2255-00 $22,162 $22,162 $22,162 Due to Other Funds - InterfundLibraryLibrary 60-0-2255-00 $77,580 $77,580 $77,580 Total Interfund $272,822 $275,050 $275,050 Fund Balance UnrestrictedLibraryLibrary 10-0-3001-00 $2,822,027 $2,640,729 $2,464,995 Fund Balance - Current Year NeLibraryLibrary 10-0-3900-00 $793,565 $793,565 $793,565 Investment in Capital AssetsLibraryLibrary 10-0-3950-00 $19,435,215 $19,435,215 $19,435,215 UnrestrictedLibraryLibrary 15-0-3001-00 $4,885,961 $4,885,968 $4,885,977 Designated - Long Term ReserveLibraryLibrary 20-0-3015-00 $653,085 $652,695 $652,381 Fund Balance - Current Year NeLibraryLibrary 20-0-3900-00 ($41,914) ($41,914) ($41,914) Designated - Facility ReserveLibraryLibrary 30-0-3020-00 $429,350 $427,574 $428,120 Fund Balance - Current Year NeLibraryLibrary 30-0-3900-00 ($29,796) ($29,796) ($29,796) Designated - Furniture & EquipLibraryLibrary 40-0-3025-00 $286,780 $286,764 $286,717 Fund Balance - Current Year NeLibraryLibrary 40-0-3900-00 ($8,749) ($8,749) ($8,749) Designated- Technological EquLibraryLibrary 50-0-3030-00 $717,948 $718,190 $718,444 Fund Balance - Current Year NeLibraryLibrary 50-0-3900-00 ($18,337) ($18,337) ($18,337) Restricted Fund BalanceLibraryLibrary 60-0-3005-00 $810,752 $810,752 $810,752 Restricted Fund BalanceLibraryLibrary 70-0-3005-00 $601,051 $601,051 $601,051 Total Fund Balance $31,336,937 $319153,707 $309978,420 Total Liabilities and Fund Balance $32,860,095 $32,764,586 $32,574,646 8/12/2021 12:12:51PM Fayetteville Public Library Page Comparative Balance Sheet Preliminary: Subject to Audit - May - July 2021 Report name: Internal Comparative Balance Sheet for Board Meeting - Detail Chart template: BS New Format 6/24 Include account levels 1 to 4 Do not include accounts with zero balances Include inactive accounts User has access to all accounts User has access to all Projects Include these Funds: 10, 15, 20, 30, 40, 50, 60, 70 Include all Account Codes Include all Accounts Include all Account Attributes Include all Projects Include all Project Attributes Include all Transaction Attributes Include all Classes Include all Journals Include all Not Yet Posted Transactions Include all Cash Flow Codes Include all Working Capital Codes Include all Grants(s) Include all Category(s) Include all Project Types Include all Project Statuses Include all Project Divisions Include all Project Departments Include all Project Locations Include all Department(s) Include all Sub-department(s) Column 1 criteria: Heading: Definition: Account Description Column 2 criteria: Heading: Definition: Account Number Column 3 criteria: Heading: Definition: Column 4 criteria: Heading: May Include these dates: 5/31/2021 Definition: {Actual) 27 8/12/2021 12:12:51PM Fayetteville Public Library Pagel Comparative Balance Sheet Preliminary: Subject to Audit - May - July 2021 Column 5 criteria: Heading: June Include these dates: 6/30/2021 Definition: (Actual) Column 6 criteria: Heading: July Include these dates: 7/31/2021 Definition: {Actual} Column 7 criteria: Heading: July Include these dates: 7/31/2020 Definition: {Actual} Column 8 criteria: Heading: YOY Change Include these dates: 7/31/2021 Definition: GetFavorableUnfavorable({Column 5),{Column 7)) 28 FPL Summer Reading Club 2021 SRC Program Attendance 25000 20000 15000 10000 5000 1.10 LIM 1_1■\'1��_ 0 2017 2018 2019 2020 2021 � Youth � Teen � Adult � Outreach TOTAL 6000 5000 4000 3000 2000 1000 0 Program Attendance 2017 2018 2019 2020 Youth 16826 15875 14895 28 Teen 700 508 585 100 Adult 2377 2116 3019 391 Outreach 1913 1017 1240 0 TOTAL 21816 19516 19739 519 Reading club participants 2017 2018 2019 2020 Youth 2570 3273 3245 654 Teens 525 688 540 182 Adults 790 878 719 413 TOTAL 3885 4839 4504 1249 SRC Reading Club Participants �1 11 �1 ,�� 1■1 2017 2018 2019 2020 2021 =Youth � Teens � Adults TOTAL 1 year % 2021 change 5 year % change 2908 10285.71% -82.72% 1000 900.00% 42.86% 1105 182.61% -53.51% 300 30000.00% -84.32% 5313 923.70% -75.65% 1 year % 2021 change 5 year % change 1198 83.18% -53.39% 329 80.77% -37.33% 776 87.89% -1.77% 2303 84.39% -40.72% Youth read for 16,058 hours, and adults read 2,900 books through June and July 2021. 29 Memo To: Board of Directors, Fayetteville Public Library From: David Johnson, Executive Director Date: August 6, 2021 Re: Informational Items Audit Report Review During the first quarter of the year, BKD, external auditors, were on site at the Library to perform their annual audit. BKD has completed their audit and has reported their findings in the 2020 audit report. On August 25, BKD and the Finance Committee are scheduled to meet and discuss the report in further detail. The results and any recommendations will be shared in the next Board meeting. 2022 Budget Library staff has started working on the 2022 operations budget. Listed below is the budget calendar outlining key dates as well as some additional items the staff will work through during this process: Budget Calendar July 28 Budget process overview and training with directors and managers. August 18 Department budgets due to Accounting Department for review. September 7 Analyze and evaluate each department budget for modifications. This process will result in a proposed operational budget. September 15 — October 18 Finalize and compile proposed 2022 FPL Budget October Present proposed budget to the Board November Adoption of 2022 budget. 30 Request For Proposal The contract for the accounting system will expire in the 3ra quarter of CY2022. Instead of renewing the contract, the Library is exploring other accounting system options that will more efficiently and effectively meet Library needs. As such, the Library staff is composing a request for proposal (RFP) to identify an efficient and cost-effective ERP system that will assist in streamlining accounting functions and needs such as data integration (i.e. point of sale and inventory systems), reporting and analytics, in addition to customer relationship management and fundraising efforts. The RFP is expected to be advertised in September. 31 CAMPAIGN ACTIVITIES Meetings and Actions Meeting/Action Date Outcome Notes Tour: Donny Story 5/17/2021 Prospect cultivation Donny is a long-time FPL Friends member. Celebration of Excellence 5/20/2021 Commuity exposure and donor cultivation FPL hosted Fayetteville Public Education Foundation's Celebration of Excellence event. Development staff identified and cultivated numerous prospects throughout the event. Tour: Tia Odom and Family 5/24/2021 Prospect cultivation Tour and meeting: Joel Gordon 5/24/2021 CFI development Joel is a nationally renowned maker's space coordinator and will help the Foundation find prospective funding and partners for the Center for Innovation. Tour: Concord Adams (Mailena Urso and team) 5/28/2021 Donor cultivation Mailena Urso is an FPL Foundation Board member, and Concord Adams is her marketing consulting company. Meeting: Walton Family Foundation 6/1/2021 Proposal invitation Conversation with Yee -Lin Lee, program manager with WFF, regarding funding for the CFI. Presentation: PEO 6/1/2021 Prospect cultivation Tour: GB Cazes and Kent Watson 6/2/2021 Donor cultivation Kent Watson is a member of the Economic Develepment Committee that is steering the distribution of the City's ARPA funds; GB Cazes advises the NWA Council and has made numerous connections for FPL. Event: Ozark Literacy Council Prospect cultivation FPL hosted Ozark Literacy Council's donor and partner recognition event. Development staff identified and cultivated numerous prospects throughout the event. Theater Squared Gala 6/3/2021 Commuity exposure and donor cultivation FPL hosted Theater Squared's annual fundraising event. Development staff identified and cultivated numerous prospects throughout the event. Tour: David and Jane Gearhart 6/7/2021 Donor cultivation David and Jane have an open Major level pledge to the Capital Campaign. Presentation: Washington County Bar Association 6/7/2021 Prospect cultivation Tour: Bill Yoder and Lonnie Emard 6/7/2021 CFI development Bill and Lonnie represent the Arkansas Center for Data Sciences. Tour: Rich Davis 6/8/2021 Prospect cultivation Rich Davis is retired from Black Hills Energey and is currently working with the NWA Council. Tour: Jacob Arnold 6/9/2021 Kitchen development Jacob Arnold is Frank Broyles grandson and works for NWA Food Bank. Tour: Butterfield Trail Village 6/11/2021 Prospect cultivation 40 residents attended Expansion tours. Tour: Hope and John Bradberry 6/11/2021 Donor cultivation John and Hope have completed their Major level pledge and have recently successfully solicited the Braciberry Family Foundation for an additional Pacesetter level gift to the Capital Campaign. Event: SONA 6/12/2021 Prospect cultivation FPL staff atteneded an event recognizing SONA donors. Development staff identified and cultivated numerous prospects throughout the event. Tour: Brock and Lindsey Gearhart 6/14/2021 Major capital donation Capital donors David and Jane Gearhart's son Brock and his wife Lindsey. Tour: Margaret Whillock 6/15/2021 Donor cultivation Margaret has an open Community level pledge to the Capital Campaign. 32 BEYOND WORDS CAMPAIGN GOAL: $23,000,000 Capital Campaign Pledge Summary Report 6/15/2021 Pledged To Date: $12,903,110 = 56.1% Of Goal Balance Required: $10,096,890 Campaign Summary by Gift Categories Percent to Balance Goals Pledged Goal $$-To Go Total Paid Due # of Gifts $250,000 & above Pacesetter $20,000,000 $10,337,463 = 51.7% $9,662,537 $3,387,463 $6,950,000 6 $50,000 - $249,999 Leadership 2,250,000 1,557,134 = 69.2% $692,866 $912,134 $695,000 17 $5,000 - $49,999 Major 650,000 891,762 137.2% ($241,762) $620,893 $270,869 60 Under$5,000 Community 100,000 116,751 = 116.8% ($16,751) $103,231 $9,520 200 TOTAL: $23,000,000 $12,903,110 56.1% $10,096,890 $5,023,721 $7,925,389 283 33 CAMPAIGN ACTIVITIES Meetings and Actions Meeting/Action Date Outcome Notes Tour: Foundation Board Candidate 7/16/2021 Board recruitment Tour: Foundation Board Candidate 7/16/2021 Board recruitment Tour: Clint O'Neal 7/22/2021 Prospect cultivation Deputy Director of Global Business at Arkansas Economic Development Commission Tour: Mary Purvis 7/26/2021 Prospect cultivation Tour: Butterfield Trail Village 7/28/2021 Prospect cultivation Ann Henry and 35 residents of BTV retirement community Meeting: StartUp Junkie 7/30/2021 Program development Developing workforce development programming for Teaching Kitchen Grant submission 7/30/2021 Program funding Grant submitted for workforce development program funding Webinar: grant workshop 8/2/2021 Grant guidance Potential grantee hosted an informational webinar Meeting: grant workshop 8/2/2021 Grant guidance Potential grantee hosted a mandatory informational meeting Contact: AR Community Fdn 8/10/2021 Funding inquiry Periodic inquiry about potential capital donors Tour: Foundation Board Candidate 8/13/2021 Board recruitment Grant submission 8/13/2021 Pending Grant submitted for operational support Grant submission 8/13/2021 Pending Grant submitted for fabrication equipment funding 34 BEYOND WORDS CAMPAIGN GOAL: $23,000,000 Capital Campaign Pledge Summary Report 8/12/2021 Pledged To Date: $13,144,028 = 57.1% Of Goal Balance Required: $9,855,972 Campaign Summary by Gift Categories Percent to Balance Goals Pledged Goal $$-To Go Total Paid Due # of Gifts $250,000 & above Pacesetter $20,000,000 $10,337,463 = 51.7% $9,662,537 $3,387,463 $6,950,000 7 $50,000 - $249,999 Leadership 2,250,000 1,767,526 = 78.6% $482,474 $912,134 $905,392 19 $5,000 - $49,999 Major 650,000 937,985 144.3% ($287,985) $674,850 $263,135 67 Under$5,000 Community 100,000 101,054 = 101.1% ($1,054) $90,344 $10,710 300 TOTAL: $23,000,000 $13,144,028 57.1% $9,855,972 $5,064,791 $8,129,237 393 35 Policy Name: Conflict of Interest I. Objective Fayetteville Public Library (FPL) is committed to conducting its organizational operations with the highest level of integrity, transparency, and fidelity to the law. In carrying out this goal, FPL has developed the following conflict of interest policy. This policy applies to all employees of Fayetteville Public Library. It covers a wide range of business practices and procedures with a focus on disclosure and mitigation of potential conflicts of interest. It does not cover every ethics and compliance issue that may arise, but it sets out basic principles to guide staff. In doing work for Fayetteville Public Library, staff must follow the highest ethical standards and make every effort to avoid even the appearance of improper behavior. In addition, they are responsible for: • Asking questions if there are doubts about the best course of action in a particular situation; and • Reporting ethics and compliance issues promptly. An employee who has questions or concerns about these policies should talk with Human Resources, and may do so confidentially. Violations of the policy will be addressed promptly. Individuals who violate the standards will be subject to appropriate disciplinary action, which may include termination of employment. II. Conflict of Interest: Definitions and Examples This policy cannot list every possible conflict of interest, but some common examples of situations that could create a conflict are: • Personal Benefits. Receiving improper personal benefits because of a staff member's position with FPL. • Relationships with Other Organizations. Working for a company that does business with FPL (such as a supplier or vendor). • Gifts and Entertainment. Offering, giving, soliciting, or accepting gifts, money, services, or anything of value when doing so may influence, or be perceived as influencing, a decision or action. • Personal Relationships. Situations involving family or other close personal relations may create a conflict if they interfere with the interests of FPL or staff responsibilities to FPL. Close personal relations include anyone with whom staff have a personal relationship which could project the presence or appearance of conflict. • Working with Immediate Family Members or Close Personal Relations. Working in the same department at FPL, or having a supervisor/subordinate relationship with an immediate family member, or close personal relationships that project the presence or appearance of favoritism into the supervisory relationship (see policy PA-55: Appointments for more information). III. Disclosure FPL recognizes that actual or potential conflicts of interest may arise from time to time. Staff must disclose any actual or potential conflicts of interest to FPL. Many conflicts can be avoided or appropriately managed if they are disclosed and approved. Sometimes, steps can be taken to manage the conflict, such as not participating in making decisions on FPL's behalf about a matter where there may be a conflict. Remember, having a conflict of interest is not necessarily a violation of policy, but failing to disclose it is. The first step in addressing an actual or potential conflict is for staff to inform a supervisor of the situation. Conflicts of interest may not always be clear-cut, so staff should contact Human Resources if there are questions. In cases with the Executive Director, FPL's General Legal Counsel should be consulted. 36 Teaching Kitchen Use Agreement Fayetteville Public Library's Teaching Kitchen is a shared use facility equipped with commercial stoves, ovens, mixers, sinks, refrigerators, meat slicers, tables, dry and cold storage, and other food preparation equipment. Fayetteville Public Library (FPL) maintains the kitchen in a sanitary, disinfected, and orderly state, and ensures that equipment identified in the rental contract is available to the renter and operates to all applicable health and safety standards. It is the renter's responsibility to ensure that the kitchen is left in a sanitized, disinfected and orderly state at the end of each day and the end of the rental period. FPL does not claim to provide all kitchen equipment or tools that a renter may need for their event, and only the equipment specifiedin the renter's contract will be available for use. Requests for additional smallware and equipment must be approved by FPL's event coordinator in writing prior to using the space. The renter may provide their own smallware. FPL is not responsible for damage to the renter's tools or equipment. The renter shall furnish all consumables. The renter shall procure and maintain the appropriate food service licensing from the Washington County Health Department and/or the State of Arkansas. The renter may be asked to provide food safety certification, such as ServSafe, and insurance. The renter shall report any personal injuries or property damage arising at any time during and/or arising out of or in any way connected with the renter's use or occupancy of the kitchen. The renter is solely responsible for supervising all individuals in the kitchen during rental time. The renter's credit card has been left on file for a refundable security deposit in the amount of $500 with FPL. The security deposit will only be returned to the renter if the kitchen is left in the same condition as it was given. The kitchen must be clean and have trash removed upon final inspection, before any/all portion of the security deposit will be returned. If damages are made to the property and the repair costs exceed the paid security deposit, FPL reserves the right to charge the additional expenses to the renter's credit/debit card on file. The renter agrees to abide by the rules and agrees that upon violation of the rules, FPL has the option to terminate this rental and demand that the renter vacate the premises. 1. Apron, chef hat or hairnet, and enclosed skid -resistant shoes are required. Beard nets and gloves are required as appropriate. 2. No furniture or equipment shall be removed from the premises. 3. The renter shall not admit a larger number of individuals than approved in the rental agreement. 4. Smoking is not permitted on the library campus. 5. Approved by the event coordinator, alcohol is allowed on library premises as permitted by the Arkansas Alcohol Beverage Control Board law. 6. FPL is drug and tobacco free. 7. The renter and all individuals in the kitchen during the time of rental must abide by the FPL's Customer Code of Conduct. 8. Animals are not permitted in the kitchen. ADA service animals are permitted in FPL outside the kitchen. 9. All consumables must be labeled and dated. NO EXPIRED DATES allowed. 10. The renter may not bring in cleaning utensils (i.e.., scratch pads, sponges, scrapers) and chemicals. FPL will provide all cleaning supplies. 11. The renter must clean as they go. The renter may be required to arrange dishwashers during events. 12. Rental time begins at the scheduled start time and ends at the scheduled stop time. All setup and cleanup must be completed within this time frame. The renter must be vacated from the rental space by the scheduled end time. Additional time may be subject to additional fees. 13. FPL reserves the right to charge the renter for any supplies left or stored beyond the rental agreement. Indemnification: In consideration of being permitted to use the space and materials in the FPL teaching kitchen, I agree to release and indemnify and hold harmless and defend FPL, its officers, agents, volunteers, employees, and trustees from any and all liability, loss, claims, and demands, actions, or cause of action for the death or injury to any persons and for any property damage suffered or incurred by any person which arises or may arise or be occasioned in any way from use of space or materials in the FPL teaching kitchen which I am using in the FPL teaching kitchen. My agreement to indemnify FPL includes, and is not limited to, indemnification for FPL's own negligence or otherwise wrongful conduct. Signature of renter: Date: Printed name of renter: Signature of Library representative: Date: 0 Fayetteville Public Library faylib.&g / 401 W. Mountain St., Fayetteville, AR 72701 Kitchen & Cooking Class Waiver of Liability, Release & Indemnity Agreement Please review the policies and guidelines set forth below. Acceptance of and compliance within these provisions is required for your use of the space, tools, equipment, and materials provided within. Name: Library card #: Phone: Parent/Guardian name (if under 18): Phone: Email: Email: I, (print name), the Maker, affirm that the information I have provided on this agreement is current, true, and correct. I understand that this information may be subject to verification. I, (print name), the Maker, do hereby for myself, on behalf of my heirs, successors, and assigns, in consideration of being permitted to use the space and materials in the kitchen of the Fayetteville Public Library ("FPL"), and political subdivision in the City of Fayetteville, State of Arkansas, understand and agree that FPL is not responsible for any personal injury, illness, death or liability resulting from or arising out of the use of the space and materials of the FPL Teaching Kitchen, whether the damages are due to the carelessness, recklessness, negligence and/or fault of FPL, regardless of who happens to be using the space and materials. I, the Maker, assume full liability during the time of my use of the space and materials, and I waive any and all claims against FPL. I, (print name), the Maker, do hereby for myself, on behalf of my heirs, successors, and assigns, in consideration of being permitted to use the space and materials in the FPL Teaching Kitchen, understand and agree that the activities undertaken in the FPL Teaching Kitchen may be of a hazardous nature and/or include physical and/or strenuous movement during which serious accidents occassionally occur; and that participants in the activities can occasionally sustain personal injuries as a consequence thereof. Such injuries may result from such activities as the Maker cutting or burning themselves, slipping on food, food poisoning, food allergies, as well as any other activity normally undertaken by cooking activities. By this waiver and release, I, the Maker, assume any risk, and take full responsibility and waive any claims of personal injury or death associated with receiving cooking instruction from the FPL or other related activities conducted by FPL. I, (print name), the Maker, hereby for myself, on behalf of my heirs, successors, and assigns, in consideration of being permitted to use the space and materials in the FPL Teaching Kitchen, agree to release and indemnify and hold harmless and defend FPL, its officers, agents, volunteers, employees, and trustees from any and all liability, loss, claims, and demands, actions, or cause of action for the death or injury to any persons and for any property damage incurred by any person which arises or may arise or be occasioned in any way from the Maker or use of the space or materials in the FPL Teaching Kitchen which I, the Maker, am using in the FPL Teaching Kitchen. The Maker's agreement to indemnify FPL includes and is not limited to indemnification for FPL's own negligence or otherwise wrongful conduct. Any available insurance of the Maker shall be primary and non-contributory. The parties intend each provision to be severable and separate and apart from one another. The parties agree that any and all disputes resulting in litigation will be commenced, litigated and adjudicated only in the County of Washington, State of Arkansas, pursuant to the laws of the State of Arkansas. If a court of law construes that any part of this waiver, release and indemnity is invalid, such construction shall not invalidate the remainder of this release. I, (print name), the Maker, have read this waiver of liability and release, have no questions about its meaning and voluntarily accept the terms by signing my name below. By signing this waiver of liability, release, and indemnity agreement, I agree to abide by FPL policies and safety guidelines, and I acknowledge receipt of the same. Date: Printed Any Maker under eighteen (18) years of age must also obtain the following consent, waiver of liability, and release before using the FPL Teaching Kitchen. I, (print name), am the parent or guardian of (print name), the Maker. I consent to this and state that I have read the above waiver of liability and release, have no questions about its meaning, and voluntarily accept the terms by signing my name below. Parent/Guardian signature: Printed name: Date: 0 Fayetteville Public Library faylib.org / 401 W. Mountain St., Fayetteville, AR 72701 FAYETTEVILLE PUBLIC LIBRARY MEMO To: Fayetteville Public Library Board of Trustees From: David Johnson, Executive Director Date: Monday, August 16, 2021 Re: Increase FTE Count Background: As we plan for the expansion and into the future beyond the second half of 2021, we want to ensure that we are set up for success across the organization. FPL has no greater asset than our staff in helping us to achieve our mission for Fayetteville and the NW Arkansas community. The suggested organizational staffing changes below will allow us to better serve and provide more amenities to our patrons. The 2021 Budget currently approves FPL to employ 81.10 FTEs (full-time equivalent staff). As we plan to bring more amenities of the expansion online for our community, we will need additional staff — specifically for the FPL Kitchen/Deli/Food Service component. Discussion: At this time, we are requesting to increase our FTE count by 1 from 8 1. 10 FTEs to 82.10 FTEs. This increase will allow us to hire 1 full-time Food Service Manager to oversee the FPL Kitchen/Deli/Food Service component of the expansion. The monies to fund this position are a part of our approved 2021 Budget and were found through savings in our personnel budget. Recommendation: Approve the FTE increase outlined above. 39