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2021-10-18 - Agenda - FinalFayetteville 401 et Mountain St. FayetEeville, AR 72701 408 Public Library 479.856.7000 questions@fayl i b.o rg faylib.org Board of Trustees October 18, 2021 4 pm AGENDA Regular Meeting —Ann Henry Board 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 August 16 and September 14, 2021— pages 1-6 III. Reports A. Key Upcoming Events— page 7 B. Mission Moment —to be included separately C. Library Administration 1. Management Reports a. Performance Measures — pages 8-9 b. Strategic Plan progress through September 2021— pages 10-11 2. Financial reports a. Budget to actual through September 30, 2021 — to be included separately b. Balance sheet as of September 30, 2021— to be included separately 3. Informational a. Staff Training Day b. Christmas Carol agreement with T2 c. RFP for new accounting software d. Nabholz land lease extension — pages 12-13 e. Integrity south parking agreement f. 2022 Budget schedule g. New staff D. Fayetteville Public Library Foundation: monthly report — pages 14-15 E. Friends of the Fayetteville Public Library IV. Old business A. Process of Executive Director Review V. New business Fayetteville 401 et Mountain St. FayetEeville, AR 72701 408 Public Library 479.856.7000 questions@fayl i b.o rg faylib.org A. Discussion items 1. Mask Mandate 2. 2022 Closed Days — page 16 3. Electric Vehicle Charging Station 4. Acceptance of the Audit — pages 17-18 5. Union Pacific Bond 6. Center for Innovation fee schedule — page 19 7. Budget Adjustments for Arkansas State Library and Walton Family Foundation — pages 20-23 VI. Public Comment Adjournment Fayetteville Fa et Mountain St. Fayetteville, AR 72701 Public Library 479.856.7000 ® questions@faylib.org faylib.org Board of Trustees August 16, 2021 4 pm MINUTES Regular Meeting —Reception Room Board Members: R. Qualls, B. Park, B. Bagwell, S. Overbey, J. Parry, Hrner, M. Sutherland Staff: D. Johnson, W. Fitzgibbon, C. Karnatz, C. Moody, R. Duarte, almer T. Ball, S. McClure, S. Houk, C. Dennis, H. Robideaux, G. Jelinek, S. Herrera, L. Husbarrrd'� Tavlor FPL Attorney: V. Chadick G/� Public: M. Rice / /F// Our mission is to strengthen our community and e ; / wer our citizens througi�f/ and public access to knowledge.//// �% N I. Call to order: R. Qualls called the meeting to ord� 00 pm II. Minutes: Approval of minutes frune 212021, a pp f ,J��, , rely 8, 2021: H. Garner approved minutes from June 21 and July 812!O ",submitted. J.., _neconded. All voted AYE. III. Reports A. Key Upcoming Events: Yoga ir% he GI rative Dance for adults, video studio course ; j he Center fortypVation, nglish classes by the Ozark Literacy �i��1/ir '" f /ii` B. Librar,,�� inistra�in 1. Man' ent R' orts '%��% , �i,,/fps . a. �3�forFr�ar{, §urespirough July 2021: Circulation holding steady aftPit&C acent Covid surges. On track to bring physical oIIec i pf 400,000. Study rooms, meeting rooms, and the Center r,lnnov3 have been very popular. b. S tegic Plan progress through July 2021: Community Outreach Ed��/'tion ated partnerships IpAwlth key ubl c schools,nity andBooks &rBites.Marshallese � a Initiative,LI,P 2. ancial. torts a."Illudget to actual through July 2021: Revenue is on -track with no concerns out the millage or City transfers. The remaining Personnel Services budget is 42% for Library Services and 47% for Support Services. Library materials has 69% of their budget remaining. This is not on track as planned, primarily due to a backlog of book orders. b. Balance sheet through July 2021: There are no significant changes when comparing July 2020 and July 2021, or June and July 2021. Fayetteville 408 Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.856,7000 questions@faylib.org faylib.org 3. Informational a. Covid response: The City Council's recent Mask Ordinance applies to all City buildings. FPL is unusual in that the land is City property, but the building is owned by the library. Discussion followed. H. Garner stated that unvaccinated children frequent the library, unlike City buildings, so a more stringent policy should be followed. Pat#, "Jkhave been compliant with FPL's mask mandate and accept mask!3;;4hey do not have one. S. Palmer reviewed escalation proceduresfor,"R Ei ult patrons, with ease of enforcement stemming from parallehin, the C1 y�� order. FPL will apply the same principles that the City d ;; children oj`% years must wear p p Y �9�3�, / masks and suitable accommod fibns will be made ose with health/ADA needs. b. DEI training: Serve2PerforA,%Jven th�irectors two q trainings, Managers will have tkA! "`i�s+;� ssion this week. %I . c. SRC report: A successful blend of hy"�1, Vn-person and virtual programming and IR ,pts. 2,303 registtI Is for all SRC. Youth read for 16,058 hours, and i( d 2,900 boofi!�C vents were held in every !/a new expansion spac'u�%i F`,,nter, Gatheril" i;lade, Teen Gaming Center, and CFI.,,//%//�j d. Staff,,�l�x�,opment: R. D`i�I , the H f 9ctor, achieved two senior -level H:%t`rif , � ns: Senior Ili! fessional in Human Resources, and a Senior I �/� M Cert'i>d Profession�fcertification. C. Murray in Reference Services . ly graated with an rti,'' e. New, ff (r%y%yyypgrt,time staff members: Community Engagement s,sista ,� j Polanski;'v�t Assistant, E. Ellis; Library Services Generalist jrculatij;JVI. Roach; Assistant Librarian in Genealogy, N. Brandon; Lu flan, L.., isten. f. Acco j n g infgrf4lational memo: BKD finished their Audit review. The /// Finan ommittee will meet next week to go over the Audit. Accounting �e staff w%present the 2022 Budget in the October meeting. They are %�//j// row,sg for a new ERP accounting system and hope to advertise an RFP (,ptember. C. Fayette fv ll a Public Library Foundation: monthly report: L. Husband was promoted to Foundation Coordinator. Have 7 promising candidates to fill 4 positions on the Foundation Board. Campaign has raised 57.1% of goal. Funds from the American Rescue Plan purchased two laptop dispensers and laptops. Applied for grants in micro entrepreneurship, workforce development, and 2 u IV. V. Fayetteville Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@faylib.org faylib.org coding courses, and workforce development opportunities in the teaching kitchen. D. Friends of the Fayetteville Public Library: The Friends Bookstore is on track to open the Tuesday after Labor Day. The old office adjacent to the bookstore has been adapted into additional shelving space. E. Fayetteville Public Library Art Committee: Artwork frorliife Styles is hanging in the Fiction wing, and Farmington Junior High has an painting hanging outside the Art & Movement room. A poster display comet' rating the 20tn anniversary of 9/11 will hang in the Lucky Day%gallery"Y tember. Old business New A.Disiness scussionitems 1. Conflict of Interest policy: H. Gar' it r aparoved.the Conflict oT In Brest policy as written. S. Overbey Seconded. Al,ed AVE'Return of the tabled policy from June's meeting. This new policy r� i cts the input of J. Parry and others. 2. Update on kitchen an�li: Have a menu staff are working with J. Gawthrop to decide th ,�f �efore the deli ,njn mid -September. The ii i, I deli will produce boxed I' , � q jmeetings an( � II slowly work into larger- at FR! . fill.rrr on�slte consultant, has a scale catering for big even] backgrour,� ith Whole Foddo,11 nd OzarlC ( `fural Foods. 3. Kitche��Us'��' ement and ri (ease: H. Garner approved the Kitchen Use agr ent anl, lease. J. Paril* seconded. All voted AYE. V. Chadick worked with ,,, staff t hake sure they are protections for FPL, as well as those taking tl�ss�:�,sing the kitchen. p FTE, increase H. Garne approved the FTE increase. B. Park Seconded. All vote; YE �i FPuill look for a kitchen manager to help the deli become self- i sustai (; , Want �J crease the FTE amount by one. -time Arsaga's 5lya ' reopen lempoYeenget aretaunt Ian, the wneshipwlltransfer to her.. Care ias been 4"Ven so that the Deli and Arsaga's will not interfere with one f�ther;je Deli will only open for lunch, but Arsaga's will open all day. 6. KIY�/I/ F�aslcs Boot Camp: The Fayetteville Restaurant Alliance covered the Sery 'ave cost for seven participants, who finished the course. R. Roberts with FRA will ensure they get interviews. Three local restaurants are interested in hiring the graduates of this course. 7. Center for Innovation statistics: Since the soft opening on June 1, the CFI has seen 300+ patrons, 45+ program sessions, and 240 individual reservations of the suites and simulators. In September, M. Brooks from UA will teach a 3 VI Fayetteville Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.856,7000 questions@faylib.org faylib.org laser -cutting class. 3-D printing, photography 101, and podcasting courses will be offered in October. 8. Matilda follow-up: 13,000 people attended the musical and saw the Event Center's potential. A meeting is scheduled with Theater Squared this week to discuss lessons learned, cost -revenue sharing opportunities, and the possibility of A Christmas Carol in December. ; Walk -On Item: Discussion around the Executive Director's hew. R. Duarte suggested that D. Johnson be reviewed each spring - the same ti'' PL staff are evaluated. R. Duarte will work with R. Qualls to develop a schedule VI. Public Comment: None jr Adjournment: H. Garner moved that the meeting adyp%n. Afl voted AYE.///,,, 4 Fayetteville 400 Public Library Board of Trustees September 14, 2021 4 pm Minutes Special meeting via Zoom Trustees Present: B. Park, B. Bagwell, S. Overbey, J. Parry, H. Garner, Trustees Absent: R. Qualls Staff Present: D. Johnson, R. Duarte, W. Fitzgibbon, S. Palmer, C. Mc Robideaux, G. Jelinek, S. Herrera, M. Eiler, L. Husband, A. Tayl Attorney: V. Chadick Public: S. M. /0/'''1,, Our mission is to strengthen our community and access to knowledge. I. Call to order: B. Park called the m II. New business A. Benefits for 2022: The City of premium increase for staff. � split the premium increase 5 Parry approV >t Oenefits rk ,: All vote YE. The'Ijj;Qtion p e A 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 quest ions@faylib.org foylib.org erland T. Ball, C. Karnatz, H. our citizens through fr'�e and public to order at MOO PM. i ` y e recently.Assed a 6% healthcare part ciP. V *brary � City s benefits, FPL decided to ),biAween and staff members. J. { share proposal for 2022. B. Bagwell seconded. New Fr Kitch Staff and Cerfr for Innovation: Four new FTEs are ff<<i� needed: thr g/0. i bW In�t�3� F L kitchen/deli/food service, and are paid for �.j rove DP1 Bud et; bne Fabrication & Robotics Lab Coordinator in the Centi novaff� ould be funded by a grant. Food production plans to be ofr r self-sustaie, wit ~< posting efforts accomplished in conjunction with Food Loops. The ,projects a soft opening on October 4, 2021. B. Bagwell approved Pe FTE increre. J. Parry seconded. All voted AYE. The motion passed. Bank Ac(bunt for Food Services: This bank account would segregate the foEic vice; deli, and catering from the library's existing financial accounts. J. `i/�:,i Parry'ff'f`pred that the separate account for food service be created. M. Sutherland seconded. All voted AYE. The motion passed. New Fayetteville Public Library Foundation Board Members: J. Parry moved to confirm the nominations of Joel Thornton, Cassandra Green, Kerri McMahon, Katie Milligan, Matthew Wolfe, and Martha Anderson to the Foundation Board, and accepted the new slate of officers. B. Bagwell seconded. All voted AYE. The confirmation passed. 5 Fayetteville 400 Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.656.7000 questions@faylib.o rg faylib.org III. Public Comment: FPL will host a pop-up library in conjunction with Crystal Bridges at the Saint James Baptist Church on Friday afternoon. M. Rice spoke about the Gathering of the Groups that same day. National Book Award winner Nate Powell will speak about his graphic novel March. Adjournment: S. Overbey moved that the meeting adjourn. J. Parry seconded. All voted AYE. The r 0 41 Key Upcoming Events FPL Fright Nights: Frankenweenie (PG) Monday, October 18, 5:30pm Join us in the Event Center every Monday night of October at 5:30 p.m. for a free movie. It is free and open to the public, but seating is first -come, first -served. UAMS Community Vaccine Clinic Tuesday, October 19,10am In partnership with the University of Arkansas for Medical Sciences (UAMS), we are hosting a community vaccine clinic. This is the follow-up clinic to provide the second dose for those who attended the September 28th clinic. Walk-ins are welcome. Your No -Fail Fundraising Development Plan Wednesday, October 20, 2pm Melanie Palmer of M. Palmer Consulting will show participants how to build a detailed plan for creating, nurturing and supporting these relationships for the benefit of the community. AMC Study Group Wednesday, October 20, 6:30pm The AMC 10 and AMC 12 are nationwide mathematics competitions for high school students. The tests include challenging and fun problems in algebra, probability, geometry, combinatorics and trigonometry. These free group meetings are open to all high school students and will continue through Wednesday, November 17. The competitions are scheduled for Wednesday, November 10. 0 Fayetteville Public Library Heartfulness Meditation Thursday, October 21,10am Join instructors for an introduction to Heartfulness Meditation. Heartfulness is a simple and subtle practice of meditation that connects each of us with the light and love in our hearts. Walk & Talk: Fayetteville Haunts Ghost Tour Thursday, October 21, 6pm This one -hour walking tour of the downtown Fayetteville Square shares Fayetteville's little known stories and tells the tales of ghostly NWA legends. Save the Date! An Afternoon with Susan Orlean Sunday, November 14, 2pm Fayetteville Public Library is proud to present New York Times bestselling author Susan Orlean. Her latest work is the instant New York Times bestseller "The Library Book", which was named one of both The New York Times' 100 Notable Books of 2018 and The Washington Post's Best Books of 2018. This event is free to attend, but we ask that you register so that we can plan accordingly. 7 faylib.org / 401 W. Mountain St., Fayetteville, AR 72701 FPL Performance Report: September 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 95,682 83,503 0 0 0 812,954 776,239 4.7% Physical Checkouts 47,496 57,814 64,991 64,727 64,147 76,263 76,857 70,886 60,196 0 0 0 583,377 533,250 9.4% Digital Checkouts 23,454 19.854 19.942 18,758 20.477 19,793 21,127 20,135 18,588 0 0 0 182,128 177.744 2.5% Streamed Accesses 6,052 5,295 6,105 4,924 6,058 5,235 4,400 4,661 4,719 0 0 0 47,449 65,245 -27.3% Reference Queries 3,528 2,278 1,714 2,650 3,901 6,302 7,191 5,514 4,128 0 0 0 37,206 26,340 41.3% Total Collection Size 425,694 426,916 428,128 350,013 350,658 355,015 358,941 360,473 362,521 0 0 0 362,521 412,507 -12.1% Physical Collection 360,387 361,331 362,072 283,460 283,825 287,717 291,594 293,184 294,893 0 0 0 294,893 350,309 -15.8% Digital Collection 26,161 26,387 26,513 26,634 26,595 26,904 26,858 26,912 26,960 0 0 0 26,960 24,757 8.9% Digital Consortia Collection* 39,146 39,198 39,543 39,919 40,238 40,394 40,489 40,377 40,668 0 0 0 40,668 37,441 8.6% Total Digital Items 65,307 65,585 66,056 66,553 66,833 67,298 67,347 67,289 67,628 0 0 0 67,628 62,198 8.7% Total Items Added 735 1,199 772 1,957 921 424 1,319 2,259 2,073 0 0 0 11,659 20,398 -42.8% New Card Registrations 180 202 954 362 511 9541 837 829 662 0 0 0 5,491 11,806 -53.5% Cardholders 73,134 72,630 72,631 72,980 73,335 74,430 75,272 76,098 76,699 0 0 0 76,699 74,219 3.3% Visits 14,971 34,061 20,283 18,447 20,319 44,068 41,426 22,891 29,235 0 0 0 245,701 136,292 80.3% Library Programs*** 48 37 43 49 33 98 142 63 83 0 0 0 596 820 -27.3% Library attendance 150 291 542 189 289 3,070 2,306 1,131 1,8851 0 0 01 9,853 3,006 227.8% Outreach attendance 8 0 81 0 0 150 160 395 460 0 0 0 1,181 934 26.4% Online views 3,299 4,224 3,508 6,359 5,945 6,560 7,307 5,195 19,589 01 0 0 61,986 24,758 150.4% Meeting Room Usage 1 2 6 27 25 551 55 37 55 0 0 0 263 31 748.4% Study Room Usage 0 0 0 446 432 630 699 592 706 0 0 0 3,505 1,116 214.1% CFI Room/Suite Usage 0 0 0 0 0 0 126 2011 262 0 0 0 589 01 0.0% Volunteers 242 242 242 242 246 250 210 210 215 0 0 0 210 1,935 -89.1% Volunteer Hours 249 110 355 402 357 444 453 326 428 0 0 0 3,124 2,641 18.3% Computer Sessions 0 0 442 591 820 1,539 1,795 1,597 1,382 0 0 0 8,166 17,539 -53.4% Holds Filled 9,838 6,626 3,781 4,771 4,638 5,105 4,583 4,613 4,163 0 0 0 48,118 46,697 3.0% eFPL Usage** 14,190 13,006 15,792 14,086 13,417 12,970 12,371 14,840 14,792 0 0 0 125,464 127,364 -1.5% Wireless Usage Bandwidth Consumed 809 746 1,040 1,630 1,870 3,500 2,880 2,600 2,820 0 0 0 17,895 6,151 190.9% Unique Users 1,4241 1,4161 1,782 2,357 3,0061 4,0461 4,399 3,968 4,374 0 0 0 26,772 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 OCLC Wise. 20 YTD 21 YTD 20 YTD 21 YTD YTD Key Performance Measures Circulation Circulation Distribution, YTD 2021 6% 776,239 812,954 Cardholders YTD 74,219 Wireless Bandwidth Consumed (Gigabytes) YTD 20 YTD ® 6,151 21 YTD 76,699 22% 72% ■ Physical Checkouts ;: Digital Checkouts ■ Streamed Accesses PROGRAMS Program Attendance OFFERED 595 820 YTD Library 9,853 attendance �3,006 Outreach 1,181 attendance 934 Online views 61,986 nor24,758 ■ 2021 ■ 2020 Unique Wireless Users YTD 20 YTD 0 17,895 21 YTD 26,772 0 5,000 10,000 15,000 20,000 25,000 30,000 M 0 Fayetteville Public Library Strategic Plan Progress Report August 2021 - September 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. Provided a voter registration drive on National Voter Registration Day, 9/28. ii. Hosted Gathering of the Groups with National Book Award winner, Nate Powell. iii. Partnered with Marshallese Educational Initiative for a Manit Day Celebration and a Manit Day panel discussion event. iv. Partnered with the UA Museum for an art exhibit, "Navigating Censorship at the End of an Era:1840s Japanese Prints" running through mid -November and featured a Walk and Talk on the woodblock exhibit. v. Featured weekly ESL classes with Ozark Literacy Council. vi. Held movement classes which included weekly yoga classes, ballet fitness for adults, a Yoga in the Glade series, explorative dance sessions, and a Barre series. vii. Hosted Mountain Street Stage performances with D. Starr and Dandelion Heart. viii. Provided a sewing class to teach participants to make pillowcases. ix. Welcomed authors B. Marietta to discuss new release, "White River Red" and S. Thompson to discuss "The Bass Reeves" trilogy. x. Held panel discussion for Banned Books Week: "Censorship Divides Us". xi. Hosted E. Fuselier to discuss "Native Plants and Phytoremediation". xii. Presented Small Business and Nonprofit programs including "Practice Your Pitch/Professional Headshots," "Find It and Fund It," and "Recruitment for Small Businesses" xiii. Offered a genealogy workshop with P. Vestal: "Beyond Names and Dates: Filling in the Stories of our Female Ancestors". xiv. Hosted a session to help patrons better utilize the City of Fayetteville website and services. xv. Continued six monthly, librarian -led book clubs and twice -monthly Book Chatter discussions with patrons. 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. Reference selectors worked with eight staff participants of the Career Development Mentoring Program to gain practical collection development experience. Participants were assigned a budget and purchasing assignments in adult collections such as mysteries, crafts, Spanish materials, citizenship materials, eBooks, nonprofit materials, LGBTQ+fiction, and genealogy materials. 10 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. Physical i. Designed "Gathering of the Groups" bookmarks and bookplates that were created with the laser cutter and vinyl printer in the Center for Innovation. ii. Created vinyl information displays for the UA Museum's Japanese Woodblock exhibit in the Center for Innovation. IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers. a. Staff i. Hired three Circulation LSGs: O. Harrison, D. Grundl, and S. Marklevits. ii. Hired two Reference LSGs: S. Crutcher and P. Ray iii. K. Haley taught two training courses to library staff exploring FPL databases, and created a new staff training video for using the Item Request Manager. iv. K. Haley and C. Murray attended the NWA Women in Business Conference. V. Facility: Our consumer -friendly, sustainable facility will be safe, accessible, clean, and support the requirements for quality programs, services, and collections. a. Maintenance i. Remove old landscape fauna and debris. li. Hired additional staff in building maintenance and kitchen. iii. Continued DEI training for all staff iv. Cleaned the parking deck and outside windows. b. Safety/Security i. Identified glass that needed replacement in the reception space. ii. Upgraded radio system 11 Land Lease Agreement This agreement is between Fayetteville Public Library Foundation (landowner) and Nabholz Construction Corporation (tenant), for the lease of certain parcels of land for the purpose of using the land described below for a construction laydown area while Nabholz is constructing the City of Fayetteville Cultural Arts Corridor within the Fay .cones Park. Nabholz is authorized to utilize the land to store construction materials, construction equipment, job trailers and portable facilities as are necessary to support construction activities as long as the items comply with applicable City of Fayetteville ordinances and project approvals. 1.The parcel(s) contained in this agreement are is/described as follows: [parcel location, acreage, bounds, features, condition, etc.] Legal Owner: FAYETTEVILLE PUBLIC LIBRARY FOUNDATION LEGAL DESCRIPTION A PART OF BLOCK 37 ON THE ORIGINAL PLAT OF THE TOWN (NOW CITY) OF FAYETTEVILLE, ARKANSAS, AS PER PLAT ON FILE IN THE OFFICE OF THE CIRCUIT CLERK AND EXOFFICIO RECORDER OF WASHINGTON COUNTY, ARKANSAS, BEING MORE ARTICULARLY DESCRIBED AS FOLLOWS, TO -WIT: BEGINNING AT A POINT ON THE WEST RIGHT OF WAY OF SOUTH SCHOOL AVENUE WHICH IS N ST'SS'S?" W 10.00 FEET AND S 02018'17" W 396.75 FEET FROM AN EXISTING CHISELED "X" MARKING THE NORTHEAST CORNER OF SAID BLOCK 37 AND RUNNING THENCE ALONG SAID RIGHT OF WAY S 02"18'17" W 164.42 FEET TO THE INTERSECTION OF SAID WEST RIGHT OF WAY OF SOUTH SCHOOL AVENUE AND THE NORTH RIGHT OF WAY OF WEST SOUTH STREET; THENCE ALONG SAID NORTH RIGHT OF WAY OF WEST SOUTH STREET N 86"48'13" W 295.88 FEET TO THE INTERSECTION OF SAID NORTH RIGHT OF WAY OF WEST SOUTH STREET AND THE EAST RIGHT OF WAY OF SOUTH WEST AVENUE; THENCE ALONG SAID EAST RIGHT OF WAY OF SOUTH WEST AVENUE N 00'45'30" E 161.34 FEET; THENCE LEAVING SAID RIGHT OF WAY S 87"24'57" E 300.20 FEET TO THE POINT OF BEGINNING, CONTAINING 1.11 ACRES, MORE OR LESS. SUBJECT TO ALL EASEMENTS AND RIGHTS OF WAY OF RECORD. 2. The term of this lease shall be from September 20, 2020 to the scheduled December 31, 2021 conclusion of phase 1 construction activities within the E. Fay Jones Park on the City of Fayetteville Cultural Arts Corridor except as amended by the city of Fayetteville or terminated earlier according to the provisions below. 3.The tenant agrees to perform the following services in lieu of payment: A. Nabholz will remove the three (3) trees along South School Avenue and two (2) trees along South Street. The Fayetteville Public Library Foundation/ Fayetteville Public Library agrees to file the necessary paperwork with the City of Fayetteville for the removal of the identified trees within the identified lot above. Once tree removal has been granted by the City of Fayetteville, Nabholz shall remove the trees. B. Nabholz shall also demo the stone retaining wall along South School Avenue and the concrete retaining wall along West Avenue. C. Nabholz agrees to alter the lot to match the elevation along West Avenue and remove all surface spoils for the site. The cut on South School will be approximately five (5) feet and tapering to zero (0) feet at the West avenue location. D. Nabholz agrees to best practices in management for erosion control up to and including seeding exposed land surface. the library requests "Good Dirt" as a top coat that is seeded without rocks and concretelgver 2" diameter. laydown yard and Fayetteville Public Library. F. Nabholz agrees remove the fencing and repair all surface damage to the parcel at the conclusion of the lease. G. The Fayetteville Public Library Foundation acknowledges that the economic value of the work to be performed by Nabholz in lieu of cash payment is more than $15,000 The tenant agrees to employ standard best management practices. It shall not be considered a default of this Lease if weather or other circumstance prevents timely practices or harvesting. 4. Prohibited Uses: The tenant shall not, unless by mutual agreement to the contrary, engage in any of the activities not expressly granted in this lease document. 5. The tenant agrees to proper disposal of trash and waste. 6. The Landowner agrees to pay all taxes and assessments associated with this parcel. 7. Either party may terminate this lease at any time with ninety (90) day written notice to the other party. The tenant agrees not to assign or sublease his/her interest. 8. The terms of this lease may be amended by mutual consent. 9. A default in any of these provisions by either party may be cured upon written notice by the other party within thirty (30) days of receipt of such notice. Any disputes occurring from this lease may be resolved by standard mediation practices, if necessary. 10. Landowner retains his/her right to access the parcel(s) for the purposes of inspection with prior notification to the tenant. 11. Other special terms and conditions in this lease: NONE signed. /d9 date //�9�� Nabholz Construction Corporation Fayetteville Public Library Foundation C' 13 BEYOND WORDS CAMPAIGN GOAL: $23,000,000 Capital Campaign Pledge Summary Report 10/13/2021 Pledged To Date: $13,138,857 = 57.1% Of Goal Balance Required: $9,861,143 Campaign Summary by Gift Categories Percent to Balance Goals Pledged Goal $$-To Go Total Paid Due # of Donors $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 $1,062,526 $705,000 19 $5,000 - $49,999 Major 650,000 931,485 143.3% ($281,485) $678,217 $253,268 66 Under$5,000 Community 100,000 102,382 = 102.4% ($2,382) $92,762 $9,620 302 TOTAL: $23,000,000 $13,138,857 57.1% $9,861,143 $5,220,969 $7,917,888 394 14 CAMPAIGN ACTIVITIES Meetings and Actions Meeting/Action Date Outcome Notes Event: NWA Business Women's Conference 9/15/2021 Cultivation Portions of the event were held at FPL. Staff attended. Event: Association of Fundraising Professionals photoshoot 9/16/2021 Cultivation Marketing and recognition of philanthropists Exposure and networking. Event: Professional's Night Out 9/16/2021 Cultivation and stewardship Hosted Fayetteville Chamber of Commerce Professional's Night Out. 50+ local business reps and Development staff attended. Meeting: local business owner 9/17/2021 Partnership Co-founder of local business. Event: Foundation Board Retreat 9/18/2021 Campaign Strategy Orientation and strategy with 3 returning and 5 new Foundation Board members. Tour: local business 9/20/2021 Stewardship Delivered a significant donation of rice for Deli. Meeting: local business owner 9/21/2021 Event planning Developed event and sponsorship plan for Halloween event. Meeting: advisor 9/22/2021 Campaign strategy Campaign strategy advisor. Tour: donor 9/23/2021 Stewardship Representative of local business. Meeting: former Board member 9/24/2021 Campaign strategy Campaign strategy. Tour: donors 9/27/2021 Stewardship Have an open Capital pledge. Webinar: AR State Libraries 9/28/2021 Grant opportunity AR State Libraries advised on a potential ARPA grant opportunity. Meeting: new Board member 9/27/2021 Campaign strategy New Foundation Board member. Meeting: new Board member 9/28/2021 Campaign strategy New Foundation Board member. Tour: Foundation 9/30/2021 Cultivation Submitted an Lol to Foundation this summer. Meeting: donor 9/30/2021 Cultivation Development Director at local organization and major donor. Meeting: potential donor 10/1/2021 Event planning Advising on a 2022 Capital fundraising event. Submission: grant 10/1/2021 Potential funding Applied for ARPA funding for deferred maintenance projects. Tour: local business CEO 10/1/2021 Cultivation Several others with the organization attended with her. Email: Gratavid 10/4/2021 Stewardship Sent thank you video featuring Center for Innovation to all capital and RFS donors. Meeting: new Board member 10/8/2021 Campaign strategy New Foundation Board member. Mailing: Fall update 10/8/2021 Stewardship and cultivation Sent fall mailer to all Capital donors, Meeting: new Board member 10/11/2021 Campaign strategy New Foundation Board member. Submission: local business sponsorship proposal 10/12/2021 Potential funding Submitted sponsorship proposal. Submission: local business sponsorship proposal 10/12/2021 Potential funding Submitted sponsorship proposal. Mailing: reception invite 10/13/2021 Stewardship and cultivation Invited RFS and Capital donors to author talk reception. Tour: donor 10/13/2021 Stewardship Have an open Capital pledge. 15 Code: JC Date: 10/18/2021 Date Revised: 09/17/2013;1/1/2015 (ED) 12/4/2015 (ED); 01/02/2019(ED); 11/10/2019; 10/19/20; 10/18/21 Policy: 2022 Closed Days Saturday, January 1 New Year's Day Monday, January 17 Martin Luther King Jr. Day Monday, Feb 21 Staff Training Day Sunday, April 17 Easter Sunday Monday, May 30 Memorial Day Sunday, June 19 Juneteenth Monday, July 4 Fourth of July Monday, September 5 Labor Day Wednesday, November 23 Close at 5 p.m. Thursday, November 24 Thanksgiving Friday, November 25 Day after Thanksgiving Saturday, December 24 Christmas Eve Day Sunday, December 25 Christmas Day Saturday, December 31 New Year's Eve Day 0 Fayetteville Public Library faylib.o1rq / 401 W. Mountain St., Fayetteville, AR 72701 FPL Board of Trustees Finance Committee August 24, 2021, 4 pm MINUTES Present: R. Qualls, B. Bagwell, J. Parry, C. Burns (BKD), D. Coleman (BKD), D. Johnson, R. Duarte, W. Fitzgibbon, T. Ball, B. Eddins, L. Husband Overview of FPL FY2020 Audit Report Presented by BDK Financial Meeting began at 4:02 pm. C. Burns and D. Coleman began the meeting by saying that the beginning pages of the FY2020 Library audit report began with BKD's observations after completing their work, which serve as a preface and are not numbered. C. Burns noted that there is one emphasis of matter in these pages: FPL was required to adopt GASB 84 and 97, which related to contribution plans and fiduciary activities overall. Pages 3-4 gave key financial highlights of 2020, including activities of the Library, the General Fund, and the Foundation Fund. Page 5 compared 2019 vs. 2020 financials. Both liabilities and assets have increased significantly with the loans on the Foundation. The Library's total net position changed from $42.6 million in 2019 to $49.5 million in 2020. There was a significant increase in property taxes, consistent with the City municipality increases in NW Arkansas, resulting in improved depreciation value with new Library building assets associated with the expansion. C. Burns emphasized that governmental financials are significantly different from personal or business financials, which may make FPL's audit report more difficult to interpret. Both Library and Foundation funds are considered governmental units for accounting purposes. The Library's and Foundation's financials are both considered when accounting for the Library's total financial status. This is because the Foundation exists for the sole purpose of supporting FPL. B. Bagwell asked how Capital Campaign pledges are adjusted for uncertainty in the report. C. Burns and D. Coleman explained that Foundation pledges receivable are discounted to reflect the time value of money and the potential for some pledges to not be paid in full. Pledges included in the audit have been controlled for collectability via the historical pledge payment reliability of the donor. Additionally, estate gifts are not included in the Foundation audit until the change event occurs; however, C. Burns suggested that FPL consider how it will account for estate, will, planned, and crypto gifts in the future. B. Bagwell wanted to know where the value of the expansion is considered on the report. C. Burns responded that because the building was not yet fully constructed by the end of FY2020, its total value had not yet been determined. Moreover, the new building's total value is likely still on the City of Fayetteville's books, as several bureaucratic processes must take place through the City before the new construction's value can be moved to the Library's financials. 17 Page 9 summarizes governmental funds and accounting, which includes the income statement, statement of activities, and changes in fund revenues, fund balance, and expenditures. The Foundation -issued debt is included as a source of money, which will be changed to a liability when the shift is made to consolidated, governmental funds. Pages 10-11 outlined the fiduciary activities that FPL adopted due to GASB 84, with contribution plans that amount to $6.9 million. As a result of adopting GASB 84, there is a Library adjustment of $5.9 million in the report. Page 12 includes the notes of the financials, which explain that the Foundation is a blended component unit, and what the fiduciary component units consist of — including FPL's 457 and 401(a) plans. The value of Capital Campaign pledges is $1.03 million and are shown as restricted net position funds in the report. Regarding restricted investments, all Library and Foundation investments were traded as Level 1 inputs, making them relatively low risk. Note 4 showed the Capital asset totals. At the time of the audit, only the original Blair Library was considered, as the expansion was not yet complete. Note 7 displayed transfers between the Library and Foundation. Note 11 tracked the endowments that are on the Foundation's books. Note 12 accounted for the economic uncertainties of the COVID- 19 pandemic. Page 24 (in the report synopsis) breaks down the investment income: interest in dividends and the net increase in the fair value of investments. In Note 4, Capital assets were $33 million at the beginning of 2020, with $16 million spent between the Library and the Foundation on the expansion throughout the year. The netbook value, when adjusted for asset depreciation, is $34 million, which does not include the assets purchased with the bonds. Note 5 deals with the line of credit that the Foundation has and how much was borrowed against it. Note 6 is about the paycheck protection loan, which the Foundation received. Currently it is represented as a liability under GASB laws but will be written off in 2021's audit report, as formal forgiveness of the loan has been received. Note 7 covers the transfers between the Library and the Foundation, and what those activities were. Note 8 concerns the pension plan and the money contributed to it this year. Note 9 is new, dealing with assets and the fiduciary activities related to the implementation of GASB 84. Note 10 is the same as 2019; C. Burns said that in all her years of working with FPL, she has never seen claims that exceeded their commercial insurance. Note 11 showed a significant decrease in the amount of spending from the Foundation's endowment gifts. Note 12 speaks to COVID-19 and the impact it made on FY2020. The last item in the report, the Budgetary Comparison Schedule on page 28, indicated that FPL lost about $1.2 million in revenue but spent $279,000 less than budgeted, with a total budget deficit of approximately $921,000. C. Burns explained that the Library's one emphasis of matter relates to an investment bond with a low Moody rating. The 2020 report showed that FPL holds a bond with a Moody rating below the rating limited by its investment policy. C. Burns recommended that the Library review its investments and investment policies to verify that its investments comply with its investment policy. It is possible that this deficiency is related to COVID-19 economic instability or the date of testing, but the investment policy should be reviewed regularly to identify potential updates. Meeting adjourned at 4:57 pm. 18 Fayetteville Public Library Center For Innovation Fee Schedule Prepared: 9/1/2021 FPL Charge Category Material Description Per Item Material Metal Bottle Opener $ 0.70 Material Aluminum Business Cards $ 0.20 Material Chipboard $ 0.80 Material Acrylic Blank Keychains-Round $ 0.30 Material Acrylic Blank Keychains-sizes $ 0.30 Material Mat Board $ 2.30 Material Blank Wood Keychains $ 0.20 Material 3mm Cast Acrylic -Clear $ 6.20 Material 1/16th Basswood Sheet $ 2.60 Material Color Cast Acrylic $ 9.30 Material Pet ID blanks $ 0.30 Material 1/8" Baltic Birch Plywood $ 8.70 FPL Charge Category Material Description per ft. Length Vinyl Material Clear Cal Vinyl, Perm Adhesive, 20in x 50ft $ 1.10 Vinyl Material Clear Static Cling, 20in x 50ft $ 1.10 Vinyl Material Gloss Cal Vinyl, Perm Adhesive, 20in x 50ft $ 1.10 Vinyl Material HeatSoft Plus Heat Transfer Material, 20in x 75ft $ 3.80 Vinyl Material Satin Poly Heat Transfer Material, 20in x 75ft $ 2.90 Vinyl Material Matte Cal Vinyl, Perm Adhesive, 20in x 50ft $ 1.10 Vinyl Material Premium Cast Vinyl, 20in x 50ft $ 2.30 Vinyl Material RolyPoly Banner Film, 20in x 50ft $ 1.70 Vinyl Material Solvent Glossy Paper, 200 gsm, 20in x 50ft $ 0.70 Vinyl Material Solvent Glossy Paper w/ Adhesive, 20in x 50ft $ 1.30 Vinyl Material Wall Flair Removable Vinyl, 20in x 50ft $ 1.10 Vinyl Material White Static Cling, 20in x 50ft $ 1.10 Vinyl Material Medium Tack Polyester Transfer Mask, 20in x 75ft $ 1.90 Vinyl Material Glossy Photobase Paper, 20in x 100ft $ 0.10 FPL Charge Category Material Description per cc Ink Eco-Sol MAX Ink, 220cc $ 0.45 FPL Charge Category Material Description per gram 3D Printing Liquid Resin $ 0.07 3D Printing PLA Filament $ 0.07 3D Printing PETG Filament TBD 3D Printing Carbon Fiber Composite TBD 3D Printing Steel Composite TBD 3D Printing Fiber (wood) Composite TBD 3D Printing Copper Composite TBD 3D Printing 19 MEMO TO: Fayetteville Public Library Board of Trustees FROM: David Johnson, Executive Director DATE: October 8, 2021 RE: Budget Amendment: Arkansas State Library and Walton Family Foundation Grants Background: Arkansas State Library Grant: In March 2021, the American Rescue Plan Act of 2021 (ARPA) was signed into law. ARPA provides a substantial combination of resources to state and local governments to aid public health and economic recovery from the negative impacts of the pandemic. The ARPA funding objectives are to support urgent COVID-19 response efforts to contain and mitigate the spread of COVID-19; address negative economic impacts; support immediate economic stabilization; and replace lost public sector revenue to support public services. The Library also received a federal grant (ARPA funds) from Arkansas State Library through the Institute of Museum and Library Services in the amount of $60,392. Staff seeks to use these funds to purchase laptop dispensers. Walton Family Foundation Grant: In August 2021, the Library was awarded a grant in the amount of $192,644 from the Walton Family Foundation. The staff intends to use the funds to help launch the Micro - Entrepreneurship Program, which is an initiative that provides classes, experiences, and other resources for aspiring entrepreneurs. The Staff will allocate these funds to the Center for Innovation budget to purchase equipment and assist with personnel expenses. Recommendation: 20 The Board of Trustees to recognize the grant and approve the budget adjustment which amends the 2021 Budget as outlined in the budget adjustment request form. 21 Date Prepared* 10/8/2021 *Enter dates for CY 2021 only in followng format (mm/dd/yy) Fayetteville Public Library Adjustment Form FY 2021 Requesting Department IT Select Adjustment Type: Budget Amendment From Account (s) - Decrease - Adjustment Amount Account Number Project Number Account Name Original Budget Amended Budget Adjusted Budget Unencumbered Balance 0 0 0 0 $ - Total To Account (s) - Increase + Adjustment Unencumbered Amount Account Number Project Number Account Name Original Budget Amended Budget Adjusted Budget Balance $ 60,392.00 10-1-5810-30 Computer & Tech Equipment $ - $ - $ 60,392.00 0 0 $ 60,392.00 Total $ 60,392.00 Reason/Justification For Adjustment: The Board of Trustees to recognize the grant from Arkansas State Library from IMLS and approve the budget adjustment which amends the 2021 Budget as outlined in the budget adjustment request form. Board Approval Required? Yes/No Yes Date Approved: Accounting Use Only Board approval is required for all amendments greater than $10,000. Date Requestor's Signature Date Department Director's Signature Date Accounting Director Signature JDate Entered Date Executive Director Signature Entered by: 22 eForm 10/08/2021 - Accounting Date Prepared* 10/8/2021 *Enter dates for CY 2021 only in followng format (mm/dd/yy) Fayetteville Public Library Adjustment Form FY 2021 Requesting Department IT Select Adjustment Type: Budget Amendment From Account (s) - Decrease - Adjustment Amount Account Number Project Number Account Name Original Budget Amended Budget Adjusted Budget Unencumbered Balance 0 0 0 0 $ - Total To Account (s) - Increase + Adjustment Unencumbered Amount Account Number Project Number Account Name Original Budget Amended Budget Adjusted Budget Balance $ 91,300.00 10-2-5100-09 Salaries and Wages $ - $ - $ 91,300.00 $ 50,344.00 10-2-5810-09 21-032 Computer & Tech Equipment $ 50,344.00 $ 51,000.00 10-2-5344-09 21-032 Contract Services $ 51,000.00 0 0 $ 192,644.00 Total $ 192,644.00 Reason/Justification For Adjustment: The Board of Trustees to recognize the awarded grant from the Walmart Family Foundation and approve the budget adjustment which amends the 2021 Budget as outlined in the budget adjustment request form. Board Approval Required? Yes/No Yes Date Approved: Accounting Use Only Board approval is required for all amendments greater than $10,000. Date Requestor's Signature Date Department Director's Signature Date Accounting Director Signature JDate Entered Date Executive Director Signature Entered by: 23 eForm 10/08/2021 - Accounting