HomeMy WebLinkAbout2023-08-21 - Agendas - Final
Board of Trustees
August 21, 2023 4 pm
AGENDA
Regular Meeting – Walker Community Room
Bret Park, President Apr 2028 Hershey Garner Apr 2024
Sallie Overbey, Vice-President Apr 2028 Rob Qualls Apr 2026
Stan Rodgers, Treasurer Apr 2027 Amy Wilbourn Apr 2027
Martha Sutherland, Secretary Apr 2025
Our mission is to strengthen our community and empower our citizens through free and public
access to knowledge.
I. Call to Order
II. Roll Call
III. Minutes: Approval of minutes from June 20, 2022: pages 1-4
IV. Reports
A. Key Upcoming Events: page 5
B. Mission Moment
C. Library Administration
1. Management Reports
a. Performance Measures: pages 6-7
b. Strategic Plan progress through July 2023: pages 8-10
2. Financial reports: pages
a. Overview: pages 11-14
b. Budget to actual through July 2023: pages 15-19
c. Balance sheet as of July 2023: pages 20-23
3. Informational
a. SRC wrap-up report
b. Bookmobile report
c. FPL+ update
d. 2024 Budget update
e. Collection Development Policy update: pages 24-39
f. Genealogy research and obituary fees: page 40
g. ARPA update
h. USDA update
i. Act 372 update
j. Koha update
k. State-approved training provider
l. Staff development & professional development
m. New staff & recognition
D. Fayetteville Public Library Foundation: monthly report: pages 41-46
E. Friends of the Fayetteville Public Library
F. Art Committee
V. New business
A. Consent items
1. Approve 2024 Closed Days: page 47
2. Foundation Bylaws update: pages 48-56
3. New Foundation Board members: page 57
4. Support scholarship application for Terra Ogle: pages 58-60
B. Discussion items
1. Benefits Cost-Sharing Memo: pages 61-63
2. Board of Trustees Bylaws update: pages 64-67
VI. Public Comment
Adjournment
Board of Trustees
June 20, 2023 4 pm
Minutes
Regular Meeting – Walker Community Room
Trustees Present: B. Park, S. Overbey, M. Sutherland, S. Rodgers, R. Qualls, A. Wilbourn
Trustees Absent: H. Garner
Staff: D. Johnson, R. Duarte, W. Fitzgibbon, C. Karnatz, J. Askins, M. Taylor, C. Dennis, S.
McClure, K. Lehman, S. Herrera, J. Curry, B. Herrera, A. Taylor
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: B. Park called the meeting to order at 4:02 pm.
II.Roll Call
III.Minutes: Approval of minutes from April 27, 2022: R. Qualls moved to approve the
minutes from April 27, 2023. S. Rodgers seconded the motion. All voted AYE.
IV.Reports
A.Key Upcoming Events: Meet the Funders, Folk Traditions & Chamber Music
Festival, Home Brewing with Boston Mountain Brewing, Super Saturday:
Barnyard Buddies, and Mountain Street Stage concerts.
B.Mission Moment: C. Dennis, Community Engagement Manager, spoke about
community events and interactions. Books & Bites began Thursday with YRCC
attendees. A part-time employee will help with Books & Bites and the
Bookmobile in mid-July. The Bookmobile will visit Tyson tomorrow, with other
stops including the Ozark Literary Council, Wilson Park, Gulley Park, and
properties managed by the Fayetteville Housing Authority. The Story-Walk is a
partnership with Fayetteville Parks & Recreation Department, funded by Friends
of FPL.
C.Library Administration
1.Management Reports
a.Performance Measures: Collection size, circulation, visits, and new
library card registrations have increased.
b.Strategic Plan progress through May 2023: Art & Movement classes,
citizenship classes, and outreach opportunities reflect the variety of
needs and desires of the public.
2.Financial reports
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a.Overview: Property tax revenue totaled $2,290,142, and charges for
services totaled $39,516. Total unrestricted revenues increased by 17%
compared to this time last year. With the second quarter almost finished,
financials are clean overall.
b.Budget to actual through May 2023
c.Balance sheet as of May 2023
3.Informational
a.SRC kickoff update: Increased spacing between stations and holding the
main performance at the end of the kickoff helped manage the 3,100
attendees. The SRC reading contest is in full swing with 1,855 registrants
and Wild for Wednesday events are extremely popular with hundreds of
attendees.
b.Bookmobile report: Solar panels on top power the vehicle and a battery
bank can be used as a backup reserve. Maximum speed is 25-30 MPH.
c.Budget 2024 calendar: 2023 timeline leading to formation and approval
of the 2024 Budget.
d.ARPA update: Opened the Training Computer Lab and launched the
Information Technology program; 56 active participants are using the lab
with 15 currently enrolled in the IT program. Two local construction
companies are enrolling their employees. The kitchen training program
offers Wednesday ServSafe classes.
e.USDA update: Working relationships confirmed with Mt. Sequoyah, UA,
and Tri Cycle Farms. Local herbs and fruit will be used in the Deli and FPL
will plant gardens that community members can access.
f.Act 372 update: Complaint with 18 plaintiffs filed June 2 in the Western
District Courthouse in Fayetteville. FPL listed as the first plaintiff, but the
lawsuit is led by CALS. D. Johnson completed a declaration of harms with
the attorneys, outlining ways FPL would be injured if the law went into
effect. A preliminary injunction will be filed, stopping the law until the
suit is settled. FPL will ask for donations to pay for the lawsuit to prevent
the use of taxpayer money. D. Johnson will write a doomsday plan if the
lawsuit fails, and City Attorney K. Williams has drafted an order of
operations for FPL if the Act becomes law.
g.New staff & recognition: 4 new staff since April - 2 part-time generalists
in Youth, one in Circ, and a new Systems Admin. C. Dennis accepted as a
member of Communities of Excellence. S. Herrera graduated from
Leadership Fayetteville. R. Canales-Ochoa is an Art Committee Assistant,
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and L. Frieden and J. Curry graduated from the Arkansas Library
Leadership Institute.
D.Fayetteville Public Library Foundation: Annual Fund revenue is nearly $125,000
with 7 months to go and 600 new donors. Starting in July, donation renewals will
reference the Annual Fund. New merchandise is available on FPL's website. Fall
events include Maker Faire (Oct 21) and 3rd annual BeAware allergy-friendly
Halloween event with Big Box Karaoke (Oct 28). April 14, 2024, is Reading the
Greens. Adverts for FPL can be found in ORT buses and XNA, and radio segments
advertise the Deli and visiting authors.
E.Friends of the Fayetteville Public Library: Meeting next Monday, continue to fine-
tune bookstore profits. Beautification of the bookstore is complete.
F.Art Committee: The Committee would like to add a few members. July will see a
two-week installation of a crocheted motivational statement.
V.New business
A.Discussion items
1.Report of the Nominating Committee: A. Wilbourn moved to nominate the
current slate of officers for another year: B. Park, President; S.Overbey,
Vice-President; M. Sutherland, Secretary; S. Rodgers, Treasurer. R. Qualls
seconded the motion. All voted AYE.
2.ILS discussion: FPL wishes to change Integrated Library Systems from OCLC
Wise to another system. After an RFP and evaluation, two finalists have been identified.
This is time-sensitive; the ILS must be accepted by the end of June so it can be installed
and ready when the previous contract with OCLC Wise lapses in March 2024. R. Qualls
moved to approve the resolution to select a new ILS. A. Wilbourn seconded the
motion. S. Rodgers questioned the cost of switching to a new ILS and expressed
concerns that FPL is still trying to raise money for the Annual Fund. The payment for one
finalist is not due until 2024, while the other asked for a percentage of the payment in
advance. Both are well supported and developed with two major updates a year and
improved usability. The issue is whether the Library can afford the advance payment. All
voted AYE.
3.FPL on Wheels policy: R. Qualls moved to accept the FPL of Wheels policy as
written. S. Overbey seconded the motion. All voted AYE.
4.Books & Bites budget adjustment: S. Rodgers motioned to approve the
Books & Bites budget adjustment. R. Qualls seconded the motion. All voted AYE.
VI.Executive Session: R. Qualls moved to enter Executive Session for the Executive
Director's annual review. S. Rodgers seconded. All voted AYE. Executive Session
commenced at 5:07 pm. S. Rodgers motioned to exit Executive Session. R. Qualls
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seconded the motion. All voted AYE. The meeting resumed at 5:16 pm. No action was
taken.
VII.Public Comment: R. Duarte commented that she appreciated the Board's support for
staff and the Library.
Adjournment: R. Qualls motioned to adjourn. M. Sutherland seconded. All voted AYE.
Meeting adjourned at 5:18 pm.
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Motion is Lotion – Movement that Soothes
Wednesday, August 9, 16 & 23, 10am
People of any skill level will have the opportunity to learn
tools to calm the mind, practice mindful breathing and
utilize soothing movements for relaxation.
Find It, Fund It for Nonprofits
Thursday, August 17, 6pm
Find It, Fund It guides nonprofits through the process
of searching for a good funding match by researching
individual grantmakers, grants and grant recipients.
Friends’ Book Sale
Saturday, August 19, 9am–4pm
Join us for a one-day Friends’ Book Sale in the Walker
Community Room! There will be a wide variety of books
to choose from, including childrens books, cookbooks,
biographies, travel, history, and much more. All sales will
support the library.
The Workplace, Reimagined – Coworking &
Community in Northwest Arkansas
Wednesday, August 30 6pm
This panel discussion brings together leaders and
members from the University of Arkansas’s Office of
Entrepreneurship and Innovation and coworking space
Likewise to discuss the current state of coworking in
Northwest Arkansas.
Author Talk: Jackson Ford – “The Girl Who Could
Move Sh*t With Her Mind”
Tuesday, September 5, 6pm
Jackson Ford, author of the Frost Files series beginning
with “The Girl Who Could Move Sh*t with Her Mind”, will
be discussing the importance of joy in writing. Books will
be available for sale and signing following the event.
Yoga on the Glade
Monday, September 11, 18 & 25, 6pm
Enjoy yoga in the fresh air of the library’s Gathering Glade!
This class is suitable for all levels of yoga practitioners. In
the event of rain or excessive heat, the program will move
to the Art and Movement Room.
Super Saturday: Caperucita Roja & The Big Bully Wolf
with Bright Star Theatre
Saturday, September 30, 10am
Join us for a Bilingual production of Little Red Riding
Hood by Bright Star Theatre! This dual language version
of the show is sure to delight language learners of both
English and Spanish!
Trillium Salon Series Presents Sontag Shogun
Saturday, September 30, 2pm
In a partnership with the Trillium Salon Series, comes a
special live-music experience featuring the avant-garde,
Brooklyn-based trio, Sontag Shogun.
faylib.org / 401 W. Mountain St., Fayetteville, AR 72701
Key Upcoming Events
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FPL Performance Report: July 2023
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 23YTD 22YTD CHANGE
Circulation 87,860 85,846 97,471 87,654 93,537 105,629 110,054 0 0 0 0 0 668,051 631,204 5.84%
Physical Checkouts 62,636 64,088 73,739 65,444 68,898 80,736 83,708 0 0 0 0 0 499,249 442,635 12.79%
Digital Checkouts 25,224 21,758 23,732 22,210 24,639 24,893 26,346 0 0 0 0 0 168,802 188,569 •10.48%
Reference Queries 4,089 4,345 4,818 5,135 5,572 8,167 8,414 0 0 0 0 0 40,540 33,124 22.39%
Total Collection Size 391,151 391,511 396,061 398,626 401,137 404,422 406,822 0 0 0 0 0 406,822 380,467 6.93%
Physical Collection 321,730 321,970 325,918 327,779 330,269 333,743 336,092 0 0 0 0 0 336,092 311,944 7.74%
Digital Collection 69,421 69,541 70,143 70,847 70,868 70,679 70,730 0 0 0 0 0 70,730 68,523 3.22%
Total Items Added 1,533 2,541 3,469 2,639 4,807 4,210 2,659 0 0 0 0 0 21,858 17,660 23.77%
New Card Registrations 715 720 697 603 662 946.887 0 0 0 0 0 5,230 5,131 1.93%
Cardholders 92,506 93,288 93,935 94,379 94,979 84,198 84,403 0 0 0 0 0 84,403 85,838 -1.67%
Visits 34,566 38,566 45,803 43,207 42,155 50,503 81,750 0 0 0 0 0 336,550 240,151 40.14%
library Programs 132 196 215 227 180 158 182 0 0 0 0 0 1,290 1,210 6.61%
Library Attendance 3,207 4,961 6,508 6,460 4,420 13,131 12,164 0 0 0 0 0 50,851 30,871 64.72%
Outreach Attendance 648 935 1,028 1,473 575 1,602 939 0 0 0 0 0 7,200 1,432 402.79%
Online Views 5,028 6,234, 7,916 8,716 6,030 9,510 10,772 0 0 0 0 0 54,206 55,714 -2.71%
Meeting Room Usage 23 33 95 111 101 22 29 0 0 0 0 0 414 362 14.36%
Study Room Usage 907 871 949 952 923 717 798 0 0 0 0 0 6,117 5,338 14.59%
Event Center Usage 4 8 7 18 13 3 2 0 0 0 0 0 55 51 7.84%
Teaching Kitchen Usage 6 26 21 29 24 0 1 0 0 0 0 0 107 93 15.05%
CFI Room/Suite Usage 511 389 542. 498 520 564 531 0 0 0 0 0 3,555 3,981 -10.70%
Volunteers 264 280 281 285 296 300 300 0 0 0 0 0 300 259 15.83%
Volunteer Hours 639 690 782 866 645 742 643 0 0 0 0 0 5,007 4,660 7.45%
Computer Sessions 2,263 2,159 2,666 2,272 2,500 3,130 3,390 0 0 0 0 0 18,380 14,343 28.15%
Holds Filled 4,272 4,661 5,282 4,661 4,997 5,156 5,689 0 0 0 0 0 34,718 26,299 32.01%
eFPL Usage 56,559 54,232 61,278 54,724 36,346 48,376 47,659 0 0 0 0 0 359,174 499,395 -28.08%
Bandwidth Consumed 5,260 5,400 6,940 6,500 6,020 6,330 12,440 0 0 0 0 0 48,890 25,660 90.53%
Unique Users 6,436 7,676 8,747 8,967 8,340 7,570 12,474 0 0 0 0 0 60,210 37,968 58.58%
Deli Statistics
Guests/orders 1,838 1,963 2,659 2,328 2,161 2,284 2,036 0 0 0 0 0 15,269 11,478 33.03%
Gross sales $15,231.82 $16,526.89 $24,790.76 $23,511.78 $20,607.79 $22,680.84 $19,569.81 $0.00 $0.00 so.oo $0.00 $0.00 $142,919.69 $80,806.33 76.87%
6
23 YTD
22 YTD
23 YTD
22 YTD
23 YTD
22 YTD
YTD Key Performance Measures
Circulation YTD
668,0 51
631,204
Cardholders YTD
84,403
85,838
Visits YTD
336,550
240,151
Circulation Distribution,
2023
■Physical Checkouts ■ Digital Checkouts
Program Attendance YTD
Outreach Attendance -7,200
11,432
Online Attendance
Library Attendance
■2023 ■2022
30,871
Wireless Unique Users YTD
23 YTD
22 YTD 37,968
54,206
55,714
50,851
60,210
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• Fayetteville
Public Library
Strategic Plan Progress Report
June -July 2023
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.Registered 2,099 participants in the Summer Reading Club.
ii.Offered 168 youth and teen programs during June and July.
iii.Continued six weekly story times, with an increase in audience size across all age groups.
Fridays included preschool performances and weekly afternoon movies.
iv.Included popular Super Saturday programs with an average weekly attendance of 300;
the most popular show was Barnyard Buddies.
v.Held 8 performances of Wild for Wednesday programs with an average weekly
attendance of 484; the highest-attended show was Super Science Steve.
vi.Teen programs included archaeology, UA Engineering, writing workshops, a lock-in, arts
and crafts programs, Pride Bingo, and Gaming Programs, among other offerings.
vii.Sent 214 summer postcards, detailing Mr. Mouse's adventures around Fayetteville.
viii.Welcomed 25 rising 7th graders in our "7-Up" volunteer program.
ix.Registered 763 adults for Summer Reading; they read a total of 5,342 books.
x.Presented 83 Adult & Reference Services programs in June and July, totaling 2,255
attendees.
xi.Hosted "In Conversation with Brit Bennett" with 191 attendees.
xii.Continued 7 librarian-lead book clubs for adults.
xiii.Exhibited 9 Mountain Street Stage shows in the Event Center, averaging 100 attendees
per show.
xiv.Arranged author events featuring M. Czyzniejewski, P. Shackelford, G. Miller, and T.
Carlson.
xv.Included Health and Wellness programs for adults, such as: weekly Yoga@ FPL, "Gentle
Flow Yoga," "Mindfulness Meditation," "Community Curating," "Contact lmprov" and
"Community Yoga with Jamie Dye."
xvi.Held Nonprofit and Small Business events, including "Professional Headshots," "Intro to
Proposal Writing," "Meet the Funders," and "Al for Small Business."
b.Services
i.Began indexing obituaries, which will become a new publicly accessible database. With
roughly 144,000 obituaries to enter, this will be an ongoing project.
II.Access: We will build and expand the ease and convenience of the library experience through virtual
and physical reach to all in the community, reflecting the FPL welcoming, convening and destination
culture.
a.Outreach partnerships
8
i.Debuted the bookmobile at the Summer Reading Club kickoff.
ii.Attended NWA Pride Festival and interacted with 1,214 people; issued 47 new cards and
renewed 15 accounts.
iii.Finalized StoryWalk activities and layout for Palatero Man, by Lucky Diaz.
iv.Planned and implemented bookmobile routes to include Wednesday, Thursday, and
Saturday stops.
v.Began Seed Library partnership between FPL and NWA food bank.
vi.Completed tours for Viney Grove, Helen Tyson Middle School, UA TRIO group, and
representatives from Tyson Fayetteville Complex.
vii.Tabled at Juneteenth event in Springdale; interacted with 263 people, issued 23 cards,
and renewed l account.
viii.Added bookmobile to Tyson's pop-up library; interacted with 46 people, issued 5 cards,
and renewed l account.
ix.Continued Books and Bites; provided 2 programs to YRCC and Lifesource, interacted with
118 students.
x.Participated at Salvadorian Consulate's Dia Extraordinaria event and interacted with 11
people.
xi.Provided library giveaways and information for attendees at CDBG in the Park and
National Night Out, both held at Walker Park.
xii.Resumed OLC pop-up libraries and interacted with 15 people, issuing 7 cards.
xiii.Attended the following events with the bookmobile: Kidz Night at Gully Park, Festival
Colombia no, and Stroll the Atolls in Springdale. Interacted with 645 people, issued 13 cards,
and renewed l account.
xiv.Continued Service Industry outreach program by visiting 10 establishments. Interacted
with 69 people, resulting in 21 cards and 2 renewals.
b.Physical
i.Created a beta test group for FPL+ after-hours access. FPL+ membership applications will
be publicly available early September.
Ill. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards,
and volunteers.
a.Staff
i.J. Bradely and R. Okimoto became full-time Library Services Generalists in Circulation.
ii.Hired V. Lowe as Adult & Reference Library Services Generalist.
iii.Employed T. Ogle and N. Smith as Library Services Generalists in Youth Services.
iv.Recruited S. Craig and C. Mao as Community Engagement Assistants.
v.S. Craig and J. Settje attended Marshallese cultural training provided by Arkansas
Coalition of Marshallese.
vi.J. Settje completed ServSafe Manager instructor training.
vii.C. Dennis began Walton Family Foundation's Communities of Excellence professional
development program.
b.Volunteers
i.Volunteers from First Security donated 64 hours to support Books and Bites summer
programming.
IV.Communication: We maximize ongoing communication to increase awareness of the library and
understanding of its value and impact on the community.
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a.Marketing plan
i.Captured professional photos at Brit Bennett author event.
ii.Developed plan for internal and external awareness of FPL+, Maker Faire, True Lit, and
Hispanic Heritage Month.
b.Public awareness campaign
i.Ran adverts on Ozark Regional Transit buses and at XNA.
ii.Recorded intercom messages to announce daily free meals provided by FPS truck.
iii.Promoted Wild for Wednesday events and Level Up skills programs through NWA Daily
Picks.
iv.Announced the success of one of our 2022 Visiting Artists on our social media platforms.
v.Held and advertised Back to School supply drive.
vi.Recorded intercom messages for FPL+ closing.
vii.Created advert for August Citiscapes issue.
c.Operationalize brand
i.Provided logo to AR Children's Hospital in recognition as a partner.
ii.Created and translated flyers to promote Level Up courses.
iii.Updated CFI brochures with new details.
iv.Developed new nametag options for staff.
v.Provided logo for PandaDoc use.
d.Public relations
i.Coordinated s News interview promoting bees at the library.
ii.Facilitated 5 News, KNWA, and 40/29 interviews for David to discuss FPL's involvement in
lawsuit.
iii.Sent out press release for Banned Books Week artist call.
iv.Coordinated KNWA interview promoting summer programming.
e.Website
i.Added new links to In the News webpage.
ii.Created True Lit+ webpage and troubleshooting form.
iii.Applied a calendar widget to NPSB page.
iv.Updated Level Up webpage as new program details developed.
v.Refreshed True Lit webpage with 2023 information.
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Fayetteville Public Library
FY 2023 Monthly Financial Update – through July 31, 2023
(Preliminary: Subject to Audit)
This is a summary report focused primarily on the following funds: Fund 10 (Library Operations), Fund 80 (Food Services), and Fund 85
(Event Services). A detailed report of all funds can be found following this summary. As of July 31, 2023, approximately fifty-eight percent
(58%) of the calendar year is completed.
Budget Threshold: YTD targeted revenue collection and total expenditures should be approximately 58%.
Library Operating (Fund 10) Revenue (Unrestricted):
•YTD Property Tax revenue collected 48%, totaling $2,528,108.
•YTD Charges for Services (rental income, fines & fees) revenue collected is 65%, totaling $53,675.
•Total unrestricted revenue is 53% of budget, trending as planned.
Image 1: Chart reflects an aggregate of revenue grouped by source.
$-
$500,000.
$1,000,000.
$1,500,000.
$2,000,000.
$2,500,000.
Unrestricted Revenue Composition Trend
Local Tax Support City of Fayetteville Transfers State Aid & Grant Revenue Charges for Services
Contributions & Donations Misc. Revenue Transfers
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
2019 $102,355 $18,677 $16,566 $133,587 $773,879 $97,644 $58,044 $57,704 $57,391 $234,757 $824,862 $450,767
2020 $185,398 $34,604 $26,970 $224,053 $1,050,460 $67,438 $216,361 $182,934 $107,057 $348,251 $1,375,146 $669,829
2021 $374,781 $36,810 $28,029 $86,870 $1,370,511 $306,837 $181,110 $123,487 $122,157 $455,952 $1,342,894 $355,100
2022 $172,245 $109,149 $31,826 $278,545 $1,494,863 $167,110 $129,381 $102,381 $125,610 $457,275 $1,521,055 $551,635
2023 $224,095 $39,967 $38,023 $234,450 $1,753,608 $126,104 $111,861
$0
$200,000
$400,000
$600,000
$800,000
$1,000,000
$1,200,000
$1,400,000
$1,600,000
$1,800,000
$2,000,000 Property Tax Revenue
11
General Fund Expenditures (Unrestricted):
•Total expenses remain well managed at 54% of budget.
Image 3 - YTD Budget to Actuals comparison by category for Fund 10 (unrestricted funds). YTD Actuals include encumbrances.
Food Services (Fund 80) Summary:
Food Services Revenue:
Operational Goals: Increases food prices, increase customer tickets by 20%, or daily average of 150 tickets, and decrease food
costs by 10% to increase margin.
•July Average Daily Tickets: 99
•MOM Sales increased by 9%, or $1,883.
•YTD Sales increased by 43% or $50,625 compared to last year (LY).
•Cost of goods decreased by 20% MOM; increased 25% compared to LY.
•YTD Net loss totals $55,309 which is approximately $6500 less than LY. (Note: The $56,750 internal transfer that
occurred LY was excluded from calculation.)
$3,087,608
$922,992
$1,286,254
$259,744
$181,917
$2,908,773
$662,260 $810,824
$402,507
$98,730
$0
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
$3,500,000
Personnel Materials & Supplies Services & Charges Maintenance Capital Outlay
YTD Budget YTD Actual + Encum.
0
20
40
60
80
100
120
140
Dec 2022 Jan 2023 Mar 2023 May 2023 Jun 2023 Aug 2023
Avg Daily Tickets
2022 2023 % Change
Q1 28,681 73,435 156%
Q2 68,037 72,474 7%
Q3 21,131 22,564 7%
Total 117,849 168,473 43%
Deli & Catering Sales
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Event Revenue:
•MOM Events sales increased 139% or $29,616
•YTD Events sales increased by 60% or $57,664 compared to prior year.
Image 5 –Event Services (Deli and Catering) Year to date profit in loss which does not include interest, taxes, or depreciation.
2022 2023 % Cha nge
Q1 38,023 50,297 32%
Q2 44,954 53,389 19%
Q3 13,926 50,880 265%
Total 96,903 154,566 60%
Event Sales
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Balance Sheet Highlights – as of July 31, 2023:
Image 6 –Library Operating 13-month receipts and disbursements. Numbers are reflected in thousands.
2022 2023
YOY
Difference % Change
Cash & Investments 1,890,966 2,568,494 677,528 36%
Accounts Receivable
(Fund 10 & Fund 85)10,977 159,756 148,779 1355%
Grant Receivables - 91,409 91,409
Accounts Payable
(Fund 10 & Fund 80)31,662 33,554 1,892 6%
Balance Sheet Highlights
$-
$400,000
$800,000
$1,200,000
$1,600,000
$2,000,000
$2,400,000
$2,800,000
Jul-2022 Aug-2022 Sep-2022 Oct-2022 Nov-2022 Dec-2022 Jan-2023 Feb-2023 Mar-2023 Apr-2023 May-2023 Jun-2023 Jul-2023
Receipts and Disbursements
Cash Inflows Cash Outflows
14
Preliminary: Subject to Audit
Year Ending Year To Date Period Ending Month Ending
12/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 ANNUAL BUDGET
ORIGINAL BUDGET
IN-YEAR BUDGET
ADJ
AMENDED
BUDGET YTD Budget YTD ACTUAL ACTUAL ENCUMBRANCES
REMAINING
BUDGET
% TO COLLECT/
REMAIN
Revenue
Local Tax Support
4882 - Ext. Transfer from City - Millage 5,257,237.00 0.00 5,257,237.00 2,500,291.00 2,528,107.70 111,861.27 0.00 2,729,129 51.9 %
Local Tax Support 5,257,237.00 0.00 5,257,237.00 2,500,291.00 2,528,107.70 111,861.27 0.00 2,729,129 51.9 %
City of Fayetteville Transfers
4880 - Ext. Transfer from City - Operations 1,812,401.00 0.00 1,812,401.00 1,057,236.00 1,057,233.86 151,033.42 0.00 755,167 41.7 %
4884 - Ext. Transfer from City - Books 602,000.00 0.00 602,000.00 351,169.00 351,166.69 50,166.67 0.00 250,833 41.7 %
4886 - Ext. Transfer from City - Computers 117,000.00 0.00 117,000.00 117,000.00 117,000.00 0.00 0.00 0 0.0 %
4887 - Ext. Transfer from City - Misc.750,000.00 0.00 750,000.00 750,000.00 750,000.00 0.00 0.00 0 0.0 %
City of Fayetteville Transfers 3,281,401.00 0.00 3,281,401.00 2,275,405.00 2,275,400.55 201,200.09 0.00 1,006,000 30.7 %
State Aid & Grant Revenue
4010 - State Library Turnback 141,150.00 0.00 141,150.00 105,863.00 80,850.00 0.00 0.00 60,300 42.7 %
4055 - Grant 0.00 15,000.00 15,000.00 15,000.00 0.00 0.00 0.00 15,000 100.0 %
State Aid & Grant Revenue 141,150.00 15,000.00 156,150.00 120,863.00 80,850.00 0.00 0.00 75,300 48.2 %
Charges for Services
4202 - Rental Income 32,000.00 0.00 32,000.00 18,669.00 21,455.00 4,105.00 0.00 10,545 33.0 %
4203 - Nontaxable Rental Fees 0.00 0.00 0.00 0.00 70.00 70.00 0.00 (70)0.0 %
4205 - Copier & Printer Income 3,000.00 0.00 3,000.00 1,750.00 3,127.94 468.65 0.00 (128) (4.3) %
4220 - Merchandise Sales 400.00 0.00 400.00 235.00 620.00 80.50 0.00 (220) (55.0) %
4240 - Discounts 0.00 0.00 0.00 0.00 (1,147.84)0.00 0.00 1,148 0.0 %
4302 - Fees 62,700.00 0.00 62,700.00 36,575.00 44,549.49 15,894.60 0.00 18,151 28.9 %
Charges for Services 98,100.00 0.00 98,100.00 57,229.00 68,674.59 20,618.75 0.00 29,425 30.0 %
Contributions & Donations
4110 - In-Kind Contributions 0.00 0.00 0.00 0.00 150.00 150.00 0.00 (150)0.0 %
4650 - Contributions - Undesignated 0.00 0.00 0.00 0.00 160.79 22.99 0.00 (161)0.0 %
4662 - Contributions - Designated Youth 0.00 0.00 0.00 0.00 19,007.62 26.27 0.00 (19,008)0.0 %
4664 - Contributions - Designated Adult 0.00 0.00 0.00 0.00 1,095.00 0.00 0.00 (1,095)0.0 %
Contributions & Donations 0.00 0.00 0.00 0.00 20,413.41 199.26 0.00 (20,413)0.0 %
Operating Revenue
4020 - Event Sponsorships 0.00 0.00 0.00 0.00 5,000.00 0.00 0.00 (5,000)0.0 %
Operating Revenue 0.00 0.00 0.00 0.00 5,000.00 0.00 0.00 (5,000)0.0 %
Library Operations
Fayetteville Public Library
Budget to Actual (Unrestricted)
As of July 31, 2023
This report reflects only unrestricted funds within Fund 10.15
Preliminary: Subject to Audit
Year Ending Year To Date Period Ending Month Ending
12/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 ANNUAL BUDGET
ORIGINAL BUDGET
IN-YEAR BUDGET
ADJ
AMENDED
BUDGET YTD Budget YTD ACTUAL ACTUAL ENCUMBRANCES
REMAINING
BUDGET
% TO COLLECT/
REMAIN
Miscellaneous Revenue
4992 - Misc. Revenue 0.00 0.00 0.00 0.00 7,086.63 2,254.32 0.00 (7,087)0.0 %
Miscellaneous Revenue 0.00 0.00 0.00 0.00 7,086.63 2,254.32 0.00 (7,087)0.0 %
Transfers In
6010 - Int. Transfer In 442,500.00 0.00 442,500.00 300,000.00 0.00 0.00 0.00 442,500 100.0 %
4899 - Ext. Transfer In 158,557.00 0.00 158,557.00 127,881.00 0.00 0.00 0.00 158,557 100.0 %
Transfers In 601,057.00 0.00 601,057.00 427,881.00 0.00 0.00 0.00 601,057 100.0 %
Investment Earnings
Investment Income 0.00 0.00 0.00 0.00 16,740.03 3,924.02 0.00 (16,740)0.0 %
Total Investment Earnings 0.00 0.00 0.00 0.00 16,740.03 3,924.02 0.00 (16,740)0.0 %
Total Revenue 9,378,945.00 15,000.00 9,393,945.00 5,381,669.00 5,002,272.91 340,057.71 0.00 4,391,672 46.8 %
Expenditures
Personnel Services
Salary & Wages
5100 - Salaries 1,980,157.00 44,154.00 2,024,311.00 1,199,245.00 1,116,989.85 161,270.59 0.00 907,321 44.8 %
5102 - Hourly Wages 1,843,238.00 49,361.00 1,892,599.00 1,124,575.00 957,137.73 137,623.65 0.00 935,461 49.4 %
5103 - Overtime 25,000.00 0.00 25,000.00 14,581.00 8,432.18 645.30 0.00 16,568 66.3 %
5105 - Vacation Pay 0.00 0.00 0.00 0.00 102,858.47 11,045.29 0.00 (102,858)0.0 %
5106 - Sick Pay 0.00 0.00 0.00 0.00 46,765.80 4,492.43 0.00 (46,766)0.0 %
5112 - Holiday Pay 0.00 0.00 0.00 0.00 54,711.96 10,749.99 0.00 (54,712)0.0 %
5113 - Social Security Taxes 292,510.00 9,153.00 301,663.00 179,785.00 164,912.86 23,476.75 0.00 136,750 45.3 %
5115 - Unemployment 7,130.00 0.00 7,130.00 4,158.00 3,696.43 82.63 0.00 3,434 48.2 %
5116 - Workers Compensation 23,000.00 0.00 23,000.00 13,419.00 22,280.00 0.00 0.00 720 3.1 %
Total Salary & Wages 4,171,035.00 102,668.00 4,273,703.00 2,535,763.00 2,477,785.28 349,386.63 0.00 1,795,918 42.0 %
Employee Benefits
5109 - LT Disability 10,861.00 0.00 10,861.00 6,335.00 (111.09) (26.50)0.00 10,972 101.0 %
5110 - Salary Contingency 181,966.00 (138,405.00) 43,561.00 43,561.00 0.00 0.00 0.00 43,561 100.0 %
5120 - Health Insurance 463,793.00 0.00 463,793.00 270,543.00 198,401.21 28,014.23 0.00 265,392 57.2 %
5121 - Health Savings Account 0.00 0.00 0.00 0.00 29,968.64 4,323.68 0.00 (29,969)0.0 %
Library Operations
Fayetteville Public Library
Budget to Actual (Unrestricted)
As of July 31, 2023
This report reflects only unrestricted funds within Fund 10.16
Preliminary: Subject to Audit
Year Ending Year To Date Period Ending Month Ending
12/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 ANNUAL BUDGET
ORIGINAL BUDGET
IN-YEAR BUDGET
ADJ
AMENDED
BUDGET YTD Budget YTD ACTUAL ACTUAL ENCUMBRANCES
REMAINING
BUDGET
% TO COLLECT/
REMAIN
5122 - Life Insurance 9,336.00 0.00 9,336.00 5,460.00 12,256.47 1,828.56 0.00 (2,920) (31.3) %
5125 - AD&D 3,074.96 0.00 3,074.96 2,427.81 1,287.32 189.64 0.00 1,788 58.1 %
5135 - Retirement Saving Plan 316,687.00 8,940.00 325,627.00 193,656.00 177,164.87 25,597.76 0.00 148,462 45.6 %
Employee Benefits 985,717.96 (129,465.00)856,252.96 521,982.81 418,967.42 59,927.37 0.00 437,286 51.1 %
Management Fees Expense 51,200.00 0.00 51,200.00 29,862.00 12,019.95 0.00 0.00 39,180 76.5 %
Total Personnel Services 5,207,952.96 (26,797.00)5,181,155.96 3,087,607.81 2,908,772.65 409,314.00 0.00 2,272,383 43.9 %
Materials & Supplies
5200 - Office Supplies & Printing 83,290.00 2,500.00 85,790.00 54,327.00 43,674.70 6,084.31 0.00 42,115 49.1 %
5201 - Small Tools & Equipment 18,500.00 (6,200.00) 12,300.00 9,750.00 2,055.97 0.00 0.00 10,244 83.3 %
5203 - Medical Supplies 4,000.00 0.00 4,000.00 2,200.00 0.00 0.00 0.00 4,000 100.0 %
5210 - Food & Catering for Events 9,140.00 0.00 9,140.00 5,560.00 5,203.68 84.72 0.00 3,936 43.1 %
5218 - Cleaning Supplies 54,000.00 2,573.00 56,573.00 56,573.00 27,522.72 5,603.51 28,653.36 397 0.7 %
5220 - Tech Supplies 18,990.00 (250.00) 18,740.00 13,112.70 9,925.30 471.39 0.00 8,815 47.0 %
5224 - Landscape Materials 12,000.00 0.00 12,000.00 6,000.00 575.52 0.00 0.00 11,424 95.2 %
5226 - Merchandise for Resale 4,064.00 0.00 4,064.00 4,064.00 0.00 0.00 0.00 4,064 100.0 %
5230 - Computer Hardware Supplies 51,000.00 (10,500.00) 40,500.00 36,000.00 30,077.16 2,952.92 0.00 10,423 25.7 %
5233 - Computer Software - Cataloging 13,800.00 0.00 13,800.00 8,175.00 1,279.90 0.00 0.00 12,520 90.7 %
5235 - Signage 9,665.00 0.00 9,665.00 8,035.00 (116.49)0.00 0.00 9,781 101.2 %
5236 - Computer Software - Application 71,170.00 (5,000.00) 66,170.00 53,720.00 51,387.56 1,135.00 2,000.00 12,782 19.3 %
5250 - On-line Database 110,000.00 13,125.00 123,125.00 99,125.00 54,436.93 5,626.04 (12,241.66) 80,930 65.7 %
5251 - Programming Materials & Supplies 88,265.00 (12,000.00) 76,265.00 64,560.00 31,661.28 2,484.48 373.15 44,231 58.0 %
5252 - Repair Parts & Damaged Repairs 2,925.00 0.00 2,925.00 2,050.00 229.14 0.00 0.00 2,696 92.2 %
5255 - Circulating Equipment 0.00 0.00 0.00 0.00 128.35 0.00 0.00 (128)0.0 %
5258 - Parenting Kit 2,000.00 0.00 2,000.00 1,274.00 1,555.54 170.61 0.00 444 22.2 %
5260 - Print Books 389,796.00 94,300.00 484,096.00 342,352.00 271,383.16 8,932.83 0.00 212,713 43.9 %
5265 - E-Book 138,491.00 0.00 138,491.00 88,491.00 67,303.32 4,919.22 0.00 71,188 51.4 %
5270 - E-Book Consortium 6,000.00 0.00 6,000.00 6,000.00 6,000.00 0.00 0.00 0 0.0 %
5272 - E-Book Platform 3,300.00 0.00 3,300.00 3,300.00 3,276.25 0.00 0.00 24 0.7 %
5280 - Periodicals 7,500.00 0.00 7,500.00 7,500.00 8,266.08 199.74 0.00 (766) (10.2) %
5285 - Film/DVD 45,260.00 12,086.00 57,346.00 40,883.00 37,004.42 1,099.18 0.00 20,342 35.5 %
5287 - Audio 10,300.00 880.00 11,180.00 7,436.00 6,947.87 226.21 0.00 4,232 37.9 %
5290 - Music 1,800.00 400.00 2,200.00 1,548.00 1,224.95 0.00 0.00 975 44.3 %
5295 - Gaming Supplies 1,500.00 0.00 1,500.00 956.00 1,256.69 140.96 0.00 243 16.2 %
Materials & Supplies 1,156,756.00 91,914.00 1,248,670.00 922,991.70 662,260.00 40,131.12 18,784.85 567,625 45.5 %
Services & Charges
Library Operations
Fayetteville Public Library
Budget to Actual (Unrestricted)
As of July 31, 2023
This report reflects only unrestricted funds within Fund 10.17
Preliminary: Subject to Audit
Year Ending Year To Date Period Ending Month Ending
12/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 ANNUAL BUDGET
ORIGINAL BUDGET
IN-YEAR BUDGET
ADJ
AMENDED
BUDGET YTD Budget YTD ACTUAL ACTUAL ENCUMBRANCES
REMAINING
BUDGET
% TO COLLECT/
REMAIN
5301 - Advertisement 21,466.00 0.00 21,466.00 14,966.00 8,134.52 0.00 0.00 13,331 62.1 %
5303 - Subscriptions, Publications and Dues 94,202.00 0.00 94,202.00 88,902.00 33,517.23 121.41 35,920.00 24,765 26.3 %
5304 - Licenses & Permits 0.00 0.00 0.00 0.00 3,333.38 0.00 0.00 (3,333)0.0 %
5305 - Postage 5,000.00 0.00 5,000.00 2,919.00 5,152.98 0.00 0.00 (153) (3.1) %
5350 - Programming Services 181,720.00 52,883.00 234,603.00 204,578.00 116,052.94 7,900.00 (26,500.00) 145,050 61.8 %
5346 - Drop Box Services 15,000.00 1,250.00 16,250.00 16,250.00 7,500.00 0.00 8,750.00 0 0.0 %
5358 - Hospitality 1,200.00 0.00 1,200.00 700.00 0.00 0.00 0.00 1,200 100.0 %
5360 - Mileage Reimbursement 2,000.00 0.00 2,000.00 1,085.69 296.92 149.08 0.00 1,703 85.2 %
5361 - Training & Development 59,026.00 5,600.00 64,626.00 52,941.69 23,779.22 4,166.44 0.00 40,847 63.2 %
5362 - Travel 0.00 0.00 0.00 0.00 9.34 0.00 0.00 (9)0.0 %
5375 - Employee Recognition 6,500.00 0.00 6,500.00 3,794.00 2,057.20 617.94 0.00 4,443 68.4 %
5385 - Board & Volunteer Recognition 4,000.00 0.00 4,000.00 1,100.00 113.75 0.00 0.00 3,886 97.2 %
5390 - Uniform Expense 12,600.00 0.00 12,600.00 7,350.00 3,837.69 311.27 0.00 8,762 69.5 %
5424 - Equipment Lease/Rental 235,000.04 0.00 235,000.04 136,916.69 105,162.69 0.00 0.00 129,837 55.2 %
5421 - Insurance - Building 150,000.00 0.00 150,000.00 145,000.00 150,366.21 0.00 0.00 (366) (0.2) %
5422 - Insurance - Liability 22,700.00 0.00 22,700.00 22,700.00 12,553.00 0.00 0.00 10,147 44.7 %
5423 - Other Rental 13,200.00 0.00 13,200.00 7,700.00 6,860.00 980.00 0.00 6,340 48.0 %
5395 - Bank Service Charges 24,709.00 0.00 24,709.00 17,209.00 12,017.00 11,503.89 0.00 12,692 51.4 %
5399 - In-Kind Expense 0.00 0.00 0.00 0.00 150.00 150.00 0.00 (150)0.0 %
Total Services & Charges 848,323.04 59,733.00 908,056.04 724,112.07 490,894.07 25,900.03 18,170.00 398,992 43.9 %
5340 - Audit 49,000.01 0.00 49,000.01 49,000.01 38,750.00 0.00 9,500.00 750 1.5 %
5341 - Legal 8,000.00 0.00 8,000.00 8,000.00 1,923.00 0.00 0.00 6,077 76.0 %
5344 - Contract Services 291,170.00 42,849.00 334,019.00 278,773.31 136,175.21 1,615.18 13,696.50 184,147 55.1 %
Purchased Professional and Technical Ser-
vices
348,170.01 42,849.00 391,019.01 335,773.32 176,848.21 1,615.18 23,196.50 190,974 48.8 %
5310 - Telecommunications 47,000.00 0.00 47,000.00 27,419.00 16,656.03 2,333.76 0.00 30,344 64.6 %
5312 - Natural Gas 57,500.00 0.00 57,500.00 43,000.00 18,095.91 0.00 0.00 39,404 68.5 %
5314 - Electricity 262,000.00 0.00 262,000.00 148,000.00 101,891.15 (1,032.72)0.00 160,109 61.1 %
5316 - Municipal Water 13,900.00 0.00 13,900.00 7,950.00 6,438.98 0.00 0.00 7,461 53.7 %
Utilities 380,400.00 0.00 380,400.00 226,369.00 143,082.07 1,301.04 0.00 237,318 62.4 %
Services & Charges 1,576,893.05 102,582.00 1,679,475.05 1,286,254.39 810,824.35 28,816.25 41,366.50 827,284 49.3 %
Maintenance
5401 - Building Maintenance 54,000.00 0.00 54,000.00 31,500.00 16,048.86 892.73 0.00 37,951 70.3 %
5405 - Landscape Maintenance 500.00 0.00 500.00 500.00 0.00 0.00 0.00 500 100.0 %
Library Operations
Fayetteville Public Library
Budget to Actual (Unrestricted)
As of July 31, 2023
This report reflects only unrestricted funds within Fund 10.18
Preliminary: Subject to Audit
Year Ending Year To Date Period Ending Month Ending
12/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 ANNUAL BUDGET
ORIGINAL BUDGET
IN-YEAR BUDGET
ADJ
AMENDED
BUDGET YTD Budget YTD ACTUAL ACTUAL ENCUMBRANCES
REMAINING
BUDGET
% TO COLLECT/
REMAIN
5410 - Equipment Maintenance 101,755.00 75,792.00 177,547.00 175,347.00 100,010.98 21.95 0.00 77,536 43.7 %
5415 - Software Maintenance 194,240.00 11,170.00 205,410.00 195,160.00 143,683.93 5,140.76 0.00 61,726 30.1 %
Maintenance 350,495.00 86,962.00 437,457.00 402,507.00 259,743.77 6,055.44 0.00 177,713 40.6 %
Transfers Out
6020 - Int. Transfer Out 242,000.00 0.00 242,000.00 112,500.00 0.00 0.00 0.00 242,000 100.0 %
6500 - Ext. Transfer Out 0.00 0.00 0.00 0.00 75,000.00 0.00 0.00 (75,000)0.0 %
Transfers Out 242,000.00 0.00 242,000.00 112,500.00 75,000.00 0.00 0.00 167,000 69.0 %
Capital Outlay 66,300.00 115,617.00 181,917.00 181,917.00 98,729.97 355.02 (6,447.56) 89,635 49.3 %
Expenditures 8,600,397.01 370,278.00 8,970,675.01 5,993,777.90 4,815,330.74 484,671.83 53,703.79 4,101,640 45.7 %
Change in Net Assets 778,547.99 (355,278.00)423,269.99 (612,108.90)186,942.17 (144,614.12)(53,703.79)290,032 68.5 %
Library Operations
Fayetteville Public Library
Budget to Actual (Unrestricted)
As of July 31, 2023
This report reflects only unrestricted funds within Fund 10.19
Preliminary: Subject to Audit
10--Library
Operations
15--Expansion -
Operations
20--Long Term -
Reserve 30--Facility Reserve
40--Furniture &
Equipment Reserve
50--Technology
Equipment Reserve
70--Bond Debt
Service Fund 80--Food Services 85--Events All Funds
YTD Actual YTD Actual YTD Actual YTD Actual YTD Actual YTD Actual YTD Actual YTD Actual YTD Actual YTD Actual
Revenue
Local Tax Support 2,528,107.70 0.00 0.00 0.00 0.00 0.00 1,213,489.96 0.00 0.00 3,741,597.66
City of Fayetteville Transfers 2,275,400.55 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2,275,400.55
State Aid & Grant Revenue 664,981.89 0.00 0.00 0.00 0.00 0.00 0.00 10,065.65 0.00 675,047.54
Charges for Services 68,674.59 0.00 0.00 0.00 0.00 0.00 0.00 168,473.47 154,566.35 391,714.41
Contributions & Donations 73,592.81 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 73,592.81
Operating Revenue 5,000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 5,000.00
Miscellaneous Revenue 7,086.63 0.00 0.00 0.00 0.00 0.00 0.00 428.42 242.06 7,757.11
Investment Earnings
Investment Income 16,740.03 14,099.72 22,986.20 9,977.75 5,091.44 5,735.85 0.00 77.63 0.00 74,708.62
Gain/Loss - Unrealized 0.00 0.00 8,763.49 11,903.39 303.74 3,538.51 0.00 0.00 0.00 24,509.13
Investment Management Fees & Expenses 0.00 0.00 (3,083.00)(1,709.00)(490.00)(691.00)0.00 0.00 0.00 (5,973.00)
Total Investment Earnings 16,740.03 14,099.72 28,666.69 20,172.14 4,905.18 8,583.36 0.00 77.63 0.00 93,244.75
Total Revenue 5,639,584.20 14,099.72 28,666.69 20,172.14 4,905.18 8,583.36 1,213,489.96 179,045.17 154,808.41 7,263,354.83
Expenditures
Personnel Services
Salary & Wages 2,528,771.60 0.00 0.00 0.00 0.00 0.00 0.00 96,299.62 45,082.30 2,670,153.52
Employee Benefits 423,060.51 0.00 0.00 0.00 0.00 0.00 0.00 10,591.16 6,340.36 439,992.03
Management Fees Expense 12,019.95 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 12,019.95
Total Personnel Services 2,963,852.06 0.00 0.00 0.00 0.00 0.00 0.00 106,890.78 51,422.66 3,122,165.50
Materials & Supplies 916,552.88 0.00 0.00 0.00 0.00 0.00 0.00 107,184.00 1,858.40 1,025,595.28
Services & Charges 923,773.09 0.00 0.00 0.00 0.00 0.00 0.00 9,707.34 8,623.15 942,103.58
Maintenance 330,944.10 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 330,944.10
Transfers Out 75,000.00 0.00 0.00 0.00 0.00 0.00 1,315,582.49 0.00 0.00 1,390,582.49
Capital Outlay 236,730.37 0.00 0.00 0.00 0.00 5,924.94 0.00 0.00 0.00 242,655.31
Expenditures 5,446,852.50 0.00 0.00 0.00 0.00 5,924.94 1,315,582.49 223,782.12 61,904.21 7,054,046.26
Change in Net Assets 192,731.70 14,099.72 28,666.69 20,172.14 4,905.18 2,658.42 (102,092.53)(44,736.95)92,904.20 209,308.57
Library
Fayetteville Public Library
Summarized Budget to Actual
As of July 31, 2023
Created on 08/10/2023, 9:42 AM PST Page 1
20
Preliminary: Subject to Audit
10--Library
Operations
15--Expansion -
Operations
20--Long Term -
Reserve
30--Facility
Reserve
40--Furniture &
Equipment
Reserve
50--Technology
Equipment
Reserve
60--Capital
Construction
Fund
70--Bond Debt
Service Fund
80--Food
Services 85--Events All Funds
Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending
07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023
Assets
Cash & Investments
1000 - Undeposited Funds 16 0 0 0 0 0 0 0 0 0 16
1001 - Bank Credit (12,965)0 0 0 0 0 0 0 0 0 (12,965)
1002 - Bank Debit 1,172 0 0 0 0 0 0 0 0 0 1,172
1003 - Petty Cash 3,074 0 0 0 0 0 0 0 675 0 3,749
1009 - Bank of Fayetteville - FPL 158,143 0 0 0 0 0 0 0 0 0 158,143
1020 - Arvest - Library Operations 599,436 0 0 0 0 0 0 0 0 0 599,436
1030 - First Security - FPL 441,639 0 0 0 0 0 0 0 0 0 441,639
1050 - Arvest - Food Services 0 0 0 0 0 0 0 0 47,823 0 47,823
1099 - Datapath Held Deposit 1,200 0 0 0 0 0 0 0 0 0 1,200
1100 - Schwab FPL - Operating 509,779 0 0 0 0 0 0 0 0 0 509,779
1105 - Schwab FPL - Expansion O&M 0 608,418 0 0 0 0 0 0 0 0 608,418
1110 - Schwab FPL - Long Term 0 0 1,664,080 0 0 0 0 0 0 0 1,664,080
1115 - Schwab FPL - Facilities Replace-
ment
750,000 0 0 551,779 0 0 0 0 0 0 1,301,779
1120 - Schwab FPL - Furniture & Equip.0 0 0 0 264,924 0 0 0 0 0 264,924
1125 - Schwab FPL - Technology 117,000 0 0 0 0 317,137 0 0 0 0 434,137
1130 - Schwab FPL - Expansion Capital 0 0 0 0 0 0 4 0 0 0 5
Total Cash & Investment 2,568,494 608,418 1,664,080 551,779 264,924 317,137 4 0 48,498 0 6,023,335
Receivables
1200 - Claims Pending 296 0 0 0 0 0 0 0 0 0 296
1240 - Accounts Receivable 14,598 0 0 0 0 0 0 0 30,041 115,118 159,756
1243 - Grants Receivable 85,944 0 0 0 0 0 0 0 5,464 0 91,409
1260 - Payroll Tax Refund Receivable (793)0 0 0 0 0 0 0 0 0 (794)
1265 - Sales Tax Rebate Receivable 1,151 0 0 0 0 0 0 0 0 0 1,151
1270 - Due From Other Funds 6,565 0 76,241 29 0 121,500 0 (102,093)2,292 49 104,584
1271 - Due From Other Governments
(Millage & Debt Service)
5,658,790 0 0 0 0 0 0 2,650,762 0 0 8,309,552
1275 - 10 Due From 91 266,879 0 0 0 0 0 0 0 0 0 266,878
1277 - 10 Due From 96 2,660 0 0 0 0 0 0 0 0 0 2,661
1279 - 10 Due From 80 236,840 0 0 0 0 0 0 0 0 0 236,840
1280 - 80 Due From 10 0 0 0 0 0 0 0 0 38,771 0 38,771
1281 - 10 Due From 85 248,925 0 0 0 0 0 0 0 0 0 248,925
1282 - 85 Due From 10 0 0 0 0 0 0 0 0 0 314,623 314,623
1285 - 80 Due From 85 0 0 0 0 0 0 0 0 109 0 109
1286 - 85 Due From 80 0 0 0 0 0 0 0 0 0 5,589 5,589
1400 - Interfund (1,232,239) 3,899,883 (1,115,401)3,788 43,381 365,372 (192,504) (1,772,279)0 0 0
Total Receivables 5,289,616 3,899,883 (1,039,160)3,817 43,381 486,872 (192,504)776,390 76,677 435,379 9,780,350
Prepaid Expenses
1500 - Prepaid Expenses 128,265 0 0 0 0 0 0 0 0 0 128,266
Prepaid Expenses 128,265 0 0 0 0 0 0 0 0 0 128,266
Fixed Assets
Depreciable Assets
1801 - Building 22,151,681 0 0 0 0 0 0 0 0 0 22,151,681
1805 - Software 312,125 0 0 0 0 0 0 0 0 0 312,124
1811 - Books & Publications 6,326,872 0 0 0 0 0 0 0 0 0 6,326,872
1813 - Equipment 3,086,067 0 0 0 0 0 0 0 0 0 3,086,068
1815 - Furniture & Fixtures 9,536 0 0 0 0 0 0 0 0 60,681 70,216
1890 - Construction In Progress (CIP)71,574 0 0 0 0 0 0 0 0 0 71,575
Library
Balance Sheet
Fayetteville Public Library
Created on 08/09/2023, 7:53 AM PST Page 1
21
Preliminary: Subject to Audit
10--Library
Operations
15--Expansion -
Operations
20--Long Term -
Reserve
30--Facility
Reserve
40--Furniture &
Equipment
Reserve
50--Technology
Equipment
Reserve
60--Capital
Construction
Fund
70--Bond Debt
Service Fund
80--Food
Services 85--Events All Funds
Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending
07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023
1999 - Accumulated Depreciation (15,738,002)0 0 0 0 0 0 0 0 (3,612) (15,741,615)
Total Depreciable Assets 16,219,853 0 0 0 0 0 0 0 0 57,069 16,276,921
Non Depreciable Assets 1,599,585 0 0 0 0 0 0 0 0 0 1,599,586
Total Fixed Assets, Net 17,819,438 0 0 0 0 0 0 0 0 57,069 17,876,507
Total Assets $ 25,805,813 $ 4,508,301 $ 624,920 $ 555,596 $ 308,305 $ 804,009 $ (192,500)$ 776,390 $ 125,175 $ 492,448 $ 33,808,458
Liabilities and Fund Balances
Liabilities
Accounts Payable
2099 - AR State Library Scholarship
Pass Through
793 0 0 0 0 0 0 0 0 0 793
2415 - Security Deposits 10,000 0 0 0 0 0 0 0 0 31,500 41,500
2001 - Accounts Payable 32,109 0 0 0 0 0 0 0 1,445 0 33,554
2003 - Security Bankcard Center, INC.2,271 0 0 0 0 0 0 0 0 0 2,271
2004 - Friends of FPL Pass through (1,148)0 0 0 0 0 0 0 0 0 (1,148)
2005 - FDN Designated Pass Through
to FPL
(80,023)0 0 0 0 0 0 0 0 0 (80,023)
2007 - FPL CentreSuite 2,440 0 0 0 0 0 0 0 0 0 2,440
Total Accounts Payable (33,559)0 0 0 0 0 0 0 1,445 31,500 (613)
Salaries & Benefits Payable
2125 - Accrued Salaries & Wages 85,620 0 0 0 0 0 0 0 2,989 969 89,577
2130 - Vision Insurance 390 0 0 0 0 0 0 0 0 0 390
2135 - Life, AD&D and LTD 3,432 0 0 0 0 0 0 0 0 0 3,432
2140 - Voluntary Life, STD & AD&D (468)0 0 0 0 0 0 0 0 0 (468)
2145 - Accrued Vacation 258,594 0 0 0 0 0 0 0 5,270 1,772 265,636
2148 - Supplemental Insurance - EE
paid
203 0 0 0 0 0 0 0 0 0 203
2150 - Retirement Contributions 52,215 0 0 0 0 0 0 0 0 0 52,214
2154 - Federal Withholding Payable 1,068 0 0 0 0 0 0 0 0 0 1,068
2155 - Voluntary Dental Insurance 1,853 0 0 0 0 0 0 0 0 0 1,854
2160 - Accrued Sick Time 100,140 0 0 0 0 0 0 0 360 444 100,944
2165 - FICA Payable (1,105)0 0 0 0 0 0 0 0 0 (1,105)
2175 - Health Insurance Liability 45,437 0 0 0 0 0 0 0 0 0 45,437
2178 - State Withholding Payable 525 0 0 0 0 0 0 0 0 0 526
2183 - State Unemployment 426 0 0 0 0 0 0 0 0 0 426
2185 - Medical Reimbursement 250 0 0 0 0 0 0 0 0 0 250
2186 - EE Dependent Care 417 0 0 0 0 0 0 0 0 0 417
2194 - AD&D Insurance 41 0 0 0 0 0 0 0 0 0 41
2195 - Capital Campaign Liability 247 0 0 0 0 0 0 0 0 0 247
2196 - Caring Committee (2,189)0 0 0 0 0 0 0 0 0 (2,189)
2197 - Healthy Habits 4,270 0 0 0 0 0 0 0 0 0 4,270
Total Salaries & Benefits Payable 551,366 0 0 0 0 0 0 0 8,619 3,185 563,170
Other Payables
2056 - HMR Tax 0 0 0 0 0 0 0 0 1,112 2 1,113
2057 - Sales Tax 550 0 0 0 0 0 0 0 4,397 7,509 12,456
2025 - Accrued Sales Tax Payable (5,437)0 0 0 0 0 0 0 133 0 (5,303)
Library
Balance Sheet
Fayetteville Public Library
Created on 08/09/2023, 7:53 AM PST Page 2
22
Preliminary: Subject to Audit
10--Library
Operations
15--Expansion -
Operations
20--Long Term -
Reserve
30--Facility
Reserve
40--Furniture &
Equipment
Reserve
50--Technology
Equipment
Reserve
60--Capital
Construction
Fund
70--Bond Debt
Service Fund
80--Food
Services 85--Events All Funds
Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending Month Ending
07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023 07/31/2023
Total Other Payables (4,887)0 0 0 0 0 0 0 5,642 7,511 8,266
Deferred Revenue
2410 - Deferred Revenue 82,618 0 0 0 0 0 0 0 0 0 82,618
2411 - Gift Cards 0 0 0 0 0 0 0 0 684 0 684
Total Deferred Revenue 82,618 0 0 0 0 0 0 0 684 0 83,302
Due to Other Funds
Due to Foundation 11,157 0 0 0 0 0 0 0 0 0 11,156
Due to Library 0 0 0 0 0 0 0 0 236,839 248,925 485,765
Due to Others 197,770 0 0 68,517 0 73,162 77,580 0 0 0 417,028
Due to Food Services 38,771 0 0 0 0 0 0 0 0 109 38,880
Internal Due To 314,624 0 0 0 0 0 0 0 5,590 0 320,213
Total Due to Other Funds 562,322 0 0 68,517 0 73,162 77,580 0 242,429 249,034 1,273,042
Total Liabilities 1,157,860 0 0 68,517 0 73,162 77,580 0 258,819 291,230 1,927,167
Fund Balance 24,647,953 4,508,301 624,920 487,079 308,305 730,847 (270,080)776,390 (133,644)201,218 31,881,291
Total Liabilities and Fund Balances $ 25,805,813 $ 4,508,301 $ 624,920 $ 555,596 $ 308,305 $ 804,009 $ (192,500)$ 776,390 $ 125,175 $ 492,448 $ 33,808,458
Library
Balance Sheet
Fayetteville Public Library
Created on 08/09/2023, 7:53 AM PST Page 3
23
MEMO
To: Fayetteville Public Library Board of Trustees
From: David Johnson, Executive Director
Date: August 21, 2023
Re: Collection Development Policy Updates
Background:
With heightened attention on library collections, Fayetteville Public Library reviewed the Collection
Development Policy (MC). The policy includes a background on library collections; purpose of the
policy; collection objectives; importance of viewpoint diversity in the collections; responsibility of
developing the collections; selection criteria; collection evaluation; removal of items; acquisition
priorities, donations and patron requests; and a list and description of each library collection. The
policy also references the Reconsideration of Materials Policy (MR).
Policy Updates:
Through the review process, the policy was found to be a strong foundational guide for managing
Fayetteville Public Library’s collections. After reviewing peer library policies and the American
Library Association best practices, minor changes to the organization of the document were
identified, but no changes to criteria or guidelines were made.
Changes to the policy include removing duplicate phrasing when possible. Specific professional
review sources are also no longer listed because publications frequently change or go out of print
making the policy less timely. Policy around eBook collections, eBook consortia collections and
research databases was added.
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Code: MC
Date: 12/12/94 (original)
Date Revised: 6/21/01; 1/22/02; 10/17/05; 1/16/06; 2/14/08 (D); 5/18/09; 12/20/10;
1/04/21 (D); 7/28/23 (D)
Policy: Collection Development
1.Background
The Fayetteville Public Library strives to inform, enlighten, and empower every person in the
community. The Vision and Mission Statements of the Fayetteville Public Library guide the selection of
resources, development of services, and the allocation of funds. One of the primary goals of the
Fayetteville Public Library is the development and maintenance of an excellent materials collection.
This includes the selection, acquisition, organization, circulation, and promotion of fiction,
nonfiction, and audiovisual materials in a variety of formats for both youth and adults.
Because no library can possibly acquire all print and non-print material, each library must employ a
policy of selectivity in acquisitions. The Library provides within its financial limitations a
general collection of reliable materials embracing broad areas of knowledge. Included are works of
enduring value and timely materials on current issues. Within the framework of these broad
objectives, selection is based on community needs, both those expressed and those inferred.
2.Purpose of Collection Development Policy
The following document describes the processes and methodologies used at the Fayetteville Public
Library to select, purchase, and maintain the materials collection. The purpose of this policy is both
internal and external. As an internal document, it serves as a guide for Library staff in selecting and
acquiring a useful, well-rounded collection to meet the needs of the community. The policy also
provides a clear outline of the roles, duties, and responsibilities of all persons involved in the
selection of materials. As an external document, the purpose is to explain to the community the
mission and objectives of the Library’s collection so they can better understand what types of
materials are collected and why. In doing this, the policy affirms the principles upon which selection
is based and the policies and goals for managing the collection.
3.Collection Objectives
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All collections are provided to meet the individual’s need for information; to help the
individual pursue life-long learning and cultural growth; to provide the means for
thoughtful and productive participation by individuals and groups in the affairs of the
community, the nation and the world; to support the educational, governmental, cultural,
recreational, and economic activities within the community; to foster diversity; and to
accommodate the library needs of a changing and dynamic community. In support of these
ideals, the Fayetteville Public Library offers a collection of materials that is diverse,
inclusive, and protected by the First Amendment of the United States Constitution and the
Arkansas State Constitution. In addition to the requirements of the general public served,
materials will be selected to meet the needs of such groups as business; the professions;
government; community organizations; the homebound; adult beginning readers; and
people for whom English is not the primary language.
4.Controversial Material
The Library and its Board of Trustees support the individual’s right to have access to ideas
and information representing divergent points of view and support the right of each
individual to privately read, listen to, and view the full range of published thought and
idea. The Library’s role is to provide materials that will allow individuals to freely examine
issues and make their own decisions. Staff will attempt to select materials that represent a
wide range of viewpoints and will do their best to exercise impartiality in all selection
activities. In this connection, the Library endorses and incorporates by reference herein
the “Library Bill of Rights” and the “Freedom to Read,” “Freedom to View,” and “Labeling”
statements adopted by the American Library Association.
The selection of any item does not imply the Library’s endorsement of the author’s
viewpoint, or of any theory, idea, or policy contained in it, nor does the Library endorse
particular beliefs or views. The race, religion, nationality, gender, gender expression,
sexual orientation, or political views of an author; the use of frank or coarse language; the
controversial content of an item; or the endorsement or disapproval of an individual or
group in the community will not cause an item to be automatically included or excluded
from the Library collection. The Library collection will be organized, marked, and
maintained to help people find the materials they want. Library materials will not be
marked or identified to show approval or disapproval of the contents, nor will items be
sequestered, except for the purpose of protecting them from theft or damage or required
by law.
5.Responsibility
Ultimate responsibility for the collection and material selection rests with the Executive
Director, as directed by the Library Board of Trustees. The Executive Director operates
within the framework of policies set by the Board of Trustees and within the constraints of
the annual budget. Due to financial constraints, resource sharing with other libraries, and
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electronic and other methods of information access, are valid and necessary means of
meeting patron needs.
The Executive Director delegates the responsibility for the selection of materials and
development of the collection to various Library staff members. The Director of Library
Services determines the materials budget allocations, guidelines, and organizational
structure for designated collection managers, oversees the selection process, and works
with Department managers in setting yearly objectives. Direct responsibility for each
collection rests with librarian selectors, who are responsible for choosing appropriate
materials for their area and ensuring the collection is developed and maintained. Under
the supervision of their department manager, selectors are responsible for reading review
sources, making primary selections, and expending their collection budgets in a timely and
organized manner. In addition, one or more staff members will frequently crosscheck for
additional materials within the primary area of responsibility of another staff member.
Those who select materials make certain that new subjects are not neglected, ensure the
general balance of the collection is maintained, and review the duplication of materials in
demand.
6.Selection Criteria
When selecting materials for the collections, whether donated or purchased, selectors
consider the following criteria:
•Patron Request
•Popularity of the author, specific title and/or subject
•Local interest
•The author’s reputation and place within the world of literature
•Quality of the writing
•Literary merit
•Receipt or nomination for award
•Authority
•Objectivity
•Accuracy and timeliness
•Reputation of the publisher
•Price
•Demand within the subject area
•Suitability for the Library’s audience in terms of scope and level of writing
•Present collection composition
7. Collection Evaluation
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The Library monitors and evaluates the materials in its collection on a regular and
continuous basis to determine if they meet the needs of its patrons and that the Library is
fulfilling its mission. The collection will be evaluated in response to the changing nature
and needs of its community through weeding and replacement of titles. Methods used may
include analysis of turnover rates by subject, availability and usage checks of titles,
circulation reports, comparison with selected bibliographies or “best books” lists, patron
input, or other means. Through ongoing quantitative and qualitative methods, Library staff
monitors the collection to ensure its excellence.
7.1 Material Withdrawal
Withdrawal (also called weeding) is an important aspect of collection development.
Weeding is a task requiring skill, care, time, and knowledge of the collection. Weeding is a
necessary adjunct of selection because it systematically eliminates unnecessary items,
outdated or superseded materials, titles infrequently used, no longer of interest or in
demand, unnecessary duplicates, and worn out or damaged items.
Materials that are no longer useful in the light of stated objectives and other factors, such
as public demand, physical condition, age, and space considerations, will be systematically
deleted from the collection. This includes the condition of the item, its circulation rate
over the past several years, and its quality level as determined by staff. For nonfiction
materials, a determining factor will also be the age of the item – particularly in the science
and health-related areas where timeliness is of vital importance. Individual bias and
interest must not be allowed to dominate material withdrawal. The community should be
able to find information in the Library on all subjects.
7.2 Disposition of Withdrawn Materials
Discarded materials may be sold or may be given to the Friends of the Fayetteville Public
Library and local non-profit organizations. Priority in these cases will be given to the
Friends of the Fayetteville Public Library.
Some items may be physically discarded if they are significantly damaged, such as missing
pages, or are otherwise not in condition to be sold or reused. Recycling is the preferred
disposal method.
Procedures for the disposal of discarded materials shall not violate local, state, or federal
laws.
7.3 Materials Prone to Theft or Damage
When a book or periodical is discovered to be frequently lost or damaged, it may be held
behind the appropriate public service desk for in-house use by patrons. Patrons must
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deposit a library card, driver’s license, or similar identification for in-house use, which will
be retrieved when the item is returned.
7.4 Materials Not Collected
The Library does not collect textbooks and books in Braille.
7.5 New Formats
New formats will be considered for the collection when, by industry report, national
survey results, and evidence from local requests, a significant portion of the community
has the necessary technology to make use of the format. Availability of items in the format,
the cost per item, and the Library’s ability to acquire and handle items will also be factors
in determining when a new format will be collected. Similar considerations will influence
the decision to delete a format from the Library’s collection.
8. Acquisition Priorities, Gifts, and Recommendations
8.1 Replacements, Duplicates, and Multiple Copies
A replacement is an item purchased to replace a title previously in the collection. Due to
cost constraints and availability, the Library will not automatically replace items
withdrawn because of loss, damage, or wear. Replacement items may be more current,
more comprehensive, or better treatments in the same subject area as the item being
replaced. The Library will not duplicate items in the collection at the expense of the first
copy of an important, but less popular, item needed in the permanent collection.
The Library does not have the budgetary resources to buy multiple copies of every title it
owns. It does, however, buy multiple copies of titles that have high patron demand. The
Library strives to maintain a holds ratio (i.e., for every 5 holds on a title, another copy is
purchased) as allowed by budget constraints.
The need for replacement or duplication in each case is judged by the following factors:
•Accuracy and currency of content
•Number of copies available in the collection
•Coverage of the subject in the existing collection
•Demand
•Availability
•Cost
8.2 Gifts and Donations
All gifts and donations of books and other materials are accepted with the understanding
that they may be used or disposed of as the Library staff determines appropriate in
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accordance with the criteria set forth in this policy. Cash donations intended to purchase
materials, for example as memorials or honoraria, are accepted with the understanding
that the Library will select and purchase materials using the same criteria set forth in this
policy to best meet the needs of the existing collection. See also Fayetteville Public Library
Policy MG, “Gifts and Memorials.”
In special cases, Library staff members may evaluate the items before they are donated in
order to determine whether the item will be added to the collection.
8.3 Patron Requests
Fayetteville Public Library welcomes suggestions from the community concerning possible
purchases of materials. All suggestions are given serious consideration. These suggestions
will be considered by the same criteria as any other materials purchased for the Library. In
cases when the request is for an item that would otherwise be considered borderline, the
Library will generally attempt to order the material as the budget permits. Items that are
not purchased based on patron requests may be available through Interlibrary Loan (see
Policy LI).
9. Reconsideration of Library Materials
See Fayetteville Public Library Policy MR, “Reconsideration of Library Materials,” for this
procedure.
10. Library Collections
Fayetteville Public Library strives to meet the diverse reading needs of the community.
Library collections are developed to increase accessibility of materials and will be
organized, marked, and maintained to help patrons find the materials they want. Parents
and guardians have the right and responsibility to guide and direct the reading choices of
their own minor child(ren). The Library does not stand in place of parents (in loco
parentis).
The following section outlines the various collections and related selection criteria.
10.1 Adult Fiction
Fiction and literature are heavily used within the community. When possible, Fayetteville
Public Library will strive to have complete holdings by all the best contemporary fiction
authors – both American and international. The collection should also serve as a repository
for the standards of world literature and serve as a representative archive of the world of
fiction.
In addition, the Library will have a strong collection of the works of local writers and a
collection of popular and genre fiction sufficient to meet the reading needs of the
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community. The collection will include comprehensive collections of writings by the most
popular contemporary writers. The collection will also include a variety of more esoteric
fiction to add balance and depth to the collection. The goal is to build a collection
emphasizing a variety of viewpoints, forms, and techniques.
10. 2 Adult Nonfiction
The nonfiction collection will meet the informational and reading needs of the community.
It should contain both current, popular items and up-to-date information for the broadest
possible range of subject areas. The Library will also own contemporary and classic
standard works from all general subject areas.
The nonfiction collection emphasizes timely, accurate, and useful informational materials
to support individual and community interests. Materials are selected to represent a
continuum of opinions and viewpoints when available. Titles with sustaining value and
those of current, accepted authority are part of the Library collection. As a new field of
knowledge emerges, the Library responds with timely additions.
10.3 Arkansas-Related Publications
The following is a summary of the areas of emphasis of this collection:
1.) The Library will purchase all Arkansas-related publications by the University of
Arkansas Press and supplemental titles from the Press as demand warrants.
2.) The Library will own all books dealing with Arkansas in its entirety, and most
general overviews of large regions within the state including histories and natural
science materials. Exceptions to this rule include scholarly materials that would
significantly overlap the collections at the University of Arkansas.
3.) Map collection: The Library will own up-to-date topographical maps for
Northwest Arkansas and detailed highway maps for the entire state.
4.) Vertical Files: The Library will select extensively from newspapers and
magazines for Fayetteville and Washington County-related information, including
information related to biographies, architectural information, events, institutions
and organizations, places of historical significance, industry, and business. The
Library will also collect this sort of information statewide on a more limited basis.
10.4 Award Winners
The Library will, as available, own the complete holdings of the major award winners. For
adults, these include, but are not limited to: The National Book Award, Pulitzer Prize
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winners, The Nobel Prize for Literature, The National Book Critics Circle Award, and the
Pen/Faulkner award. In addition, the Library will have extensive holdings for each of the
authors who have won these prizes. For teen fiction, this will include, but are not limited
to: the Michael L. Printz Award, the William C. Morris YA Debut Award, the American
Indian Youth Literature Award, the Asian/Pacific American Award for Literature, the
Stonewall Book Award, the Pura Belpré Award, the Schneider Family Book Award, and the
Eisner Award. For children’s materials, this will include, but are not limited to: The
Newbery Medal, the Caldecott Medal, Pura Belpré Award Winners, Coretta Scott King
Award , and two Arkansas awards: the Charlie Mae Simon and The Diamond Primary
awards. The Library will also actively collect authors and titles from required reading lists
from local K-12 schools.
10.5 Audiobooks
The audiobook collection will contain fiction and nonfiction titles, emphasizing fiction. It
will also contain both popular and literary works, with an emphasis on the former. It is not
intended as a comprehensive collection, but instead as a sampling of the best in
contemporary popular fiction, supplemented by a variety of nonfiction and literary fiction
titles. The high prices of unabridged audio books mean that cost will frequently be a
significant issue in determining which titles are selected.
10.6 Bookmobile Collection
The Library’s bookmobile collection will reflect the informational, recreational, and
cultural reading needs of youth, teens, and adults. The collection is a standalone collection,
treated as its own branch, and will prioritize popular titles and community
recommendations.
10.7 eBooks and eAudiobooks
The Library applies the same purchasing standards to its eCollections. In addition to
locally curated collections, eBooks are made available through subscription services. In
these instances, selections may not match the selection criteria outlined in this policy.
When feasible, the Library will partner with other libraries to provide online resources
and digital content. In those instances where the Library shares a collection or resources
with other libraries, Fayetteville Public Library’s circulation policies and collection
development policies, including requests for reconsideration, may not be applicable.
10.8 Equipment
Fayetteville Public Library may lend certain equipment, e.g., laptop computers, routers,
and a/v equipment, based on emerging formats and community needs. Equipment will be
evaluated for inclusion in the collection as technology advances and funding permits.
Special terms and conditions for use may apply.
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10.9 Genealogy and Local History
The following is a summary of the goals of the Grace Keith Genealogical Collection, and a
hierarchy of purchasing, in descending order of emphasis:
1.) The Fayetteville Public Library will own a comprehensive collection of
genealogy and local history materials for Washington, Benton, Carroll, and Madison
counties. The exception to this rule is in cases where the holdings of the University
of Arkansas would make such a collection impractical and/or unnecessary. Family
histories, family records, etc. for the entire region will be collected.
2.) After these primary needs are met, significant additional resources from
throughout Northwest Arkansas – roughly defined as Crawford, Franklin, Johnson,
Newton, Marion, Searcy, Pope, and Boone counties –all Arkansas counties will be
collected. This includes information surrounding both family records and broader
histories of individual counties and regions.
3.) Genealogy and local history materials from the rest of the state will also be
collected. This includes information surrounding both family records and broader
histories of individual counties and regions. Noting significant holdings in Little
Rock and Fort Smith, materials covering these regions will not be an emphasis.
4.) Information on neighboring states and states with high patterns of migration to
Arkansas. While the collection represents all the states and has an Arkansas focus,
Virginia, North Carolina, South Carolina, Georgia, Kentucky, Tennessee,
Pennsylvania, Missouri, and Maryland will be well represented because they were
the principal states from which early settlers migrated to Arkansas.
5.) Areas beyond the scope of emphasis stated above will be collected as the budget
allows. Donations of these materials will be accepted and considered for the
collection. Special purchases may also be considered when the budget permits and
demand for the materials warrants their selection.
10.10 Graphic Novels
The Library will develop a graphic novel collection of core and popular titles that serve the
informational and recreational interests of children, teens, and adults. The Library strives
to choose graphic novels that serve a wide age range of audiences and that cover a wide
range of interests and ideas. Children’s graphic novels are shelved in the Grade School
Library, teen graphic novels in the Teen Library, and adult graphic novels in the Adult
Collections. Selection criteria include reviews, quality, awards, patron demand, popularity
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of similar works in the collection, and importance of the work to the history of the
medium.
10.11 Juvenile Audiobooks
The juvenile audiobook collection will contain fiction and nonfiction titles and titles with
an accompanying read-along book. It will contain popular, award-winning titles in both
abridged and unabridged formats, with an emphasis on unabridged. The goal of this
collection is to provide a sampling of the best materials available in this format – including
Newbery, Charlie Mae Simon, and Printz award winners. It will also include a range of
popular and recommended titles.
10.12 Juvenile Fiction
Fayetteville Public Library strives to have a collection that satisfies the informational,
recreational, and cultural reading needs of children from infants through age 12. The first
objective in selecting children’s fiction is to encourage the child’s joy in being read to and
in reading. Fiction is offered for education and entertainment purposes for children of all
abilities and reading levels. The children’s fiction collection will attempt to have complete
holdings of award-winning fiction titles, complete series by popular authors, books
considered to be classics, and multiple copies of current fiction in high demand. The
collection will strive to meet the reading needs of the Library’s diverse community of
users. This collection also serves parents, teachers, and other adults who use children’s
materials.
10.13 Juvenile Film
The children’s film collection will offer a variety of movies rated G and PG by the Motion
Picture Association of America (MPAA) that are geared toward children age infant through
age 12. Non-rated film will be included as appropriate when the item falls outside MPAA
jurisdiction, for example television series, or the film’s creation pre-dates the MPAA
ratings system. The primary focus will be education and entertainment. This collection
will feature award-winning movies in addition to classics, family movies, and popular
titles. The nonfiction collection will offer instructional, self-help, and educational titles.
10.14 Juvenile Nonfiction
The juvenile nonfiction collection will meet the informational demand for school
assignments and reports, as well as the recreational reading needs of children infants
through sixth grade. It should contain current and timely information, in addition to
popular subject areas. The Library will continually seek to interact with local schools in an
effort to purchase materials that will meet the needs of area students. The Library will
support and enhance its collection to reflect the curriculum needs as well as the interests
of the community. This collection also serves parents, teachers, and other adults who use
children’s materials.
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11
10.15 Large Print
The Library houses a significant collection of large-print materials. The Library will collect
many best-selling large print general fiction titles, as well as new publications in the genres
of romance, mystery, western, and inspirational fiction. A sampling of the best
contemporary literary fiction and nonfiction titles will round out the collection.
Due in large part to the limited availability and pricing structure for these materials,
standing order plans may be used to obtain them. The materials will focus on popular
genres and recognized and desirable contemporary authors. These plans will be
supplemented with the purchase of popular titles. Due to cost issues, and the fact that
specific titles are often unavailable and/or difficult to obtain in a large print format, this
collection will not be a comprehensive one.
10.16 Lucky Day Collection
The Library’s Lucky Day collection emphasizes bestsellers and popular materials. This
collection is updated frequently in order to provide high demand titles, and the collection
is not holdable so that patrons are likely to find a high demand title on the shelf. In
addition to bestseller and award lists, hold ratios and local Library circulation statistics are
consulted when selecting materials for this collection.
10.17 Music Collection
The music collection at the Fayetteville Public Library will have substantial holdings of
classical/opera, folk/country, pop/rock, and blues/jazz. In these areas, the Library will
actively collect the best contemporary and classical works. While the Library will not
strive for a comprehensive collection, the Library will actively collect a range of selections
within these areas, striving for a sampling of what is currently popular, as well as an
overview of the best performers within the genres.
The Library will also develop small collections in additional musical genres, including
soundtracks, world music, band music, musicals, etc. These music collections will contain
a sampling of well-reviewed and/or popular items.
10.18 Parenting Collection
The Children’s Library will provide and maintain an up-to-date circulating collection that
will address parenting and child-care issues. This collection will feature award winning
and/or recommended materials consisting of print books, pop-up books, and a variety of
theme kits, puzzles, and instructional kits.
10.19 Periodicals and Newspapers
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The Library will own a wide range of periodicals intended to meet both the reading and
basic research needs of the community. Popular journals will cover a wide range of subject
areas of a general nature, including entertainment, style, sports, music, etc. The Library
will also subscribe to a broad range of news, business, artistic, literary, and health
publications. Back issues of periodicals may be available for circulation.
The Library will also purchase the major newspapers and other publications from
Northwest Arkansas.
The Magazine Collection is supplemented with research databases to which the Library
subscribes. These databases provide timely and versatile information that is often
specialized beyond the scope of the Public Library’s print collection.
10.20 Professional Collection
The Library supports a continuing education collection for the professional development
of its staff. This collection is housed in non-public areas and consists primarily of material
on the subjects of Library administration, Library design, collection development,
personnel issues, and Library procedures. This collection aids staff in job performance and
is used to answer job-related questions and to orient staff members as they begin new
projects. Juvenile professional materials consist of children’s books and books on
storytelling in support of youth programming. Criteria for selection include price,
anticipated usage, potential usefulness, existing coverage, and the availability of the
information by other means.
10.21 Read Aloud Collection
The Read Aloud collection will contain circulating children’s fiction and nonfiction, as well
as guides for parents and caregivers. The goal of this collection is to promote families
reading together and reading to children. Materials for this collection will be researched
by staff, reviewed by professional media, and recommended by experts for reading aloud.
Award-winning and popular items will be selected.
10.22 Reference Collection
Reference materials are for use in the Library. They provide quick, concise, and up-to -date
information and index other material in the collection. They are by their nature designed
to be consulted for definite items of information rather than to be read sequentially.
Inclusion in the Reference Collection is determined by factors such as cost, complexity,
format, authoritativeness, frequency of use, and indexing. When demand dictates and cost
permits, additional copies are purchased for lending.
Materials in this collection cover all subjects ranging in degree of difficulty from juvenile to
beginning research level.
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13
To a limited extent, items not falling strictly within the reference format, but in high
demand by Library users may also be included in the reference collection to allow
maximum use and to ensure their availability.
10.23 Research Databases
Electronic materials play an important role in the Library’s collection. In addition to
standard criteria used in selecting other formats, special selection criteria for electronic
materials include ease of use, uniqueness of content, technology requirements, vendor
reputation and customer service, availability for remote access, and cost.
10.24 Roberta Fulbright Special Collection
Roberta Fulbright Special Collection consists of materials that maintain a unique emphasis
on books and materials on Roberta Fulbright and the Fulbright family; items that represent
the history, creativity, and beauty of Arkansas; signed editions of local or significant
authors/illustrators; and University of Arkansas yearbooks which fill gaps within the
collection. Items for this collection may either be donated or purchased. Responsibility for
this collection rests with members of the Adult Services Staff.
Selection Criteria
Items considered for this collection will be evaluated using the following criteria:
1.) The rarity of the item
a.) Item is out of print, extremely old, collectible, or hard to keep available in
the circulating or reference collections
b.) Items focusing on rare local, regional, or state themes or topics which
have been issued through standard publishers, by self-publishing methods,
or in a serial format may be considered
c.) Item requires additional security
2.) Any special or significant value the item has to the Library or to the community
a.) Item has unique physical qualities or provenance
b.) Item reflects the literary interests and character of the community
c.) Item highlights significant events and/or individuals from Arkansas
3.) The condition of the item
The Library will utilize the following definitions and guidelines when
making decisions regarding item condition. Donations or other materials to
be considered for the Roberta Fulbright Special Collection should be in
“Fine/Like New” condition or “Very Good” condition. Case-by- case
determinations can be made for items in “Good” condition. Only under
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14
exceptional circumstances should items in “Fair” condition be considered
for this collection. Items in “Poor” condition will not be selected for this
collection.
Condition definitions
a.) Fine/Like New: These books possess a fresh, crisp appearance,
show no defects and little usage. Older books may show minor flaws.
b.) Very Good: These books show some signs of wear and are no
longer fresh. These books retain a visually pleasing appearance, with
nice dust jackets and clean text pages.
c.) Good: Typically, this category includes the condition of the average
used book with all its text pages present. Books with loose bindings,
highlighting and torn dust jackets can fall into this category.
d.) Fair: These books are obviously well-worn, but no text pages are
missing; however, it may be missing its endpapers or its title page.
There might be markings, but they do not interfere with readability.
Items are often visually unappealing.
e.) Poor: All text is legible but may be age-stained, soiled, and have
binding defects. These items are visually damaged and may contain
molds or mildews that could damage other items in the collection.
10.25 Teen Fiction
Fayetteville Public Library strives to meet the informational, recreational, and cultural
reading needs and interests of young adults ages 12 through 18. The collection will strive to
meet the reading needs of the Library’s diverse community of users. Fiction for young
adults recognizes the special characteristics of this age group, including the need to
identify with others, peer pressure in the area of behavior and conduct, and a search for
self-identity, self-worth, and independence from family. The teen fiction collection will
attempt to have complete holdings of award-winning fiction titles, complete series by
popular authors, books considered to be classics, multiple copies of current fiction in high
demand, and titles on standard reading lists.
10.26 Teen Nonfiction
The purpose of the teen nonfiction collection is twofold: 1.) To provide a collection of
materials relevant to the teenagers of the community in meeting their educational and
informational needs. 2.) To meet the recreational reading requirements of this population
of the community. The Library will continually seek interaction with local schools in an
effort to correlate Library purchases with the needs of area students.
10.27 Teen Test Prep
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15
Teen Test Prep provides resources for practice, study, and test taking. This collection
focuses on college admission tests and strategies, as well as resources to support advanced
placement courses and scholarship applications.
10.28 Video
The video collection consists of both feature films and nonfiction works. The feature film
collection will include a mix of titles from different regions of the world and from different
eras of filmmaking. Award winners, television dramatizations and nonfiction shows such
as are found on popular streaming platforms will be collected when available. The primary
objective is to offer the best quality materials based on the community’s general and
special character and interests. The Library shall try to not only satisfy existing demands
but will attempt to anticipate potential needs of patrons.
The Library’s emphasis in purchasing will be to select films of the highest quality – a wide
range of the best of international, independent, and classic cinema. Particular emphasis
will be given to developing complete holdings by renowned directors and on developing a
collection that will serve as a representative history of film. The Library will also purchase
contemporary, high-quality, popular cinema.
The nonfiction collection includes instructional, self-help, and travel selections. It will also
feature a broad sampling of each year’s best documentary films.
10.29 World Languages
Due to the growth of the region’s Spanish-speaking and reading population, the Library
will develop holdings of both popular and literary fiction in the Spanish language in the
adult, teen, and juvenile collections. Along with popular appeal, world language titles focus
on cultural representation, requests from native speakers, and family appeal. In addition,
the Library will have small collections in other languages, which are targeted toward
literary fiction for students of those languages. The collections are not comprehensive, but
they contain titles representing a range of fiction and nonfiction and will grow in
conjunction with community demand as available through Library vendors. Along with
personal interest titles, the collection will include English Language Learning materials
and holdings that support acquiring U.S. citizenship. As community needs evolve,
languages collected may change.
39
MEMO
To: Fayetteville Public Library Board of Trustees
From: David Johnson, Executive Director
Date: August 21, 2023
Re: Genealogy Research and Obituary Fees
Background:
Since at least 2001, FPL’s genealogy research and obituary fees have been set at $15 per hour for
research and $8 for one obituary retrieval. In 2001, the genealogy team had four team members to
assist both in-person patrons and research requests from those that could not make it to Fayetteville
for research. Since that time, we have elevated the profile of the collection in size and reputation,
but the team is down to two team members.
Discussion:
After looking at fees from private researchers, public libraries, academic research facilities and
historical societies, the Library want to increase research and obituary fees.
Many public libraries have cut the service completely and others offer this kind of research with fees
($20-$25 per hour) and very restrictive research time limitations. Academic institution examples
typically landed around $30 per hour and private researchers scaled from $60-$120 per hour with
additional fees applied as needed.
Starting January 1, 2024, FPL plans to increase genealogical research fees to $20 per hour and local
obituary retrieval fees at $10 per obituary request.
40
Fayetteville Public Library Foundation
General Fund Highlight of Revenue and Expenditures
(Preliminary: Subject to Audit)
For Month Ended June 30, 2023
This is a summary report focused primarily on the following funds: Fund 91 (Operations) and Fund 96 (Capital Campaign) as
of June 30, 2023. Approximately 50% of the calendar year is completed.
Budget Threshold: Year-to-date (YTD) revenue collected, and YTD budget spent should be approximately 50% of target.
General Fund Revenue (Fund 91 – Foundation Operating) Unrestricted:
•YTD Unrestricted “Operating Revenue” category totals $248,260, which is 66.20% of target.
•Total YTD unrestricted revenue, including transfers, is $323,260, which 61.57% of target.
Chart 1: Chart reflects an aggregate of revenue grouped by source.
* December 2022 bar graph excludes the $833k in-kind gift (non-cash item - artwork); however, it is reflected in the financials.
Chart 2: Chart reflects only annual renewals and outright gifts revenue recorded in GL account 4012 (Annual Fund).
0
20,000
40,000
60,000
80,000
100,000
120,000
140,000
160,000
180,000
Revenue Composition Trend
Grants Lease Income Contributions & Donations Annual Fund Event Revenue Event Sponship Transfers
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
2019 $4,437 $1,152 $1,545 $1,213 $2,735 $1,442 $5,680 $3,555 $990 $2,330 $800 $36,540
2020 $7,005 $11,105 $2,247 $2,837 ($1,772 $643 $6,483 $2,358 $1,983 $2,388 $1,653 $9,993
2021 $8,038 $2,063 $5,013 $1,250 $11,747 $6,882 $1,567 $3,350 $5,902 $4,393 $7,976 $39,048
2022 $13,360 $1,404 $9,764 $16,252 $6,764 $6,563 $18,638 $5,729 $4,571 $8,076 $17,826 $36,560
2023 $7,843 $15,688 $4,968 $41,386 $9,754 $5,720
($5,000)
$0
$5,000
$10,000
$15,000
$20,000
$25,000
$30,000
$35,000
$40,000
$45,000
Annual Fund Revenue
5-year Trend
41
General Fund Expenditures (Unrestricted):
•Overall YTD expenditures are within budget. Materials & Supplies category is over budget due to unplanned expenses
related to support services for Salesforce and prospect research and donor wealth screening tool, totaling
approximately $7,000.
Balance Sheet Highlights – June 30, 2023:
Daily cash on hand: 291
Cash and Cash Equivalents: Fund 91: $746,131 Fund 96: $1,335,428
Accounts Receivables:Fund 91: $169,121 Fund 96: $3,469,392 (pledges,net)
Accounts Payables:Fund 91: $85,734 Fund 96: $25,762
Notes Payable:Fund 96: $5,879,901
0
20,000
40,000
60,000
80,000
100,000
120,000
140,000
Personnel Materials &
Supplies
Services &
Charges
Maintenance Misc. Expense Debt Service
Expenses YTD Budget vs. Actual
YTD Budget YTD Actual
0
50,000
100,000
150,000
200,000
250,000
300,000
350,000
Receipts and Disbursements
Cash Outflows Cash Inflows
42
Capital Campaign – Long Term Debt:
Chart 5: Shows the shortfall between Long term debt and pledge receivables designated to the building expansion.
Chart 6: Shows trend of long term debt balance over time.
$5,879,901
$3,469,392
-$2,410,509
-$3,000,000
-$2,000,000
-$1,000,000
$0
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
$7,000,000
Jun-2023
Capital Campaign Shortfall Comparison: LT Debt vs. Pledge Receivable
LT Debt Balances
Pledge Receivable
Short Fall
43
Fayetteville Public Library Foundation
General Fund Highlight of Revenue and Expenditures
(Preliminary: Subject to Audit)
For Month Ended July 31, 2023
This is a summary report focused primarily on the following funds: Fund 91 (Operations) and Fund 96 (Capital Campaign) as
of July 31, 2023. Approximately 58% of the calendar year is completed.
Budget Threshold: Year-to-date (YTD) revenue collected and YTD budget spent should be approximately 50% of target.
General Fund Revenue (Fund 91 – Foundation Operating) Unrestricted:
•YTD Unrestricted “Operating Revenue” category has exceeded plan by 18% or approximately $24,966, which is
attributable to YTD sponsorships and outright gifts. In July, a gift of $25,000 was received for operational needs.
•Total YTD unrestricted revenue, including transfers, is $564,163.00, which is 70% of target.
Chart 1: Chart reflects an aggregate of revenue grouped by source.
* December 2022 bar graph excludes the $833k in-kind gift (non-cash item - artwork); however, it is reflected in the financials.
Chart 2: Chart reflects only annual renewals and outright gifts revenue recorded in GL account 4012 (Annual Fund).
0
20,000
40,000
60,000
80,000
100,000
120,000
140,000
160,000
180,000
Revenue Composition Trend
Grants Lease Income Contributions & Donations Annual Fund Event Revenue Event Sponship Transfers
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
2019 $4,437 $1,152 $1,545 $1,213 $2,735 $1,442 $5,680 $3,555 $990 $2,330 $800 $36,540
2020 $7,005 $11,105 $2,247 $2,837 ($1,772 $643 $6,483 $2,358 $1,983 $2,388 $1,653 $9,993
2021 $8,038 $2,063 $5,013 $1,250 $11,747 $6,882 $1,567 $3,350 $5,902 $4,393 $7,976 $39,048
2022 $13,360 $1,404 $9,764 $16,252 $6,764 $6,563 $18,638 $5,729 $4,571 $8,076 $17,826 $36,560
2023 $7,843 $15,688 $4,968 $41,386 $9,754 $5,720 $35,208
($5,000)
$0
$5,000
$10,000
$15,000
$20,000
$25,000
$30,000
$35,000
$40,000
$45,000 Annual Renewals and Outright Gifts
5-year Trend
44
General Fund Expenditures (Unrestricted):
•YTD expenditures are 59% of budget. No significant or unexpected expenses.
Balance Sheet Highlights – June 31, 2023:
Daily cash on hand: 244
Cash and Cash Equivalents: Fund 91: $767,514 Fund 96: $1,346,287
Accounts Receivables:Fund 91: $170,178 Fund 96: $3,464,438 (pledges,net)
Accounts Payables:Fund 91: $83,964 Fund 96: $25,762
Notes Payable:Fund 96: $5,879,901
0
20,000
40,000
60,000
80,000
100,000
120,000
140,000
160,000
Personnel Materials &
Supplies
Services &
Charges
Maintenance Misc. Expense Debt Service
Expenses YTD Budget vs. Actual
YTD Budget YTD Actual
0
50,000
100,000
150,000
200,000
250,000
300,000
350,000
Jul-2022 Aug-2022 Sep-2022 Oct-2022 Nov-2022 Dec-2022 Jan-2023 Feb-2023 Mar-2023 Apr-2023 May-2023 Jun-2023 Jul-2023
Receipts and Disbursements
Cash Outflows Cash Inflows
45
Capital Campaign – Long Term Debt:
Chart 5: Shows the shortfall between Long term debt and pledge receivables designated to the building expansion.
Chart 6: Shows trend of long term debt balance over time.
$5,879,901
$3,464,438
-$2,415,463
-$3,000,000
-$2,000,000
-$1,000,000
$0
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
$7,000,000
Jul-2023
Capital Campaign Shortfall Comparison: LT Debt vs. Pledge Receivable
LT Debt Balances
Pledge Receivable
Short Fall
46
Code JC
Date Approved
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; 10/17/22;
Policy Name 2024 Closed Days
Monday, January 1 New Year’s Day
Monday, January 15 Martin Luther King Jr. Day
Sunday, March 31 Easter Sunday
Monday, May 27 Memorial Day
Wednesday, June 19 Juneteenth
Thursday, July 4 Fourth of July
Monday, September 2 Labor Day
Thursday, November 7 Staff Training Day
Wednesday, November 27 @ 5 p.m.
Thursday, November 28 Thanksgiving
Friday, November 29 Day after Thanksgiving
Tuesday, December 24 Christmas Eve Day
Wednesday, December 25 Christmas Day
Tuesday, December 31 New Year’s Eve
47
Fayetteville
Public Library
Foundation
MEMO
To: Fayetteville Public Library Board of Trustees
From: FPL Foundation Board, Governance Committee
Date: August 21, 2023
Re: Updating Fayetteville Public Library Foundation Bylaws
Background:
The Fayetteville Public Library Foundation is proposing changes to its bylaws. It is important to
periodically review and update them, as nonprofit governing boards are legally required to have them.
The last time the bylaws were updated was in 2019 with the seventh edition. Changes in the eighth
edition include increasing the maximum size of the board, decreasing the four-term limit, updating the
committee names, and removing the requirement of the Board of Directors to confirm committee
appointment nominations.
Recommendation:
It is recommended that the Board of Trustees approve the changes to the Foundation bylaws.
48
1
Eighth Amended and Restated Bylaws of
Fayetteville Public Library Foundation
ARTICLE I. Name
Section 1. Name. The name of the corporation is the Fayetteville Public Library Foundation (the “Foundation”).
Section 2. General Office. The general and principal office of the Foundation in this state shall be located at
the Fayetteville Public Library, 401 West Mountain Street, Fayetteville, Arkansas 72701.
ARTICLE II. Purpose
Section 1. Basic Purpose. The Foundation shall have as its basic purposes:
1.Fundraising on behalf of the Fayetteville Public Library.
2.Establishing a structure to receive and administer endowments and other gifts, borrow, and issue
bonds to and for the benefit of the Fayetteville Public Library.
3.Advancing the role of this library in encouraging reading, knowledge acquisition, and a love of
literature.
Section 2. Ancillary Purposes. The Foundation shall, in pursuit of its basic purpose, engage in the following
pursuits:
1.To establish, promote, maintain, endow, and render aid and assistance, financial or otherwise, to the
Fayetteville Public Library.
2.To encourage individuals and organizations to make financial contributions to support the Fayetteville
Public Library.
3.To help build, remodel, and maintain appropriate facilities for the Fayetteville Public Library.
4.To purchase, for the Fayetteville Public Library, library materials, or to make funds available for such
purposes.
5.To purchase, for the Fayetteville Public Library, equipment, or other capital assets to be donated or
leased to the Fayetteville Public Library.
6.To sponsor, for the Fayetteville Public Library, special events and author appearances, or to make
funds available for such purposes.
7.To establish certain memorials in cooperation with the donors.
8.To accept gifts of property or material as deemed appropriate by the Board of Directors.
9.To maintain funds as needed and established by the Board of Trustees of the Fayetteville Public Library
(“Board of Trustees”) and the Foundation Board of Directors for the benefit of the Fayetteville Public
Library, including from the proceeds of endowments, gifts, and other charitable donations, loans through
private financing, and bond issues.
ARTICLE Ill. Directors
Section 1. Director Membership
1.The Board of Directors of the Foundation shall be composed of between three (3) and twenty (20)
individuals.
2.These individuals shall include a voting member of the Board of Trustees and such other persons as
are elected by a majority vote of a quorum of the Board of Trustees.
3.The election of Director(s) by the Board of Trustees shall occur at any regular or special meeting of the
Board of Trustees prior to the October meeting of the Foundation.
4.Each Director shall serve a term beginning on September 1 of the year the Director is elected.
5.Directors' full terms shall be for three (3) years.
6.The terms of Directors shall be staggered so that at least one Director is elected each calendar year.
7.The number of full consecutive terms that a Director may serve is two (2).
8.The Executive Director of the Fayetteville Public Library shall serve as an advisory, non-voting member
of the Board of Directors of the Foundation.
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2
Section 2. Duties
1.Directors shall attend all meetings unless prior notice is given to the President.
2.Directors shall serve on committees as assigned.
3.Directors must abide by all policies of the Fayetteville Public Library applicable to such persons.
4.Directors shall receive no compensation for their service, but subject to Board of Director approval,
any Director may be reimbursed for expenses incurred while performing duties for the Foundation. .
Section 3. The Board of Directors of the Foundation endorses and incorporates by reference herein the
Association for Library Trustees and Advocates’ “Ethics Statement for Public Library Trustees.”
Section 4. Indemnification
1.The Foundation shall indemnify and hold harmless to the extent of insurance available each Director
now or hereafter serving the Foundation from and against any and all claims and liabilities to which he
or she may become subject by reason of his or her now and hereafter being or having heretofore been
a Director of the Foundation or by reason of his or her alleged acts or omissions as such Director.
2.The Foundation shall purchase and maintain insurance on behalf of any person who is or was a
Director against any liability asserted against him/her and incurred by him/her in any such capacity, or
arising out or his/her status as such, whether or not the Foundation would have the power to
indemnify him/her against such liability under the provisions or this Section.
ARTICLE IV. Officers
Section 1. Organization
1.The Officers of the Board of the Directors shall consist of a President, a Vice-President, a
Secretary, and a Treasurer and such other Officers as shall, from time to time, be elected, as provided
by the Board of Directors.
2.The Officers shall be chosen from among the Directors.
3.All Officers shall be elected by the Board of Directors of the Foundation at a meeting of said
Board called for that purpose.
4.Each of the Officers of the Board will serve one (1) year in their elected positions.
5.An Officer may be reelected to the same office for up to four (4) additional, consecutive one (1)
year terms.
6.An Officer who has completed his or her tenure in one office may be elected to a different office.
7.The same person may simultaneously hold the positions of Secretary and Treasurer.
Section 2. Duties
1.President
The President shall preside at all meetings of the Board of Directors, and shall have general supervision of
the affairs of the Foundation in accordance with the policies and directives approved by the Board of
Directors, see that all orders and resolutions of the Board of Directors are carried into effect. The President
shall serve as ex-officio member of all committees excluding the nominating committee.
2.Vice-President
In the absence, disability, or under the direction of the President, the Vice-President shall be vested with all
the powers and perform all the duties of the President, and shall have such additional powers and perform
such additional duties as shall be ordered by the Board of Directors.
3.Secretary
The Secretary shall ensure that all required notices of meetings of the Board of Directors are given; shall
ensure all proceedings at the meetings of the Board of Directors be kept; and shall perform such other
duties as may be assigned by the President or Board of Directors.
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3
4.Treasurer
The Treasurer shall have the supervision of all funds of the Foundation. The Treasurer shall supervise
deposits of the Foundation, receipts, and all budgetary expenses approved by the Board of Directors. The
Treasurer shall supervise the audit of the finances of the Foundation, ensure appropriate tax returns are
filed, render statements of financial condition and serve as chair of the Finance Committee. The Treasurer
shall ensure the procurement of an appropriate bond in an amount to be determined by the Board of
Directors, from an insurer authorized to transact business in this state. The Treasurer will serve on the
Board of Trustees audit committee as needed.
ARTICLE V. Committees
Section 1. Members of standing and special committees shall be approved by the Directors. All committees
shall consist of at least three (3) members. Special committees are automatically dissolved upon completion of
the assignment. Standing committees will include, but not be limited to the following:
1.The Governance Committee shall be responsible for recommending candidates for positions as
Directors and Officers, as set forth in policy. It shall work with the President to establish and oversee the
new Director orientation process. In addition, it shall recommend to the President chairs for all standing
committees, other than the Governance Committee itself.
2.The Finance Committee shall approve the annual budget prior to its presentation to the Board of
Directors. It shall provide fiscal guidance to the Board of Directors and shall perform all duties
prescribed by the Board of Directors relating to the financial stability of the corporation. The Treasurer
shall serve as the chair of the Finance Committee. The Finance Committee may recruit, at the
discretion of the President, non-board members to serve on the Finance Committee to advise on
matters germane to the purpose of the Finance Committee.
3.The Fund Development Committee shall approve the annual fundraising goals and programs, and
make fundraising and development program recommendations to the Board of Directors. It will assist
the library's development office in fulfilling strategic goals in relation to the annual fund drive, the
endowment fund, capital campaigns, and other fundraising events. The Fund Development
Committee may recruit, at the discretion of the President, non-board members to serve on the Fund
Development Committee to aid in achieving fundraising goals.
Section 2. The President shall appoint the chair of each committee if one is needed.
Section 3. No committee shall have other than advisory power unless, by suitable action of the Board, it is
granted specific power to act.
ARTICLE VI. Meetings
Section 1. The Board of Directors is required to meet at least once per calendar quarter for the transaction of
business.
Section 2. A special meeting of the Board of Directors may be called at any time or place by the President or
Vice-President, or in their absence or inability to act, the same may be called by any two members of the Board
of Directors. By unanimous consent of the Directors, regular or special meetings of the Board of Directors may
be held without notice of any time or place.
Section 3. Notice of all regular and special meetings shall be electronically mailed to each Director by the
Library's Executive Director, or his or her designee, at least two (2) days before the time fixed for such
meeting unless notice is waived. All notices of special meeting shall state the purpose thereof and the time and
place where the meeting is to be held.
Section 4. A quorum for the transaction of business at any meeting of the Board of Directors shall consist of
the majority of the members of the Board of Directors; but the Directors, although less than a quorum, shall
have the power to adjourn the meeting from day to day or to some future date. 1
51
4
Section 5. Any Director may be removed, with or without cause, by the vote of two-thirds (2/3) of the members
of the Board of Trustees at any special meeting called for the purpose.
Section 6. The Board of Directors may take action without meeting only with the written consent of three-
fourths (3/4) of all voting members of the Board of Directors. A signed consent, or signed copy thereof, shall
be kept of record in the principal office.
ARTICLE VII. Finances
Section 1. The financial affairs of the Foundation shall conform to all applicable local, state and federal laws.
Section 2. Audits
The accounts of the Foundation shall be subject to an annual defined external audit by a qualified auditor
retained by the Foundation. Copies of the audit report shall be supplied to the President, to the Board of
Trustees and to the city of Fayetteville, Arkansas Accounting Department.
ARTICLE VIII. Amendments
These by-laws may be amended upon a vote of the majority of a quorum of the Board of Trustees present at any
meeting of such Board of Trustees when proper notice of such proposed amendment has been given.
UPON MOTION DULY MADE, seconded and ____________ adopted, the undersigned, being the members of
the Board of Trustees of FAYETTEVILLE PUBLIC LIBRARY do hereby adopt the foregoing Eighth Amended
and Restated Bylaws, Articles I through VIII, inclusive, as the Bylaws of the Fayetteville Public Library Foundation
and said Bylaws are amended and restated by the undersigned this ________ day of _______________, 2023.
___________________________________
______________, President of Board of Trustees of Fayetteville Public Library
Additional Members of the Board of Trustees of Fayetteville Public Library
___________________________________
_________________, Vice-President
___________________________________
_________________, Secretary
___________________________________
_________________, Treasurer
52
5
___________________________________
_________________, Trustee
___________________________________
_________________, Trustee
___________________________________
_________________, Trustee
53
Summary of FPLFB Bylaw Amendments
Heading:
•Changed from “Seventh” to “Eighth.”
Article I:
Substantive changes:
•None.
Stylistic and Technical Changes:
•In Section 1, added abbreviation (the “Foundation”) so the Foundation could be
referenced consistently throughout the Bylaws.
•Made various minor word-choice edits so that the document would read
consistently throughout.
Article II:
Substantive changes:
None.
Stylistic and Technical Changes:
•Changed indentions to make consistent with rest of document.
•Capitalized first letter of first word of each prong.
•Added punctuation when it was missing.
•The Bylaws sometimes would refer to the FPLFP as the “Foundation Board” and
other times as the “Foundation Board of Directors” and also would refer to the
FPL Board of Trustees as the “Board of Trustees”, the “Trustees” or some other
moniker. Tried to make the reference to each board consistent throughout the
document.
Article III:
Substantive changes:
•Section 1 updated to allow for 20 members (increased from 16).
Stylistic and Technical Changes:
•Section 1 retitled “Director Membership”.
•Moved “Section 4 to Section 2” and retitled Section 2 “Duties”
54
•Moved Section 5 to Section 3 and moved Section 6 to Section 4. Original
Sections 3 and 4 were related to Officers and not Directors.
•Created new Article IV and moved all Officer-related provisions there.
•Renumbered all remaining Articles accordingly.
Article IV:
Substantive changes:
•None, other than creating new section to house Officer provisions.
Stylistic and Technical Changes:
•Section 1 of Article IV is formerly Section 2 of Article III.
•Section 2 of Article IV is formerly Section 3 of Article III. Renamed it “Duties” from
“Duties of Officers.”
•Added the capitalization of officer titles, consistent references to Board of
Directors, and other stylistic changes.
Article V:
Substantive changes:
•The non-profit statutes state that committee members are to be voted on by the
board. This means that the President cannot appoint members, without board
approval. Thus, Section 1 was reworded to make consistent with Arkansas
statutes.
•Renamed the “Nominating Committee” to the “Governance Committee”.
•Renamed the “Development Committee” to be the "Fund Development
Committee”.
•Clarified that the Finance Committee and Fund Development Committee could
recruit non-directors to serve on those committees.
Stylistic and Technical Changes:
•Renumbered Article IV to Article V.
•Changed reference from “ad hoc” to “special” to make consistent throughout
section.
•Other technical changes made that were consistent with the remainder of the
Bylaws.
55
Article VI:
Substantive changes:
•In Section 3, changed the phrase, “…unless individual members make alternative
arrangements”, which is vague, to “unless notice is waived” which is a term that
is consistent with the notice requirements under the Arkansas statutes.
Stylistic and Technical Changes:
•Renumbered Article V to Article VI.
•Minor stylistic changes consistent with remainder of the
Bylaws.
Article VII:
Substantive changes:
•Section 2 is changed to reflect that the Foundation accounts are subject to an
audit by an auditor retained by the Foundation Board of Directors.
Stylistic and Technical Changes:
•Renumbered Article VI to Article VII.
•Minor stylistic changes consistent with remainder of the
Bylaws.
56
Fayetteville Public Library Foundation
MEMO
To: Fayetteville Public Library Board of Trustees
From: FPL Foundation Board, Governance Committee
Date: August 21, 2023
Re: Proposed Incoming FPL Foundation Board Members
The Fayetteville Public Library Foundation Governance Committee presents to the FPL Board of Trustees
the following candidates for election to the FPL Foundation Board. If accepted, their three-year terms
will begin September 1, 2023.
•Hilary Morgan, Marketing Director, Walton Arts Center
o Nine years' experience working with NWA organizations, corporations, and businesses.
o Enthusiastic about event planning and utilizing creativity.
•Jessica Andrews, Associate Director, McMillan Innovation Studio, University of Arkansas
o Previously held roles in the nonprofit sector; former CEO of 7hills Homeless Center.
o MBA and MPS from UA.
•Chris Franke, Senior Manager, Global Responsibility, Walmart
o Volunteer Cub Scout den leader, baseball coach, Root Elementary's Garden Club leader.
and leads conservation efforts along NWA trails.
•Jerry Perez, IT Project Manager, Tyson Foods
o Serves on Theatre Squared's Corporate Counsel.
o Produces podcast about books in the Center for Innovation.
57
401 W. Mountain St.
Fayetteville, AR 72701
479.856.7000 | www.faylib.org
August 21, 2023
Jennifer Chilcoat
Arkansas State Library
900 W Capitol
Suite 100
Little Rock, AR 72201
Dear Ms. Chilcoat:
The Fayetteville Public Library enthusiastically supports the scholarship application from Terra
Ogle. Terra Ogle is enrolled in the Emporia State University MLS program and has completed
18 hours toward her degree. Since beginning work at Fayetteville Public Library, Terra has
worked hard to acclimate and understand her role. She interacts easily with patrons and has
many kids ask for her by name who had her as a teacher! She easily makes book
recommendations and navigates various patron questions from a public service desk. Terra is
an industrious worker and demonstrates a willingness to pitch in on any project. She leads the
Youth Services team in number of carts shelved per month and participated in the Summer
Reading Kick-off by assisting with Bounce Houses and book giveaways.
The library understands that the applicant must furnish transcripts to you and must remain
employed with an Arkansas public library for at least one year after receiving the scholarship.
We further understand that the money will come to the library which will then disburse the
money to the applicant. Our action in support of Terra is recorded in the minutes of the
Board’s meeting on August 21, 2023.
Sincerely,
David Johnson
Executive Director
58
August 15, 2023
To Whom it May Concern,
My name is Terra Ogle, and I am applying for the Arkansas State Library's MLS Scholarship
Assistance. I am from Fayetteville, and I have been an elementary school teacher in Arkansas
since 2000. I started considering a career change about five years ago. With my education
background and love of books, librarianship was a natural choice for me.
One year ago, I started graduate school to obtain my second Masters degree, an MLS from AL A
accredited Emporia State University. I completed my first year of school with a 4.0 GPA while
also teaching full-time. I resigned from teaching at the end of the 22-23 school year so that I
could focus on my degree. I began working at the Fayetteville Public Library in June so that I
could fully immerse myself in my library studies. I am now a library services generalist in the
Youth Services department, and I love it. A career change was daunting, but I know I made the
right decision.
My goal is to finish my degree and eventually serve my community in a professional position at
FPL. This scholarship would enable me to obtain my MLS without the burden of student loans.
It's a wonderful opportunity, and I thank you sincerely for your consideration.
Terra Ogle
Togle@faylib.org
(479)313-4126
59
Arkansas State Library
Scholarship Assistance Application
Instructions: Complete this form to apply for State Aid fund s to underwrite a scholarship award from your library to an employee who ha s been admitted to the graduate program in an ALA-accredited library school. Attach to this form all appropriate docum entation, such as a letter of admis sion from the library school, a letter of agreement from the employee who will benefit from the local scholarship award, and a copy of the minutes of the meeting of the local library board at which the application was approved. APPLICANT State Aid grant funds are requested to underwrite a scholarship award from this public library to an employee who has been admitted to a graduate program in an accredited library school. The applicant library agrees to award the full amount of the scholarship award to the employee. The employee has agreed to provide transcripts as evidence of credits earned each semester and to remain on the job for a period of one (I) year following grant of aid. If these conditions are not met, the applicant library agrees to refund to the State Library all grant funds paid under this award. fu�e,tl-evi lie H.16UC-L:i bcacy Appli ;c� t Library Name /Vl I C,.J-.. 70\ w ounta. 1 f\o, . Mailing racss eA-±ev1 l le I /rfl..·7 A-; 0 I � 5 <3 \ q
;1y/Ststo/Z� 'iode + 4 �• exteo,tnEmail Address 8' lf _7 43q-5 ---voo Phone Number Name of Library Board Chair (PLEASE PRINT) Signature of Library Board Chair or Official Designee Fax Number Date AGREEMENT I have applied to my employer for a scholarship grant. I am enrolled in a graduate program in an accredited library school and have completed the first twelve (12) hours credit. Supporting documents are attached. I have agreed to furnish transcripts at the end of each semester as evidence of credits earned, to remain employed in an Arkansas public library for at least one year following grant of aid and to fulfill any local requirements. lfl do not fulfill these agreed conditions, I understand that I must repay to the applicant library all fund s paid to me from this award. Date RECOMMENDATION J have reviewed this application and the supporting documents. I recommend that the State Library Board ( ) approve ( ) deny this application. Signature of State Librarian Date ACTION TAKEN In a regular meeting of the State Library Board held on _______________________ the Board voted to ( ) approve ( ) deny this application. Signature of State Library Board Chairman Date 60
•
•
61
High Deductible Health Plan (HDHP)
Rate Tier # EE
Plan
Total
Monthly
Premium
2023
Total
Monthly
Premium
2024
Total
Increased
Cost
Over
2023
25%
Increased
Cost Over
2023 (EE)
75%
Increased
Cost Over
2023 (FPL)
Employee Only 44 $437.02 $453.44 $16.42 $4.10 $12.32
Employee + Spouse 2 $942.52 $977.94 $35.42 $8.85 $26.57
Employee +
Child(ren) 5 $713.98 $740.80 $26.82 $6.71 $20.11
Employee + Family 5 $1,323.54 $1,373.28 $49.74 $12.43 $37.31
PPO Plan
Rate Tier # EE
Plan
Total
Monthly
Premium
2023
Total
Monthly
Premium
2024
Total
Increased
Cost
Over
2023
75%
Increased
Cost Over
2023 (EE)
25%
Increased
Cost Over
2023 (FPL)
Employee Only 6 $839.96 $890.36 $50.40 $37.80 $12.60
Employee + Spouse 1 $1,831.52 $1,941.40 $109.88 $82.41 $27.47
Employee +
Child(ren) 1 $1,511.88 $1,602.58 $90.70 $68.03 $22.67
Employee + Family 2 $2,492.76 $2,642.32 $149.56 $112.17 $37.39
62
Coverage Level # of EE in Plan
Monthly Employee
Premium Contribution
2024
FPL Contribution to
HSA
Monthly Employer
Premium
Contribution 2024
2024 Total FPL Cost 2024 Premium
Employee Only 44 $105.50 $70.80 $347.94 $418.74 $453.44
Employee + Spouse 2 $233.88 $106.66 $744.06 $850.72 $977.94
Employee +
Child(ren)5 $177.17 $132.50 $563.63 $696.15 $740.80
Employee + Family 5 $328.42 $156.66 $1,044.86 $1,201.52 $1,373.28
Coverage Level # of EE in Plan
Monthly Employee
Premium Contribution
2024
Monthly Employer
Premium Contribution
2024
2024 Premium
Employee Only 6 $307.56 $582.80 $890.36
Employee + Spouse 1 $841.39 $1,100.01 $1,941.40
Employee +
Child(ren)1 $694.54 $908.05 $1,602.58
Employee + Family 2 $1,145.16 $1,497.16 $2,642.32
High Deductible Health Plan with HSA/HDHP $3K/$6K
PPO $1000 Traditional Plan
63
MEMO To: From: Date: Fayetteville Public Library Board of Trustees David Johnson, Executive Director August 21, 2023 Fayetteville
Public Library
Re: Board of Trustees of Fayetteville Public Library Bylaws Background:In recent years, the Fayetteville City Council public meetings have extended well past midnight
due to lengthy public comment segments. There were numerous complaints that the public that
they did not have a chance to voice their opinions or were inconvenienced due to the meetings
running well past midnight. In 2017, the City Council imposed a five (5) minute time limit on
individual comments. Discussion: Whenever possible, the Fayetteville Public Library elects to mirror the City of Fayetteville's policies.
Upon review, it was discovered that the Fayetteville Public Library Board of Trustees Bylaws (Policy
CA) did not specify public comment guidelines. To align the Bylaws with the City of Fayetteville
City Council meetings' public comment rules, Section 8 has been included in the Board of Trustees
Bylaws to outline regulations around public comment. Adding a time limit will ensure that all
members of the public will have ample time afforded to them for comments and will not be
inconvenienced due to long-running meetings. The recommended policy also outlines expected
behavior of staff, the Board, and members of the public. Recommendation: Staff request that the Board of Trustees accept changes to the Fayetteville Public Library Board of
Trustees Bylaws (Policy CA) by approving the addition of a "Public Comment" section.
64
Code: CA
Date Approved: 6/8/87
Date Revised: 1/23/98; 9/20/99;
5/15/00; 8/21/00; 4/16/01; 3/15/04;
7/18/05; 7/17/06; 4/16/07; 6/18/07;
4/21/08; 10/18/10; 2/18/2013;
6/15/2020
BY-LAWS
BOARD OF TRUSTEES of the FAYETTEVILLE PUBLIC LIBRARY
ARTICLE I. Authority & Name
Section 1. These by-laws have been adopted pursuant to Section 4 of Act 177 of 1931, sub-chapter 5, of the
Statutes of the State of Arkansas as amended, and City of Fayetteville Ordinance 4402-02.
Section 2. This body shall be known as the Fayetteville Public Library Board of Trustees.
ARTICLE II. Mission Statement
The mission of the Board of Trustees is: (1) to provide public library services to the citizens of the City of Fayetteville
and by reciprocal agreement with other libraries in accordance with the laws of the state of Arkansas; (2) to
demonstrate leadership in performing the mission of the library; (3) to serve as a liaison between the library and the
City of Fayetteville; and (4) to ensure the library meets the informational, educational and recreational needs of the
community.
ARTICLE III. Board Members
Section 1. Membership
1.The Board shall consist of seven members.
2.All trustees shall serve staggered terms of five (5) years and until their successors are appointed and
qualified.
3.Vacancies on the Board shall be filled by the mayor with the approval of city council or governing body.
4.The permanent relocation of any trustee from the city or his/her absence from four consecutive meetings of
the Board, without due explanation, shall render his office as trustee vacant.
5.The trustees shall receive no compensation for their services, and before entering upon the duties of their
office, they shall make oath or affirmation before some judicial officer that they will discharge the duties
enjoined upon them.
Section 2. Organization
1.The Board shall be organized with a President, a Vice-President and Secretary, and a Treasurer elected by
majority vote of the membership.
2.Officers shall be elected and take office at the first regular meeting after new Board members have been
appointed and sworn in. Officers will serve a term of one year. A maximum of three terms may be served in
one office.
3.Vacancies in office shall be as follows:
a.In the event of the resignation or incapacity of the President, the Vice-President shall become the
President for the unexpired portion of the term.
b.Vacancies in officers other than President shall be filled for the unexpired term by special election.
Section 3. Duties of Officers
1. President
The President shall preside at all meetings of the Board. The President may sign and execute all authorized
contracts and other obligations and undertakings in the name of and on behalf of the Board. The President
shall notify the City Clerk of Board vacancies and resignations and advise the City of any particular expertise
that may be desired in an appointee in order to maintain a balanced Board. The President shall be an ex-
officio member of all committees. The President shall appoint special purpose committees as deemed
necessary, specifying the activities and duration of such committees. The President or a designee of the
President will serve as a voting member of the Fayetteville Public Library Foundation Board of Directors.
2.Vice-President
The Vice-President shall perform the duties of the President when the President is absent or unable to
serve.
3.The Secretary
The Secretary shall be a corresponding secretary. Minutes of all meetings of the Board will be the
65
responsibility of a staff member appointed by the library director. The Executive Director is responsible for
ensuring that the minutes are on file and are available for inspection during regular library hours.
4. Treasurer
The Treasurer shall have the supervision of all funds of the library, subject to such regulations prescribed by
the Statutes of the State of Arkansas and the Board of Trustees. The Treasurer shall supervise deposits of
library receipts and sign library checks approved by the Board directly or through budgetary authorizations.
Section 4. Board Member Duties
1.The duties of the Board of Trustees are incorporated into Policy CB.
2.Members shall attend all meetings unless prior notice is given to the President.
3.A quorum shall consist of four of the seven appointed Board members.
4.Each member shall have one vote; no proxy is permitted.
5.Board members shall study the programs and needs of the library, library trends, and library law. They shall
establish policies governing library programs and usage; they shall revise policies when needed to improve
or expand services; they shall formulate long range plans for future development and expansion of library
services; they shall review long range plans annually and revise them as needed; they shall make provision
of library representation at library conventions; they shall actively pursue a public relations policy which will
explain the library services and programs to the public; they shall approve and make available to the City
Council periodic reports in the forms prescribed by Section 9 of Act 177 of 1931; they shall recommend to
the responsible authority an adjustment of the library millage when the needs of the library so indicate.
6.The members of the Board shall advise the Library Director of the needs of the community. The Board will
adopt policies, rules, and regulations under which library services are to be provided and make provision for
representation at State library conventions.
7.The Board shall make periodic reports to City officials as directed by the Statutes of the State of Arkansas.
The Board shall review the library budget, which must be approved by a majority of Board members.
8.The Board accepts responsibility for the maintenance oversight of library building facilities. It shall seek
means to change or increase such facilities when needed.
9.The Board shall have representation at Friends of the Library Board meetings and on the Fayetteville Public
Library Foundation.
Section 5. Code of Ethics
The Board endorses and incorporates by reference herein the Association for Library Trustees and Advocates’
“Ethics Statement for Public Library Trustees.”
ARTICLE IV. Committees
Section 1. Standing and special committees shall be appointed by the President of the Board for special purposes.
All committees will have at least one Library Board member serving on them. Ad hoc committees are automatically
dissolved upon completion of the assignment. Standing committees will include, but not be limited to the following.
1. The Finance Committee will provide financial guidance and direction for the library and will review the
report prepared by the annual external audit. It may conduct executive sessions with outside auditors, the
Executive Director and the Finance Manager.
2.The Nominating Committee will provide a slate of candidates for vacant positions at the election meeting.
3.The Art Committee shall oversee public art planning and decision-making and provide guidance, leadership
and support to the Board in its goal to obtain a limited selection of high quality public art to be on display at
the Fayetteville Public Library. See Policy KP for complete charge.
Section 2. The President shall appoint the chair of each Board committee, if one is needed.
Section 3. No committee shall have other than advisory power unless, by suitable action of the Board, it is granted
specific power to act.
ARTICLE V. Executive Director and Staff
The Board shall employ a qualified and competent Executive Director to direct the daily administration and
maintenance of the library. The Executive Director shall serve at the will of the Board in accordance with established
personnel policy.
ARTICLE VI. Meetings
Section 1. The Trustees shall meet once a calendar quarter or more often if necessary, for the transaction of
business.
Section 2. All meetings with the exception of Executive Session are open to the public.
66
Section 3. A petition of four members of the Board will require the President to call a meeting.
Section 4. The President must direct a rescheduling of a meeting when it becomes evident a quorum cannot be
convened. A quorum shall consist of four of the seven appointed members of the Board.
Section 5. The President and the Executive Director shall prepare the agenda for all regular Board meetings.
Agendas shall be posted and sent to Board members and the media at least three (3) days prior to the regular
meeting. Agendas of all meetings will be posted at least 24 hours in advance of the meeting on the Library’s web
site.
Section 6. The order of business for regular meetings shall include, but not be limited to, the following items which
shall be covered in the sequence shown unless circumstances make an altered order more efficient:
1.Roll call of members
2.Approval of minutes of previous regular meeting and any intervening special meetings
3. Reports
a.Upcoming events
b.Library Administration
i.Management reports
ii.Financial reports
c.Friends of the Fayetteville Public Library
d.Fayetteville Public Library Foundation
4.Old business
5.New business
6.Period for public input
7. Adjournment
Section 7. Meetings will follow parliamentary procedures as outlined in Robert’s Rules of Order (current edition), in
cases to which they are applicable and when not inconsistent with these by-laws.
Section 8. Public Comment
Public comment at a FPL Board of Trustees meeting shall be allowed for all members of the audience who have
signed up prior to the beginning of the agenda item they wish to address being open for public comment. Speakers
shall be limited to a maximum of five (5) minutes to discuss the agenda item being considered by the Board or
Trustees. The Board of Trustees may allow both a speaker additional time and an unsigned up person to speak by
unanimous consent or majority vote. As part of a person’s public comments allowed above, the speaker may use
electronic visual aids during their five (5) minutes presentation period.
All members of the public, all library staff and Board members shall accord the utmost courtesy and respect to each
other at all times. All shall refrain from comments that are harassing or amount to a personal attack against any
identifiable individual including abusive comments and derogatory remarks about integrity or offer any other
comments that are also not limited to the discussion of the specific agenda item being considered by the Board of
Trustees. Any member of the public who violates these standards shall be ruled out of order by the President of the
Board of Trustees, and must immediately cease speaking.
ARTICLE VII. Finances
Section 1. Audits
The accounts of the library shall be subject to an annual defined external audit by a qualified auditor. Copies of the
audit report shall be supplied to each member of the Board and to the City Accounting Department.
Section 2. Financial Affairs
The financial affairs of the library shall conform with Arkansas Act 177 of 1931, Section 5 as amended.
ARTICLE VIII. Amendments
Amendments to these by-laws not inconsistent with the Statutes of the State of Arkansas may be adopted at any
Board meeting at which a quorum is present. The written notice of any such meeting must contain reasonable notice
of the terms of the amendments proposed. The by-laws shall be reviewed at least every four years by an ad hoc
committee appointed by the President or by staff as assigned by the Board.
67