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HomeMy WebLinkAbout2024-05-20 - Agendas - Final Board of Trustees May 20, 2024 4 pm AGENDA Rescheduled Meeting – Ann Henry Board Room Bret Park, President Apr 2028 Hershey Garner Apr 2024 (retired) Sallie Overbey, Vice-President Apr 2028 Rob Qualls Apr 2026 Stan Rodgers, Treasurer Apr 2027 Amy Wilbourn Apr 2027 Carla Davis Apr 2025 Barry Bryan Apr 2029 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 February 19, 2024, and May 13, 2024 – pages 1-5 IV. Presentation to Emeritus Trustee Hershey Garner V. Swearing in of new Trustee Barry Bryan by Judge John Threet VI. Reports A. Key Upcoming Events – page 6 B. Mission Moment C. Library Administration 1. Management Reports a. Performance Measures – pages 7-8 b. Strategic Plan progress through March 2024 – pages 9-12 2. Financial reports – pages 13-24 3. Informational a. April 14 fire b. Act 372 update c. ARPA report – pages 25-34 d. USDA update e. Compensation Survey project f. Koha report g. HVAC replacement report h. Audit report i. Staff development & professional development j. New staff & recognition D. Fayetteville Public Library Foundation report – pages 35-37 E. Friends of the Fayetteville Public Library VII. Old business A. Appoint Bylaws review committee – pages 38-40 VIII. New business A. Discussion items 1. Appoint Nominating Committee 2. Appoint liaison to Foundation Board 3. Appoint liaison to Friends Board 4. Appoint liaison to Art Committee 5. Appoint Board of Trustees Finance Committee 6. Budget Adjustment for Summer Reading Grant – pages 41-43 7. Budget Adjustment for Books & Bites – pages 44-46 IX. Public Comment Adjournment Board of Trustees February 19, 2024 4 pm MINUTES Regular Meeting – Ziegler Reception Room Trustees present: B. Park, S. Overbey, S. Rodgers, H. Garner, R. Qualls, A. Wilbourn Staff: D. Johnson, W. Fitzgibbon, C. Karnatz, T. Ball, C. Moody, S. Palmer, C. Dennis, J. Atha, M. Taylor, H. Robideaux, A. Taylor Legal: P. Elmore Press: S. Ryburn Public: M. Terry, M. Rice, C. Davis 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 4:01 pm. II.Roll Call: C. Davis, soon-to-be Trustee, was recognized. She will be sworn in during April's meeting. III.Minutes - Approval of minutes from December 18, 2023: H. Garner moved to approve the minutes from December 18, 2023. R. Qualls seconded the motion. All voted AYE. IV.Reports A.Key Upcoming Events: “Make a Plan to Vote” event with non-profit Circles; author talk with Nate Powell; 19th year of Gathering of the Groups featuring Andrea Rogers; solar science programming to commemorate the upcoming April eclipse. B.Mission Moment: W. Fitzgibbon, Director of Library Services, demonstrated the new ILS Koha. The migration is on target, and the library will close March 2-3 to accommodate the database change. C.Library Administration 1.Management Reports a.Performance Measures: Year-end 2023, digital checkouts are higher than the record appears due to recording issues. Card holders are down because of recent purges of old accounts. New library card registrations and program attendance are up. b.Strategic Plan progress through January 2024: During Christmas break, 6 story times were held weekly and average Baby Bookworm attendance was 89. Highlights include more movement classes, a new 1 Maker to Market cohort, and a Fee Forgiveness tree to support juvenile accounts. 2. Financial reports: January revenue is above projections because the property tax revenue was higher than expected at $321,770. Unrestricted revenue collected was $694,734, above target by $126,933. In 2023, Food Services net sales increased $38,598, and total expenses increased by $58,634. The 2023 net loss was $122,178. Events Services showed a 2023 net operating income was $106,899, an increase of $6,941 from 2022. 3. Informational a. Bookmobile report: Insurance payout for previous bookmobile was a little over $20,000. Staff worked with the City to get an informal bid, which went to Lewis Ford. Next steps are obtaining quotes for outfitting and wrapping, and installing shelving. Hope to be road-ready by spring. b. Act 372 update: There is a May deadline for the submission of summary judgments. In the Arkansas State Library Board’s first 2024 meeting, FPL was mentioned in a motion to deny state funding to lawsuit plaintiffs. The motion failed without a second. Roughly half of the raised private funding has been spent on legal fees. c. ARPA update: Added in-person Arduino training and several robots for in- depth robotics, programming, and coding classes. Over 20 new participants enrolled in the final quarter of 2023 and 14 graduates have received certification. Kitchen and Deli staff offered ServSafe programs that gave jobs to students. Year one funding ends March 31 and new lines of funding are being sought. The Mayor has committed to continuing to fund workforce development programs at FPL. d. USDA update: The first year in the planning grant explored NWA connections between farms and restaurants, and agriculture education. The fruit trees in the Gathering Glade should bloom in the spring. Staff attended an agriculture conference to learn about infrastructure. Hosted a seed swap on Saturday with 200+ attendees. e. Compensation survey project: The Administration team is reviewing job descriptions to ensure they reflect current jobs and are looking for an organization to make comparisons between other markets. Results will be presented in the August meeting, with a plan to address gaps in a late fall meeting, as it will be included in the 2025 Budget. This project was delayed by Covid but is usually completed every 3-5 years. It was noted by S. Rodgers that the Board wants to give correct pay compensation to staff, particularly in a tough economy. 2 f. Reading the Greens: In 2023, this event raised $50,000. This year it will be held during the Masters weekend on April 13. Main sponsors returned, raising $53,000. Event information will be sent to donors and board members on Friday for early bird tickets and sponsorship opportunities. g. HVAC replacement: Bids have been received and approved for the HVAC replacement units in the Blair building. This necessitates changes to the open days and hours of FPL. Staff are working with the City, Fire, and Police to close surrounding streets to accommodate a crane for 3-5 days. Staff anticipate the HVAC replacement will happen in the fall. h. OSHA workplace safety audit: Two accidents resulted in employees needing to take time off, which triggered Arkansas OSHA attention. FPL has 180 days to create workplace safety training for all staff. Auditors will return in 300 days to check follow-up responses. i. Fayetteville adult career training: Fayetteville Adult Career Training offers ESL courses at FPL and recently launched a pharmacy technician, paraprofessional, and WAGE training classes for adults. j. Audit engagement contract: In October, the Board authorized staff to agree to a 3-5 year contract with Forvis. Auditors will be at FPL March 11 and March 18. k. Staff development & professional development: J. Curry, L. Frieden, C. Williams attended training at the Arkansas State Library in January; W. Fitzgibbon completed a Leadership Essentials Library Juice course; M. Taylor attended Milestone Leadership retreat; Clay and Chris attended a 4-day cyber training at the police station, facilitated by Homeland Security. Next week, the Finance Department will attend a five-day conference for Sage accounting software. l. New staff & recognition: J. Smith, Food Services Manager; R. Bright, Adult and Reference Librarian; A. Simon, Youth Services Generalist. D. Fayetteville Public Library Foundation - 2023 report: Unrestricted operating revenue was $290,536, including annual contributions, event, and sponsorship revenue. This is a 26% increase from 2022. Total revenue collected was $593,634. Upcoming fundraising activities include Wednesday’s pint night at Puritan Coffee, Library Giving Day on April 3, and Gathering the Greens. E. Friends of the Fayetteville Public Library: Approved funds for a lit sign to replace the old one and vinyl lettering will be installed on the bookstore window. The same Friends Board slate of officers will assume their roles for 2024. V. New business A. Consent items 3 1. Approve application of scholarship assistance for Emma Ellis: H. Garner moved to approve the application of scholarship assistance for Emma Ellis. S. Rodgers seconded the motion. All voted AYE. B. Discussion items 1. 2023 Budget rollover funds: $435,986 in unrestricted funds are available to roll forward to 2024. Staff recommended a portion be held back to satisfy results of salary compensation study. $859,070 in restricted funds will be distributed to sustain programs and events currently in production. R. Qualls moved to approve the 2023 budget rollover. H. Garner seconded the motion. All voted AYE. 2. Bylaws review: B. Park tabled the creation of a committee to review the Bylaws until April's meeting. VI. Public Comment: B. Park and C. Davis remarked that they were pleased she would be joining as a new Board member. Adjournment: H. Garner moved to adjourn the meeting. R. Qualls seconded the motion. All voted AYE. The meeting adjourned at 5:09 pm. 4 5 Wild for Wednesday Series Wednesdays in June & July, 1:30pm Wild for Wednesday is our weekly summer series of performers for children and families. Performances are each Wednesday at 1:30 p.m. throughout June and through July 24th, with the exception of June 19. Performances are in our Event Center and include acts like Ringo’s Sing Along Adventure with What-If Puppets and Little Red’s Most Unusual Day with Opera in the Ozarks. Large groups are more than welcome to join in on the fun! Summer Reading Club 2024 Kick-Off Saturday, June 1, 9:30am–2pm Adventure begins at your library! Kick off a great summer at FPL and sign up for our annual summer reading challenge. Join us for free fun with bounce houses, Greedy Goats of NWA, face painting, the Fayetteville Fire Department, Lego and insect displays, Preschool Play, snacks, and more! The Arkansas Lego User Group will have an amazing lego layout display, and Inspyral Circus will close out the kick-off with a performance at 1 p.m. in our Event Center. Mountain Street Stage: The Downtown Livewires Sunday, June 2, 2pm Local blues band The Downtown Livewires will kick off our annual Mountain Street Stage Summer Concert Series. The Downtown Livewires are a tight group of blues professionals that play an eclectic mix of songs, old and news, covers and originals. This performance, and all Mountain Street Stage shows, will be available for viewing and replay via our FPL livestream page. Communicating Through Music with Chamber Music of the Ozarks Tuesday, June 4, 6pm Chamber Music of the Ozarks Artistic Director, Tomoko Kashiwagi, invites you to join her as we explore the musical power of communication. How do musicians communicate while performing? What does intentional listening mean? Audience members will have an opportunity to try what they’ve learned right away with a fun activity! In Conversation with Taylor Jenkins Reid Thursday, June 6, 7pm Taylor Jenkins Reid, New York Times bestselling author of Carrie Soto Is Back, Malibu Rising, Daisy Jones and The Six, The Seven Husbands of Evelyn Hugo, and several other captivating novels, will join us at the library for a conversation moderated by KUAF’s Kyle Kellams. Don’t miss this chance to hear her speak about her writing process! Tickets are free, but required to attend this event. Weaving with the Northwest Arkansas Handweavers Guild Tuesday, June 11, 10am–4pm Celebrate the art of weaving with the Northwest Arkansas Handweavers Guild at this day-long event. Drop in to try your own hand at weaving with the help of guild members and see expert weavers creating textile art on looms. The Northwest Arkansas Handweavers Guild (NWAHG), founded in 1949 in West Fork, is celebrating its 75th anniversary in 2024. As a part of its celebration, the guild will have an exhibit of textile art on display at the library from May 1 through July 31. faylib.org / 401 W. Mountain St., Fayetteville, AR 72701 Key Upcoming Events 6 7 8 9 10 11 12 Fayetteville Public Library FY 2024 Monthly Financial Update – through April 30, 2024 (Preliminary: Subject to Audit) This is a summary report focused primarily on unrestricted funds within the following funds: Fund 10 (Library Operations), Fund 80 (Food Services), and Fund 85 (Event Services) as of April 30, 2024. Budget Threshold: The percentage of revenue collected and budget spent should be approximately 33%. . Library Operating (Fund 10) Revenue (Unrestricted): •Revenue collected in April totals $467,651. •Revenue collected as of April 30 totals $1,673,749 which is on target as planned. Chart 1: Chart reflects actual revenue collection compared to year-to-date budget Chart 2: Chart reflects five- year trend of Property Tax Revenue Local Tax Support, $476,892 City Transfers, $974,134 State Aid, $41,806 Charges for Services, $44,540 $0 $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 Local Tax Support City Transfers State Aid Charges for Services Revenue Collection: YTD Budget to Actual Excludes Internal Transfers and Investment Earnings YTD Budget YTD Actual Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 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 $115,608 $123,611 $469,308 $1,751,690 $337,051 2024 $321,770 $13,552 $12,186 $129,384 $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: 5-Year Trend 13 Library Operating (Fund 10) Expenditures (Unrestricted) •Year-to-day expenses, including encumbrances, as of April 30, 2024, total $3,113,631.15 which is 34% of the annual budget. •Overall, spending is on target as plan at 34% of annual budget. Chart 3 - YTD Budget to Actuals comparison by category for Fund 10 (unrestricted funds). YTD Actuals include encumbrances. Food Services (Fund 80) Summary: Food Services Performance, as of April 31, 2024: Month Over Month Comparison: Net sales total $17,181 which is down by 1% from March net sales. Cost of goods sold is $10,151, down 1% compared to March. Operating expenses of $19,421 increased by 25%. Operating loss of $12,391 increased by 50%, equating to $12,391. Year Over Year Comparison: Year-to-date revenue is $72,162, which is down by $30,621 compared to last year’s revenue, primarily due to a decrease of $19,520 decrease in catering and a decrease of $9,300 in food sales. Cost of goods sold decreased by $23,868, corresponding to a decrease in food and catering sales. Operating expenses increased by $12,182, or 21%. Operating loss of $37,227, increased by $18,934, or 49%. Chart 4 –Food Services (Deli and Catering) Year to date net operating profit and loss which does not include interest, taxes, or depreciation. $1,755,998 $360,995 $1,137,459 $104,867 $400,228 $1,700,101 $254,229 $814,885 $81,637 $262,779 $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 Personnel (excludes Mngmt fees) Materials & Supplies Services & Charges Maintenance Capital Outlay Expenditures: YTD Budget to Actual Excludes Internal Transfers and Investment Earnings YTD Budget YTD Actual + Encum. (25,000.00) (20,000.00) (15,000.00) (10,000.00) (5,000.00) 0.00 5,000.00 10,000.00 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Food Services: Net Operating Income / (Loss) 2022 2023 2024 14 Events (Fund 85) Summary: Events Services Performance, as of April 31, 2024: Month Over Month Comparison: Net sales total $16,653 which is up by $10,617. Operating expenses increased slightly by $2,740. Operating Income of $5,392 increased by $7,877. Year Over Year Comparison: Year-to-date revenue is $76,694, which is up by $11,693. Operating expenses decreased $2,653. Operating income of $37,858, increased by $14,347. Chart 6 –Event Services Net Income/Loss – numbers do not include interest, taxes, or depreciation. (20,000.00) (10,000.00) 0.00 10,000.00 20,000.00 30,000.00 40,000.00 50,000.00 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Events: Net Operating Income / (Loss) 2022 2023 2024 15 Preliminary: Subject to Audit Year Ending Year To Date Period Ending Month Ending 12/31/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 ANNUAL BUDGET ORIGINAL BUDGET IN-YEAR BUDGET ADJ Amended Budget YTD Budget YTD ACTUAL ACTUAL ENCUMBRANCES REMAINING BUDGET %REMAIN TO RCV/SPND Revenue Local Tax Support 4882 - Ext. Transfer from City - Millage 5,734,097.00 0.00 5,734,097.00 568,890.00 476,891.81 129,383.51 0.00 5,257,205 91.7 % Local Tax Support 5,734,097.00 0.00 5,734,097.00 568,890.00 476,891.81 129,383.51 0.00 5,257,205 91.7 % City of Fayetteville Transfers 4880 - Ext. Transfer from City - Operations 1,812,401.00 0.00 1,812,401.00 604,136.00 604,133.64 151,033.42 0.00 1,208,267 66.7 % 4884 - Ext. Transfer from City - Books 654,000.00 0.00 654,000.00 218,000.00 218,000.00 54,500.00 0.00 436,000 66.7 % 4886 - Ext. Transfer from City - Computers 152,000.00 0.00 152,000.00 152,000.00 152,000.00 0.00 0.00 0 0.0 % City of Fayetteville Transfers 2,618,401.00 0.00 2,618,401.00 974,136.00 974,133.64 205,533.42 0.00 1,644,267 62.8 % State Aid & Grant Revenue 4010 - State Library Turnback 141,150.00 2.00 141,152.00 35,288.00 41,806.00 0.00 0.00 99,346 70.4 % State Aid & Grant Revenue 141,150.00 2.00 141,152.00 35,288.00 41,806.00 0.00 0.00 99,346 70.4 % Charges for Services 4202 - Rental Income 28,500.00 0.00 28,500.00 9,500.00 5,925.50 1,040.00 0.00 22,575 79.2 % 4203 - Nontaxable Rental Fees 0.00 0.00 0.00 0.00 10,055.64 3,000.00 0.00 (10,056)0.0 % 4205 - Copier & Printer Income 3,000.00 0.00 3,000.00 1,000.00 1,840.40 401.50 0.00 1,160 38.7 % 4220 - Merchandise Sales 0.00 0.00 0.00 0.00 375.96 94.46 0.00 (376)0.0 % 4240 - Discounts 0.00 0.00 0.00 0.00 (119.77) (119.77)0.00 120 0.0 % 4302 - Fees 62,500.00 0.00 62,500.00 20,836.00 26,457.69 6,317.97 0.00 36,042 57.7 % 4995 - Cash Over and Short 0.00 0.00 0.00 0.00 4.88 (2.50)0.00 (5)0.0 % Charges for Services 94,000.00 0.00 94,000.00 31,336.00 44,540.30 10,731.66 0.00 49,460 52.6 % Contributions & Donations 4650 - Contributions - Undesignated 0.00 0.00 0.00 0.00 0.10 0.10 0.00 (0)0.0 % Contributions & Donations 0.00 0.00 0.00 0.00 0.10 0.10 0.00 (0)0.0 % Miscellaneous Revenue 4992 - Misc. Revenue 0.00 0.00 0.00 0.00 3,333.37 1,886.06 0.00 (3,333)0.0 % Miscellaneous Revenue 0.00 0.00 0.00 0.00 3,333.37 1,886.06 0.00 (3,333)0.0 % Transfers In 6010 - Int. Transfer In 0.00 0.00 0.00 0.00 118,000.00 118,000.00 0.00 (118,000)0.0 % 4899 - Ext. Transfer In 118,246.00 0.00 118,246.00 0.00 0.00 0.00 0.00 118,246 100.0 % Library Operations Fayetteville Public Library Budget to Actual (Unrestricted) As of April 30, 2024 This report reflects only unrestricted funds within Fund 10.16 Preliminary: Subject to Audit Year Ending Year To Date Period Ending Month Ending 12/31/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 ANNUAL BUDGET ORIGINAL BUDGET IN-YEAR BUDGET ADJ Amended Budget YTD Budget YTD ACTUAL ACTUAL ENCUMBRANCES REMAINING BUDGET %REMAIN TO RCV/SPND Transfers In 118,246.00 0.00 118,246.00 0.00 118,000.00 118,000.00 0.00 246 0.2 % Investment Earnings Investment Income 0.00 0.00 0.00 0.00 15,043.36 2,115.85 0.00 (15,043)0.0 % Total Investment Earnings 0.00 0.00 0.00 0.00 15,043.36 2,115.85 0.00 (15,043)0.0 % Use of Reserves 39,000.00 0.00 39,000.00 39,000.00 0.00 0.00 0.00 39,000 100.0 % Total Revenue 8,744,894.00 2.00 8,744,896.00 1,648,650.00 1,673,748.58 467,650.60 0.00 7,071,147 80.9 % Expenditures Personnel Services Salary & Wages 5100 - Salaries 1,980,456.00 0.00 1,980,456.00 660,156.00 658,846.29 178,945.76 0.00 1,321,610 66.7 % 5102 - Hourly Wages 2,066,897.00 (55,538.00) 2,011,359.00 670,452.00 537,675.75 139,312.00 0.00 1,473,683 73.3 % 5103 - Overtime 0.00 0.00 0.00 0.00 9,256.31 3,085.26 0.00 (9,256)0.0 % 5105 - Vacation Pay 0.00 0.00 0.00 0.00 54,972.72 12,806.72 0.00 (54,973)0.0 % 5106 - Sick Pay 0.00 0.00 0.00 0.00 25,247.22 6,694.88 0.00 (25,247)0.0 % 5112 - Holiday Pay 0.00 0.00 0.00 0.00 30,995.46 4,489.28 0.00 (30,995)0.0 % 5113 - Social Security Taxes 307,259.00 2,364.00 309,623.00 103,212.00 94,462.31 24,799.23 0.00 215,161 69.5 % 5115 - Unemployment 7,130.00 0.00 7,130.00 7,130.00 6,026.01 3,597.10 0.00 1,104 15.5 % 5116 - Workers Compensation 23,000.00 15,400.00 38,400.00 38,400.00 38,368.00 0.00 0.00 32 0.1 % Total Salary & Wages 4,384,742.00 (37,774.00)4,346,968.00 1,479,350.00 1,455,850.07 373,730.23 0.00 2,891,118 66.5 % Employee Benefits 5109 - LT Disability 12,030.00 0.00 12,030.00 4,012.00 (134.34) (42.20)0.00 12,164 101.1 % 5110 - Salary Contingency 94,040.00 0.00 94,040.00 0.00 0.00 0.00 0.00 94,040 100.0 % 5120 - Health Insurance 405,404.00 0.00 405,404.00 135,136.00 116,000.77 29,507.68 0.00 289,403 71.4 % 5121 - Health Savings Account 58,735.00 0.00 58,735.00 19,580.00 17,035.52 4,241.18 0.00 41,699 71.0 % 5122 - Life Insurance 11,812.00 0.00 11,812.00 3,940.00 6,366.55 1,684.82 0.00 5,445 46.1 % 5125 - AD&D 1,970.00 0.00 1,970.00 660.00 743.30 190.49 0.00 1,227 62.3 % 5135 - Retirement Saving Plan 339,941.00 0.00 339,941.00 113,320.00 104,238.85 27,349.97 0.00 235,702 69.3 % Employee Benefits 923,932.00 0.00 923,932.00 276,648.00 244,250.65 62,931.94 0.00 679,681 73.6 % Total Personnel Services 5,308,674.00 (37,774.00)5,270,900.00 1,755,998.00 1,700,100.72 436,662.17 0.00 3,570,799 67.7 % Library Operations Fayetteville Public Library Budget to Actual (Unrestricted) As of April 30, 2024 This report reflects only unrestricted funds within Fund 10.17 Preliminary: Subject to Audit Year Ending Year To Date Period Ending Month Ending 12/31/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 ANNUAL BUDGET ORIGINAL BUDGET IN-YEAR BUDGET ADJ Amended Budget YTD Budget YTD ACTUAL ACTUAL ENCUMBRANCES REMAINING BUDGET %REMAIN TO RCV/SPND Materials & Supplies 5200 - Office Supplies & Printing 89,660.00 0.00 89,660.00 31,826.00 21,534.07 9,320.74 0.00 68,126 76.0 % 5201 - Small Tools & Equipment 16,500.00 0.00 16,500.00 6,750.00 9,914.45 2,011.71 0.00 6,586 39.9 % 5203 - Medical Supplies 4,000.00 0.00 4,000.00 1,600.00 615.59 0.00 0.00 3,384 84.6 % 5210 - Food & Catering for Events 7,465.00 0.00 7,465.00 2,675.00 592.89 356.10 0.00 6,872 92.1 % 5218 - Cleaning Supplies 58,000.00 0.00 58,000.00 25,500.00 8,682.68 2,493.77 15,393.69 33,924 58.5 % 5220 - Tech Supplies 18,280.00 0.00 18,280.00 8,280.00 5,702.72 884.98 0.00 12,577 68.8 % 5224 - Landscape Materials 10,000.00 0.00 10,000.00 5,000.00 1,326.88 0.00 0.00 8,673 86.7 % 5226 - Merchandise for Resale 500.00 0.00 500.00 250.00 0.00 0.00 0.00 500 100.0 % 5230 - Computer Hardware Supplies 51,000.00 0.00 51,000.00 17,000.00 23,872.77 11,275.49 0.00 27,127 53.2 % 5235 - Signage 9,340.00 0.00 9,340.00 3,505.00 1,113.31 0.00 0.00 8,227 88.1 % 5250 - On-line Database 0.00 0.00 0.00 0.00 13,125.00 0.00 (25,620.17) 12,495 0.0 % 5251 - Programming Materials & Supplies 90,470.00 0.00 90,470.00 32,810.00 16,954.77 7,814.50 16,947.17 56,568 62.5 % 5252 - Repair Parts & Damaged Repairs 3,250.00 0.00 3,250.00 1,525.00 0.00 0.00 0.00 3,250 100.0 % 5258 - Parenting Kit 2,000.00 0.00 2,000.00 728.00 586.25 0.00 0.00 1,414 70.7 % 5260 - Print Books 376,996.00 1,711.00 378,707.00 143,455.00 64,420.78 24,810.18 0.00 314,286 83.0 % 5265 - E-Book 138,491.00 0.00 138,491.00 50,991.00 52,264.16 19,339.52 0.00 86,227 62.3 % 5270 - E-Book Consortium 0.00 0.00 0.00 0.00 6,505.55 0.00 0.00 (6,506)0.0 % 5280 - Periodicals 7,500.00 0.00 7,500.00 7,500.00 7,084.15 0.00 0.00 416 5.5 % 5285 - Film/DVD 40,260.00 142.00 40,402.00 16,597.00 5,598.43 84.14 0.00 34,804 86.1 % 5287 - Audio 10,300.00 51.00 10,351.00 3,799.00 3,695.31 630.83 0.00 6,656 64.3 % 5290 - Music 1,800.00 0.00 1,800.00 656.00 393.92 0.00 0.00 1,406 78.1 % 5295 - Gaming Supplies 1,500.00 0.00 1,500.00 548.00 359.67 24.99 0.00 1,140 76.0 % 5900 - Miscellaneous Expense 0.00 0.00 0.00 0.00 3,165.33 5,436.33 0.00 (3,165)0.0 % Materials & Supplies 937,312.00 1,904.00 939,216.00 360,995.00 247,508.68 84,483.28 6,720.69 684,987 72.9 % Services & Charges 5301 - Advertisement 15,970.00 0.00 15,970.00 5,002.00 834.56 0.00 0.00 15,135 94.8 % 5303 - Subscriptions, Publications and Dues 103,852.00 14,106.00 117,958.00 49,816.00 19,875.28 5,926.20 61,770.99 36,312 30.8 % 5305 - Postage 20,000.00 0.00 20,000.00 6,672.00 11,225.31 52.32 0.00 8,775 43.9 % 5350 - Programming Services 200,744.00 14,000.00 214,744.00 97,625.00 48,713.57 15,858.56 0.00 166,030 77.3 % 5346 - Drop Box Services 16,800.00 0.00 16,800.00 5,600.00 4,350.00 1,450.00 12,950.00 (500) (3.0) % 5358 - Hospitality 1,400.00 0.00 1,400.00 400.00 0.00 0.00 0.00 1,400 100.0 % 5360 - Mileage Reimbursement 2,100.00 0.00 2,100.00 436.00 299.11 39.80 0.00 1,801 85.8 % 5361 - Training & Development 53,947.00 10,000.00 63,947.00 42,690.00 14,109.74 1,976.19 0.00 49,837 77.9 % 5362 - Travel 52,778.00 0.00 52,778.00 30,858.00 19,075.20 2,825.33 0.00 33,703 63.9 % Library Operations Fayetteville Public Library Budget to Actual (Unrestricted) As of April 30, 2024 This report reflects only unrestricted funds within Fund 10.18 Preliminary: Subject to Audit Year Ending Year To Date Period Ending Month Ending 12/31/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 ANNUAL BUDGET ORIGINAL BUDGET IN-YEAR BUDGET ADJ Amended Budget YTD Budget YTD ACTUAL ACTUAL ENCUMBRANCES REMAINING BUDGET %REMAIN TO RCV/SPND 5375 - Employee Recognition 8,200.00 0.00 8,200.00 2,650.00 4,275.37 3,867.78 0.00 3,925 47.9 % 5385 - Board & Volunteer Recognition 4,000.00 0.00 4,000.00 700.00 236.21 78.01 0.00 3,764 94.1 % 5390 - Uniform Expense 12,600.00 0.00 12,600.00 4,200.00 3,207.94 1,454.61 0.00 9,392 74.5 % 5424 - Equipment Lease/Rental 181,824.00 0.00 181,824.00 60,940.00 59,941.32 14,985.33 0.00 121,883 67.0 % 5421 - Insurance - Building 234,200.00 0.00 234,200.00 229,200.00 197,190.23 0.00 0.00 37,010 15.8 % 5422 - Insurance - Liability 22,700.00 0.00 22,700.00 22,700.00 3,676.00 709.00 0.00 19,024 83.8 % 5423 - Other Rental 13,200.00 0.00 13,200.00 4,400.00 4,900.00 1,960.00 0.00 8,300 62.9 % 5394 - Admin & Management Fees 32,800.00 0.00 32,800.00 8,200.00 6,467.32 0.00 0.00 26,333 80.3 % 5395 - Bank Service Charges 28,010.00 0.00 28,010.00 13,610.00 7,862.01 1,742.02 0.00 20,148 71.9 % 5905 - Operating Contingency 120,000.00 0.00 120,000.00 0.00 0.00 0.00 0.00 120,000 100.0 % Total Services & Charges 1,125,125.00 38,106.00 1,163,231.00 585,699.00 406,239.17 52,925.15 74,720.99 682,271 58.7 % 5340 - Audit 62,400.00 0.00 62,400.00 42,434.00 0.00 0.00 0.00 62,400 100.0 % 5341 - Legal 8,000.00 0.00 8,000.00 5,332.00 6,567.00 5,596.50 0.00 1,433 17.9 % 5344 - Contract Services 285,804.00 166,221.00 452,025.00 373,544.00 113,015.27 51,999.82 118,167.39 220,842 48.9 % Purchased Professional and Technical Ser- vices 356,204.00 166,221.00 522,425.00 421,310.00 119,582.27 57,596.32 118,167.39 284,675 54.5 % 5310 - Telecommunications 30,000.00 0.00 30,000.00 10,000.00 9,574.70 3,566.21 0.00 20,425 68.1 % 5312 - Natural Gas 57,500.00 0.00 57,500.00 38,500.00 12,167.82 1,123.89 0.00 45,332 78.8 % 5314 - Electricity 262,000.00 0.00 262,000.00 78,000.00 69,924.12 17,204.52 0.00 192,076 73.3 % 5316 - Municipal Water 13,900.00 0.00 13,900.00 3,950.00 4,508.25 1,184.06 0.00 9,392 67.6 % Utilities 363,400.00 0.00 363,400.00 130,450.00 96,174.89 23,078.68 0.00 267,225 73.5 % Services & Charges 1,844,729.00 204,327.00 2,049,056.00 1,137,459.00 621,996.33 133,600.15 192,888.38 1,234,171 60.2 % Maintenance 5401 - Building Maintenance 57,000.00 3,612.00 60,612.00 23,612.00 26,017.93 10,116.29 (3,611.58) 38,206 63.0 % 5405 - Landscape Maintenance 4,000.00 0.00 4,000.00 2,000.00 783.73 69.63 0.00 3,216 80.4 % 5410 - Equipment Maintenance 89,455.00 0.00 89,455.00 78,255.00 57,876.19 (658.32)0.00 31,579 35.3 % 5415 - Software Maintenance 1,000.00 0.00 1,000.00 1,000.00 571.22 700.00 0.00 429 42.9 % Maintenance 151,455.00 3,612.00 155,067.00 104,867.00 85,249.07 10,227.60 (3,611.58)73,430 47.4 % Transfers Out 6020 - Int. Transfer Out 0.00 75,000.00 75,000.00 37,500.00 0.00 0.00 0.00 75,000 100.0 % Transfers Out 0.00 75,000.00 75,000.00 37,500.00 0.00 0.00 0.00 75,000 100.0 % Capital Outlay 534,435.00 44,427.00 578,862.00 400,228.00 245,130.53 52,629.81 17,648.33 316,083 54.6 % Total Expenditures 8,776,605.00 291,496.00 9,068,101.00 3,797,047.00 2,899,985.33 717,603.01 213,645.82 5,954,470 65.7 % Library Operations Fayetteville Public Library Budget to Actual (Unrestricted) As of April 30, 2024 This report reflects only unrestricted funds within Fund 10.19 Preliminary: Subject to Audit Year Ending Year To Date Period Ending Month Ending 12/31/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 ANNUAL BUDGET ORIGINAL BUDGET IN-YEAR BUDGET ADJ Amended Budget YTD Budget YTD ACTUAL ACTUAL ENCUMBRANCES REMAINING BUDGET %REMAIN TO RCV/SPND Change in Net Assets (31,711.00)(291,494.00)(323,205.00)(2,148,397.00)(1,226,236.75)(249,952.41)(213,645.82)1,116,678 (345.5) % Library Operations Fayetteville Public Library Budget to Actual (Unrestricted) As of April 30, 2024 This report reflects only unrestricted funds within Fund 10.20 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 70--Bond Debt Service Fund 80--Food Services 85--Events All Funds Year Ending Year To Date 12/31/2024 Remaining Budget Amended Budget YTD Actual YTD Actual YTD Actual YTD Actual YTD Actual YTD Actual YTD Actual YTD Actual YTD Actual YTD Actual Includes Encumbrance Revenue Local Tax Support 8,543,097.00 476,891.81 0.00 0.00 0.00 0.00 0.00 228,907.69 0.00 0.00 705,799.50 7,837,297.50 City of Fayetteville Transfers 2,618,401.00 974,133.64 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 974,133.64 1,644,267.36 State Aid & Grant Revenue 551,584.00 171,086.61 0.00 0.00 0.00 0.00 0.00 0.00 10,503.75 0.00 181,590.36 369,993.64 Charges for Services 702,000.00 44,540.30 0.00 0.00 0.00 0.00 0.00 0.00 72,162.36 76,694.49 193,397.15 508,602.85 Contributions & Donations 4,000.00 10,958.14 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 10,958.14 (6,958.14) Miscellaneous Revenue 0.00 3,489.32 0.00 0.00 0.00 0.00 0.00 0.00 220.24 13.56 3,723.12 (3,723.12) Transfers In 468,246.00 118,000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 118,000.00 350,246.00 Investment Earnings Investment Income 0.00 15,043.36 8,003.17 8,039.32 10,668.13 2,254.99 3,956.74 0.00 31.83 0.00 47,997.54 (47,997.54) Gain/Loss - Unrealized 0.00 0.00 0.00 10,860.19 6,116.82 683.58 2,059.31 0.00 0.00 0.00 19,719.90 (19,719.90) Investment Management Fees & Expenses 0.00 0.00 0.00 (2,125.00)(1,659.00)(338.00)(593.00)0.00 0.00 0.00 (4,715.00)4,715.00 Total Investment Earnings 0.00 15,043.36 8,003.17 16,774.51 15,125.95 2,600.57 5,423.05 0.00 31.83 0.00 63,002.44 (63,002.44) Use of Reserves 189,000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 189,000.00 Total Revenue 13,076,328.00 1,814,143.18 8,003.17 16,774.51 15,125.95 2,600.57 5,423.05 228,907.69 82,918.18 76,708.05 2,250,604.35 10,825,723.65 Expenditures Personnel Services Salary & Wages 4,898,854.00 1,506,808.96 0.00 0.00 0.00 0.00 0.00 0.00 62,471.44 28,127.69 1,597,408.09 3,301,445.91 Employee Benefits 1,013,771.00 251,005.61 0.00 0.00 0.00 0.00 0.00 0.00 10,631.64 4,991.90 266,629.15 747,141.85 Total Personnel Services 5,912,625.00 1,757,814.57 0.00 0.00 0.00 0.00 0.00 0.00 73,103.08 33,119.59 1,864,037.24 4,048,587.76 Materials & Supplies 1,429,580.00 276,702.80 0.00 0.00 0.00 0.00 0.00 0.00 103,890.13 140.19 380,733.12 920,651.19 Services & Charges 2,399,391.00 734,431.22 0.00 0.00 0.00 0.00 0.00 0.00 11,837.05 5,576.75 751,845.02 1,456,120.10 Maintenance 161,545.00 90,064.52 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 90,064.52 75,092.06 Transfers Out 3,084,000.00 0.00 0.00 0.00 0.00 0.00 118,000.00 228,907.69 0.00 0.00 346,907.69 2,737,092.31 Capital Outlay 2,064,835.00 409,050.73 0.00 0.00 159,104.78 0.00 250,722.45 0.00 1,193.20 730.80 820,801.96 415,296.09 Total Expenditures 15,051,976.00 3,268,063.84 0.00 0.00 159,104.78 0.00 368,722.45 228,907.69 190,023.46 39,567.33 4,254,389.55 9,652,839.51 Change in Net Assets (1,975,648.00)(1,453,920.66)8,003.17 16,774.51 (143,978.83)2,600.57 (363,299.40)0.00 (107,105.28)37,140.72 (2,003,785.20)1,172,884.14 Library Fayetteville Public Library Summarized Budget to Actual As of April 30, 2024 Filter tab and prompt selections: As of date: 04/30/2024 ; Department: All; Include subdimensions: Off; Hide inactives: Off ; Fund: Library; Include subdimensions: Off; Hide inactives: Off ; Client or Donor: All; Include subdimensions: Off ; Client or Donor type: All; Include subdimensions: Off ; Vendor: All; Include subdimensions: Off ; Vendor type: All; Include subdimensions: Off ; Employee: All; Include subdimensions: Off ; Employee type: All; Include subdimensions: Off ; Item: All ; Product line: All; Include subdimensions: Off ; Restriction: All; Include subdimensions: Off ; Project: All; Include subdimensions: Off ; Project type: All; Include subdimensions: Off ; Created on 05/10/2024, 6:35 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 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 Assets Cash & Investments 1000 - Undeposited Funds 2,957 0 0 0 0 0 0 0 3,452 15,467 21,875 1003 - Petty Cash 3,073 0 0 0 0 0 0 0 675 0 3,749 1009 - Bank of Fayetteville - FPL 58,956 0 0 0 0 0 0 0 0 (275)58,681 1020 - Arvest - Library Operations 360,126 0 0 0 0 0 0 0 0 1,333 361,459 1030 - First Security - FPL 196,125 0 0 0 0 0 0 0 0 0 196,125 1050 - Arvest - Food Services 0 0 0 0 0 0 0 0 83,432 0 83,432 1099 - Datapath Held Deposit 1,200 0 0 0 0 0 0 0 0 0 1,200 1100 - Schwab FPL - Operating 227,544 0 0 0 0 0 0 0 0 0 227,544 1105 - Schwab FPL - Expansion O&M 0 628,213 0 0 0 0 0 0 0 0 628,213 1110 - Schwab FPL - Long Term 0 0 1,722,182 0 0 0 0 0 0 0 1,722,183 1115 - Schwab FPL - Facilities Replace- ment 0 0 0 1,212,872 0 0 0 0 0 0 1,212,872 1120 - Schwab FPL - Furniture & Equip.0 0 0 0 274,110 0 0 0 0 0 274,110 1125 - Schwab FPL - Technology 0 0 0 0 0 381,405 0 0 0 0 381,404 1130 - Schwab FPL - Expansion Capital 0 0 0 0 0 0 4 0 0 0 5 Total Cash & Investment 849,981 628,213 1,722,182 1,212,872 274,110 381,405 4 0 87,559 16,525 5,172,852 Receivables 1240 - Accounts Receivable 12,621 0 0 0 0 0 0 0 11,663 98,670 122,954 1243 - Grants Receivable 141,006 0 0 0 0 0 0 0 11,702 0 152,707 1260 - Payroll Tax Refund Receivable (794)0 0 0 0 0 0 0 0 0 (793) 1265 - Sales Tax Rebate Receivable 8,388 0 0 0 0 0 0 0 0 0 8,388 1270 - Due From Other Funds 481,626 0 76,241 4,801 0 121,573 0 0 2,292 49 686,582 1271 - Due From Other Governments (Millage & Debt Service) 6,308,340 0 0 0 0 0 0 3,028,003 0 0 9,336,343 1275 - 10 Due From 91 328,808 0 0 0 0 0 0 0 0 0 328,808 1277 - 10 Due From 96 2,661 0 0 0 0 0 0 0 0 0 2,661 1279 - 10 Due From 80 437,553 0 0 0 0 0 0 0 0 0 437,553 1280 - 80 Due From 10 0 0 0 0 0 0 0 0 111,358 0 111,358 1281 - 10 Due From 85 358,915 0 0 0 0 0 0 0 0 0 358,915 1282 - 85 Due From 10 0 0 0 0 0 0 0 0 0 476,978 476,978 1285 - 80 Due From 85 0 0 0 0 0 0 0 0 1,317 0 1,317 1286 - 85 Due From 80 0 0 0 0 0 0 0 0 0 8,042 8,043 1400 - Interfund (1,232,239) 3,899,883 (1,115,400)3,788 43,381 365,371 (192,504) (1,772,279)0 0 (1) Total Receivables 6,846,885 3,899,883 (1,039,159)8,589 43,381 486,944 (192,504)1,255,724 138,332 583,739 12,031,813 Prepaid Expenses 1500 - Prepaid Expenses 127,082 0 0 0 0 0 0 0 0 0 127,082 Prepaid Expenses 127,082 0 0 0 0 0 0 0 0 0 127,082 Fixed Assets Depreciable Assets 1801 - Building 22,179,727 0 0 0 0 0 0 0 0 0 22,179,728 1802 - Vehicles 83,458 0 0 0 0 0 0 0 0 0 83,457 1805 - Software 312,125 0 0 0 0 0 0 0 0 0 312,125 1811 - Books & Publications 7,001,437 0 0 0 0 0 0 0 0 0 7,001,437 1813 - Equipment 3,386,541 0 0 0 0 0 0 0 0 0 3,386,541 1815 - Furniture & Fixtures 66,653 0 0 0 0 0 0 0 0 60,681 127,334 1890 - Construction In Progress (CIP)93,115 0 0 0 0 0 0 0 0 0 93,115 1999 - Accumulated Depreciation (16,982,629)0 0 0 0 0 0 0 0 (12,281) (16,994,910) Total Depreciable Assets 16,140,427 0 0 0 0 0 0 0 0 48,400 16,188,827 Library Balance Sheet Fayetteville Public Library Created on 05/10/2024, 6:33 AM PST Page 1 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 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 Non Depreciable Assets 1,605,676 0 0 0 0 0 0 0 0 0 1,605,676 Total Fixed Assets, Net 17,746,103 0 0 0 0 0 0 0 0 48,400 17,794,503 Total Assets $ 25,570,051 $ 4,528,096 $ 683,023 $ 1,221,461 $ 317,491 $ 868,349 $ (192,500)$ 1,255,724 $ 225,891 $ 648,664 $ 35,126,250 Liabilities and Fund Balances Liabilities Accounts Payable 2001 - Accounts Payable 99,573 0 0 0 0 0 0 0 46,185 0 145,759 2004 - Friends of FPL Pass through (1,033)0 0 0 0 0 0 0 0 0 (1,034) 2005 - FDN Designated Pass Through to FPL (111,396)0 0 0 0 0 0 0 0 0 (111,396) 2007 - FPL CentreSuite (2,440)0 0 0 0 0 0 0 0 0 (2,440) 2099 - AR State Library Scholarship Pass Through 793 0 0 0 0 0 0 0 0 0 793 2415 - Security Deposits 10,098 0 0 0 0 0 0 0 0 43,300 53,398 2414 - Convenience Fee 54 0 0 0 0 0 0 0 0 0 54 2020 - Accrued Accounts Payable 126,098 0 0 0 0 0 0 0 0 0 126,098 Total Accounts Payable 121,747 0 0 0 0 0 0 0 46,185 43,300 211,232 Salaries & Benefits Payable 2125 - Accrued Salaries & Wages 91,557 0 0 0 0 0 0 0 3,763 1,645 96,965 2130 - Vision Insurance 553 0 0 0 0 0 0 0 0 0 552 2135 - Life, AD&D and LTD 3,978 0 0 0 0 0 0 0 0 0 3,979 2140 - Voluntary Life, STD & AD&D 667 0 0 0 0 0 0 0 0 0 667 2145 - Accrued Vacation 262,782 0 0 0 0 0 0 0 3,661 2,246 268,690 2148 - Supplemental Insurance - EE paid 226 0 0 0 0 0 0 0 0 0 226 2150 - Retirement Contributions 85 0 0 0 0 0 0 0 0 0 84 2154 - Federal Withholding Payable 1,068 0 0 0 0 0 0 0 0 0 1,069 2155 - Voluntary Dental Insurance 2,658 0 0 0 0 0 0 0 0 0 2,658 2160 - Accrued Sick Time 110,771 0 0 0 0 0 0 0 0 819 111,590 2165 - FICA Payable (1,105)0 0 0 0 0 0 0 0 0 (1,106) 2175 - Health Insurance Liability 50,132 0 0 0 0 0 0 0 0 0 50,133 2178 - State Withholding Payable 525 0 0 0 0 0 0 0 0 0 525 2183 - State Unemployment 426 0 0 0 0 0 0 0 0 0 426 2185 - Medical Reimbursement 750 0 0 0 0 0 0 0 0 0 750 2194 - AD&D Insurance (619)0 0 0 0 0 0 0 0 0 (619) 2195 - Capital Campaign Liability 247 0 0 0 0 0 0 0 0 0 247 2196 - Caring Committee (2,727)0 0 0 0 0 0 0 0 0 (2,727) 2197 - Healthy Habits 4,270 0 0 0 0 0 0 0 0 0 4,270 Total Salaries & Benefits Payable 526,244 0 0 0 0 0 0 0 7,424 4,710 538,379 Other Payables 2056 - HMR Tax 0 0 0 0 0 0 0 0 523 51 574 2057 - Sales Tax 32 0 0 0 0 0 0 0 1,441 (99)1,374 2058 - State Mixed Drink Tax - 10%0 0 0 0 0 0 0 0 0 60 59 2059 - State Additional Mixed Drink Tax - 4% 0 0 0 0 0 0 0 0 0 23 24 Library Balance Sheet Fayetteville Public Library Created on 05/10/2024, 6:33 AM PST Page 2 23 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 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 04/30/2024 2060 - City Supplemental Beverage Tax - 5% 0 0 0 0 0 0 0 0 0 30 30 2061 - Short Term Tax 0 0 0 0 0 0 0 0 0 8 8 Total Other Payables 32 0 0 0 0 0 0 0 1,964 73 2,069 Deferred Revenue 2410 - Deferred Revenue 366,255 0 0 0 0 0 0 0 0 0 366,254 2411 - Gift Cards 0 0 0 0 0 0 0 0 832 0 832 Total Deferred Revenue 366,255 0 0 0 0 0 0 0 832 0 367,086 Due to Other Funds Due to Foundation 27,578 0 0 0 0 0 0 0 0 0 27,578 Due to Library 0 0 0 0 0 0 0 0 437,553 358,916 796,468 Due to Others 200,951 0 0 68,517 0 335,529 77,580 0 1,652 12 684,241 Due to Food Services 111,357 0 0 0 0 0 0 0 0 1,317 112,675 Internal Due To 476,978 0 0 0 0 0 0 0 8,042 0 485,020 Total Due to Other Funds 816,864 0 0 68,517 0 335,529 77,580 0 447,247 360,245 2,105,982 Total Liabilities 1,831,142 0 0 68,517 0 335,529 77,580 0 503,652 408,328 3,224,748 Fund Balance 23,738,909 4,528,096 683,023 1,152,944 317,491 532,820 (270,080)1,255,724 (277,761)240,336 31,901,502 Total Liabilities and Fund Balances $ 25,570,051 $ 4,528,096 $ 683,023 $ 1,221,461 $ 317,491 $ 868,349 $ (192,500)$ 1,255,724 $ 225,891 $ 648,664 $ 35,126,250 Library Balance Sheet Fayetteville Public Library Created on 05/10/2024, 6:33 AM PST Page 3 24 LEVEL UPREVIEW PROGRAM REVIEW ANDRECCOMENDATIONS PREPARED BY THE DEPARTMENT OFECONOMIC VITALITY APRIL 202425 26 Fayetteville Public Library Level Up Skills Development Program Impact Report | April 2024 Level Up Program Review p.1 Executive Summary This Program Impact Report documents progress to date on program-level outcomes associated with the Level Up Skills Development Program (Level Up) at the Fayetteville Public Library (FPL). To date, 478 unique individuals have benefited from the Level Up program, with 343 of those participants acquiring a certificate or completing a course. A review of the 377 onboarded individuals who signed data release forms (i.e., participants registered in the Level Up database) indicates that 205 (54%) participants self-reported that they belong to one or more of the City’s targeted populations: • Underserved populations: 164 (44%) • Dislocated workers: 56 (15%) • Underemployed residents: 69 (18%) This report also offers recommendations for programmatic improvement and refinement moving forward, including: • Timely and consistent data management practices • A dedicated program resource with workforce development and job training experience • Case management support and post-program completion reporting metrics development 1 Subrecipient Agreement# ARPA-003 Background FPL broke ground on its facility expansion, including the J.B. and Johnelle Hunt Family Center for Innovation (CFI) and the Walker Family Teaching Kitchen, in March 2019 and opened its doors in January 2021 as the City of Fayetteville (City) worked to counteract widespread economic and social impacts of the Covid-19 pandemic. As part of these efforts, City and FPL staff collaborated to develop a job skills training program that reached targeted resident populations, including historically disadvantaged or underserved populations, dislocated workers, and under- or un-employed individuals. In December 2022, $1.2 million of the City’s $17.9 million American Rescue Plan Act (ARPA) funding was approved for allocation to FPL’s Level Up program.1 The strategic approach of the Level Up program aligns with overarching workforce development goals in the City’s forthcoming Economic Vitality Master Plan, which centers economic equity, mobility, and inclusion as the highest order goal for the City’s workforce development efforts. Key features of the Level Up program include: • Programming focus on workers facing barriers to employment • Emphasis on stackable credentials and on-the-job training • Alignment with locally and regionally in-demand target employment sectors • Identification of a resource need in response to the lack of a vocational or technical school in Fayetteville One of the core purposes of the program was to utilize ARPA to secure capital- intensive job skill training assets that would outlast the ARPA expenditure deadline, providing long-term benefit to our community and enabling future workforce development efforts. Job skill training was one of the biggest focus areas highlighted within the ARPA program. The original proposal projected that 47% of funding would be used for one-time, capital-intensive expenditures and the remaining 53% would be used for personnel and contract labor towards the program.2 Staff projections indicate that the breakdown of expenditures will be closer to 53% for one-time expenditures and 47% for personnel and contract labor. City staff assert that this was the 2 Appendix A: Scope of Work and Project Allocation Fayetteville Public Library expansion 27 Fayetteville Public Library Level Up Skills Development Program Impact Report | April 2024 Level Up Program Review p.2 strength of this proposal from the beginning; over half of the funds invested into this program will benefit our community for many years to come, enabling future grant applications, exploration of partnerships with local institutions such as the Fayetteville Public Schools Career and Technical Education Program, and continued access to programming at no cost to Fayetteville’s residents. While the subrecipient agreement was signed with the Library in December 2022, the program was not fully operational until April 2023 given supply chain challenges with specialized equipment. FPL is the subrecipient of the ARPA funds and implemented the Level Up program. The Department of Economic Vitality has provided technical assistance with grant applications and programmatic advice when requested. Theory of Change Fayetteville and the Northwest Arkansas region have experienced remarkable population and economic growth over the past two decades, consistently outpacing regional population projections and statewide population growth. But asymmetric growth in Fayetteville, exacerbated by the pandemic, is evidenced in fluctuating wealth gaps for Black, Latinx, and Asian residents as well as lower labor force participation rates for women in our community. As unprecendented federal funding and over $200 million in municipal bonds have poured into Fayetteville, the local labor market has struggled to keep pace with new demand for several critical industries, including information technology, hospitality, and construction. Jennifer Wilson, EDFP, Deputy Director of the Arkansas Economic Development Commission, testing one of the ARPA-supported heavy equipment simulators at FPL’s CFI 28 Fayetteville Public Library Level Up Skills Development Program Impact Report | April 2024 Level Up Program Review p.3 Relative to its peer regions across the U.S., Northwest Arkansas has fewer and less spatially distributed workforce development programs. Peer regions benefit from offering registered apprenticeship programs, providing access to a variety of certificate programs and technical schools, and focusing on in-demand industries like healthcare, information technology, and skilled trades. Taking stock of existing programming in Northwest Arkansas, alternative programs are concentrated outside of Fayetteville, can be cost-prohibitive, and require stable access to transportation and childcare. The library, however, is located centrally in the city’s downtown area with access to multiple transit options and no-cost children’s and adult education programming. Source: Harvard Project on Workforce, Workforce Almanac, https://workforcealmanac.com/ Fayetteville-Springdale-Rogers, AR Th e r e a r e n o w o r k f o r c e d e v e l o p m e n t p r o v i d e r s so u t h o f F a y e t t e v i l l e a l o n g t h e I -49 c o r r i d o r Austin-Round Rock, TX Des Moines-West Des Moines, IA Madison, WI Raleigh-Cary, NC 29 Fayetteville Public Library Level Up Skills Development Program Impact Report | April 2024 Level Up Program Review p.4 Our community has a vested interest in ensuring that Fayetteville remains an accessible place to live, work, and play for all residents. Fayetteville’s economy mirrors a nationwide trend in which median house values and gross rents have increased more rapidly than median household income. Selected Income Measures – Fayetteville (2022) Mean household income $76,460 Median household income $52,991 Per capita income $33,179 Fayetteville’s mean household income being greater than its median household income demonstrates a degree of asymmetry in the city’s income distribution. Such asymmetry suggests that a greater number of households are earning lower incomes, underscoring that policies and programs focused on elevating incomes are critical to ensuring affordable cost of living in a community. Workforce development programs are a key economic development tool to ensure economic growth is more widely shared across our community. The Level Up program’s focus on breaking down barriers preventing entry of more residents to new and in-demand career pathways. Moreover, the Level Up program challenges the dominant narrative that young adults must attend a four-year college program to engage in high-skill, high-demand, and high- quality (H3) professions. By resituating no- cost job skills training programs in a public library, one of our community’s most trusted sites of civic life, the Level Up program can improve the economic and social mobility of target resident populations while preventing economic and social disconnection or immobility. Program Overview The Level Up program employs a place-based approach to job skills training to grow and strengthen the local workforce pipeline in target industries to meet local labor market demand in areas critical to the community’s economic growth. Over the past year, FPL’s Level Up program has offered no-cost training for the following in-demand sectors: • Culinary arts • Heavy equipment operation • Information technology • Skilled trades CFI’s Simulation Lab and Virtual Reality Lab respectively support self-paced heavy equipment operation and skilled trades coursework, and the Teaching Kitchen has offered Burning through the Basics and advanced ServSafe certification courses. FPL deployed Coursera as the primary method for information technology instruction in addition to several stand-alone in-person events, which is a departure from the Coding Academy outlined in the original project proposal and appropriated under the City’s ARPA grant award. Target populations include under- or un-employed residents, dislocated workers, historically disadvantaged communities, women, refugee and immigrant populations, and justice-involved individuals. 30 Fayetteville Public Library Level Up Skills Development Program Impact Report | April 2024 Level Up Program Review p.5 These groups align with the City’s forthcoming Economic Vitality Master Plan, which establishes economic mobility and financial inclusion of residents as the City’s highest priority economic development focus. Enrollment to Date and Community Impact A review of the 377 onboarded individuals who signed release forms3 (i.e., participants registered in the Level Up database) indicates that 205 (54%) participants self-reported that they belong to one or more of the City’s targeted populations: • Underserved populations: 164 (44%) • Dislocated workers: 56 (15%) • Underemployed: 69 (18%) Certificate acquisition is predominantly concentrated in the Culinary Arts program and IT and Computer Skills. As of early March 2024, approximately 478 unique individuals participated in the Level Up program, with 343 of those participants acquiring a certificate or completing a course. Participant Status Program Category Certificate Acquired Complete Registered Dropped Withdrawn Failed Incomplete Business* N/A - 1 - - - - 1 Coursera N/A - 34 7 - - 1 41 Culinary Arts 163 22 15 - 2 14 - 199 Heavy Equipment Operation - N/A 10 1 4 - - 15 IT and Computer Skills 1 145 30 1 4 - - 180 Skilled Trades 3 9 55 6 4 - 1 70 TOTAL 167 176 130 13 13 14 2 478 *Likely should have been classified under Coursera **The total column is less than the sum of the individual cells across participant status because an individual can be in multiple status categories. ***Not every training program leads to a certificate, N/A has been placed in rows where this is applicable Department of Economic Vitality Recommendations The City remains committed to supporting the expansion and diversification of job skills training programs in Fayetteville, including the Level Up program. Based on analysis of the Level Up database and 3 Over 142 other residents were served who did not sign a data release form. associated Year 1 program outcomes, City staff offer the following recommendations to FPL for refining, scaling, and positioning the Level Up program in the world of technical education and federal job skill training grants: 31 Fayetteville Public Library Level Up Skills Development Program Impact Report | April 2024 Level Up Program Review p.6 Program Management and Partnerships 1. Remediate existing gaps in the Level Up program database identified during this program review and develop internal processes/standards to improve data collection at onboarding and throughout the participant life cycle. Analysis and discussion of the full extract of the Level Up database revealed significant areas for improvement in terms of data collection and participant tracking. To assist FPL, the Department of Economic Vitality has developed a refined database that includes corrections from City staff. Selected areas for remediation are listed below: • Establish a standard procedure for activating, reactivating, and removing participants who are not actively completing coursework; • Update the Level Up database with missing enrollment data, where appropriate; • Update the program onboarding form with changes discussed at the last working session (e.g., additional demographic categories, data validation settings) and integrate choice architecture principles to improve the opt-in rate of self-reporting demographic information; • Establish a standard hierarchy for logging program names, tracks, and custom track information o AI, IT Support, and UI/UX Development were listed under both “Coursera” and “IT & Computer Skills” o Creative Writing listed as an IT & Computer Skills course o Burning through the Basics program listed under Basic Food Prep and Custom tracks o ServSafe Food Handler and Manager programs listed under Industry Certification and ServSafe Certification tracks 2. Identify an individual with workforce development experience to serve as the staff member dedicated to the operation of the Level Up program. FPL and City staff agree that the program needs a sole point of contact, ideally an individual with experience navigating processes and programs within the Arkansas Office of Skills Development, Arkansas Division of Workforce Services, and the U.S. Department of Labor. A dedicated workforce development resource would enable full-time focus on grant pursuits and incorporation of Level Up programming into the federal eligible training provider network. City staff recommend this as the highest priority program modification for any future program support from the City. 3. Bolster and formalize partnerships with local and regional industry representatives as well as supportive services providers. Cultivating tri-sector partnerships and breaking down barriers to entry through the provision of supportive services are two thematic program features prioritized in federal funding opportunities. Formalizing industry partnerships supports learners as they complete certifications and look for employment in new industries. Chris Moody, Director of IT/AV & Innovation with a program participant 32 Fayetteville Public Library Level Up Skills Development Program Impact Report | April 2024 Level Up Program Review p.7 4. Explore outsourcing case management services with Northwest Arkansas Economic Development District (NWAEDD). FPL and City staff have identified case management and participant follow-up as one of the steepest learning curves for Level Up program implementation. The Department of Economic Vitality is facilitating a relationship between NWAEDD and FPL in hopes of outsourcing and/or adding the following administrative activities to the Level Up program: • Proactive pursuit, management, and administration of state and federal workforce grants • Onboarding and/or entry into American JobLink (i.e., federal workforce software) • Long-term case management of participants City staff acknowledge that initial expectations of long-term follow- up and case management were not reasonable given FPL’s current staffing and workload. Through discussion with local workforce case management professionals, City staff learned that the Arkansas Division of Workforce Services and Local Workforce Center case managers utilize the American JobLink system to conduct long-term case management. This tool increases the probability of successfully contacting a client, regardless of contact information changing. To mitigate cybersecurity risks associated with storing sensitive personal information, access to this system is limited. Staff are confident that a strong working relationship between FPL and NWAEDD will lead to long-term programmatic continuity and expansion. 5. Implement an inclusive marketing campaign and bring more community awareness to the Level Up Program. The original ARPA proposal included a small marketing budget of $5,000. Most of these funds were used to develop print promotional material housed within CFI. During the first year of operation, two social media posts were made highlighting the program, each receiving strong engagement. Staff feels program participation would have been higher with additional marketing and that the program can reach new heights through a more focused marketing and awareness campaign. Program Offerings 6. Adjust programmatic focus areas to the following three verticals: • Hospitality and culinary arts • Information technology (with an emphasis on coding and other sub-fields that support H3 job placement) • Infrastructure (including heavy equipment operation, clean energy, construction, and other skilled trades) 6. Explore the adoption of more structured pre-apprenticeship programming in coordination with the City of Fayetteville and the Arkansas Office of Skills Development (OSD). OSD oversees the development and expansion of state-certified pre-apprenticeship programs, which support the creation of pathways to U.S. Department of Labor registered apprenticeship programs (RAPs). Pre- apprenticeships and RAPs are an industry best practice for diversifying target industries’ workforces and ensuring long-term success of job skills training program participants. FPL should consider the creation of an eight to 12 week, paid pre-apprenticeship program focused on the construction sector. 7. Contract out operations of the Coding Academy included in the original ARPA proposal and host courses and formalize and IT apprenticeship program. Formalizing the partnership with the Arkansas Center for Data Sciences (ACDS) could enable the inclusion of an IT-focused pre-apprenticeship program through Level Up. 8. Continue deployment of the scholarships for the Culinary Arts per the original ARPA proposal. The original proposal states “The proposal includes covering the costs for 300 Fayetteville residents annually to complete the Kitchen Basic’s Course (Brightwater) at FPL’s 33 Fayetteville Public Library Level Up Skills Development Program Impact Report | April 2024 Level Up Program Review p.8 teaching kitchen.” To date, only 199 individuals have received scholarships for this program based on the database extract, indicating there is budget remaining to continue this successful program’s reach. Conclusion and Moving Forward The American Rescue Plan afforded the City an opportunity to make strategic investments to aid recovery from the Covid-19 pandemic and to stimulate generational changes in our community’s long-term economic resiliency. The Department of Economic Vitality is proud of the outputs, lessons learned, and future potential of the Level Up program. Librarians are the Swiss army knives of education. This program analysis demonstrates the viability of FPL entering the realm of job skill training, and staff sees promise in the program’s potential to replicate the Teaching Kitchen’s level of success in the other Level Up program verticals. The recommendations outlined within this report were drafted to serve as a guide for the Library moving forward. The Department of Economic Vitality is committed to providing continued technical assistance, facilitating partnerships, and supporting grant pursuits to bolster the Level Up Program moving forward. Our partnership is built on a shared commitment to making Fayetteville a more economically equitable and inclusive place, made possible by having the library do what it does best: creating an accessible, supportive, learner-centered experience. Should a workforce development professional join the Library’s team, City staff are committed to working closely with this individual for the betterment of the Level Up program. Learn More Visit the Level Up Skills Development program home page to learn more and register for training opportunities. Find your nearest Arkansas Workforce Center to learn more about other federally supported job skill training opportunities in Fayetteville. Find local jobs and other eligible training providers by visiting Arkansas JobLink. Learn about Fayetteville Adult Career Training at the Stephen M. Percival Center. 34 Fayetteville Public Library Foundation General Fund Highlight of Revenue and Expenditures (Preliminary: Subject to Audit) For Month Ended March 31, 2024 This is a summary report focused primarily on Fund 91 (Operations) and Fund 96 (Capital Campaign). Budget Threshold: Revenue collection and expenditure should be approximately 16% of target. Operating (Fund 91) Unrestricted Revenue: • Total March revenue collected: $46,910, which is an increase of $2,566 compared to last month. • YTD revenue collected: $142,428, which is an increase of approximately $9,000, or 7% compared to last year for the same period. Overall, tracking as planned. Chart reflects actual revenue collection compared to year-to-date budget. Lease Income, $44,956 Annual Fund, $47,062 Event Revenue, $3,710 Event Sponsorship, $33,998 0 5,000 10,000 15,000 20,000 25,000 30,000 35,000 40,000 45,000 50,000 Lease Income Annual Fund Event Revenue Event Sponsorship Revenue Collection: YTD Budget to Actual YTD Budget YTD Actual $- $2,000 $4,000 $6,000 $8,000 $10,000 $12,000 $14,000 $16,000 $18,000 $20,000 Annual Fund renewal Community Partnerships Matching Gift No Project Reading the Greens Stewardship mailing Unsolicited Annual Fund (GL 4012) Revenue Composition YTD 2024 YTD 2023 35 Chart reflects only annual renewals and outright gifts revenue recorded in GL account 4012 (Annual Fund). Chart reflects a 3-year trend of unrestricted operating revenue (excludes lease income and transfers) Operating (Fund 91) Unrestricted Expenditures: • Total expenditures for March were $6,054; largest expenditures are personnel and debt service. • YTD expenses total $121,754, a decrease of $15,501 from PY same period. Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 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 $5,068 $41,386 $9,754 $5,720 $35,208 $4,015 $17,143 $14,332 $22,070 $50,551 2024 $21,612 $3,493 $22,151 ($10,000) $0 $10,000 $20,000 $30,000 $40,000 $50,000 $60,000 Annual Renewals and Outright Gifts 5-year Trend 0.00 10,000.00 20,000.00 30,000.00 40,000.00 50,000.00 60,000.00 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Operating Revenue: 5-Year Trend 2021 2022 2023 2024 Reading the Greens YTD 2024 YTD 2023 Difference % Change Revenue 37,719$ 36,063$ 1,656$ 5% Expenditures 378 1,292 (914) -71% 36 Balance Sheet Highlights (Capital Campaign) – March 31, 2024: • Pledge receivable balance decreased by $14,253 compared to last month. • Debt balance remained flat compared to last month Chart 6: Shows the shortfall between Long term debt and pledge receivables designated to the building expansion. 0 10,000 20,000 30,000 40,000 50,000 60,000 Personnel Materials & Supplies Services & Charges Maintenance Capital Outlay Debt Service Expenses YTD Budget vs. Actual YTD Budget YTD Actual $3,874,187 $1,222,520 -$2,651,667 -$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 Mar-2024 Capital Campaign Shortfall Comparison: LT Debt vs. Pledge Receivable Note : LT Debt balance excludes the land sale of $544,700. Balance will reduce periodically as cash is collected over a 5-year span. LT Debt Balances Pledge Receivable Short Fall 37 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 38 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 the Executive Session are open to the public. 39 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. 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. 40 41 42 43 MEMO TO: Fayetteville Public Library Board of Trustees FROM: David Johnson, Executive Director DATE: May 20, 2024 RE: Acceptance of Grant Funds for Books & Bites and Approval of Budget Amendment ______________________________________________________________________________ Recommendation: Staff requests the Board of Trustees recognize and approve a budget amendment for grant funds for the Books & Bites program. Background/Discussion: Fayetteville Public Library submitted a grant application requesting $50,000 for the Books and Bites program. Similar to last year, the request included funding a 0.5 full-time equivalent (FTE) position. In May 2024, the anonymous donor awarded the full amount. Budget/Staff Impact: Both revenue and expense will increase by $50,000. There is no impact to the total FTE count. Resolution: Recognize and approve a budget amendment to the CY 2024 budget in the amount of $50,000.00. Attachments: Attachment A: Budget adjustment Attachment B: Resolution 2024-5003 44 Fayetteville Public Library - Budget Adjustment Budget Year Dept.: Requestor: Board Date 5.20.2024 Form ID # Department Director Date Finance & Accounting Director Date Finance & HR Director Date Batch # GL Date Date POSTED: TOTAL 50,000 50,000 Account Number Expense Revenue Account Name - - 10 4055 77 40005 50,000 Grant 10 51XX 45 40005 15,000 - Personnell Expense Lines 10 5251 45 40005 35,000 Programming Materials & Supplies - - - - - - - - - - - - - - - - - - - - Adjustment Number 2024 2024-5003Community Engagement Willow Fitzgibbon Executive Director BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Recognize and approve a budget amendment for grant funds for the Books & Bites program. Complete Only if Board approval not needed Complete Only if Board approval not needed Increase / (Decrease) 40005 Books & Bites 40005 Books & Bites 40005 Books & Bites Project # 45 Resolution A RESOLUTION TO ACCEPT GRANT FUNDS FROM AN ANONYMOUS DONOR DESIGNATED FOR THE BOOKS AND BITES PROGRAM AND APPROVE AMENDING THE 2024 BUDGET IN THE AMOUNT OF $50,000. WHEREAS, in February 2024, the Fayetteville Public Library (Library) submitted a grant application requesting $50,000 for the purpose of supporting the Books and Bites program which included the funding of a 0.5 full-time equivalent; WHEREAS, in May 2024, the Library was awarded funding of the program in the amount $50,000; WHEREAS, the grant includes funding of a 0.5 full-time equivalent position; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE FAYETTEVILLE PUBLIC LIBRARY: Section 1: Authorizes the Executive Director to accept the grant funds of $50,000 to support the Books and Bites program. Section 2: Approves a budget amendment to the revenue and expenditures 2024 budget, as noted in the attachment of this resolution. ______________________________________ ____________________ Bret Park, President Date Fayetteville Public Library Board of Trustees ______________________________________ ______________________ Stan Rodgers, Treasurer Date Fayetteville Public Library Board of Trustees 46