HomeMy WebLinkAbout2007-06-18 - Agendas - FinalFAYETTEVILLE
PUBLIC LIBRARY
Beyond Words
Board of Trustees
June 18, 2007 4 pm
Regular Meeting
Agenda
I. Call to order
II. Introduction of Kara Rago, Director of Development
III. Approval of minutes
A. Minutes 4/16/07 - page 2
B. Signed minutes 2/19/07– page 3
IV. Reports
A. Key upcoming events – page 4
B. Library administration
1. Management reports
a. April -May 2007 strategic plan progress – page 5-8
b. May 2007 performance measures – page 9
c. April 2007 performance measures – page 10
d. Comparison chart of check-outs per month 2004-2007 – page 11
2. Financial reports
a. May 2007 budget comparison – page 12
b. May 2007 balance sheet – page 13-14
c. May 2007 profit and loss – page 15-17
d. April 2007 budget comparison – page 18
e. April 2007 balance sheet – page 19-20
f. April 2007 profit and loss – page 21-23
C. Friends of FPL – page 24
D. FPL Foundation – page 25
V. Old business
A. TIF lawsuit decision and recognition of Vince Chadick, Bassett Law Firm
B. Board by-law revision – page 26-29
0I. C. Branch and books -by -mail student study summary — page 30-44
D. Library, Friends, Foundation Working Group recommendations — page 45-54
New business
A. 2007 budget adjustment request – page 55
B. 2008 budget proposal: initial dialogue
C. Strategic plan review: October 2006 – May 2007 – page 56-59
D. Staff presentation by Michele Raine, Manager, Reference Services
E. Policy revisions – page 60
1. PA -9 Insurance (NOMENCLATURE) – page 61
2. PA -11 Leave of absence without pay (NOMENCLATURE) – page 62
3. PA -31 Inclement weather (NOMENCLATURE) – page 63
4. PA -57 Attendance and absence without leave (NOMENCLATURE) – page 64
5. PA -59 Closed days (NOMENCLATURE) – page 65
6. PA -5 Educational leave, tuition assistance etc. (REVISION) – page 66-67
7. PA -25 Children of staff (REVISION) – page 68
8. PA -27 Dress code (REVISION) – page 69-70
9. PA -33 Name tags (DELETE, incorporated into PA -27) – page 71
10. PA -41 Personal telephone use (REVISION) – page 72
11. PA -51 Computer Resources (REVISION + NAME CHANGE) - page 73-74
12. PA -55 Appointments (REVISION) – page 75
13. PA -61 Overtime (REVISION + NAME CHANGE) – page 76-77
14. PA -65 Emergency leave (DELETE) incl. PA -15 Bereavement—the replacement policy– page 78-79
15. PA -69 Evaluations (REVISION) – page 80-81
16. PA -73 Military leave (REVISION) – page 82
F. Policy addition: PA -02 Retirement – page 83-85
G. Customer service standards (draft) – page 86-88
VII. Adjournment
VIII.Attachments
A. Projected 2007 meeting agendas (updated 6/4/07)
• B. State Library M.L.S. scholarship recipients (2 from FPL)
C. Chamber of Commerce Leadership Class XX May 18, 2007
D. Travel Smart newsletter "America's Landmark Green Libraries" plus letter from Americans for Libraries Council
E. Three newspaper items re: book challenge at the Bentonville Public Library
F. "Arkansas Supreme Court Saves Library Millage," American Libraries Online, May 4, 2007.
G. NEH Challenge Grant: notification letter, press, summary, letter from Senator Blanche Lincoln
H. Arkansas State Library Newsletter, May 2007
Fayetteville Public Library
Board of Trustees Regular Meeting
April 16, 2007
MINUTES
Prepared by S. Terry, Manager, Marketing and Communications
Board Members present: L. Brewer, D. Ferritor, M. Hunt, E. Jordan, D. Marr, M. Malone and B. Schaffer. Staff present H Bradberry, L.
Greenwood, G. Kunze, A. Low, C. Rew, L. Schaper, S. Terry and S. Thorup. Also present: Dr. S. Mason and University of Arkansas
engineering students Seth Borin, Meredith J. Griffin, Lauren Holloway, Adam Keeley. Press. S Patton.
The Board of Trustees meeting was called to order at 4 p.m. by D. Ferritor.
L. Brewer, M. Hunt and M. Malone were sworn in by Judge Rudy Moore.
1. Library Reports. 1.) L. Schaper noted circulation is up 18.9% percent since January. She also noted that the library has been
opening at 9 a.m. since April 1. Schaper noted that The Big Read is currently in progress and that Summer Reading Club is
approaching.
2. Statistical and Financial Report. 1.) C. Rew noted the Foundation payment received during March was higher than
anticipated last June. 2.) Rew reported that the library is on target for its financials.
3. Friends. 1.) G. Kunze said spring membership forms have gone to more than 800 members. 2.) Kunze also noted the
Friends has added a teen membership level and is considering a youth level. 3.) Friends will host a garage sale May 19.
4. Foundation. 1.) H. Bradberry announced that she will resign her position June 1. 2.) She announced that the Foundation has .
a goal of distributing $400,000 to the library by June 1. 3.) Bradberry said the library is restructuring to make the next
Director of Development a library employee. 4.) B. Schaffer moved to pass a resolution honoring Bradberry for all the work
she has done during her tenure at the library; seconded by all.
5. Friends, Foundation, Library Working Group: 1.) L. Schaper said the group has created a set of draft recommendations,
including the three boards hosting an annual joint event, the group reviewing and recommending by-laws changes for each of
the three boards fundraising for both Friends and Foundation at all library events, membership in the Roberta Fulbright
Society granted for all lifetime Friends members, recognizing levels of annual giving and developing a list of giving benefits.
6. Art Committee: 1.) E. Jordan announced that four proposals were presented and that plans for the interactive wall are moving
forward. 2.) H. Bradberry noted that a new exhibit will be hung in the library next week.
7. Old business: A.) TIF update: B. Schaffer reported that oral arguments in the TIF case were heard April 5 in Little Rock in
front of the Arkansas Supreme Court. A decision is expected in four to six weeks. B.) By law revision draft proposal: S. Thorup
reviewed proposed changes. Four additional items were presented: term limits for officers of two years, board representation
at Friends of the Library board meetings, regular schedule for bylaw review and creation of additional standing committees.
D. Marr moved to implement the current proposed changes and consider the four additional changes at the next meeting in
June; seconded by E. Jordan. All aye. C.) Branch study and books -by -mail by University of Arkansas industrial engineering
students: Presentation was made. D.) Check out desk reconfiguration: Held item pick up will be moved from behind the
check out desk to the media section. Patrons can pick up their holds and check out the material at the Express Check
stations.
8. New business: A.) Staff presentation: L. Greenwood presented a preview of the Summer Reading Program for 2007, which
kicks off Saturday, June 2. B.) Trustee emeritus recommendation for Ann de Noble: D. Ferritor noted de Noble's long service
to the board. Motion was made by M. Malone; seconded by D. Marr. All voted aye. C.) Policy changes: 1) LK: Library card
eligibility: Defines a new class of residents eligible for a Fayetteville Public Library card for those associated with non-profit
groups. LR: Registration establishes the procedure. M. Hunt moved to accept the items together; L. Brewer seconded. All
aye. D.) Policy change: LO: Lost materials. D. Marr moved to accept revision; L. Brewer seconded; all aye. E.) Policy change:
JC: Closed days: The library requests the building to close the Sunday, Dec. 23. The library also requests to close the Sunday
before Memorial Day to do floor finishing. This is for 2007 only. M. Malone moved; B. Schaffer seconded. All aye. F.) Policy
changes: 1.) PA -4) Employment - revision: The library would not continue the grandfathering of employees under previously
existing sick and leave time policies Everyone will work with the same policies. D. Marr moved; B. Schaffer seconded. All
aye. 2.) PA -12) Paid Time Off - add PA -13 Leave for Vacation and closed days - deletion: C. Rew noted that employees will
be given two extra days to avoid worrying about limited sick time days during the initial year of the plan. D. Ferritor requested
a follow up review of the policy be presented to the board at the end of the year. D. Marr moved; M. Hunt seconded. All voted
aye. 3.) PA -13) Extended sick time: Delete PA -19 and replace with PA -13. D. Marr moved; M. Hunt seconded. All voted aye.
4.) PA -14) Jury Duty - additional policy: Create a policy to pay employees when they serve on jury duty on regularly
scheduled work days. M. Hunt moved; L. Brewer seconded. All voted aye. 5.) PA -15) Bereavement - addition / PA -15
Retirement renumbered as PA -16 Retirement: L. Brewer moved; D. Man' seconded. All voted aye. 6.) PA -17 Shared Leave
Program - deletion: Employees would donate time to a bank rather than for a specific purpose. The executive team would
determine when the days would be given. D. Marr moved to delete the item by; B. Schaffer seconded. All voted aye. 7.) PA -
81 Resignations - revision: M. Hunt moved; D. Marr seconded. All voted aye. •
9. D. Marr moved to adjourn, and E. Jordan seconded. All in favor. Meeting adjourned at 6:10 p.m.
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Fayetteville Public Library
Board of Trustees Regular Meeting
February 19, 2007
MINUTES
Prepared by S. Terry, Manager, Marketing and Communications
Board Members present: L. Brewer, A. de Noble, D. Ferritor, E. Jordan, D. Marr and B. Schaffer. Staff present. H Bradberry, G. Kunze,
C. Rew, M. Raine, L. Schaper, S. Terry and S. Thorup. Press: D. Begley and A. Wallworth.
The Board of Trustees meeting was called to order at 4 p.m. by D. Ferritor.
D. Marr and D. Ferritor were sworn in by Judge Stacey Zimmerman.
1. Election of officers: D. Ferritor will serve as president; L. Brewer will serve as vice-president; B. Schaffer will serve as
treasurer; E. Jordan will serve as secretary. Motion was made by D. Marr and seconded by A. de Noble. All voted aye.
2. A. de Noble moved to accept the minutes of the Dec. 18. 2006 meeting. L. Brewer seconded. All voted aye.
3. Library Reports. 1.) L. Schaper noted the study that is being conducted by a group of four University of Arkansas engineering
students.
4. Statistical and Financial Report. 1.) L. Schaper noted that the library circulation increased more than 19.5 percent during
January from the previous year, 63 percent of check outs were done on the self check kiosks during January and the library
hosted 999 programs in 2006. 2.) C. Rew noted that expenses have been slow because of corrections that had to be made to
bills received in January and many bills were paid in December.
5. Friends. 1.) G. Kunze mentioned that FPL volunteers visit the four area Head Starts each month through Reading Roadshow.
Friends will provide books to the children each month. 2.) G. Kunze also noted that Friends is considering a youth level
membership to help meet the goal of doubling the Friends membership in 2007.
6. Foundation. 1.) H. Bradberry noted that the Care Foundation provided $60,000 to partner with the library to fund a non-
profit resource center at FPL.
7. Old business: 1.) TIF update: D. Ferritor said the Supreme Court oral arguments for the TIF were postponed on Feb. 1 and
rescheduled to April 5. 2.) By law revision draft proposal: S. Thorup reviewed analysis of the bylaws and proposed changes
The board agreed to meet at least 30 days before the next meeting in April to discuss bylaw changes. 3.) Fines and fees
proposal: Videos and films will remain at $1 a day for late fees. All other fees proposed at the December meeting will go into
effect April 1. D. Ferritor noted that public input reflects that the public wants items to circulate.
ilpNew business: 1.) Staff presentation: M. Raine presented an update on current References Services projects. 2.) 2006
ollover approval: C. Rew requested permission to roll forward $66,904. Motion was made by A. de Noble and seconded by D.
Marr. All voted.aye. 3.) 2007 budget approval: Motion was made by L. Brewer and seconded by A. de Noble. All voted aye.
4.) Preliminary branch study and report on UA student study: L. Schaper reviewed the data collected. It currently takes
between 12-17 minutes to access the Fayetteville Public Library from various points east and west around town. After UA
students complete their study, the library will present a more formal plan for moving forward with branch libraries. 5.)
Proposal for adding hours: L. Schaper proposed adding hours through three phases: Moving the library opening back to 9
a.m., which would not effect the budget; keeping the library open until 6 p.m. on Friday and Saturday, which depends on the
budget; and keeping the library open until 9 p.m. Monday through Thursday, which is dependent on the budget. L. Schaper
said the 9 a.m. opening would be a soft opening, rolling the gates back without a formal announcement. After the initial trial
period, the library will begin opening at 9 a.m. Motion was made by E. Jordan and seconded by D. Marr. All voted aye. 6.)
Trustee emeritus recommendation for Louis Gottsponer: L. Schaper noted that Gottsponer served eight years on the Board
and seven years as president, doing an excellent job leading the Board through the building project and many other major
efforts. He was elected president of the Board of Trustees in January 2000 and served through January 2007. He also served
on the FPL Foundation Board of Directors. Motion was made by A. de Noble and seconded by L. Brewer. All voted aye. 7.)
Job description for executive director: All job descriptions are being rewritten, beginning with the Executive Director. Motion
was made by A. de Noble and seconded by D. Marr. All voted aye.
9. The board of trustees adjourned to executive session at 5:35 p.m. They adjourned from executive session at 6:10 p.m. No
action was taken during the session.
10. A. de Noble moved to adjourn E. Jordan seconded. Allin favor. Meeting adjourned at 6:12 p.m.
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FAYETTEVILLE PUBLIC LIBRARY
Key Events: June 21 — July 30
• Saturday, June 23, from 1 to 4 pm, Walker Community Room: Card
Collectors Day at FPL for all ages.
• Tuesday, June 26 at 10:30 & 11 am, for preschoolers; Tuesday, June 26 at
6:30 pm, for families; and Wednesday, June 27 at 1 & 2 pm, for elementary
students: Bill Harley, Grammy -award winning musician and author, performs
at Fayetteville Public Library. All events in the Walker Community Room.
• Saturday, July 21 at 9:30, Fayetteville Square: Harry Potter Parade from
square to library and Nightbird Books for all elementary through 12th grade.
• Saturday, July 21, from Noon to 2 pm, Walker Community Room: Harry
Potter Release Party for 6th throughl2th grades.
• Tuesday, July 24, from 6 to 7:30 pm, Walker Community Room: Black Cat
Bone Blues Performance and Jam with Ozark Blues Society for 6th through
12th grades.
• Thursday, July 26, from 6 to 7:30 pm, Walker Community Room: Teen
Blues Jam for 6th through 12th grade.
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FAYETTEVILLE PUBLIC LIBRARY
Strategic Plan Progress Report
April -May 2007
I. Access: Implement strategies to improve and extend access to library collection and services.
a. Hours: N/A
b. Facilities:
i. Completed another layer of finish on cork floors.
ii. Cleaned carpet in niches and upholstered seating in the children's library.
iii. Prepared Cafe RFP for release in the summer.
c. Branches:
i. Completed UA engineering student study; attended final presentation.
d. Remote return locations:
i. Dedicated and launched three remote drop offs at Bank of Fayetteville locations
on 5/14. On -Time Couriers is picking up items each Monday -Saturday. 135
items collected in first week of service. 460 items collected in May.
e. Website:
i. Added RSS feeds and "New Titles" lists to online catalog.
ii. Implemented MyLibraryBookstore allowing customers to purchase books, film
and music that are direct shipped to the customer's home.
f. Computing and networking resources:
i. Completed upgrades to the AV systems in the computer lab and Walker
Community Room.
ii. Completed migration to DS3 (Digital Signal 3).
1. AT&T completed pulling fiber to the building.
2. Updated our firewall.
3. Added additional IP addresses which means we can add more services
and provide and remote login to more staff.
4. Took over control of FPLs public Doman Naming System (DNS).
5. Bandwidth is now synchronous and up to 10 MBps.
g. Outreach services:
i. Staffed an information table at the Bays & Girls Club's Easter event.
ii. Provided tour to managers from Yokohama (Japan) National University Library.
iii. Staffed a table at Fayetteville School District's Multi -Cultural Information Night.
h. Books -by -mail:
i. Completed UA engineering student study on program model.
11. Collections: Develop collections that are responsive to the needs and demands of its community.
a. Adult materials:
i. Added Kirkus Reviews as a pre -publication ordering source.
ii. Evaluated fiction collection for core / classic gay and lesbian titles.
iii. Evaluated fiction collection against Booklist's Best Crime Fiction list; owned all
titles.
iv. Evaluated Cooperating Collection materials against the Association of
Fundraising Professionals reading list and added titles where needed.
b. Reference:
i. Evaluated Genealogy collection against Library Journal's "Collection
Development" article; ordered five titles.
ii. Developed report on city, state, and federal incentives for green buildings.
Strategic Plan Progress Report
April — May 2007 5
iii. Completed State Data Center report for first quarter.
iv. Ordered material for the professional collection for graphic novels readers' advisory
and for adult programming in the library.
v. Worked with Chamber of Commerce Small Business Committee to provide resource
lists at their monthly meetings.
c. World languages:
i. Ordered 49 titles for the World Languages collection in Spanish, French and
German.
ii. Ordered 37 Spanish and English / Spanish children's books.
d. Youth services:
i. Added Kirkus Reviews as a pre -publication ordering source.
ii. Planning underway to expand the Children's Award collection, to add Charlie Mae
Simon Award winners, Diamond Primary Award winners and Coretta Scott King
Award winners.
iii. Began weeding picture books and youth non-fiction based on condition, age and
use patterns.
e. Nonprint:
i. Continue to order the latest releases of film, music and audiobooks for all
collections.
f. E -collections:
i. Provided feedback on three electronic resource trials to the State Library.
ii. Evaluated efficacy of creating a SearchAXIS customized search toolbar for FPL
customers. Waiting for customized trial product from vendor.
g. General
i. Set up an account with Brodart Books as a secondary supplier. Average discount
40%.
ii. Adjusted magazine subscriptions and placed order for 07-08 with an 18%
discount.
iii. Met with Baker & Taylor representatives. Resolved issues in ordering and
gathered information to potentially improve efficiency.
Ill. Services: Define its essential activities and service levels.
a. Programming and events:
i. Implemented The Big Read: Fayetteville Reads Fahrenheit 451 during National'
Library Week, April 14 — 21.
1. 34 programs held with 2,043 in attendance.
2. 17 book discussions at diverse venues, e.g. Washington Co. Detention
Center, Fayetteville High School, TGI Friday's restaurant and the
Botanical Gardens.
3. Judith Krug, Director of ALA's Office of Intellectual Freedom spoke and
facilitated a panel discussion about the 2005 censorship attempts in
Fayetteville schools.
4. Nancy Giles, actress, commentator and comic, provided the keynote,
"The Power of Reading."
ii. Provided a workshop on the Nonprofit Resource Center.
iii. Offered a menopause program in FPL's Women's Health series.
iv. Offered two Readers' Teas, Historical Fiction lead by local author Pat Carr and
Crime Fiction led by Fayetteville Police Detective and local author David
Williams.
v. Screened award-winning documentary film on Arkansas dairy farms, Spilled
Milk.
vi. The four adult book clubs met eight times total.
vii. Presented summer reading promotional programs and distributed summer
calendars to over 5,000 students in Fayetteville elementary schools, middle
schools, junior highs and Fayetteville High School.
6 Strategic Plan Progress Report
April — May 2007
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viii. Continued weekly storytimes four days a week for preschool, toddlers, and
babies and continued to offer a weekly bilingual storytime.
ix. Planned and conducted tours for all Fayetteville schools' kindergarten students.
x. Completed the spring After School Workshop series for elementary students.
xi. Began online sign up for summer reading for elementary and teens. Over 1,350
youth registered through June 5.
1. Held kick-off events with 464 in attendance.
xii. Hosted monthly teen events that include Teen Anime, Open Mic Night, Teen
Knitting and Library Lions for 6th — 9th graders.
b. Self-service strategies:
i. 111 customers applied for library cards online. 96 customers updated their
customer accounts online.
ii. Implemented self-service held item pick up.
iii. Implemented credit card payment for fees via express check stations.
c. Customer service:
i. Initiated cancelled requests notices via email.
ii. Initiated customer account expiration notices via email.
d. Customer service standards:
i. Completed a draft customer service standard statement for review by the Board
and staff. Heather Robideaux, Librarian III, led a committee representing each
department.
e. Staffing:
W.Hancock and P. Heaney were awarded AR State Library scholarships for their
distance M.L.S. degree programs.
ii. H. Closser accepted into Florida State U. for its distance M.L.S. program.
iii. Implemented mini-trainings of e -resources at weekly staff meetings..
iv. Completed off-site training for the Foundation Center Cooperating Collection.
Four Reference Services team members have been trained.
v. P. Heaney, LAIII and M.L.I.S. student accepted the intern position of Nonprofit
Resource Center Coordinator. She begins 6/15.
vi. Advertised the open Director of Development position. Received 13
applications and interviewed three candidates with the help of staff members,
H. Bradberry, L. Alward, President of the Friends of FPL and K. Lewis
McDonald, Vice-president of the FPL Foundation. Hired Kara Rago as of May
31, 2007.
vii. Unified development, marketing and volunteer services under Kara Rago.
viii. Held party for S. Hamblen, LAIII and H. Bradberry, DOD.
ix. Attended media training with Executive Communications Consultants. (S. Terry)
x. Attended generational marketing training. (S. Terry, M. Raine, L. Schaper)
xi. Completed job analysis questionnaire for each position in preparation for a job
description rewrite.
xii. Revamped job application process to conform to new City practice.
IV. Visibility and value: Promote the contributions and value of the library to the greater Fayetteville
area.
a. Marketing plan:
i. N/A.
b. Marketing (visibility):
i. Tallied 1,486,525 media impressions for The Big Read.
ii. Wrote monthly library column for Fayetteville Free Weekly.
iii. Completed May and June newsletters.
iv. Organized advertising for SRC in the library, NWA Times, Kids Directory,
Citiscapes, and Ozark Regional Transit.
v. Provided library events to Citiscapes Metro Monthly and Mother & Child
Reunion.
Strategic Plan Progress Report
April — May 2007 7
• vi. Wrote library submission for "Libraries We Love" calendar contest.
vii. Wrote guest column for Northwest Arkansas Times about The Big Read.
viii. Coordinated remote drop-off box announcement on May 14.
c. Communications:
i. Interviewed by two media stations about drop-off boxes
ii. Interviewed by NWA Times reporter about SRC and wireless internet.
iii. Interviewed by Univision about wireless internet.
iv. Wrote 24 press releases.
v. Interviewed by four print and one radio reporters re: The Big Read.
vi. Appeared twice on 40/29 morning show to promote The Big Read (S. Terry) and
SRC (L. Greenwood).
d. Collaboration:
i. Met with Peggy Gabriel, College of Engineering, to identify ways to collaborate
on the Solar Splash race now and into the future. A previous winning boat was
displayed during SRC kick-off.
ii. Collaborated with the Fayetteville Public Schools to act as a depot for the
License to Learn prizes.
iii. Louise Schaper and Shawna Thorup participated in a focus group for the Osher
Lifelong Learning Institute at the University of Arkansas (OLLI). Michele Raine
was named to OLLI's steering committee.
iv. Presented Sudanese refugee author, Valentino Achak Deng, in collaboration
with Nightbird Books.
v. Planning Harry Potter book launch events with Nightbird Books.
vi. Assisted the Chamber of Commerce in data gathering for the annual ACCRA
cost of living index.
vii. Staff attended monthly meetings of the Chamber's Education and Small
Business committees.
V. Sustainable funding: Seek funding sources that are reliable, sustainable, and adequate to carry
out the Library's mission; these sources will grow as the community grows.
a. Funding strategies:
i. Submitted a grant application to AT&T to fund LCD equipment expansion in
Children's Library.
b. Funding sources:
i. Arranged to have city funds wired to FPL account according to auditor request.
ii. On April 26 the AR Supreme Court ruled in favor of FPL in the TIF lawsuit.
iii. Attended AR State Library Board meeting and made a presentation on the TIF
lawsuit decision as it pertains to public libraries. (LS)
c. Advocacy:
i. Received word that the American Library Association is willing to conduct
advocacy training in Fayetteville. Shawna Thorup will be attending their
training at the annual ALA meeting to assess value.
d. Foundation and Friends:
i. Held first gathering of the boards at the home of Dan Ferritor and honored
former library board members Louis Gottsponer and Maurice Roberts.
ii. Completed recommendations for aligning the Friends, Foundation and Library
so as to enhance fundraising capabilities and better support the needs of the
Library.
g Strategic Plan Progress Report
April — May 2007
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11
12
Month
Sources of Funds
Millage Receipts
City of Fayetteville
Fines & Fees
Interest
City CIP books
City CIP other
Foundation
Friends
State Aid
Rental Income
Meeting Room Fees
Grants
Misc.
Total Sources of Funds
Expenses
Salaries & Wages
Payroll Taxes
Employee Insurance
Retirement
Programming
Library Materials
Supplies
Computer Supplies& Hardware
Computer Licenses & Maint.
Utilities
Postage
Travel & Training
Contractual Services
Landscape Maint.
Building Maint.
Equip. Lease & Maint.
Insurance
Public Rel. & Misc.
Furniture & Equipment
Total Expenses
Excess/Deficit
Fayetteville Public Library
Budget Comparison
May 31, 2007
Current Monthly Current
5 Month Budget YTD
81,630 80,508
134,429 134,429
16,019 10,000
3,715 1,250
24,583 24,583
1,917
30,083
3,958
7,392
1,401 1,167
240 0
992
5,575
394,684
672,145
68,313
15,082
122,915
0
401,787
24,000
25,360
6,532
335
16,000
3,253
Budget Annual
YTD Budget
402,538
672,144
50,000
6,250
122,917
9,583
150,417
19,792
36,958
5,833
0
966,091
1,613,146
120,000
15,000
295,000
23,000
361,000
47,500
88,700
14,000
0
27,877 66,904
263,009
300,862
1,750,406
1,504,309 3,630,341
130,868 138,533
10,973 11,080
8,741 9,657
11,469 10,833
8,272 5,958
48,259 34,000
10,810 16,313
6,129 11,750
952 9,667
8,454 15,500
2,286 2,500
132 4,981
12,195 10,850
3,083
1,920 8,042
5,000
746
152 1,083
14,033 2,297
275,645 301,874
630,490
52,194
43,762
50,426
17,730
122,514
64,213
10,053
4,149
56,880
8,689
12,588
35,170
538
21,760
0
2,684
2,793
25,065
1,161,698
692,663 1,662,392
55,402 132,965
48,287 115,888
54,167 130,000
29,792 71,500
170,000 408,000
81,563 195,750
58,750 141,000
48,333 116,000
77,500 186,000
12,500 30,000
24,907 59,777
54,250 130,200
15,417 37,000
40,208 96,500
25,000 60,000
3,729 8,950
5,417 13,000
11,485 27,565
1,509,370 3,622,487
-12,636 -1,012
588,708
-5,061 7,854
•
5:11 PM
06104/07
Cash Basis
•
•
•
Fayetteville Public Library
Balance Sheet
As of May 31, 2007
ASSETS
Current Assets
CheckinglSavings
General Operating Funds
Bank of Fayetteville -Deposits
Petty Cash
Total General Operating Funds
Merrill Lynch-WCMA
Operating portion of account
Total Merrill Lynch-WCMA
Schwab-Millage 4108-2175
1125 • Schwab Institutional - longterm
Total Checking/Savings
Other Current Assets
1220 • Due to/ from other Gov. Units
1250 Prepaid Expenses
Accounts Receivable
May 31, 07
47,085.30
408.00
47,493.30
960,082.31
960,082.31
954,639.81
770,118.26
2,732,333.68
1,003,702.30
68,313.00
-24.75
Total Other Current Assets 1,071,990.55
Total Current Assets 3,804,324.23
Fixed Assets
Fixed Assets
Library Buildings 20,754,629.47
Equipment • 989,695.05
Furniture & Fixtures 233,599.94
Accumulated Depreciation -1.233,014.33
Total Fixed Assets 20,744,910.13
Library Owned Art
Total Fixed Assets
150,000.00
20.894,910.13
TOTAL ASSETS 24,699,234.36
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
Accounts Payable -475.00
Total Accounts Payable -475.00
Other Current Liabilities
Accounts Payable -Other
NP Vacation accrual 111,446.66
NP Salaries & Wages Accrual 16,905.35
NP Other Payroll Liabilities 23,612.74
Accounts Payable -Other - Other 16,041.98
Total Accounts Payable -Other 168,006.73
1950 Accounts Payable - COBRA 0.57
Payroll Tax Liabilities
State Withholding Payable 6.79
State Unemployement Payable 789.52
Payroll Tax Liabilities - Other 298.81
Total Payroll Tax Liabilities 1,095.12
Other Payroll Liabilities
Health & Dental Insurance 7,048.47
2330 • Vision Insurance 8.62
2340 • Vol. Life & AD&D 20.50
2345 • Voluntary Group Life 133.38
Supplemental Insurance 233.52
Employee contributions 380.00
Page 11 3
•
5:11 PM
06/04107
Cash Basis
14
Fayetteville Public Library
Balance Sheet
As of May 31, 2007
Total Other Payroll Liabilities
Total Other Current Liabilities.
May 31, 07
7,824.49
176,926.91
Total Current Liabilities 176,451.91
Total Liabilities 176,451.91
Equity
Investment in Fixed Assets 21,361.499.04
Fund Balance -Undesignated 1,941,344.38
Fund Balance -Reserved
facilitie major repairs & rep 200,000.00
for reparis & replacements 200,000.00
f & f repairs & replacements 200,000.00
Total Fund Balance -Reserved 600,000.00
Fund Balance -Current Year Net
Net Income
218,148.74
401,790.29
Total Equity 24 522 782 45
TOTAL LIABILITIES & EQUITY 24,699,234.36
Page 2
5:12 PM Fayetteville Public Library
06/04/07 Profit & Loss YTD Comparison
Cash Basis May 2007
May 07 Jan - May 07
Ordinary Income/Expense
Income
Revenue & Support
4150 • Miscellaneous Income
sale of items, or regist. 0.00 169.27
4500 • Misc. M.J.
4501 Designated Gifts Other 100.00 649.15
Donations Materials 50.00 366.00
non restricted gifts to child 515.98 915.98
4500 • Misc. M.J. - Other 109.58 516.05
Total 4500 • Misc. M.J. 775.56 2,447.18
4150 • Miscellaneous Income - Other 217.00 803.65
Total 4150 • Miscellaneous Income
Cafe Rental 1,401.00
charges for set up and equipm 240.00
Fines & Fees
Fees collected at front desk 13,466.54 54,868.05
4315 • Library Cards 120.00 1,341.00
4320 • Research & Misc. Genealogy 8.00 409.00
4360 L st and Paid
4365 • Refund of Lost & Paid -37.55 -175.59
4360 • Lost and Paid - Other 1,082.95 3,134.75
992.56 3,420.10
6,532.23
335.00
Total 4360 Lost and Paid
4370 • Damaged and Paid
4380 ' Copier and Printer income
4390 • Short and Over
Total Fines & Fees
Interest
4401 - Interest -Operating
1,045.40 2,959.16
51.94
1,655.21
-328.38
538.83
8,261.11
-64.67
16,018.71 68,312.48
3,715.07 15,081.44
Total Interest 3,715.07 15,081.44
Federal Grants 0.00 16,000.00
State Aid to Libraries
state aid 0.00 25,360.00
Total State Aid to Libraries 0.00 25,360.00
Total Revenue & Support 22,367.34 135,041.25
Total Income
Expense
Operating Expenses
Office Supplies
5110 ' Administration Expenses
Volunteer needs
computer supplies & minor eq.
5114 • Computer Software, Lic. & Maint
5115 • Computer hardware & supplies
annual charges
Total computer supplies & minor eq.
supplies to be reimb by Found
5130 • Childrens Program
5131 • Young Children Prog. & Supplies
5133 • Young Adult Expenses
5130 • Childrens Program - Other
Total 5130 Childrens Program
Adult prog. expenses
5140 • Book Repair & Circ. Supplies
supplies for cleaning the bdg
signage materials
22,367.34 135,041.25
4,683.72
15.12
951.95
6,128.49
0.00
7,080.44
0.00
6,141.45
1,037.38
0.00
7,178.83
1,093.58
4,847.01
671.67
592.55
16,940.93
56.99
4,148.56
9 117 63
934.80
14,200.99
35.03
8,889.37
2,481.01
354.01
11,724.39
5,964.12
41,188.99
5,322.32
711.09
Page 4 5
5:12 PM Fayetteville Public Library
Profit & Loss YTD Comparison
Cash Basis May 2007
06/04/07
Total Office Supplies
Postage
Travel & Training
Public Notice
5725 • Public Relations
Professional Services
Equipment & furnishings
Utilities
Telephone & Internet
Utilities - Other
Total Utilities
Insurance -General
Total Operating Expenses
Salaries & Wages
Adult Services
Materials processing
Children's Library
Circulation
Custodial
Administration
6498 Vacation Time Used
- 6499 Sick Time Used
Salaries & Wages - Other
Total Salaries & Wages
Payroll Expenses
FICA/Medicare Expense
Payments to UofA for students
State Unemployment Expense
Voluntary AD & D
Long Term Disability
Life Insurance
Total Payroll Expenses
Employee Benefit Expenses
Health & Dental Insurance
Company paid portion of HSA
Retirement Contributions
6655 • Retirementment Plan Expenses
Total Employee Benefit Expenses
Publications
Book Acquisitions
all books child & adult
7120 • Adult Reference Materials
7130 • Electronic Resources
7140 Genealogical Materials
7160 • Childrens Books
Total Book Acquisitions
purchased with grant money
Periodicals
Audio Visuals
7610 • Film/DVD
7620 • Audio
7640 • Music
Total Audio Visuals
Total Publications
Building & Equipment
Landscape Maintenance
Building Maintenance
16
May 07
Jan - May 07
26,162.92
2,285.93
131.93
118.22
34.04
12,195.10
14,032.87
205.37
8,248.99
8,454.36
0.00
63,415.37
22,611.22
10,167.59
16,345.14
27,724.89
6,200.51
35,820.11
11,998.83
0.00
0.00
130,868.29
9,995.10
685.42
292.71
0.00
325.24
303.98
11,602.45
6,631.72
1,479.67
9,786.20
1,682.89
19,580.48
34, 395.22
31.63
4,840.00
20.99
0.00
39,287.84
0.00
792.18
5,469.58
2,131 28
578.33
8,179.19
48,259.21
0.00
1.919.93
96,144.85
8,689.69
12,587.33
1,311.30
1,481.51
35,170.05
25,064.47
733.00
56,148.04
56,881.04
2,684.00
240,014.24
109,463.06
45,705.91
74,034.26
128,447.96
31,348.68
177,609.52
43,699.96
9,081.02
11,100.00
630,490.37
48,152.07
1,446.69
3,356.54
39.75
2,103.12
2,063.13
57,161.30
31,708.61
7,086.17
47,088.58
3,337.11
89,220.47
101,987.23
72.78
4,840.00
100.99
28.60
107,029.60
0.00
939.80
9,320.83
3,639.66
1,584.66
14,545.15
122,514.55
537.75
21,760.41
Page 2
5:12 PM Fayetteville Public Library
06/04/07 Profit & Loss YTD Comparison
Cash Basis May 2007
•
Total Building & Equipment
Total Expense
Net Ordinary Income
Other Income/Expense
Other Income
Inter -Agency Transfers
Transfer from City
9150 • Transfer-Millage
Transfer for Books
Transfer from Friends
Transfers from Foundation
May 07 Jan - May 07
1,919.93 22,298.16
275,645.73 1,161,699.09
-253,278.39 -1,026,657.84
134,428.83
227,088.17
24,583.33
0.00
0.00
672,144.15
304,218.16
122,916.65
24,000.00
305,169.17
Total Inter -Agency Transfers 386,100.33 1,428,448.13
Total Other Income 386,100.33 1,428,448.13
Net Other Income 386,100.33 1,428,448.13
Net Income 132,821.94 401,790.29
Page 31 7
18
Month
Sources of Funds
Millage Receipts
City of Fayetteville
Fines & Fees
Interest
City CIP books
City CIP other
Foundation
Friends
State Aid
Rental Income
Meeting Room Fees
Grants
Misc.
Total Sources of Funds
Expenses
Salaries & Wages
Payroll Taxes
Employee Insurance
Retirement
Programming
Library Materials
Supplies
Computer Supplies& Hardware
Computer Licenses & Maint.
Utilities
Postage
Travel & Training
Contractual Services
Landscape Maint.
Building Maint.
Equip. Lease & Maint.
Insurance
Public Rel. & Misc.
Furniture & Equipment
Total Expenses
Excess/Deficit
Fayetteville Public Library
Budget Comparison
April 30, 2007
Current Monthly
4 Month Budget
81,630
134,429
16,338
3,574
24,583
104,806
1,485
20
16,000
Current
YTD
80,508 313,054
134,429 537,716
10,000 52,294
1,250 11,367
24,583 98,332
1,917 0
30,083 401,787
3,958 24,000
7,392 25,360
1,167 5,131
0 95
16,000
5,575 2,261
Budget Annual
YTD Budget
322,030
537,715
40,000
5,000
98,333
7,667
120,333
15,833
29,567
4,667
0
966,091
1,613,146
120,000
15,000
295,000
23,000
361,000
47,500
88,700
14,000
0
22,301 66,904
382,865
300,862 1,487, 397
1,203,447 3,630,341
140,204 138,533
11,077 11,080
11,969 9,657
10,160 10,833
9,458 5,958
11,794 34,000
53,403 16,313
-50,147 11,750
3,197 9,667
9,727 15,500
1,650 2,500
1,750 4,981
5,306 10,850
3,083
6,370 8,042
5,000
746
457 1,083
2,297
226,375 301,874
499,622
41,221
35,021
38,957
9,458
74,255
53,403
3,924
3,197
48,426
6,403
12,456
22,975
538
19,840
0
2,684
2,641
11,032
886,053
554,131 1,662,392
44,322 132,965
38,629 115,888
43,333 130,000
23,833 71,500
136,000 408,000
65,250 195,750
47,000 141,000
38,667 116,000
62,000 186,000
10,000 30,000
19,926 59,777
43,400 130,200
12,333 37,000
32,167 96,500
20,000 60,000
2,983 8,950
4,333
9,188
1,207,496
13,000
27,565
3,622,487
156,490
-1,012 601,344
-4,049 7,854
•
•
•
5:11 PM
06/04/07
Cash Basis
•
•
•
Fayetteville Public Library
Balance Sheet
As of April 30, 2007
ASSETS
Current Assets
Checking/Savings
. General Operating Funds
Bank of Fayetteville -Deposits
Petty Cash
Total General Operating Funds
Merrill Lynch-WCMA
Operating portion of account
Total Merrill Lynch-WCMA
Schwab -Millage 4108-2175
1125 • Schwab Institutional - longterm
Total Checking/Savings
Other Current Assets
1220 • Due to/ from other Gov. Units
1250 • Prepaid Expenses
Accounts Receivable
Total Other Current Assets
Total Current Assets
Fixed Assets
Fixed Assets
Library Buildings
Equipment
Furniture & Fixtures
Accumulated Depreciation
Total Fixed Assets
Library Owned Art
Total Fixed Assets
TOTAL ASSETS
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
Accounts Payable
Total Accounts Payable
Other Current Liabilities
Accounts Payable -Other
A/P Vacation accrual
A/P Salaries & Wages Accrual
A/P Other Payroll Liabilities
Accounts Payable -Other - Other
Total Accounts Payable -Other
1950 • Accounts Payable - COBRA
Payroll Tax Liabilities
State Withholding Payable
State Unemployement Payable
Payroll Tax Liabilities - Other
Total Payroll Tax Liabilities
Other Payroll Liabilities
Health & Dental Insurance
2330 • Vision Insurance
2345 • Voluntary Group Life
Supplemental Insurance
Employee contributions
Apr 30, 07
30,299.54
408.00
30,707.54
982,577.96
982,577.96
809,181.39
770,118.26
2,592,585.15
1,003,702.30
68,313.00
-5.00
1,072,010.30
3,664,595.45
20,754,629.47
989,695.05
233,599.94
-1,233,014.33
20,744,910.13
150,000.00
20,894,910.13
24,559,505.58
-175.00
-175.00
111,446.66
16,905.35
23,612.74
16,041.98
168,006.73
6.79
496.81
24.26
429.39
8.62
133.38
233.52
380.00
0.57
527.86
Page 119
5:11 PM
06/04/07
Cash Basis
20
Fayetteville Public Library
Balance Sheet
As of April 30, 2007
Total Other Payroll Liabilities
Total Other Current Liabilities
Total Current Liabilities
Total Liabilities
Equity
Investment in Fixed Assets
Fund Balance -Undesignated
Fund Balance -Reserved
facilitie major repairs & rep
for reparis & replacements
f & f repairs & replacements
Total Fund Balance -Reserved
Fund Balance -Current Year Net
Net Income
Total Equity
TOTAL LIABILITIES & EQUITY
Apr 30, 07
1,184.91
169,720.07
169,545.07
169,545.07
21,361,499.04
1,941,344.38
200,000.00
200,000.00
200,000.00
600,000.00
218,148.74
268,968.35
24,389,960.51
24,559,505.58
Page 2
•
•
5:12 PM Fayetteville Public Library
06/04/07 Profit & Loss YTD Comparison
Cash Basis April 2007
•
•
•
Ordinary Income/Expense
Income
Revenue & Support
4150 • Miscellaneous Income
sale of items, or regist.
4500 • Misc. M.J.
4501 • Designated Gifts Other
Donations Materials
non restricted gifts to child
4500 • Misc. M.J. - Other
Total 4500 • Misc. M.J.
4150 • Miscellaneous Income - Other
Total 4150 • Miscellaneous Income
Apr 07 Jan - Apr 07
0.00 169.27
115.69
0.00
0.00
36.77
549.15
316.00
400.00
406.47
152.46 1,671.62
3.00 586.65
155.46 2,427.54
Cafe Rental 1,485.00 5,131.23
charges for set up and equipm 20.00 95.00
Fines & Fees
Fees collected at front desk 12,500.73 41,401.51
4315 - Library Cards 220.00 1,221.00
4320 • Research & Misc. Genealogy 73.00 401.00
4360 • Lost and Paid
4365 • Refund of Lost & Paid -110.88 -138.04
4360 • Lost and Paid - Other 841.23 2,051.80
Total 4360 • Lost and Paid 730.35 1,913.76
4370 • Damaged and Paid
4380 • Copier and Printer income
4390 Short and Over
29.94
1,727.61
134.92
486.89
6,605.90
263.71
Total Fines & Fees 15,416.55 52,293.77
Interest
4401 • Interest -Operating 3,574.15 11,366.37
Total Interest 3,574.15 11,366.37
Federal Grants 16,000.00 16,000.00
State Aid to Libraries
state aid 0.00 25,360.00
Total State Aid to Libraries 0.00 25,360.00
Total Revenue & Support
Total Income
Expense
Operating Expenses
Office Supplies
5110 • Administration Expenses
Volunteer needs
computer supplies & minor eq.
5114 • Computer Software, Lic. & Maint
5115 • Computer hardware & supplies
annual charges
Total computer supplies & minor eq.
supplies to be reimb by Found
5130 • Childrens Program
5131 • Young Children Prog. & Supplies
5133 • Young Adult Expenses
5130 • Childrens Program - Other
Total 5130 • Childrens Program
Adult prog. expenses
5140 • Book Repair & Circ. Supplies
supplies for cleaning the bdg
signage materials
36,651.16 112,673.91
36,651.16 112,673.91
3,446.22
0.00
0.00
207.45
0.00
207.45
12,257.21
41.87
3,196.61
2,989.14
934.80
7,120.55
0.00 35.03
1,089.90
23.82
0.00
1,113.72
1,888.14
7,606.60
1,630.88
18.54
2,747.92
1,443.63
354.01
4,545.56
4,870.54
36,341.98
4,650.65
118.54
Page 121
5:12 PM Fayetteville Public Library
06/04/07 Profit & Loss YTD Comparison
Cash Basis April 2007
Total Office Supplies
Postage
Travel & Training
Public Notice
5725 ' Public Relations
Professional Services
Equipment & furnishings
Utilities
Telephone & Internet
Utilities - Other
Total Utilities
Insurance -General
Total Operating Expenses
Salaries & Wages
Adult Services
Materials processing
Children's Library
Circulation
Custodial
Administration
6498 Vacation Time Used
6499 Sick Time Used
Salaries & Wages - Other
Total Salaries & Wages
Payroll Expenses
FICA/Medicare Expense
Payments to UofA for students
State Unemployment Expense
Voluntary AD & D
Long Term Disability
Life Insurance
Total Payroll Expenses
Employee Benefit Expenses
Health & Dental Insurance
Company paid portion of HSA
Retirement Contributions
6655 • Retirementment Plan Expenses
Total Employee Benefit Expenses
Publications
Book Acquisitions
all books child & adult
7120 • Adult Reference Materials
7140 Genealogical Materials
7160 Childrens Books
Total Book Acquisitions
purchased with grant money
Periodicals
Audio Visuals
7610 • Film/DVD
7620 Audio
7640 • Music
Total Audio Visuals
Total Publications
Building & Equipment
Landscape Maintenance
Building Maintenance
22
Apr 07
15,911.55
1,649.97
1,749.90
0.00
456.90
5,305.55
0.00
125.00
9,602.39
9 727 39
0.00
34,801.26
23,285.51
9,402.02
17,354.82
26,323.45
6,598.88
39,088.09
4,954.07
2,097.29
11,100.00
140,204.13
10,713.51
234.46
504.96
20.25
1,777.88
1,661.65
14,912.71
6,653.33
1,479.67
10,159.84
0.00
18,292.84
9,937.65
41.15
0.00
0.00
9,978.80
0.00
25.00
626.81 .
1;210.55
69.26
1,906.62
11,910.42
0.00
Jan - Apr 07
69,981.93
6,403.76
12,455.40
1,193.08
1,447.47
22,974.95
11,031.60
527.63
47,899.05
48,426.68
2,684.00
176,598.87
86,851.84
35,538.32
57,689.12
100,723.07
25,148.17
141,789.41
31,701.13
9,081.02
11,100.00
499,622.08
38,156.97
761.27
3,063.83
39.75
1,777.88
1,759.15
45,558.85
25,076.89
5,606.50
37,302.38
1,654.22
69,639.99
67,592.01
41.15
80.00
28.60
67,741.76
0.00
147.62
3,851.25
1,508.38
1,006.33
6,365.96
74,255.34
537.75
6.370.17 19,840.48
Page 2
5:12 PM
06/04/07
Cash Basis
•
Fayetteville Public Library
Profit & Loss YTD Comparison
April 2007
Total Building 8 Equipment
Total Expense
Net Ordinary Income
Other Income/Expense
Other Income
Inter -Agency Transfers
Transfer from City
9150 • Transfer-Millage
Transfer for Books
Transfer from Friends
Transfers from Foundation
Total Inter -Agency Transfers
Total Other Income
Net Other Income
Net Income
Apr 07 Jan - Apr 07
6,370.17 20,378.23
226,491.53 886,053.36
-189,840.37 -773,379.45
134,428.83
27,423.99
24,583.33
0.00
104,806.17
537,715.32
77,129.99
98,333.32
24,000.00
305,169.17
291,242.32 1, 042, 347.80
291,242.32
1,042,347.80
291,242.32 1,042,347.80
101,401.95 268,968.35
Page 323
24
u
V
FRIENDS OF
FAYETTEVI LLE
PUBLIC LIBRARY
ApriVMay 2007
Report to the Library Board of Trustees
(Prepared by Georgia Kunze 6/4/07)
1. Friends welcome new lifetime members Juan Carlos Balda, Bob & Patty
Besom, Bill & Sylvia Glezen, Elizabeth & Gerald Jordan, Deborah Malone,
Karen Lewis McDonald.
2. April Bookstore sales were $1725.50.
3. Volunteers donated 275 hours in April and 310.5 hours in May.
4. Friends hosted first ever Garage Sale on May 19'" to sell books and
magazines. Over 800 items were sold, raising $187.
5. Friends by-law committee met to update by-laws to conform with other
Boards by-laws.
6. Friends donated 55 paperback books to the Washington County Jail, 100
Paperback books to our troops in Iraq through Operation Paperback and
30 children's books to CEO.
7. Lois Alward, Friends Board President, represented Friends on FPL Working
Group to discuss roles of Friends and Foundation.
8. Friends Membership drive continues. Thank you letters and membership
cards will be sent out soon.
•
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•
•
•
•
FAYETTE V I LLE
PUBLIC LIBRARY
FOUNDATION
Report to Fayetteville Public Library Board of Trustees
Fayetteville Public Library Foundation
June 2007
(prepared by Hope Bradberry, Director of Development)
Board:
Foundation Board met on April 16th. It was agreed at the Foundation Board
meeting to fund the Director of Development for the Fayetteville Public Library
and hire a part-time financial person to handle the Foundation's finances. A new
DOD for FPL has been hired. Karen Lewis McDonald served on the search team.
Hope Bradberry will continue on a consulting basis to handle the financial/board
issues for the Foundation.
Development:
We received notification from the National Endowment for the Humanities that
the Foundation is a recipient of a NEI -I Challenge Grant. This is an incredible
honor. The grant is for $600,000 to be paid out over 4 years, the Foundation is
required to match the money 3:1 over a five year period. The goal of the grant is
to establish a $2M humanities endowment which will fund programming,
collection development and a coordinator.
Worked with Friends to mail to 700 new prospects for Friends' memberships.
Worked to prepare for transfer of duties to new DOD.
Marketing:
Provided lists preparation for Annual Report.
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26
•
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Shawna Thorup, Assistant Director and Louise Schaper Executive Director
Date: June 6, 2007
Re: Board bylaws
Background
In April 2007, the Library Board of Trustees approved revision to the bylaws and instructed the staff to come
back with a further revision addressing the following areas:
• Term limits for officers.
• Board representation at Friends of the Library Board meetings.
• Regular schedule for bylaws review.
• Additional standing committees, e.g. Art, Nominating, Audit
Analysis
•
Term length and limits were set based on the Board's preference as discussed at the April meeting. They are a
one year term for each officer and a limit of three terms.
Board representation at Friends of the Library Board meetings was added under Duties. This duty can be
fulfilled in any way as determined by the President. Appointing a liaison is one example.
Four years was chosen as the regular schedule for bylaws review. The first recorded bylaws revision did not
occur for over 10 years. However, subsequent revisions have occurred every three years or less. As there has
been ongoing work on the bylaws, a four year review sets a reasonable and easily attainable goal.
A section on committees was added to allow for ad hoc and standing committees. Three standing committees
(Art, Nominating and Audit) were defined.
Recommendation
As requested, we have provided additions to the recently revised bylaws based on Board input, best practice and
exemplars. We recommend acceptance of the revised bylaws.
•
•
•
•
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
BY-LAWS
BOARD OF TRUSTEES of the FAYETTEVILLE PUBLIC LIBRARY
ARTICLE I. Authority 8 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 goveming 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
responsibility of a staff member appointed by the library director. The Executive Director is responsible for
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28
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 is 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.
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. Budget -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 Budget Committee shall function as a committee of the whole; it will consist of the Board of Trustees.
It shall assist the Executive Director to prepare an annual budget for the library to be
submitted to the Board for approval. The Budget Committee shall support the budget approved by the
Board before the persons designated by the City Council for budget review.
2. The Nominating Committee shall be appointed before or at the regularly scheduled Board meeting prior to
the election meeting and will provide a slate of candidates for vacant positions at the election meeting.
3. The Art Committee shall to 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.
4. The Audit Committee shall review the reports and performance of the audit and may conduct executive
sessions with outside auditors, the Executive Director and the finance manager.
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 Board is required to meet at least once a calendar quarter for the transaction of business.
•
•
•
Section 2. Effective October 2006, the Board shall meet on the third Monday of each even -numbered month at 4:00
p.m. and at such other times as the President may call.
Section 3. All meetings with the exception of Executive Session are open to the public.
Section 4. A petition of four members of the Board will require the President to call a meeting.
Section 5. 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 6. 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 feast 24 hours in advance of the meeting on the Library's web
site.
Section 7. 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 8. 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 V. 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 VI. 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.
29
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Louise Schaper
Date: June 7, 2007
Re: UA student study of branch libraries and books -by -mail services
Background
The library's strategic plan includes a needs study for one to two branch libraries to make its
collections and services more convenient to the community. During year 1 of the plan, the library
staff is instructed to conduct a simple drive -time survey to gather specific data attesting to the
time it actually takes to reach the current main library on different days of the week, at different
times of day.
Initially two volunteers and a library staff member conducted studies. In late 2006, Dr. Scott
Mason of the UA Department of Industrial Engineering approached the library administration and
asked if there were any library studies that his students could undertake as a class project.
Branch libraries and books -by -mail services were the projects adopted by students Meredith
Griffin, Seth Bohn, Lauren Holloway and Adam Keeley.
Attached is the project overview from the final report.
Analysis
The students did an excellent job with both projects in a limited amount of time.
For the branch libraries study they used several parameters for analysis including drive time,
square feet per capita and population. Using the parameter of 80% of Fayetteville's population
able to reach a library within a 15 drive, the students analyzed drives times derived from web
services, assessed congestion factors and identified population densities and projections. Using
drive time as a parameter, they determined there will be no need for a branch through 2030.
However, using a one square foot per capita measure, a branch will be needed between 2015
and 2020. Finally, using a population tipping point of 75,000, a branch will be needed between
2010 and 2015. The recommended region for a branch is north central Fayetteville. Some
factors not considered include the impact of high gasoline prices, annexations, and current user
base.
For the book -by -mail program study they gauged the interest of Fayetteville residents,
benchmarked similar services and investigated best service practices. There was clear indication
of interest in the program and a willingness to pay a fee per book. They determined cost
1
30
•
•