HomeMy WebLinkAbout2007-12-17 - Agendas - Final•
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FAYETTEVILLE
PUBLIC LIBRARY
Byond word,
Board of Trustees
December 17, 2007 4 pm
Regular Meeting
Agenda
Spv (& #4.
Cc
Call to order
II. Approval of minutes
A. Minutes 10/15/07 - page 2
B. Signed minutes 8/20/07 - page 3
III. Reports
A. Key upcoming events - page 4
B. Library administration .
1. Management reports
a. October -November 2007 strategic plan progress - page 5-7
b. November 2007 performance measures - page 8
c. October 2007 performance measures - page 9
d. Circulation trends: comparison chart of check-outs per month 2004-2007 - page 10
e. Circulation trends: items checked out by month 2004-07 and self check 2005-07 -
page 11
f. FPL cardholders and 2007 card registrations by zip code and age - page 12
2. Financial reports
a. November 2007 budget comparison - page 13
b. November 2007 balance sheet - page 14-15
c. November 2007 profit and loss - page 16-18
d. October 2007 budget comparison - page 19
e. October 2007 balance sheet - page 20-21
f. October 2007 profit and loss - page 22-24
C. Art Committee report - page 25
IV. Old business
A. 2008 Budget - page 26-27
V. New business
A. Committee appointments
B. Volunteer presentation: Tim and Judy Schatzman on Reading Roadshow
C. PA -56 Screening - page 28-47
D. AR State Library - page 48
1. Standards for State Aid to Public Libraries - page 49-51
2. Recommendation for Scholarship Assistance for W. Hancock and P. Heaney approved
11/09/07 - page 52
3. AR State Library FY200B State Aid approved 11/09/07 - page 53-56
E. Revision to PA -13 Extended Sick Leave - page 57-59
F. Executive Director job description revision - page 60-64
VI. Adjournment
VII. Attachments
A. Projected 2008 meeting agendas
B. Letter from Andrew Richards, BKD LLP, October 11, 2007
C. Vanous letters, emails, articles, letters to the editor, and editorial re: volunteer screening
D. Email from K. Ratliff re: volunteering, October 24, 2007
E. Letter from AR First Lady Ginger Beebe, October 4, 2007
F. Email from R. Kelly, Deputy Assoc. Admin. for Intergovernmental Relations, EPA, October 30, 2007
G. ALTA's The Voice, Fall 2007
H. Friends of Libraries U S A News Update, November 2007
I. AR State Library The News, November 2007
1
Fayetteville Public Library
Board of Trustees Regular Meeting
October 17, 2007
MINUTES
Prepared by S. Terry, Communications Manager
Board Members present: D. Ferritor, M. Hunt, E. Jordan, M. Malone, D. Marr, and B. Schaffer. Absent: L. Brewer. Staff
present: K. Rago, C. Rew, L. Schaper, S. Terry and S. Thorup. Press: D. Begley and A. Wallworth.
The Board of Trustees meeting was called to order at 4:08 p.m. by D. Ferritor.
1. Approval of minutes. M. Malone moved to approve the minutes from the Aug..20 meeting. B. Schaffer
seconded. All ayes.
2. Library Reports. 1.) L. Schaper noted key upcoming events, including Anthony Bourdain's visit on Friday, Gathering
of the Groups on Nov. 13, silent auction and book sale on Dec. 1 & 2 and Friends annual meeting Dec. 13. 2.) K.
Rago talked about plans for the Bourdain events. 280 tickets have been sold to -date, and Theo's is sponsoring the
food for the event. 3.) Schaper said use of the remote returns have increased six fold since going online in May. Over
3,000 items were returned via remote return in August. 4.) Schaper presented the 2007 copy of The Wanderer, a
youth literary magazine published by the library each year. 5.) Schaper demonstrated the latest e -book reader from
Sony. 6.) Schaper discussed Ozark Writers Live, which the library hosted in September in conjunction with the
Fayetteville Arts Festival. More than 200 people participated in this event, which brought authors from throughout the
region to the library to talk about the influence of the Ozarks on their writing. 7.) Schaper said Reading Roadshow has
expanded to Children's House and Richardson Center. 8.) Schaper noted the library has partnered and begun hosting
Opti -Learn, a peer tutoring program. 9.) Schaper said the library now has 119 Playaways available. Playaways are
pre -loaded audio books on MP3s. 10.) Schaper said the library has begun implementing a Community Development
Block Grant called "The More You Know" to work with at -risk teens.
3. Statistical and Financial Report. 1.) Schaper said the library is projected to hit 975,000 check outs this year. The
library is projected to check out 1 million items in 2008. 2.) Schaper said the library is still trying to figure out the
library's collection size number because Polaris now includes periodicals in its count. 3.) D. Marr requested to have
the new cardholders tracked by age and zip code. 4.) C. Rew noted all figures are running on target. Several
contractor bills will come due in the next two to three months. 5.) C. Rew said the library's auditor costs will increase
about 30 percent in 2008 and about 15 percent in future years.
4. Friends. 1.) K. Rago noted the Friends hosted a Central High event in September with about 140 in attendance. 2) K.
Rago said Friends have been working on reviewing their bylaws. 3.) K. Rago also said the Friends is preparing for its
annual silent auction and book sale Dec. 1 & 2.
5. Foundation. 1.) K. Rago said the Foundation has collected about $13,000 in Anthony Bourdain tickets and book
sales thus far. 2.) Rago said the Foundation is working on certifying $230,000 for the National Endowment for the
Humanities grant 3.) Rago submitted a grant application to the Walker Foundation for the NEH grant.
6. Old business: A.) Working group recommendations: status. The Friends board approved the items
recommended by the working group except term limits for officers and automatic lifetime memberships for those who
join the Roberta Fulbright Society. B.) 2008 Budget - The City Council is struggling with how they will resolve the
projected budget shortfall in 2008. No updates on the library's 2008 budget have occurred.
7. New business. A.) Staff presentation: FPL's emergency procedures, presented by Sam Palmer, Manager of
Facilities, and Laura Cleveland, Youth Librarian and Chair of the Safety Committee. Palmer said the library has
a safety committee and noted that each staff member keeps a card with them that has colored -coded emergency
procedures. Cleveland noted some of the events the safety team is responsible for protecting the library, staff and
patrons and outlined some of the steps the safety committee has performed throughout the library to keep it safe. B.)
Nominating Committee - D. Ferritor said the library trustees need to form three committees: audit, nominating and
working group. Ferritor.said he will assign members from the board of trustees to the committees. He also said he
would appoint board members to sit in on Foundation and Friends board meetings. C.) Future items: Schaper asked
permission to bring forward new library policies for board action on environmental sustainability and employee/
volunteer screening and a revision to the extended sick leave policy. She would also like to bring the executive
director's job description back to the board for review. D. Ferritor asked that all policies include best practices as well
as what the benchmark libraries are doing.
8. D. Marr moved to adjourn; B. Schaffer seconded. All voted aye. Meeting adjourned at 5:24 p.m.
2
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Fayetteville Public Library
Board of Trustees Regular Meeting
August 20, 2007
MINUTES
Prepared by S. Thorup, M.L.S., Assistant Director
Board Members present: L. Brewer, E. Jordan, M. Malone, D. Marr, and B. Schaffer. Staff present M Raine, C. Rew, L. Schaper, S.
Thorup, and G. Kunze. Also present Andrew M. Richards & Michelle Hurst, BKD, LLP. Absent: D. Ferritor, M. Hunt.
The Board of Trustees meeting was called to order at 4:08 p.m. by L. Brewer.
1. Approval of minutes. D. Marr moved to approve the minutes from the June 18 meeting. M. Malone seconded. All ayes.
2. The following two items were taken out of order. New Business. A) Audit Report - Andrew M. Richards reported for 1310, LLP and
noted the report encompasses entire reporting entity, both FPL and the Foundation. The Library's 2006 financial statements were
discussed with comparison to 2005: net assets increased; liability decreased; and expenses increased proportionally with revenues.
Richards said the library was fairly consistent between 2005 and 2006. No internal control deficiencies or material weaknesses
were noted by the audit. Control deficiencies caused by overlapping duties were detailed. Richards suggested separating these
duties would improve internal controls and recommended internal procedures to create preventative internal controls. B.) M. Raine
introduced the Nonprofit Resource Center and demonstrated Foundation Directory Online Professional.
3. Library Reports. 1.) L. Schaper noted key upcoming events, including a book signing by Arkansas First Lady Ginger Beebe and a
Roberta Fulbright Society event with Anthony Bourdain. 2.) Schaper noted a number of items accomplished re: the green building,
e.g. LED light bulbs are being tested and the visit by the City's Sustainability Coordinator. 3.) Schaper introduced the concept of
"diamond polishing" the terrazzo which will reduce labor and use of floor finishes. 4.) Washington Co. Law Library is now offering
online Westlaw access at FPL. 5.) UA bought the building north of library for use by KUAF. Schaper met with their management
team to discuss ways of furthering an already strong partnership. 6.) Opti -Learn, a free math and science peer tutoring program,
presented in partnership with FPL, FHS & the Optimists Club begins in September. Tutors will be paid with Optimists' funding. 7.)
Reading Roadshow has expanded to The Richardson Center and Children's House. 8.) Playaways (dedicated MP3 players) have been
ordered and are almost ready for check out. 9.) Ozarks Writers Live, an author event to be held on 9/8, is part of Fayetteville Arts
Festival. 10.) Cafe RFP due date, process and rental rates were discussed.
Statistical and Financial Report. 1.) Schaper reported circulation continues to rise; 90,000+ in July. Total cardholders are down
ue to a purge of inactive card holders. Visits, programs, attendees all up. Computer sessions are down. Will collapse wireless
access numbers into computer session line starting in 2008. ILL loans up; requests down. 2.) Schaper noted the reported collection
size is inflated because a system upgrade now adds periodicals. Those numbers will be corrected when feasible. 3.) Summer
Reading Club numbers were discussed. Overall participation is up; however, because sixth grade was placed into the teen program
this year, the elementary numbers appear down. 4.) C. Rew discussed financials, in particular materials budget and planned
adjustments. Materials funds are up because cost savings in other areas allowed grant funds to be reallocated. Utilities are good, but
this hot season may have an impact. Line item adjustments may be made by L. Schaper as the year is winding down. Landscaping
has not been billed by the City.
5. Friends. 1.) Friends received two new lifetime members. 2) Bookstore sales are for 3 weeks in June and 5 weeks in July. 3.) The
Friends' signature event will be 9/16, a commemoration of the 50th anniversary of the Central High crisis. 4.) A silent auction is
scheduled for November. 5.) 2007 library projects funds have been re -designated as a matching gift for the NEH challenge grant.
6.) Friends are still working through recommendations of the working group. Bylaw changes require a vote taken at the Friends
annual'meeting scheduled for December.
6. Foundation. 1.) Jim Blair completed his term on the Board. 2.) K. Rago mounted a temporary art exhibit with a well -attended artist's
reception. 3.) NEH grant requirements were studied; gifts since the second half of 2005 are in the process of being recertified by
the donors to be considered a match.
7. Old business. A.) Customer Service Standards - E. Jordan moved to endorse the Standards. D. Marr seconded. All ayes. B.) 2008
Budget Requests - The City provided target figures. 1.) The CIP for books shows a needed increase through 2010.
Computer/technology replacement line discussed with annual replacement cost at approximately $90,000 with the City CIP only
covering $23,000. B. Schaffer moved and M. Malone seconded approval of the 2008 CIP budget. All ayes. 2.) The General Fund
request is flat for 2008 minus a 1.5% reduction of $24,560. This reduction is being required of all city divisions and will be used
to fund raises. Schaper explained the library is very different from City divisions in that wages and salaries are in its budget. The
library needs to find $100,000 to fund salaries and raises and is also being asked to cut $24,560. B. Schaffer moved to ask City to
relieve the library of the $24,560 cut in light of the library's covering $100,000 in salary and wage increases. D. Marr seconded.
Discussion ensued. All ayes. D. Marr noted that the raises the library will have to fund is a cost three times greater than the savings
portion the City is asking for with the 1.5% reduction.
8. New business. C.) Appointment to FPL Foundation Board - B. Schaffer moved and D. Marr seconded the appointment of Dr.
Hershey Garner to serve a 3 -year term on the FPL Foundation Board, effective September 2007 to August 2010. All ayes. D.) Policy
0evisions - 1.) PA -81: Resignations - D. Marr moved and E. Jordan seconded revising Policy PA -81 to define "termination in good
tanding." All ayes. 2.) KV: Use of Meeting Rooms - Changes and rationales were outlined. Discussion ensued resulting in a
proposed amendment. B. Schaffer moved to adopt the revision of Policy KV as amended by the Board. D. Marr seconded. All ayes.
9. E. Jordan moved to adjourn; D. Marr seconded. All voted aye. Meeting adjourned at 6:46 p.m.
3
FAYETTEVILLE PUBLIC LIBRARY
Key Events: Dec. 17 — Jan. 31
• Thursday, Jan. 3: Fayetteville Public Library Launches Wanderer on the
Web, an online version of the library's literary arts magazine featuring works
of elementary through high school students. The online version is available
at www.faylib.orq/services/wanderer-on-the-web.asp. The print version
publishes each September.
• Sunday, January 20, from 2 to 4 pm: Cover to Cover, FPL's second
annual Adult Winter Reading Festival, kicks off with local band Strange
Heroes performing in the lobby. Refreshments will be served and FPL
window decals and reading logs will be handed out to people who sign up
for the program. The 13 -week program encourages adult reading and
includes prize drawings each week until the program's April 4 conclusion.
• Monday, Jan. 21, 10 to 11:30 am, Ann Henry Board Room: Find It and
Fund It: Grant Seeking Basics and Beyond, introduces grant seekers to the
Foundation Directory Online, the nation's top database for grant searching.
The database is available to Northwest Arkansas as part of FPL's
Foundation Center Cooperating Collection venture.
• Monday, Jan. 28, 4 to 5 pm, Wal-Mart Storytime Room: BeTween the
Books @ FPL, a book club for boys and girls ages 9 to 12 begins meeting.
The club's first selection is The Library Card by Jerry Spinelli.
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FAYETTEVILLE
PUBLIC LIBRARY
Beyond Words
Strategic Plan Progress Report
October November 2007
I. Access: Implement strategies to improve and extend access to library collection and services.
a. Hours: Completed for 2007.
b. Facilities:
i. Held Art Committee meeting (see memo).
ii. Installed digital clock in Walker Community Room and ordered six more.
iii. Added divider shelving to paperback section and shifted collection.
iv. Completed preventative maintenance on conveyor and emergency back-up systems.
v. Cleaned all (approx. 200) smoke detectors.
vi. Met with Dr. Stephen Boss, Director, UA Environmental Dynamics re: sustainability effort.
vii. Procured 200 additional Caper chairs for special events.
viii. Working toward offering reusable bags for sale and discontinuing plastic shopping bags.
ix. Downsized 2007 paper tax form order to reduce waste at end of tax season.
c. Branches: Student study completed in May 2007.
i. Remote return locations: Collected 2,569 items in October and 2,625 in November.
d. Website:
i. Attached a "Corning Soon" scroll to the Reading Room page that lists upcoming new releases.
Created a page listing new music on CD with an associated RSS feed tracked by Feedburner.
e. Computing and networking resources:
i. Began upgrades to Starr Island and Kid Tech upgrade, replacing all existing games with new
educational games and desktop websites for homework assistance.
ii. Replaced all lab computers; in process of replacing Reading Room, lobby, Children's.
iii. Completed wireless upgrade.
iv. Initiated upgrade to full VOIP scheduled for mid -2008.
f. Outreach services:
i. Reading Roadshow volunteers continued story times at Fayetteville Head Start Centers, Richardson
Center and Children's House.
ii. Provided four life skills workshops to teens at the Washington County Jail (CDBG funded).
iii. Presented overview of FPL's Digital Library to the Chamber of Commerce Education Committee.
iv. Hosted tour of genealogy for the NWA Chapter of the Daughters of the American Colonists.
v. Initiated effort to begin Lending Hands service to patients of Fayetteville Rehabilitation Center.
II. Collections: Develop collections that are responsive to the needs and demands of its community.
a. Adult materials:
i. Checked adult fiction collection against "Best First Novelists 2007." Owned all titles on list.
ii. Confirmed that all National Book Award winners were in the collection.
iii. Checked adult fiction holdings against Christian Booksellers Assoc. / Evangelical Christian Pub.
Assoc. Book Awards FPL owned both fiction titles
iv. Using "Geology Best Sellers" from LJ Academic Newswire, added titles where appropriate for our
collection and budget.
v. Began purchasing for African American History Month and for National Poetry Month.
vi. Checked collection_ against the "PW Best Books of 2007" list. Owned all but one.
b. Reference:
i. Using "Twenty Best Bets for Student Researchers, 2007" and "Fall Reference Preview, 2007" in
Booklist, ordered titles as budget permitted.
c. World languages:
i. Sought assistance from UA's foreign language librarian, re: sources for purchasing books in Italian.
d. Youth services:
Strategic Plan Progress Report
5 October -November 2007
i. Using Libros Esenciales, ordered all titles needed for a core youth Spanish collection.
ii. Checked to confirm that we own all titles for the YALSA 2007 Teens' Top Ten.
iii. Infused the youth DVD collection with a large number of non-fiction titles.
iv. Began weeding juvenile planet and space books containing inaccurate information.
e. Nonprint:
i. Created a pathfinder for Playaway titles.
ii. Ordered 26 new Playaways, emphasizing youth titles.
iii. Attended sales presentation of Overdrive Digital Media Services.
f. E -collections:
i. Completed entries for the Community Resources wiki available on the website at
http://www.faylib.org/databases/?subiect=community-resources
ii. Began building beta version of an online index of the Fayetteville Newspaper Clipping file.
III. Services: Define its essential activities and service levels.
a. Programming and events:
i. Met with Tim and Judy Schatzman re: next steps on Reading Roadshow.
ii. Hosted special youth events that included author Trenton Stewart in partnership with the
Fayetteville Public Schools with over 400 in attendance, Halloween Storytime with 200 in
attendance, Witter Wildlife Refuge with 85 in attendance, an overnight Mystery Lock In, French
Storytime and Spanish Heritage celebration.
iii. Participated in Trick or Treat on the Square, handing out pencils, and treats to over 500 children.
iv. Offered weekly events including Baby Bookworms, Toddler Time, Preschool Storytime, After
School Workshops and Sit, Stay, Read.
v. Offered life skills events for at risk teens as part of a Community Development Block Grant.
vi. Hosted Teen Anime Club assisted by UA Anime Club, Teen Open Mic Night, and Teen Knitting.
vii. Presented 3 workshops highlighting the Nonprofit Resource Center.
viii. Hosted annual Gathering of the Groups with 93 participants; sponsored by FFPL and AR State
Library's Center for the Book.
ix. Offered computer classes in cooperation with UA's Students in Free Enterprise chapter.
x. Held annual college funding program with help from UA, FHS, and local investment companies.
b. Self-service strategies:
i. Received 45 new online library card registrations and handled 78 online updates for October.
ii. Received 25 new online library card registrations and handled 58 online updates for November.
c. Customer service:
i. Responded to customer comment cards each week.
d. Customer service standards: Completed this goal.
e. Staffing:
i. Attended City supervisor all -day training. (LS, CR, ST, SD, SP,, ST, DS, MR, SH, NK)
ii. Attended US Green Building Council "Green Build" conference. (SP)
iii. All Group I, II and III employees attended on-site inclusivity training conducted by E. Madison.
iv. Studied best practices for employee and volunteer screening:
1. Met with Safety Committee re: screening of volunteers and employees.
v. Solicited input from Group I and 11 employees re: ESL policy.
vi. Received preliminary job grading from Management Advisory Group.
vii. Hired Gwyneth Jelinek as Assistant Manager, Circulation.
viii. Hired Jeff Gingras to fill vacant LAI position.
ix. Held Page meeting.
x. Attended Polaris User's Group annual meeting 10/4-10/6 (DS, NK)
xi. Received 17 applications for Youth Services Librarian.
xii. Received 35 applications for Manager, Volunteer Services position.
xiii. Completed implementation of direct deposit.
xiv. Completed open enrollment for 31 employees (CR,SD)
xv. Arranged flu shots for all employees; 15 got shots.
xvi. Over 60 new volunteers assisted with RFS Anthony Bourdain event.
IV. Visibility and value: Promote the contributions and value of the library to the greater Fayetteville area.
a. Marketing plan: Completing 2007 plan and about to begin development of 2008 plan.
Strategic Plan Progress Report
6 October -November 2007
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• b. Marketing (visibility) and communications
i. Hosted calendar signing with First Lady Ginger Beebe.
ii. Hosted Bruce Flanders, Director, Lawrence Public Library for a tour on October 13.
iii. Hosted four representatives of the Boone County Public Library on November 30.
• iv. Hosted EPA representatives and Mayor Coody for a "green" tour of FPL on October 25.
v. Hosted Siloam Springs Public Library and the Friends of SSPL representatives on October 22.
c. Collaboration:
i. Attended KUAF dinner and made input into KUAF project as it concerns parking.
ii. Attended two Downtown Partners Board meetings.
iii. Attended a Circle of (J. Lewis) Friends meeting.
iv. Attended meetings of the Chamber of Commerce's Small Business and Education committees.
v. Attended two board meetings and the fall meeting for the Osher Lifelong Learning Institute.
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. Attended City budget meetings.
ii. Completed the e -rate application cycle.
iii. Continued to move toward initiating passport services.
b. Funding sources:
i. Submitted an application for a "Light the Way" grant to support Reading Roadshow.
ii. Met with Governor Beebe with the State Librarian, State Board president, etc.
iii. Received notice of full state aid approval for the 2007-2008 fiscal year
iv. Invited to submit input to the State Librarian's effort to update state standards for aid.
v. Attended the Library Development District I meeting in Gentry on November 16.
vi. Spoke to City Council re: potential, impact of budget cuts. Attended two budget sessions.
vii. Invited to submit proposal to Wal-Mart Foundation for SRC 2008.
• viii. Preparing grant proposal to the Care Foundation for FPL's non-profit resource center.
ix.' Sent mailing to those with outstanding pledges.
c. Advocacy: on hold.
d. Foundation and Friends:
i. Held RFS signature event with author, chef and TV host Anthony Bourdain. Over 600 attended.
ii. Attended the NWA Association of Fundraising Professionals Philanthropy Day Honors.
1. The Bank of Fayetteville received Outstanding Corporation of the Year (nominated by FPL).
iii. Sent direct mail appeal and notice of Annual Meeting to 750 past and current Friends Members.
iv. Hosted Annual Book Sale/Silent Auction.
v. Received 29 renewed and new Friends memberships.
vi. Secured three nominations for Friends Board ballot.
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Strategic Plan Progress Report
7 October -November 2007
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9
Computer Sessions
"a -8
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en
W r
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= J
•
•
•
Items Checked Out
100,000
90,000
80,000
70,000
60,000
50,000
40,000
30,000
20,000
10,000
0
Fayetteville Public Library
Total Items Checked Out by Month, 2004-07
c
5
i
FI
F M AM
Months
A
S 0
❑ 2004
❑ 2005
® 2006
■ 2007
80%
70%
60%
50%
40%
30%
20%
10%
0%
Fayetteville Public Library
Self Check %, January 05 - November 07
JMMJSNJMMJSNJMMJSN
11
All Cardholders
Zip Code
Age
72701
72703
72704
Other'
total patrons
Oto 10
1236
1043
690
1262 4285
11 to 18
2321
1777
1106
2513 7814
19 to 30
7013
4463
1892
4393 17988
31 to 40
3541
2474
1469
3282 10938
41 to 50
2397
1920
878
2714 8040
51 to 60
2043
1374
602
2049 6238
61 to 70
1097
755
295
1159 3394
71 to 80
498
358
134
383 1393
81+
172
193
45
223. 639
20318 14357 7111 17978
No birthdate
No address
No Registration Date
Total
Cardholders registered in 2007 to date
Zip Code
60729
204
105
56
61094
Age
72701
72703
72704
Other'
total patrons
872
0 to 10
253
198
174
247
11 to 18
262
147
123
335 867
19 to 30
1243
850
340
817 3250
31 to 40
498
317
223
523 1561
41 to 50
296
• 210
116
349 971
51 to 60
192
140
60
251 643
61 to 70
108
74
33
129 344
71 to 80
30
26
11
46 113
81+
8
11
1
15 35
2890
1973
1081
2712
FAYETTEVILLE PUBLIC LIBRARY
8656
Cardholders Age2by Zipcode 12/11/2007
•
•
•
•
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
November 30, 2007
Current
11 Month
81,630
134,429
13,138
3,544
24,584
1,286
130
7,747
63
266,551
Monthly
Budget
80,508
134,429
10,000
1,250
24,583
1,917
31,678
3,958
7,392
1,167
0
5,575
302,456
Current
YTD
884,464
1,478, 717
160,434
37,618
270,417
23,000
401,787
24,000
84,658
13,124
2,480
28,047
7,089
3,415,835
Budget Annual
YTD Budget
885,583
1,478, 717
110,000
13,750
270,417
21,083
348,454
43,542
81,308
12,833
0
966,091
1,613,146
120,000
15,000
295,000
23,000
380,132
47,500
88,700
14,000
0
61,329 66,904
3,327,017 3,649,473
129,486
10,469
8,171
11,467
2,222
31,529
3,530
60,326
27,576
3,141
1,719
1,788
1,544
4,375
4,570
1,204
5,531
373
138,533
11,080
9,657
10,833
7,160
35,351
15,646
11,750
9,667
15,500
2,500
4,690
10,850
3,083
8,042
5,000
746
1,083
2,297
1,431,879
114,855
97,558
112,285
54,450
346,381
125,830
117,201
66,183
127,467
18,160
34,303
66,346
13,048
63,509
9,751
8,215
5,199
25,490
1,523,859 1,662, 392
121,885 132,965
106,231 115,888
119,167 130,000
78,756 85,916
388,865 424,216
172,104 187,750
129,250 141,000
106,333 116,000
170,500 186,000
27,500 30,000
51,587 56,277
119,350 130,200
33,917 37,000
88,458 96,500
55,000 60,000
8,204 8,950
11,917 13,000
25,268 27,565
309,021
303,468
2,838,110
3,338,151 3,641,619
-42,470 -1,012 577,725 -11,134 7,854
13
1:32 PM
12/03107
Cash Basis
Fayetteville Public Library
Balance Sheet
As of November 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
Fumiture & 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 Unemployement Payable
Payroll Tax Liabilities - Other
Total Payroll Tax Liabilities
Other Payroll Liabilities
Health & Dental Insurance
2330 • Vision Insurance
2340 - Vol. Life & AD&D
2345 • Voluntary Group Life
Cafeteria Plan
Supplemental Insurance
Employee contributions
14
Nov 30, 07
24,651.63
408.00
25,059.63
972,872.20
972,872.20
737,221.86
770,118.26
2,505,271.95
1,003,702.30
68,313.00
-24.75
1,071,990.55
3,577,262.50
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
24,472,172.63
-300.00
-300.00
111,446.66
16,905.35
23,612.74
16,041.98
168,006.73
102.97
298.81
8,134.02
229.34
8.00
89.56
50.00
374.87
380.00
0.57
401.78
Page 1
•
•
•
•
- 1:32 PM
12103/07
Cash Basis
•
Fayetteville Public Library
Balance Sheet
As of November 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 roper's & replacements
f & f repairs & replacements
Total Fund Balance -Reserved
Fund Balance -Current Year Net
Net Income
Nov 30, 07
9,265.79
177,674.87
177,374.87
177,374.87
21,361,499.04
1,941,344.38
200,000.00
200,000.00
200,000.00
600,000.00
218,148.74
173,805.60
Total Equity 24,294,797.76
TOTAL LIABILITIES & EQUITY 24,472,172.63
1 5 Page 2
1:31 PM
12/03/07
Cash Basis
Fayetteville Public Library
Profit & Loss YTD Comparison
November 2007
Ordinary Income/Expense
Income
Revenue & Support
4150 • Miscellaneous Income
sale of items, or regist.
Sale of new merchandise
4500 • Misc. M.J.
4501 • Designated Gifts Other
Donations Materials
non restricted gifts
non restricted gifts to child
4500 • Misc. M.J. - Other
Total 4500 • Misc. M.J.
4150 • Miscellaneous Income - Other
Total 4150 • Miscellaneous Income
Cafe Rental
charges for set up and equipm
Fines & Fees
Fees collected at front desk
4315 • Library Cards
4320 • Research & Misc. Genealogy
4360 • Lost and Paid
4365 • Refund of Lost & Paid
4360 • Lost and Paid - Other
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
Total Interest
Federal Grants
State Aid to Libraries
Grant monies that need to be
state aid
Total State Aid to Libraries
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
Nov 07
0.00
-4.75
0.00
0.00
0.00
0.00
67.47
67.47
0.00
62.72
1,285.91
130.00
10,935.32
60.30
85.00
0.00
238.16
238.16
99.24
1,516.45
203.03
13,137.50
3,544.23
3,544.23
0.00
7,747.00
0.00
7,747.00
25,907.36
25,907.36
2,858.07
0.00
27,576.29
60,326.23
0.00
87,902.52
14.40
-26.93
204.21
0.00
16
177.28
2,044.82
Jan - Nov 07
595.27
110.25
1,163.02
721.00
25.00
1,195.98
682.24
3,787.24
2,763.86
7,256.62
13,124.24
2,480.00
133,735.36
2,331.30
760.00
-392.46
4,804.64
4,412.18
880.67
18,094.44
219.13
160,433.08
37,618.92
37,618.92
20,000.00
8,047.00
84,658.00
92,705.00
333 617 86
333,617.86
48,305.26
200.18
60,272.54
116,266.09
6,445.63
182,984.26
95.30
24,328.20
20,405.31
705.61
45,439.12
8,953.94
•
•
Page 1
1:31 PM
12/03/07
Cash Basis
i
Fayetteville Public Library
Profit & Loss YTD Comparison
November 2007
5140 • Book Repair & Circ. Supplies
supplies for cleaning the bdg
signage materials
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
Wages -Unclassified
6498 Vacation Time Used
6499 Sick Time Used
Salaries & Wages - Other
Total Salaries & Wages
Payroll Expenses •
FICNMedicare Expense
Payments to UofA for students
State Unemployment Expense
Voluntary AD & D
Long Term Disability
Life Insurance
Payroll Expenses - Other
Total Payroll Expenses
Employee Benefit Expenses
Health & Dental Insurance
Company paid portion of HSA
Retirement Contributions
6855 - Retlrementment 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
all materials in YA collectio
Total Book Acquisitions
purchased with grant money
Periodicals
Audio Visuals
7610 - Film/DVD
7620 • Audio
7640 • Music
Nov 07
543.79
0.00
113.55
93,654.43
1,719.02
1 788 41
91.32
281.79
1,543.99
0.00
2,521.20
619.52
3,140.72
5,530.55
107,750.23
22,461.11
9,756.27
13,679.11
20,722.57
5,171.59
33,683.14
162.64
18,371.98
576.40
4,901.25
129,486.06
9,900.96
457 03
69.64
18.13
0.00
0.00
41.61
10,487.37
6,658.49
1,494.72
9,630.53
1,836.09
19,619.83
23,756.82
380.42
4,529.46
0.00
0.00
0.00
28,666.70
0.00
35.00
1,410.04
1,260.58
156.66
17
Jan - Nov 07
46,154.62
11,901.47
1,333.40
345,367.55
18,159.73
34,300.95
2,189.42
3,010.63
66,346.07
43,371.96
15,853.38
111,613.56
127,466.94
8,214.55
648,427.80
244,450.80
96,496.82
165,414.03
276,294.55
67,014.40
413,844.66
162.64
133,339.46
18,860.19
16,001.25
1 431 878 80
109,415.08
2,607.27
4,256.30
266.83
3,752.61
3,497.99
103.14
123,899.22
72,247.10
16,266.89
105,321.14
6,963.24
200,798.37
255,949.11
2,817.60
32,083.20
1,155.71
446.33
10.00
292,461.95
0.00
11,430.81
24,868.32
15,088.28
2,532.44
Page 2
1:31 PM
12/03/07
Cash Basis
Total Audio Visuals
Total Publications
Building & Equipment
Building & Grounds 0.00 1,564.24
Landscape Maintenance 4,375:26 13,048.38
Building Maintenance . 4,569.96 61,944.42
Office Machine Malntneance 1,203.53 9,750.87
Fayetteville Public Library
Profit & Loss YTD Comparison
November 2007
Nov 07 Jan - Nov 07
2,827.28 42,489.04
31,528.98 346,381.80
Total Building & Equipment 10,148.75 86,307.91
Total Expense 309,021.22 2,837,693.90
Net Ordinary Income -283,113.86 -2,504,076.04
Other Income/Expense
Other Income
Inter -Agency Transfers
Transfer from City 134,428.83 1,478,717.13
9150 • Transfer-Millage 0.00 576,578.71
Transfer for Books 24,583.33 270,416.63
Transfer from City-CIP Other 0.00 23,000.00
Transfer from Friends 0.00 24,000.00
Transfers from Foundation 0.00 305,169.17
Total Inter -Agency Transfers
Total Other Income
Net Other Income
Net Income
159,012.16 2 677 881 64
159,012.16 2,677,881.64
159,012.16 2,677,881.64
-124,101.70 173,805.60
18 Page 3
• 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
Fayetteville Public Library
Budget Comparison
October 31, 2007
Current Monthly
10 Month Budget
81,630
134,429
15,495
4,024
24,583
4,320
.2,496
655
80,508
134,429
10,000
1,250
24,583
1,917
31,678
3,958
7,392
1,167
0
363 5,575
Current
YTD
802,834
1,344,288
147,296
34,074
245,833
23,000
401,787
24,000
84,658
11,838
2,350
20,300
7,026
Budget Annual
YTD Budget
805,076 966,091
11344,288 1,613,146
100,000 120,000
12,500 15,000
245,833 295,000
19,167 23,000
316,777 380,132
39,583 47,500
73,917 88,700
11,667. 14,000
0 0
55,753 66,904.
267,995 302,456
3,149,284
3,024,561 3,649,473
133,587 138,533
10,302 11,080
9,354 9,657
10,056 10,833
1,206 7,160
37,130 35,351
8,162 15,646
149 11,750
1,500 9,667
20,048 15,500
1,623 2,500
5,960 4,690
1,307 10,850
3,083
11,761 8,042
5,000
746
243 1,083
425 2,297
1,302,393
104,386
89,387
100,818
52,228
314,852
122,300
56,875
38,607
124,326
16,441
32,515
64,802
8,673
58,939
8,547
2,684
4,826
25,490
1,385,327 1,662,392
110,804 132,965
96,573 115,888
108,333 130,000
71,597 85,916
353,513 424,216
156,458 187,750
117,500 141,000
96,667 116,000
155,000 186,000
25,000 30,000
46,898 56,277
108,500 130,200
30,833 37,000
80,417 96,500
50,000 60,000
7,458 8,950
10,833 13,000
22,971 27,565
252,813 303,468
2,529,089 3,034,683 3,6411619
Excess/Deficit 15,182
•
-1,012 620,195 -10,122 7,854
19
12:38 PM
11/08/07
Cash Basis
Fayetteville Public Library
Balance Sheet
As of October 31, 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 -MIliege 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
NP Other Payroll Liabilities
Accounts Payable -Other - Other
Total Accounts Payable -Other
1950 • Accounts Payable - COBRA
Payroll Tax Liabilities
State Unemployement Payable
Payroll Tax Liabilities - Other
Total Payroll Tax Liabilities
Other Payroll Liabilities
Health & Dental Insurance
2330 • Vision Insurance
2340 • Vol. Life & AD&D
2345 • Voluntary Group Life
Supplemental Insurance
Employee contributions
20
Oct 31, 07
11,072.71
408.00
11,480.71
1,021,275.99
1,021,275.99
818,851.61
770,118.26
2,621,726.57
1,003,702.30
68,313.00
-24.75
1,071,990.55
3,693,717.12
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
24,588,827.25
-5.50
-5.50
111,446.66
16,905.35
23,612.74
16,041.98
168,006.73
33.33
24.26
631.41
229.34
8.00
44.78
374.87
380.00
0.57
57.59
Page 1
•
•
. 12:38 PM
11/08/07
Cash Basis
•
•
•
Fayetteville Public Library
Balance Sheet
As of October 31, 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
facilltie 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
21
Oct 31, 07
1,668.40
169,733.29
169,727.79
169,727.79
21,361,499.04
1,941,344.38
200,000.00
200,000.00
200,000.00
600,000.00
218,148.74
297 907 30
24,418,899.46
24,588,627.25
Page 2
12:39 PM Fayetteville Public Library
11/08/07 Profit & Loss YTD Comparison
Cash Basis October 2007
Ordinary Income/Expense
Income
Revenue & Support
4150 - Miscellaneous Income
sale of Items, or regist.
Sale of new merchandise
4500 • Misc. M.J.
4501 - Designated Gifts Other
Donations Materials
non restricted gifts
non restricted gifts to child
4500 - Misc. M.J. - Other
Total 4500 • Misc. M.J.
4150 • Miscellaneous Income - Other
Total 4150 • Miscellaneous Income
Cafe Rental
charges for set up and equipm
Fines & Fees
Fees collected at front desk
4315 • Library Cards
4320 • Research & Misc. Genealogy
4360 Lost and Paid
4365 - Refund of Lost & Paid
4360 • Lost and Paid - Other
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
Total Interest
Federal Grants
State Aid to Libraries
Grant monies that need to be
state ald
Total State Aid to Libraries
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 relmb by Found
5130 • Childrens Program
5131 • Young Children Prog. & Supplies
5133 • Young Adult Expenses
5130 • Childrens Program - Other
Total 5130 • Chlldrens Program
Adult prog. expenses
Oct 07
210.00
97 25
15.00
35.00
0.00
0.00
5.80
55.80
0.00
363.05
2,496.03
655.00
12,985.48
90.00
40.00
-63.75
253.07
189.32
9.79
1,654.14
526.46
15,495.19
4,024.35
4,024.35
0.00
0.00
4,320.00
4,320.00
27,353.62
27,353.62
6,230.35
49.90
1,500.00
149.11
0.00
1,649.11
0.00
287.24
505.20
0.00
22
792.44
413.32
Jan - Oct 07
595.27
115.00
1,163.02
721.00
25.00
1,195.98
614.77
3,719.77
2,763.86
7,193.90
11,838.33
2,350.00
122,800.04
2,271.00
675.00
-392.46
4,566.48
4,174.02
781.43
16,577.99
16.10
147,295.58
34,074.69
34,074.69
20,000.00
300.00
84,658.00
84,958.00
307,710.50
307,710.50
45,447.19
200.18
32,696.25
55,939.86
6,445.63
95,081.74
80.90
24,355.13
20,201.10
705.61
45,261.84
6,909.12
•
Page 1
12:39 PM
11/08/07
Cash Basis
•
•
•
Fayetteville Public Library
Profit & Loss YTD Comparison
October 2007
5140 • Book Repair & Circ. Supplies
supplies for cleaning the bdg
signage materials
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
Payroll Expenses - Other
Total Payroll Expenses
Employee Benefit Expenses
Health & Dental Insurance
Company paid portion of HSA
Retirement Contributidns
6655 • Retlrementment Plan Expenses
Total Employee Benefit Expenses
Publications
Book Acquisitions
all books child & adult
7120 • Adult Reference Materials
7130 • Electronic Resources
7140 Genealogical Materials
7180 • Chlldrens Books
all materials in YA collectio
Total Book Acquisitions
purchased with grant money
Periodicals
Audio Visuals
7610• Film/DVD
7620 • Audio
7640 • Music
Total Audio Visuals
Oct 07
577.94
1,203.94
100.00
11,017.00
1,622.91
5,959.62
0.00
243.17
1,306.70
424.52
2,698.44
17,349.98
20,048.42
0.00
40,622.34
23,372.17
7,672.25
13,845.40
22,279.74
6,307.45
42,765.17
13,287.86
4,056.67
0.00
133,586.71
10,211.63
535.37
90.08
72.68
313.07
239.95
38.64
11,501.42
6,659.53
1,494.72
10,056.49
0.00
18,210.74
26,983.51
300.00
4,887.74
197.20
0.00
0.00
32,368.45
0.00
0.00
3,868.62
892.63
0.00
4,761.25
23
Jan - Oct 07
45,610.83
11,901.47
1219.85
251,713.12
16,440.71
32,512.54
2,098.10
2,728.84
64,802.08
43,371.96
13,332.18 •
110,994.04
124,326.22
2,684.00
540,677.57
221,989.69
86,740.55
151,734.92
255,571.98
61,842.81
380 161 52
114,967.48
18,283.79
11,100.00
1,302,392.74
99,514.12
2,150.24
4,186.66
248.70
3,752.61
3,497.99
61.53
113,411.85
65,588.61
14,772.17
95,690.61
5,127.15
181,178.54
232,192.29
2,437,18
27,553.74
1,155.71
446.33
10.00
263,795.25
0.00
11,395.81
23 458 28
13,827.70
2,375.78
39,661.76
Page 2
12:39 PM Fayetteville Public Library
11/08/07 Profit & Loss YTD Comparison
Cash Basis October 2007
Total Publications
Building & Equipment
Building & Grounds
Landscape Maintenance
Building Maintenance
Office Machine Maintneance
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 City-CIP Other
Transfer from Friends
Transfers from Foundation
Total Inter -Agency Transfers
Total Other Income
Net Other Income
Net Income
24
Oct 07
Jan - Oct 07
37,129.70
0.00
0.00
11,760.57
0.00
11,760.57
252,811.48
314,852.82
1,564.24
8,673.12
57,374.46
8,547.34
76,159.16
2,528,672.68
-225 457 86
134,428.83
107,074.91
24,583.33
0.00
0.00
0.00
266,087.07
266,087.07
266,087.07
-2,220,962.18
1,344,288.30
576,578.71
245,833.30
23,000.00
24,000.00
305,169.17
2,518,869.48
2,518,869.48
2,518,869.48
40,629.21 297,907.30
Page 3
•
FAYETTE V I LLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Kara J. Rago, Director of Advancement and Community Relations
Date: December 7, 2007
Re: Art Committee Report and Recommendations
Background
The Art Committee met on November 13 and reviewed two temporary proposals, and the following were accepted for
display:
1. J. David Pincus & Stephen C. Wood- Baseball Photography- David Pincus, a Sunday Parade Magazine Award winning
photographer, has exhibited locally and at Cooperstown Baseball Hall of Fame. In October, to coincide with the
baseball World Series, David will present a photograph exhibit of baseball stadiums from across the United States
2. Gordon Martz/Ceramics- For 38 years Gordon Martz owned Marshall Studios. He and his wife Jane designed and
produced a wide variety of functional ceramic house -wares including stoneware lamps, dishes, and tiles. His ceramics
were formed by slip -casting, ram pressing, or jiggering and the pieces were hand decorated. His work was recognized
by a design award from the Museum of Modern Art in New York City, which also has some of their work in its
permanent collection. Mr. Martz is a current resident of Butterfield Trail Village and teaches a ceramic class
The committee also reviewed and "accepted" three donations for the FPL collection:
1. Jim Blair portrait by the artist Henry Wingate. Mr. Blair offered a portrait in 2004 at the request of Louise Schaper. The
portrait will be completed in 2008.
2. A fanciful handcrafted ceramic teapot by Ginger Feland for Youth Services. The teapot was procured by Pat Schram, a
former employee at the Fayetteville Fine Arts Festival It is highly desired by the Youth Services staff for display and
use in the annual children's tea party.
3. Bamey Salzburg donation. Mr. Salzburg is an award winning children's book writedillustrator and singer/songwriter
residing in Los Angeles. He has written and illustrated over 25 books. His songs have been recorded for episodes of
the PBS show Arthur, and by Shari Lewis. Bamey travels around the country inspiring children and teachers of all ages,
visiting elementary schools and teaching a class on writing and illustrating children's books at UCLA. Because one of
Mr. Salzburg's family members is a friend of the daughter of Denise Stramel, Manager, Circulation Services, he has
generously offered to donate one of his original illustrations from one of his books.
The committee reviewed the status of the interactive wall, with particular regard to the tragic death of Steve Hoover, and how to
proceed forward. Since the last Art Committee meeting, there have been conversations with other artists about building upon
Steve Hoover's interactive wall concept. These artists seem fully supportive of taking this action. These conversations will be
ongoing. The Art Committee will meet again shortly after the New Year.
Recommendation
We recommend approval for the three donations to the FPL collections.
25
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Catherine Rew, Director of Administrative Services and Louise Schaper, Executive Director
Date: 12/17/07
Re: Library 2008 Operating Budget
Background
On August 20, 2007, Library staff presented part of the 2008 Budget. This is the completion of that budget
with a reduction of $47,000 in our City funding. This represents 2.89% reduction of money usually given to
the Library by the City. This is the amount that City departments were asked to cut after the millage
increase was voted down by City Council. The City has not yet adopted a final budget..
Analysis
Each year the Library combines the funds expected from all sources, City sales tax, City CIP, millage, State
Aid, Foundation, Friends and all other sources and prepares an annual operating budget for the Library
Board of Trustees. In previous years, the Library has based millage receipts on actual previous year's
receipts, or a percentage of current year. Now that the millage is mature (the library is collecting money for
land sales, in addition to late payments and current payments) we recommend basing this figure on 100%
of the assessed amount plus interest earned on this for the previous year.
The Library has been collecting and analyzing the millage income for five years beginning in 2003 when we
started receiving the millage, it appears that when you add land sales revenue, you can expect to receive
100% of the assessed value of property. After moving into the new facility and offering more and different
kinds of services, staff recognizes that the budget categories need to be modified to better reflect the
Librarys service costs. Therefore, changes were made in reporting all employee related charges into one
line item and expanding the supplies line item to segregate different library functions and to add a line item
for telephone/internet expenses apart from utilities. These items are now a significant amount and staff
feels they need to be more easily scrutinized.
Recommendation
To avoid building excess reserve funds due to under budgeting revenues, staff recommends that millage
income be based on 100% of assessed values, plus interest earned on those amounts. The staff further
recommends that the budget format and amounts be accepted as presented.
1
26
Fayetteville Public Library
Budget Comparison
January 31,2008
• Current Monthly Current Budget Annual
Month 1 Month Budget YTD YTD Budget
Sources of Funds
Millage Receipts 89,167 89,167 1,070,000
City of Fayetteville 130,530 130,530 1,566,365
City CIP books 25,167 25,167 302,000
City CIP other 1,917 1,917 23,000
State Aid 9,916 9,916 118,996
Foundation 20,833 20,833 250,000
Friends 2,833 2,833 34,000
All Other Sources 16,583 16,583 199,000
Total Sources of Funds 0 296,947 0 296,947 3,563,361
Expenses
Personnel Services 183,722 183,722 2,204,661
Processing Supplies 4,167 4,167 50,000
IT -Hardware 11,750 11,750 141,000
IT -Software & Maintenance 7,750 7,750 93,000
Cleaning Supplies 1,500 1,500 18,000
Other Supplies 6,250 6,250 75,000
Youth Programming 2,083 2,083 25,000
Adult Programming 2,350 2,350 28,200
•Library Materials 32,625 32,625 391,500
Telephone & Internet 3,083 3,083 37,000
Utilities 10,333 10,333 124,000
Postage 3,517 3,517 42,200
Travel & Training 3,958 3,958 47,500
Prof./Contractual Services 4,667 4,667 56,000
Landscape Maint. 3,083 3,083 37,000
Building/Equip. Maint 10,542 10,542 126,500
Insurance 500 500 6,000
Public Rel. & Other 4,650 4,650 55,800
Furniture& Equipment 417 417 5,000
Total Expenses 0 296,947 0 296,947 3,563,361
Excess/Deficit 0 0 0 0 0
27
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Louise Schaper, Executive Director; Shawna Thorup, Assistant Director; and Catherine Rew,
Director, Administrative Services
Date: December 17, 2007
Re: Safe Hiring Program and Screening Policy
Background
The Library is codifying a safe hiring program. A safe hiring program is defined by Lester A. Rosen in his
book The Safe Hiring Manual as a series of policies, practices and procedures designed to minimize the
probability of hiring dangerous, questionable or unqualified candidates for employment or volunteering,
while at the same time helping to identify those candidates who are capable, trustworthy and best suited to
the job requirements.
This program applies to volunteers as well as paid employees. According to Linda L. Graff in her book
Better Safe, "there is a fundamental principle of risk management in force in contemporary volunteering: the
more demanding the work, and/or the more direct the contact between the volunteer and the client, the
greater the potential risk." Graff suggests that acceptance of a volunteer applicant should never be
automatic, but that all volunteers should be screened "as carefully as the requirements of the position
demand." Charles Tremper and Gwynne Kostin recommend consistency in their book, No Surprises:
Harmonizing Risk and Reward in Volunteer Management, suggesting that "failing to screen board
members, prominent citizens or others assumed to be suitable invites disaster."
Analysis
The Library already has several elements in place toward a safe hiring program, including existing policies,
procedures and practices. Examples are the disciplinary action policy, the employment application form
and procedures for checking an applicant's references.
A literature review was conducted to identify best practices in screening applicants, employees and
volunteers. Several relevant books and articles were located, including a special report published in July
2007 by HR focus: The Hands -On Tool for Human Resources Professionals.
Twenty-eight benchmark libraries were polled, and 22 provided information. There is no uniformity in policy
or procedure on screening, much less a best practice to identify and emulate. This is another situation in
which FPL is in the avant-garde. Multiple requests were made by those polled to share our results and final
policy. Again, FPL is an industry leader in establishing best practices.
Thirty-seven benchmark organizations, mainly nonprofits, at the local and national level were polled, and 27
provided information. Almost all entitites dealing with children and the elderly screen both staff and
volunteers.
1
28
•
•
Nonprofit resource centers were consulted. Energize, Inc, The Public Entity Risk Institute and Nonprofit
Risk Management Center provided understanding of the Volunteer Protection Act, steps to preventing child
abuse in nonprofit organizations and components of a volunteer screening process.
Leading providers of employment screening services were contacted. They provided a detailed explanation
of using third -party providers, cost estimates and sample reports.
Based on this extensive research, a screening policy has been drafted to describe the terms and conditions
under which screening is conducted and procedures for conducting screening have been drafted. It has
been through several staff and manager input sessions as well review by some Board members and the
librarys attorney, Vince Chadick. After each session, revisions and modifications were made.
Attached for your reference are the following.
1. HRfocus Special Report on Background Screening, July 2007.
2. "It's Never Over: Ongoing Screening of Volunteers and Paid Staff' by Linda L. Graff, published in
e -Volunteerism: The Electronic Journal of the Volunteer Community, 2000.
3. Using Consumer Reports: What Employers Need to Know. Federal Trade Commission, March
1999.
Recommendation
We recommend adoption of Policy PA -56: Screening. It has been vetted by the Librarys legal counsel and
FPL staff.
29
DRAFT- Version
12-12-07
Policy Name Screening
Code PA -56
Date Approved 12/17/07
Date Revised
1. To ensure that employees and volunteers of Fayetteville Public Library are we I -qualified and to further ensure that
Fayetteville Public Library maintains a safe and productive work environment Rt of'any form of violence,
harassment or misconduct—it is the policy of Fayetteville Public Library to screen applicants, whether for
employment or volunteer work, and to verify applicant references, credent alslior both.
2. Background screening will occur only after an applicant has signed a shrill ping content form. Any applicant
electing not to sign this form will not be eligible for employment or. volunteering a & of L# brary.
3. Offers of employment and volunteer positions are conditionegUpon Fayetteville Public ibrieryis receipt of a pre-
employment or pre -volunteer background screening investigation that is acceptable to Fayettavllle Public Library.
1'' 1'1
1111
Background screenings may be conducted by a third
11111111''
rrty�y.IIAII sc eenings are conducted in actco ll once with
applicable laws including but not limited to Arkansas CodelAnnotated §;1 515-102 ("Criminal Background Checks")
and §12-12-1601 et seq. (Criminal History for Volunteers Actfl fherFederal Fair Credit Reporting Act (FCRA), the
Americans with Disabilities Act (ADA), the Volunteers for Childrer rile
state and federal anti -discrimination and
privacy laws. All reports are confidentialiandl! re viewed only by Fayettev'lle Public Library personnel having direct
responsibility in hiring or volunteer placerrient.IAlllbackground screenlrigi sports for persons applying for
employment are stored separately from pertsonnel fitesy\ll backgroundiseregning reports for persons applying for
volunteering are stored separately from volunt er filesijit111 111 �i,
1 It I?lily
' 1�! ii
5. Under the Fair Credit ReportingiAct, individuals .Nye certain legatrlghts to discover and to dispute or explain any
information prepared by,# tii}dlparty backgroundlscreening agency.' IfiFayetteville Public Library intends to deny
employment or volunteering whollyienpartly because)gf information obtained in a background screening conducted
by a third party agency'; then the applicant wilt first rid provided with a copy of the background report, a statement of
riidd w i t
rights, and the name,taddress and phone number of the consumer reporting agency to contact about the results of
the check or to disputeits accuracy(11J 1'
i,iiii in, 'IRA Il ii�1114ilhill ,r, . .
6. Applicarits to employment are�expected o provideireferences from their former employers as well as information
sufficient to verifyracademic accomplishments and eaords. Applicants for volunteering are expected to provide
411
woi �drinon-family per`sonallreferentwho are qualified to describe the applicant's work abilities.
7. Background screening may include: ' 11'
11 a i✓erification of information p ovided on a completed application, resume or any other submissions
llfn� lupr.
used in the hiring process. Information to be verified includes, but is not limited to, social security
titin!, l.r f
number, previoudaddresses, and prior employments.
b. A critrlinal record check. If a conviction is discovered, Fayetteville Public Library will closely scrutinize
the conviction with respect to the Library's policy of ensuring a safe workplace. A criminal conviction
does not necessarily bar an applicant from employment. Before an employment decision is made, a
determination will be made whether the conviction is relevant to the position for which the individual is
applying, or would present safety or security risks, taking into account the nature and gravity of the
conduct, the nature of the position, and the age of the conviction. Any conviction for an offense set
forth in Arkansas Code Annotated § 21-15-102(f) will, however bar the individual from being offered
or continuing an employment or volunteer position at the Library.
c. A driving record check, credit report check, or both, if appropriate and related to the particular position
for which the individual is applying.
d. Employment screening to determine an applicant's job fit.
e. Skills testing related to the demands of the job.
30