HomeMy WebLinkAbout2008-02-18 - Agendas - FinalFAYETTEVILLE
PUBLIC LIBRARY
Byund Words
Board of Trustees
February 18, 2008 4 pm
Regular Meeting
Agenda
I. Call to order
II. Election of officers
IH. Approval of minutes
A. Minutes 12/1707 - page 2
B. Signed minutes 10/15/07— page 3
IV. Reports
A. Upcoming events — page 4
B. Library administration
1. Management reports
a. December 2007 -January 2008 strategic plan progress — page 5-7
b. January 2008 performance measures — page 8
c. December 2007 performance measures — page 9
d. Various year-end performance charts — page 10-14
2. Financial reports
a. January 2008 budget comparison — page 15 .
b. January 2008 balance sheet — page 16-17
c. January 2008 profit and loss — page 18-19
d. December 2007 budget comparison — page 20
e. December 2007 balance sheet — page 21-22
f. December 2007 profit and loss — page 23-25
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CLAIL
RECEIVED
FEB 1 5 2008
CITY OF FAYETTEVILLE
CITY CLERKS OFFICE
V. Old business
A. Executive Director job description revision — page 26-30
B. PA -56 Screening — page 31-36
VI. New business
A. Nominating Committee report
B. Staff presentation: Justin Blum, M.L.S., Reference Librarian, "Cover to Cover"
C. Budget line item adjustments — page 37-38
D. Budget roll forward from 2007-2008 — page 39
E. Additions to designated funds — page 40
F. Letter recommending David Malone for appointment to the State. Library Board of Trustees — page 41
G. Creation of a finance committee — page 42
VII. Executive session: ED's job evaluation
VIII. Adjournment
IX. Attachments
A. Projected 2008 meeting agendas
B. "A Meaningful Read," NWA Times, December 28, 2007
C. "Better Safe Than Sorry," NWA Times, January 5, 2008.
D. NISO Issues RFID Best Practices Document, January 16, 2008 (L. Schaper, member).
E. Letter from Carolyn Ashcraft, State Librarian, re: GIF Appropriations, January 18, 2008.
F. Official Notice of Action: National Endowment for the Humanities, January 25, 2008
G. "Burdette Joins Library Staff," NWA Times, January 25, 2008
H. RUSA Notable Books Council releases 2008 list, February 1, 2008 (S. Thorup, member).
I. "Officials Seeking Advice Discover Two -Way Street," Arkansas Democrat Gazette, February 3, 2008.
J. "Avid Reader Tests Voracity on Notable Books Council," NWA Times, February 11, 2008.
K. "New Residents, Natives, Share Feeling of Home," Arkansas Democrat Gazette, February 10, 2008.
L. Excerpts from Fayetteville, AR Survey of Citizens, December 2007.
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Fayetteville Public Library
Board of Trustees Regular Meeting
December 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. Raga, C. Rew, L. Schaper, S. Terry and S. Thorup. Press: M. Melnichak. Attorney V. Chadick was also
present.
The Board of Trustees meeting was called to order at 4:06 p.m. by D. Ferritor.
1. Approval of minutes. M. Malone moved to approve the minutes from the Oct. 15 meeting. M. Hunt seconded.
All ayes. `.
2. Library Reports. 1.) L. Schaper discussed the power outages that occurred at the library on Dec.14 and 16.
SWEPCO believes the root cause of the damage was lightening. Since that time, three lightening arrestors have been
replaced. Schaper said the library has learned that rechargeable flashlights and a communication plan are needed for
any future incidences. 2.) S. Thorup discussed the outreach program that Youth Librarian Laura Cleveland is
conducting with the Washington County Detention Center. The program teaches students life skills. 3.) S. Thorup
discussed the Children's Book Week visit by author Trenton Lee Stewart and the visit by author K:din Brockmeier as
part of the annual Gathering of the Groups. 4.) K. Rago discussed Anthony Bourdain's Oct. 19 visit that brought 600
people to the library. Rago also noted the Friends of the Library silent auction and book sale in early December.
3. Statistical and Financial Report. 1.) Schaper said the library is projected to hit 964,000 check outs this year but this
is unlikely because of the closed days due to the holidays and the power outages earlier this month. 2.) Schaper
noted there has been a 52 percent increase in holds filled. While people love the service, it is very staff intensive. 3.)
C. Rew said she will ask the board to roll the library materials budget forward into 2008 if there is any funding
remaining at the end of the year. 4.) C. Rew asked to roll forward $40,000 to 2008 to put an AN system in the
Children's Library. This was planned when the library was built but had to be eliminated because of expenses. There
is money available because of the utility savings realized. M. Hunt made a motion to roll $40,000 for the children's •
library AV system forwarded to 2008; L. Brewer seconded. All voted aye.
4. Art Committee 1.) K. Rago noted the Art Committee met in November and considered several pieces. A sculpture
tea pot was donated to the Children's Library. Barney Saltzberg, children's author and illustrator, has donated one of
his pieces. Henry Wingate has painted a portrait of Jim Blair, which will be unveiled at the library later this year. 3.) K.
Rago said the art committee is considering what to do after Steve Hoover's death halted the production of the
interactive wall. M. Malone made a motion to accept the artwork; B.Schaffer seconded. All voted aye.
5. Old business. A.) 2008 Budget — C. Rew said $47,000 has been eliminated from the library's revenue sources from
the city. She noted the budget was tight but possible to live within. The board asked that personnel costs be broken
out in future budget reports. D. Ferritor suggested setting up the Foundation so that a stable amount is given to the
library each year for 10 years, regardless of the stock market. B. Schaffer made a motion to accept the 2008
budget; L. Brewer seconded. All voted aye. '
6. New business. A.) Committee appointments — D. Ferritor has established several committees of board members:
A nominating committee with M. Malone, M. Hunt and E. Jordan. An audit committee with B. Schaffer representing the
library board, A. Sorrell representing the Foundation board and R. Woods representing the Friends board. A library
working group task force with members from Friends, Foundation and library board will include D. Marr from the
library board. B.) PA -56 Screening — L. Schaper introduced the policy, providing background on its research and
writing. Discussion ensued, staff and the library's legal counsel fielded questions. M. Hunt moved to table the item
to allow staff time to follow up on the issues the board presented; B. Schaffer seconded. All voted aye. E.)
Revision to PA -13 Extended Sick Leave — The library asked the board to reduce the number of days to get to each
person's extended staff leave bank to two days or immediately in the event of an FMLA event or pre -planned event
and expanding payout amount. D. Marr moved to approve the policy; M. Hunt seconded. All voted aye.
7. Agenda items without discussion or action were AR State Library related items and Executive Director job
description revision.
8. B. Schaffer moved to adjourn; L. Brewer seconded. All voted aye. Meeting adjourned at 6:05 p.m.
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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
illnew cardholders tracked by age and zip code. 4.) C. Rew noted all figures are running on target. Several
tractor bills will come due in the next two to three months. 5.) C. Rew said the library's auditor costs will increase
a out 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.
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FAYETTEVILLE PUBLIC LIBRARY
Key Events: Feb. 18 — March 31
Book Art Exhibit
Throughout February, Roberta Fulbright Display Case: As part of the Cover to Cover celebration, the Little Mountain
Bindery and the Paper and Pen Book Arts Club are showcasing the works of local book artists. Works will include traditional
and non-traditional book binding styles, altered books, books that pop out and unfold, miniature books and sculptured books.
Read Across America
Monday, March 3, 4 pm, Wal-Mart Storytime Room: Celebrate Dr. Seuss birthday by listening to the author's classic
stories, meeting Cat in the Hat and enjoying birthday cake and face painting.
Difficult Dialogues: Cultural Journalist Jeff Chang
Wednesday, March 5, 7 pm, Willard Walker Hall, Room 218, on the University of Arkansas campus: Jeff Chang,
cultural joumalist and author of Can't Stop, Won't Stop, which chronicles the history of the hip-hop generation, will speak as
part of the continuing Difficult Dialogues series.
Teen Tech Week: RuneScape Tournament
Thursday, March 6, 5:30 to 7:30 pm, Young Adult Library: Celebrate Teen Tech Week March 2-8 with a RuneScape
Tournament, a multi -player online role-playing game.
NEH In Focus: Oklahoma Fancy Dancers
Saturday, March 8, 2 pm, Media and Magazine Section: The Oklahoma Fancy Dancers, a premier group of inter-tdbal
dancers and singers who present Native American culture through word and dance, will be the first event in a month-long
celebration of American Indian culture.
NEH In Focus Lunch Series: Inconography in Arkansas Rock Art
Wednesday, March 12, Noon, Ann Henry Board Room: Arkansas possesses one of the richest concentrations of rock art
in the southeastem United States. Archeologist Jerry Hilliard demonstrates how rock art sites were important to local groups.
American Indian Genealogy Workshop
Saturday, March 15, 10:30 to 1 pm, Walker Community Room: K. Huber with the Genealogy Center in Tulsa presents a
program on effective tools used to locate American Indian ancestors among the Five Civilized Tribes.
McCafferty Irish Dancers
Monday, March 17, 5 pm, Walker Community Room: Celebrate St. Patrick's Day with McCafferty Irish Dancers.
Baseball Movie Marathon
Wednesday, March 19, Thursday, March 20 and Friday, March 21, 1 pm, Walker Community Room: Get ready for the
kick off of the baseball season, including the NWA Naturals' first home game on April 10 with a baseball movie marathon.
FPL will screen The Rookie (G) on Wednesday, The Sandlot (PG) on Thursday and The Bad News Bears (PG) on Friday.
British Boom In Science Fiction
Wednesday, March 19, 6:30 pm, Reading Room: Dr. Keith Booker, Director of Graduate Studies in English at the UA and
Sandy Rankin, an English graduate student at the UA, present a two-part program on the most important phenomenon in
contemporary science fiction and on China Melville, the leading member of the British Boom.
NEH In Focus Lunch Series: Charles Banks Wilson Celebrates Native America
Wednesday, March 19, Noon, Ann Henry Board Room: Nationally recognized painter Charles Banks Wilson will present
an informal talk about his art as well as American Indian culture and history.
Pirate Night
Wednesday, March 19, 4:15 pm, Walker Community Room: A costume and pirate song contest and buccaneer's buffet.
NEH In Focus Lunch Series: Hiking Through History: A Walking Tour of the Trail of Tears
Saturday, March 22, Noon, Ann Henry Board Room: Susan Young, Outreach Coordinator at Shiloh Museum and
secretary of Heritage Trail Partners, and John McLarty, vice president of Heritage Trail Partners, will lead a walking tour of
the Trail of Tears from the Fayetteville Public Library to the Sixth Street historical Trail of Tears site.
NEH In Focus Lunch Series: Artist Tony Tiger
Wednesday, March 26, Noon, Ann Henry Board Room: Tony Tiger, an Oklahoma artist and adjunct professor at Bacone
College, discusses his artwork with Native American themes in mixed media as well as contemporary Native American art.
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•
FAYETTEVILLE
PUBLIC LIBRARY
Bernd Words
Strategic Plan Progress Report
December 2007 — January 2008
"The majority of citizens in 2007 continue to be most satisfied with the Fayetteville Public Library, as they were in 2003 and
2005." The Fayetteville. AR Survey of Citizens, December 2007. FPL received a 56% satisfaction rate—the highest rate of
satisfaction of the two groups presented to survey participants. More than three times as many citizens say that they are most
satisfied with the library than with any of the other services on this list. This is an increage from 51 % in '05 and 26% in '03.
I. Access: Implement strategies to improve and extend access to library collection and services.
a. Hours: Began considering how to add additional open hours.
b. Facilities:
i. Suffered five (one was intentional) power outages before AEP SWEPCO identified and addressed
all issues. Dates were December 12, 13 and 14.
ii. Communicated with Todd Howard and Greg Perkins, AEP representatives who said this was a very
unusual situation. Tried replacing transformer, lightening arrestors, primary cable terminator.
iii. Spent considerable time testing and repairing building systems affected by power outages.
iv. Assisted and provided information to various other libraries re: building projects including Gentry,
Rogers, Norman, Glen Falls (NY).
v. Scheduled FPD for a "tabletop" session on intruders and shooters.
vi. Informed that the City will no longer provide landscaping services to FPL.
vii. Cleaned all carpets in the building.
c. Branches: Student study completed in May 2007.
i. Remote return locations: Collected 2,709 items in December and 3,050 in January.
• d. Website:
i. Designed and launched extensive blogs for Cover to Cover and Wanderer on the Web.
e. Computing and networking resources:
i. Working with AT&T re: next steps on external VOIP which will allow direct inward dial.
f. Outreach services:
i. Expanded Sit, Stay, Read! Program to two elementary schools.
ii. Held Life Skills for Teens program series at WC Youth Detention facility.
iii. Began implementation of CDB Grant to expand Lending Hands homebound service program.
iv. Visited Butterfield Trail Village and registered 25 new borrowers.
II. Collections: Develop collections that are responsive to the needs and demands of its community.
a. Adult materials:
i. Checked collections against best book and award lists.
1. Readers Critics Circle Award nominees — own all fiction titles
2. Booklist's 2007 Editor's Choice. Own 29 of the 30 titles.
3. Library Journal Best Books of 2007. Own all fiction and literature titles.
ii. Accepted and processed donation from Japanese Literature Publishing & Promotion Center.
b. Reference:
i. Added several titles, including selections to support NEH programming.
c. World languages:
i. Cataloged and added 20 Chinese language books. '
d. Youth services:
i. Checked collections against several best book and award lists. Ordered all titles not owned.
1. 2008 Newbery and Caldecott medal recipients and honor books.
2. Kirkus Reviews Best Children's Books of 2007
3. Booklist Editor's Choice Books for Youth 2007
4. Booklist Best of 2007 for Children
•
5. School Library Journal's Best Books of 2007
6. Publisher's Weekly Essence Award finalists
Strategic Plan Progress Report
5 December 2007 — January 2008
•
e. Nonprint:
i. Placed orders for films based on awards lists. •
1. Arkansas Democrat Gazette Best Films of 2007
2. Screen Actors Guild Awards and Golden Globe awards nominees
3. Academy Award nominees
4. Films premiering at Sundance Film Festival
5. American Film Institute's list of 10 films honored in 2007
f. E -collections:
i. Cancelled subscriptions to 7 products based on low usage.
ii. Evaluated downloadable offerings from Overdrive Digital Library. Negotiated and rejected contract.
iii. Met twice with Recorded Books representative re: downloadable audiobooks and film.
iv. Renegotiated and signed contract with OCLC NetLibrary for downloadable audiobooks.
111. Services: Define its essential activities and service levels.
a. Programming and events:
i. Established "Experience Creators" committee to develop theme based experiences.
ii. Began Cover to Cover Adult Winter Reading Festival with 426 readers enrolled as of 2/8/08
iii. Held 2 Find It and Fund It workshops with 42 in attendance.
iv. Taught 4 adult computer classes. 54 attended.
v. Continued M -F programming series for birth to age 5.
vi. Hosted the following special events for preschool and elementary children: FHS National Honor
Society readings; FHS Classics Club reading to children; Hanukkah celebration with Temple
Shalom; Gingerbread House decorating workshop; Friday morning movies during winter break;
Girls and Dolls Club; youth creative writing workshops; after school workshops; Martin Luther King
daytime lock in; book club for 9 to 12 year olds; Sit, Stay, Read!; and Chinese New Year event.
vii. Hosted the following programs for teens: Christmas card craft; Anime Club; Knitting Group; Open
Mic Night; juggling class; creative writing classes; BookTalk and tour for Ramay Jr. High class;
BookTalk for Owl Creek ESL middle school students; catalog instruction for students from •
Perspective School; and research tour/program for Farmington High School AP English class.
viii. Provided tour to Boone County Library staff.
b. Self-service strategies:
i. Online registrations for new library cards: 24 in December and 42 in January.
ii. Online borrower account updates: 50 in December and 75 in January.
iii. Developing processes to allow credit card payments for FPL, Friends and Foundation merchandise.
c. Customer service:
i. Submitted application to Department of State to be a passport agency outlet.
ii. Implemented new shelving work procedures to improve accountability and accuracy.
iii. Responded to customer comment cards each week.
iv. Improved communications with Page staff regarding library programs and events.
v. Provided research assistance for 2 agencies: Parks and Recreation Dept. re: naming of Holland Park
and the Visitors and Convention Bureau re: history of College Ave.
d. Staffing:
i. Interviewed 5 candidates (out of 37 applicants) for volunteer services manager position. Hired
Margaret Burdette who began January 14.
ii. Accepted the resignation of Laura Cleveland, Youth Librarian. She will be Director, Columbia
County Library, Magnolia, AR.
iii. Closed Youth Services Librarian position and reopened in January. Received 12 applications.
iv. Interviewed and placed two Media Library Specialist students in practicum assignments.
v. Interviewed and hired a work study student to assist IT staff.
vi. Management team trained on performance appraisal
vii. Managers drafted performance evaluations for all employees.
viii. Finalized job descriptions, pay ranges and distributed to all employees. Effective 12/25/07.
ix. Held conveyor system training for all circulation staff members.
x. Trained key staff on new meeting room reservation system. •
xi. Completed benefits enrollment training and -sign-ups. Added pre -paid legal to the benefit mix.
xii. Completed W -2's.
Strategic Plan Progress Report
•
6 December 2007 — January 2008
•
1.
Orr
xiii. Met with Dennis Collins, retired IRS special agent for internal affairs, re: improving security.
xiv. Developed screening procedures with staff committee. Continued to refine draft policy.
xv. NISO approved and published the recommendations of the RFID Working Group. (LS member)
xvi. ALA Notable Book Council its notable books of 2007. (ST member)
IV. Visibility and value: Promote the contributions and value of the library to the greater Fayetteville area.
a. Marketing plan: 2008 version is in draft status.
b. Marketing (visibility) and communications
i. Wrote monthly library column for Fayetteville Free Weekly.
ii. Wrote 23 press releases
iii. Wrote and distributed two newsletters
iv. Provided events to Citiscapes Metro Monthly, Celebrate Magazine, Kid's Directory and Mother &
Child Reunion.
v. Interviewed by NWA Times regarding FPL's partnership with WC Juvenile Detention Center
vi. Interviewed by NWA Times regarding interactive wall in Children's Library
vii. Remained in constant contact with media during power outages. One result of this was a photo in
the NWA Times of staff bringing books up by hand from sorting room to the main level.
viii. Promoted Cover to Cover through direct mail piece and media coverage.
ix. Met with DOXA regarding library's overall graphic themes and needs for 2008.
x. Secured $10,000 in advertising space during 2008 from NWA Times.
xi. Sent news release to LJ and American Library Productions re: 2007 citizen's survey.
xii. Pitched story about March NEH series (In Focus: American Indian Culture) to KUAF.
xiii. Wrote and submitted FPL accomplishments for the Mayor's State of the City speech.
c. Collaboration:
i. Presented informational programs at 3 Head Start centers during Family Days.
ii. Met with Botanical Gardens of Fayetteville to form a programming partnership.
iii. Met with Erin O'Donnell from NWA Naturals about partnership opportunities.
40. 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 and sources:
i. Updated and checked all monthly transfers from the city and to the operating account.
ii. Began the audit process with documenting all library processes that do or could have a financial
impact, made all necessary accruals to convert for year end, and worked with H. Bradberry to
correct Foundation books and reconcile them to the Library before the auditors arrived.
iii. Completed all year end closing items.
iv. Completed analysis of collection agency use Since the August 2006 inception date, FPL paid or
owed Unique $25,350. FPL received on accounts turned over, $32,909, for a net amount of
$7,558. In addition to the dollars, we had $42,006.25 worth of materials returned.
v. Submitted proposal to Wal-Mart Foundation for SRC.
vi. Submitted proposal to Walton Family Foundation in support of NEH Challenge grant.
vii. Submitted the 2007 Certification Report to the NEH ($10,000 required; $44,500 submitted).
viii. Continued the NEH certification process of existing RFS gifts.
ix. Continuing to solicit gifts.
x. Created draft of 2008 Development Plan.
xi. Sent mailing to those with outstanding pledges.
b. Advocacy: on hold.
c. Foundation and Friends:
i. Hosted and helped organized Friends Annual Meeting on December 13. Those elected to the
Board were: Connie Clark, Janet Gorman, Kim Ratliff and Martha Ward.
ii. Friends elected Jake Lamkins, president, Walt Danforth, vice-president, Rhoda Woods, treasurer
and Nan Lawler as secretary.
iii. Verified 107 active volunteers.
iv. Created new work schedule for Friends Bookstore.
v. Amended FFPL By-laws were approved for 2008.
vi. Bookstore sales January $1221 / February $1583.
vii. All volunteer meeting scheduled for March 20`^ @ 9:00 am.
Strategic Plan Progress Report
7 December 2007 — January 2008
FPL Performance Report: January 2008
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❑ Computer Sessions
•
•
• 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 89,166 89,167 89,167 1,070,000
City of Fayetteville 130,531 130,530 130,530 1,566,365
City CIP books 25,167 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 16,930 19,917 19,917 239,000
Total Sources of Funds 261,794 300,280 0 300,280 3,603,361
Expenses
Salaries & Wages 132,642 143,497 143,497 1,721,961
Payroll taxes & Work Study 11,529 12,717 12,717 152,600
Employee Insurance 9,471 11,283 11,283 135,400
Retirement 9,220 16,225 16,225 194,700
Processing Supplies 1,117 4,167 4,167 50,000
IT -Hardware 11,750 11,750 141,000
IT -Software & Maintenance 5,391 7,750 7,750 93,000
Cleaning Supplies 694 1,500 1,500 18,000
Other Supplies 4,112 6,250 6,250 75,000
• Youth Programming 75 2,083 2,083 25,000
Adult Programming 847 2,350 2,350 28,200
Library Materials 7,092 32,625 32,625 391,500
Telephone & Internet 1,546 3,083 3,083 37,000
Utilities 8,362 10,333 10,333 124,000
Postage 3,517 3,517 42,200
Travel & Training 3,249 3,958 3,958 47,500
Prof./Contractual Services 5,080 4,667 4,667 56,000
Landscape Maint. 3,083 3,083 37,000
Building/Equip. Maint 1,515 10,542 10,542 126,500
Insurance 500 500 6,000
Public Rel. & Other 258 4,650 4,650 55,800
Furniture & Equipment 3,750 3,750 45,000
Total Expenses 202,200 300,280 0 300,280 3,603,361
Excess/Deficit 59,594 0 0 0 0
•
15
10:17 AM
02/08/08
Cash Basis
Fayetteville Public Library
Balance Sheet
As of January 31, 2008
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
For long term Facilities repairs & replacements
For major repair & replacement of furniture & equipment
For major replacements of Tech. items, conveyor, phone system...
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
Other Current Liabilities
Accounts Payable -Other
A/P Vacation accrual
A/P Salaries & Wages Accrual
A/P Other Payroll Liabilities
1929 • A/P Sick Time
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
16
Jan 31, 08
24,325.44
408.00
24,733.44
879,923.84
879,923.84
873 251 68
181,306.49
208,919.30
208,919.30
208,919.30
2,585,973.35
1,177,424.45
64,174.77
-24.75
1,241,574.47
3,827 547 82
20,754,629.47
1,030,300.23
233,599.94
-1,782,080.84
20,236,448.80
150,000.00
20,386,448.80
24,213,996.62
131,196.66
15,298.87
44,033.53
58,687.01
8,631.40
257,847.47
0.57
1,046.32
266.66
1,312.98
816.29
8.62
8.00
98.16
233.52
380.00
•
Page 1
•
•
, 10:17 AM
02108ig8
Cash Basis
•
•
•
Fayetteville Public Library
Balance Sheet
As of January 31, 2008
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
17
Jan 31, 08
1,544.59
260,705.61
260,705.61
• 260,705.61
21,361,499,04
1,914,586.48
208,919.30
208,919.30
208,919.30
626,757.90
235,716.84
-185,269.25
23,953,291.01
24,213,996.62
Page 2
10:17 AM Fayetteville Public Library
02/08/08 Profit & Loss YTD Comparison
Cash Basis January 2008
, Ordinary Income/Expense
Income
Revenue & Support
4150 • Miscellaneous Income
Sale of new merchandise
4500 • Misc. M.J.
Donations Materials
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
4320 • Research & Misc. Genealogy
4380 - Copier and Printer income
4390 • Short and Over
Total Fines & Fees
Interest
4401 • Interest -Operating
Total Interest
Total Revenue & Support
Total Income
Expense
Operating Expenses
Office Supplies
5110 • Administration Expenses
Volunteer needs
computer supplies & minor eq.
5114 • Computer Software, Lic. & Maint
Total computer supplies & minor eq.
5130 • Childrens Program
5131 • Young Children Prog. & Supplies
Total 5130 • Childrens Program
Adult prog. expenses
5140 • Book Repair & Circ. Supplies
supplies for cleaning the bdg
signage materials
Total Office Supplies
Travel & Training
Public Notice -
Professional Services
Utilities
Telephone & Internet
Utilities - Other
Total Utilities
Total Operating Expenses
Salaries & Wages
Adult Services
Materials processing
Children's Library
Circulation
Custodial
Administration
•
•
i
-140.00
895.00
39.77
934.77
8.00
802.77
1,012.70
435.00
-27.00
58.00
1,605.34
10,104.51
11,740.85
2,938.61
2,938.61
16,929.93
16,929.93
3,626.95
452.05
5,391.10
5,391.10
75.17
75.17
846.95
1,116.62
693.52
32.61
12,234.97
3,249.40
258.20
5,080.00
1,546.30
8,361.95
9,908.25
18
30,730.82
18,681.90
9,851.82
13,179.48
24,270.86
6,216.86
32,394.26
-140.00
895.00
39.77
934.77
8.00
802.77
1,012.70
435.00
-27.00
58.00
1,605.34
10,104.51
11,740.85
2,938.61
2,938.61
16,929.93
16,929.93
3,626.95
452.05
5,391.10
5,391.10
75.17
75.17
846.95
1,116.62
693.52
32.61
12,234.97
3,249.40
258.20
5,080.00
1,546.30
8,361.95
9,908.25
30,730.82
18,681.90
9,851.82
13,179.48
24,270.86
6,216.86
32,394.26
Page 1
•
•
10:17 AM '
02/081p8
Cash Basis
•
•
•
Fayetteville Public Library
Profit & Loss YTD Comparison
January 2008
Jan 08 Jan 08
6498 Vacation Time Used 25,318.77 25,318.77
6499 Sick Time Used 2,728:39 2,728.39
Total Salaries & Wages
Payroll Expenses
FICA/Medicare Expense 10,104.90 10,104.90
Payments to UofA for students 271.66 271.66
State Unemployment Expense 1.046.32 1,046.32
Voluntary AD & D 77.70 77.70
Life Insurance 591.77 591.77
Payroll Expenses - Other 44.58 44.58
132,642.34 132,642.34
Total Payroll Expenses 12,136.93 12,136.93
for yearend accruals
Employee Benefit Expenses
Health & Dental Insurance
Company paid portion of HSA
. Retirement Contributions
Total Employee Benefit Expenses
Publications
Book Acquisitions
all books child & adult
7120 • Adult Reference Materials
Total Book Acquisitions
Audio Visuals
7610• Film/DVD
7620 • Audio
Total Audio Visuals
Total Publications
Building & Equipment
Building Maintenance
Office Machine Maintneance
Total Building & Equipment
61.47 61.47
7,501.24
1,300.22
9,219.94
7,501.24
1,300.22
9,219.94
18,021.40 18,021.40
6,102.12 6,102.12
43.35 43.35
6,145.47 6,145.47
778.99 778.99
167.20 167.20
946.19 946.19
7,091.66 7,091.66
1,449.67 1,449.67
64.89 64.89
1,514.56 1,514.56
Total Expense 202,199.18 202,199.18
Net Ordinary Income -185,269.25 -185,269.25
Net Income -185,269.25 -185,289.25
19
Page 2
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
Fayetteville Public Library
Budget Comparison
December 31, 2007
Current
12 Month
Expenses
Salaries & Wages
Payroll Taxes & Other Expenses
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
81,627
134,429
10,403
3,402
24,583
27,249
1,216
380
2,500
Monthly
Budget
80,508
134,429
10,000
1,250
24,583
1,917
31,678
3,958
7,392
1,167
0
1,667
5,575
Current
YTD
966,091
1,613,146
170,837
41,020
295,000
23,000
401,787
24,000
111,907
14,340
2,860
30,547
7,089
Budget Annual
YTD Budget
966,091 966,091
1,613,146 1,613,146
120,000 120,000
15,000 15,000
295,000 295,000
23,000 23,000
380,132 380,132
47,500 47,500
88,700 88,700
14,000 14,000
0 0
20,000 20,000
66,904 66,904
285,789
304,123
3,701,624
3,649,473 3,649,473
128,958
18,651
9,469
9,156
3,700
81,338
37,011
12,412
24,527
13,076
5,545
8,190
32,377
33,900
15,089
193
138,533
11,080
9,657
10,833
6,160
36,351
15,646
11,750
9,667
13,000
2,500
4,690
10,850
3,083
10,542
5,000
746
1,083
2,297
1,560,837
133,506
107,027
121,441
58,150
427,719
162,841
129,613
90,710
140,543
23,705
42,493
98,723
13,048
97,409
24;840
8,215
5,392
25,490
1,662,392 1,662, 392
132,965 132,965
115,888 115,888
130,000 130,000
73,916 73,916
436,216 436,216
187,750 187,750
141,000 141,000
116,000 116,000
156,000 156,000
30,000 30,000
56,277 56,277
130,200 130,200
37,000 37,000
126,500 126,500
60,000 60,000
8,950 8,950
13,000 13,000
27,565 27,565
433,592 303,468
3,271,702
3,641,619 3,641,619
-147,803
655
429,922
7,854 7,854
20
•
12:15'PM
02112108
Cash Basis
•
Dec 31, 07
Fayetteville Public Library
Balance Sheet
As of December 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
For long term Facilities repairs & replacements
For major repair & replacement of furniture & equipment
For major replacements of Tech. Items, conveyor, phone system...
Total CheckinglSavings
Other Current Assets
1220 • Due to/ from other Gov. Units
1250 • Prepaid Expenses
Accounts Receivable
11,200.14
408.00
11,608.14
839,918.73
839,918.73
1,118,115.68
181,306.49
208,919.30
208,919.30
208,919.30
2,777.706.94
1,177,424.45
64,174.77
-24.75
Total Other Current Assets 1,241,574.47
Total Current Assets 4,019,281.41
Fixed Assets
Fixed Assets
Library Buildings 20,754,629.47
Equipment 1,030,300.23
Furniture & Fixtures 233,599.94
Accumulated Depreciation -1,782,080.84
Total Fixed Assets 20,236,448.80
Library Owned Art
Total Fixed Assets
150,000.00
20,386,448.80
TOTAL ASSETS 24,405,730.21
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
Accounts Payable -441.11
Total Accounts Payable -441.11
Other Current Liabilities
Accounts Payable -Other
NP Vacation accrual 131,196.66
AJP Salaries & Wages Accrual 15,298.87
AIP Other Payroll Liabilities 44,033.53
1929 • AJP Sick Time 58,687.01
Accounts Payable -Other - Other 8,631.40
Total Accounts Payable -Other 257,847.47
1950 • Accounts Payable - COBRA 0.57
Payroll Tax Liabilities
State Unemployement Payable 200.20
Payroll Tax Liabilities - Other 539.14
Total Payroll Tax Liabilities 739.34
Other Payroll Liabilities
Health & Dental Insurance 8.285.47
2330 • Vision Insurance 8.62
2340 • Vol. Life & AD&D 8.00
2.1 Page 1
12:15 PM
02/12/08
Cash Basis
Fayetteville Public Library
Balance Sheet
As of December 31, 2007
2345 • Voluntary Group Life
Health Savings Account
Supplemental Insurance
Employee contributions
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
22
•
98.16
9.91
233.52
380.00
9,023.68
267,611.06
267,169.95
267,169.95
21,361,499.04
1,914,586.48
208,919.30
208,919.30
208,919.30
626,757.90
218,148.74
17,568.10
24,138,560.26
24,405,730.21
Page 2
•
•
•
• 12:16 PM
02/12/08
Cash Basis
•
•
•
Fayetteville Public Library
Profit & Loss YTD Comparison
December 2007
Ordinary Income/Expense
Income
Revenue & Support
unrecognized gains and losses
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
4403 • LT Interest
Dividends on Millage monies
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
23
Dec 07
26,169.42
0.00
79.25
99.26
250.00
0.00
500.00
12.28
861.54
500.00
1,440.79
1,216.11
' 380.00
9,420.70
120.00
0.00
-58.90
80.08
21.18
44.94
1,187.21
-391.36
10,402.67
3,402.13
8,471.71
0.00
11,873.84
0.00
0.00
27,249.00
27,249.00
78,731.83
78 731 83
32,987.49
0.00
34,622.70
-11,229.59
0.00
23,393.11
75.78
2,616.00
242.36
370.15
Jan - Dec 07
26,169.42
595.27
189.50
1,162.28
971.00
25.00
1,795.98
694.52
4,648.78
3,263.86
8,697.41
14,340.35
2,860.00
143,156.06
2,451.30 .
760.00
-451.36
4,884.72
4,433.36
925.61
19,281.65
-172.23
170,835.75
41,021.05
11,776.71
46,360.56
99,158.32
20,000.00
8,047.00
111,907.00
119,954.00
462,015.25
462,015.25
81,292.75
200.18
94,895.24
105,036.50
6,445.63
206,377.37
171.08
26,944.20
20,647.67
1,075.76
Page 1
12:16 PM
02112/08
Cash Basis
Fayetteville Public Library
Profit & Loss YTD Comparison
December 2007
Total 5130 • Childrens Program
Adult prog. expenses
5140 • Book Repair & Circ. Supplies
supplies for cleaning the bdg
signage materials
Office Supplies - Other
Total Office Supplies
Postage
Travel 8 Training
Public Notice
5725 • Public Relations
Professional Services
• Equipment & furnishings
5960 • Depreciation Expenses
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
FICA/Medicare Expense
Payments to UofA for students
State Unemployment Expense
Voluntary AD 8 D
Long Term Disability
Life Insurance
Payroll Expenses - Other
Total Payroll Expenses
for yearend accruals
Employee Benefit Expenses
Health & Dental Insurance
Companypaid 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
all materials In YA collectlo
Book Acquisitions - Other
Total Book Acquisitions
24
Dec 07
3,228.51
471.92
1,038.30
2,706.79
202.12
-2,595.23
61,508.79
5,544.63
8,190.38
-157.55
100.55
12,456.59
-10,283.75
549,066.51
6,370.93
4,218.56
10,589.49
0.00
637,015.64
21,310.38
10,246.68
15,909.93
25,278.75
6,437.37
36,937.64
0.00
12,191.85
645.60
76,830.53
205 788 73
9,817.65
1,378.10
2,413.61
18.75
313.07
294.48
5,041.61
19,277.27
20,420.79
7,542.88
1,300.22
9,155.57
0.00
17,998,67
39,400.08
2,672.21
17,288.70
676.65
45.26
0.00
91.00
Jan - Dec 07
48,667.63
9,425.86
47,192.92
14,608.26
1,535.52
-2,595.23
406,876.34
23,704.36
42,491.33
2,031.87
3,111.18
78,802.66
33,088.21
549,066.51
22,224.31
115,832.12
138,056.43
8,214.55
1,285,443.44
265,761.18
106,743.50
181,323.96
301,573.30
73,451.77
450,782.30
162.64
145,531.31
19,505.79
92,831.78
1 637 667 53
119,232.73
3,985.37
6,669.91
285.58
4,065.68
3,792.47
5,144.75
143,176.49
20,420.79
79,789.98
17,567.11
114,476.71
6,963.24
218,797.04
295,349.19
5,489.81
49,371.90
1,832.36
491.59
10.00
91.00
60,173.90 352,635.85
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Page 2
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12:16 PM
02112108
Cash Basis
•
Fayetteville Public Library
Profit & Loss YTD Comparison
December 2007
purchased with grant money
Periodicals
Audio Visuals
7610 - FilmIDVD
7620 • Audio
7640 • Music
Total Audio Visuals
Publications - Other
Total Publications
Building & Equipment
Building & Grounds
Landscape Maintenance
Building Maintenance
Office Machine Maintneance
Dec 07
0.00
0.00
2,217.11
16,909.72
0.00
19,126.83
-1,339.44
77,961.29
0.00
-537.75
33,981.21
24,408.82
Total Building & Equipment 57,852.28
Jan - Dec 07
0.00
11,430.81
27,085.43
31,998.00
2,532.44
61,615.87
-1,339.44
424,343.09
1,564.24
12,510.63
95,925.63
34,159.69
144,160.19
Total Expense 1,036,314.67
Net Ordinary Income -957,582.84
Other Income/Expense
Other Income
Inter -Agency Transfers
Transfer from City 134,428.83
9150 • Transfer-Millage 229,094.11
Transfer for Books 24,583.33
Transfer from City-CIP Other 0.00
Transfer from Friends 0.00
Transfers from Foundation 0.00
9700 • Grants 2,500.00
Total Inter -Agency Transfers
Total Other Income
Net Other Income
Net Income
25
390,606.27
390,606.27
390,606.27
-588,976.57
3,874,008.57
-3,411,993.32
1,613,145.96
1 166 746 33
294,999.96
23,000.00
24,000.00
305,169.17
2,500.00
3,429,561.42
3,429,561.42
•
3,429,561.42
17,568.10
Page 3
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Louise Schaper, Executive Director
Date: February 11, 2008
_lite: Revision of ED Job Description
Background
On February 19, 2007, the Library Board of Trustees approved a revised job description for the Executive
Director. Since then all job description for staff were updated, reformatted, approved by library
administration and graded by Management Advisory Group.
Analysis
The ED's job description was revised using the job analysis questionnaire to bring it into conformance with
the Library's other descriptions and reflect current duties.
The revised job description provides more detail than the previous version, uses language consistent with
other Library job descriptions, and is more specific about qualifications.
Recommendation
Approval is recommended.
1
26
•
FAYETTEVILLE PUBLIC LIBRARY
Job Title: Executive Director
Grade: 127
Department: Administration
Reports To: Board of Trustees
FSLA Status: Exempt
Prepared By: Louise Schaper
Prepared Date: September 5, 2007
Approved By: Fayetteville Public Library Board of Trustees
Approved Date: (previous version approved by Board of Trustees 2/19/07)
General Purpose: Leads the library staff in accomplishing the Library's mission and realizing its strategic goals and
vision. Provides leadership in delivering excellent library services to the community. Responsible for all aspects of
library services including, but not limited to, customer services, physical and digital collections, technology
infrastructure, facilities, programming and events, marketing, media relations, human resources, sustainability,
finance ($3.6M annual budget and $25M in assets), work process improvement, planning, advancement and
community relations. Develops and implements policies and plans within the framework established by the Library
Board of Trustees.
Essential Duties and Responsibilities: All Library positions require the employee to provide excellent customer service
to'both internal and external customers, maintain positive and effective working relationships with other Library
employees (especially members of his or her own team), and have regular and reliable attendance that is not
disruptive. In addition, all supervisory positions require the employee to demonstrate leadership competencies by
exhibiting appropriate role modeling and setting proper examples. Other essential duties of this position include:
I. Develops strategic plans in conjunction with the Board of Trustees and involves staff and citizens in the planning
process. Leads the management team and staff to realize strategic goals. Recommends strategic plan
modifications to the Board of Trustees. Develops operating plans and measurement systems to ensure
achievement of library goals.
2. With library values, mission and vision as a base, directs library to ensure:
a. Excellent customer service operations and positive, quality customer experience
b. Maximum value to customers for minumum cost to taxpayers and donors
c. Achievement of performance measure targets
d. Realization of budgetary and financial goals
e. Timely and relevant collections
f. Maximum access to library services
g. Reliable and relevant technology
h. Relevant and well -attended library events
i. Excellent media and community relations
j. Strong advocacy base
k. Community support for library services
I. Strong volunteer resources
m. Successful development infrastructure and outcomes
n. Safety, sustainability and excellence in library facilities
o. Desired and supportive workplace
p. Competitive human resource infrastructure including benefits, compensation and training
q. Compliance with government policies
r. Services commensurate with top tier benchmark institutions
3. Hire, supervise, evaluate and dismiss manager of IT and directors of Administrative Services, Operations, and
Advancement/Community Relations.
4. Regularly leads management team meetings and frequently leads staff meetings.
5. Direct and plan finances including budget and allocation requests ($3.6M); capital improvement requests;
monthly financial reports to Board and City; materials acquisitions; purchasing and accounts payable.
6. Recommends adoption or modification of library policies to the Board of Trustees. Communicates policies and
provides management direction, guidance and leadership to all library departments.
7. Serves as spokesperson for the library and regularly speaks with or to local, state and federal elected or appointed
officials. Represents FPL in the community through the media and business, civic, academic and government officials.
Serves as liaison with City, County, and State government officials.
8. Develops and directs plans for new and/or improved library facilities.
9. Directs efforts to reduce the library's impact on the environment and ensures management team support.
10. Works closely with the Friends of FPL and FPL Foundatioijo ensure that the library's goals are being met. Serves
as ex -officio on the FPL Foundation Board and as liaison to the Friends of FPL Board of Directors.
11. Contributes to and keeps current with the library profession and technolpgy through speaking engagements,
published papers, reading, training, committee work at the state and national levels and attending conferences,
workshops and trade shows.
12. Interprets local, state and federal law and leads staff to ensure compliance where appropriate. Ensures library
complies with Arkansas library law including but not limited to State Statute 13.2. Ensures all employees are
knowledgeable about and comply with Arkansas State Statute Subchapter 7 "confidentially of patrons' records."
Seeks legal advice from Library counsel and City Attorney as needed.
13. Serves on other organization's boards and committees when beneficial to the library.
14. Ensures building security via key access to all areas, directing emergency procedure planning, disaster planning
and responding to emergencies and meeting with police as needed.
15. Handles customer service issues as a last resort.
Secondary Duties and Responsibilities:
1.. Perform other secondary duties as assigned.
Minimum qualifications:
1. ALA accredited Master's degree in Library Science.
2. Ten or more years of broad library experience, including at least five years of experience in library management
positions. Experience with policy development, planning, accounting and budgeting, fundraising, facilities
management, library advocacy, media relations, marketing, supervision, quality improvement, and public
relations are required.
3. Strong leadership, interpersonal, analytical and oral and written communication abilities are essential.
4. Solid understanding of technology and its application in libraries.
5. Highest language skills including the ability to read, analyze and interpret the most complex documents, to
respond effectively to the most sensitive of inquiries or complaints, to write speeches and articles using original
or innovative techniques or style and to make effective and persuasive speeches and presentations on
controversial or complex topics to management, public groups and boards of directors.
6. High mathematical skills.
7. Highest reasoning ability including ability to apply principles of logic to a wide range of problems.
8. High computer skills including ability to use specialized software.
9. Highest library skills including the ability to use best practices and theory to lead library operations.
10. Minimum mechanical skills including ability to learn to operate basic functions of an automated conveyor and
sorting system and work in the conveyor area. •
11. Highest customer service skills --ability to intervene in customer situations that threaten security and safety.
Certificates, Licenses and Registrations:
1. Valid driver's license
Language Abilities:
1. Must have ability to effectively communicate orally and in writing.
Other Skills and Abilities:
1. Strong organizational skills
2, Must be able to work some evenings and weekends and be able to
3. Ability to operate standard office equipment, including telephone,
4. Ability to provide own cell phone.
5. Strong understanding of technology, facility management, finance
Other Qualifications:
1. Willing and able to travel to conferences.
2. Must be able to work some evenings and weekends as needed.
3. Must have significant initiative, drive and stamina.
4. Ability to be discrete with confidential and sensitive information.
5. Ability to be detail oriented within the context of the vision.
6. Ability to multi -task.
Physical Demands:
1. Physical abilities to consistently sit for long
Ability to frequently reach and talk or hear.
climb or balance, taste or smell and push a
to 10 pounds.
2. Color vision.
respond 24x7.
copier, and fax machine.
and sustainable practices.
periods of time; use hands, fingers, or feel; and talk or hear.
Ability to occasionally stand, walk, stoop, kneel, crouch, crawl ,
book cart filled with books. Must be able to occasionally lift up
Work Environment:
Must be able to work in a business office type environment with the noise from computers, printers, light traffic and
occasional special equipment. 28
•
•
•
•
•
ORIGINAL
Position Description
Prepared 1/01; Revised 6/02; 1/03; 2/19/07 (approved by BOT)
Position Title: Executive Director
Immediate Supervisor: Board of Trustees
Job Summary: Leads the library staff in realizing the Library's strategic goals. Provides
leadership in delivering excellent library services to the community. Responsible for all aspects
of library services including, but not limited to, customer services, physical and digital collections,
technology infrastructure, facilities, programming and events, marketing, media relations, human
resources, finance ($3.5M annual budget), work process improvement, planning, and community
relations. Develops and implements policies and plans within the framework established by the
Library Board of Trustees.
Duties and Responsibilities:
1.) With the Board of Trustees develops strategic plans; involves staff and citizens in the
planning process. Works with the management team and staff to realize strategic goals.
Makes recommendations for strategic plan modifications. Develops operating plans and
measurement systems to ensure achievement of library goals. 20 % of time
2.) With library values, mission and vision as a base, provides overall direction of library to
ensure a quality experience for customers. Directly supervises five administrative staff and
works closely with the development director, Foundation and Friends to achieve the
following:
a. Excellent customer service operations and positive customer experience
b. Performance measure targets
c. Realization of budgetary and financial goals
d. Timely and relevant collections.
e. Maximum access to library services
f. Reliable and relevant technology
g. Relevant and well -attended library events
h. Excellent media and community relations
i. Strong advocacy base
j. Community support for library services
k. Strong volunteer resources
I. Successful development infrastructure and outcomes
m. Safety and excellence in library facilities
n. Desired and supportive workplace
o. Competitive human resource infrastructure including benefits, compensation and training
p. Compliance with government policies
q. Services commensurate with top tier benchmark institutions
20% of time
3.) Plans for and directs library finances including budget and allocation requests, capital
improvement requests, monthly financial reports to Board and City, materials acquisitions,
purchasing and accounts payable. 15% of time
4.) Recommends adoption or modification of library policies to the Board of Trustees.
Communicates policies and provides management direction, guidance and leadership to all
29
library departments. 15%
5.) Serves as spokesperson for the library as needed and directs operations for marketing and
communications. Authorizes media events, interviews, publicity. Represents FPL in the
community through formal and informal contacts with business, civic, academic and
government officials. Serves as liaison with City, County, and State government officials.
Prepares annual report. 15% of time
6.) Develops plans and coordinates activities for new and/or improved library facilities. 5 to 20%
of time
7.) Works closely with the Friends of FPL and FPL Foundation to ensure that the library's goals
are being met. Serves as ex -officio on the FPL Foundation Board and as liaison to the
Friends of FPL Board of Directors. 5% of time •
8.) Contributes to and keeps current with the library profession and technology through
speaking engagements, published papers, reading, training, committee work at the state and
national levels and attending conferences, workshops and trade shows. 3.5 to 5% of time
9.) Serves on other organization's boards and committees when beneficial to the library. 1% of
time
10.) Handles customer service issues as a last resort. .5 % of time
Qualifications and Requirements:
1. ALA accredited Master's degree in Library Science (M.L.S.)
2. Ten or more years of broad library experience, including at least five years of experience in
library management positions. Experience with policy development, planning, accounting
and budgeting, fundraising, facilities management, library advocacy, media relations,
marketing, supervision, quality improvement, and public relations are required.
3. Strong leadership, interpersonal, analytical and oral and written communication abilities are
essential.
4. Solid understanding of technology and its application in libraries.
.5. Strong facilities management skills.
Equipment Operation:
Standard office equipment.
Work Week: 40++ hour work week.
Job Grade:
30
•
•
•
