HomeMy WebLinkAbout2008-04-21 - Agendas - Final1 t'AYETTEVILLE PUBLIC LIBRARY ' Bryond Words Board of Trustees April 21, 2008 4 pm Regular Meeting Agenda cr I. Call to order II. Approval of minutes A. Minutes 2/18/08 - page 2 B. Signed minutes 12/1707— page 3 III. Reports A. Upcoming events — page 4 B. Library administration 1.. Management reports a. February 2008 -March 2008 strategic plan progress — page 5-6 b. March 2008 performance measures — page 7 c. February 2008 performance measures — page 8 d. Total items checked out by month— page 9 2. Financial reports a. March 2008 budget comparison — page 10 b. March 2008 balance sheet — page 11-12 c. March 2008 profit and loss — page 13-15 d. February 2008 budget comparison — page 16 e. February 2008 balance sheet — page 17-18 f. February 2008 profit and loss — page 19-21 -. Old business V. New business A. Staff presentation: Lolly Greenwood, Youth Services, Summer Reading Club B. Budget line item adjustments — page 22-23 C. Policies: 1. Drug Free Workplace (REVISION) — page 24-27 2. Extended Sick Leave (REVISION) — page 28-30 3. Bylaws (REVISION) — page 31-34 D. Strategic plan review and status of objectives — page 35-40 E. Patron letter to the Board and staff recommendations — page 41-43 VI. Executive session VII. Adjournment VIII. Attachments A. Projected 2008 meeting agendas B. Letter from Dan Ferritor, President, FPL Board of Trustees, to The Honorable Governor Mike Beebe. C. "A Workable Solution: Library Comes to Terms with Background Checks," NWA Times, 2/25/08. D. "FPL Director Contributes to RFID Practices Document," NWA Times, 3/2/08. E. Letter from Dr. Richard J. Gowen, President, IEEE Foundation re: grant notification, 3/19/08. F. City Council Nominating Committee Report, 3/13/2008. G. Agenda from volunteer meeting, 3/2008. H. Note from Charles Banks Wilson, March 28, 2008. I. Library Journal book review by Shawna Thorup. J. Email from Kelly Mulholland re: drug testing at the library? April 15, 2008. 1 • / Fayetteville Public Library Board of Trustees Regular Meeting \ February 18, 2007 \ MINUTES Prepared by S. Terry, Communications Manager Board Members present: L. Brewer, D. Ferritor, M. Hunt, E. Jordan, M. Malone, D. Marr and B. Schaffer. Staff present: M. Burdette, K. Rago, C. Rew, L. Schaper, S. Terry and S. Thorup. Press: M. Melnichak. The Board of Trustees meeting was called to order at 4:03 p.m. by D. Ferritor. 1. Election of officers: M. Hunt reported that the nominating committee was re -nominating the full slate of officers: D. Ferritor, President; L. Brewer, Vice -President; E. Jordan, Secretary and B. Schaffer, Treasurer. All voted aye. 2. Approval of minutes. Amend December 2007 minutes to reflect L. Brewer present at meeting. D. Marr made a motion to approve corrected minutes and B. Schaffer seconded. All voted aye. 3. D. Ferritor requested old business and new business moved before the reports because L. Brewer had to leave early to accept an award. 4. Old Business. A) Revision of executive director's job description: D. Marr moved to approve. E. Jordan seconded. All voted aye. B.) Policy PA -56 Screening: L. Schaper noted two changes to the policy since the board's December meeting: Information about credit history and drug testing was removed. Schaper noted that a credit history report for screening purposes is a summary, not like what a consumer receives. Drug testing will be considered as the staff develops proposed revisions to the drug free workplace policy. This will be presented in April. Schaper noted that after the last board meeting, a staff committee was formed to develop screening procedures and review the draft policy. The policy was revised to incorporate the board's recommendations, including the use of more definitive language. B. Schaffer said the new policy was much tighter. D. Ferritor said the new document contains only what the library needs to know about employees and volunteers. D. Marr applauded the staffs work on the procedural side of the policy and encouraged the administration to address the drug policy through the drug free workplace policy. D. Marr made a motion to approve. L. Brewer seconded. All voted aye. 5. New business. A.) Nominating Committee report — M. Hunt said the Nominating Committee gives its full support to the reappointment of D. Ferritor and D. Marr, the two trustees filling unexpired terms that end on April 1. B.) Budget line item adjustments — C. Rew requested that $12,000 from programming train the 2007 budget be • transferred to the books and materials line and $30,000 from utilities from the 2007 budget be transferred to building maintenance line item. M. Hunt made a motion to approve and M. Malone seconded. All voted aye. C.) Budget roll forward from 2007. to 2008 — C. Rew requested $60,800 that the library spent on goods in 2007 but that did not arrive by the end of the year be rolled forward to 2008. M. Malone made a motion to approve. M. Hunt seconded. All voted aye. D.) Additions to designated funds — C. Rew requested that $30,177 be added to the IT Designated Fund and $56,051 be added to the Building Designated Fund. These were amounts left from the previous year, less the amounts requested to be rolled forward to 2008. L. Brewer made a motion to approve. E. Jordan seconded. All voted aye. E). Letter recommending David Malonefor appointment to the State Library Board of Trustees — D. Ferritor said a letter will be sent to Gov. Beebe in support of D. Malone. B. Schaffer made a motion to approve. M. Hunt seconded. D. Ferritor, B. Schaffer, M. Hunt, L. Brewer, D. Marr, E. Jordan voted aye. M. Malone abstained. F.) Creation of a finance committee — C. Rew requested the board consider setting up a finance committee to consider the library's investments. D. Ferritor requested the staff bring forward a bylaws revision to establish one, Ferritor asked the board's Treasurer to meet with Executive Director and Director of Administrative Services. G.) Staff presentation: Justin Blum, M.L.S., Reference Librarian, presented information on Cover to Cover, the adult winter reading program. Current 2007 enrollment is 530 participants — 200 more than 2006. Program continues through April 13. 6. Upcoming Events — S. Thorup talked about the upcoming month.long American Indian series, sponsored by the National Endowment for the Humanities. The event will include Oklahoma Fancy Dancers, Arkansas Rock Art, Genealogy Workshop, a visit by artist Charles Banks Wilson, a Walking Tour of the Trail of Tears and a visit from artist Tony Tiger. 7. Library Reports. 1.) L. Schaper said the library checked out 952,000 items in 2007, a 10 percent increase from 2006. 2.) Schaper said the library topped the second list of city services that residents were asked to rank in a recent citizen's survey. 3.) Schaper introduced Margaret Burdette, the library's new volunteer coordinator. 4.) Schaper noted that Laura Cleveland will leave the library later this month to become director of the Columbia (AR) County Library. 6.) Schaper said S. Thorup recently completed work on the Notable Books Council for the American Library Association. 7.) Schaper finished her work with the NISO RFID Working Group and has been elected to be chair of the AR Library Development District I. 8. Statistical and Financial Report. 1.) Due to a late reporting, C. Rew noted credit card receipts on fines and fees will change from $16,000 to about $20,000 for January when they are reported in the board's April packet. 2.) C. Rew said that the materials budget was spent by the year's end. 9. Executive Session: ED's job evaluation: D. Marr made a motion to go into executive session to discuss job of the executive director. M. Hunt seconded. All voted aye. B. Schaffer made a motion to adjourn; L. Brewer seconded. All voted aye. Meeting adjourned at 6:40 p.m. 2 t • • • 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, B. Schaffer and L. Brewer. Staff present: K. Rago, 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 Kevin 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 A/V 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 eibrary AV system forwarded to 2008; L. Brewer seconded. All voted aye.. rt Committee 1.) K. Rago noted the Art Committee met in November and considered several pieces. A sculpture a 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. • 3 FAYETTEVILLE PUBLIC LIBRARY Key Events: April 21 — June 5 Celebrate National Volunteer Appreciation Week Monday, April 28 through Friday, May 2: Throughout the week, the library will honor the volunteers that keep the building running. The library has more than 155 volunteers, who contributed more than 14,000 hours in 2007 — the equivalent of seven full time employees. Summer Reading Club Sign Up Begins Thursday, May 1: Programs for the 2008 Summer Reading Club begin Saturday, June 7 with events for preschool through 12th grade The theme for the children's Summer Reading Club is 'Catch the Reading Bug. The theme for the 6th through 12th grade Summer Reading Club is 'Metamorphosis.' Children can sign up at the Children's Desk or at www.faylib.orq and teens can sign up the Reference Desk or at www.faylib.orq. Dia de los Ninos Thursday, May 1, 4 pm, Wal-Mart Storytime Room Elena Foulis will discuss the celebration of Children's Day and read stories in Spanish and English to children and families. The families will also play games and enjoy snacks. The day has been celebrated annually since 1925 and is intended to bring attention to the importance. and well-being of children. Registration is required. For more information or to sign up, visit the Children's Desk at 571.2222 x 4370. Anita Huffington Book Signing Saturday, May 3, 2 pm, Walker Community Room: Noted sculptor Anita Huffington presents a program on sculpture and will sign her newest book. A winner of the Jimmy Ernst award from the American Academy of Arts and Letters, this is a unique opportunity to hear an artist talk about her work and vision. Butcher-Detels 4 -Hand Piano Saturday, May 17, 2 pm, Walker Community Room: Celebrate Arkansas Heritage Month with four hands and one piano. The Butcher-Detels Duo performs arrangements of "The Arkansas Traveler" and explores works by two African-American Arkansans, composers Florence Price and William Grant Still. The program also includes Scott Joplin, Mozart, Amy Beach and Vincent Persichetti For more information, contact the Reference Desk at 571.2222 x 4450. Aux Arcs Quartet Thursday, June 5, 7 pm, Walker Community Room: Aux Arcs Quartet, a professional saxophone group, will perform as part of the Sequoyah Music Festival. The event is made possible through a partnership with the University of Arkansas. 4 • • • FAYETTEVILLE PUBLIC LIBRARY Strategic Plan Progress Report • February -March 2008 Our Mission: To strengthen our community and empower our citizens through free and public access to knowledge. Our Vision: To be powerfully relevant and completely accessible. I. Access: Implement strategies to improve and extend access to library collection and services. a. Hours: NTR b. Facilities: i. Completed expansion of Read Aloud Room as per Anderson Imhoff gift. ii. Began installing LED lights in test locations including the garage. iii. Issued a RFP for landscape services because city discontinued this service. iv. Improved staff safety by securing work area doors with card swipe locks. v. Cleaned upholstery in YA and Fiction. vi. Returned terrazzo in cafe area to high gloss finish. c. Branches: i. Remote returns: collected 3,218 items in 2/08 and 3,464 in 3/08. d. Website: NTR e. Computing and networking resources: i. Began migration to external VOIP and direct inward dial. f. Outreach services: i. Expanded Reading Roadshow to 7111 preschool child care facility. ii. Participated in Easter @ the Reynolds Boys and Girls Club. iii. Served as guest lecturer for UA Grants Management class, demonstrating library resources. II. Collections: Develop collections that are responsive to the needs and demands of its community. • a. Adult materials: i. Evaluated collection against the ALA's Stonewall fiction and nonfiction book awards for 2008 and 2007. Own winners from both years as well as all '07 honorable mention fiction titles ii. Purchased materials from Library Journal's Best Consumer.Health review of materials. iii. Evaluated collection against Booklists'Top 10 African American Nonfiction list; Core Collection Environmental Essentials and Top 10 Books on the Environment; ordered missing titles. b. Reference: i. Purchased African American National Biography. ii. Continued providing monthly New Businesses report to the Fayetteville Chamber of Commerce. iii. Completed research for Fayetteville Visitor's and Convention Bureau on history of College Ave. c. Youth services: i. Ordered all 2008 ALA Notable children's DVD titles that we did not own. ii. Ordered all titles not owned in Farrar, Straus & Giroux Books for Young Readers Bibliography for Intergenerational Reading and Read Aloud Bibliography. iii. Created Book Clubs -to -Go kits for the Young Adult collection. iv. Confirmed ownership of all children's and young adult titles recommended by Kirkus Review. d. Nonprint: i. Evaluated the film collection against the Independent Spirit Award from the British Academy of Film and Television Arts. Ordered appropriate titles. e. E -collections: i. Evaluated Small Engine Repair Database and Home Improvement Reference Center. ii. Evaluated Bookletters upgrade module for events software and customer newsletters. III. Services: Define its essential activities and service levels. a. Programming and events: i. Began contacting authors for Ozark Writers Live! program for 9/13/08. ii. Completed successful In Focus series on American Indian cultures. 225 attended Oklahoma Fancy Dancers; 91 attended lecture by Charles Banks Wilson; 18 attended discussion on rock art; 18 attended discussion by Tony Tiger; 23 attended Trail of Tears walk. iii. Continued three adult book clubs. Added 4 new members to the afternoon book group. iv. Completed three Cover to Cover events. v. Offered two Nonprofit Resource Center programs. vi. Offered children's events: creative writing workshops for grades 3'd — 591, weekly afterschool workshops, preschool/baby/toddler programs Monday through Friday, Girls and Dolls Club, 9 to 12 year old book club and Sit, Stay, Read! vii. Offered special events: Chinese New Year, St. Patrick's Day Irish dancers, Read Across America, Spring Break daytime lock -in and Ask the Experts - a program for parents and caregivers. viii. Offered teen events: Valentine making, a Runescape tournament, Teen Pirate night, Teen Anime, Teen Knitting, Teen Open Mic Night and creative writing for 6th -12th graders. b. Self-service strategies: i. Self -checked items increased 6% over 2007. c. Customer service: i. Library card registrations increased 5% over 2007. Over 2400 new cards were issued. ii. Library circulation rose 5% over 2007. Over 251,000 items checked out in first 3 months. iii. Expanded credit card capabilities at the service desks to include all items sold. d. Staffing: i. Completed performance evaluations. ii. Attended PLA annual conference in Minneapolis (6 librarians). iii. Attended City of Fayetteville's supervisor training (2 managers). iv. Attended branding workshop given by the AFP (Advancement) v. Held shooter intruder training for all staff (provided by FPD). vi. Filled open Youth Librarian and Systems Administrator positions. IV. Visibility and value: Promote the contributions and value of the library to the greater Fayetteville area. a. Marketing plan: 2008 plan completed. b. Marketing (visibility) and communications i. Wrote monthly library column for Fayetteville Free Week/y ii. Wrote 27 press releases and provided events to Citiscapes Metro Monthly, Celebrate Magazine and Kid's Directory. iii. Wrote and distributed March and April newsletters. iv. Secured Ozark Profile for S. Thorup re: the Notable Books Council; distribution was state-wide. v. Completed content for Summer Reading Club calendars. vi. Continued work on 2007 Annual Report. vii. Interviewed by KUAF regarding the American Indian programming. viii. Procured logo book bags for sale to the public. ix. Appeared on Channel 5 morning show re: spring break activities. x. Secured NWA Times story on Trail of Tears program and walk. xi. Secured sponsorship from KUAF for Summer Reading Club. c. Collaboration: i. Began offering Computer Success Institute classes/tutoring with UA Students in Free Enterprise. ii. Met with Borders Book Store re collaborations during 2008 and 2009. iii. Attended board meeting for Fayetteville Adult and Community Education. V. Sustainable funding: Seek funding sources that are reliable, sustainable, and adequate to carryout the Library's mission; these sources will grow as the community grows. a. Funding strategies and sources: i. Received $3000 IEEE grant to present Solar Bug Tug workshop and race in the UA Solar Splash. ii. Awarded an Arkansas Arts Council grant to host youth poetry workshops. If fully funded it is $2225. iii. Still waiting to hear about passport agency application, iv. Received $100,000 grant award from the Walker Foundation for NEH. v. Submitted grant proposal to Procter and Gamble for the Reading Roadshow. vi. Met with several Wal-Mart vendors to establish a relationship for funding for FPL. vii. Submitted grant proposal for $30,000 to the Praxair Foundation for "Live Homework Help." viii. Received $1,000 from MANA. ix. Continued the NEH certification process of existing RFS gifts. x. Completed 2008 Development Plan. xi. Sent mailing to those with outstanding pledges. b. Advocacy: i. Governor Beebe appointed David Malone (former State Senator) to the State Library Board of Trustees. c. Friends and Foundation i. Collaborated with Hope Bradberry re Foundation bookkeeping as per FPLF Finance Committee. ii. Planning for Blair portrait unveiling on 5/9/08 at 5:30pm. Also, announcing NEH Challenge Grant. Hosted Volunteer Meeting March 20th with 30 volunteers in attendance iv. Organized and attended meeting with RSVP to establish partnership and referral program. v. 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N E o J • • • co O 1 d' O O N co s O J 2 v � x a0 m a) 0s >V CC co E O co 1,. 11111111111111111111111111111111111111111111111111111111111111111111111 11111111111111 kX pmmmmmiommomomuiommnmmimmuuimmmmm unmm11munnounnnmmnunnnnnnnunuuuuunnnnnunnm o 0 0 0 0 0 0 0 o 0 0 0 6 o coo coo dam- No ;no pal9oayo swam Month Sources of Funds Millage Receipts City of Fayetteville City CIP books City CIP other State Aid Foundation Friends All Other Sources Total Sources of Funds Expenses Salaries & Wages Payroll Taxes & Work Study Employee Insurance Retirement Processing Supplies IT -Hardware IT -Software Cleaning Supplies Other Supplies Youth Programming Adult Programming Library Materials Telephone & Internet Utilities Postage Travel & Training Prof./Contractual Services Landscape Maint. Building/Equip. Maint. Insurance Public Rel. & Other Furniture & Equipment Total Expenses Excess/Deficit Fayetteville Public Library Budget Comparison March 31, 2008 Current Monthly Current Budget Annual 3 Month Budget YTD YTD Budget 89,167 89,167 267,500 267,500 1,070,000 130,530 130,530 274,591 391,591 1,566,365 25,148 25,167 75,464 75,500 302,000 1,917 0 5,750 23,000 9,916 33,729 29,749 118,996 20,833 0 62,500 250,000 2,833 0 8,500 34,000 54,734 19,917 95,161 59,750 239,000 299,579 300,280 746,445 900,840 3,603,361 139,673 143,497 405,257 12,661 12,717 35,787 8,161 11,283 26,897 9,725 16,225 30,047 280 4,167 3,551 2,488 11,750 2,980 8,292 5,391 1,655 1,500 2,349 5,381 8,000 29,488 266 2,250 841 497 2,517 4,618 34,592 33,292 59,623 1,650 3,083 3,196 9,355 10,333 28,741 2,535 3,517 5,035 1,368 4,200 11,916 7,619 5,517 13,771 3,083 0 32,140 11,225 34,446 2,970 500 2,970 1,199 4,650 1,475 5,080 3,750 5,080 279,295 305,347 713,459 430,490 38,150 33,850 48,675 12,500 35,250 24,875 4,500 24,000 6,750 7,550 99,875 9,250 31,000 10,550 12,600 16,550 9,250 33,675 1,500 13,950 11,250 916,040 3, 1,721,961 152,600 135,400 194,700 50,000 141,000 99,500 18,000 96,000 27,000 30,200 399,500 37,000 124,000 42,200 50,400 66,200 37,000 134,700 6,000 55,800 45,000 664,161 20,284 -5,067 32,986 -15,200 -60,800 10 ' 4:24 PM 04/08/08 Cash Basis • • • Fayetteville Public Library Balance Sheet As of March 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 • NP 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 11 Mar 31, 08 33,278.11 408.00 33,686.11 885,561.54 885,561.54 910,099.25 181,306.49 264,970.30 208,919.30 239,096.30 2,723,639.29 1,177,424.45 64,174.77 -24.75 1,241,574.47 3,965,213.76 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 24,351,662.56 131,196.66 15,298.87 44,033.53 58,687.01 8,631.40 257,847.47 0.57 2,750.63 605.98 3,356.61 8,707.20 261.24 16.00 151.54 374.87 380.00 Page 1 4:24 PM 04/08/08 Cash Basis Fayetteville Public Library Balance Sheet As of March 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 Mar 31, 08 9,890.85 271,095.50 271,095.50 271,095.50 21,361,499.04 1,914,586.48 208,919.30 208,919.30 208,919.30 626,757.90 243,133.03 -65,409.39 24,080,567.06 24,351,662.56 12 Page 2 • • 4:24 PM Fayetteville Public Library 04/08/08 Profit & Loss YTD Comparison Cash Basis March 2008 • Ordinary Income/Expense Income Revenue & Support 4150 • Miscellaneous•Income Sale of new merchandise 4500 • Misc. M.J. 4501 • Designated Gifts Other 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 4315 • Library Cards 4320 • Research & Misc. Genealogy Sales of T -Shirts, Wanderer, 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 State Aid to Libraries 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 Total computer supplies & minor eq. 5130 Childrens Program 5131 • Young Children Prog. & Supplies 5133 - Young Adult Expenses Total 5130 • Childrens Program Adult prog. expenses 5140 Book Repair & Circ. Supplies supplies for cleaning the bdg signage materials Total Office Supplies Mar 08 Jan - Mar 08 274.90 217.40 70.28 35,220.00 13.35 70.28 36,217.00 66.22 35,303.63 36,353.50 34.48 58.48 35,613.01 36,629.38 1,287.30 325.00 13,458.48 195.00 53.00 125.00 -54.95 92.79 3,575.13 950.00 40,080.41 405.00 249.00 125.00 -95.46 520.28 37.84 424.82 146.69 1,762.87 -12.86 267.53 5,417.00 416.38 15,766.02 47,385.14 1,742.52 6,621.66 1,742.52 6,621.66 0.00 33,729.00 0.00 33,729.00 54,733.85 128,890.31 54,733.85 128,890.31 2,287.51 3,060.83 0.00 2,488.05 25,778.21 3,512.88 5,391.10 2,980.14 2,488.05 8,371.24 50.06 358.30 216.09 483.38 266.15 841.68 497.32 279.67 1,654.65 32.61 10,566.79 4,618.98 3,550.36 2,348.17 196.71 49,218.23 Postage 2,535.25 5,035.25 Travel & Training 1,368.42 11,916.35 13 Page 1 4:24 PM 04/08/08 Cash Basis Fayetteville Public Library Profit & Loss YTD Comparison March 2008 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 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 for yearend accruals Employee Benefit Expenses Health & Dental Insurance Company paid portion of HSA Retirement Contributions 6655 • Retirementment Plan Expenses Total Employee Benefit Expenses Publications Book Acquisitions all books child & adult 7120 • Adult Reference Materials 7130 • Electronic Resources 7160 • Chlldrens Books Total Book Acquisitions Audio Visuals 7610 • FiIm/DVD 7620 • Audio 7640 - Music Total Audio Visuals Total Publications Building & Equipment Building Maintenance Office Machine Maintneance Total Building & Equipment Total Expense Net Ordinary Income Mar 08 1,107.68 • 91.21 7,619.10 5,080.13 1,650.10 9,354.76 11,004.86 2,970.00 42,343.44 23,228.37 10,892.25 12,578.69 26,527.53 5,850.63 38,379.79 17,235.68 4,979.90 139,672.84 10,646.69 1,258.92 710.20 0.00 0.00 0.00 45.57 12,661.38 0.00 6,931.73 1,229.42 9,724.81 0.00 17,885.96 20,474.64 86.36 9,120.00 0.00 29,681.00 4,443.52 467.75 0.00 4;911.27 34,592.27 32,096.08 43.61 32,139.69 279.295.58 Jan - Mar 08 1,365.88 109.21 13,770.95 5,080.13 3,196.40 28,740.16 31,936.56 2,970.00 121,402.56 63,576.49 29,766.05 41,716.63 76,962.36 18,209.71 113,901.56 49,971.49 11,152.63 405,256.92 30,876.53 1,965.32 2,750.63 155.72 334.28 847.98 133.74 37,064.20 61.47 21,799.94 3,759.06 28,184.39 1,862.46 55,605.85 37,962.08 181.11 11,664.00 33.05 49,840.24 8,213.94 1,367.05 201.88 9,782.87 59,623.11 34,336.47 108.50 34,444.97 713,459.08 -224,561.73 -584,568.77 14 Page 2 • • - 4:24 PM Fayetteville Public Library 04/08/08 Profit & Loss YTD Comparison Cash Basis March 2008 • Mar08 Jan - Mar 08 Other Income/Expense Other Income Inter -Agency Transfers Transfer from City 9150 • Transfer-Miliage Transfer for Books Total Inter -Agency Transfers Total Other Income Net Other Income Net Income • • 130,530.00 8,604.44 25,148.84 391,590.00 52,122.94 75,446.44 164,283.28 519,159.38 164,283.28 519,159.38 164283.28 519,159.38 -60,278.45 -65,409.39 15 Page 3 Month Sources of Funds Millage Receipts City of Fayetteville City CIP books City CIP other State Aid Foundation Friends All Other Sources Total Sources of Funds Expenses Salaries & Wages Payroll Taxes & Work Study Employee Insurance Retirement Processing Supplies IT -Hardware IT -Software & Maintenance Cleaning Supplies Other Supplies Youth Programming Adult Programming Library Materials Telephone & Internet Utilities Postage Travel & Training Prof./Contractual Services Landscape Maint. Building/Equip Maint. Insurance Public'Rel. & Other Furniture & Equipment Total Expenses Excess/Deficit Fayetteville Public Library - Budget Comparison February 28, 2008 Current Monthly Current Budget 2 Month Budget YTD YTD 89,167 89,167 178,333 13,530 130,530 144,061 25,149 25,167 50,316 1,917 0 33,729 9,916 33,729 20,833 0 2,833 0 19,218 19,917 40,427 180,793 300,280 446,866 178,333 261,061 50,333 3,833 19,833 41,667 5,667 39,833 600,560 Annual Budget 1,070,000 1,566,365 302,000 23,000 118,996 250,000 34,000 239,000 3,603,361 132,942 143,497 265,584 286,994 11,597 12,717 23,126 25,433 9,265 11,283 18,736 22,567 11,102 16,225 20,322 32,450 2,154 4,167 3,271 8,333 492 11,750 492 23,500 8,292 5,391 16,583 1,500 694 3,000 19,995 8,000 24,107 16,000 500 2,250 575 4,500 3,274 2,517 4,121 5,033 17,939 33,292 25,031 66,583 0 3,083 1,546 6,167 11,024 10,333 19,386 20,667 2,500 3,517 2,500 7,033 7,299 4,200 10,548 8,400 1,072 5,517 6,152 11,033 3,083 0 6,167 791 11,225 2,306 22,450 500 0 1,000 18 4,650 276 9,300 3,750 0 7,500 1,721,961 152,600 135,400 194,700 50,000 141,000 99,500 18,000 96,000 27,000 30,200 399,500 37,000 124,000 42,200 50,400 66,200 37,000 134,700 6,000 55,800 45,000 231,964 305,347 434,164 610,694 3,664,161 -51,171 -5,067 12,702 -10,133 -60,800 16 • • 10:07 AM 03/10/08 Cash Basis • Feb 29, 08 Fayetteville Public Library Balance Sheet As of February 29, 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 16,654.64 408.00 17,062.64 872,542.62 872,542.62 983,263.86 181,306.49 264,970.30 208,919.30 239,096.30 2,767,161.51 1,177,424.45 64,174.77 -24.75 Total Other Current Assets 1,241,574.47 Total Current Assets 4,008,735.98 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 24,395,184.78 LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities Accounts Payable -Other A/P Vacation accrual 131,196.66 NP Salaries & Wages Accrual 15,298.87 A/P Other Payroll Liabilities 44,033.53 1929 - NP 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 2,040.43 Payroll Tax Liabilities - Other 271.16 Total Payroll Tax Liabilities 2,311.59 Other Payroll Liabilities Health & Dental Insurance 829.51 2330 • Vision Insurance 46.56 2340 • Vol. Life & AD&D 8.00 2345 • Voluntary Group Life 98.16 Supplemental Insurance 233.52 Employee contributions 380.00 17 Page 1 10:07 AM 03/10/08 Cash Basis Fayetteville Public Library Balance Sheet As of February 29, 2008 Total Other Payroll Liabilities Total Other Current Liabilities Feb 29, 08 1,595.75 261,755.38 Total Current Liabilities 261,755.38 Total Liabilities 261,755.38 Equity Investment in Fixed Assets 21,361,499.04 Fund Balance -Undesignated 1,914,586.48 Fund Balance -Reserved facilitie major repairs & rep 208,919.30 for reparis & replacements 208,919.30 f & f repairs & replacements 208,919.30 Total Fund Balance -Reserved 626,757.90 Fund Balance -Current Year Net Net Income 235,716.84 -5,130.86 Total Equity 24,133,429.40 TOTAL LIABILITIES & EQUITY 24,395,184.78 18 Page 2 • 10:04 AM Fayetteville Public Library 03/10/08 Profit & Loss YTD Comparison Cash Basis February 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 Feb 08 Jan - Feb 08 0.00 -57.50 102.00 6.50 997.00 52.87 108.50 1,049.87 16.00 24.00 124.50 1,016.37 Cafe Rental 1,275.13 2,287.83 charges for set up and equipm 190.00 625.00 Fines & Fees Fees collected at front desk 13,132.09 26,621.93 4315 • Library Cards 150.00 210.00 4320 • Research & Misc. Genealogy 138.00 196.00 4360 • Lost and Paid 4365 • Refund of Lost & Paid -40.51 -40.51 4360 • Lost and Paid - Other 213.35 427.49 Total 4360 • Lost and Paid 172.84 386.98 4370 • Damaged and Paid 4380 • Copier and Printer income 4390 Short and Over Total Fines & Fees Interest 4401 • Interest -Operating Total Interest State Aid to Libraries 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 Total computer supplies & minor eq. 5130 ' Childrens Program 5131 Young Children Prog. & Supplies 5133• Young Adult Expenses Total 5130 • Childrens Program Adult prog. expenses 5140 • Book Repair & Circ. Supplies supplies for cleaning the bdg signage materials Total Office Supplies Postage Travel & Training Public Notice 5725 • Public Relations 54.55 2,004.99 35.72 120.84 3,654.13 429.24 15,688.19 31,619.12 1,940.53 4,879.14 1,940.53 4,879.14 33,729.00 33 729 00 33,729.00 33,729.00 52,947.35 74,156.46 52 947 35 74,156.46 19,863.75 0.00 0.00 492.09 23,490.70 452.05 5,391.10 492.09 492.09 5,883.19 233.07 308.24 267.29 267.29 500.36 575.53 3,274.71 2,154.07 0.00 131.49 26,416.47 2,500.00 7,298.53 0.00 18.00 4,121.66 3,270.69 693.52 164.10 38,651.44 2,500.00 10,547.93 258.20 18.00 19 Page 1 10:04 AM Fayetteville Public Library 03/10/08 Profit & Loss YTD Comparison Cash Basis February 2008 Professional Services Utilities Telephone & Internet Utilities - Other Total Utilities Total Operating Expenses Salaries & Wages Adult Services Materials processing Children's Library Circulation Custodial Administration 6498 Vacation Time Used 6499 Sick Time Used 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 for yearend accruals Employee Benefit Expenses Health & Dental Insurance Company paid portion of HSA Retirement Contributions 6655 • Retirementment Plan Expenses Total Employee Benefit Expenses Publications Book Acquisitions all books child & adult 7120 • Adult Reference Materials 7130 • Electronic Resources 7160 • Childrens Books Total Book Acquisitions Audio Visuals 7610 • Film/DVD 7620 • Audio 7640 • Music Total Audio Visuals Total Publications Building & Equipment Building Maintenance Office Machine Maintneance Total Building & Equipment Total Expense Net Ordinary Income Other income/Expense Other Income Inter -Agency Transfers Transfer from City Feb 08 Jan - Feb 08 1.071.85 0.00 11,023.45 11,023.45 48, 328.30 21,666.22 9,021.98 15,958.46 26,163.97 6,142.22 43,127.51 7,417.04 3,444.34 132,941.74 10,124.94 434.74 994.11 78.02 334.28 256.21 43.59 12,265.89 0.00 7,366.97 1,229.42 9,239.64 1,862.46 19,698.49 11,385.32 51.40 2,544.00 33.05 14,013.77 2,991.43 732.10 201.88 3,925.41 17,939.18 790.72 0.00 790.72 231,964.32 20 -179,016.97 6,151.85 1,546.30 19,385.40 20,931.70 79,059.12 40,348.12 18,873.80 29,137.94 50,434.83 12,359.08 75,521.77 32,735.81 6,172.73 265,584.08 20,229.84 706.40 2,040.43 155.72 334.28 847.98 88.17 24,402.82 61.47 14,868.21 2,529.64 18,459.58 1,862.46 37,719.89 17,487.44 94.75 2,544.00 33.05 20,159.24 3,770.42 89930 201.88 4,871.60 25,030.84 2,240.39 64.89 2,305.28 434,163.50 -360,007.04 130,530.00 261,060.00 Page 2 10:04 AM Fayetteville Public Library 03110108 Profit & Loss YTD Comparison Cash Basis February 2008 • • • 9150 Transfer-Millage Transfer for Books Total Inter -Agency Transfers Feb 08 Jan - Feb 08 11 044 22 43,518.50 25,148.84 50,297.68 166,723.06 354,876.18 Total Other Income 166,723.06 354,876.18 Net Other Income 166,723.06 354,876.18 Net Income -12,293.91 -5,130.86 21 Page 3 FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Catherine Rew, Director of Administrative Services and Louise Schaper, Executive Director Date: 04/21/08 Re: Budget Adjustment Background For the past two years, the library has applied for and received money from the Community Care Foundation to fund the operation of our Foundation Center. This year, the amount of that grant was $35,195. In addition, the Foundation received a $1000 gift from the MANA group to help fund the Reading Roadshow. Thus, we have a total of $36,195 in gifts that arrived since the budget was finalized. Analysis The uses of both these gifts were specified by the donors, In the case of the Community Care Foundation, $25,400 of the total is to fund a half-time librarian for continued staffing of the library's Foundation'Center. Because this grant was anticipated, the $25,400 was written into the budget which necessitated a need to reduce other line items. Now that the money is in -hand, that amount can be redistributed to the budget items that had been reduced. Those items are: • $10,000 for building and equipment maintenance • $3,000 for utilities • $3,000 for insurance • $5,000 for other supplies • $4,400 for youth programming Also, please note that the Executive Director moved $6,000 from the retirement plan line item to professional services to fund essential consulting services while we continue to interview IT managers. Recommendation We recommend that the Board of Trustees budget $36,195 received after the budget was finalized making the additions and changes listed above. 1 22 • • • N V • O O N N o 0) 0) O v) ro CO CO O N O O O O O N O (O O O 0) O O 0) O M O O m O O • criN co co r rr- n. coo (o O N r N CO PA- LO CO r N N O h En 0) (0 c) ✓ O r r co r M o 0 r N r rm 0) O) 00 CO N O O N r o O N N Co on N N N O M CO r r 0 0 0 C) 0) CO Nr CA N T O Y) .- co co N N co 0 N (ro M m r CO r 00'1 N m T" r (O r r 0) 0) O CO N E O) 0OO M N r m N N N 0 C 9 r M 2 J Op o0v or) 0 0 00 N V 0 M 0) O M 0 O O O O 0 O O O O O O O N 0 0 0 0 0) N N 0 04 N N O N O O O m ai CO O O O O 0 0 000000 0 0 0 O 0) 0 0 0 0 0 0 0 0 0 0 )O() W CO V r O 0 0 O O O CO N O O N V N o r 0 CO O M N N O O W aO r: O V (O r r N O N r V W N N N N M 00 N O 0) O N M V CON R N r M Cr N ‘30 O r' r rr r r r CO N r O N O r CO CO CO M CO r o r co co O O O m r CO N CO N W O r CO CO N CO O r O 0 CO N N N N (O V r N r r r N N V CO O CO 0 N N N N O O r O r tai N r N O r ro r aD lV N c7 M C Ol C tD M N P n) cd r r r r M O M CV N m O r O IV CV N IA- N CO N O 0) O O N O m O V N r M CO r r OO O V CO Cr O OJ O N co N O N N OI r 0) CO r N P r r Op O) )() r n y r r M N r O N O r CO M CO M M r o N CO CO o o O M r CO N CO N 0) O rM O N CO O r O CO CO N N N N O Cr r N r r N N Q CO CO W O N N N N O O r CO r CO M N r N 0 r N r O tV N M M O M co: co th N V O Cr r r r M r O CO CV N O N O r V N N r N O N 0) O N 03 I--, N r 0) CO r r y0) V O at CO N N V N r CO O r N O LO M N O N N M^ O 0 r 0() O r .- N ori N T d J O cn N N co U o O) a▪ ) 0 C m (a 19 > NIL 0 pc n 0 c0 'E 0y E m ' v_ m o m c n 9 6 y Y o >N nC J j • a 0 E co C C 7 J LL O • T O L C O -0 d • N d N G COLO •d W La U J cot' w a) CO D O O N U O xO O C N 6 0 O) of C f d Q•My N o N LL a a- (0 « U J N N N d •y S2 0) J O C C D• 111 V al W TE 212 cNd o N W o tno a 2 O `o U U d S V$ 0 m '� o m d m o c r a Z n d v Q S c o 2. 0 2 d 2` is J a) O u! c co o �- « = vl E a) c > La a) r > a a C . .` w- 0 2000vo LLLL¢F win a wK dLFUO>-a 12, r. --' a 31m ca_�i o I- 2 3 23 O 0 W ci (O O CO co N 0 O Excess/Deficit FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Louise Schaper, Executive Director and Shawna Thorup, Director of Operations Date: 4/21/08 Re: Policy PA -29: Drug Free Work Place Background The Board approved our Drug Free Workplace policy (PA -29) in 1995. There have been no revisions to date. Recent federal grant awards we received require our compliance with the Drug -Free Workplace Act of 1988. The Code of Federal Regulations requires the policy statement certify compliance. Analysis The current policy was compared to the requirements of the Drug -Free Workplace Act of 1988 and the existing policy of the City of Fayetteville. Using those guides, the policy was revised using the U.S. Department of Labor's Drug -Free Workplace Advisor, an online tool that includes a policy builder. The resulting policy revision acknowledges and complies with the requirements of the Act and serves as certification of such pursuant to the Code of Federal Regulations. Recommendation Approve the revision of PA -29 to ensure compliance with the Drug -Free Workplace Act of 1988 and related Federal Regulations. 1 24 • PROPOSED Code PA -29 Date Approved 03/13/95 Date Revised 4/21/08 Policy Name: Drug Free Work Place Fayetteville Public Library hereby acknowledges and complies with the requirements of the Drug Free Work Place Act of 1988. This legislation requires contractors and grantees who receive monies from Federal Agencies to certify that they will maintain a "Drug Free Work Place." Pursuant to the Code of Federal Regulations, this policy serves as certification of a Drug Free Work Place. Purpose and Goal Fayetteville Public Library is committed to protecting the safety, health and well being of all eniployees and other individuals in our workplace. We recognize that alcohol and drug abuse poses a significant threat to our goals. We have established a drug-free workplace program that balances our respect for individuals with the need to maintain an alcohol and drug-free environment. The Library encourages employees to voluntarily seek help with drug and alcohol problems. Covered Workers Any individual who conducts business for the Library, is applying for a position or is conducting business for FPL on the Library's property (i.e. cafe workers, contractors, etc.) is covered by our drug-free workplace policy. Our policy includes, but is not limited to full-time employees, part-time employees, volunteers, interns, work- study students and contract employees. •Applicability Our drug-free workplace policy is intended to apply whenever anyone is representing or conducting business for the Library. Therefore, this policy applies during all working hours and whenever conducting business or representing the Library. Prohibited Behavior • It is a violation of our drug-free workplace policy to use, possess, sell, trade, and/or offer for sale alcohol, illegal drugs or intoxicants. Prescription' and over-the-counter drugs are not prohibited when taken in standard dosage and/or according to a physician's prescription. Any employee taking prescribed or over-the-counter medications will be responsible for consulting the prescribing physician and/or pharmacist to ascertain whether the medication may interfere with safe performance of his/her job. If the use of a medication could compromise the safety of the employee, fellow employees or the public, it is the employee's responsibility to use appropriate personnel procedures (e.g., call in sick, use leave, request change of duty, notify supervisor) to avoid unsafe workplace practices. The illegal or unauthorized use of prescription drugs is prohibited. It is a violation of our drug-free workplace policy to intentionally misuse and/or abuse prescription medications. Appropriate disciplinary action will be taken if Job performance deterioration and/or other accidents occur. Notification of Convictions Any employee who is convicted of a criminal drug violation in the workplace must notify the organization in writing within five calendar days of the conviction. The organization will take appropriate action within 30 days of notification. Federal contracting agencies will be notified when appropriate. Consequences One of the goals of our drug-free workplace program is to encourage employees to voluntarily seek help with • alcohol and/or drug problems. If, however, an individual violates the policy, the consequences are serious. In the case of applicants, if he or she violates the drug-free workplace policy, the offer of employment can be withdrawn. The applicant may reapply after six months. 25 If an employee violates the policy, he or she will be subject to progressive disciplinary action and may be required to enter rehabilitation. An employee required to enter rehabilitation who fails to successfully complete it and/or repeatedly violates the policy will be terminated from employment. Nothing in this policy prohibits the employee from being disciplined or discharged for other violations and/or performance problems. Assistance The Library recognizes that alcohol and drug abuse and addiction are treatable illnesses. We also realize that early intervention and support improve the success of rehabilitation. To support our employees, our drug-free workplace policy: • Encourages employees to seek help if they are concerned that they may have a drug and/or alcohol problem. • Encourages employees to utilize the services of qualified professionals in the community to assess the seriousness of suspected drug or alcohol problems and identify appropriate sources of help. • Ensures the availability of a current list of qualified community professionals. Treatment for alcoholism and/or other drug use disorders may be covered by the employee benefit plan. However, the ultimate financial responsibility for recommended treatment belongs to the employee. Confidentiality All information received by the Library through the drug-free workplaceprogram is confidential communication. Access to this information is limited to those who have a legitimate need to know in compliance with relevant laws and management policies. Shared Responsibility A safe and productive drug-free workplace is achieved through cooperation and shared responsibility. Both employees and management have important roles to play. An employee is not to report for work while impaired by alcohol or any drug or controlled substance due to on - or off-duty use of alcohol or other drugs. Impaired means -under the influence of alcohol or a substance such that the employee's motor sense (i.e., sight hearing, balance, reaction, reflex) or judgment either are or may be presumed to be affected. In addition, employees are encouraged to: • Be concernechabout working in a safe environment. • Support fellow workers in seeking help. It is the supervisor's responsibility to: • Inform employees of the drug-freetworkplace policy. • Obseremployee performance. • Document_negative changes; and problems in performance. • Counsel einPloyees as tto,eezpected performance improvement. • Clearly state,consequences of policy violations. Communication Communicating our drug-free workplace policy to both supervisors and employees is critical to our success. To ensure all employees are aware of their role in supporting our drug-free workplace program: • All employees will receive a written copy of the policy. . • The policy will be reviewed in orientation sessions with new employees. 26 • • • ORIGINAL Code PA -29 Date Approved 03/13/95 Date Revised Policy Name Drug Free Workplace Drug abuse andalcohol use at the workplace are subjects of immediate concern in our society. These problems are extremely complex and ones for which there are no easy solutions. From a safety perspective, the users of drugs and alcohol may impair the well-being of all employees, the public at large, and result in damage to library property. Therefore, it is the policy of the Fayetteville Public Library that the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance or alcohol in the library's workplaces is prohibited. Any employees violating this policy will be subject to discipline up to and including termination. The specifics of this policy are as follows: 1. The library will not differentiate between drug users and drug pushers or sellers. An employee who gives or in any way transfers a controlled substance while on the job or on the library's premises will be subject to discipline up to and including termination. 2. The term "controlled substance" means any drug listed in 21 U.S.C. Section 182 and other federal regulations. Generally, these are drugs that have a high potential for abuse. Such drugs include, but are not limited to heroin, marijuana, cocaine, PCP, and "crack". They also include "legal drugs" which are not prescribed by a licensed physician. 3. Each employee is required by law to inform the library director within five (5) days after he or she is convicted for violation of any federal or state criminal drug statute where such violation occurred on the library's premises. A conviction means a finding of guilt (including a plea of nolo contendre) or the imposition of a sentence by a judge or jury in any federal court, state court, or other court of competent jurisdiction. 4. The library director must notify the U. S. government agency with which it has a grant or contract within ten (10) days after receiving notice from the employee or other notice of such conviction. 5. If an employee is convicted of violating any criminal drug statute while in the workplace, he or she will be subject to discipline up to and including termination. Alternatively, the library may require the employee to successfully finish a drug abuse program sponsored by an approved private or governmental institution. 6. As a condition of further employment on any federal government contract, the law requires all employees to abide by this policy. 27 FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: L. Schaper, ED; S. Thorup, Director of Operations; C. Rew, Director, Admin. Services Date: April 21, 2008 Re: Sick leave policy Background On March 16, 2007 the Library Board replaced the traditional sick policy with an "extended sick leave" (ESL) policy and amended.it on December.17, 2007. The goal of the policy was to encourage the judicious use of sick leave and provide a benefit to those who saved their sick leave. The ESL policy offers 4 hours of ESL per month (1/2 for Group II employees), partial payment for hours at separation in good standing, but can only be accessed after two consecutive days of absence. At the same time, additional hours were added to the paid time off (PTO) policy that could be used to cover the first days of any illness or injury. Analysis After one year of experience, we recommend a return to a more traditional sick leave policy. The restriction on access to the sick leave has placed too great a stress on our employees. We base our recommendation on countless individual meetings and nearly a dozen staff and/or manager meetings This recommendation is budget neutral and does not change accruals. Recommendation We wholeheartedly recommend approval of the revision to and renaming of PA -13. 28 • PROPOSED Policy Name: Sick Leave • Code PA -13 Date Approved 4/16/07 Date Revised 12/17/07; 4/21/08 1. Group I (40 hrs./wk.) and Group II (30 hrs./wk.) employees may be granted sick leave for personal or family illness or injury: 2. Group I employees accrue sick leave at the rate of 4 hours per month and Group II employees accrue at a rate of50%ofGroup l. , 3. Family is defined as: a. Immediate family member, i.e. spouse/domestic partner, child, parent, sibling b. Extended family member, i.e. "step" parent, "step" grandparent, parent -in-law, grandparent, grandchild 4. Employees must contact their supervisor to report illness using the method outlined by that supervisor. 5. Sick leave runs concurrent with Family and Medical Leave (FMLA) when an employee qualifies for FMLA. 6. When a prolonged absence as a result of personal illness or injury is covered by disability insurance, an employee may supplement disability payments with PTO. The combination of all disability payments and PTO may not exceed an employee's budgeted.salary (calculated as budgeted hours times pay rate). 7. Employees may supplement disability insurance up, to their normal budgeted hours with PTO and sick leave until their PTO and sick leave accounts are exhausted: 8. Employees who leave employment in good standing, as identified above will receive partial payment of up to 480 hours of extended sick leaver 29 Hours % of Sick at separation in,good Leave of standing paid employment 40 - 100 :,,4' 25°Y 100.1 — 300:', y350/0 :30011 - 480"I T50% 29 ORIGINAL Policy Name: Extended Sick Leave Code PA -13 Date Approved 4/16/07 Date Revised 12/17/07 1. Group I (40 hrs./wk.) and Group II (30 hrs./wk.) employees may be granted an extended sick leave (ESL) for personal or family illness or injury: a. After 2 (two) consecutive days of absence. b. Immediately in the case of FMLA and/or a planned event in excess of one shift with qualifying documentation from a physician. i. In the case of an FLMA event, ESL will continue until a physician releases the employee for their regular schedule. 2. Group I employees accrue ESL at the rate of 4 hours per month and Group II employees accrue at a rate of 50% of Group I. 3. Family is defined as: a. Immediate family member, i.e. spouse/domestic partner, child, parent, sibling b. Extended family member, i.e. "step" parent, "step" grandparent, parent -in-law, grandparent, grandchild 4. Employees must contact their supervisor after the 2nd day of absence to request a sick leave. If the ESL is planned, the employee should inform their supervisor in writing as soon as possible before stopping work. The supervisor will immediately inform HR in writing of the planned ESL. 5. ESL runs concurrent with Family and Medical Leave (FMLA) when an employee qualifies for FMLA. 6. When a prolonged absence as a result of personal illness or injury is covered by disability insurance, an employee may supplement disability payments with PTO. The combination of all disability payments and PTO may not exceed an employee's budgeted salary (calculated as budgeted hours times pay rate). 7. Employees may supplement disability insurance up to their normal budgeted hours with PTO and ESL until their PTO and ESL are exhausted. 8. Employees who leave employment in good standing, as identified above will receive partial payment of up to 480 hours of extended sick leave. Hours % of ESL paid at separation of employment in good standing 40 - 100 25% 100.1 — 300 35% 300.1 - 480 50% 30