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HomeMy WebLinkAbout2008-06-16 - Agendas - Final• i'AYETTEVILLE PUBLIC LIBRARY Beyond Words Board of Trustees June 16, 2008 4 pm Regular Meeting Agenda I. Oath of Office II. Call to order III. Approval of minutes A. Minutes 4/21/08 - page 2 8. Signed minutes 2/18/08— page 3 IV. Reports A. Key upcoming events — page 4 B. Library administration 1. Management reports a. April -May strategic plan progress — page 5-7 b. May 2008 performance measures — page 8 c. April 2008 performance measures — page 9 d. Total items checked out by month— page 10 2. Financial reports a. May 2008 budget comparison — page 11 b. May 2008 balance sheet — page 12-13 c. May 2008 profit and loss — page 14-16 • d. April 2008 budget comparison — page 17 e. April 2008 balance sheet — page 18-19 f. April 2008 profit and loss — page 20-22 V. Old business VI. New business A. Policies: 1. Library card eligibility and Registration (CLARIFICATION) — page 23-25 B. 2009 budget preliminary budget discussion C. Staff presentation: Green Building Tour VII. Adjournment VIII. Attachments A. Projected 2008 meeting agendas B. Letter to David Malone from Dan Ferritor, April 23, 2008. C. Letter from Rep. John Boozman re: Energy Conference, May 13, 2008 D. Letter from Governor Mike Beebe re: Arkansas Arts Council, May 14, 2008 E. Letter from Gail Frederick, May 15, 2008 F. Notes from volunteers in response to volunteer luncheon G. Letter from AUTIS Grant Committee, May 28, 2008 H. IEEE Foundation website announcement of grants including Solar Bug Tug I. The News, An Arkansas State Library Publication, May 2008 J. "Library Bonds Under a Cloud: Legal Questions Raised Over Deadline, Levy in 2007 Tax Bills," Arkansas Democrat Gazette (LR edition), May 2, 2008. K. "IMLS Report: Libraries Trusted, Valuable Information Providers," Library Hotline, March 10, 2008. L. "With Books as a Catalyst, Minneapolis Neighborhood Revives," New York Times, April 30, 2008. M. "Before Vote Here, Norman Officials Look at Arkansas," Daily Oklahoman, April 12, 2008. N. Letter from Anne Masters, Director, Pioneer Library System, April 14, 2008 0. "Fayetteville Library: From Dingy to Dynamic," The Norman Transcript, April 14, 2008. • X6,4 oar Ce, 1 • Fayetteville Public Library Board of Trustees Regular Meeting April 21, 2008 r ' Prepared by S. Thorup, Director of Operations J 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, M. Raine, L. Greenwood, L. Schaper, and S. Thorup. The Board of Trustees meeting was called to order at 4:04 p.m. by D. Ferritor. 1. Approval of minutes. M. Malone made a motion to approve corrected minutes and L. Brewer seconded. All voted aye. 2. Taken out of order. Letter from patron. Gail Frederick addressed the Board and answered questions posed to her. Her comments were referred to staff for response. 3. Reports. A.) Upcoming events — L. Schaper highlighted key events including a book signing with Anita Huffington, Summer Reading Club and the Jim Blair portrait unveiling. B.) Management reports — L. Schaper reported David Malone's appointment to the State Library Board. The Board will send him a letter of congratulations. C. Rew reported energy efficient LED lights were installed in the staff parking area and the wheelchair -access spaces. Lewis Landscaping is the successful bidder for grounds care. Many volunteers assisted with spring cleanup of grounds. Two glass panels on the grand staircase were broken in an accident, but are stabilized; replacement may take time because the panels are custom made. S. Thorup reported on Cover to Cover's 43% increase in participation, the addition of a seventh early child development center served by Reading Roadshow, and having Youth Services fully staffed. L. Schaper reported circulation and library card registrations are up this quarter over the same period last year. K. Rago reported monthly volunteer meetings have begun consisting of training and appreciation. Friends welcomed four new Board members and streamlined membership renewals. A $100,000 gift from the Walker Family Foundation in support of the NEH Challenge Grant was received and will be announced on 5/9 along with the gift from the Friends. Other gifts were $35,000 from the Wal-Mart Foundation and $7,000 from P&G both for Summer Reading Club and $1,000 from MANA for Reading Roadshow. Off the Press Printing was awarded the printing contract for the year. C.) Financial reports —C. Rew reported materials expenditures are on track and anticipates IT expenditures to be off until the IT Manager position is filled. Landscape maintenance will be expended now that a contract is secured. 4. New business A) Lolly Greenwood, Youth Services Manager, provided an overview of this year's Summer Reading Club, "Catch the Reading Bug" for elementary and "Metamorphosis' for teens. B.) Budget line adjustment — C. Rew explained two restricted gifts and the proposed allocation of funds received. D. Marr moved to budget $36,195 received after the budget was finalized as recommended by staff. M. Malone seconded. All aye. C.) Policies - 1.) Drug Free Workplace. L. Schaper explained the background for the needed revision. M. Hunt moved to approve the revision of PA -29 to ensure compliance with the Drug -Free Workplace Act of 1988 and related Federal Regulations. L. Brewer seconded. All aye. 2.) Extended Sick Leave. M. Malone moved to revise and rename policy PA -13 as recommended by staff. B. Schaffer seconded. M. Hunt, M. Malone, E. Jordan, B. Schaffer, D. Ferritor, L. Brewer voted for and D. Marr against. Motion carried. 3.) Bylaws revision. L. Brewer moved to approve the revision to the bylaws deleting the Budget Committee and establishing a Finance Committee. M. Hunt seconded. All aye. D.) Strategic plan review. L. Schaper provided an overview of the strategic plan and its priorities. A discussion on the Board's role and responsibilities under the plan ensued. The need for more focused time to talk strategy at BOT meetings was identified. It was suggested that an ad hoc committee be formed to consider ways to meet with the members of the Fayetteville City Council. L. Schaper explained the situation with the cafe lessee. Staff was asked to research data on other 3rd party vendors, interim steps to keeping the current lessee, and a business plan for a library -run cafe. D. Marr moved that FPL negotiate with Arsaga's for renting on a month-to-month basis at the best possible rate, while developing an RFP process and assessing projected cost and return on running the cafe internally, all to be completed by the next Board meeting. Second by L. Brewer. All voted aye. 5. Executive Session. B. Schaffer moved to go into executive session at 6:52 p.m. Seconded by D. Marr.. All aye. L. Brewer moved to exit executive session; B. Schaffer seconded. All voted aye. Meeting adjourned upon exit at 7:05 p.m. • • • • • • Fayetteville Public Library Board of Trustees Regular Meeting February 18, 2008 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 from 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 Malone for 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. 5.) Schaper said S. Thorup recently completed work on the Notable Books Council for the American Library Association. 6.) 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; M. Malone seconded. All voted aye. Meeting adjourned at 6:40 p.m. FAYETTEVILLE PUBLIC LIBRARY Key Events: June 16 — July 31 Kindersongs Tuesday, June 17, 10:30 am, Children's Library: Brian and Terri Kinder perform for preschool children. Design Daze Part I Tuesday, June 17, 4 pm, Walker Community Room: Jeff Scherer, FAIA, Meyer, Scherer & Rockcastle Ltd. who designed Blair Library, discusses architecture as a career and revisits the design of FPL from imagination to creation. Design Daze Part II Wednesday, June 18, 4 pm, Walker Community Room: Leanne Larson, ASID, Meyer, Scherer & Rockcastle Ltd. who designed the interiors of Blair Library talks about the interior design field and highlights the process of developing FPL's spectacular spaces. Design Daze Part III Wednesday, June 19, 4 pm, Walker Community Room: Jessica Condren, a UA apparel studies graduate who is currently a fashion design intern in Dallas, weaves the stylish tale of working on the fashion scene. Catch the Animal Bug Wednesday, July 2, 1 pm, FPL Garage, Rock Street Entrance: Annual pet show and parade. Bring your favorite pet, dress them up as a bug and Join in the pet show. Dogs and cats must have current vaccinations and be on a leash or in a crate. For elementary students. Yoga in the Stacks Tuesday, July 8, 9 am; Wednesday, July 16, noon; Thursday, July 24, 6:30 pm, Second Floor Ellipse: Curious about yoga? Join local yoga instructors for three sessions of introductory yoga as Summer in the Stacks continues. The one-hour yoga classes will be offered in the Second Floor Ellipse, which features floor -to -ceiling windows with views of the Boston Mountains. Participants should bring a mat or blanket for class. Find It and Fund It: Grant Seeking Basics Wednesday, July 9, 10 to 11:30 am, Ann Henry Board Room: Finding new financial sources can be a challenge for non-profit organizations. This workshop will introduce basic and advance search tips to maximize searching in the Foundation Directory Online, a database available to Northwest Arkansas as part of FPL's Foundation Center Cooperating Collection. Presented by the FPL Nonprofit Resource Center. Catch the Puppet Bug Wednesday, July 23, 1 & 2 pm, Walker Community Room• Texas ventriloquist and puppeteer Dennis Lee performs for elementary students. Easy Parliamentary Procedure Tuesday, July 29, 1 to 2:30 pm, Ann Henry Board Room: Looking for ways to increase efficiency and productivity at board meetings or other events? Parliamentary procedure is a set of rules used to bring order to different kinds of meetings. This workshop provides an introductory course on parliamentary procedure, presented by local expert Jim Longino. Sponsored by the FPL Nonprofit Resource Center. • FAYETTEVILLE PUBLIC LIBRARY Strategic Plan Progress Report April - May 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. Ordered "skirt" for Read Aloud Room banquette. ii. Opened bids for landscape services RFP; Lewis Landscaping was the low bidder. iii. Arsaga's signed contract for set rent of $1,200 per month. iv. Gave "green" tours to Mars Advertising and Nick Brown, UA Executive Assistant for Sustainability. v. Hosted tour by city staff, library representatives and citizens from Norman and Oklahoma City. vi. Completed water filtration on staff sinks; ended procurement of bottled water except for first aid bags. vii. Completed SRC preparation incl.: floor waxing, painting, carpet cleaning and signage. viii. Completed window cleaning. ix. Hung Jim Blair portrait including lighting installation. x. Continued installing digital clocks to replace analog clocks. xi. Ran cable needed to replace donor wall lights with LEDs. xii. Planning counter to hold self -registration and internet access PCs on other side of internet caf€. c. Branches: i. Collected 3,102 items for the month of April. Collected 3,464 items for the month of May. ii. Performed remote return analysis for the first year of service. d. Website: • i. Went live with customized summer reading club sign-up software from E-Vanced Solutions. e. Computing and networking resources: i. Completed installation of new router for IP Flex services from AT&T (voice over IP). ii. Prioritized IT projects for incoming IT director. f. Outreach services: i. Met with 15 organizations to recruit volunteers and participants for the Lending Hands program. ii. Continued Reading Roadshow at Head Start centers, Richardson Center, Children's House and CUMC. iii. Visited 10 elementary, 4 middle, 2 junior and 1 high school to promote the summer reading club. iv. Hosted a table at the Fayetteville Visitors Bureau to promote FPL and Summer Reading Club. v. Met with the director of WRMC Faith In Action to build partnership with Lending Hands program. 11. Collections: Develop collections that are responsive to the needs and demands of its community. a. Adult materials: i. Purchased materials from Library Journal's Best Consumer Health review of materials. ii. Evaluated collection against Booklist Top 10 lists (African American Nonfiction; S/F Fantasy; Best Crime Novels). Ordered 2 titles to complete all lists. iii. Evaluated collection against ALA's Stonewall fiction and nonfiction book awards for 2008 and 2007. Owned 2007-08 winners and 2007 honorable mention fiction titles. iv. Evaluated collection against LJ Best of 2007 lists (Graphic Novels and Business Books) and ordered appropriate titles. b. Reference: Trialed three databases: Salem Health, Newsbank's Historical Newspapers, and Newsbank's Genealogy Bank. Due to pricing and exclusion of NWA titles, products were not selected. c. Youth services: i. Evaluated youth collection against the 2008 Children's Choice Book Awards. All titles owned. ii. Evaluated youth collection against the 55th Jane Addams Children's Book Awards. All titles owned. iii. Evaluated youth collection against the 2007 LA Times Book Prize and ordered one title. iv. Evaluated youth collection against Booklist's spotlight on Graphic Novels; ordered titles we did not own. v. Compared Read Aloud items against Farrar, Straus & Giroux Read Aloud Bibliography; ordered missing titles. 110 viConsulted Lis collection development suggestions for gay parenting resources and added titles. d. Nonprint: i. Evaluated the film collection against the Independent Spirit Award from the British Academy of Film and Television Arts. Ordered appropriate titles. Strategic Plan Progress Report 5 April — May 2008 ii. Confirmed FPL owns all Oscars nominees for Best Documentary that have been released. iii. Evaluated youth collection against the ALSC 2008 Notable DVD's and audios; ordered titles not owned. iv. Evaluated young adult collection against YALSA 2008 Notable DVD's and audios; ordered titles not owned. e. E -collections: i. Worked with Overdrive on proposal for downloadable books and films for a proposed 10 library consortium. III. Services: Define its essential activities and service levels. a. Programming and events: Began contacting authors for Ozark Writers Live! program to be held Sept. 13, 2008. ii. Hosted sculptor Anita Huffington's book signing with 35 in attendance. iii. Hosted the Butcher-Detels Four -Hand Piano Duo with 41 in attendance. iv. Continued preschool programming 5 mornings a week. v. Continued to plan Solar Bug Tug event in collaboration with the U of A Engineering Department. vi. Hosted Dia De Los Ninos celebration of the Day of the Child/Day of the Book. vii. Completed the spring session of Sit, Stay, Read! where emerging readers read with a therapy dog. viii. Hosted monthly Teen Anime meeting and the Teen Knitting group. ix. Completed Kindergarten tours - 762 children toured the library. b. Self-service strategies: i. Implemented new self -registration computer station at the welcome desk. ii. Received 88 new online card registrations; handled 128 online updates. c. Customer service: i. Working with Blake Woolsey to conduct (3) focus groups on FPL's web presence including a questionnaire on overall customer service to be held July -August 2008. ii. Revised and "softened" 2 circulation notices. Working on others. iii. Mapping needed online catalog customizations to increase customer satisfaction. d. Staffing and volunteers: i. Hired Lynn Yandell as Director, Information Technology. ii. Began search for new assistant manager of facilities. iii. Michele Raine graduated from the Chamber's Leadership Fayetteville program. iv. Held staff security training with the FPD re: handling a disruptive mentally ill customer. v. Held staff training covering the FPL harassment policy; given by Missy Lefler. vi. Held after-hours party for five staff members who received graduate and undergraduate degrees. vii. Held National Volunteer Appreciation Week luncheon prepared by staff members. viii. Hosted Amigos Copy Cataloging class for LDD1 employees. 13 attended. ix. Hired temporary Circulation positions for the summer. x. Presented a program at and attended ALPS conference. xi. Presented information from PLA conference at full -staff meetings xii. Conducted credit card module training for reference staff. xiii. Held a Children's Library Tyson Advisory Team meeting. xiv. Held Reading Roadshow update and planning meeting. xv. Held three all -volunteer meetings with a total of 55 in attendance. 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. Participated in Government Channel roundtable on sustainability. ii. Attended and spoke at ribbon cutting of the Fulbright Building renovation on May 14. iii. Opened bids for printing services on April 7; Off the Press was the low bidder. iv. Gave talk to PEO group that was meeting at FPL, followed by building tour. v. Hosted a table and attended Rep. Boozeman's Conference on Renewable Energy and Energy Efficiency. vi. Hosted a tour by a reporter from Kiplinger's Finance magazine and website. vii. Wrote column about library for Fayetteville Free Weekly in April and May. viii. Completed work on Summer Reading Club calendar in time for distribution to schools. ix. Coordinated free SRC advertising that will run in the Northwest Arkansas Times through August. x. Distributed 18 news releases during April and May. xi. Wrote monthly newsletter and distributed throughout the library and in the community. xii. Pitched story to The Morning News about Non -Profit Resource Center xiii. Spoke to news writing students at UA about public relations and role at the library. xiv. Interviewed by Northwest Arkansas Times regarding the library's upcoming Solar Bug Tug workshops. c. Collaboration: i. Attended Fayetteville Downtown Partners meeting re: Fayetteville Arts Festival and FPL's role. ii. Participated in Chamber's Small Business and Education committees. V. Sustainable funding: Seek funding sources that are reliable, sustainable, and adequate to carry out the Library's mission; these sources will grow as the community grows. a. Funding strategies and sources: Strategic Plan Progress Report 6 April — May 2008 • • • i. Received AUTIS grant of $1,000 for podcasting. ii. Received Arkansas Arts Council grant of $2,069 for a summer artist -in -residence. iii. Prepared Caf€ RFP in addition to researching and studying owner -operated possibilities, iv. Received $7,000 from Procter and Gamble for Reading Roadshow. v. Received $35,000 from Wal-Mart Foundation for Summer Reading Program vi. Continued solicitation of multiple sources for sustaining program support. b. Advocacy: i. Hosted LDD1 on May 30; received positive response to proposed joint procurement of digital resources. ii. Met with David Malone, new appointee to the AR State Library Board. c. Friends and Foundation i. Continued to collaborate with Foundation re: bookkeeping. ii. Unveiled Jim Blair portrait on 5/9/08 with 115 attending. Announced $100,000 NEH Challenge Grant gift from the Walker Foundation. iii. Friends Bookstore sales were $2,370 for April and $1,145 for May (partial month). iv. Completed monthly Friends renewal process with 52 renewed members and total of 387 members—up 20.93% from 301 in 2007. v. Friends donated over 1,200 children's books to the Reading Roadshow program vi. Friends has added nominating, bookstore, membership and bylaws committees. Strategic Plan Progress Report 7 April — May 2008 • FPL Performance Report: May 2008 LC re DEC 08YTD 07YTD CHANGE PROJ.O8 O z 0 0 O a W N o 0 0) 0 0 00 S� 0 O rn N O LC"P LO C.0 CO CV CV NO CV CV CO A4'1 r" --•(V CO CO') K ▪ gyp O 1115 n • 0 Cr' IC n N COON N rn 100LO O) (0 O 0 0 e 0-• 0 o e o o e e e 0 0 0 0 t0 A 0 0 A W W 0 O Cr) CO.0 CO. 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IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII • mm�umuunuunnunuuumuuunnunmm�mmmmm�nnnunn • unummuunuunuuunnnnnumnnnunumuumnnunnnm .............................. nnuuuununmmmnunnmunuuuumnunmmmuuuuunnnm oo o 0 0 0 o o o . 0 0 o 0 o o Ni 1- papeq swam 10 N t c 0 °onth 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 Fayetteville Public Library Budget Comparison May 31, 2008 Current Monthly 5 Month Budget 89,167 89,167 130,530 130,530 25,149 25,167 1,917 9,916 20,917 2,833 17,462 22,850 262,308 303,296 Current YTD 445,833 652,651 125,762 0 33,729 250,359 0 133,109 1,641,443 Budget Annual YTD .Budget 445,833 652,652 125,833 9,583 49,582 104,583 14,167 114,248 1,516,482 11070,000 1,566,365 302,000 23,000 118,996 251,000 34,000 274,195 3,639,556 138,625 143,497 11,560 12,717 9,337 11,283 10,846 15,725 2,650 4,167 1,095 11,750 8,292 2,800 1,500 7,376 8,417 6,941 2,700 2,517 40,650 33,858 1,995 3,083 6,309 10,583 2,592 3,517 1,799 4,200 5,094 6,267 989 3,083 10,997 12,058 750 139 4,650 3,750 679,383 58,629 46,122 50,165 6,371 4,584 5,391 5,375 42,485 9,071 4,757 129,258 6,696 42,429 9,126 16,856 30,572 1,978 46,724 2,970 2,567 5,711 717,484 1,721,961 63,583 152,600 56,417 135,400 78,625 188,700 20,833 50,000 58,750 141,000 41,458 99,500 7,500 18,000 42,083 101,000 13,500 32,400 12,583 30,200 169,290 406,295 15,417 37,000 52,917 127,000 17,583 42,200 21,000 50,400 31,333 75,200 15,417 37,000 60,292 144,700 3,750 9,000 23,250 55,800 18,750 45,000 261,794 308,363 1,207,220 1,541,815 3,700,356 Excess/Deficit 514 -5,067 434,223 -25,333 -60,800 • 11 3:28 PM 06/04/08 Cash Basis Fayetteville Public Library Balance Sheet As of May 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 May 31, 08 30,183.46 408.00 30,591.46 1,161,346.52 1,161,346.52 1,142,103.25 181,306.49 264,970.30 208,919.30 239,096.30 3,228,333.62 1,177,424.45 64,174.77 -24.75 Total Other Current Assets 1,241,574.47 Total Current Assets 4,469,908.09 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 24,856,356.89 LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable Accounts Payable -800.00 Total Accounts Payable -800.00 Other Current Liabilities Accounts Payable -Other AIP Vacation accrual 131,196.66 AIP Salaries & Wages Accrual 15,298.87 A/P Other Payroll Liabilities 44,033.53 1929 • A/P 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 759.11 Payroll Tax Liabilities - Other -58.04 Total Payroll Tax Liabilities 701.07 Other Payroll Liabilities Health & Dental Insurance 784.29 2330 • Vision Insurance 257.78 2340 • Vol. Life & AD&D 8.00 12 Page 1 3:28 PM 06/04/08 Cash Basis • • • Fayetteville Public Library Balance Sheet As of May 31, 2008 2345 • Voluntary Group Life 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 May 31, 08 98.16 233.52 380.00 1,761.75 260,310.86 259,510.86 259,510.86 21,361,499.04 1,914,586.48 208,919.30 208,919.30 208,919.30 626,757.90 243,133.03 450,869.58 24,596,846.03 24,856,356.89 13 Page 2 3:28 PM Fayetteville Public Library Profit & Loss YTD Comparison Cash Basis May 2008 06/04/08 Ordinary Income/Expense Income Revenue & Support 4150 • Miscellaneous Income sale of items, or regist. Sale of new merchandise 4500 • Misc. M.J. 4501 • Designated Gifts Other Donations Materials non restricted gifts 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 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 May 08 0.00 539.40 0.00 0.00 0.00 50.40 50.40 0.00 589.80 1,200.00 275.00 12,431.47 90.00 53.00 0.00 -76.94 228.38 151.44 19.95 1,574.53 -674.83 13,645.56 1,751.41 1,751.41 0.00 0.00 17,461.77 Jan - May 08 350.00 1,019.80 70.28 36,402.00 450.00 179.77 37,102.05 58.48 38,530.33 6,109.36 1,500.00 65,331.79 525.00 355.00 125.00 -254.40 1,026.96 772.56 413.36 9,680.56 -249.28 76,953.99 10,015.63 10,015.63 33,729.00 33,729.00 166,838.31 17,461.77 5,326.46 2,049.15 0.00 1,094.90 1,094.90 5,644.40 1,296.85 6,941.25 0.00 2,649.56 2,800.35 0.00 14 166,838.31 33,976.90 8,183.81 5,391.10 4,584.29 9,975.39 7,205.15 1,866.78 9,071.93 4,758.22 6,369.76 5,374.56 324.02 20,861.67 78,034.59 Page 1 - 3:28 PM 06/04/08 Cash Basis • • • • Fayetteville Public Library Profit & Loss YTD Comparison May 2008 Postage Travel & Training Public Notice 5725 • Public Relations Professional Services Equipment & furnishings Utilities Telephone & Internet • Utilities - Other Total Utilities Insurance -General Total Operating Expenses Salaries & Wages Adult Services Materials processing Children's Library Circulation Custodial Administration 6498 Vacation Time Used 6499 Sick Time Used 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 • Retlrementment Plan Expenses Total Employee Benefit Expenses Publications Book Acquisitions all books child & adult 7120 Adult Reference Materials 7140 Genealogical Materials 7160 • Childrens Books Book Acquisitions - Other Total Book Acquisitions 7130 • Electronic Resources Periodicals Audio Visuals 7610 • Film/DVD 7620 • Audio 7640 • Music Total Audio Visuals Total Publications Building & Equipment Landscape Maintenance Building Maintenance Office Machine Maintneance May 08 Jan - May 08 2,591.96 1,798.96 138.80 316.26 4,777.25 0.00 1,995.09 6,309.47 8,304.56 0.00 38,789.46 24,328.88 10,638.31 15,512.88 28,500.70 7,211.45 38,489.63 ' 11,655.90 2,287.42 138,625.17 10,561.15 635.79 309.33 0.00 322.94 322.94 53.49 12,205.64 0.00 7,461.52 1,229.42 9,020.15 1,825.87 19,536.96 36,380.94 32.89 50.00 0.00 0.00 36,463.83 1,723.00 0.00 1,292.48 1,170.22 0.00 2,462.70 40,649.53 988.64 10,997.32 0.00 15 9,126.63 16,856.30 2,183.98 698.72 30,255.45 5,711.27 6,696.08 42,428.85 49,124.93 2,970.00 194,961.87 113,191.05 51,759.78 72,424.14 134,810.36 32 474.51 194,073.30 66,279.14 14,370.95 679,383.23 51,759.82 2,985.69 3,509.72 174.47 1,299.68 1,649.24 313.12 61,691.74 61.47 36,780.72 6,217.90 46,476.29 3,688.33 93,163,24 90,795.54 265.40 50.00 33.05 -810.50 90,333.49 17,212.00 74.00 13,324.05 8,111.91 201 88 21,637.84 129,257.33 1,977.28 46,614.86 108.50 Page 2 3:28 PM Fayetteville Public Library 06104/08 Profit & Loss YTD Comparison Cash Basis May 2008 Total Building 8 Equipment Total Expense Net Ordinary Income Other Income/Expense Other Income Inter -Agency Transfers Transfer from City 9150 • Transfer-Millage Transfer for Books Transfers from Foundation Total Inter -Agency Transfers May 08 Jan - May 08 11,985.96 48,700.64 261, 792.72 1, 207, 219.52 -244,330.95 - -1,040,381.21 130,530.00 306,494.98 25,148.84 0.00 652,650.00 462,497.26 125,744.12 250,359.41 462,173.82 1,491,250.79 Total Other Income 462,173.82 1,491,250.79 Net Other Income 462,173.82 1,491,250.79 Net Income - 217,842.87 450,869.58 16 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 Cleaning Supplies •Other Supplies • Youth Programming Adult Programming 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 April 30, 2008 Current Monthly Current Budget Annual 4 Month Budget YTD YTD Budget 89,166 89,167 356,666 356,667 1,070,000 130,530 130,530 522,121 522,122 1,566,365 25,149 25,167 100,613 100,667 302,000 1,917 0 7,667 23,000 9,916 33,729 39,665 118,996 250,359 20,917 250,359 83,667 251,000 2,833 0 11,333 34,000 20,486 22,850 115,647 91,398 274,195 515,690 303,296 1,379,135 1,213,185 3,639,556 135,501 143,497 540,758 11,282 12,717 47,069 9,888 11,283 36,785 9,272 15,725 39,319 170 4,167 3,721 509 11,750 3,489 8,292 5,391 226 1,500 2,575 5,621 8,417 35,109 1,289 2,700 2,130 139 2,517 4,757 28,985 33,858 88,608 1,505 3,083 4,701 7,379 10,583 36,120 1,499 3,517 6,534 3,141 4,200 15,057 11,707 6,267 25,478 989 3,083 989 1,281 12,058 35,727 750 2,970 953 4,650 2,428 631 3,750 5,711 573,987 1,721,961 50,867 152,600 45,133 135,400 62,900 188,700 16,667 50,000 47,000 141,000 33,167 99,500 6,000 18,000 33,667 101,000 10,800 32,400 10,067 30,200 135,432 406,295 12,333 37,000 42,333 127,000 14,067 42,200 16,800 50,400 25,067 75,200 12,333 37,000 48,233 144,700 3,000 9,000 18,600 55,800 15,000 45,000 231,967 308,363 945,426 1, 233,452 3,700,356 283,723 -5,067 433,709 -20,267 -60,800 17 11:36 AM 05/14/08 Cash Basis Fayetteville Public Library Balance Sheet As of April 30, 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 tern 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 18 Apr 30, 08 15,709.27 408.00 16,117.27 1,175,563.65 1,175,563.65 924,793.43 181,306.49 264,970.30 208,919.30 239,096.30 3,010,766.74 1,177,424.45 64,174.77 -24.75 1,241,574.47 4,252,341.21 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 24,638,790.01 131,196.66 15,298.87 44,033.53 58,687.01 8,631.40 257,847.47 449.78 -58.04 784.29 43.10 8.00 98.16 233.52 380.00 0.57 391.74 Page 1 11:36 AM 05/14/08 Cash Basis • • • Fayetteville Public Library Balance Sheet As of April 30, 2008 Total Other Payroll Liabilities Total Other Current Liabilities Apr 30, 08 1,547.07 259,786.85 Total Current Liabilities 259,786.85 Total Liabilities 259,786.85 Equity Investment in Fixed Assets 21,361,499.04 Fund Balance -Undesignated 1,914,586.48 Fund Balance -Reserved facllitie major repairs & rep 208,919.30 for reparis & replacements 208,919.30 f & f repairs & replacements 208,919.30 Total Fund Balance -Reserved Fund Balance -Current Year Net Net Income 626,757.90 243,133.03 233,026.71 Total Equity 24,379,003.16 TOTAL LIABILITIES & EQUITY 24,638,790.01 19 Page 2 11:36 AM Fayetteville Public Library 05/14/08 Profit & Loss YTD Comparison Cash Basis April 2008 Ordinary Income/Expense Income Revenue & Support 4150 • Miscellaneous Income sale of items, or regist. Sale of new merchandise 4500 • Misc. M.J. 4501 • Designated Gifts Other Donations Materials non restricted gifts 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 equlpm 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, Lis. & 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 Apr 08 350.00 263.00 0.00 185.00 450.00 63.15 698.15 0.00 1,311.15 1,334.23 275.00 12,819.91 30.00 53.00 0.00 -82.00 278.30 196.30 125.88 2,689.03 9.17 15,923.29 1,642.56 1,642.56 0.00 0.00 20,486.23 20,486.23 2,872.23 2,621.78 0.00 509.25 509.25 1,202.45 86.55 1,289.00 139.24 169.84 226.04 127.31 20 Jan - Apr 08 350.00 480.40 70.28 36,402.00 450.00 129.37 37,051.65 58.48 37,940.53 4,909.36 1,225.00 52,900.32 435.00 302.00 125.00 -177.46 798.58 621.12 393.41 8,106.03 425.55 63,308.43 8,264.22 8,264.22 33,729.00 33,729.00 149,376.54 149,376.54 28,650.44 6,134.66 5,391.10 3,489.39 8,880.49 1,560.75 569.93 2,130.68 4,758.22 3,720.20 2,574.21 324.02 7,954.69 57,172.92 Page 1 . 11:36 AM 05/14/08 Cash Basis • • • Fayetteville Public Library Profit & Loss YTD Comparison April 2008 Postage Travel & Training Public Notice 5725 • Public Relations Professional Services Equipment & furnishings Utilities Telephone & Internet Utilities - Other Total Utilities Insurance -General Apr 08 1,499.42 3,140.99 679.30 273.25 11,707.25 631.14 1,504.59 7,379.22 8,883.81 0.00 Total Operating Expenses 34,769.85 Salaries & Wages _ Adult Services 25,285.68 Materials processing 11,355.42 Children's Library 15,194.63 Circulation - 29,347.30 Custodial 7,053.35 Administration 41,682.11 6498 Vacation Time Used 4,651.75 6499 Sick Time Used 930.90 Total Salaries & Wages 135,501.14 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 12,421.90 for yearend accruals 0.00 Employee Benefit Expenses Health & Dental Insurance Company paid portion of HSA Retirement Contributions 6655 • Retirementment Plan Expenses Total Employee Benefit Expenses 18,020.43 Publications Book Acquisitions all books child & adult 7120 • Adult Reference Materials 7160 Childrens Books Book Acquisitions - Other Total Book Acquisitions 15,693.42 10,322.14 384.58 449.76 18.75 642.46 478.32 125.89 7,519.26 1,229.42 9,271.75 0.00 16,452.52 51.40 0.00 -810.50 7130 • Electronic Resources Periodicals Audio Visuals 7610 • Film/DVD 7620 •Audio 7640 • Music 3,825.00 74.00 3,817.63 5,574.64 0.00 Total Audio Visuals 9,392.27 Total Publications 28,984.69 Building & Equipment Landscape Maintenance 988,64 Building Maintenance 1,281.07 Office Machine Maintneance 0.00 21 Jan - Apr 08 6,534.67 15,057.34 2,045.18 382.46 25,478.20 5,711.27 4,700.99 36,119.38 ' 40,820:37 2,970.00 156,172.41 88,862.17 41,121.47 56,911.26 106,309.66 25,263.06 155,583.67 54,623.24 12,083.53 540,758.06 41,198.67 2,349.90 3,200.39 174.47 976.74 1,326.30 259.63 49,486.10 61.47 29,319.20 4,988.48 37,456.14 1,862.46 73,626.28 54,414.60 232.51 33.05 -810.50 53,869.66 15,489.00 74.00 12,031.57 6,941.69 201.88 19,175.14 88,607.80 988.64 35,617.54 108.50 Page 2 11:36 AM Fayetteville Public Library 05/14/08 - Profit & Loss YTD Comparison Cash Basis April 2008 Total Building & Equipment Total Expense Net Ordinary Income Other Income/Expense Other Income Inter -Agency Transfers Transfer from City 9150 • Transfer-Millage Transfer for Books Transfers from Foundation Total Inter -Agency Transfers Total Other Income Net Other Income Net Income Apr 08 Jan - Apr 08 2,269.71 36,714.68 231,967.72 945,426.80 -211,481.49 -796,050.26 130,530.00 103,879.34 25,148.84 250,359.41 522,120.00 156,002.28 100,595.28 250,359.41 509, 917.59 1,029,076.97 509,917.59 1,029,076.97 509,917.59 1,029,076.97 298,436.10 233,026.71 2 2 Page 3 FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Louise Schaper, Executive Director and Shawna Thorup, Director of Operations Date: June 16, 2008 Re: Library Card Eligibility and Registration policy clarifications Background The Manager of Circulation Services and her staff have requested clarification written into the policies governing library card eligibility (LK) and registration (LR). Both policies have been challenging for them to interpret and implement with library patrons as currently written. Analysis • Policy LK: Library Card Eligibility This policy outlines who is eligible for a Fayetteville Public Library card by defining "residents" and "non- residents." It further distinguishes "non-residents" into two groups. those who qualify for a no -fee card and those who must pay the non-resident fee to obtain a library card Due to multiple questions by patrons to staff and difficulty in enforcing the policy as currently written, staff is clarifying residency and making provisions for non-resident minor children and/or multiple non-resident adults living at the same address. • Policy LR: Registration This policy lists the requirements patrons supply to obtain a library card. Staff is requesting clarification and, in the case of non-resident students, an expansion of the requirements. Additionally, staff is building in some flexibility on the requirement for address verification at the annual library card renewal. Recommendation To facilitate the work of the Circulation Department and clarify our requirements for obtaining a library card we recommend adoption of the revisions to Policies LK and LR. However, these polices should likely be further discussed and explored at the Board level to give the staff vision and direction. 1 23 Code LK Date Approved 12/12/94 Date Revised 8/20/98; 9/20/99; 4/7/03(D); 12/4/03; 7/17/06; 4/16/07; 6/16/08 Policy Name Library Card Eligibility 1. Residents Permanent residents of the City of Fayetteville shall be issued a FPL card free of charge, 2. Non-residents A. The following categories of non-residents shall be issued an individual FPL card free of charge: a. Fayetteville property owners b. Persons employed in Fayetteville c. Students enrolled in schools, colleges, and universities in Fayetteville d. Staff and board members of non-profit (501c3) organizations located in Washington, Benton, Madison, or Carroll County e. Family members under age 18 and residing at the same address may be issued their own individual non-resident cards at no additional cost. f. Additional adults residing at the same address who do riot qualify as stated in items a -d above: see 2C below. B. Patrons who are not eligible for a FPL library card may use materials inside the libraries without cost. C. Non-residents who wish to borrow materials from FPL may do so by payment of an annual non- resident card fee, which provides one person with a non-resident FPL card. a. Family members under age 18 and residing at the same address: see 2Ae above. b. Additional adults residing at the same address may be issued their own individual non-resident cards upon payment of the non-resident fee. D. In the interest of supporting Fayetteville residents who may work or spend time in other Northwest Arkansas cities, FPL has long-standing reciprocal borrowing privileges with the Washington County Library System and Rogers Public Library. As such, the annual fee will be waived for residents of Washington County and the City of Rogers as their fees are waived for Fayetteville residents. 3. To protect the community's investment in library resources and ensure they are available to everyone, verification of identity is necessary at the time of registration: A. Photo ID. B. Address verification. C. Verification of eligibility to receive a no -cost non-resident library card, with one of the following: a. Verification of Fayetteville property ownership b. Verification of attendance at a Fayetteville school c. Verification of employment within the Fayetteville city limits d. Verification of permanent residency in Washington County or City of Rogers e. Verification of status as staff or board member of a non-profit (501c3) organization located in Washington, Benton, Madison, or Carroll County D. A parent/guardian must take financial responsibility for materials borrowed by a minor or dependent and provide photo ID and address verification. 4. The Fayetteville Public Library seeks to provide library services to all those patrons seeking to register for a library card Occasionally, a unique situation arises where the patron meets most requirements, but some requirement remains unfilled or a question is unanswered. In these instances, staff may issue a "temporary" or "conditional" card with limited borrowing privileges until the situation is resolved. 24 • • • Code LR Date Approved 12/12/94 Date Revised 2/5/98; 9/20199; 3/26/01; 4/7/03 (D); 7/17/06; 12/18/06; 4/16/07; 6/16/08 Policy Name Registration All applicants for a Fayetteville Public Library card will provide the following information: 1. Full legal Nname 2. Parents' or legal guardians' names if applicant is under age 18 or a dependent 3. Mailing address 4. Permanent address if different from mailing address 5. Home and work telephone numbers 6. Email address 7. Driver's license number or other government photo ID a. If government photo ID is not provided, two alternate forms of photo ID are required. 8. Social security number (optional) 9. Date of birth 10. Signature 11. For children under age 18 or dependents, the signature and address (if different) of parent or legal guardian. Legal documentation of emancipation is required for people underage 18 to receive a card without a parent or legal guardian signature. 12. Verification a. Photo ID b. Address verification i. If address verification is a mailing or bill, item must be dated within the past 30 days. In addition to the above, the following will be required for applicants who are non-residents of Fayetteville, Washington County or Rogers, but qualify for a no -cost Fayetteville Public Library card. 1. Current property tax bill (for non-residents who own property in Fayetteville) 2. Current Pay stub from a Fayetteville -based employer (for non-residents who work in Fayetteville) 3. Current student ID, report card or letter of enrollment (for non-residents who attend school in Fayetteville) 4. Permanent address of students enrolled in Fayetteville schools (e.g. University students). 5. IRS letter of determination for; ora business card with a printed personal name from; or verification of status on letterhead signed by an administrator of a non-profit (501c3) organization located in Washington, Benton, Madison or Carroll County. Library cards must be renewed annually. with aAddress verification may be required. 25 FAYETTEVILLE PUBLIC LIBRARY Board of Trustees Projected 2008 Meeting Agendas (updated 4/7/08) Monday, February 18, 2008 Monday, April 21, 2008 Monday, June 16, 2008 Monday, August 18, 2008 Monday, October 20, 2008 Monday, December 15, 2008 1 Officer elections 2 Fines and fees schedule 3 Job description ED 4 Performance review for ED 5 Staff presentation: "Cover to Cover" 1 Staff presentation: Summer Reading Club 2008 2 Revision to Drug Free Workplace policy 3 Strategic plan review 4 Bylaws 5 Sick policy 1 2009 Budget proposal 2 Staff presentation: Green Building Tour 3 Library card eligibility and registration clarification 1 2009 Budget 2 Summer reading club results 3 Staff presentation: Role Digital Resources 4 Wireless access policy 1 2009 Budget 2 TBD staff presentation 1 2009 Budget 2 TBD staff presentation 26 • • FAYETTEVILLE PUBLIC LIBRARY April 23, 2008 David Malone P.O. Box 1366 Fayetteville, AR 72702 Dear David, On behalf of the Board of Trustees, I share our wholehearted congratulations on your appointment to the Arkansas State Library Board of Trustees. The Board and library administration believe your understanding of libraries, along with your considerable working knowledge of government agencies, will add exceptional leadership to the State Library Board. Please know that you are always welcome to attend our board meetings. They take place at 4 p.m. on the third Monday of even months and are held in the Ann Henry Board Room. If there is ever anything our Board or the Fayetteville Public Library can do to assist you in your work on behalf of libraries, just let us know. Your leadership has and continues to make a difference in our region and state. We are thrilled you will be an official advocate of the State Library and all libraries in Arkansas With warm regards, Dan Ferritor, President, Fayetteville Public Library Board of Trustees 401 W. Mountain Street I Fayetteville, Arkansas 72701 Telephone 479.571.2222 k Facsimile 479.571.0222 Web site www.faylib.org HOUSE OF REPRESENTATIVES WASHINGTON, DC 20515 JOHN BOOZMAN 3R0 DISTRICT, ARKANSAS May 13, 2008 Dear Louise, Thank you so much for your participation in the recent Energy Conference. I am grateful that you were able to take time out of your schedule to help set-up a display for the conference. This was a huge help and the conference was a great success. Thank you again for your time and effort. I hope that we can work together again in the future. s 0 28 iA-z• • • OF All?'",C.A ti BEE611, GOT..',! :' fllt May 14, 2008 Ms. Louise Schaper Fayetteville Public Library 401 West Mountain Street Fayetteville, AR 72701 Dear Louise: It is my pleasure to inform you that you have been awarded an Arts in Education grant from the Arkansas Arts Council, an agency of the Department of Arkansas Heritage. I have instructed the staff of the Arkansas Arts Council to provide you with details concerning the terms and conditions of the grant. Congratulations and many thanks for your organization's contributions to providing top-quality arts opportunities for all Arkansans. I look forward to hearing of the successful completion of your prof ect. MB:jb Sincerely, Mike Beebe ./.Y'S°.'! re -41 ('. ) J,c.2 : „ i" , 29 5/15/08 To: Shawna Thorup Michele Raine Library Board Members Dear Shawna, Michele, and Members. Thank you for visiting with me yesterday and to give me the good news that the length of time on the computer has been extended. I know I'm not the only one that will benefit, but so will those that wanted more time but failed to voice their opinions I'm very pleased with your decision and I trust others also will be pleased. It was delightful to see that you checked out other counties' computer systems for time allotment and made your decision at least partially based on that knowledge. Monitor how things go, and hopefully all will work well for everyones' needs. It's nice to see a change made, if only to find there is a better solution which is advantage to _ others wants. I realize things may need changing again once the university is back in full swing for the fall. But for now you're giving the time extension the go ahead. Thank you. Cordially, Gail Frederick P. 0. Box 9742 Fayetteville, Arkansas 72703 440-840-2100 30