HomeMy WebLinkAbout2009-02-16 - Agendas - Final • S oucGta �`� VILLA FAYE-PrE PUBLIC PUBLIC LIBRARY 00 ByondWords RECEIVED Board of Trustees FEB 1' 3 2009 February 16, 2008 4 pm Regular Meeting CITY TTYOF OF ERKS OFFICE LLE AGENDA Ann Henry Board Room Dan Ferritor, President Elizabeth Jordan , Secretary Marla Hunt Lorraine Brewer, Vice-President Beverly Schaffer, Treasurer Mike Malone $ N� I . Call to order II . Introduction of Mayor Lioneld Jordan III . Presentation to Don Marr IV. Resolution and presentation to staff — page 2 V. Election of officers VI . Approval of minutes 12/ 15/08 — page 3 A. Signed minutes August 18, 2008 — page 4 B . Signed minutes October 20, 2008 — page 5 VII . Reports A. Management reports (L. Schaper, et al. ) 1 . December — January strategic plan progress — page 6-7 2 . January 2009 performance measures — page 8 3 . December 2008 performance measures — page 9 4. Circulation Trends — page 10 • B . City Quarterly Report 4QO8 ( library pages only) — page 11 - 15 C. Financial reports (C. Rew) 1 . January 2009 budget comparison — page 16 2 . January 2009 balance sheet — page 17- 18 3 . January 2009 profit and loss — page 19-20 4. December 2008 budget comparison — page 21 5. December 2008 balance sheet — page 22-23 6. December 2008 profit and loss — page 24-26 VIII . Unfinished business A. Discussion of strategic direction and issues B . NEH status — page 27 IX. New business A. Budget line item adjustments — page 28-29 B. Budget roll forward from 2008-2009 — page 30 C. 2009 objectives — page 31 -32 D. Proposed revisions to policy KV: Meeting Room Use — page 33-36 E. Space study update X. Executive Session XI . Adjournment XII . Attachments A. Projected 2009 meeting agendas B. Key upcoming events C. Tracy, Dustin. "One Million and Counting: Library Sees Usage Increase to New Record ," NWA Times, 27 December 2008. D. Memo to Lana Broyles, Re: Items for 2008 State of the City Address E. Report to Mayor Elect Jordan, December 2008 (with topics requested) F. Book review by S. Thorup, Library Journal , December 2008. • G. Patchett, Ann. "The Triumph of the Readers," Wall Street Journal, January 17, 2009. H. Quittner, Josh , 'The Race for a Better Read," Time, Feb. 5, 2009. I . Notification from Bruner Foundation of 2009 finalists for the Rudy Bruner Award for Urban Excellence J. Congratulatory letter to Anita Scism on becoming Executive Director of Care Foundation and NWA Community Foundation 1 i Resolution of Appreciation and Support WHEREAS the community of Fayetteville Arkansas experienced a disastrous ice storm in the winter of 2009, and WHEREAS the community is fortunate to have a public library with a dedicated staff, and WHEREAS the library staff acted quickly to restore library services as well as to provide additional services such as power strips for recharging cell phones, and WHEREAS the staff accomplished this under great personal stress from the effects of the ice storm, and WHEREAS the citizens of Fayetteville benefitted greatly from the library staff efforts, NOW THEREFORE BE IT RESOLVED that the Fayetteville Public Library Board of Trustees does officially recognize and express its appreciation for the extraordinary service of the library staff and, further, does request that this Resolution of Recognition and Support be duly • recorded and spread across the minutes of the Fayetteville Public Library Board of Trustees meeting on Monday, February 16 in the year 2009. Ayes : Nays : Abstentions : To this resolution we set our hands : President Vice-President Secretary Treasurer Trustee Trustee Trustee 00 FAYETTEVILLE PUBLIC LIBRARY • Fayetteville Public Library Board of Trustees Regular Meeting December 15, 2008 • Minutes Prepared by S. Terry, Communications Manager Board Members present: L. Brewer, D. Ferritor, M . Malone and B. Schaffer. Absent: M . Hunt, E. Jordan and D. Marr. Staff present: C. Rew, L. Schaper, S. Terry. Press: The Morning News and the Northwest Arkansas Times. 1. The Board of Trustees meeting was called to order at 4: 10 p.m. by L. Brewer. A quorum was not present but items for action were not considered until a quorum was present. D. Ferritor arrived at 4:20, creating a quorum . II. Approval of minutes. L. Brewer made a motion to approve minutes from the October 20 meeting. M. Malone seconded. All voted aye. Ill. Reports. A.) Management reports — L. Schaper said Bill Mitchell of Mitchellworks has been hired by the library to help strategize and guide the library as it seeks to raise the funds for its National Endowment for the Humanities challenge grant. Schaper also said FPL is one of 5 libraries selected to participate in a study by the University of Washington during 2009 that will examine the accessibility of public technology. Schaper noted that the library's public PCs have been replaced by 'thin clients,' which will save energy and cost less money. Schaper said the library's circulation has increased 6 percent compared to this time last year. The library may reach its goal of 1 million check outs by the end of 2008. B.) Financial Report — No unusual items noted. C.) Finance Committee Report — L. Brewer reported that the committee discussed allowing donors to restructure pledges because of the current economic situation; the group also discussed the possibility of more state aid to libraries, which will not be known until August 2009. IV. Unfinished Business. A.) Discussion of strategic directions and issues — D. Ferritor requested L. Schaper invite Mayor-elect Lioneld Jordan to the February Board of Trustees meeting. Ferritor asked Schaper to consider ways the new administration can help the library and to be in contact with the mayor-elect's transition team . B.) 2009 Budget Approval — C. Rew noted that the October 2008 budget comparison includes a $42,000 payment from the Foundation, which is a corporate donation. That amount is included in the 2009 budget for expenditure. C. Rew noted that the one of the library's target over runs — money for merit increases — was approved by the City Council. L. Brewer made a motion to approve the budget. B. Schaffer seconded. All voted aye. • New business. A.) Staff presentation: Teen Services — L. Greenwood, S. Brooks and P. Heaney, youth librarians, discussed teen programming at FPL. B. Clarification of assorted patron policies: 1 .) LO: Lost materials policy revision : L. Schaper noted these changes involve minor wording clarification and updating terminology. Schaper noted that the a-book reader had been added to the terminology, and the phrase 'handling fee' has been changed to 'processing fee.' She also noted the $10 fee charged when bills go to the collection agency is non-refundable. B. Schaffer made a motion to approve. L. Brewer seconded. All voted aye. 2.) NF: Customer responsibilities: M. Malone made a motion to approve. B. Schaffer seconded. All voted aye. 3.) JF: 2009 Fee Schedule: B. Schaffer made a motion to approve. L. Brewer seconded. All voted aye. C.) recommendations for policy changes — 1 .) KG: Computer Resource and Internet Access: The new policy updates terminology and reflects changes in library policy. For example, chat rooms were previously banned in the library, but it is too difficult to police, so that ban is being dropped. L. Brewer made a motion to approve. B. Schaffer seconded. All voted aye. 2.) KH : Wireless Access: Authentication (using a library card number and password) is no longer required when accessing wireless at the library. B. Schaffer made a motion to approve. L. Brewer seconded. All voted aye. D.) Presentation : Online Newsletter: S . Terry presented the library's new online newsletter, which will be emailed to patrons later this month. The online newsletter replaces the monthly print version. A print newsletter will still be created in February, May and September to preview upcoming events. E.) Presentation: NEH Challenge Grant: L. Schaper outlined the background and challenges associated with the NEH Grant. The library is responsible to raise $1 .2 million, ending in 2012. F.) Nominations Committee: D. Ferritor asked M. Malone to assemble a nominations committee to present a slate of officers for the February meeting. VI. Adjournment: B. Schaffer moved to adjourn. L. Brewer seconded. All voted aye. Meeting adjourned at 5:32 p.m. • 3 Fayetteville Public Library Board of Trustees Regular Meeting August 18, 2008 Minutes Prepared by S. Terry, Manager of Communications Board Members present: L. Brewer, D. Ferritor, M. Hunt, E. Jordan, M. Malone, D. Marr and B. Schaffer. Staff present: C. Rew, L. Schaper, S. Thorup, S. Terry and L. Yandell. Press: The Morning News and The Northwest Arkansas Times. I. The Board of Trustees meeting was called to order at 4:07 p.m . by D. Ferritor. A quorum was present. II . Approval of minutes. D. Marr made a motion to approve minutes from June meeting. L. Brewer seconded. All voted aye. L. Brewer made a motion to approve minutes for a special meeting in July. B. Schaffer seconded. All voted aye. III. Reports. A.) Management reports — L. Schaper announced the library circulated 100, 362 items in the month of July — a one month record for FPL and the first time to hit 100,000 in a single month. Schaper also announced new computer controlled LED lighting had been installed in the library's donor wall. S. Thorup said the Summer Reading Club, which concluded Aug. 6, had seen a slight decrease in attendance, which she attributed to high gas prices. However, Thorup noted the number of book logs used to track reading during SRC has increased. Thorup also said the library's Lending Hands program was the recipient of a Community Development Block Grant, which was used to double participants and volunteers for the program. Thorup also noted the library has applied to be a passport granting agency. Fulltime staff members have been trained, but the part-time staff members have not. The library is in the process of obtaining the supplies needed to run the program in the near • future. S. Terry noted the library signed up 26 new volunteers in June and July. The library also completed and distributed its 2007 annual report. Terry also noted the library has launched a Facebook site, aimed primarily at teens. Since launching in July, the site has received 130 fans. C. Rew said the budget is on track, noting that the cooler weather in August has helped defray the library's utility cost. Rew also noted that information technology funds are now being spent since the IT director was hired. B.) Upcoming events — S. Terry highlighted key events including a reception exhibit for artist Robert Glick on Aug. 29, the second annual Ozark Writers Live on Sept. 13, a Banished Books Lunch Club on Sept. 29 through Oct. 2. C.) Finance Committee Report — L. Brewer said the finance committee had reviewed the auditor's management letter and discussed investment policies. She said Garrison Asset Management will be asked to present an investment policy to the library and noted that the group is working with the Foundation to develop a disbursement policy that will provide more sustainable funding. D.) Audit Committee Report: B. Schaffer said the audit committee met with the auditors earlier this month. There were no material weaknesses, Schaffer said. M. Hunt made a motion to accept the letter from the staff in response to the auditor's management letter. L. Brewer seconded. All voted aye. IV. Unfinished Business. None. V. New business. A.) 2009 Budget Submission — L. Schaper said the library learned there would be no health insurance increases, so that item was removed from the library's budget requests. Schaper said it would not be insignificant to have another year of flat funding and expressed concern that the library's merit increases would not be funded. Schaper noted that it was time for the staff and board to advocate to the council for the budget requests. B.) Staff presentation: Information technology directions — L. Yandell presented information about the IT department. C.) Donation of 4 PCs to the Fayetteville Senior Center — The library will donate four surplus computers to the Fayetteville Senior Center. D. Marr made a motion to donate the computers. B. Schaffer seconded. All voted aye. D.) Discussion of strategic directions and issues — The library staff has requested additional funding in 2009 to cover 48% of merit increases, as well as additional hours of service and downloadable media. D. Marr advocated meeting with the City Council. He proposed the meeting begin with a walking tour of the library, splitting the council into small groups to conduct the tour faster. He also suggested a brief agenda that includes comparisons between the library and other city services, such as parks and recreation. All board members expressed interest in having a meeting with the council. D. Ferritor requested L. Schaper try to • schedule the meeting with the City Council for Monday, Sept. 15 during the time typically reserved for council tours or September 30. VI. Adjournment: B. Schaffer moved to adjourn. L. Brewer seconded. All voted aye. Meeting adjourned at 5:32 p.m. VII. Executive Session: No action taken. M . Malone moved to adjourn ; B. Schaffer seconded. All voted aye. The session adjourned at 7 p.m. ( /7 Fayetteville Public Library Board of Trustees Regular Meeting October 20, 2008 Minutes • Prepared by S. Thorup, Director, Operations Board Members present: L. Brewer, D. Ferritor, M. Hunt, E. Jordan, M. Malone, D. Marr and B. Schaffer. Staff present: C. Rew, L. Schaper, K. Rago and S. Thorup. Also present: Blake Woolsey, Mitchell Communications. Press: The Morning News and the Northwest Arkansas Times. I. The Board of Trustees meeting was called to order at 4:05 p.m . by D. Ferritor. A quorum was present. It. Approval of minutes. L. Brewer made a motion to approve minutes from the August 18 meeting. M. Hunt seconded. All voted aye. 111. Reports. A.) Management reports — S. Thorup presented information about the Nonprofit Resource Center and the Reading Roadshow, both examples of private funding and partnership efforts. Thorup announced taking the first passport application for the State Dept. and voter registration numbers in September (118) and the first week in October (161 ). L. Schaper noted that check outs are up and still tracking to hit 1 million this year. Schaper said staff is working to provide patrons unauthenticated wireless access. B.) Upcoming events — David Pryor talk and book signing on 10/26. FRONTLINE/World social entrepreneurs' series in Nov. C.) Financial Report — L. Schaper reported finances are on-track. In October, many big contracts and maintenance agreements are due. D.) Finance Committee Report — L. Brewer reported the committee has met twice since the August Board meeting and are bringing forward two recommendations later in the meeting. IV. Unfinished Business. A.) Discussion of strategic directions and issues — D. Ferritor discussed the meeting held between the Board and City Council, complimenting and thanking the staff and the Board for their work. L. Schaper stated staff will give a presentation on teen issues in December, including an overview of space issues. B.) 2009 Budget — The budget is a work in progress until Council approves the City budget and a final number is received from the Foundation. Market conditions in the past month have led to a drop in the value of FPLF investments making a 2009 disbursement uncertain. $250,000 is currently budgeted as income from FPLF with $200,000 resulting from the disbursement policy and $50,000 from pass through gifts and grants. M. Malone moved for a resolution thanking the Council for hearing the Board's appeal for increased funding, but due to the economy, the Board is not asking for those additional funds for increased hours and digital content at this time. In the future, the Board will continue its conversation with the Council on the library's programmatic needs. M. Hunt seconded. All voted aye. D. Marr asked fora list of budget scenarios in preparation for the next board budget discussion. V. New business. A.) Staff presentation: Web presence focus group results — Blake Woolsey from Mitchell Communications presented results and recommendations based on a written survey and open discussion with 24 people. B.) Retirement Plan Revision — B. Schaffer moved to accept and implement the changes to the Employee Retirement Savings Plan and the 457 Plan. L. Brewer seconded. All voted aye. C.) Investment policy revision — This replaces staff named therein with the Board of Trustees. The Finance Committee recommended approving the revision to investment policy FI. All voted aye. D.) Recommendation for asset manager - The Finance Committee recommended engaging Garrison Asset Management to manage the Library Board's restricted funds and others as determined by the Finance Committee. All voted aye. E.) Climate study recommendations - A staff committee and Trustee D. Marr independently reviewed and rank ordered the proposals with Discovery Surveys, Inc. as the first choice. D. Marr moved to accept Discovery Surveys, Inc. to provide the climate survey. M. Hunt seconded. All voted aye. F.) Recommendation for nomination of FPLF director - D. Ferritor brought forward the Foundation Board's recommendation to appoint Jack Butt to their Board. L. Brewer moved and B. Schaffer seconded the appointment of Jack Butt to the Foundation Board. All voted aye. VI. Executive Session : B. Schaffer moved to adjourn to executive session. L Brewer seconded. All voted aye. The meeting moved into Executive Session at 5:20pm. VII. Adjournment: XX moved. to adjourn. XX seconded. All voted aye. Meeting adjourned at 6 p.m. Text cut from IV. B. (in case it should be reinstated): The budget may be finalized in January depending on how things go. D. Marr doesn't think it's fair to ask the Council for more money for more services if the Foundation cuts its funding and not be able to deliver on our promise. Doesn't want them fighting for more money in a tight budget year if there are mooing to be cuts due to lack of Foundation funding. B . Schaffer suggested assuming the library will get nothing from the dation and go forward with planning. M. Malone wondered if proposal to the City should be modified to offset that 5 ® FAYETrEVILLE PUBLIC LIBRARY • Strategic Plan Progress Report December 2008 - January 2009 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. . Onl2/26/08, the library reached a milestone of 1 ,000,000 checkouts in a year. The community participated as Jim Blair checked out the ceremonial 1 ,000,0001" book, Faubus: the Life and Times of an American Prodigal by Roy Reed, followed by the 1 ,000,001' check out by Mayor Dan Coody and the 1 ,000,002ntl checkout by Mayor-elect Lioneld Jordan . Attending the event were members of the Blair family, City Council aldermen . trustee Marla Hunt, former board trustees Louis Gottsponer, Michael Thomas and Ann deNoble , as well as several dozen members of the community. I . Access: Implement strategies to improve and extend access to library collection and services. a . Hours: NTR b. Facilities: i . In partnership with the City of Fayetteville, submitted a grant application to the International City/County Management Association to establish FPL as a solar test bed . ii . Installed LED lights in lobby, stairwell and parking garage. iii . Evaluated systems for functionality after the ice storm. c . Branches: NTR • d . Website: Completed online sign-up for new e-newsletter. ii . Began development of web-based event registration. e. Computing and networking resources: i. Implemented post-trial open wireless network following BOT approval . ii . Procured and set-up 10 mini-laptops for checkout, 47 new staff station PCs, 12 research and genealogy PCs and 6 thin-clients for the Internet cafe . iii . Completed roll-out of MS Office 2007 to staff stations. iv. With Dell engineers installed new infrastructure storage area network (SAN) and blade server hardware. v. Evaluated and ordered Early Literacy Station software to be installed on Starr Island . f. Outreach services: i . Continued volunteer-driven Reading Roadshow. ii . Donated discarded 2007 World Book Encyclopedia set to Seven Hills Homeless Shelter. Il . Collections: Develop collections that are responsive to the needs and demands of its community. a. Adult materials: i . Evaluated the collection against "best" lists and ordered titles as needed. ii . Augmented the nonfiction collection in music scores, small scale farming and auto repair. b. Reference: I . Evaluated encyclopedia updates. c . World languages: i . Augmented English-learning materials with books and media, including a set for parents. ii . Ordered 70+ Spanish and English/Spanish books for all reading levels. d . Youth services: i . Evaluated the collection against "best" lists and ordered titles as needed. ii . Created a juvenile graphic novel collection. iii . Added the Kaplan AP test preparation books to the teen collection. • e. Nonprint: i . Ordered pilot collection of 130+ Blu-ray DVDs. ii . Infused the juvenile and adult media collections with music CDs and DVDs. iii. Continued replacing children's book/audio cassette "read-alongs" with book/CD sets. iv. Expanded audio book standing order plans with nonfiction titles. f. E-collections: I . Contracted with Recorded Books for One Click Audio with iPod-compatible downloadable audio. a . Programming and events: i . Offered a winter break movie series, Hanukkah celebration, Gingerbread House Decorating workshop, writing workshops, Chinese New Year, and Heath Ledger Film Festival . H . Made board games available for in-house use in the Children's Library. • iii . Unveiled the new FPL dragon mascot; began a naming contest to run through February. iv. Toured 110 McNair Middle School 6`h graders, including book talks and film clips. v. Retooled the teen knitting group into The Click. vi . Hosted Tim Ernst book signing, two musical programs, and a talk on AR State Police history. vii . Presented a Find It, Fund It workshop through the Nonprofit Resources Center. viii . Hosted Farmington High School English class for a research workshop. b . Self-service strategies: NTR c . Customer service: i . Increased patron confidentiality for holds. ii . Increased time allowed to resolve issues with collection agency. iii . Made cell phone recharging strips and phones available for patrons during ice storm . d . Staffing and volunteers: i . Brainstormed 2009 objectives with managers and staff. ii . Followed up on climate survey: small group staff meetings and five improvement teams. iii . Held holiday party for volunteers. 50 attended . iv. Attended telephone services presentation of i-tiva. Met with TalkingTech manager Sean Young. v. Attended meeting with Tech-Logic (conveyor) president Gary Kirk and Joe Libman . vi . YS staff attended webinar on gaming and a workshop on the best children's books of 2008. vii . Partnered with UA Housing Dept. for 10 students to volunteer in Reference. viii . Signed up 5 new volunteers - 2 after speaking at Women 's Connection luncheon . ix. Attended product training for book buying from secondary vendor. x. Attended Care Foundation 's 2009 Capacity Building programs event. W. Visibility and value: Promote the contributions and value of the library to the greater Fayetteville area. a. Marketing plan : i . Drafted 2009 plan . b. Marketing (visibility) and communications • i . Wrote release re: library services after ice storm which was picked up by KNWA, FOX and KUAF. ii . Launched emailed newsletter and produced monthly in-house calendar and spring newsletter. iii . Worked to correct errors in 2007 Annual Report. iv. Interviewed by Arkansas Democrat Gazette reporter re : PostSecret exhibit at Crystal Bridges. v. Maintained communication with local news media during library closing due to ice storm. vi . Spearheaded publicity for Cover to Cover. vii . Issued request for proposals for graphic services. viii . Began using new, greener table top sign holders for in-house promotions. c . Collaboration : i . Partnered with WAC on workshops based on the Magic Tree House. H. Partnered with Fayetteville Public Schools on the Community Read of The Global Achievement Gap holding two discussions at FPL and training volunteer discussion facilitators. iii. Met with Kate Loague of Crystal Bridges Museum to explore partnership opportunities. iv. Brought Walton Arts Center's Wizard of Ozstar-actressto read at preschool story time. v. Sponsored workshop on the New 990 form with AR Coalition for Excellence and UA Law School . 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: i . Worked with Bill Mitchell on outstanding pledges, fundraising plan for NEH and best practices. ii . FPLF received $53 ,400 in response to pledge reminder letters iii . Continued preparation for annual audit of FPL and FPLF iv. Received notice that FPL was not a finalist for the Rudy Bruner Award. v. Nominated by Congressman Boozman for a National Medal for Museum and Library Service. b. Advocacy: NTR c. Friends and Foundation • i . Helped organize Friends annual meeting. ii . Attended Friends January meeting and made presentation on Great Ideas for Libraries and Friends. iii . 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L � � O w ` C LL o m r J � � d ` o c O, d E L � O O W U N L L O J rn rn 0 0 0 0 0 0 0 0 0 0 0 0 0 • O o 0 0 0 0 6 O a0p fop � N 0 0 N Or c ' O o N � � N N OCD n N c _ O 'O O1p w L o L Y N Q O co L .N } 3 • N 3 N N LL � � o Q7 0 wL� N o ,v Vl MC G v C � N M O d L U M O N Q CL 0 U N O O N O O O O O O O O O O a00 (00 V N O OOD tp V N • 15 Fayetteville Public Library • Budget Comparison January 31 , 2009 Current Monthly Current % Budget Annual Month 1 Month Budget YTD YTD YTD Budget Sources of Funds Millage Receipts 98,363 98,363 98,363 8.33% 98,363 11180,361 City of Fayetteville 132,601 132,607 132,601 8.33% 132,607 11591 ,278 City CIP books 26,500 26,500 26, 500 8. 33% 26,500 318,000 City CIP other 230000 11917 23,000 100.00% 11917 23,000 State Aid 21400 9,916 2,400 2. 02% 9,916 118,996 Foundation 11 ,833 0 0.00% 11 , 833 1422000 Friends 2,917 0 0.00% 2,917 35,000 All Other Sources 17, 129 17,500 17, 129 8. 16% 17,500 2103000 Total Sources of Funds 299,993 301 , 553 299,993 8.29% 301 , 553 3,618 635 Expenses Salaries & Wages 134, 150 150,591 1342150 7.42% 1502591 118077091 Payroll taxes & Work Study 11 ,769 12,623 11 ,769 7. 77% 12,623 151 ,481 Employee Insurance 8,282 10,451 8,282 6.60% 10,451 125,410 Retirement 91294 142174 9,294 5.46% 14, 174 170,092 Processing Supplies 1 ,708 31083 11708 4.62% 31083 373000 • IT-Hardware 31376 12,333 31376 2.28% 12,333 148,000 IT-Software & Maintenance 6,418 71750 69418 6.90% 7,750 93,000 Cleaning Supplies 11500 0 0.00% 10500 18,000 Other Supplies 705 41917 705 1 . 19% 41917 595000 Youth Programming 379 2,917 379 1 .08% 21917 35,000 Adult Programming 21083 0 0.00% 21083 25,000 Library Materials 11 , 172 312875 11 , 172 2.92% 31 ,875 382,500 Telephone & Internet 3 31083 3 0.01 % 31083 37,000 Utilities 11 ,546 11 ,083 11 ,546 8.68% 11 ,083 133,000 Postage 46 31100 46 0. 12% 3, 100 37,200 Travel & Training 3,451 3,708 31451 7.76% 31708 44,500 Prof./Contractual Services 379 41922 379 0.64% 4,922 59,061 Landscape Maint. 989 2,083 989 3.96% 21083 25,000 Building/Equip. Maint 450 125458 450 0.30% 12,458 149,500 Insurance 500 0 0.00% 500 61000 Public Rel. & Other 21608 21983 2,608 7.28% 2,983 35,800 Furniture & Equipment 31333 0 0.00% 39333 40,000 Total Expenses 206,725 301 ,553 206,725 5.71 % 301 ,553 3,618,635 Excess/Deficit 93,268 0 93,268 0 0 • 3:38 PM Fayetteville Public Library 02/05/09 Balance Sheet Cash Basis As of January 31 , 2009 • Jan 31 , 09 ASSETS Current Assets Checking/Savings General Operating Funds Bank of Fayetteville-Deposits 108,476.95 Petty Cash 408.00 Total General Operating Funds 108,884.95 Merrill Lynch-WCMA Operating portion of account 928,445.75 Total Merrill Lynch-WCMA 928,445.75 Schwab -M illage 4108-2175 1 , 141 ,022.47 1125 • Schwab Institutional - longterm 181 ,306.49 For long term Facilities repairs & replacements 264,970.30 For major repair & replacement of furniture & equipment 208,919.30 For major replacements of Tech. Items, conveyor, phone system... 239,096.30 Total Checking/Savings 3,072,645.56 Other Current Assets 1220 - Due to/ from other Gov. Units 1 , 177,424.45 1250 • Prepaid Expenses 64, 174.77 Total Other Current Assets 1 ,241 ,599.22 Total Current Assets 4,314,244.78 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.S4 Total Fixed Assets 20,236,448.80 Library Owned Art 150,000.00 Total Fixed Assets 20,386,448.80 TOTAL ASSETS 24,7002693.58 LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities Accounts Payable-Other A/P Vacation accrual 131 ,196.66 AIP Salaries & Wages Accrual 15,298.87 AIP Other Payroll Liabilities 44,033.53 1929 - AIP Sick Time 58,687.01 Accounts Payable-Other - Other 8,631 .40 Total Accounts Payable-Other 257,847.47 Payroll Tax Liabilities State Unemployement Payable 1 ,454.12 Payroll Tax Liabilities - Other 672.94 Total Payroll Tax Liabilities 2, 127.06 Other Payroll Liabilities Health & Dental Insurance 9,809.60 2330 - Vision Insurance 194.84 2340 • Vol. Life & AD&D 20.50 2345 • Voluntary Group Life 53.38 • Cafeteria Plan 310.00 Health Savings Account 2,064.71 Supplemental Insurance 179.35 Total Other Payroll Liabilities 12,632.38 17 Page 1 3:38 PM Fayetteville Public Library • 02/08/09 Balance Sheet Cash Basis As of January 31 , 2009 Jan 31 , 09 Total Other Current Liabilities 272,606.91 Total Current Liabilities 272,606.91 Total Liabilities 272,606.91 Equity Investment in Fixed Assets 21 ,361 ,499.04 Fund Balance-Undesignated 2,069,739.36 Fund Balance-Reserved facilitie major repairs & rep 264,970.30 for reparis & replacements 239,096.30 f & f repairs & replacements 208,919.30 Total Fund Balance-Reserved 712,985.90 Fund Balance-Current Year Net 251 , 109.86 Net Income 32,752.51 Total Equity 24,428,086.67 TOTAL LIABILITIES & EQUITY 24,700,693.58 • • 3:39 PM Fayetteville Public Library 02/08109 Profit & Loss YTD Comparison Cash Basis January 2009 • Jan 09 Jan 09 Ordinary Income/Expense Income Revenue & Support 4150 - Miscellaneous Income 4153 - Merchandise Sales 490.90 490.90 4500 • Misc. M.J. 4505 • Adult Designated gifts 75.00 75.00 4500 - Misc. M.J. - Other 21 .05 21 .05 Total 4500 - Misc. M.J. 96.05 96.05 Total 4150 - Miscellaneous Income 586.95 586.95 Cafe Rental 1 ,000.00 1 ,000.00 charges for set up and equipm 400.00 400.00 Fines & Fees Fees collected at front desk 12,743.56 12,743.56 4315 - Library Cards 180.00 180.00 4320 • Research & Misc. Genealogy 38.00 38.00 4360 • Lost and Paid 4365 • Refund of Lost & Paid -133.12 -133.12 4360 • Lost and Paid - Other 141 .76 141 .76 Total 4360 - Lost and Paid 8.64 8.64 4370 - Damaged and Paid 64.88 64.88 4380 • Copier and Printer Income 1 ,784.64 1 ,784.64 4390 • Short and Over 1 ,075.54 1 ,075.54 Total Fines & Fees 15,895.26 15,895.26 Interest • 4401 - Interest-Operating 246.70 246.70 Dividends on Millage monies 345.56 345.56 Total Interest 592.26 592.26 State Aid to Libraries state aid 2,400.00 2,400.00 Total State Aid to Libraries 2,400.00 2,400.00 Total Revenue & Support 20,874.47 20,874.47 Total Income 20,874.47 20,874.47 Expense Operating Expenses Office Supplies 5110 • Administration Expenses 704.73 704.73 Foundation, marketing and Volunteer needs 2,248.74 2,248.74 computer supplies & minor eq. 5114 - Computer Software, Lic. & Maint 6,417.64 6,417.64 5116 • Computer hardware & supplies 3,375.76 3,375.76 Total computer supplies & minor eq. 9,793.40 9,793.40 5130 • Childrens Program 5131 - Young Children Frog. & Supplies 151 .39 151 .39 5133 • Young Adult Expenses 227.38 227.38 Total 6130 • Childrens Program 378.77 378.77 5140 • Book Repair & Circ. Supplies 1 ,708.09 1 ,708.09 signage materials 29.50 29.50 Total Office Supplies 14,863.23 14,863.23 Postage 45.87 45.87 • Travel & Training 3,451 .24 3,451 .24 5725 • Public Relations 330.00 330.00 Professional Services 378.95 378.95 Utilities Telephone & Internet 2.94 2.94 19 Pagel 3:39 PM Fayetteville Public Library • 02/08/09 Profit & Loss YTD Comparison Cash Basis January 2009 Jan 09 Jan 09 Utilities - Other 11 ,545.78 11 ,545.78 Total Utilities 11 ,548.72 11 ,548.72 Total Operating Expenses 30,618.01 30,618.01 Salaries & Wages Adult Services 19,141 .80 19, 141 .80 Materials processing 9,312.79 9,312.79 Children's Library 14,464.17 14,464.17 Circulation 24,850.19 24,850.19 Custodial 5,808.80 5,808.80 Administration 30,806.39 30,806.39 6498 Vacation Time Used 26,963.84 26,963.84 6499 Sick Time Used 2,802. 11 2,802.11 Total Salaries & Wages 134,150.09 134,150.09 Payroll Expenses FICA/Medicare Expense 10,186.83 10,186.83 Payments to UofA for students 128. 13 128. 13 State Unemployment Expense 1 ,454.12 1 ,454. 12 Total Payroll Expenses 11 ,769.08 11 ,769.08 Employee Benefit Expenses Health & Dental Insurance 7,313.71 7,313.71 • Company paid portion of HSA 968.71 968,71 Retirement Contributions 9,293.56 9,293.56 Total Employee Benefit Expenses 17,575.98 17,575.98 Publications Book Acquisitions all books child & adult 9,779.64 9,779.64 Total Book Acquisitions 9,779.64 9,779.64 Periodicals 238.40 238.40 Audio Visuals 7610 - Film/DVD 1 ,154.16 1 ,154. 16 Total Audio Visuals 1 ,154.16 1 ,154.16 Total Publications 11 ,172.20 11 , 172.20 Building & Equipment Landscape Maintenance 988.64 988.64 Building Maintenance 450.31 450.31 Total Building & Equipment 1 ,438.95 1 ,438.95 Total Expense 206,724.31 206,724.31 Net Ordinary Income -185,849.84 -185,849.84 Other Income/Expense Other Income Inter-Agency Transfers Transfer from City 182,091 .00 182,091 .00 9150 • Transfer-Mlllage 37,511 .35 37,511 .35 Transfers from Foundation -1 ,000.00 -1 ,000.00 Total Inter-Agency Transfers 218,602.35 218,602.35 • Total Other Income 218,602.35 218,602.35 Net Other Income 218,602.35 218,602.35 Net Income 32,752.51 32,752.61 Fayetteville Public Library Budget Comparison December 31 , 2008 Current Monthly Current % Budget Annual Month 12 Month Budget YTD YTD YTD Budget Sources of Funds Millage Receipts 89, 167 89, 167 11070,000 100.00% 11070,000 11070,000 City of Fayetteville 1305530 130,530 1 ,566,361 100.00% 1 ,566,365 12566,365 City CIP books 24,840 25, 167 301 ,588 99.86% 302,000 302,000 City CIP other 11917 23,000 100.00% 23,000 23,000 State Aid 27,635 91916 129,793 109.07% 1183996 118,996 Foundation 20,917 292,359 116.48% 251 ,000 251 ,000 Friends 2,833 34,000 100.00% 34,000 34,000 All Other Sources 14, 796 22,850 3039212 110.58% 274, 195 274195 Total Sources of Funds 286,968 3032296 32720, 313 102.22% 32639, 556 3,639 556 Expenses Salaries & Wages 133,414 141 ,830 11695,282 99.61 % 1 ,701 ,961 11701 ,961 Payroll Taxes & Work Study 12,864 11 ,883 138,845 97. 37% 142,600 142,600 Employee Insurance 92660 91617 108,829 94.31 % 115,400 115,400 Retirement 9,540 14,058 123,798 73. 38% 168,700 168,700 Processing Supplies 21607 31333 33,287 83.22% 40,000 40,000 IT-Hardware 122,990 22,417 259,636 96. 52% 269,000 269,000 IT-Software & Maintenance 15,006 61625 75,974 95.56% 79,500 79,500 Cleaning Supplies 21441 11500 16,756 93.09% 18,000 18,000 • Other Supplies 8,765 81208 81 ,321 82.56% 98,500 98,500 Youth Programming 2,688 25200 23,921 90.61 % 26,400 269400 Adult Programming 1 , 100 11 ,840 89.70% 13,200 13,200 Library Materials 1089011 35,983 427,433 98. 99% 431 ,795 4319795 Telephone & Internet 4, 366 31083 33,344 90. 12% 37,000 37,000 Utilities 7,874 91167 108, 199 98.36% 110,000 110,000 Postage 31000 21267 24,908 91 .57% 272200 27,200 Travel & Training 4,318 31700 42,230 95. 11 % 44,400 44,400 Prof./Contractual Services 51191 61267 61 ,558 81 .86% 752200 75,200 Landscape Maint. 989 3,083 91634 26.04% 370000 37,000 Building/Equip. Maint, 50,461 13,725 135,491 82.27% 1645700 164,700 Insurance 750 71335 81 .50% 9,000 91000 Public Rel. & Other 61810 21983 25,979 72.57% 35,800 35,800 Furniture & Equipment 49,955 41583 52,630 95.69% 55,000 55,000 Total Expenses 560,950 308,363 3,498,230 94.54% 3,700,356 3,700 356 Excess/Deficit -273,982 -51067 222,083 -60,800 -60,800 • 21 11 :57 AM Fayetteville Public Library • 02/96109 Balance Sheet Cash Basis As of December 31 , 2008 Dec 31 , 08 ASSETS Current Assets Checking/Savings General Operating Funds Bank of Fayetteville-Deposits 90,448.83 Petty Cash 408.00 Total General Operating Funds 90,856.83 Merrill Lynch-WCMA Operating portion of account 863,825.92 Total Merrill Lynch-WCMA 863,825.92 Schwab -Millage 4108-2175 1 ,177,798.56 1125 - Schwab Institutional - longterm 181 ,306.49 For long term Facilities repairs & replacements 264,970.30 For major repair & replacement of furniture & equipment 208,919.30 For major replacements of Tech. items, conveyor, phone system... 239,096.30 Total Checking/Savings 3,026,773.70 Other Current Assets 1220 - Due to/ from other Gov. Units 1 ,177,424.45 1250 • Prepaid Expenses 64, 174.77 Total Other Current Assets 1 ,241 ,599.22 • Total Current Assets 4,268,372.92 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 150,000.00 Total Fixed Assets 20,386,448.80 TOTAL ASSETS 249654,821 .72 LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities Accounts Payable-Other A/P Vacation accrual 131 ,196.66 AIP Salaries & Wages Accrual 15,298.87 AIP 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 Other Payroll Liabilities Health & Dental Insurance 1 ,640.09 Total Other Payroll Liabilities 1 ,640.09 Total Other Current Liabilities 259,487.56 • Total Current Liabilities 259,487.56 Total Liabilities 259,487.56 Equity Investment in Fixed Assets 21 ,361 ,499.04 Fund Balance-Undesignated 2,069,739.36 Fund Balance-Reserved facilitle ma or repairs & rep 7AA 07n An 11 :67 AM Fayetteville Public Library 02106/09 Balance Sheet Cash Basis As of December 31 , 2008 • Dec 31 , 08 for reparis & replacements 239,096.30 f & f repairs & replacements 208,919.30 Total Fund Balance-Reserved 712,985.90 Fund Balance-Current Year Net -5,664.04 Net Income 256,773.90 Total Equity 24,395,334. 16 TOTAL LIABILITIES & EQUITY 24,654,821 .72 • • 23 Page 2 10:47 AM Fayetteville Public Library • 02/06/09 Profit & Loss YTD Comparison Cash Basis December 2008 Dec 08 Jan - Dec 08 Ordinary Income/Expense Income Revenue & Support . 4150 • Miscellaneous Income 4151 • Program fees 0.00 590.00 4153 • Merchandise Sales 266.13 3,899.83 4500 - Misc. M.J. 4501 - Designated Gifts Other 60.00 868.64 4505 • Adult Designated gifts 75.00 40,782.00 4525 - Genealogy Designated Gifts 0.00 18.00 4530 • Children Designated Gifts 500.00 4,725.00 4500 - Misc. M.J. - Other 59.47 566.84 Total 4500 - Misc. M.J. 694.47 46,960.48 4150 • Miscellaneous Income - Other 180.00 6,167.85 Total 4150 - Miscellaneous Income 1 ,140.60 57,618. 16 Cafe Rental 1 ,000.00 14,922.06 charges for set up and equipm 110.00 3,300.00 Fines & Fees. Fees collected at front desk 9,806.36 152,628.54 4315 • Library Cards 60.00 1 ,305.00 4320 • Research & Misc. Genealogy 23.00 868.50 Sales of T-Shirts, Wanderer, 12.50 137.50 • 4360 - Lost and Paid 4365 - Refund of Lost & Paid 0.00 413.18 4360 - Lost and Paid - Other 56.88 1 ,979.31 Total 4360 • Lost and Paid 56.88 1 ,566. 13 4370 - Damaged and Paid 10.00 642.19 4380 • Copier and Printer income 1 ,539.24 22,186.73 4390 • Short and Over 520.32 173.08 Total Fines & Fees 12,028.30 179,507.67 Interest 4401 - Interest-Operating 517.29 19,514.48 Dividends on Millage monies 1 ,700.08 21 ,306.23 Total Interest 2,217.37 40,820.71 State Aid to Libraries Grant monies that need to be 0.00 2,069.00 state aid 27,635.00 129,793.00 Total State Aid to Libraries 27,635.00 131 ,862.00 Revenue & Support - Other 0.00 0.00 Total Revenue & Support 44,131 .27 428,030.60 Total Income 44,131 .27 428,030.60 Expense Operating Expenses Office Supplies 5110 • Administration Expenses 8,577.64 73,694.30 Foundation, marketing and Volunteer needs 6,203.11 27,685.50 computer supplies & minor eq. 5113 • Computer Supplies 0.00 139.81 • 5114 • Computer Software, Lic. & Maint 15,006.22 70,312.88 5115 • Computer hardware & supplies 122,989.72 259,478.77 annual charges 0.00 5,661 .02 Total computer supplies & minor eq. 137,995.94 335,592.48 supplies to be reimb by Found 0.00 104.65 5130 • Children Program 6131 • Young Children Prog. & Supplies 1 ,774.49 14,291 .55 5133 - Young Adult Expenses 913.92 8,783.78 10:47 AM Fayetteville Public Library 02/06/09 Profit & Loss YTD Comparison Cash Basis December 2008 • Dec 08 Jan - Dec 08 Total 5130 • Children Program 2,688.41 23,075.33 Adult prog. expenses 0,00 11 ,841 .61 5140 - Book Repair & Circ. Supplies 2,606.71 33,284.29 supplies for cleaning the bdg 2,441 .34 16,755.96 signage materials 187. 16 1 ,009.63 Total Office Supplies 160,700.31 523,043.75 Postage 3,000.00 24,908.24 Travel & Training 4,317.77 42,229.22 Public Notice 606.92 3,510.96 5725 • Public Relations 0.00 1 ,614.65 Professional Services 5, 191 .25 61 ,240.58 Equipment & furnishings 49,954.68 52,630. 13 Utilities Telephone & Internet 4,365.59 33,343.70 Utilities - Other 7,873.55 108, 197.34 Total Utilities 12,239. 14 141 ,541 .04 Insurance-General 0.00 7,334.38 Total Operating Expenses 236,010.07 858,052.95 Salaries & Wages Adult Services 19, 130.39 264,721 .71 Materials processing 9,137. 16 121 ,012.42 Children's Library 13,742.29 189,933.03 Circulation 23,407.78 329,731 .06 Custodial 6,086.27 76,550.94 Administration 34,147.76 491 ,248.16 • 6498 Vacation Time Used 25,521 .06 162,282.06 6499 Sick Time Used 2,241 .30 29,802.03 Salaries & Wages - Other 0.00 30,000.95 Total Salaries & Wages 133,414.01 1 ,695,282.36 Payroll Expenses FICA/Medicare Expense 10, 148.10 129,086.34 Payments to UofA for students 859.81 2,471 .35 State Unemployment Expense 1 ,856.31 6,683.54 Voluntary AD & D 139.86 674. 11 Long Term Disability 691 .70 4,058.49 Life Insurance 531 .00 3,547. 16 Payroll Expenses - Other 0.00 543,94 Total Payroll Expenses 14,226.78 147,064.93 for yearend accruals 0.00 61 .47 Employee Benefit Expenses Health & Dental Insurance 7,313.71 87,281 .74 Company paid portion of HSA 983.76 13,267.19 Retirement Contributions 9,540. 17 116,462.40 6655 • Retirementment Plan Expenses 0.00 7,334.80 Total Employee Benefit Expenses 17,837.64 224,346.13 Publications Book Acquisitions all books child & adult 58, 126.49 279,489.55 7120 - Adult Reference Materials 3,126.66 5,230.70 7140 Genealogical Materials 339.77 3, 156.04 7160 • Children Books 95.61 272.21 Book Acquisitions - Other 0.00 -1 ,046.40 Total Book Acquisitions 61 ,688.53 287,102.10 7130 • Electronic Resources 3,733.00 37,907. 13 • Periodicals 0.00 11 ,558.69 Audio Visuals 7610 • Film/DVD 4,093.73 38, 152.97 7620 - Audio 35,978.25 49,328.82 25 Page 2 10:47 AM Fayetteville Public Library • 02/06109 Profit & Loss YTD Comparison Cash Basis December 2008 Dec 08 Jan - Dec 08 7640 • Music 2,517.47 3,382.02 Total Audio Visuals 42,589.45 90,863.81 Total Publications 108,010.98 427,431 .73 Building & Equipment Building & Grounds 1 ,136.73 2,104.64 Landscape Maintenance 988.64 9,630.76 Building Maintenance 49,220.87 125,250.79 Office Machine Maintneance 103.16 8,135.00 Total Building & Equipment 51 ,449.40 145, 121 . 19 Total Expense 560,948.88 3,497,360.76 Net Ordinary Income , -516,817.61 -3,069,330.16 Other Income/Expense Other Income Inter-Agency Transfers Transfer from City 130,530.00 1 ,566,360.00 9150 - Transfer-Millage 57,501 .33 1 ,108,907.98 Transfer for Books 24,839.51 301 ,476.67 Transfer from City-CIP Other 0.00 23,000.00 Transfer from Friends 0.00 34,000.00 • Transfers from Foundation 0.00 292,359.41 Total Inter-Agency Transfers 212,870.84 3,326,104.06 Total Other Income 212,870.84 3,326,104.06 Net Other Income 212,870.84 3,326, 104.06 Net Income -3039946.77 256,773.90• • 00 FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Louise Schaper, Executive Director and Catherine Rew, Director of Admin. Services Date: 2/16/09 Re: NEH Update Background At the December meeting of the BOT a presentation on the status of our National Endowment for the Humanities (NEH) Challenge Grant was made. NEH requirements were identified and our progress reported. We reported that 2009 is year three of the Challenge Grant with $435,510 that must be raised in order to receive the NEH match. We also reported that in year 2010 we must raise $600,000 and in year • 2011 , the final year of the grant, we must raise $400,000. Additionally, we distinguished between pledges and cash received; i.e. while pledges may be certified, they must be fulfilled by the end of the Challenge Grant period. With the position of advancement director open, we hired Bill Mitchell to assist in advancement efforts including NEH, advice in best practices, records audit etc. Update Reminder letters were sent in December 2008 to all donors with outstanding pledges. The letters included a request to sign a form that would be a record of their authorization to use the funds toward the NEH match. To date, we've received twelve responses. All respondents have signed authorization forms. Bill Mitchell is doing an excellent job working on three fronts: (1 ) closing the gap on capital campaign gifts; (2) developing a plan for NEH and (3) assisting with advice including having conversations with some stakeholders. Assignments have been made and progress is being made. As of February 10, 2009, the Foundation has collected an additional $49,991 and has an additional $85,000 in pledges that are eligible for certification during this third year of the challenge grant for a total of $134,991 . • 1 27 0 FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Louise Schaper, Executive Director and Catherine Rew, Director of Administrative Services Date: February 16, 2009 Re: Year end budget adjustments Background At the close of each year, the administrative team examines the budget for unexpended line items that can be moved • elsewhere for needed expenditures. This year monies remained because of unfilled staff positions, utility savings, and some process streamlining. Analysis Administrative staff determined that unused line item monies from 2008 should be used for books, AV enhancements, needed IT updates, and LED lights. First, we added $25,500 to the materials budget for more books, media, digital content and audio books. Second, we piggy-backed on the AV enhancement project scheduled and budgeted for 2009 and achieved large cost savings on improvements needed for the Ann Henry Board Room (projector), Walker Room (Blu-ray), and Media/Magazine Wing (plug-in for media crews and for video/sound for events) at a cost of $10,000. Third, we updated our technology infrastructure by replacing: 1 . inadequate express check kiosks with up-to-date express checks that will run our updated Polaris software; and 2. out-of-warranty or broken PCs and servers with more energy efficient and inexpensive thin clients and blade servers to lower our utility costs in the future. The PC upgrade needed to be done at one time to be able to keep the model, scheduled to be discontinued 1 Q09, consistent across our IT platform for ease of support. The IT upgrade cost an additional $128,000. Fourth, we authorized $20,000 for the purchase of energy and labor saving LED lights for level 200 of the parking • garage. This is year two of an effort to convert all the parking garage lights to LED lights. Last year we completed level 100 and this year we completed level 200. We hope to do level 300 later this year. Recommendation We recommend that the Board approve the changes listed above and detailed on the budget adjustment worksheet that follows. 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For 2008, this amount is $24,755 comprised of $10,000 for professional services, $350 for children's programming fees, $4140 for building & maintenance, $2,500 for public relations, $4,165 for library materials, and $3,600 for telephone service. In addition, $10,000 remains in adult programming that was intended to fulfill Roberta Fulbright Society requirements for programming. We were unable to fulfill those requirements in the fall of 2008; however, we plan to do so in 2009. Analysis Library staff properly ordered a number of items in 2008 with the knowledge there was money in the budget to pay for them. All items should arrive in early 2009 - after the books are closed for the year. It is necessary to handle items in this manner each year because the financial records are kept on a cash basis for yearly Board reporting and converted to accrual for audit and annual report purposes. Recommendation We recommend that $24,755 be rolled into the 2009 budget from the 2008 budget to pay for items ordered in 2008 but not received/paid for until 2009. We also recommend that $10,000 be rolled over into the 2009 budget from the 2008 budget for Roberta Fulbright Society programming in 2009. •