HomeMy WebLinkAbout2009-06-15 - Agendas - Final AIM
FAYETTEVILLE RECEIVED
PUBLIC LIBRARY JUN 12 2009
• Bgond Word
CITY OF FAYETTEVILLE
Board of Trustees CITY CLERK'S OFFICE
June 15, 2009 4 pm
Regular Meeting
AGENDA
Ann Henry Board Room
SCANNED
Lorraine Brewer, President Mike Malone, Secretary Dan Ferritor
Beverly Schaffer, Vice-President Suzanne Clark Marla Hunt
Elizabeth Jordan, Treasurer
I . Call to order
11 . Approval of minutes —June 2, 2009 special meeting — page 2
A. Signed minutes
1 . May 18, 2009 regular meeting — page 3-4
2. March 9, 2009 special meeting — page 5
III . Reports
A. Management reports
1 . May strategic plan progress — page 6-7
2. May 2009 performance measures — page 8
B. Financial reports
I . May 2009 budget comparison — page 9
2. May 2009 balance sheet — page 10-11
3. May 2009 profit and loss — page 12-14
IV. Unfinished business
A. Personnel policy revisions I — page 15
• 1 . PA-12: Paid time off (revision) — page 16-18
2. PA- 13: Sick leave (revision) — page 19
3. PA-17: Leave donation bank (new) — page 20
B. Personnel policy revisions 11 — page 21
1 . PA-63: Disciplinary action (revision) — page 22-26
2. PA-55: Appointments (revision) — page 27
C. Executive director search
V. New business
A. Capital Improvement Projects (CIP) budget submission 2010-2012 — to be handed out
B. "Library Fan Card" proposal — page 28-29
C. Staff presentation: Summer Reading Club
VI . Adjournment
VII . Attachments
A. Projected 2009 meeting agendas
B. Key upcoming events
C. FPL named " Best of the Best Library of NWA" in AR Democrat-Gazette's recent poll
D. Oaths of Office for E. Jordan and S. Clark
E. Executive director search: ads
F. Planning Commission meeting of May 26, 2009 re: CUP 09-3299 (Conditional Use Permit)
G. AR State Library "The News," May 2009
H. Letter from S. Thorup to District Prosecutor, Fourth Judicial District, May 1 , 2009 re: stolen computer
I . Letter from Jim Wilson, Cooperative Emergency Outreach, May 24, 2009 re: "Food for Fine"
J. L. Schaper retirement
1 . Letter to BOT from L. Schaper, dated May 13, 2009
2. Note from Congressman John Boozman, May 2009
3. Email from C. Ashcraft, State Librarian re: "comings and goings"
4. "Library Changes: Schaper Resigning as Library Director," May 19, 2009
• 5. "Schaper to Step Down as Library Director," Morning News, May 19, 2009
6. "Checking Out," editorial, NWA Times, May 27, 2009
7. "Louise Schaper will retire. . . , " Library Hotline, June 8, 2009
K. FPL as "case study #2" http://cis.washineton.edu/usimpact/2009/04/19/favetteville-public-library/
L. "National library study continues with online sLpey," NWA Times, May 29, 2009
M . Oder, Norman. "MLS: Hire Ground?" LibraryJotirnal, June 2, 2009. (contains quote from L. Schaper)
N. Letter from American Red Cross to S. Thorup re: blood drive at FPL
Fayetteville Public Library
Board of Trustees Special Meeting •
June 2, 2009
Minutes
Prepared by S. Terry, Communications Manager
Board Members present: L. Brewer, S. Clark, D. Ferritor, M . Hunt, E. Jordan and M . Malone. Absent: B. .
Schaffer. Staff present: S, Daniel , C. Rew, L. Schaper, S. Terry and L. Yandell .
I
I. The special meeting of the Board of Trustees meeting was called to order at 4:06 p.m. by L.
Brewer.
II. Approval of the minutes. D. Ferrritor made a motion to approve the minutes from the May 18
meeting. M . Hunt seconded . All voted aye.
III. New business. A) Executive Director Search: L. Brewer thanked the search committee for its work
during the past week. Search committee member M . Malone said the search committee intends to
look nationally for a new ED. Malone said the committee has met with 50 people during the past
week, including library staff, city officials, community leaders, etc. 1 .) Job description review: D.
Ferritor suggested posting the library's strategic plan along with information about the job
description, etc. on the website. FPL's application for Library of the Year will also be posted. L.
Schaper presented an update of the ED job description . M. Hunt made a motion to approve the
new language in the ED job description. S. Clark seconded. All voted aye. 2.) Job advertisement
approval: Malone presented the board a draft job ad that was based on the input from the groups
and the information L. Schaper gave to the committee. Malone said the ad emphasized a director
that values input from everyone within the organization, sees the library as a community leader
and has a strong vision while handling the day-to-day activities. Malone suggested applications will
be posted weekly and forwarded to search committee members. The applications will be posted on
the library's website. The ad will go to the state librarian, the local papers as well as library trade •
journals. S. Daniel will write a thank you letter to the applicants. Malone said the committee has
determined at this time not to utilize a search firm or go to ALA's Mid-Year Conference to recruit
potential applicants. 3.) Website review: L. Yandell and S. Terry presented the section of the
website with information about the ED search. The information includes the job ad , job
description, a timeline of events, etc.
IV. Adjournment. S. Clark made a motion to adjourn. D. Ferritor seconded. All voted aye. The
meeting adjourned at 4: 59 p.m.
•
2
Fayetteville Public Library
• Board of Trustees Regular Meeting
May 18, 2009
Minutes
Prepared by S. Terry, Communications Manager
Board Members present: L. Brewer, D. Ferritor, M. Hunt, E. Jordan, M. Malone and B. Schaffer. Absent:
S. Clark Staff present: C. Raw, L. Schaper, S. Terry and S. Thorup Press: S. Descant, The Morning News
and R. Mero, The Northwest Arkansas Times.
I. E. Jordan was sworn in by Judge Rudy Moore.
II. The Board of Trustees meeting was called to order at 4:09 p.m. by L. Brewer.
Ill. Trustee Emeritus presentations were made to Don Marr, who served on the board from 2006 to
2009, and Anne de Noble, who served on the board from 2002 to 2007.
IV. Approval of minutes. D. Ferritor made a motion to approve minutes from the March 4
meeting. B. Schaffer seconded. All voted aye.
V. Reports. A.) Management reports — Strategic Plan Progress: L. Schaper noted that the solar
test bed project launched in March. S. Thorup said the library now has five mini laptops available
for two week check out. Thorup noted the library hosted a Volunteer Luncheon in April that
recognized the more than 12,000 hours of volunteer time given in 2008. Thorup said the library
has now joined Twitter. Thorup noted that the library recently participated in a study by University
of Washington researchers. A second portion of the study, a web-based survey, will continue later
this month. Thorup said library staff is working in small groups to resolve issues discovered in the
recent climate survey. C. Raw said the audit is complete; she will request the auditors present at
the next audit committee meeting. Performance Measures: L. Schaper said circulation and the
hold service continues to rise. Volunteer hours and the number of volunteers have also both
increased. B.) Financial Report — C. Raw said the library budget is where it is expected to be.
• Other income is up because of a sales tax refund that came in for purchases made late in 2008.
Raw said utilities are close to budget, which doesn't allow much room with the warm summer
months approaching.
VI. Unfinished Business. A.) Discussion of strategic directions and issues — 1 .) 2009 Objectives:
L. Schaper said library staff is making great progress on the strategic plan, including recently
beginning the space study. B.) NEH status — L. Schaper said there is no additional news to
report, but it remains a focus of FPL staff.
VII. New business. A.) Additions to designated funds — C. Raw reminded the board they had voted
on 12/18/06 to set up designated funds. Rew requested the unexpended monies from the 2008 IT
($12,890) and building budgets ($52,435) be transferred into those designated funds. D. Ferritor
moved to approve; M. Malone seconded. All voted aye. B.) ICMA grant for solar test bed
project: L. Schaper said the library. has received the $56,000 in grant funding, which needs to be
added to the budget. Schaper requested $68,360 (ICMA and AR Energy Office grants) and
$20,000 from reserves be added to the 2009 budget with the understanding if these funds are
unexpended at the end of 2009 they will be rolled into 2010 and any unexpended reserve funds
will be returned to reserves. D. Ferritor made a motion to approve. B. Schaffer seconded. All
voted aye. C.) Announcement of Roberta Fulbright Society annual event featuring Ed
Begley Jr. — L. Schaper said the event with the actor / author / environmental activist will be
Friday, October 23. Begleys visit will include a luncheon, press conference, a dinner, a talk for
the public, a VIP book signing and a public book signing. D.) Policy revisions: 1 .) Collection
development policy update: a.) MC: Collection development (revision): S. Thorup said
changes in the policy include removing the mentions of specific formats, like DVDs and VHS
tapes. B. Schaffer made a motion to approve. D. Ferritor seconded. All voted aye. 2.)
Library card eligibility and registration policy: a.) LR: Registration (revision): b.) LK:
Library card eligibility (revision to include Bentonville residents): S. Thorup said this allows
a reciprocal borrowing agreement with the residents of Bentonville. A similar agreement is in
• place between the Fayetteville Public Library and the Rogers Public Library. Thorup will present
information about creating a reciprocal agreement with Benton County at the board's June
3
i.
meeting. M. Malone made a motion to approve. M. Hunt seconded. All voted aye. 3)
Clarification of policies: a.) PA-31 : Inclement weather (revision): Thorup said the inclement •
weather policy now references hours, rather than days, worked during periods of inclement
weather. E. Jordan made a motion to approve. D. Ferritor seconded. All voted aye. b.) PA-
39: Personal copies (revision): Thorup said the personal copy policy requires people to pay for
their copies on the day they are made and allows people to send and receive faxes at no charge.
D. Ferritor made a motion to approve. M. Hunt seconded. All voted aye. 4) Personal policy
revisions I: a.) PA42: Paid time off (revision): b.) PA-13: Sick leave (revision): c.) PA-17:
Leave donation bank (new): Tabled to June meeting. 5) Personnel policy revisions II: a.) PA-
63: Disciplinary action (revision): b.) PA-55: Appointments (revision): Tabled to June
meeting. E.) Special Announcement: L. Schaper announced she will retire as of Friday, October
30. When she began 12 years ago, Schaper said her vision was to create a public library that met
community expectations and had a customer-focused dedicated, caring, creative and flexible
staff. She said that vision has been realized and she is happy to leave the library in such a strong
position. She added that with a university and a city seeking to be excellent, it is critical for the
library to be excellent. Schaper noted that when the library wasn't leading the way in delivering
library services it followed the very best exemplars. That combination of leading and following
helped the library reach its national class level. L. Brewer said that it's been a leadership that's
been visionary and inspiring and enabled us to serve this library. D. Ferritor said that there are
core values that Schaper instilled—service, professionalism, quality—that come from leadership.
Schaper said she will ensure everything is organized for the next executive director and will help
in whatever way possible to assist the board in their search. L. Brewer said the board should
determine whether to use a search firm or a form a search committee. M. Malone suggested
using a search committee made up of trustees. B. Schaffer made a motion to approve a
search committee. M. Malone seconded. All voted aye. L. Brewer asked D. Ferritor, M. Hunt
and M. Malone to serve on the search committee. The board will reconvene for a special
meeting Tuesday, June 2 at 4 p.m. to discuss the job description and job advertisement.
Representatives from the search committee.will meet with library staff as soon as possible to hear
what they want from a new director. •
VIII. Executive Session: Did not go into executive session.
IX. Presentation of Public Input Sessions for Space Study: Architect Jeff Scherer, FAIA, said he
would make recommendations for short, medium and long-term improvements when he returns
with a list of final recommendations later this summer. The five key aspects of the study: finding
room for the teens, making the building work better for the staff and patrons, improve efficiency
and reduce operating costs, improve working conditions for the staff and allow for future change
to happen.
X. Adjournment: D. Ferritor moved to adjourn. B. Schaffer seconded. All voted aye. Meeting
adjourned at 6:25 p.m.
•
4 ��
• Fayetteville Public Library
Board of Trustees Special Meeting
March 4, 2009
Minutes
Prepared by L. Schaper, Executive Director
Board Members present: L. Brewer, D. Ferritor, M. Hunt, E. Jordan M. Malone and B. Schaffer. Staff
present: L. Schaper.
I . The special meeting of the Board of Trustees was called to order at 1 :05 p.m.
2. Approval of the minutes. B. Schaffer made a motion to approve the minutes from the February 16, 2009
regular meeting. D. Ferritor seconded. A discussion ensued about item IV "election of officers." A motion
to amend the minutes in section IV to say: " D. Ferritor said a second is not required for the motion" was
made by M. Malone and seconded by M. Hunt. All voted aye.
3. Executive session:
a. At 1 : 10 p.m. D. Ferritor made a motion to go into executive session and M. Hunt seconded. Al 1
voted aye.
b. At 1 :45 p.m. M. Malone made a motion to come out of executive session. D. Ferritor seconded.
All voted aye.
4. L. Brewer asked if there was any new business. A discussion about the candidates for the two open board
positions was held. D. Ferritor moved to recommend that Elizabeth Jordan be reappointed to the Board of
Trustees. M. Hunt seconded. All voted aye.
5. Adjournment. B. Schaffer made a motion to adjourn. D. Ferritor seconded. All voted aye. The meeting
adjourned at 1 :57 p.m.
•
5
FAYETTEVILLE PUBLIC LIBRARY
Strategic Plan Progress Report •
May 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.
I . Access: Implement strategies to improve and extend access to library collection and services.
a. Hours: NTR .
b. Facilities:
i . Began space study, i .e. J . Scherer, MS&R , visited FPL from May 11 - 18, conducted multiple staff,
customer and stakeholder input sessions and gave overview to BOT on May 18
ii. Unveiled manhole cover on front patio with guests Hank Kaminsky, artist; Denise Garner, donor;
Connie Edmonston, Parks Director; Mayor Jordan ; and DeDe Peters, Arts Council
iii. Varnished portrait of Jim Blair (by Ken Stout, under direction of J. Blair)
iv. Received noise variances and Conditional Use Permit for outdoor music programs (ST)
v. Installed over 150 LED lights
vi . Completed ice storm trimming and landscape pruning
vii . Completed carpet cleaning and painting in children's library
viii . Prepared facilities for summer reading club
c. Branches: NTR
d. Website:
i . Completed event registration enhancements
ii . Created Twitter account for FPL
iii . Created ED search page
e. Computing and networking resources:
i . Submitted required technology plan to AR State Library •
ii . Began U . Washington online survey to assess impact of public access computing
iii. Completed extensive testing of new computer lab session and print control software
iv. Began study of the wireless network coverage in the facility
v. Began research into a document imaging and archival system for the administration
f. Outreach services:
i . Finished Reading Roadshow for the school year and distributed new, hard-bound books to 238
students
ii . Visited all elementary and secondary schools in Fayetteville to promote summer reading
iii . Presented Baby Bookworms program to teen parents at Fayetteville High School
II . Collections: Develop collections that are responsive to the needs and demands of its community.
a. Adult materials:
i . Evaluated collection against 2009 Lambda Book Award winners and made additions where
appropriate.
ii . Ordered book titles in support of the 2009 UA Community Read.
iii . Confirmed FPL owns all winners of the 2009 LA Times Book Prize and various "best of" lists from
industry journals.
b. Reference: NTR .
c. World languages: NTR .
d. Youth services:
i. Aggressively ordered materials to prepare for summer reading
ii. Addressed shelving issues related to the media bag collection and planned to reset shelving
e. Nonprint: NTR .
f. E-collections:
i. Tested five online databases: Online Legal Forms; Books and Authors; Business. and Company
Resource Center; Culinary Arts Collection; and Demographics Now
ii. Created monthly online newsletter to support the Nonprofit Resource Center •
III . Services: Define its essential activities and service levels.
a. Programming and events:
i. Screened Food, Inc. film with talk by Gary Hirshberg, Ce-Y0, Stonyfield Farm
ii. Hosted Arts Live presentation of Alige in Wonderland
iii. Hosted Shannon Wurst and the Arkansas Traveler music show
iv. Presented a family concert featuring violinist, Miho Sakon and cellist, John Finch
v. Continued weekly storytimes and programs six days a week
vi . Continued monthly events including Teen Anime and Teen Knitting
• vii. Presented adult Computer Boot Camp with the largest number of attendees to date
viii. Continued monthly book clubs for adults
ix. Completed Adult Winter Reading Festival with three prize winners announced in local newspapers
x. Completed annual kindergarten tours. Approximately 800 students toured FPL.
b. Self-service strategies: NTR .
c. Customer service:
i . Implemented reciprocal agreement with Bentonville Public Library
d . Staffing and volunteers:
i . On May 18, L. Schaper announced her retirement; last day will be October 30.
ii . Began supporting BOT search for a new ED
1 . Provided binder with essential information for conducting a search
2. Set-up four meetings for BOT to gather input from staff and managers
3. Set-up web page and image on front page to ensure process is transparent
iii. Completed search for Director of Development (4 interviews) and made offer to a candidate
iv. Began organizational assessment with Blake Woolsey (ST, LS)
v. Attended HR update workshop given by Littler, Mendelson P.C. (SD, LS)
vi . Initiated third climate improvement team re: "red tape" .
vii . Completed four rounds of interviews for DOD position ; D. Ferritor participated in third round.
viii . Held quarterly all-staff training focused on "Code Adam" procedures
ix. M . Burdette graduated from Chamber's Leadership Fayetteville Class XXII .
x. Held annual Tyson Advisory Team meeting
xi . Attended training on MAG grading at the city (CR ,SD,ST)
xii . Completed Foundation Center trainings on "Outcome Thinking/Management" and "Proposal
Writing Basics"
IV. Visibility and value: Promote the contributions and value of the library to the greater Fayetteville area.
• a. Marketing plan: NTR .
b. Marketing (visibility) and communications
i. Named "Best of the Best" Library in NWA in the AR Democrat-Gazette's recent poll
ii. Presented " History of FPL" talk to Altrusa
iii . Interviewed by KNWA and Northwest Arkansas Times re: executive director search , reciprocal
agreement with Bentonville and online study of public access computers
iv. Attended preview, hosted by Convention and Visitors Bureau, of software hotel employees will be
using to learn more about Fayetteville attractions; provided information about FPL
v. Converted existing Welcome flyer into a bookmark
vi . "Twittered" reference and programming information
vii . Staffed info tables at the Farmers' Market Kids Day and Dogwood Walk
viii . Completed interview with OCLC for its newsletter re: solar test-bed project
c. Collaboration:
i . Met with Washington Elementary representatives re: advice on renovation of school library (LS)
ii . Chamber activities: participated in committees (MR , ST) and helped plan membership drive (ST);
met with S. Clark, re: sponsorships for RFS event; provided free access to demographics and
businesses databases to Chamber members until 6/8; submitted May "new business" report
iii. Met with H . Dudley, Director, BPL; Brenda Compton , President, BPL Foundation; K. MacDonald,
President, FPL Foundation, re: meet and greet, general Q&A
iv. Participated in LDD1 meeting held in Rogers (LS)
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 . Received notice of $35,000 grant award to FPLF from Wal-Mart/Sam's Club Foundation for SRC!
ii . Held final meeting with Bill Mitchell , MitchellWorks
iii . Submitted grant proposal to Nadine L. Baum Charitable Foundation
• b. Advocacy:
i . Completed several state and national surveys for data.
c. Friends and Foundation
i. 225 current Friends members, 56 renewal notification letters mailed, 18 memberships renewed.
ii . 1 new Lifetime Friends membership Pat Jahoda.
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8
Fayetteville Public Library
Budget Comparison
May 31 , 2009
Current Monthly Current % Budget Annual
Month 5 Month Budget YTD YTD YTD Budget
Sources of Funds
Millage Receipts 98,363 98,363 491 ,815 41 .67% 491 ,817 11180,361
City of Fayetteville 132,607 132,607 660,372 41 .50% 663,033 11591 ,278
City CIP books 26,500 26,500 132,500 41 .67% 132,500 318,000
City CIP other 1 ,917 11917 9,585 41 .67% 91583 23,000
State Aid 91916 30,035 25.24% 49,582 118,996
Foundation 11 ,833 92,000 64.79% 59,167 142,000
Friends 2,917 0 0.00% 149583 35,000
All Other Sources 71 ,562 23,197 150,369 54.02% 115,983 2789360
Total Sources of Funds 330,949 307,250 1 ,566,676 42.49% 11536,248 316869995
Expenses
Salaries & Wages 139,306 150,591 685,188 37.92% 752,955 198079091
Payroll Taxes & Work Study 11 ,827 12,623 59,559 39.32% 63,117 1519481
Employee Insurance 91232 10,451 45,457 36.25% 529254 125,410
Retirement 11 ,663 14,174 529505 30.87% 70,872 170,092
Processing Supplies 478 31083 71534 20.36% 15,417 37,000
IT-Hardware 12,333 7, 155 4.83% 61 ,667 148,000
IT-Software & Maintenance 28, 193 71750 40,399 43.44% 38,750 93,000
Cleaning Supplies 812 19500 51005 27.81 % 7,500 18,000
• Other Supplies 21192 41917 13,888 23.54% 24,583 59,000
Youth Programming 2,542 2,946 9, 124 25.81 % 149729 35,350
Adult Programming 300 21917 10,522 30.06% 14,583 35,000
Library Materials 28, 107 32,222 122,065 31 .57% 161 , 110 386,665
Telephone & Internet 21509 3,383 81804 21 .68% 16,917 409600
Utilities 6,203 11 ,083 50,896 38.27% 55,417 133,000
Postage 498 31100 2,809 7.55% 15,500 37,200
Travel & Training 886 31708 10,154 22.82% 18,542 44,500
Prof./Contractual Services 41388 51755 28,382 41 .10% 28,775 69,061
Landscape Maint. 989 21083 61178 24.71 % 109417 25,000
Building/Equip. Maint. 61668 20, 167 12,485 5.16% 1009833 242,000
Insurance 500 2,787 46.45% 21500 6,000
Public Rel. & Other 6,844 3,192 229194 57.95% 15,958 389300
Furniture & Equipment 21 ,552 3,333 27,608 69.02% 16,667 40,000
Total Expenses 285, 189 311 ,813 11230,698 32.89% 1 ,559,063 31741 ,750
Excess/Deficit 45,760 -4,563 335,978 -22,815 -54,755
•
9
10;36 AM Fayetteville Public Library
06/06/09 Balance Sheet
Cash Basis As of May 31 , 2009
May 31, 09 •
ASSETS
Current Assets
Checking/Savings
General Operating Funds
CO 100,000.00
Bank of Fayetteville-deposits 14,262.48
Petty Cash 408.00
Total General Operating Funds 114,670.48
Merrill Lynch-WCMA
Operating portion of account 1 ,066,142.93
Total Merrill Lynch-WCMA 1 ,066,142.93
Schwab -Millage 4108-2175 1,141 ,979.90
1125 • Schwab Institutional - longtemn - 188,572.53
For long term Facilities repairs &replacements 322,308.40
For major repair & replacement of furniture & equipment 212,998.77
For major replacements of Tech. items, conveyor, phone system... 256,538.39
Total Checking/Savings 3,303,211 .40
Other Current Assets
1220 • Due to/ from other Gov. Units 1 ,229,357.83
1250 • Prepaid Expenses 51 ,620.25
Total Other Current Assets 1 ,280,978.08
Total Current Assets 4,584,189.48
Fixed Assets
Fixed Assets
Library Buildings 20,770,329.47 •
Books & Publications 349,356.00
Equipment 1 ,053,100.63
Furniture & Fixtures 233,599.94
Accumulated Depreciation -2,445,965.92
Total Fixed Assets 19,960,420.12 -
Library Owned Art 150,000.00
Total Fixed Assets 20,110,420.12
TOTAL ASSETS 24,694,609.60
LIABILITIES 8. EQUITY
Liabilities
Current Liabilities
Accounts Payable
Accounts Payable - -1 ,094.00
Total Accounts Payable -1,094.00
Other Current Liabilities
Accounts Payabls-Other
AIP Vacation accrual 136,323.65
AIP Salaries & Wages Accrual 16,454.71
AIP Other Payroll Liabilities 37,734.39
1929 • AIP Sick Time 54,906.18
Accounts Payable-Other - Other 12,040.86
Total Accounts Payable-Other 257,459.79
Payroll Tax Liabilities
State Unemployement Payable 871 .06
Payroll Tax Liabilities - Other 28.90
Total Payroll Tax Liabilities 899.96 •
Other Payroll Liabilities
Health & Dental Insurance 650.05
Total Other Payroll Liabilities 650.05
10 Page 1
10:38 AM Fayetteville Public Library
06/08109 Balance Sheet
Cash Basis As of May 31, 2009
• May 31, 09
Total Other Current Liabilities 259,009.80
Total Current Liabilities 257,915.80
Total Liabilities 257,915.80
Equity
Investment in Fixed Assets 20,110,420.12
Fund Balance-Undesignated 3,338,892.34
Fund Balance-Reserved
facilitie major repairs & rep 269,873.40
for reparis & replacements 243,648.39
f & f repairs & replacements 212,998.77
Total Fund Balance-Reserved 726,520.56
Fund Balance-Current Year Net 4,039.70
Net Income 256,821 .08
Total Equity 24,436,693.80
TOTAL LIABILITIES & EQUITY 2496949609.60
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1 1 Page 2
10,36 AM Fayetteville Public Library
06108109 Profit & Loss YTD Comparison
Cash Basis May 2009
May 09 Jan - May 09 •
Ordinary Income/Expense
Income
Revenue & Support
4150 • Miscellaneous Income
4151 • Program fees 0.00 180.00
4153 • Merchandise Sales 757.70 2,334.40
4500 • Misc. M.J.
4501 • Designated Gifts Other 0.00 206.67
4505 • Adult Designated gifts 20.00 145.00
4530 • Children Designated Gifts 48.00 148.00
4500 " Misc. M.J. - Other 89.54 155.41
Total 4500 • Misc. M.J. 157.54 655.08
4150 • Miscellaneous Income - Other 56,395.00 64,924.62
Total 4150 • Miscellaneous Income 57,310.24 68,094.10
Cafe Rental 0.00 5,000.00
charges for set up and equipm 355.00 1 ,615.00
Fines & Fees
Fees collected at front desk 12,461 .05 62,472.59
4315 • Library Cards 150.00 862.00
4320 • Research & Misc. Genealogy 76.00 309.00
4360 • Lost and Paid
4365 • Refund of Lost & Paid -83.98 423.64
4360 " Lost and Paid - Other 133.92 516.78
Total 4360 • Lost and Paid 49.94 93.14
4370 " Damaged and Paid 0.00 268.58
4380 • Copier and Printer income 1 ,629.08 9,475.57
4390 " Short and Over -709.36 569.06 •
Total Fines & Fees 13,656.71 74,049.94
Interest
4401 " Interest-Operating 239.75 1 ,265.84
Dividends on Millage monies 0.00 345.56
Total Interest 239.75 1 ,611 .40
State Aid to Libraries
state aid 0.00 30,035.00
Total State Aid to Libraries 0.00 30,035.00
Total Revenue & Support 71,561 .70 180,405.44
Total Income 71 ,561 .70 180,405.44
Expense
Operating Expenses
Office Supplies
5110 - Administration Expenses 2,092.41 13,612.76
Foundation, marketing and Volunteer needs 6,794.52 18,506.06
computer supplies & minor eq.
5114 • Computer Software, Lie. & Maint 28,193.40 40,397.85
5115 • Computer.hardware & supplies 0.00 7,154.21
Total computer supplies & minor eq. 28,193.40 47,552.06
5130 • Childrens Program
5131 " Young Children Prog. & Supplies 1 ,845.16 7,703.52
5133 " Young Adult Expenses 696.93 1 ,165.61
5130 • Childrens Program - Other 0.00 255.69
Total 5130 • Childrens Program 2,542.09 9,124.82
Adult prog. expenses 300.00 10,521 .83 •
5140 • Book Repair & Circ. Supplies 478.15 7,534.38
supplies for cleaning the bdg 811 .88 5,003.99
signage materials 100.00 304.17
for staff & volunteers 33.00 33.00
12 Page 1
10:38 AM Fayetteville Public Library
06/09/09 Profit & Loss YTD Comparison
Cash Basis May 2009
• May 09 Jan - May 09
Total Office Supplies 41 ,345.45 112,193.07
Postage 498.09 2,808.92
Travel & Training 885.40 10,153.65
Public Notice 0.00 2,909.55
5725 • Public Relations 16.54 715.92
Professional Services 4,388.25 28,382.75
Equipment & furnishings 21 ,551 .75 27,607.75
Utilities
Telephone & Internet 2,508.91 8,803.52
Utilities - Other 6,203.31 50,895.98
Total Utilities 8,712.22 59,699.50
Insurance-General - 0.00 2,787.00
Total Operating Expenses 77,397.70 247,258.11
Salaries & Wages
Adult Services 23,664.67 114,337.11
Materials processing 10,178.93 50,774.95
Children's Library 16,604.26 84,486.57
Circulation 28,470.10 133,182.41
Custodial 6,295.53 32,936.50
Administration 39,428.40 197,236.58 .
6498 Vacation Time Used 11 ,545.08 59,453.79
6499 Sick Time Used 3,118.76 10,745.95
Salaries & Wages - Other 0.00 2,033.39
Total Salaries & Wages 139,305.73 685,187.25
Payroll Expenses
• FICA/Medicare Expense 10,586.71 52,049.63
Payments to UofA for students 890.83 2,925.10
State Unemployment Expense 349.48 4,585.28
Voluntary AD & D 85.55 435.27
Long Term Disability 372.69 1 ,809.77
Life Insurance 286.07 1,389.21
Total Payroll Expenses 12,571 .33 63,194.26
Employee Benefit Expenses
Health & Dental Insurance 7,447.95 36,837.03
Company paid portion of HSA 1 ,039.51 4,985.15
Retirement Contributions 10,090.54 49,337.73
6655 • Retirementment Plan Expenses 1 ,572.83 3,166.90
Total Employee Benefit Expenses 20,150.83 94,326.81
Publications
Book Acquisitions
all books child & adult 23,380.88 77,993.23
7120 • Adult Reference Materials 1,778.56 9,808.79
7140 Genealogical Materials 0.00 145.04
7160 • Children Books 0.00 217.82
Total Book Acquisitions 25,159.44 88,164.88
7130 • Electronic Resources 0.00 4,255.98
Periodicals 30.00 346.05
Audio Visuals
7610 • FIImIDVD 2,427.01 23,593.53
7620 • Audio 474.40 4,984.89
7640 • Music 15.73 719.21
Total Audio Visuals 2,917.14 29,297.63
• Total Publications 28,106.58 122,064.54
Building & Equipment
Building & Grounds 337.58 1 ,958.81
Landscape Maintenance 988.64 6,176.60
Building Maintenance 6,330.17 9,706.38
13 Page 2
10:36 AM Fayetteville Public Library
06108/09 Profit $ Loss YTD Comparison
Cash Basis May 2009
May 09 Jan - May 09 •
Office Machine Maintneance 0.00 819.38
Total Building & Equipment 7,656.39 18,661 .17
Total Expense - 285,188.56 1 ,230,692.14
Net Ordinary Income -213,626.86 -1 ,050,286.70
Other Income/Expense
Other Income
Inter-Agency Transfers
Transfer from City 159,088.00 818,443.00
9150 • Transfer-Miilage 318,488.83 439,664.78
Transfers from Foundation 0.00 49,000.00
Total Inter-Agency Transfers 477,576.83 1 ,307,107.78
Total Other Income 477,576.83 1 ,307,107.78
Net Other Income 477,576.83 1 ,307,107.78
Net Income 2113,949.97 256,821 .08
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14 Page 3
i
FAYETTEVILLE PUBLIC LIBRARY
• u
Memo
To: Board of Trustees, Fayetteville Public Library
Froin Louise Schaper, Executive Director and Shawna Thorup, Director of Operations
Date: April 20, 2009
Re: Leave Policy Revisions and New Leave Donation Bank Policy
Background
In the course of routine operations, the Administrative team noticed that improvements could be made to
the employee paid time off donation process. During the evaluation of this function, a minor wording error
was discovered in PA-13: Sick Leave. These revisions were developed by the management team and
reviewed with staff and legal counsel.
• Analysis
Policy PA-12: Paid Time Off (PTO) contains a section called PTO Donation Bank, which allows employees
to donate PTO to a Donation Bank that has been established to assist employees with personal hardship.
By incorporating this concept into the PTO policy, it limits the type of leave that an employee can donate by
excluding sick leave. To include sick time as a type of leave that can be donated, the following changes
were made.
1 . Strike PTO Donation Bank from Policy PA-12.
2. Create a new policy, PA-17: Leave Donation Bank.
3. Transfer PTO Donation Bank language from PA-12 to PA-17.
4. Adjust all references to donation of PTO to include PTO and sick leave.
5. Establish a minimum leave balance of 50 hours to be eligible for leave donation.
6. Add a proviso to allow for donations in excess of 10 hours per employee at the discretion of the
Executive Director.
Policy PA-13: Sick Leave has an error in wording, which was a holdover from a previous version. The only
change needed is to strike one word that defines a type of sick leave as "extended sick leave" because that
concept does not currently exist under FPL policy.
Recommendation
• Approve the deletion to PA-12, correction to PA-13 and creation of PA-17 to better serve employees.
1
15
Code PA42 •
Date Approved 0/16107
Date Revised 5/18109
Policy Name Paid Time Off
Paid Time Off (PTO) provides a benefit that meets employee needs for discretionary time off and to deal with a
personal or family illness, as well as the Librarys need to maintain adequate;staffing.
1 . PTO use includes:
a. Scheduled vacation
b. Personal Illness (see also PA-13 Sick Leave)
c. Illness of immediate family member, i.e. spousal omestic partner, child, parent, sibling
d. Illness of extended family member, i.e. "step" parent "step" grandparent, parent-in-law,
grandparent, grandchild
e. Family emergencies
f. Religious observances
g. Health and dental care that cannot be scheduled outside of work hours '
h. Closed days, i.e. Library holidays on which the employee'is scheduled to work'
2. PTO use requirements: Group 1' (40 hrs./wk:), Group II' (30 hrsA/ k.) and Group III (20 hrs./wk.) employees of
the Library are eligible for paid time off (PTO)after be' sty
for three months.
a. PTO days may be used for dos da within'the first three months of employment.
b. With the exception of PTO for dosed days, PTO may,be taken as it is accrued only after
completing hefirstthree months of employment: •
c. No employee shall have a he balance in PTO accrual:
d. PTO hours'do"not count as hours worked towards the calculation of overtime.
3. PTO accrual
a^ Employees begin to accrue PTO from their date of employment as a Group I, [land III employee.
b.,, The anniversary.date for employees shall occur one year from their date of hire and on that date
each year thereafter.
c . Group I employees accumulate PTO for traditional vacation/personal days at the following rates
based upon years of continuous employment.
d. Employees receive a PTO accrual each pay period. However, PTO does not accrue when an
employee,is on any type\of leave of absence.
e. A temporary-employee who becomes a Group I, Group II or Group III employee shall be eligible
for PTO from the date of employment as a regular employee.
f. Accrued PTO`may not be accumulated to exceed two (2) years of PTO. Any PTO in excess of an
accumulated two (2) years will be forfeited.
g. PTO accrual rates for Group I employees are listed in the table below:
Group I employees PTO accrual rates Notes
Years of service in working da
Up to 3 years 26.5 PTO accrual contains 17.5 days for uses described in
#1 a-g above and another 9 days for dosed days in #1 h
above; if employee is not scheduled to work on a
dosed day, then the employee can use the PTO for
other PTO purpose.
After 3 years 28.5 19.5 for uses described in #1 ay; and 9 days for uses
described #1 h. See full text above.
16
• After 5 years 31 .5 22.5 for uses described in #1ay; and 9 days for uses
described #1 h. See full text above.
After 7 years 33.5 24.5 for uses described in #1 ay; and 9 days for uses
described #1 h. See full text above.
After 10 years 36.5 27.5 for uses described in #1 ay; and 9 days for uses
described #1 h. See full text above.
h. PTO accrual rates for Group II employees are listed in the table below.
Group II employees Total PTO Notes
Years of service in working da
Up to 3 years 13.25 PTO accrual contains 8.75 days for uses described in
#1 ay above and another 4.5 days for closed days in
#1 h above; if employee is not scheduled to work on a
dosed day, then the employee can use the PTO for
other PTO purpose.
After 3 years 14.25 9.75 for uses described in #1 a-g; and 4.5 days for uses
L
#1 h. See full text above.
After 5 years 15.75 11 .25 for uses described in #1 ay; and 4.5 days for
uses described #1 h. See full text above.
After 7 years 16.75 12.25 for uses described in #1 ay; and 4.5 days for
uses described #1 h. See full text above.
After 10 years 18.25 13.75 for uses"described in #1 ay; and 4.5 days for
uses described #1 h. See full text above.
• i. PTO accrual rate for Group III employees is 10 days of PTO prorated by full time equivalent
based on the 'most recent :12 month period being adjusted as needed on the anniversary date. The
time will be equallyaccrued•over the next 12 months.
4. Scheduled PTO: Any employee wanting to take PTO shall make a request in writing to the employee's
immediate supervisor as perdepartmental procedu're.' • The supervisor will notify the employee of approval or
disapproval in writing and will send a copy;of approval Ior disapproval to HR.
5. Unscheduled PTO: An employee who requests to use PTO after missing scheduled work time will have
his/her PTO usage classified as unscheduled PTO. Illness is the most common example of unscheduled PTO.
a. UnscheduledPTO should be reported in accordance with departmental procedure. Supervisors
should notify.HR .
b. PTO use that is unscheduled impacts the ability of the Library to meet out patrons' needs and may be
considered abuse if such unscheduled use is recurrent.
c. The Library reserves the right to require employees to provide verification from a physician that they
are able to fulfill the responsibilities of their position.
d. The Library may any time request employee to verify an absence due to personal or family illness
with a note from a physician
6. PTO Donation Rank- PTO heurs Fnay be donated to a PTO Donation Rank that har hAgn Prtnblms-hed to assist
employees with peFsonal haFdshqp.
b. Any eFnp!Gyee with a PT-0 balanre Fnay donate PTO to the PTO denatign bank which is Managed b
9R-
• G. Employees inteFested in donating PT-0 Fnust complete a PT-Q Adjustment Request fQFM which
17
employee upon FeGempt of the denation F8qUeSt by MR. QRG9 dORated, the employee may not GnRtFril
VAG FeGeives the hours and Fnay net FeqUest a refund of the donated hours.
A.xhnustAd thA6f: o;Am .DTQ bank May F(FlqUeSt hOUFS fFGFA the PT-0 donation bank to supplement
disability payments OF to assist on GGVeFiRg hows not vwerl(ed due to an unpaid leave. Hours vwill-t�
provided to the Fequesting employee afteF the employee 6UbMitS a PTO Adjustment Request fGFM to
MR and the request is appr4eved by the ExeG* 40 oe DiFertei:
e. With input from the F-XeG'-lt;'-FR DiFeGtGF, HR will deteFM;ne the.6peGft AUFRbeF Of hOUFS that May-be
trancifermd to a requesting empleyee based on the employee's heeds and availability ef time 4
PTO Donation Wink
f. AR employee may not use PTO hGUFS to supplement i-hat will lead to maFe eaFAiAgS that thF;i
11
h. Employees may AGt use donated PTO to supplern4it Pens;itann Iwivg Of AbrRAGe.
i. if an emplayee does net use all Af the donated PTO that is ad-d-R-d- PTO hank th�ess
hnurc; 41011 be returned to the geARFAI PTO dnn;itinn bank afteF the emol6iqg reti-IMIS from 'AayR.
7-6. PTO Cash-Out: Employees are encouraged to take scheduled PTO each year for the:purposes of rest and
relaxation. In some cases employees will`not be able to utilize all of their accrued PTO Gme'and the Library
wishes to make an option available to employees to relinquish PTO in exchange for cash at a rate of 50% of the
value of the PTO time.
a. Employees may cash-out up to 50 Hours per year.
b. Employees may request cash-out of-PTO time up to two (2) times per year. Cash-out requests may
be made any time between January 1 and November 30.
c. Employees must complete a PTO Adjustment Request form,and submit it to Payroll in order to receive•
PTO cash-out:
d. Employees must leave a balance of not less than 4 days of PTO by FTE in case of emergencies or
dosed days.
@ 7. PTO compensation at separation of employment: Group I, Group 11 and Group III employees who have
been continuously employed for three months or more and who are separated from employment shall be
compensated for PTO at 100%.only when the employee terminates in good standing as defined in PA-81 .
18
• Code PA-13
Date Approved 4/16107
Date Revised 12117107; 4/21/08; 5/18/09
Policy Name: Sick Leave
1. Group 1 (40 hrs./wk.) and Group II (30 hrs twk.) employees may be granted sick leave for personal or family
illness or injury:
2. Group I employees accrue sick leave at the rate of 4 hours per month and Group II employees accrue at a rate
of 50% of Group I.
3. Family is defined as:
a. Immediate family member, i.e. spouse/domestic partner, child, parerit; sibling
b. Extended family member, i.e. "step" parent, "step" grandparent, parent-in-law, grandparent, grandchild
4. Employees must contact their supervisor to report illness using the method outlined by that supervisor.
5. Sick leave runs concurrent with Family and Medical Leave (FMLA) when an employee qualifies for FMLA.
6. When a prolonged absence as a result. of personal illness orinjury is covered by disability insurance, an
employee may supplement disability payments with %PTO. The combination of all disability payments and PTO
may not exceed an employee's budgeted salary (calculated;as budgeted hours times pay rate).
• 7. Employees may supplement disability insurance
:up to their nbrma,l-bu.dgeted hours with PTO and sick leave
until their PTO and sick leave accounts are exhausted
8. Employees who leave employment in good standing,•as identified above will receive partial payment of up to
480 hours of extended sick leave.,
'Hours % of Sick Leave paid
at separation of employment
in good standing
40 - 100 25%
100.1 - 300 35%
300.1 - 480 !•50%
•
19
NEW Code PA-17
Date Approved 5/18/09 •
Date Revised
Policy Name Leave Donation Bank
Employees of the Fayetteville Public Library may donate their unused PTO and/or sick leave hours to a Leave
Donation Bank that has been established for the benefit of employees who have exhausted their own leave but
require additional leave during and after a personal or family medical emergency or a major disaster. If you have
questions regarding the Leave Donation Bank, please contact Human Resources.
1 . An employee with a PTO and/or sick leave balance of at least 40 Hours may donate leave to the Leave
Donation Bank.
a. Employees may donate up to 10 hours of PTO and/or sick '1 ave. Donating employees should
remember to maintain sufficient leave time to meet their own-personal needs. To donate leave, an
employee must complete a Leave Time Adji stment Request foim and submit it to HR.
b. Employees may make a donation in excess of 10 hours if total accried,hours are in excess of 500
hours. In no event shall an employee be permitted to donate in excess of 150 hours in the same
year.
c. Once hours are donated, the employee may not control wh receives the hours and may not
request a refund of the donated,.hours. '��)
2. An employee who has exhausted his/h'er own.leave may request hours from the Leave Donation Bank by
completing a Leave Time Adjustment Request form that outiines�the reason(s) for the requested leave.
3. Donated leave maybe used in the following qualifying events:
a. Medical Emergency An employee may seek additional leavein the event that he/she experiences
a medical emerI gency oc needs to tend to a parent spouse or child who has experienced a medical
emergency,"' A ,medical emergency" is a medical condition of the employee or a family member that •
will require,theprolonged absence of the'employee from duty and will result in a substantial loss of
income to tfie employee because the employee will have exhausted all paid leave available apart
from the leave-sharing plan. ^,
b. Bereavement An employee may seek additional leave in the event he/she needs additional time
off for tiereavemenfinithe'event of the death of a parent, spouse, or child.
c. Ma/or Disaster An employee may seek additional leave if he/she has been adversely affected by a
major disaster A "major disaster' is a disaster or emergency as declared by the President that
warrants individual`assistahoe or.individual and public assistance from the federal government.
'Leave deposited oma'dicount of a particular disaster may be used by only those employees affected
by that disaster. In adli'tion, any donated leave that has not been used by recipients by the end of
the specified time must be returned to the donor within a reasonable time so that the donor may use
the IeaJe. 4
4. With input from the Executive Director as needed, HR will determine whether an employee is eligible to
receive leave from the bank and;'-if so, the specific number of hours that may be transferred to a requesting
employee based on the employee's needs and availability of time in the Leave Donation Bank.
5. A donated leave recipient will be paid at the recipient's regular rate of pay. A recipient may not use donated
leave hours if use of those hours would cause the recipient's earnings to exceed his/her budgeted hours. A
recipient may not receive a cash payout in lieu of paid time off.
6. Donated leave may not be used to extend the length of a leave of absence, including a worker's
compensation leave of absence.
7. Leave granted from the Leave Donation Bank must be taken within twelve weeks of the qualifying event.
8. If an employee does not use all of the donated leave that he/she is granted, the excess hours will be
returned to the general Leave Donation Bank once the employee returns from leave.
9. The privacy of both the employees donating leave and those receiving leave will be respected.
•
20
00 FAYETTEVILLE PUBLIC LIBRARY
Memo
TO: Board of Trustees, Fayetteville Public Library
Froro Shawna Thorup, Director of Operations
Date: 4/20/09
Re: Personnel Policy Revisions (PA-55: Appointments & PA-63: Disciplinary Action)
Background
The City of Fayetteville revised two key personnel policies in the latter part of 2008, Employment of
Relatives and Disciplinary Action. As the library tracks City policies, we compared our existing policies to the
City's revisions and found ours in need of updating. The management team worked on these revisions,
which were presented to staff and legal counsel for review.
• Analysis
The library incorporates the employment of relatives into policy PA-55: Appointments. The language
relating to this concept in the existing policy has been completely replaced with the language used by the
City. The revision retains some existing concepts as our policy is broader than the City's on this topic. A
notable expansion to the policy is excluding immediate family members of the Foundation Board of
Directors and Friends of the Library Board from FPL employment. This change was made for equity, as this
exclusion already applies to the Board of Trustees.
Policy PA-63: Disciplinary Action has not been evaluated or revised since 1995. The City's updated policy
was used in two ways. First, the concept of progressive discipline was incorporated and defined. Second,
discipline procedures were better defined. In particular, sections were added on written reprimands and
disciplinary action in the absence of the Administrative team. Three reference books were also consulted.
Nolo Press's Dealing with Employee Problems: A Legal Guide (2nd edition) by attorneys Amy DelPo and
Lisa Guerin provided the template for updating the policy. Notable additions include factors for managers to
consider when choosing appropriate disciplinary actions and expanded descriptive lists of grounds for
disciplinary action and termination
Recommendation
We recommend adoption of revised policies PA-55 and PA-63. Doing so will allow library policy to parallel
current City policies on these subjects.
•
1
21
PROPOSED Code PAS
Date Approved 06112/95
Date Revised 9/11195; 2/14/08(D);
5/18/09
Policy Name Disciplinary Action
Purpose:
The purpose of this policy is to establish a uniform and progressive method of handling disciplinary issues.
Policy:
Any employee conduct that, in the opinion of the Fayetteville Public Library, interferes
ffires with or adversely
affects the librarys business is sufficient grounds fordisoiplinary action.
Disciplinary action can range from oral warnings to immediate discharge. The general policy is to take
disciplinary steps in the following order.
1 . Oral waming(s)
2. Written reprimand(s)
3. Suspension, and
4. Termination.
However, FPL reserves the right toalter the order,described,above,, to skip disciplinary steps, to eliminate
steps or to create new and/or additional disciplinary steps. •
In choosing the appropriate disciplinary action, any number of the following things may be considered:
• the seriousness of the conducT
•
the history of:misconductos
• employment record
• . lerigtti of employment with FPL .
• the;strength of the evidence against the employee
• the employee's ability to correct the conduct
• the employee's attitude about the conduct
• actions FPL.has taken foe similar conduct by other employees
• how the conduct affects FPL As patrons and staff, and
any other circumstances related to the nature of the misconduct, to the employee and to the affect of
the misconducton the business of FPL.
FPL will give those considerations whatever weight it deems appropriate. Depending on the circumstances,
FPL may give some considerations more weight than other considerations'— or no weight at all.
The following causes relating to failure in the performance of duties are representative, but not limited to,
those considered to be adequate grounds for disciplinary action:
• Inefficiency, negligence or incompetency in the performance of duties
• Careless, negligent or improper use of library property or equipment
• Discourteous treatment of the public or other employees
• Absence without approved leave
• Improper use of leave privileges
• Habitual pattern of failure to report for duty at the assigned time and place, and
• Improper political activity as defined in #PA-43. •
22
Some conduct may result in immediate termination. Some examples are:
• theft of FPL property or resources
• excessive tardiness or absenteeism
• arguing or fighting with customers, coworkers, managers or supervisors
• brandishing a weapon including any object intended to intimidate or cause harm at work
• threatening the physical safety of customers, coworkers, managers or supervisors
• physically or verbally assaulting someone at work
• any illegal conduct at work
• working under the influence of alcohol or illegal drugs as defined in #PA-29.
• failing to carry out reasonable job assignments
• violating FPL rules and regulations
• unlawful discrimination and harassment
• fraud in securing employment
• insubordination, e.g. refusing to follow a direct oder or workplace rule
• conviction of a felony, or the entry of a plea of nolo contendre to such crime
• misuse of library funds
• falsification of library records
• workplace, sexual or online harassment as defined in '0A-2Z
Of course, it is impossible to compile an exhaustive list of the types of conduct that will result in disciplinary
action and/or immediate termination. The ones listed above are merely illustrations.
Employment is at the mutual corsent of the employee and FPL. This policy does not change that fact. This
• means that the employee or FPL cavi terminate the employment relationship at will, at any time, with our
without cause, and with or without advance notice. See policy #PA-81 fora definition of employee resignation
in good standing.
As a result, FPL reserves its right to terminate employment at any time, for any lawful reason, including
reasons not listed above. Employees also have the right to end their employment at any time.
Procedure:
A. WRITTEN REPRIMAND
All written disciplinary, actions will be 'authorized beforehand by the immediate supervisor and Executive
Director or designate, who will sign off Lon the final document before it is presented to the disciplined
employee. The employee will be asked to sign the disciplinary document as acknowledgement of having
received it and will be provided a copy. A member of the Administrative team will be present at the
subsequent meeting with thb employee if the disciplining supervisor so requests. (Shouldn't a member of the
administrative team be there as a witness?)The original form will be placed in the employee's personnel file.
C. DISCIPLINARY SUSPENSION
An employee who is suspended for disciplinary reasons shall be relieved temporarily of all duties and
responsibilities and shall receive no compensation for the period of his suspension. In order to avoid undue
disruption of work or to protect the safety of persons or property, the supervisor may immediately suspend
any employee for a period of time not to exceed two (2) working days while final action is pending.
D. NON-DISCIPLINARY SUSPENSION
During the investigation, hearing or trial of an employee on any criminal charge, or during an investigation
related to alleged detrimental personal conduct, or during the course of any civil action involving an
• employee, when suspension would be, in the opinion of the employee's supervisor and the Executive
23
Director, in the best interest of the library, the Executive Director may with concurrence of the Library Board, •
suspend the employee, with pay, for the duration of the proceedings as a non-disciplinary action.
E. DISMISSAL
An employee who is dismissed for disciplinary reasons shall be relieved immediately of all duties and
responsibilities at the time of discharge from the employment of the library. Discharge for cause must be
approved by the immediate supervisor and the Executive Director.
F. NOTIFICATION
When an employee is'suspended or dismissed, the employee's supervisor shall immediately provide the
employee with written notice of the action taken, the effective date , and the reasons for the action.
E. SITUATIONS THAT OCCUR IN THE ABSENCE OF THE ADMINISTRATIVE TEAM
Sometimes employee disciplinary situations can occur that require immediate action, but where the
Administrative team is unavailable, e.g. a very serious employee behavior occurring on a weekend. In such
an instance, the manager should send the employee home with instructions that the manager will call the
employee after having an opportunity to consult with the_disciplining manager's immediate supervisor and the
Executive Director or designate. This will allow time for the situation to tie properly assessed.
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ORIGINAL
Code PA-63
• Date Approved 06/12/95
Date Revised 9/11/95; 2/14/08(D)
Policy Name Disciplinary Action
Purpose:
The purpose of this policy is to establish a uniform method of handling disciplinary problems.
Policy:
An employee may be suspended or dismissed due to failure in performance of duties or failure in personal
conduct. This action may be taken by the employee's supervisor with the approval of the executive director.
Disciplinary action will be reported to the Library Board in an executive session.
Procedure:
A. FAILURE IN PERFORMACE OF DUTIES
1 . An employee whose work becomes unsatisfactory should immediately be notified by his/her
supervisor and/or the Executive Director in what way the work is deficient, and what must be done if
work performance is to be judged satisfactory. An employee who is suspended, or dismissed for
unsatisfactory performance of duties should normally have received three (3) warnings. First, an oral
warning from the employee's immediate supervisor; second, an oral warning with a follow-up letter to
the employee from his/her supervisor and Executive Director which sets forth the points covered in
• their discussion; and third, a written warning from the Executive Director or Library Board serving
notice upon the employee that noted deficiencies must be corrected immediately in order to avoid
disciplinary action up to and including dismissal. The supervisor must record the dates of the
discussions with the employee, the performance deficiencies discussed and the corrective actions
required.
2. The following causes relating to failure in the performance of duties are representative, but not
limited to, those considered to be adequate grounds for disciplinary action:
a. Inefficiency, negligence or incompetency in the performance of duties.
b. Careless, negligent or improper use of library property or equipment.
c. Discourteous treatment of the public or other employees.
d. Absence without approved leave.
e. Improper use of leave privileges.
f. Habitual pattern of failure to report for duty at the assigned time and place.
g. Improper political activity as defined in #PA-43
B. FAILURE IN PERSONAL CONDUCT
1 . An employee may be suspended, or subject to other discipline without warning notice for causes
relating to personal conduct detrimental to library services.
2. The following causes relating to failure in personal conduct are representative, but not limited to,
those considered to be adequate grounds for disciplinary action:
a. Fraud in securing employment.
b. Insubordination.
c. Conviction of a felony, or the entry of a plea of nolo contendre to such crime.
d. Misuse of library funds.
e. Falsification of library records.
f. Use of alcohol, controlled substance or mind-altering drugs while on duty or which inhibits
• the performance of tasks.
g. Sexual harassment.
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C. DISMISSAL •
An employee who is dismissed for disciplinary reasons shall be relieved immediately of all duties and
responsibilities at the time of discharge from the employment of the library. Discharge for cause must be
approved by the immediate supervisor and the Executive Director.
D. DISCIPLINARY SUSPENSION
An employee who is suspended for disciplinary reasons shall be relieved temporarily of all duties and
responsibilities and shall receive no compensation for the period of his suspension. In order to avoid undue
disruption of work or to protect the safety of persons or property, the supervisor may immediately suspend
any employee for a period of time not to exceed two (2) working days while final action is pending.
E. NON-DISCIPLINARY SUSPENSION
During the investigation, hearing or trial of an employee on any criminal charge, or during an investigation
related to alleged detrimental personal conduct, or during the course of any civil action involving an
employee, when suspension would be, in the opinion of the employee's supervisor and the Executive
Director, in the best interest of the library, the Executive Director may with concurrence of the Library Board,
suspend the employee, with pay, for the duration of the proceedings as a non-disciplinary action.
F. NOTIFICATION
When an employee is suspended or dismissed, the employee's supervisor shall immediately provide the
employee with written notice of the action taken, the effective date, and the reasons for the action.
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• Code PA•55
Date Approved 06112195
Date Revised 12122197; 3126101 ; 6118107;
5118109
Policy Name Appointments
1 . An application for employment will be accepted from anyone who wishes to apply for an open, advertised
position.
2.
No FPL employee may serve in a position in which an
immediate family member is in the direct line of supervision over him/her.
3 Similarly, immediate family members•may not directly or indirectly influence the hiring decisions.
disciplinary actions iob performance evaluations promotions' transfers scheduling or any other mob or
iob performance related determinations of other immediate family members.
2:4 For purposes of this policy, an "immediate family member" is defined as a spouse child, parent sibling,
legal guardian grandparent or grandchild Other relatives' including relatives by marriage also fall under
• the definition of "immediate family member" if the two reside or have resided in the past in the same
household.
5. No person shall be appointed to a position of employment in the pay of the Library who is a member of
the immediate family of the' Board of Trustees Foundation Board of Directors or Friends of the Library
Board.
3-6. The above state policy isnot retroactive Therefore actions taken under the old policy prior to the
effective date of this one will not be considered in violation.
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FAYETTEVILLE PUBLIC LIBRARY
Memo
TO: Board of Trustees, Fayetteville Public Library
Fronr Louise Schaper, Executive Director and Shawna Thorup, Director of Operations
Date: June 15, 2009
Itm Library Fan Card Proposal
Background
Recently when researching and thinking through ways to lower FPL's carbon footprint, an idea emerged to
create a special library card that patrons could purchase and know that the funds collected would be used
to reduce the librarys energy use. As a twist to the concept of buying carbon credits, the idea informally
received support from staff, city officials and several trustees.
As we worked on this, the idea morphed into "FPL fan cards." These would be special cards which new •
and existing patrons would be able to purchase to support their favorite library causes. For example,
proceeds from the "eco fan card" would go to "greening" the building, while proceeds from the "Skorch fan
cards" would go to enhance children's collections and programs.
AnaFysis
A working outline for FPL fan cards is as follows.
1 . Function like a regular library card
2. Have attractive, eye-catching graphics, e.g. photo of building on "eco card"
3. Evolve fan opportunities over time to focus on areas in need or of interest
4. May be purchased by new cardholders instead of receiving the free card
5. May be purchased by existing cardholders to replace the free card
6. Require a one-time purchase by patrons with no additional charge at renewal
7. Because new library cards must be purchased in the normal course of operations, adding new
designs incurs only minimal set-up charges.
8. Set price point of the fan card to encourage maximum participation
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• With at least 10,400 new cards issued each year, there is potential, depending on price per card and
numbers purchased, to generate funds for needed purposes. A chart of three pricing options with
three sales projections follows:
10,400 new library cards $3 per fan card $5 per fan card $10 per fan card
10% of total cards issued $3,120 $5,200 $109400
20% of total cards issued $6,240 $109400 $20,800
30% of total cards issued $9,360 $15,600 $31 ,200
Potential revenue is actually higher 9 patrons are encouraged to upgrade to a fan card during the
annual library card renewal process. FPL currently has 60,000 cardholders.
Recommendation
We request your support to launch the fan card in September, in conjunction with ALA's national
library card sign-up month and FPL's planned public awareness campaign around this initiative. Your
support will include allowing an update of Policy JF: Fee Schedule to include the purchase price of the
fan card. This price will be determined by staff after more research is conducted and more input is
sought, but will not exceed $10 per card.
•
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00 FAYE=v[u.a Puauc LZBx RY
Board of Trustees
Projected 2009 Meeting Agendas (updated 6/9/09)
Monday, February 16, 2009
Officer elections
NEH status
Budget roll forwards
Budget line item adjustments
Meeting Room policy revision
2009 objectives
4/20/2009 CANCELLED
Swearing in of new trustees
Staff presentation: Summer Reading Club 2009
Monday, May 18, 2009
Swearing in of new trustees
Trustee emeritus presentations
• 2009 objectives
Policy revisions
Space study review
Additions to designated funds
L. Schaper retirement announcement
Tuesday June 2, 2009
Special board meeting re: ED Search
Monday, June 15, 2009
Personnel policies
"Library Fan Card" proposal
ED Search
Staff presentation
CIP (capital improvement budget) proposal
Monday, August 17, 2009
MAY NEED SPECIAL JULY MEETING 2010 Budget
Audit report
Staff presentation
ED Search
Space study results
Monday, October 19, 2009
2010 Budget
Staff presentation
Monday, December 21 , 2009
2010 Budget
• Staff presentation
2010 fee schedule
