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HomeMy WebLinkAbout2015-06-15 - Agendas - FinalFAYETTEVILLE PUBLIC LIBRARY Kim Agee, President Maylon Rice, Treasurer Susan Graham We inspire Imagination and foster learning. Board of Trustees June 15, 2015 4 pm AGENDA Regular Meeting Ann Henry Board Room Brenda Boudreaux, Vice -President Hershey Garner, Secretary Janine Parry Suzanne Clark I. Call to order II. Minutes A. Approval of minutes 1. April 20, 2015 regular meeting — page 2-3 2. May 19, 2015 special meeting — page 4-5 B. Signed minutes 1. March 6, 2015 regular meeting — page 6-7 III. Report of Nominating Committee A. Designate Friends' Board liaison B. Designate Foundation Board liaison C. Designate members of Finance Committee IV. Reports A. Management reports 1. Key upcoming events — page 8-9 • • 2. April -May 2015 Strategic Pian progress — page 10-12 3. May 2015 performance measures— page 13 B. Financial reports 1. Balance sheet as of May 31, 2015 (if available) 2. Budget to actual as of May 31, 2015 (if available) V. Old business: A. Vote on options to reduce costs/increase revenues — page 14-16 B. Tent acceptance — page 17 VI. New business A. Artist -in -residence budget adjustment — page 18-27 B. Resolution on bank signatories — page 28-31 C. Developing public input for Long- Term Revenue Committee recommendations D. Exploratory group on possible millage increase — page 32-35 VII. Public Comment VIII. Adjournment Attachments: FPL press • Fayetteville Public Library Board of Trustees Regular Meeting April 20, 2015, 4 pm, Ann Henry Board Room Minutes Prepared by S. Daniel, Office Manager Library Trustees present: K. Agee, B. Boudreaux, M. Rice, S. Clark, S. Graham, H. Garner and J. Parry Staff present: D. Johnson, S. Foley, S. Daniel, S. Davis, L. Greenwood, S. Houk, J. Atha, L. Mandell, B. Holt, G. Jelinek, and S. Palmer Press: Joel Walsh Others: Judge William Storey, V. Chadick, W. Marley, C. Burns Call to Order: President K. Agee called the meeting to order at 4 pm. 11. Swearing in of Maylon Rice by Judge William Storey. Judge Storey administered the oath of office. 111. Minutes: M. Rice moved to approve the minutes of the March 2015 regular meeting; B. Boudreaux seconded. All voted AYE. IV. Reports A. Management Reports i. Key upcoming events: Miller Williams' memorial service will be Sunday, April 26. David Slawson, a nationally recognized landscape architect, is scheduled for May 12 as part of the TRY FPL series. Peter Coyote will be here Friday, May 1 and Summer Reading kicks off Saturday, May 30. ii. Oct -Nov Strategic Plan update: FPL offers programming for all ages including robotics, beekeeping, and Chinese language classes. In February and March the study rooms checked out 905 times. Staff has implemented another eBook platform, 3M. L. Greenwood worked with NOAA to produce a young meteorologist festival that drew over 250 participants. Bob Woodward drew a crowd of 450; 168 attended the private reception. iii. Quarterly Performance measures: While digital check-outs are growing quickly, print book check-outs are declining, reflecting a national trend. B. Financial Reports I. This is the first financial statement produced by the new software. Departments are within budget. A balance sheet will be available once 5 years of financial history are entered. All management staff have an interactive dashboard showing their budgets and expenses as they occur. To replace the cut in state aid ($28,000), Charlie Collins is helping FPL get $30,000 in GIF funds. The grant request will be out later this week; staff will provide board members with a copy when completed. Old business A. Long -Term Revenue Committee update: Staff is providing scenarios of what can be raised/saved for a final committee meeting on April 28, 2016. Recommendations will be given to the Board of Trustees at a special meeting in May — date to be determined. B. City Hospital Update: V. Chadick noted Judge Beaumont's decision has been appealed. The appeal process could take from 6-18 months. FPL is trying to reach a lease agreement (including a liability policy) to be able to use the City Hospital parking lot for library events. VI. New Business A. Audit: C. Burns of BKD noted FPL received an unmodified opinion - the best possible. The Management Discussion and Analysis summarizes the events of 2014 — one of which is the decrease in earnings on investments because $2 million was liquidated in anticipation of purchasing City Hospital. The income statement shows the governmental fund had a net increase of almost $150,000, but depreciation results in a loss of approximately $220,000. The budgetary schedule on page 8 details revenues and expenditures. Staff is following board approved guidelines; spending was approximately $100,000 less than what was budgeted. The governmental fund operated at a net loss of $351,000 for the year. BKD did not propose any audit adjustments. M. Rice moved to accept the audit; H. Garner seconded. All voted AYE. B. PTO Cash -Out: The 2012 audit noted an excess of accrued PTO. Were everyone to have cashed out at one time, it would have debilitated library finances. A transitional cash -out policy brought down the accrued balances, and now the maximum accrual is 320 hours. It remains policy that staff can cash out 50 hours per year. There is no money in the budget for this, and in light of aur current fiscal situation, staff is recommending suspending cash -outs from May 1, 2015 through April 30, 2016 at which time the policy would be reevaluated. This does not apply to employees terminating in good standing. M. Rice moved to suspend the PTO cash out policy from May 1, 2015 through April 30, 2016 and to re-evaluate the policy at the end of this period; S. Clark seconded. All voted AYE. C. Appointment of Nominating Committee for Officers: K. Agee appointed S. Clark and M. Rice to the nominating committee. The committee will report its nominees at the June board meeting. 2 D. Possible fraud hotline: According to BKD, about 5% of money lost by entities, including governmental entities, is due to fraud. A hotline has been shown to be one of the best ways to combat fraud. Library staff will investigate what other libraries do. E. Summer Reading Club: L. Greenwood reported theme to be super heroes with capes and T-shirts to read "Unmasked." Youth and teen librarians will visit all schools beginning next week. Last summer, 18, 176 people attended SRC programs. A total of almost 5000 participants of all ages registered to participate. The website will go live May 1. Trout fishing in America will be the finale. A $9000 grant from the AR Arts Council will fund an artist in residence. First Security Bank will underwrite Books and Bites, a program that addresses food insecurity. Staff may contact Marvel Comics about participation in SRC. Businesses in Fayetteville have been generous in supporting SRC year after year. This year, the Parks family donated $25,000. F. Sole source for tent repair: FPL acquired a storm damaged tent from the Farmers' Market. Staff have been seeking competitive bids to repair the tent for use throughout the summer, but have not been successful as no one vendor has been willing to take on all aspects of the project. H. Garner moved to waive the requirement for competitive bidding; M. Rice seconded. All voted AYE. G. M. Rice moved to provide FPL staff with a 3.75% across the board raise consistent with city plans; B. Boudreaux seconded. Following discussion, M. Rice requested the motion be tabled until the board meets in May. VII. Public Comment VIII. Adjournment: 1. Parry moved to adjourn; H. Garner seconded. All voted AYE. Meeting adjourned at 5:10 p.m. Hershey Garner, Secretary Date 3 Fayetteville Public Library Board of Trustees Special Meeting May 19, 2015, 3 pm, Walker Meeting Room Minutes Prepared by S. Daniel, Office Manager Trustees present. K Agee, S. Clark, M. Rice, J. Trustees absent: B. Boudreaux, H. Garner Staff: D. Johnson, S. Davis, S. Foley, G. Beeks, Burdette, W. Fitzgibbon, H. Robideaux, J. Atha, Others: V. Chadick joined the meeting at 4:10 Public: Lorraine O'Neal Press: D. Holtmeyer, J. Cumpston Parry, S. Graham 8. Holt, J. Walker, S. Houk, G. Allen, L. Jernigan, M. S. Palmer, C. Walsh, A. Low, S. Daniel pm. Call to order: K. Agee called the meeting to order at 3:05 pm. I I. Authorize K. Agee to sign agreement with Washington Regional regarding use of City Hospital property. V. Chadick (FPL counsel) and T. Olmstead (Washington Regional counsel) drafted a letter of agreement authorizing FPL to use the parking and lawn areas of City Hospital (not the building) if FPL pays the $50,000 deductible on any insurance claim. To this end, the library will take out an insurance policy to cover such a deductible. M. Rice moved to approve the agreement and the purchase of an insurance policy; J. Parry seconded. All voted AYE. Motion carried. M. Rice noted the grounds are not well kept and the property is deteriorating. III. Discussion of Long -Term Revenue Committee Report: J. Parry stated the board had charged the committee with improving a financial situation that developed over time as demand for library services grew while revenues and staffing did not. The committee focused on both short and long- term solutions and evaluated 18 possibilities for increasing revenue/decreasing expenses. Over- riding themes: a. The citizens of Fayetteville love their library and have high expectations for it. b. FPL won't be able to meet all the public's demands without an increased millage and additional space. c. Maintenance of Blair Library is paramount. M. Rice noted FPL's current 1 mil was established by voter approval in the 1950s. Under the constitution, up to 5 mils may be dedicated to library funding. D. Johnson drew attention to attachment 1 which details the cuts already made - cuts selected to have the least impact on the community. J. Parry noted these cuts represent the last round of cuts that can be made without impacting the public. S. Clark was cautious about the possibility of a hiring freeze and suggested a case-by-case determination rather than a blanket approach. D. Johnson clarified Table C, Item 10 (Restrict Long -Term Reserve to capital replacement/supplement from savings) explaining the idea is to stop drawing money from the Reserve for the annual budget and, instead, withdraw money only as necessary and only for maintenance of major items. The Long -Term Reserve would be "locked down" and unavailable for any other purpose. Historically, this fund has been continually drawn down and not replenished - an unsustainable practice that would drain the Reserve by 2020. 4 The proposal to charge more for meeting space would apply only to the Ann Henry Board Room and the Walker Meeting Room, not to the study rooms. Most Walker Room use is by the library for its own programs. Commercial companies expect to pay $400-$500 to rent comparable space for a half day. Millage increase refers to anticipated growth based on information from the assessor's office. The Long -Term Revenue Committee recommends an increase to $0.25/day/item which is commensurate with area and peer libraries. It also recommends a policy change that would require patrons to pay down all their fees/fines before checking out any more items. The proposal to reduce the number of DVDs that may be checked out at one time is an effort to reduce losses due to theft. Reinvest the $2 million set aside to purchase City Hospital. Had the money remained invested, earnings would have been $600,000 — hindsight being what it is. At this point, plans are to reinvest the money in short term vehicles. Because the Foundation exists to help the library, M. Rice suggested the library ask the.Foundation to increase its annual transfers to ease budget shortfalls. Charging for admittance to author receptions while retaining a public presentation that is free to all is practiced by many nonprofit organizations as a way to make money, or at least cover costs. As a library, the culture is not to charge for anything, and there is sensitivity to the reaction from the library's large financial supporters. The Board is expected to make decisions on the options presented by the Long -Term Revenue Committee at its next meeting on June 15. There may be a need for another special meeting to discuss future plans, which could include appointing another committee to specifically address planning for a millage campaign. Public input is essential. In conclusion, FPL is planning for future needs responsibly; it is not "broke." IV. Public comment: Lorraine O'Neal suggested FPL's custodial efforts are too intensive. She supported charging for library cards, surveying library users, and instituting a charge for library programs. She questioned if staff time is impacted by the increased demand for library services. V. Adjournment: J. Parry moved to adjourn; S. Clark seconded. All voted AYE. Meeting adjourned at 4:18 pm. Hershey Garner, Secretary Date Fayetteville Public Library Board of Trustees Budget Development Session March 6, 2015 3:15 pm (rescheduled from 2.16.15 due to weather) Minutes Prepared by S. Daniel, Office Manager Library Trustees present: K. Agee, B. Boudreaux, M. Rice, S. Clark, S. Graham, H. Garner and J. Parry Library Trustees absent: Staff present: D. Johnson, S. Foley, S. Daniel, S. Davis, C. Moody, B. Holt, G. Jelinek, S. Palmer Press: Dan Holtmeyer Others: Call to Order: President K. Agee called the meeting to order at 3:15 pm. I I. Minutes: M. Rice moved to approve the minutes of December 19, 2014; H. Garner seconded. All voted AYE. III. Reports A. Management Reports i. Key upcoming events: D. Johnson noted Canadian writer David Bezmozgis packed the house, The popular robotics workshop for teens is being repeated. Movies will be shown during Spring Break week. II. Oct -Nov Strategic Plan update: D. Johnson reported the FINRA grant has concluded. It was such a success. W. Fitzgibbon has been invited to present FPL's program at the next ALA meeting. Our primary eBook provider, OverDrive, has been joined by 3M which provides an easier interface for users and competition for OverDrive. Staff delivered 10,000 i -cards to public and private schools; these cards have also been provided to the Washington County Detention Center. In February 2015, staff recorded over 400 check-outs of the meeting rooms. Educating the public to the high cost of eBooks is essential as FPL pays approximately $80 per title; an individual pays about $10. ID. Library services 2014 year in review: D. Johnson noted the growth in library use stretches the flat revenue stream. Per capita check outs exceed all FPL's peer and benchmark libraries. The book collection turns over several times each year Indicating staff select the books people want. Reference transactions are down slightly, partly because patrons can access the Internet without assistance, but also because we lack the staff to answer every question. Program attendance is up. Staff are exploring how to capture all the new and different ways in which the library is being used. Meeting rooms are in great demand with over 400 check-outs in February. Database use showed a significant jump in the year i -cards were issued. Computer sessions are down because more and more people have their own devices with which to access the Internet. Library statistics do not capture free Wi-Fi use. If it were possible to capture how the WI-Fi is being used. e.g., job searches, entertainment, FPL could provide complementary services. B. Financial Reports i. Budget to Actual as of December 31, 2014. Total revenue is about $140,000 more than planned. Expenses were budgeted at $4.588 million; FPL spent only $4.394 million. The result is $334,000 remaining. IV. Old business A. Long -Range Revenue Committee update: J. Party reported the committee will meet three more times before issuing its report to the full board on April 20'". The committee is looking at options for both Increasing revenue and decreasing expenses. B. City Hospital Update: Judge Beaumont Issued a summary judgement for Washington Regional. The Stone family now has 30 days from the file mark date to appeal. Next steps are to secure the facility, raise funds for demolition. and salvage/recycle as much material as possible. It is FPL's Intention to recognize the Stone family with a significant naming opportunity in any expansion. C. Blaclsbaud software conversion update: S. Davis noted the Blackbaud conversion now under way was deliberately timed to ensure audit years don't involve more than one software. Managers will have more access to their budgets. V. New Business • A. Increase in minimum wage: The staff proposal, covering 2015 and 2016, will bring FPL into alignment with federal law. H. Garner moved to approve the staff recommendation; M. Rice seconded. All voted AYE. 8. Budget Rollover Request: In the 2014 budget, $334,300.72 remains unspent. However, vendor purchases in 2014 that were delivered in 2015 total $88,941.70. H. Garner moved to add this 6 amount to the 2015 budget; M. Rice seconded. All voted AYE. S. Clark moved to hold all discussion of the remaining 2014 unspent funds until a future date; M. Rice seconded. All voted AYE. C. Revised policy FBI: This policy change would enable the Executive Director to move money within a board -approved budget from one line item to another. Adding more than $10,000 to the budget would require board approval. H. Garner moved to approve the proposed policy FBI; M. Rice. All voted AYE. D. Plan to solicit public input for Long -Range Revenue Committee: Several suggestions have been made including a committee comprised of a representative from each ward, perhaps appointed by the city council. An open forum hosted by the board of trustees, perhaps held at city hall, is another idea. D. Johnson will present a proposal for public input at the April board meeting. E. FHS pilot drop off/pick up shuttle service pilot program: When 9" graders begin attending FHS, parking will become even more problematic than currently. FPI proposes to be an alternative drop off point with a shuttle to and from the high school. City hospital could provide over -flow parking with a shuttle ride to the high school. Arsaga's might open a half hour earlier and offer student friendly menu options. This is an effort to better engage teens, and will be piloted in April. F. Premium events: Bob Woodward's appearance on April 10 is a partnership with the UA. A 5:30 reception precedes the public performance at FPL. Set-up will require the library close early. Miller Williams' memorial is Sunday, April 26; a significant author will be part of the service. Peter Coyote will be here at the request of Haydon Mcllroy with no cost to the library. FPL will be the venue for Jim Blair's 80" birthday in October. The event is invitation only; Blair has requested no gifts, only donations to FPL. G. Technology Enhancements: i. IT core replacement: The Board previously approved the use of designated funds for this upgrade. The existing core was installed when the building opened and is at the end of its useful life. The upgrade will provide speeds 100x faster between desk tops and servers. The PA and phone systems are also 10 years old and will be upgraded. il. Mobile WI-Fi distribution: Haydon Mcllroy and Dash Goff donated funds for 10 Mi -FI devices and 5 laptops. Five Mi -FIs will be checked out as stand-alone items and 5 more will be paired with laptops for check out. The demand has been brisk. di. Credit card cash machines associated with self -checks: PCI compliance requires credit cards have an RFI D tag so FPL must have machines that accept these cards. In addition, the self - checks will have coin and bill acceptors for payment of fines. Handling money will be integrated. H. Approval of Amy Nelson-LaMont's scholarship application: M. Rice moved to approve Amy Nelson• Lamont's application and congratulate her on her excellent grades; H. Garner seconded. All voted AYE. VI. Public Comment VII. Adjournment: B. Boudreaux moved to adjourn; M. Rice seconded. All voted AYE. Meeting adjourned at 4:34 p.m. Apt az Hersh y G ner, Secretary Date 7 FAYBTrEVILLE PUBLIC LIBRARY Bey Upcoming Events June & July 2015 FPL Summer Author Series Roy Reed Reporting Live From Selma Wednesday, June 17 at 6pm Join Ozark's At Large host Kyle Kellams for a discussion of Reed's coverage as a New York Times correspondent during the historical Freedom March from Selma, Alabama. A special reception will be held before the talk at 5pm. The Chose Love Movement with Scarlett Lewis Thursday, June 18 at 7pm Founder of The Jesse Lewis Choose Love Foundation and author of Nurturing Healing Love, Scarlett Lewis will discuss her book that chronicles her journey of choosing love and how it is changing her life - and how it could change our world. A reception will be held before the talk at 5:30pm. Robert Jackson Bennett: The Written Word as Art Wednesday, July 15 at 7pm Bennett is a two-time award winner of the Shirley Jackson Award for Best Novel and an Edgar Award winner for Best Paperback Original. He was also the 2010 recipient of the Sydney J Bounds Award for Best Newcomer. Robert will discuss why he thinks the written word is one of the strangest, most counter -intuitive, and profoundly powerful mediums of art in human history. A reception will precede his talk at 6pm: Mountain Street Stage Summer Music Series Sundays at 2pm June 21: Rochelle Bradshaw and Hypnotion - Reggae Fusion with a soulful sound. June 28: Cutty Rye - Combines bluegrass, rock, blues, and jazz influences. July 5: Bill Dollar and Loose Change -Multi-genre sound covering rock, folk, and country. July 12: Sons of Otis Malone -Acoustic country and bluegrass sounds. July 19: Brick Fields - Ozark gospel blues with powerful vocals. July 26: Smokey and the Mirror - The Hembree Duo performs original folk tunes. TRY*FPL Series Wednesdays at 6pm July, 8 — Calligraphy August 12 — International Folk Dancing 8 Preschool Tuesdays in June & July at 10:30am J n e 23 — Richard Renner's Slapstick Circus June 30 — Superhero Tea Party July 7 — Family Music with Monty Harper July 14 — Stone Lion Puppet Theatre July 21 — Nikola Rodan of Magic Note Music Studio July 28 — Marty the Balloon Man Wondrous Wednesdays at 1pm June 17 — Animal Avengers June 24 — Richard Renner's Slapstick "Read All About It!" July 1 — Wacky Magic with Tommy Terrific July 8 — Richard Holmgren of Flying Debris Juggling July 15 — Stone Lion Puppets July 22 — Heroic Herps July 29 — Superhero Science with Jason Lindsey Family Saturdays at 10:30am June 20 — Sing -a -Long Fun with Troy Schemmer lune 27 - Magic with Ann Lincoln aly 11 — Denise Gard and her performing dog Sienna July 18 — Michael Felix of Mid-America Karate July 25 — Concert with Nancy Stewart Summer Reading Club Finale with Trout Fishing in America Saturday, August 1 at 10:30am Local favorite and Grammy -nominated duo will help us wrap up a busy summer with a free concert. 9 FAYETTEVILLE PUBLIC LIBRARY Strategic Plan Progress Report April 2015 — May 2015 Purpose: We inspire imagination and foster learning. Programs & Services: We offer inspiring and relevant programs and services that engage the community's curiosity, provide opportunities for education and self-improvement, and serve as the gateway to the library by addressing the diverse needs and interests of our community. a. Programs Coordinated Miller Williams' memorial service and events featuring Peter Coyote and Bob Woodward. ii. Planned Scarlett Lewis reception and author talk for lune, 2016. Held Young Meteorologist Weather -Fest in partnership with UA, National Weather Service, NOAA, Plan - It Now, Midland Radio and KNWA. iv. Hosted free Comic Book Day for all ages. v. Continued Baby Bookworms, Toddler Time, Preschool Story Time and After -School Workshops. vi. Hosted recurring K-5 events: Lego Club, Math Circle, and Homeschool Book Share. vii. Began summer reading sign-up May 1 and kicked off Summer Reading May 30 with 3500 in attendance. viii. Hosted Kids Minecraft tournament, Kids Yoga, Earth Day celebration, and robotics class. ix. Hosted Battle of the Books, a competition with Fayetteville 3'd and 4th graders. L. Greenwood narrated. x. Hosted Comic Book Day, Nerdie Gaming, Tin Can Lantern crafts and Teen Advisory Board. xi. Concluded Smart Investing @ Your Library that, over 2 years and 54 programs, reached 1,916 people. Grew FPL's financial collection and its use by over 50%. Increased financial database use by 80%. xii. Continued Try FPL series with programs on Urban Bee Habitats, Gardening Conservation, Alternative Gardening for Mini Yards, and Apartment Dwellers. xiii. Hosted Japanese Garden Landscape Artist David Slawson, a panel named "The Sports Guys" in celebration of KUAF's 30`h anniversary, J. Wagner's Bob Dylan and the Shapeshifter Songwriting Workshop, and AETN/PBS screening of Last Days of Vietnam. xiv. Continued 3 book clubs, concluded Chinese Language class and held Grant Seeking for Nonprofits class. b. Services Provided access to tax forms and information on free tax services. ii. Answered 39 genealogy research inquiries, proctored 11 tests, and provided 2 research consultations. c. Quality d. Relevance Checked out study rooms 860 times. II. Collections; We will build and support collections that inspire the community with the resources they need to explore topics of personal interest and continue to learn throughout their lives. a. Satisfy your curiosity Evaluated and renegotiated discounts with magazine distributor; saved almost $2,000 on periodicals. Evaluated streaming library services Freegal and Hoopla. Trained collection development staff on purchasing from Ingram. b. Inspire learning/imagination III. Access: We will build and expand the ease and convenience of the library experience through virtual and physical reach to all in the community, reflecting the FPL welcoming, convening and destination culture. a. Browsability b. Outreach partnerships. Ended school year outreach programs Reading Roadshow, Books for Borrowing, Letter of the week, and Sit, Stay, Read! Participants in Reading Roadshow received new books; those in Sit, Stay, Read! a t -shirt. ii. Staffed an FPL informational table at First Thursdays. Promoted summer reading at all Fayetteville schools through programs and calendars. iv. Represented FPL at the annual ALLPI feaith Fair at FHS West Campus. v. Continued Cat Tales, a partnership with the Fayetteville Animal Shelter that promotes reading and literacy with kids reading to cats. vi. Presented an outreach story time to residents of North Hills Lifecare. vii. Continued Books for Babies at WRMC where a new, FPL branded book is sent home with each newborn. viii. In partnership with Feed Fayetteville and First Security Bank, finalized plans for the second annual Books and Bites summer program for food insecure campers from the Yvonne Richardson Center. ix. Continued planning 2015 True Lit with public schools, Fayetteville Education Foundation, Walton Arts Center, UA, Ozark Literacy Council, Nightbird Books, Arts Live, Montessori School and Leilani Law. x. Provided iCards to 153 Upward Bound students with the UA. c. Virtual Maintained 29 reading recommendation e -newsletters. d. Physical IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers. a. Staff Hired 3 new pages and 2 temporary pages for the summer. (G. Allen) Attended 3 -day Innovative User's Group conference in Minneapolis. (L. Mandell) Presented "Southern Tales, Customs, and Folklore" at Books in Bloom Literary Festival in Eureka Springs and wrote "Biking the Razorback Greenway" for Do South Magazine, May 2015. (N. Hartney) iv. Wrote two Free Weekly Behind the Stack articles: "Fayetteville Library Welcomes Peter Coyote" and "Loving FPL: Let's Count the Ways." (N. Hartney) v. Provided content for ALA Programming Librarian website on Try FPL. (H. Robideaux) vi. Attended webinars "How to Discuss eBooks with Patrons", "Agents: Gateway to Author Engagement at Your Library and Beyond" and "Killer Crime Fiction for Mystery Month." (Reference Staff) vii. Served on grant review committee for Smart Investing @ Your Library. (W. Fitzgibbon) viii. Trained staff on Blackbaud accounting system. ix. Began ALA's Financial Management for Librarians online classes. (S. Houk, S. Davis, W. Fitzgibbon) b. Boards c. Volunteers Provided volunteers for Bob Woodward, Miller Williams, Peter Coyote and Summer Reading Kick -Off. ii. Hosted FPL Volunteer Appreciation brunch - 62 attendees. Completed Fayetteville Public School kindergarten tours. Over 800 children toured the library. V. Facility: Our consumer -friendly, sustainable facility will be safe, accessible, and clean and support the requirements for quality programs, services and collections. a. Maintenance Balanced fans and performed preventive maintenance on air conditioners ii. Prepared to auction items made surplus from IT and speaker system upgrades. b. Technology Rolled out print release station for added layer of patron privacy. c. Safety/Security VI. Communication: We maximize ongoing communication to increase awareness of the library and understanding of its value and impact on the community. a. Marketing plan Created materials for SRC 2015 including calendars, reading logs, and "Who is Your Hero" wall art. ii. Designed SRC ads for Fayetteville High School Register, Fayetteville Flyer, The Free Weekly, and KUAF. Worked with Reference Department on 2 articles for, "Behind the Stacks" column in the Free Weekly. b. Public awareness campaign Arranged an insert in May water bills soliciting library card sign-ups; reached over 39,000 citizens. c. Operationalize brand Created new logos for Summer Author Series and Mountain Street Stage. d. Public relations Worked with the FHS TV & Film depiriment to produce library promotional video for FPL's I -Card. ii. Provided photographic editing and promotional support for Miller Williams' memorial. Distributed 1,000 flyers to area daycares to promote Saturday family events to working parents. e. Website Created Summer Reading Club 2015 homepage for online registration. Al. Funding: As good stewards of the public trust, we will pursue diverse, sustainable funding. a. Continued planning Jim Blair's 80th birthday with Nancy Blair. b. Began planning possible capital campaign with consultant Bill Mitchell. c. Made presentation to Fayetteville's Lions Club. d. Coordinated Arvest Women speaking engagement for July. e. Began talks to implement Blackbaud's NetCommunity. f. Coordinated an FPL tour with donors David and Pam Parks. g. Met with graphic designer about fundraising mailer to UA professors this summer. h. Made funding requests to Baum Foundation and Target Corporation. 12 .. .. .. _.. ... : JAN' Circulation ---- 103,914i _....._.__._.... Physical'... 90,445; _.... _ Dital and Freese 13,469! Reference queries 6,5921 Total Collection size , 290,8731 Digital Collection: 8,715 Total Items added 1,734 New card registrations 1,039; Cardholders 84,1641 Visits ; 50706! Library programs 113 --_--_-_Attendees2,891! Meeting Room usage 2U Volunteers , 197; Volunteer Hours; 959. Computer sessions 9,043' Holds filled 1 6,412 eFPL usage' ; 124,961 • FEB• 05T8ssf 83,080! 12,7751.... 6,1651 1 291,537; 8,762 1,616' 583- 77,404; 46,4291 1291 3,225' 19 195; 1,052; 8,483! 5,415; 115,436 125,5081 120,023 54,6511 0' 0' 0 0; 0; Oi 0! 540,579; 674,559 =19$%11_297390. FPL Performance Report: May 2015 • • MAR APR . MAY j JUN j JUL , AUG ; SEP ! OCT j NOV ; DEC ! 15 YTD `14 YID CHANGE PPROJ.15! i 105.433'92_903_ 98_845i _ 0;_ 0; _ __ Oi_.__0_ , OI_ . Di 496,9501 _ 513,640 _3.2%i 1,192,6801 92,0241 82,627; 88,8881 0' 0 0 03 0! 01 0;437,064; 458,079 -5.1°.5: 0'.___ 0: _ ±31 Or599886__._ 55561 ,7.8% 6,618i 6,558; 7,1541 0' 0; 0; O. O._ 01 01 33,0871 29_944; 10.554; 79,409; i_....-._:__.______ 293,060! 292,2131_292,9101 0; 0! 0' Oi 0i Oi Oj 292,910` 287,683 1.895j 9,4671 9,606! 9,676; .. _. 01 0; ._. 0. _ _ ._ 0, 0! _._. ,0 _. Oi 9,676; 7.748! 24.9%1 2,606 2,040' _ 2,066•_ _01 _ _ 0: q 0_' Oi _._01.___., 0.: 10:0621 9,852 2.1%1 _21,391; i 589i .505 815_._..__0, 0! 010: 0; 01 01 3,5311 3,1531 12.095i 1 i 77,943; 78.757: 79,276: 0; 0' _..i__ 0! 0! -- - 0 - 01 0' 79,276; 69,743; 13.7%- -- -- - - _...__._:_._.___;__._____._...__.._.__.L._._._.._e..__._.._'1__...___.__.____.._._.;._.___..__. 50,608 54,887' 54,422 0; 0! 0; _ 0 0; 0; 0' 257,052; 201,539; 27.546: 616,925! I, • 134: 159, 134i 0: 0 0'. 0! 0 01 0. 669 4,516; 7,6381 12,514i 0; 01 0; 0: 0 01 Or 30,784; i _ .. [._ ..._ .._.-�_.____- 23_ 251 26; 0' 01 0! 0; 0 .. _ I-- 0 .._.__ _ 119 199' 204: 207, 0: 0 ._.__.. 0 0Q:._._....... 01_.._. OL207!_., 1,1321. 1,7331 1,203! Oi 0 0 0 0; 01 0: 6,079: 8,702: 8,196, 8,118! 0! 0 0' 0! 0: 0; 0:__.42,542,.__ 5,916; 5,166 5,459! O. 0! 0 0: 0 Oj Oj 28.368 : • • 713; -6.2%: 1,606' 24,3641 26.4% 73,882; 706;. 7.5%. 274: _. _ 214 4,6021 32.154: 14,590' 43,088; -1.3%: 102,101, 27,413: 3.5% • Wireless Usage Total Traffic! 797: 844: 869 Total Session Time; 23,0501 23,335! 22,693 • 979 860! 24,958 22,290: . . J__.._.O'OL._._�'__._0�.._._... UI 4,349! 4,672 •6.9%i 10,436 01 01 01 01 01 O. 01 116,326; 113,226 2.7%1 279,182 • ' • some database access statistics are not available until after board packets am printed .'__Library closed 2 days in January and open reduced hours 3 days in January _ ;Library closed 3 days inFeburery and open reduced hours 1 day in February Library closed 2 days in March :Computer sessions include Starr Island use this year • Menu of Possible Actions with LTR Committee Recommendations Suggestion Description Comments Savings LTR Rec Additional Revenue Needs -$619,300 Close on Sundays and/or Mondays Last time this was tried, patrons reacted negatively. No Personnel Freeze * No new positions created for 3 years * Attrition related openings filled at Executive Director's discretion for 3 years * Wage freeze Potential for saving on recent trend $50,000 annually based $50,000 Yes Collection Reduction * Reduce participation in e -book consortium by ?? percent * Maintain 2015 $70,000 book budget cut for three years The collection should be maintained as the cost of recovery is very high. so Yes DVD Circulation Policy Reduce the number of DVDs a patron can check out at one time from 50 to 10. $0 Yes Author & Special events * Hold fewer special events * Create a two tiered system where the event is free but the reception is a paid, ticketed event. * Seek sponsorships to underwrite author events for no net cost to library. Continue to hold these events if sponsorships and/or fees can make them self-supporting. $10,000 Yes Deferred Maintenance Reexamine defered maintenance for potential reductions. Fund to be sacrosanct. Preservation of the building is paramount. Long -Term Reserve coupled with reserves for Technology, Facilities, and Furniture & Equipment should provide adequate money for capital reinvestment through 2018. This would remove the $158,000 currently used for library operations. $315,700 Yes E -book purchases Limit Library Materials to transfer amount from City for books and postpone any catch of the collection until the expansion is implemented. $175,000 yes Menu of Possible Actions with LTR Committee Recommendations Suggestion Description Comments Savings LTR Rec Operating Transfer from Long Term Reserve Restricting Long Term Reserves to Capital Reinvestment would eliminate an existing operational transfer and have a negative impact on closing the "operational" budget deficits for 2016-2018. -$158,000 City Property Funds Return investment $2 million dollars to the Foundation for and resume transfer $60,000 Yes Reduce/eliminate programs No Coffee shop rental increase Submit RFP for coffee space Good business practice says FPL should periodically review rental rates but should do so in a manner that seeks to build on existing relationships. $0 Yes Increase Fines & Fees * Recommend adjustment schedule * Implement annual fees schedule to fines and fee plan to review fines and A minor increase in fines is proposed with adoption of no tolerance policy in that all fines & fees must be paid before additional materials can be checked out. • $19,000 Yes Meeting Room Rental Create a rental fee schedule for the Walker Room, Ann Henry Board Room, and Staff Training Room. Do not charge for study rooms The meeting room rates should be adjusted, especially those that are assessed to for-profit organizations. $28,000 Yes Library Card Fee Explore card another computer a two tiered library card system: one for borrowers that comes with a fee and card that would be free and allow for use. Also investigate a "family" card. Paying a fee for library access should not actively be considered unless voters turn down a millage rate adjustment. $D Yes Reduce lawn care No r ON Menu of Possible Actions with LTR Committee Recommendations Suggestion Description Comments Savings LTR Rec Property Millage Define the millage increase required to operate for the next 8 years A fall millage vote is too soon. Vote may need to be part of a longer term plan based on demonstrating FPL has done everything possible to cut costs and increase revenue $40,000 Yes Millage Election A millage election will be needed to secure on- going operational funding for Blair Library. The timing and size of the millage ask is dependent on the status of expansion plans . 50 Total Net Impact All Options 5539,700 Net deficit remaining to close for 2016 -$79,600 FAYETTEVILLE PUBLIC LIBRARY June 15, 2015 Board of Directors Rural Mountain Producers Exchange, Inc. (RMPE) 101 W Mountain St. Suite 212 (Mailing address: PO Box 3076) Fayetteville, AR 72701 Dear RMPE Board: At its meeting on June 15, 2015, the Fayetteville Public Library Board of Trustees formally accepted your donation of all of the large market tent pieces in "as is" condition. We understand that the tent was purchased by RMPE in 2012 and then sustained extensive damage during ice storms in December 2013 and during subsequent storage. Based on the condition in which it was donated, we place a donation value of $500 on the tent. The Board of Trustees and the staff of Fayetteville Public Library are grateful for your donation. Sincerely, Brenda Boudreaux President, Fayetteville Public Library Board of Trustees 401. W. Mountain St. Fayetteville,lAR 72701 479.856.7000 t 7vww.faylib.org FAYETTEVILLE PUBLIC LIBRARY Memo To: Fayetteville Public Library Board of Trustees From: David Johnson, Executive Director Date: June 9, 2015 Re: Arkansas Arts Council - Artist -in -Residence Grant Summary: Fayetteville Public Library has a long history of partnering with the Arkansas Arts Council to provide quality programming to our patrons. This year, 2015, staff applied for and was awarded an Arkansas Arts Council Artist - in -Residence Grant that will begin in July and conclude in December. The grant award is for $8,967 and requires matching funding from the Library. This year's grant includes a four week summer residency and a four week fall series of Afterschool Workshops. The library will also hold two additional events during the summer residency. One targets the Boys and Girls Club and the Elizabeth Richardson Center. The second is a professional development workshop for teachers, librarians and homeschool parents. Request: Staff requests the Board of Trustees accept the grant and approve a budget adjustment recognizing the grant revenue and increased expenses associated with the grant. The Library intends to use existing appropriations for the local match. The specific Attached is the budget portion (section 7) and narrative (section 8) sections of the grant application. The grant application requested $10,000 with the grant award being $8,967. The criteria for determining the amount of the grant award was based on total points with FPL being awarded 89% of the possible points. 18 GL Account if Description Amount 10-2-5350-50 Programming Services - Youth 6,010 10-2-5210-50 Food 957 10-2-5200-50 Office Supplies & Printing 2,000 10-0-4080-00 Grants - In Year -8,967 Net 0 Attached is the budget portion (section 7) and narrative (section 8) sections of the grant application. The grant application requested $10,000 with the grant award being $8,967. The criteria for determining the amount of the grant award was based on total points with FPL being awarded 89% of the possible points. 18 Section 7 FY16 ATE After-School/Summer Residency Project Budget (lines 8 and 1B in Column C must balance) Organization Name Fayetteville Public Ubrary INCOME 1) Applicant Cash 2) Revenue 3) Other Government Support (nondrlonsas Ads Council) 4) Other Revenues (must explain) 9) AIE Grant (Nle request) 6) TOTAL INCOME 7) In -Kind Contributions EXPENSES B) Artist Fees 9) Planning Meeting 10) Travel 11) Lodging 12) Meals 13) Supplies 14) Publicity & Documentation 15) Space Rental (non-fadllty) 16) Other Expensess(must explain) 17) Artist Preparation Time 18) TOTAL EXPENSES 19) Surplus (Denc(t) A. AR Arts Council Request 50 $0 $0 50 $10.000 ;I0,000 AR Arts Council Request ;5,010 $ISO $1,840 $2,000 $1,000 $ 10,000 ;0 B. Appncant Match $0 a. Applicant Match S1,121 $2,000 $3,000 $2,700 029 C. Total Prefect Budget 50 80 80 $o 5114000 $10,000 50 C. Total Protect Budget $5,010 $300 *0 $0 ;1,840 $1,121 $2,000 $3,000 $4,700 029 ($10,000) ($10,000) tee Section 7 Excel Budget Page in °Instructon to Complete FY1118 AIE ABerScbodiSummer Residency GrantApplkavoin' 19 FAYETTEVILLE PUBLIC LIBRARY Section 8 FY16 AIE After-School/Summer Residency Narrative FAYETTEVIILE PUBLIC LIBRARY lignite! Weds I. Program description (25 points) • Describe the proposed AIE After-School/Summer Residency (AIE AS/SR) program in as much detail as possible. Outline the arts activities to be included and clearly describe how these activities tie into the core curriculum or character development programming. Describe the specific length of the AIE AS/SR program. The four-week Summer Residency and four-week Afterschool Residency with Leilani Law are designed to bring fun, free, and multi -disciplinary arts programs to at least 650 youth in Northwest Arkansas. The program includes 30 camps and workshops for pre -kindergarten through twelfth grade students and covers an array of art forms, including writing, drama, drawing, painting, ceramics and performance. The summer series will be held in conjunction with the library's established and successful summer event series. The theme of the 2015 club is "Every Hero Has a Story" for Pre -K — 5th grades and "Unmask" for 6th -120 grades. This emphasis on finding one's inner hero and revealing inherent creativity encouraged library staff to offer innovative and unique programs like Ms. Law's Let's Make a Mandala and Show Emotion Clay Camp. Nearly 16,000 youth participated in the library's 2014 summer reading club. The fall series will begin with four -weeks of afterschool workshops for K — 12'h grades followed by eight Pre -K art classes lasting through December. The goal of these classes is to evoke curiosity, observation and confidence that can equip participants with skills to excel in the school classroom. Fayetteville Public Library will hold two additional events within the summer residency. First, an event is planned with the Boys and Girls Club of Fayetteville and the Elizabeth Richardson Center. Second, a professional development workshop is planned for area teachers, librarians and home -schooling parents. 20 Fererrsvcus Pvsuc LIBRARY Two youth staff will facilitate the events depending on the age range of the target audience. Library facilities staff will handle room set-up and tear -down. Volunteers will assist as needed during the events and pull books and materials related to scheduled programs that will be available for check-out after the events. The events will run from July 6 to December 18, 2015 (please see attached calendar). The class offerings at Fayetteville Public Library (FPL) by age and grade level are planned as follows: > Pre -K • (9 classes) Art of Illustration • K — 1" grade • Let's Make a Mandala Collage Workshop • Act — Out a Painting Drama Camp with performance > K — 2nd grade • Me & Matisse Art Camp • Me & Matisse Cut-out Design Workshop • Visual Poetry Art Camp > 1" — 4t grade • Go Baroque! • 2n° — 3rd grade • Let's Make a Mandala Collage Workshop • Act — Out a Painting Drama Camp with performance > 3td — 5`" grade • Show Emotion Clay Camp • Art & Nature Painting Camp: Restoring Harmony & Balance • Printmaking Mania Camp > 41°-5d' grade • 3-D Creative Re -use Sculpture Camp • Act — Out a Painting Drama Camp with performance > 6th — 7th grade • The Magnificent Metaphor Art Camp • 61° — 12t grade • 3-D Creative Re -use Sculpture Camp • Art & Nature Painting Camp: Restoring Harmony & Balance • Fun with Storyboards Camp • If applying for an AIE AS/SR program for the first time, how was the need for the program determined? If a previous AIE AS/SR program was in place, explain how this residency experience will expand on it. The Arkansas Arts Council has funded programming for youth at FPL in multiple ways. We received the AIE AS/SR program in 2007 for the first time and then again from 2008 - 2010 which was key in expanding our creative writing opportunities and visual arts opportunities for youth by incorporating them into 21 FAnrEB I11a PUauo LlaassY our established summer reading program. All four projects were a huge success with each year reaching bigger audiences and having a greater impact with a four- year total of over 1000. During our AIE hiatus from 2011 — 2014 youth programming was supplemented by Arts on Tour and Mini Grants. With the 2015 project, the library will continue to diversify the arts learning opportunities by offering writing, painting, drawing, ceramics and drama to fold into the library's summer reading club programming. Additionally, FPL is expanding the afterschool offerings that have been limited based on funding. Finally, based on the popularity our past Pre -K programming with Ms. Law We are hoping to continue this through our fall programming as well. This AS/SR program follows eight years of Arkansas Arts Council support that expanded creative writing and arts opportunities for youth by incorporating them into our established summer reading program. Although the library has long offered creative writing youth classes during the school year, the Council funding allowed these free classes to be offered in the summer. In 2007, Poets in the Streets taught poetry writing over a five-week period to over 125 youth. In 2008, Clayton Scott taught poetry writing and poetry performance for two weeks to 49 youth and also performed for over 500 youth. In 2009 and 2010 Ms. Pico expanded the class offerings by teaching writing, as well as art and drama to over 350 youth. All four AIE projects were huge successes with each year reaching bigger audiences and having a greater impact. With this project, the library will continue to diversify the arts learning opportunities by offering writing, painting, ceramics, drawing and drama to incorporate into the library's summer reading club theme. • Describe the in-service portion of the AIE AS/SR program. Identify which teachers/administrators/staff will be involved and describe how in-service activities will be scheduled. Area teachers, librarians, home -schooling parents and library staff and administrators will have the option to attend a two-hour workshop Using Metaphor in Visual Art, learning innovative ways to explore the use of metaphor in visual art programming. The workshop will be scheduled on a Saturday morning to optimize attendance. • Name the key participants: the AIE program coordinator, the on-site coordinator, the participating teachers or organization staff, and the proposed AIE roster artist(s) involved. Describe why the selected artist(s) fits the needs of the proposed AIE AS/SR program. The key participants and proposed AIE roster artists are as follows. Lolly Greenwood, Fayetteville Public Library's director of Youth and Outreach Services, will be the program coordinator and oversee the event series Assistant Manager of Youth Services Caitlyn Walsh will be the on-site coordinator and liaison with the 22 FAYRTITYILIS PUBLIC LIBRARY artist, Leilani Law, and will focus on Pre -K -5t grade events. Youth Librarian Kena Bailey will focus on events for grades 6 to 12. Administrative oversight will be provided by Susan Foley, the Library's director of development. Leilani Law was selected after considering other roster artists based on her inter -disciplinary repertoire and her prior experience at FPL. Ms. Law has a range of talents and is able to provide instruction and experiences in multiple art forms, including writing, drawing, printmaking, clay and dramatic performance. An appealing fit between Ms. Law and the Library is the Let's Make a Mandala! class which will be drawn from age-appropriate literature on various contemporary artists use of the Mandala and thereby promote reading. Ms. Law is an artist with whom the library has worked before and will appeal to our existing audience, as well as attract new- comers to the library. • • Identify both the core and peripheral gro'bps of students participating in the AIE AS/SR program. Include the grade level(s) and describe how each group will participate. The core groups of students targeted for this AS/SR program are pre - kindergarten through 12th grade students, with an emphasis on 3'd through 7th grades. Participants self-select by individual sign-up or enrollment by parent/guardian. On-line, in-person or by phone enrollment will follow established and familiar library procedure by opening three weeks in advance of each workshop or class. Class size will be limited to increase interaction between the artist and the students. Please see above and attached calendar for full details. Peripheral groups targeted include teachers, librarians and home -schooling parents for the continuing education workshop and at -risk youth with special events planned for the Boys and Girls Club. Finally, the community at large will benefit from the students' public performances and their creation of a lasting work of art (an Interactive Community Mandala with interchangeable pieces of art to be used in the children's area). II. Access and diversity (25 points) • Demonstrate an understanding of disabilities that may be encountered during the AIE AS/SR program and describe strategies to ensure that everyone is served. Youth with physical and/or learning challenges are welcomed at Fayetteville Public Library programs. Fayetteville Public Library staff is equipped with the knowledge needed to best serve this clientele. Library staff includes some former classroom teachers and educators. Additionally, Ms. Law is also a seasoned educator with 25 years of experience in the classroom that have prepared her for teaching students with disabilities. Support is also available through a wealth of existing community partners such as the Elizabeth Richardson Center, which provides education for the physically and developmentally delayed. Both our partners and 23 FA, z tsvtus PUBLIC LIBRARY staff help ensure success for all youth. Finally, the Blair Library is 100% ADA - compliant. • Describe how the AIE AS/SR program will work to increase the understanding of and appreciation for diversity within the school/organization and the community. Free access to programs at the Fayetteville Public Library enables underserved populations and especially youth to participate in quality events. Through marketing and outreach to local schools and home school networks, the library strives to reach as broad a group as possible. Specifically, this AS/SR project targets a diverse audience with special workshops for the Boys and Girls Club as well as the Elizabeth Richardson Center that specifically serves individuals with disabilities. Additionally, the themes and topics explored in the writing workshops, drama camps, art camps and workshops will foster an appreciation for and an understanding of diversity. III. Planning and Implementation (25 points) • List the names and affiliations of all people involved in the planning process, and highlight the key steps taken to develop the AIE AS/SR program. ➢ Fayetteville Public Library • Lolly Greenwood, Director, Youth and Outreach Services • Caitlyn Walsh, Assistant Manager, Youth Services • Kena Bailey, Youth Librarian • Susan Foley, Director, Development • Brandi Holt, Manager, Marketing and Communications • Stephen Davis, Manager, Accounting and HR ➢ Leilani Law, Professional Artist ➢ Donald W. Reynolds Boys and Girls Club of Fayetteville • Glenda Deffebaugh, Youth & Family Programs Director ➢ Elizabeth Richardson Center • Tedda Bruder, Service Coordinator After discussing the potential program with staff and assessing potential artists strengths, the overwhelming choice was to invite Leilani Law, a past AIE roster artist to re -apply and be the Artist -in -Residence based on her positive history with the library. Ms. Law has been a key fixture in several programs offered at FPL, from art camps to our on-going pre-school art classes, and most recently her role in Fayetteville's literary festival, True Lit, producing the event La Strada dell'Arte where 6' x 9' pastel literature -inspired art pieces were drawn on the street by six local artists throughout the day. 24 FerarrenLI.a PUBLIC Lewnr • Describe the artist involvement in the planning and development process, including a brief description of pre -planning sessions with the artist and school/organization prior to the start of the AIE AS/SR program. Meetings with Ms. Law were then held to plan the logistics and particulars of the residency, including choosing the arts to include, establishing a class schedule, solidifying the partnership events, securing facility space and preparing a preliminary marketing plan. Boys and Girls Club staff helped plan their special events. Library staff called on their extensive knowledge of past library events and experience with past AS/SR programs, as well as benchmark data and the artist's expertise, to develop the best possible schedule of events for this community. Ms. Law was instrumental in forming and refining the proposed project. The collaboration between the artist, library staff and partners has shaped a program that will benefit a wide range of students, educators and community groups Ms Law's unique talents and broad range of abilities allow for a varied and extensive four-week summer and fall program. She will be selecting artwork in the Crystal Bridges Museum of American Art for inspiration in the drama. She suggested the pre -k bi-monthly illustration workshops that have proven very popular here during the fall of 2014. As a library dedicated to "green operations," staff is very pleased with Ms. Law's idea to hold an event that will recycle objects into art pieces. In short, Ms. Law was instrumental in shaping the program it would not exist or be possible without her. Upon award of the grant, an implementation meeting will be held to solidify the program. Please see the attached calendar for the proposed schedule of events. • Describe how parents and community members will be involved in AS/SR- related activities and how these activities will be promoted within the community. During implementation, volunteers and parents will play a major role. In 2014, volunteers donated 13,907 hours to the library. During the residency, volunteers will provide assistance before, during and after events. Parents and the general public will be invited to attend three performances, and they will have access to the library's youth literary magazine added to the library's permanent collection and access to the Interactive Community Mandela created by students. • Describe strategies planned to educate state and local policy makers about the value of arts in education and public support for the arts. In an effort to educate state and local policy makers about the value of arts in education and public support for the arts, state and local elected officials will be invited to attend the students' public performances and the art exhibit. In addition, library staff will provide a copy of the library's youth literary magazine made possible by Arkansas Arts Council support to the Governor, the state 25 FAYETTEVlLLE PUBLIC LIBRARY senator, the state representative, the Washington County Judge and Fayetteville's mayor. Please see the included 2014 copy of The Wanderer. IV. Follow-up and Evaluation (25 points) • Indicate the specific roles of the AIE program coordinator and other key participants in the administration of the program. Describe strategies to determine if the AIE AS/SR program is progressing as planned. The AIE program coordinator will be Lolly Greenwood, director of Youth and Outreach Services at Fayetteville Public Library. Ms. Greenwood will oversee all events, which will be facilitated by assigned youth librarians based on the targeted grade range. She will keep the program on budget by monitoring staff time, supply costs and artist preparation time and ,contact hours; monitoring the timeline for artist payment; assisting public relations and marketing efforts; managing volunteers; and ensuring participant evaluations are available, distributed and tabulated. The on-site program coordinator, Caitlyn Walsh, assistant manager of Youth Services will liaise with the artist on site, ensure the artist has all supplies and the room setup needed to conduct classes and create and monitor class sign-up. She and Youth Librarian Kena Bailey will assist the artist as needed and distribute and collect participant evaluation forms at each workshop. Workshop and class enrollment will follow the library's current practice, which is familiar to and well -used by library patrons and easy and accessible for new users. Enrollment will open three weeks prior to each workshop/class, continue until the class reaches maximum enrollment and then a wait -list will be established, if needed. If enrollment appears low, additional marketing steps will be taken to promote maximum attendance. For example, email blasts to the library's patron list, posts to the library's Facebook page and announcements at library events never fail to generate interest and attendance at library events. • Describe how the site will ensure the benefits of the AIE AS/SR program will be continued once it ends. Through Ms. Law's unique exploration of multiple forms of art, participants will have a broader understanding of key skill such as persistence, self-expression, perseverance and confidence that they will be able to take with them back to the classroom and college. • Describe how the completed AIE AS/SR program will be evaluated in order to measure its value to students, teachers, parents, and other participants. What evaluation tools or instruments will be used? 26 FAvanav[us PUBLIC LIBRAYY The AS/SR program will be evaluated using guidelines and models developed by the Institute of Museum and Library Services (IMLS). In addition to using basic quantitative measurements of success and value, such as the number of and attendance at events, the library will use outcomes -based evaluation models, in which the benefits of this grant to the target audience will be measured. With older students, this evaluation is done directly. With younger students, this evaluation is done by the parents or caregivers. Before each camp and workshop evaluations will be distributed to participants and/or caregivers to obtain the base knowledge level of each student. After each camp and workshop, evaluations to assess outcomes will be distributed to participants and caregivers to complete. Standard paper forms will be used for speed and ease of use at events, and an identical evaluation will be made available online to participants via SurveyMonkey. The addition of an online survey may increase participant evaluation, especially for busy parents who are unwilling to stay after the event to complete the form. A direct link to the survey will also be emailed to participants. • Describe how evaluation results will be used to make future AIE AS/SR programs more successful. Analysis of the evaluations will allow library staff to determine the value of each event to participants and make well informed decisions about future program planning. • Describe how the AIE AS/SR program will be documented, and how the school/site will use this documentation in the future. The AS/SR program will be documented through filming by the library, photography, and the creation of lasting works of art. The public performances from the drama camps will be filmed and broadcast on FPL's website. Library staff will actively photograph all residency events. These photos will be made into a slide show for the library's three in-house LCD screens, which run continuous loops of footage. The library will also provide a photo CD in the letters of thanks to elected state officials. Finally, the students will produce works of art that will be lasting documentation of the AS/SR program. The Interactive Mandela Table will be available for patron use in the children's library. The video created in Fun with Storyboards will be added to the library's website. An art exhibit will be mounted throughout the library from art created in the drawing and painting classes. Pieces from that exhibit, as well as poems written in the writing camps, will be published in the 13th annual issue of the library's youth literary art magazine, The Wanderer. Please see the included 2014 copy of The Wanderer. 27 FAYETTEVILLE PUBLIC LIBRARY June 15, 2015 Kerry Watkins Bradley Garrison Asset Management 605 W. Dickson, Suite 201 Fayetteville, AR 72701 Subject: Update of authorized signatories for Fayetteville Public Library accounts at Garrison Asset Management Dear Kerry, At a meeting of the Fayetteville Public Library Board of Directors held June 15, 2015 the following resolutions were passed: 1. The authorized signatories of all Fayetteville Public Library accounts maintained with Garrison Asset Management are to be changed as set out below. 2. The following persons have been appointed as signatories to the above mentioned accounts: 1 Printed Name Signature •'im Agee .,uzanne Clark Janine Parry Maylon Rice 3. Any persons not listed in item 2 are to be removed as signatories to the accounts. Brenda Boudreaux President Hershey Garner Vice -President Maylon Rice Treasurer Janine Parry Secretary Kim Agee Suzanne Clark Susan Graham 28 FAYETTEVILLE PUBLIC LIBRARY June 15, 2015 Leah Spears -Blackmon First Security Bank 1219 E. Joyce Blvd. Fayetteville, AR 72703 Subject: Update of authorized signatories for bank account Dear Leah, At a meeting of the Fayetteville Public Library Board of Directors held June 15, 2015 the following resolutions were passed: 1. The authorized signatories of account 000717436 maintained with First Security Bank are to be changed as set out below. 2. The following persons have been appointed as signatories to the above mentioned account: Printed Name Signature <im Agee .uzanne Clark Janine Parry Maylon Rice 3. Any persons not listed in item 2 are to be removed as signatories to the account. Brenda Boudreaux President Hershey Garner Vice -President Maylon Rice Treasurer Janine Parry Secretary Kim Agee Suzanne Clark Susan Graham 29 FAYETTEVILLE PUBLIC LIBRARY June 15, 2015 The Bank of Fayetteville One South Block Avenue Fayetteville, AR 72701 Subject: Update of authorized signatories for bank account To Whom It May Concern, At a meeting of the Fayetteville Public Library Board of Directors held June 15, 2015 the following resolutions were passed: 1. The authorized signatories of account 70025533 maintained with the Bank of Fayetteville ("the Bank") are to be changed as set out below. 2. The following persons have been appointed as signatories to the above mentioned account: 'rinted Name Signature .im Agee Suzanne Clark Janine Parry Maylon Rice 3. Any persons not listed in item 2 are to be removed as signatories to the account. Brenda Boudreaux President Hershey Garner Vice -President Maylon Rice Treasurer Janine Parry Secretary Kim Agee uzanne Clark Susan Graham 30