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HomeMy WebLinkAbout2015-02-16 - Agendas - FinalFAYETTEVIJ.r.F PUBLIC LIBRARY Kim Agee, President Maylon Rice, Treasurer Susan Graham We inspire imagination and foster learning. Board of Trustees February 16, 2015 4 pm AGENDA Regular Meeting Ann Henry Board Room Brenda Boudreaux, Vice -President Hershey Garner, Secretary Janine Parry Call to order Minutes A. Approval of minutes 1. December 2014 regular meeting — page 2 B. Signed minutes 1. November 17, 2014 regular meeting — page 3-4 111. Reports A. B. Suzanne Clark Management reports 1. Key upcoming events — page 5 2. December 2014—January 2015 Strategic Plan progress — page 6-8 3. Library services 2014 year in review — page 9-19 Financial reports 1. Balance Sheet as of December 31, 2014 (preliminary) — to be distributed if available 2. Balance Sheet as of January 31, 2015 - to be distributed if available 3. Budget to Actual as of December 31, 2014 (preliminary) — to be distributed if available 4. Budget to Actual as of January 31, 2015 - to be distributed if available IV. Old business: A. 'Long -Range Revenue Committee update B.' City Hospital update C. Blackbaud software conversion update V. New business A. Increase in minimum wage for entry level pages (action item) B. Budget rollover request (action item) C. Plan to solicit public input for Long -Range Revenue Committee D. FHS pilot drop off/pick up shuttle service pilot program E. Premium events 1. Bob Woodward: April 10 2. Miller Williams memorial: April 26 3. Peter Coyote: May 1 4. Jim Blair birthday: October 17 F. Technology Enhancements 1. IT Core Replacement 2. Mobile Wi Fi distribution 3. Credit card cash machines associated with self -checks VI. Public Comment VII. Adjournment Attachments: FPL press Fayetteville Public Library Board of Trustees Budget Development Session December 19, 2014 4 pm Minutes Prepared by S. Daniel, Office Manager Library Trustees present: K. Agee, S. Clark, M. Rice, and H. Garner Library Trustees absent: S. Graham, B. Boudreaux, J. Parry Staff present: D. Johnson, S. Foley, S. Daniel, S. Davis, B. Holt, C. Walsh, C. Moody, G. Jelinek, W. Fitzgibbon, and M. Burdette Press: Dan Holtmeyer Others: Vince Chadick Call to Order: President K. Agee called the meeting to order at 4:00 pm. Minutes: M. Rice moved to approve the minutes of meetings on October 20, 2014 and November 17, 2014 with a correction to the November minutes as follows: M. Rice moved to adjourn. S. Clark seconded. B. Boudreaux, M. Rice, S. Clark and K. Agee voted AYE. J. Parry, H. Garner and S. Graham voted NAY. Motion carried. Meeting adjourned at 5:15 p.m. III. Reports A. Management Reports i. Key upcoming events: D. Johnson noted yoga classes are streamed to the website. ii. Oct -Nov Strategic Plan Update: D. Johnson reported a successful True Lit program. FPL offered the first ever robotics classes. LeVar Burton and Karl Marlantes drew large crowds. IT has begun live -streaming 3 weekly children's story times. Food for Fees collected a record amount of food for Cooperative Emergency Outreach. Youth Services concluded the Books & Bites program, a partnership with Feed Fayetteville and Stephens, Inc. iii. Performance Measures: Circulation is holding steady. Digital and Freegal use have increased 23%. Staff has aggressively weeded the collection so it is slightly reduced. Cardholders are up 13% due to internet only cards. Meeting room use is down because the library's many events preclude others' use of the rooms. B. Financial Reports i. Balance sheet as of October 31, 2014. Current year to date net loss (use of reserves) is approximately ($483,000). ii. Budget to Actual as of October 31, 2014. A $200,000 difference in planned use of reserves is anticipated when compared to the planned use of reserves ($651,525); the board will be asked to re -appropriate any surplus in 2015. There is $66,000 remaining to spend on library materials in 2014. If not spent, it will be reprogrammed to 2015. IV. Old business A. Draft 2015 Budget: Changes: (1) added $6500 back to Outreach, (2) reduced Marketing to $9700. Unmet needs total $502,860, a number that will increase as fixed costs continue to increase. Some can be covered in 2015 by the projected 2014 surplus, but 2016 is uncertain. The designated funds are being drawn down and are not being replaced. M. Rice moved to approve the budget as presented by staff. H. Garner seconded. All voted AYE. Motion carried. B. Meeting Room Management: Staff researched how other libraries manage their meeting rooms and are recommending a 6 hour limit consistent with peer libraries. This will allow wider use by patrons. Advertising will begin in January with implementation in February 2015. V. New Business A. Resuming Foundation Transfer: Foundation Finance Committee recommended a continued stay on the transfer, but would entertain a formal proposal from the library for critical needs. B. Long range revenue committee: 2015 will be the last year the budget can cover all the library's critical needs. K. Agee appointed a committee to explore long-range funding. Appointed were M. Rice, J. Parry, J. Butt, G. Faucette, and a 5'" person yet to be identified. The committee will report in April. VI. Public Comment VII. V. Chadick: Briefs are due 45 days before the March 4, 2015 trial date. VIII. Adjournment: M. Rice moved to adjourn. S. Clark seconded. Meeting adjourned at 4:34 p.m. Hershey Garner, Secretary 2 Date Library Trustees present: K. Library Trustees absent: Staff present: D. Johnson, S Fitzgibbon, J. S. Walker, M. Press: Rose Ann Pearce Fayetteville Public Library Board of Trustees Budget Development Session November 17, 2014 3:30 pm Minutes Prepared by S. Daniel, Office Manager Agee, S. Clark, S. Graham, M. Rice, H. Garner, B. Boudreaux, and J. Parry . Foley, S. Daniel, S. Davis, B. Holt, C. Walsh, L. Mandell, G. Jelinek, S. Houk, W. Burdette, J. Atha and S. Palmer Call to Order: President K. Agee called the meeting to order at 3:34 pm. Draft 2015 Budget: Last year's budget was balanced, but with the use of reserves. Again this year, the library millage (1 mil), city transfer will be inadequate to fund library expenses, and $427,000 from a combination of designated funds and long term reserves will be required. The biggest concern is 2016 forward when reserves and dedicated funds will have been depleted. An additional revenue stream is necessary. The library's revenue sources total $4,065,510. While the millage and city transfer provide most of the library's revenue, there are additional sources. State aid, distributed by the State Library, is formula driven based on population and library usage; FPL receives the maximum possible. Money transferred from the Foundation is for youth, volunteer, elderly, and humanities programming. Planned expenditures do not include raises. The number of FTEs has remained steady as duties and programming have expanded resulting in large banks of unused PTO that the library has had to purchase back at a cost of $26,000. Excess PTO buy back expires December 31, 2014 when the policy will become "use it or lose it." Over $500,000 was cut to achieve a balanced budget: almost $100,000 from maintenance and $77,500 from library materials, including eBooks, which are crucial to meeting the Master Plan. The more library materials remain under -funded, the more behind the collection will become. The increase in the minimum wage will affect FPL in 2016 and 2017 as page staff wages are increased. It may also affect the cost of contract services. Cuts were made to the eBooks consortium budget and Volunteer and Outreach programming. Discussion ensued that cutting Citiscapes advertising may be preferable to cutting Volunteer and Outreach Programming, Custodial contract labor was cut $22,065. While all current positions are funded for next year, requests for additional hours in Youth Services, Adult Services, and Development cannot be met. The need for capital investment will increase as the building ages. Going forward, replacement of the front doors would cost $35,000, a failed elevator $135,000, and a replacement conveyor $300,000. It is becoming increasingly difficult to sustain the library's growth with a flat revenue stream. If the city hospital purchase remains stalled indefinitely, the Foundation could be asked to reinstitute the transfer that was suspended for 7 years to restore Foundation coffers. Judge Cristi Beaumont will hear the City Hospital case March 5, 2015 with mediation beforehand. Phase 11 of the Master Plan will not start until the land purchase is complete. A delay may increase the price for Phase 11. Architect J. Scherer is committed to finishing FPL's expansion. Long Term Reserves are providing $158,000 which is the amount we were getting from the Foundation. About $2.3 million remains in reserve — enough to cover 7 months of expenses. It is anticipated that about $224,000 from the 2014 budget can be rolled forward to 2015. See memo for suggested uses. December's board meeting will be rescheduled to ensure all/most trustees can be present. D. Johnson will schedule an alternative date. The board may hold a retreat in early 2015 devoted to the expansion and the need for an additional revenue stream for existing operations. H. Garner moved to discuss how the Chamber of Commerce's recent actions with respect to City Ordinance 119 might affect public perception of the library. S. Graham seconded. H. Garner, S. Graham, J. Parry and K. Agee voted AYE. B. Boudreaux, M. Rice, and S. Clark voted NAY. Motion carried. Discussion 3 ensued about whether FPL's membership in the Chamber of Commerce creates a public perception that FPL agrees with the Chamber's vote urging repeal of Ordinance 119 in the December 9 election. M. Rice moved to adjourn. S. Clark seconded. B. Boudreaux, M. Rice and S. Clark and K. Agee voted AYE. 1. Parry and H. Garner, and S. Graham voted NAY. Motion carried. Meeting adjourned at 5:15 p.m. ershey Garner, Secretary Date 4 0 FAYETTEVILLE PUBLIC LIBRARY .:ey Upcoming Events March 2015 FPL Author Talk — David Bezmozgis Wednesday, March 4 at 6:30pm The Fayetteville Public Library in partnership with the University of Arkansas Program in Creative Writing and Translation will welcome author David Bezmozgis. Begmozgis's talk and book signing are free and open to the public. Bezmozgis's visit in Fayetteville is part of the University of Arkansas' 2015 Walton Reading Series. A reception for the author will take place at 5:30pm in the Walker Community Room. Genealogy Workshops with Certified Genealogist 1 Mark Long Saturday, March 7 Finding Your Civil War Ancestors at loam - This workshop will present a step-by-step guide for your research on Union and Confederate ancestors introducing resources such as compiled military service records and pension records. Using that Brick Wall as a Foundation at 12pm - This workshop will focus on resources and techniques to further progress work on those ancestors that stump your research, present ways to overcome those difficult branches on the family tree and keep your research from going down the wrong path. NEW - TRY- FPL — Hobby Series at FPL larch — Keeping Chickens Wednesday, March 11 from 6pm to 7:30pm Veteran educator, Jim Frisby, will talk about housing, equipment, nutrition, and breeds of chickens. Participants will also have a chance to win a 4 -chicken coop. TRY -FPL Upcoming Topics: April — Beekeeping, May — Gardening, and June — Soap Making. Technology Classes for Teens and Adults 3D Printing Workshop Tuesday, March 10 — Thursday, March 12 from 5pm to 6:30pm The workshop will provide an introduction to the Autodesk Inventor software and Makerware, as well as the opportunity to print custom designed models using the library's Makerbot 3D printer. Teen Robotics — 4- Day Workshop Monday, March 16 — Thursday, March 19, at 4:30 pm Family Storytimes on Saturdays March 7 — Shaky Bugs Concert March 14 —McCafferty Irish Dancers at 10 am March 21 —Jugglology March 28 — Pony Rides & Snow Cones Spring Break Movies at 2pm Daily March 23 — March 27 in the Walker Community Room 5 FAYETTEVILLE PUBLIC LIBRARY Strategic Plan Progress Report December 2014—January 2015 Purpose: We inspire imagination and foster learning. I. 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 Completed Saving Money Makes Cents series (FINRA/ALA grant funded) at Washington County Head Starts and FPL, and hosted a wrap-up celebration at FPL featuring children's lessons through song. Hosted Downton Abbey Sneak Preview of upcoming season with costume contest. ii. Inaugurated Try FPL, a monthly hobby series, with Cajun Dancing class. iv. Hosted live Ozarks at Large/KUAF Christmas Shaw and Ozark Bronze Bell Ringers Holiday Concert. v. Hosted Still on the Hill's "Once a River: The Story of Beaver Lake" music and storytelling performance. vi. Hosted T2 Artist Forum: Look Away in partnership with TheatreSquared and KUAF. vii. Provided three e-reader/e-book classes. viii. Continued Monday yoga classes and wrapped up morning yoga series which was streamed live. ix. Began weekly Rosen Movement classes. x. Continued three monthly library book clubs and two weekly Chinese Language and Culture classes. xi. Youth holiday events included Hanukkah, Kinder's Christmas concert, a gingerbread decorating workshop, How the Grinch Stole Christmas, and Sweets with Santa. xii. Held the final Books and Bites holiday program with Yvonne Richardson Center and Feed Fayetteville. xiii. Held Tot Art classes, Kid's Yoga, Arts Live theatre performance, Dramatic Book Club, Elementary Story Time, and seven regular weekly story times for birth through age 5. xiv. Held Movie Mania during the Christmas holidays by showing a newly released movie daily. xv. Hosted the Roll Out party for the 2014 Wanderer, FPL's literary magazine. xvi. Teen events included Homework Helpers, Teen Retro gaming, Teen Minecraft, Teen Advisory Board and all student study spaces during finals. b. Services Providing federal and state tax forms and free tax assistance information. Researched 44 genealogy inquires, proctored 7 tests, researched 3 nonprofit grants Researched benchmark library fee structures, fines and fees best practices, electronic branch alternatives (i.e. locker boxes and library vending machines) and compiled departmental 10 year services histories for the Long Term Revenue Committee. c. Quality d. Relevance 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 Completed end of year 2014 spending; commenced 2015 collection development ii. Checked the youth collection against various "Best" lists.. Checked the youth film collection against the Best Book -Based children's videos. iv. Checked the youth collections against Publishers Weekly Children's and Teens starred reviews. v. Checked collection against U Black History Month, Best Core Nonfiction, and After Downton Abbey. vi. Selectors reviewed 224 online title suggestions. b. Inspire learning/imagination Deployed new OSMO interactive children's learning device for patron checkout in the Children's dept. 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 gestination culture. a. Browsability Continued to offer theme based picture book bundles for busy parents and caregivers. b. Outreach partnerships. Presented library services at the Adult Community Education Partnership Fair at the Jefferson Center. ii. Developed Saving Money Makes Cents songbook highlighting songs that teach money skills at a preschool level. Songbooks given to Head Start Centers to be used in classes beyond grant cycle. Received the Pawsitively Purrfect Partners award from Ranger's Pantry. iv. Continued Reading Roadshow at all Fayetteville schools, Head Start'a and Richardson Center. v. Continued Letter of the Week, a prekindergarten readiness tutoring at two Head Start Centers. vi. Sustained the Books for Borrowing libraries at three Head Start centers. vii. Continued Sit, Stay, Read! in elementary schools and Cat Tales at the Fayetteville Animal Shelter. viii. Ongoing partners include Fayetteville Schools, Education Foundation, Montessori, Walton Arts Center, UA, Arts Live Theatre, Trike Theatre. ix. Hosted an informational table and database presentation at New School's Family Literacy Night. x. M. Burdette presented at Head Start's Community Helper Day. xi. A. Low presented a Christmas Story Time at Batesville Old Independence Regional Museum. c. Virtual Added 3M efook services to digital collection. Implementation in process, launch date in March. ii. Continued maintaining 29 reading recommendation e -newsletters. i. Delivered over 10,000 icards to Fayetteville public and private schools. d. Physical Researched and developed procedures to checkout study rooms to patrons. Developed new procedures for resurfacing DVD collection to ensure better quality. Discussed partnership with OnTime Logistics to continue to provide prompt remote drop pick-ups. IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers. a. Staff i. N. Hartney's book Washed in the Water: Tales from the South selected as the Best Book of the Year in Fiction and the President's Award by the Ozark Writers League. ii. N. Hartney's article "Seeing the Sights, Playing the Ponies." Published in Do South: In the Fort Magazine, January 2015. Attended four 3M training webinars. iv. W. Fitzgibbon provided training to new Smart investing@your library grantees. v. Management staff attended webinar "Being an Effective Manager: Villain or Hero." vi. A. Low served as the Pronouncer at the Washington Co. Spelling Bee and L. Greenwood, a judge. vii. G. Allen hired 2 new pages, Jessica Harris and Katie Lewis; also re -hired Valerie McMullen. b. Boards Hosted Friends Annual meeting. c. Volunteers Hosted Volunteer Holiday party- 71 attendees. ii. Secured volunteer partnership with Kappa Kappa Gamma sorority. ii. Secured volunteer partnership with 10 UA Panhellenic sororities. iv. UA College of Education students Katie Reece and Kate James began spring semester internships. V. Facility: Our consumer -friendly, sustainable facility will be safe, accessible, clean and support the requirements for quality programs, services and collections. a. Maintenance b. Technology Deployed new virtual desktop based catalog computers to entire library. c. Safety/Security 7 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 Awarded "Busiest Kiosk in North America" by the Bibliotheca Company. FPL's kiosk Artois, had 331,652 total checkouts, 57.5% of all self -checks at FPL, and 29% of all items checked -out in 2014. ii. Created 3 FPL I -Card videos for students, parents and teachers explaining online library services. Created NWAT print ads for Saving Money Makes Cents final classes in January 2015. b. Public awareness campaign Per board request, renegotiated Citiscapes contract to reduce ad size resulting in $6,700 savings. c. Operationalize brand Created FPL Holiday greeting cards featuring "Santa", FPL Friends board member, Jake Lamkins, which were distributed by the library and the FPL Foundation. d. Public relations Meet with Ozark Literacy Council director, Margot Jackson to discuss partnership programming opportunities. e. Website Attended 3M Cloud eBook training and marketing webinars for online implementation. VII. Funding: As good stewards of the public trust, we will pursue diverse, sustainable funding. a. Co-sponsored AETN's Downton Abbey Preview party and secured sponsorships for the event. b. Met with new CALS's new Development Director and embarked on mentoring and training relationship. c. Garnered donor underwriting of $7,200 10 MiFi devices and 5 lap tops for 2015 patron use. d. Met with several donors to give holiday gifts and update their pledges of support. e. Met with donors and got $25,000 to support 2015 FPL's Summer Reading Program. f. Met with donor to coordinate their offer to have Peter Coyote partner with FPL and UA. g. Coordinated Life Styles' Project Launch coming for tour and review rules for the library with Circulation Dept. h. Met with Nancy Blair about logistics for Jim Blair' s 80th birthday party on Oct 17 at FPL. 8 e Population (U.S. Census Bureau City of Fayettevi N • N 4.0 O O O O 00�yO(1 O O O O O 00 0O0 N O^ 6C1 (00 ▪ 141 • a O N 0 O N O N 0 0 O 4J f6 U 1 V o000 O O O O o DD do' N O a -i ri. e-1 ei 10 0 0 0 O o 0 op uo • N p 0 0 0 0 m m o 0 0 0 0 Ot-4 0 0 0 0 0 0 o in 0 0 0 0 0 0 0 0 0 O O O O 0 O O O CO O^ m toll �' 2_ dz' m N O N 0 0 0 0 0 0 0 0 o co tn o o 0 0 o 0 0 0 o o 0 0 o 13 N o in in In in 0 0 0 o Reference Transactions ri 40 0 O m 0-i 0 N N 0 O ri ri 0 O N O 0-1 0 N m O m N N N 00 N 40 01 o 0 0 14 0 CS N 0 CO 40 r-1 ri o 0 o O o 0 er N 0 0 0 0 N LI) 0 0 E co 0 L 0 0 0 0 0 0 0 0 0 0 0 0 0 coo t0 V 0N 15 0 CO ttoo dam' N N N .-I ei a-1 .-i Program Attendance O O o O En O O O 6' N .-4 0 Computer Sessions 8 O 0 o V N co W J 0 LL a O 0 00 0 0 0 000 0 0 0 O o O O O O O O O O O O O O O O O O 00 co ct N 1dIdn 00 1.0 d' N a -i rl rl r i O N M e -I 0 N N 0 1 0 Database Use OOOOOOO 0 0 0 O O O O O O O O O O O . . 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