HomeMy WebLinkAbout2011-12-19 - Agendas - FinalPAYETTEVILLE PUBLIC LIBRARY
Suzanne Clark, President
Elizabeth Jordan, Vice President
Maylon Rice, Treasurer
We inspire imagination and foster learning.
Board of Trustees
December 19, 2011
AGENDA
Regular Meeting Ann Henry Board Room
Kim Agee, Secretary
Lorraine Brewer
I. Call to order
II. Minutes
A. Approval of minutes
1. October 17, 2011 regular meeting — page 2
B. Signed minutes
1. August 8, 2011 regular meeting — page 3
2. August 16, 2011 special meeting — page 4
3. August 17, 2011 special meeting — page 5
4. August 25, 2011 special meeting — page 6
Dan Ferritor
Mike Malone
III. Reports
A. Management reports
1. 2011 Accomplishments submitted to Mayor Jordan — pages 7-8
2. Key upcoming events — page 9
3. October -November strategic plan progress — pages 10-11
4. Update on 2011 Objectives — Page 12
5. October 2011 performance measures — page 13
B. Financial reports
1. October 2011 budget comparison — page 14
2. October 2011 balance sheet — to be handed out at meeting
3. October 2011 profit and loss — page 15-16
4. November 2011 budget comparison — page 17
5. November 2011 balance sheet — page to be handed out at meeting
6. November 2011 profit and loss — 18-19
IV. Old Business
A. Executive Director search committee update
B. Statistics on patron usage Wednesday, November 23, 2011 from 12 noon — 5pm
V. New business
A. Memo: Library Materials Budget Roll Forward — page 20-21
B. Memo: 2012 Board Meeting Schedule — page 22
C. Memo: Policy JF Fees 2012 Proposed Changes — 23-25
D. Memo: Fund Transfer Request — page 26
E. Memo: Library 2012 Operating Budget — page 27-30
VI. Executive Session
VII. Adjournment
Attachments - Assorted correspondence and FPL press
Fayetteville Public Library
Board of Trustees Regular Meeting
October 17, 2011
Minutes
Prepared by S. Daniel, Office Manager
Board Members present: K. Agee, S. Clark, D. Ferritor, M. Malone, and M. Rice. Board Members absent: E. Jordan, L. Brewer. Staff
present: L. Greenwood, L. Speer, S. Foley, 5. Palmer, D. Wax and S. Daniel. Others present: T. Hernandez of the NWA Times, D.
Marr of the Mayor's office, and L. Escalante of BKD.
I. The Board of Trustees meeting was called to order at 4:02 pm. by S. Clark.
II. Minutes
A. Approval of minutes: M. Rice moved to approve minutes from meetings on 080811, 081611, 081711 and 082511; M.
Malone seconded. All voted aye.
III. Reports
A. Management reports
1. Key upcoming events: L. Greenwood commentedo`n the wide range of programming. S. Foley noted the
Life Styles art show on Friday, October 21 marks'the first time FPL has invited another, nonprofit to raise
funds in the library. M. Rice and M. Malone purchased the Gathering of the Groups book selection, No
Impact Man, for the mayor and city council.
2. August -September strategic plan progress: L. Greenwood noted the numerous outreach partnerships in
which FPL is involved. L. Mandell will be chair of PUGnextyear. S. Foley noted the NEH goal for this year
has been exceeded.
3. September 2011 performance measures: L. Greenwood noted the large increase in circulation and that
the patron counter was broken for a month. Volunteer numbers are down slightly.
4. Chart of the month: No discussion
5. 2011 Summer Reading Comparison:2011 numberswere up 20% over 2010.
B. Financial Reports
1. M. Rice noted that $100,000 was allocated to replace theconveyor, but it was not needed. M. Rice
moved to allocate $100,000 back to the general fund; De Ferritor seconded. All voted aye.
IV. Old Business
A. Executive Director Post -Employment Agreement: S. Thorup has signed the agreement.
8. Executive Director Search. Committee update: The committee met with a variety of stakeholders, has placed several ads,
and developed an extraordinary website presence. Currently,•there are 5 candidates. Review of applications will begin
November 14. Interviews areplanne i for early December followed by a board decision at its December meeting.
C. Multicultural library materials: L. Speer noted that children's book
are available in Chinese, Spanish, French, Russian and
Italian. Online data bases enable thecuser to learn any of 37 languages.
V.New Business
A. Screening Policy Revision:) Some organizations with which FPL partners are now requiring back ground screening and TB
tests., Staff recommends amending FPL policy to require TB testing and to authorize designated administrators from
outreach partners to see screening results. M. Rice moved to approve the policy as recommended; K. Agee seconded.
All voted -aye.
B. Teen Internet Card: Teens who$e parents won't sign for them to have a library card can't use electronic resources at FPL
for homework and school projects. Staff recommends an Internet only card; no materials could be borrowed. M. Rice
moved to approve the proposed card if it is made available to "all students in our service area;" D. Ferritor seconded.
All voted aye.
C. 2012 Closed Days: M. Rice moved to approve the proposed schedule; M. Malone seconded. All voted aye. At a future
meeting, the boardwill consider closing the library earlier on the Wednesday before Thanksgiving.
D. Accept and Appropriate Grant and Gift Funds: M. Rice moved to accept and appropriate funds as recommended in the
staff memo; M. Malone seconded. All voted aye.
E. Other: Partnership plans with Crystal Bridges may include listing their items in our catalog and appropriate items from
our collection in their catalog so that all patrons would know the materials exist. FPL's new website may go live in
December. Board commended L. Mandell on his new position as chair of PUG and the FPL staff for its hard work during
the transition.
VI. Adjournment: M. Malone moved to adjourn; M. Rice seconded. All voted aye. Meeting adjourned at 4:54 pm.
2
Fayetteville Public Library
Board of Trustees Regular Meeting
August 8, 2011
Minutes
Prepared by S. Daniel, Office Manager
Board Members present: K. Agee, L. Brewer, S. Clark, 0. Ferritor, E. Jordan, M. Malone, and M. Rice. Staff present: L. Speer,
C. Rew, and S. Daniel.
The Board of Trustees meeting was called to order at 4:03 p.m. by S. Clark. Addition to the agenda: Executive Session
following the regular meeting to discuss personnel issues.
11. Minutes
A. Approval of Minutes:
1. D. Ferritor moved to approve minutes from the June 20, 2011 meeting. M. Rice seconded. All
voted aye.
B. Signed minutes
1. April 18, 2011 regular meeting
111. Reports.
A. Management Reports
1. Key upcoming events: L. Speer distributed a new brochure describing FPL+ online. These digital
resources are being demonstrated to the public weekly during August. FPL is continuing
partnerships with TheatreSquared and KUAF in an artist forum August 23 and with the Walton
Arts Center in a series of 10 concerts for $10 each. That Fayetteville Sound, an initiative to
collect music by local musicians, will kick off with a concert on August 28. Ozark Writers Live is
hosting author Jo McDougall on September 10 and Gathering of the Groups is hosting author
Colin Beavan on October 28.
2. June—July strategic plan progress: The summer reading program had excellent attendance of
over 3000. We have subscribed to Counting Opinions, a survey tool to compare FPL with other
libraries across the country. Outreach efforts and collaboration have been successful: 2500
books for 2500 kids exceeded its goal. We have rebranded the digital library to FPL+ online.
The teen library and CCTV system are substantially complete and the conveyor upgrade will
begin on August 22. The NEH deadline is close; one pending grant may allow us to make the
goal. In response to a board member's inquiry about FPL's efforts to serve other languages and
cultures, staff will prepare a statement for the next meeting.
3. July 2010 performance measures: not discussed
4. Chart of the Month: not discussed
B. Financial reports: not discussed
IV. New business.
A. Election of Foundation Board Members: M. Rice moved to approve the recommendations. L. Brewer seconded.
All voted aye.
B. Staff presentation on BrainFuse's FlelpNow and JobNow: L. Speer noted the features of both digital resources.
HelpNow, a tutoring resource, provides live help daily from 2-11pm. All tutors have bachelor's degrees and 60%
have master's degrees. Emails are answered within 24 hours. Other components include preparation for the
ACT and SAT, the GED, and the US Citizenship Test. JobNow provides help writing a resume and preparing for an
interview. There are job listings from across the country and from Arkansas.
V. Executive Session: M. Rice moved to go into executive session; L. Brewer seconded. A11 voted aye. Executive session
began at 4:43 pm. Executive session ended at 6:08 pm. The board adjourned at 6:08 pm.
3
Fayetteville Public Library
Board of Trustees Special Meeting
August 16, 2011
Minutes
Prepared by S. Daniel, Office Manager
Board Members present: K. Agee, L. Brewer, S. Clark, D, Ferritor, E. Jordan, M. Malone, and M. Rice. Staff present: L. Speer,
C. Rew, and S. Daniel. Others present: Joel Walsh of the NWA Times
I. The Board of Trustees meeting was called to order at 5:02 pm. by S. Clark.
II. Executive Session: D. Ferritor moved to go into executive session for the purpose of discussing two personnel
matters; L. Brewer seconded, All voted aye. Executive Session began at S:02 pm. Executive session ended at 6:09
pm and Board returned to regular session.
111. S. Clark announced no action was taken.
IV. M. Rice moved to adjourn; D. Ferritor seconded. All voted aye. The board adjourned at 6:13 pm.
(H,A474
4
Fayetteville Public Library
Board of Trustees Special Meeting
August 17, 2011
Minutes
Prepared by S. Daniel, Office Manager
Board Members present: K. Agee, L. Brewer, S. Clark, D. Ferritor, E. Jordan, M. Malone, and M. Rice. Staff present: S.
Thorup, L. Speer, and 5. Daniel. Others present: Joel Walsh of the NWA Times
I. The Board of Trustees meeting was called to order at 5:04 pm. by S. Clark.
II. Executive Session: K. Agee moved to go into executive session for the purpose of discussing a personnel matter; D.
Ferritor seconded. All voted aye. Executive Session began at 5:04 pm. Executive session ended at 7:59 pm and
Board returned to regular session.
III. K. Agee moved to place the Executive Director on administrative leave for 2 weeks while the board retains an outside
party to assist the board in its ongoing evaluation of the Executive Director. Maylon Rice seconded. All voted aye.
IV. Maylon Rice moved to adjourn; D. Ferritor seconded. All voted aye. The board adjourned at 8:01 pm.
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5
Fayetteville Public Library
Board of Trustees Special Meeting
August 25, 2011
Minutes
Prepared by S. Daniel, Office Manager
Board Members present: K. Agee, L. Brewer, S. Clark, D. Ferritor, E. Jordan, M. Malone, and M. Rice. Staff present: S.
Thorup, L. Speer, C. Rew, and S. Daniel. Others present: Joel Walsh of the NWA Times and Jim Lingle, attorney at law.
1. The Board of Trustees meeting was called to order at 7:01 pm. by 5. Clark.
11. D. Ferritor moved to go into executive session for the purpose of discussing an employment matter involving an
employee; M. Rice seconded. All voted aye. Executive Session began at 7:02 pm. Executive session ended at 9:35
pm and Board returned to regular session. Present when regular session resumed: Vince Chadick, attorney at law,
and staff members L. Greenwood and 5. Palmer
111. 5. Clark announced that S. Thorup had submitted her resignation to the board and thanked her for her service to and
passion for Fayetteville Public Library and its people. M. Rice moved to accept S. Thorup's resignation. D. Ferritor
seconded. All voted aye.
IV. K. Agee moved to offer S. Thorup a separation agreement of 6 months' salary and benefits upon signing a standard
separation agreement. M. Malone seconded. All voted aye. V. Chadick will prepare the separation agreement.
V. S. Clark announced the board would begin a search for a new executive director and appointed D. Ferritor, Kim Agee,
and Elizabeth Jordan to the committee — D. Ferritor to serve as chair. Included in the committee will be
representatives from library staff, the Fayetteville Public Library Foundation Board, and the Friends of the
Fayetteville Public Library Board.
VI. S. Clark announced the need to name an interim executive director. M. Rice moved to return to executive session; D.
Ferritor seconded. All voted aye. Executive session resumed at 9:40 pm. Executive session ended at 9:51 pm and
Board returned to regular session.
VII. E. Jordan moved to offer the position of interim executive director to L. Greenwood. L. Brewer seconded. All voted
aye. L. Greenwood accepted the offer.
VIII. D. Ferritor moved to adjourn. M. Rice seconded. All voted aye. The meeting adjourned at 9:53 pm.
6
FAYETTEVILLE PUBLIC LIBRARY
2011 Accomplishments
General Information (through November 28, 2011):
Total registered patrons - 64,497
Total items in library collection - 265,694
New items purchased in 2011 — 25,878
Total Circulation of items - 1,103,987
Total Reference Questions asked by patrons - 78,500
Total 2011 computer sessions - 130,154
Total 2011 FPL website visits - 477,137
Total 2011 Electronic Databases accessed — 432,764
Expansion of Services:
• Project Fayetteville-
> Over 1000 items added to the Digital Archive
> Documentary "Up Among The Hills", premieres in Fall, 2012.
➢ Fayetteville Stories, A Short Film Contest began
• Otwell Teen Library Expansion completed & opened, June 2011
> Mac Lab — donated by Cox Communication — 14 MACs & 12 laptops
> Gaming Center — supported by Walmart, Sam's Club, Jimmy Blew &
Best Buy
» Project/Study Room
> Collaborative work, study, and conversation areas
Outreach activities:
• Lending Hands (books for homebound) — 15 volunteers provided library
services (1,380 items) to 25 homebound individuals and 1 retirement
community.
• Reading Road Show - Volunteer driven story time at 4 Head Start Centers,
Richardson Center & 2 Fayetteville Public School Pre -Kindergartens.
• Sit Stay Read — Reading program utilizing FPL volunteers & therapy dogs in
9 Fayetteville elementary schools
• Letter of the Week (pre -K tutoring program) — 3 Head Start Centers
• Books for Borrowing (Lending library) — 4 Head Start Centers
Programming:
• 45,618 people attended Library programs in the first 10 months of 2011.
• 2011 Summer Reading Club participation was the largest ever with 3,046
participants. 15,033 people attended the Summer Reading Programs.
Volunteers:
185 volunteers worked 11,452 hours.
401 W. MOUNTAIN ST.
FAYETTEVILLE, AR 72701
479.856.7000 17www.FAYLIE.ORG
Author visits:
• Adult Authors: Alexander McCall Smith, Geraldine Brooks, Colin Beavan, Jo
McDougall, Crescent Dragonwagon, Gloyd McCoy, Charles Robinson
• Children's Authors: Jim Arnosky, Darcy Pattison, Tammy Bronson
• Teen Author: Dusty Higgins
Grants awarded:
• Proctor & Gamble- $5000 — Reading Road Show funding
• Lego Children's Fund - $5000 — funding for The Wanderer, the FPL youth
literary magazine design & production
• Community Development Block Grant - $2380 - Letter of the Week, Head Start
• American Library Association, National Endowment for the Humanities - $3,000
Let's Talk About It: Making Sense of the U.S Civil War Discussion Series
• Target - $2500 — FPL Family Reading Club
• Arkansas Civil War Sesquicentennial Commission - $2000
Local authors and events focusing on the US Civil War in Arkansas
• Arkansas Arts Council - $2,000 - Youth Summer Reading Program
• Care Foundation - $1000 — Art books to support Crystal Bridges opening
Community Awards:
• 2011 GreeNWAy Certified Business
• 2011 Altrusa of Fayetteville Environmental Award, FPL Solar Test Bed Project
• 2011 Best of the Best Library in Northwest Arkansas - Democrat Gazette
• 2011 Best of the Best Library in Northwest Arkansas - Citiscapes
• 2011 Life Styles Employer of the Year
Partnerships:
KUAF, Walmart, Sam's Club, Walton Arts Center, Fayetteville Chamber of
Commerce, FeedFayetteville, Fayetteville Public Education Foundation, Boys and
Girls Club, TheatreSquared, Arts Live, Fayetteville Public Schools, Trike Theatre,
Proctor & Gamble, Fayetteville Parks & Rec, Denny's, OMNI Center, Audubon
Society, Osher Lifelong Learning Institute, Fayetteville Roots Festival, Ozark
Society, Sound Warehouse, Creative Economy Group, Botanical Gardens of the
Ozarks and the University of Arkansas.
Special Recognition:
Lynn Yandell, Director of IT, 2012 President of the Polaris Users Group, a group
of 1,000 libraries nationwide, who utilize the Polaris library software.
Photos attached:
Project Fayetteville Digital Archive photos
a. Full Moon Shop — 200 block of West Ave between Spring and
Dickson Streets
b. Herbert Lewis Jr — 1930s
c. Bettye Lewis
Otwell Teen Library Grand Opening photos
Geraldine Brooks / Alexander McCall Smith event photos
401 W. MOUNTAIN ST.
FAYETTEVILLE AR 72701
479.856.7000 I8WWW.FAYUE.ORG
FAYETTEVILLE PUBLIC LIBRARY
Key Upcoming Events: January - February 2012
Countdown Conversations: partnership with Walton Arts Center
Sunday, Jan 8, 2pm - Poncho Sanchez
Sunday, Jan 22, 2pm - Mark Morris Dance Company and Time for Three
Saturday, Feb 18, 10am - Tao: Art of the Drum - family event
Get Your Geek On Computer Classes
Tuesday, Jan 10, 9:30am - Word Up
Wednesday, Jan 11, 9:30am - Internet Secrets Exposed, featuring the Great Googley Moogley
Tuesday, Jan 17, 9:30am - You've Got Mail
Wednesday, Jan 18, 9:30am — Mousercize
Go Get Organized with Simple Spaces
Friday, Jan 13, 1pm
Let's Talk About It: Making Sense of the American Civil War
Sunday, Jan 15, 2pm - Let's Talk About It: Making Sense of Shiloh
Sunday, Jan 29, 1pm - Civil War Movies You May Have Missed: The Beguiled
Sunday, Feb 19, 2pm - Let's Talk About It: The Shape of the War
Tuesday, Jan 10 — Sunday, Jan 22 - Civil War Arkansas, 1861-1865 Traveling Exhibit
February, Tba - Rally Around the Flag: Flags of the Battle of Pea Ridge (Rogers Historical Museum exhibit)
3torytimes (six days per week) resume
Tuesday, Jan 17, after Two Week Youth Programming Break
Chinese NewYear Celebration
Saturday, Jan 21, 10:30am
Arvest Presents Corporate Account Take Over, a Presentation of Federal Law Enforcement Agency Guidance
Friday, January 27, 10am
Youth 6 week Creative Writing Workshop
Monday, Jan 30 — Mar 5, 4pm
Teen 6 Week Creative Writing Workshop
Tuesday, Jan 31 — Mar 6, 4pm
TheatreSquared Artists' Forum: partnership with TheatreSquared
Tuesday, Jan 31, 6:30pm — Tigers Be Still
Poetic Displays of Affections - Film a reading of favorite love poem to be shared on FPL's YouTube channel
Monday — Friday, Feb 6 - 10, 9-5
Sweetheart's Ball: Washington County Historical Society Valentine's Day Living History Event
Saturday, Feb 11, 10:30am
4n Intimate Afternoon with Playwright Kim Rosenstock, author of Tigers Be Still.
Saturday, Feb 11, 4:30pm
9
FAYETTEVII I F PUBLIC LIBRARY
Strategic Plan Progress Report
December 2011
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:
Childrens:
• Offered dramatic book club with Trike Theatre, Bedtime Storytime for Girl Scout troupe, Mid-
America Karate Kids World, Italian storytime, Halloween storytime, and storytimes 6 days per week.
• Completed creative writing workshops and held afterschool workshops.
• Celebrated Hispanic Heritage Month with a series Cuentos Y Mas storytimes.
• Hosted Wanderer Roll-out party and author Darcy Pattison.
Teen:
• Hosted Teen Anime, Saturday Morning Anime, Gamer's Club, Free Flix Before Six, Teen Advisory
Board, Monster Movie Marathon, and author Dusty Higgins.
Adult:
• Hosted Pulitzer Prize winning author Geraldine Brooks presented by the Arkansas Center for the
Book at the Arkansas State Library: 305 attended public lecture and 221 attended author reception.
• Hosted 8th Annual Gathering of the Groups featuring No Impact Man by Colin Beavan.
• Hosted author Crescent Dragonwagon and nature photographer Tim Ernst.
• Held art show and reception fundraiser for the Fayetteville nonprofit Lifestyles, Inc.
• Partnered with TheatreSquared on 2 forums: It's a Wonderful Life and New Short Plays from the
Arkansas Playwrights Workshop
• Partnered with Walton Arts Center on another 10x10 Countdown Conversation: The Importance of
Being Ernest.
b. Services
• Collected 2,467 pounds of food for C.E.O. through Food for Fees in November.
• Provided 4 Filmmaking Academy classes in partnership with Your Media.
• Provided tour of genealogy department to Boy Scouts of America group.
• Provided individual consultations (Nonprofit Resource Center) and hosted Find It, Fund It:
Introduction to Finding Funders workshop for nonprofit grant -seekers.
c. Quality
• Revamped Collection Gap Sharepoint subsite and renamed - Item Requests.
d. Relevance
• Twice voted Best of the Best Public Library of NWA - Arkansas Democrat -Gazette and Citiscapes.
11. 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
• Checked collection against winners of Nobel Prize in Literature, National Book Awards (owned all),
Hugo nominees and winners (owned all) and 2011 Best Title lists from review sources, Booklist,
Kirkus Review, Library Journal, School Library and Publisher's Weekly.
• Continued to weed low -circulating, worn and outdated materials.
b. Inspire learning/imagination
• Purchased art books with donation from CARE to support Crystal Bridges opening.
• Purchased Civil War books to support Civil War Sesquicentennial activities.
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
• Shifted children's step -up -to -chapter books, awards winners, and reference collections.
• Shifted entire adult fiction collection to maximize space.
10
b. Outreach partnerships
• Manned booth at Trick -or -Treat on the Square
• Continued Sit, Stay, Read! reading sessions at 9 Fayetteville elementary schools and in the library
• Demonstrated database to ESL classes at Fayetteville Adult and Community Education Center.
• Attended University of Arkansas One Book, One Community 2012 planning meeting.
• Hosted LifeStyles, Inc. art show and auction.
• Held Climate Change Book Forum in partnership with Omni Center for Peace, Justice and Ecology.
• Provided Genealogy 101 workshop in partnership with the Daughters of the American Revolution.
• Provided Grant Seeking 101 & Proposal Review in partnership with Grants Professionals Association.
• Working on summer 2012 partnership with U of A and Aquila Theatre.
c. Virtual
• Created Civil War commemoration resource webpage to complement Let's Talk About It: Making
Sense of the American Civil War book discussion and programming series.
• Maintained 16 monthly email reader's advisory newsletters.
• Researched and compiled list of library databases with mobile applications for new website.
• Upgraded Polaris, library catalog system, to new 64-bit hardware and software version.
• Deployed Mobile PAC, a Smartphone friendly catalog and patron account app.
• Continued to work on new website with go -live date of December 19
d. Physical
• Completed the LED digital display installation
IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers.
a. Staff
• Attended national meetings: Foundation Center Network Days, (for Foundation Center Cooperating
Collection Supervisors), grants administration training hosted by ALA and NEH for Let's Talk About
It: Making Sense of the American Civil War, and the annual PUG conference in Dallas.
• Participated in the Lights of the Ozarks parade.
• Submitted reviews to School Library Journal, LJ Xpress and Booklist.
• Presented nationally distributed webinar for Polaris Fusion.
• Attended Chamber of Commerce annual meeting and monthly Education Committee meetings.
• Attended National Philanthropy Day educational summit.
• Attended Crystal Bridges Museum opening festivities.
• Offered flu shots to staff at no expense.
• Offered 10 training webinars.
b. Boards
• Friends of the Library hosted a fall book sale- made $817.48
• Foundation board members and staff attended AFP National Philanthropy Day Luncheon
c. Volunteers
• Hosted UA Make Difference Day- 75 volunteer hours were provided.
• Provided 161 hours for Geraldine Brooks author event.
• Friends of the Library current membership- 307
V. Facility: Our consumer -friendly, sustainable facility will be safe, accessible, and clean and will support the
requirements for quality programs, services and collections.
a. Maintenance
• Installed wire kit for drive-through book drop door to correct errors
b. Technology
• Ordered and replaced computers
c. Safety/Security
• Reconvened safety team now meeting quarterly
VI. Communication: We maximize ongoing communication to increase awareness of the library and understanding of its
value and impact on the community.
• Orchestrated the Film Contest and the Food for Fees press conferences
• Conducted Patron Survey Week
VII. Funding: As good stewards of the public trust, we will pursue diverse, sustainable funding.
• Developed Roberta Fulbright Society 4th quarter fundraising booklet.
• Met with 2012 Film Premier Gala Chairpersons to plan event.
• Coordinated donations for Geraldine Brooks cocktail reception and Gathering of the Groups luncheon.
• Met with Wal-Mart Foundation about FPL 2012 funding.
• Submitted NEH Interim Report.
• Conducted fundraising presentation to Butterfiemffrail Village residents.
FAYETTEVILLE PUBLIC LIBRARY
Update on lou Objectives. Presented to Board of Trustees, 12.19.11
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.
1. Unveiled eFPL — the new and enhanced online library experience
2. Kicked off NEH Challenge Grant programming
3. Designed and implemented Patron Survey Week to gather input on programs and services -
4. Utilized Sharepoint (FPL Intranet) to manage program and service planning, delivery and evaluation
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.
1. Evaluating collection development policy — in draft form
2. Built Fayetteville Digital Image Archive
3. Researched how people seek and find information and incorporate pertinent findings
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.
1. Explored and implemented relevant emerging trends in public library shelving schemes
2. Updated digital presence
3. Conducting ongoing community outreach
4, Drafted a disaster recovery plan
People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers.
1. Promoting an ongoing positive and supportive work environment
2. Expanded internal communication channels
3. Initiated a "Learn One Thing" campaign
4. Evaluated current volunteer plan — in draft form, evaluation to be completed in 1" Qtr 2012
Facility: Our consumer -friendly, sustainable facility will be safe, accessible, clean, and support the requirements for quality
programs, services and collections.
1. Completed the Teen Library remodel
2. Replaced CCTV system
3. Updated automated systems and inventory tracking system
4. Identify and analyze methods and systems for interactive experiences in the library. Funding not available
5. Reconvened the Safety Team, meeting quarterly
Communication: We maximize ongoing communication to increase awareness of the library and understanding of its value and
impact on the community.
1. Launch Public Awareness Campaign On hold until Marketing position filled
2. Expanded community use of website
3. Draft a brand manual On hold until Marketing position filled
4. Marketed to the community
5. Drafted preliminary FPL speakers' bureau to reach out to community groups/organizations, available 2nd Qtr 2012
Funding: As good stewards of the public trust, we will pursue diverse, sustainable funding.
1. Met NEH Challenge Grant Year 5 requirement of $400,000 in donations toward endowment
2. Increase Roberta Fulbright Society membership by 15%. Available P' qtr 2012.
3. Examined options for new earned income.
4. Investigated opportunities for sponsorships.
12
e Report: November 2011
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13
Fayetteville Public Library
Budget Comparison
October 31, 2011
Current Monthly Current % Budget Annual
Month Month Budget YTD YTD YTD Budget
Sources of Funds
Millage Receipts 108,222 108,222 1,082,219 83.33% 1,082,220 1,298,663
City of Fayetteville 132,590 132,588 1,325,898 83.33% 1,325,898 1,591,059
City CIP books 27,915 27,917 279,155 8333% 279,155 335,000
City CIP other 1,917 23,000 100.00% 19,170 23,000
State Aid 11,441 114,111 83,11% 114,410 137,296
Foundation 13,883 164,162 98.54% 138,833 166,600
Friends 83 0.00% 833 1,000
All Other Sources 27,436 33,533 451,997 112.33% 335,333 402,400
296,163 329,584 3,440,542 86.99% 3,295,852 3,955,018
Expenses
Salaries and Wages 140,089 148,750 1,512,243 84.72% 1,487,500 1,785,000
Payroll Taxes & Work Study 10,660 13,083 124,652 79.40% 130,830 157,000
Employee Insurance 8,130 12,750 106,257 6945% 127,500 153,000
Retirement 11,116 14,167 131,137 77.14% 141,670 170,000
Processing Supplies 2,152 2,750 16,674 50.53% 27,500 33,000
IT -Hardware 2,928 20,625 183,254 74.04% 206,250 247,500
IT -Software & Maintenance 7,334 11,750 62,146 44.08% 117,500 141,000
Cleaning Supplies 148 1,500 14,269 7927% 15,000 18,000
Other Supplies 1,682 4,395 30,960 58.71% 43,950 52,737
Youth Programming 2,465 2,550 28,730 69.06% 33,750 41,600
Adult Programming 1,680 2,333 10,947 64.39% 15,083 17,000
Library Materials 30,002 39,636 339,037 71.28% 396,357 475,628
Telephone & Internet 2,166 3,083 25,242 68.22% 30,833 37,000
Utilities 12,440 10,750 102,944 79.80% 107,500 129,000
Postage 1,000 667 11,828 62.25% 14,917 19,000
Travel & Training 1,528 3,875 24,500 69.01% 30,500 35,500
Prof/Contractual Services 528 15,292 159,696 87.03% 152,917 183,500
Landscape Maintenance 2,083 3,768 15.07% 20,833 25,000
Building/Equip Maintenance 53,828 28,281 333,639 98.31% 282,811 339,373
Insurance 583 2,803 40.04% 5,833 7,000
Public Rel & Other 3,150 6,477 17.13% 31,500 37,800
Furniture & Equipment 6,455 42,660 55.07% 64,551 77,461
Total Expenses 289,876 348,508 3,273,863 78.28% 3,485,085 4,182,099
Excess/Deficit 6,287 (18,924) 166,679 (189,233) (227,081)
14
4:59 PM
12/07/11
Cash Basis
Fayetteville Public Library
Profit & Loss
October 2011
Ordinary Income/Expense
Income
Revenue & Support
4150 Miscellaneous Income
Fines & Fees
Fees collected at front desk
Oct 11
15,737.45
11,602.93
Total Fines & Fees 11,602.93
Interest
4401 • Interest -Operating 96.07
Total Interest 96.07
Total Revenue & Support 27,436.45
Total Income 27,436.45
Expense
Operating Expenses
Office Supplies
5110 • Administration Expenses 2,152.28
Foundation, marketing and Volunteer needs 505.83
computer supplies & minor eq.
5114 • Computer Software, Lic. & Maint 7,334.10
5115 • Computer hardware & supplies 2,927.90
Total computer supplies & minor eq. 10,262.00
5130 • Childrens Program
5131 • Young Children Prog. & Supplies 77.76
6133 • Young Adult Expenses 2,386.80
Total 5130 • Childrens Program 2,464.56
Adult prog. expenses 1,680.10
5140 • Book Repair & Circ. Supplies 1,682.19
supplies for cleaning the bdg 147.49
Total Office Supplies 18,894.45
Postage 1,000.00
Travel & Training
5160 • Mileage reimbursement 934.59
Travel & Training - Other 593.14
Total Travel & Training 1,527.73
Professional Services 528.15
Equipment & furnishings 0.00
Utilities
Telephone & Internet 2,166.31
Utilities - Other 12,440.46
Total Utilities
Total Operating Expenses
Salaries & Wages
Adult Services 21,216.81
Materials processing 10,009.50
Children's Library 13,681.55
Circulation 30,682.37
Custodial 6,036.27
Administration 37,111.44
6480 • Post Employment Disbursement 8,337.80
6498 Vacation Time Used 8,775.42
6499 Sick Time Used 4,237.48
14,606.77
36,557.10
Total Salaries & Wages 140,088.64
15
Page 1
4:59 PM
12/07111
Cash Basis
Fayetteville Public Library
Profit & Loss
October 2011
Payroll Expenses
FICA/Medicare Expense
Payments to UofA for students
State Unemployment Expense
Voluntary AD & D
Long Term Disability
Life Insurance
Payroll Expenses - Other
Total Payroll Expenses
Employee Benefit Expenses
Health & Dental Insurance
Company paid portion of HSA
Retirement Contributions
Total Employee Benefit Expenses
Publications
Book Acquisitions
all books child & adult
7120 • Adult Reference Materials
7140 Genealogical Materials
Total Book Acquisitions
7130 • Electronic Resources
Periodicals
Audio Visuals
7610 • Fitm/DVD
7620 • Audio
Audio Visuals - Other
Oct 11
9,890.03
110.00
311.45
147.74
595.98
417.20
348.80
11,821.20
6,055.11
913.74
11,116.33
_...... _. __...
18,085.18
21,023.75
1,674.98
2,483.46
25,182.19
1,594.35
35.00
2,006.73
1,176.21
7.95
Total Audio Visuals 3,190.89
Total Publications 30,002.43
Building & Equipment
Building & Grounds 425.00
Landscape Maintenance 0.00
Building Maintenance 53,402.70
Total Building & Equipment 53,827.70
Total Expense 290,382.25
Net Ordinary Income -262,945.80
Other Income/Expense
Other Income
Inter -Agency Transfers
Transfer from City 132,590.00
9150 - Transfer-Millage 125,717.31
Transfer for Books 27,915.00
Total Inter -Agency Transfers
Total Other Income
Net Other Income
Net Income
16
286,222.31
286,222.31
286,222.31
23,276.61
Page 2
Fayetteville Public Library
Budget Comparison
November 30, 2011
Current Monthly Current % Budget Annual
Month Month Budget YTD YTD YTD Budget
Sources of Funds
Millage Receipts 108,222 108,222 1,190,441 91.67% 1,190,442 1,298,663
City of Fayetteville 132,590 132,588 1,458,488 91.67% 1,458,486 1,591,059
City CIP books 27,915 27,917 307,070 91.66% 307,072 335,000
City CIP other 1,917 23,000 100.00% 21,087 23,000
State Aid 11,441 114,111 83.11% 125,854 137,296
Foundation 13,883 164,162 98.54% 152,716 166,600
Friends 83 0.00% 916 1,000
AH Other Sources 75 33,533 452,072 89.98% 460,533 502,400
268,802 329,584 3,709,344 91.48% 3,717,106 4,055,018
Expenses
Salaries and Wages 157,729 148,750 1,669,972 91.01% 1,682,083 1,835,000
Payroll Taxes & Work Study 10,911 13,083 135,563 86.35% 143,913 157,000
Employee Insurance 13,757 12,750 120,014 78.44% 140,250 153,000
Retirement 11,306 14,167 142,442 83.79% 155,837 170,000
Processing Supplies 3,802 2,750 20,477 62.05% 30,250 33,000
IT -Hardware 20,625 183,254 74.04% 226,875 247,500
IT -Software & Maintenance 15,032 11,750 77,178 54.74% 129,250 141,000
Cleaning Supplies 4,449 1,500 18,718 103.99% 16,500 18,000
Other Supplies 1,874 4,395 32,834 62.26% 48,345 52,737
Youth Programming 1,195 2,550 29,925 71.94% 36,300 41,600
Adult Programming 957 2,333 11,904 70.02% 17,416 17,000
Library Materials 36,219 39,636 375,257 78.90% 435,993 475,628
Telephone & Internet 7,337 3,083 32,579 88.05% 33,916 37,000
Utilities 7,585 10,750 110,599 85.74% 118,250 129,000
Postage 667 11,828 62.25% 15,584 19,000
Travel & Training 4,399 3,875 28,899 81.41% 34,375 35,500
Prof/Contractual Services 14,788 15,292 174,484 74.73% 214,042 233,500
Landscape Maintenance 2,083 3,768 15.07% 22,916 25,000
Building/Equip Maintenance 1,634 28,281 335,273 98.79% 311,092 339,373
Insurance 583 2,803 40.04% 6,416 7,000
Public Rel & Other 425 3,150 6,903 18.26% 34,650 37,800
Furniture & Equipment 6,455 42,660 55.07% 71,006 77,461
Total Expenses 293,399 348,508 3,567,334 83.31% 3,925,259 4,282,099
Excess/Deficit (24,597) (18,924) 142,010 (208,153) (227,081)
17
5:00 PM
12107/11
Cash Basis
Fayetteville Public Library
Profit & Loss
November 2011
Nov 11
Ordinary Income/Expense
Income
Revenue & Support
4150 • Miscellaneous Income 136.02
Interest 93.57
Total Revenue & Support 229.59
Total Income 229.59
Expense
Operating Expenses
Office Supplies
5110 • Administration Expenses 3,752.31
Foundation, marketing and Volunteer needs 1,116.89
computer supplies & minor eq.
5114 • Computer Software, Lie. & Maint 15,032.24
Total computer supplies & minor eq. 15,032.24
5130 • Children Program
5131 • Young Children Prog. & Supplies 979.24
5133 • Young Adult Expenses 215.32
Total 6130 • Childrens Program 1,194.56
Adult prog. expenses 957.28
5140 • Book Repair & Circ. Supplies 1,874.09
supplies for cleaning the bdg 4,449.43
Total Office Supplies 28,376.80
Travel & Training
5160 • Mileage reimbursement 1,873.00
Travel & Training - Other 2,525.52
Total Travel & Training 4,398.52
Public Notice 333.24
5725 • Public Relations 21.85
Refunds to patrons as found 70.39
Professional Services 13,787.56
Utilities
Telephone & Internet 7,336.94
Utilities -Other 7,585.46
Total Utilities 14,922.40
Bank Service Charges 50.00
Outside Services 1,000.00
Total Operating Expenses
Salaries & Wages
Adult Services 22,291.81
Materials processing 9,650.67
Children's Library 13,795.95
Circulation 29,989.01
Custodial 6,098.64
Administration 36,965.95
6480 • Post Employment Disbursement 25,013.40
6498 Vacation Time Used 10,306.83
6499 Sick Time Used 3,616.61
62,960.76
Total Salaries & Wages 157,728.87
18
Page 1
5:00 PM
12107/11
Cash Basis
Fayetteville Public Library
Profit & Loss
November 2011
Payroll Expenses
PICA/Medicare Expense
Payments to UofA for students
State Unemployment Expense
Voluntary AD & D
Long Term Disability
Life Insurance
Payroll Expenses - Other
Total Payroll Expenses
Employee Benefit Expenses
Health & Dental Insurance
Company paid portion of HSA
Retirement Contributions
Workers' Compensation
Total Employee Benefit Expenses
Publications
Book Acquisitions
all books child & adult
7120 - Adult Reference Materials
7140 Genealogical Materials
Total Book Acquisitions
7130 Electronic Resources
Audio Visuals
7610 • FiImIDVD
7620 • Audio
Audio Visuals - Other
Nov 11
9,960.01
343.50
251.40
76.70
298.31
210.95
356.16
11,497.03
9,081.33
999.59
11,305.99
3,090.16
24,477.07
23,547.74
2,877.61
300.40
26,725.75
5,870.00
1,420.36
699.72
1,477.36
Total Audio Visuals 3,597.44
Total Publications
Building & Equipment
Building Maintenance
Total Building & Equipment
36,193.19
1,634.30
1,634.30
Total Expense 294,491.22
Net Ordinary Income
Other Income/Expense
Other Income
Inter -Agency Transfers
Transfer from City
Transfer for Books
Total Inter -Agency Transfers
Total Other Income
Net Other Income
Net Income
19
-294,261.63
132,590.00
27,915.00
160,505.00
160,505,00
160,505.00
-133,756.63
Page 2
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Lolly Greenwood, Interim Executive Director and Laura Speer, Director of Library Services
Date: December 19, 2011
Re: Library Materials Budget Roll Forward from 2011 to 2012
Background
Each year, outstanding bills remain for library materials ordered during the year, but not yet received. In
addition to this, library selectors generally do not order during the months of January and February,
because the CIP funds are not in hand. At this time there is approximately $28,000 in unencumbered funds.
There is also approximately $12,776 in encumbered funds.
Recommendation
At beginning of 2012 fiscal year, roll all remaining (encumbered and unencumbered) 2011 library material
funds into the 2012 library materials budget.
20
Managing Fiscal Year Rollovers Page 1 of 1
Managing Fiscal Year Rollovers
At the end of a fiscal year, a new fiscal year must be created and any funds linked to the previous fiscal year
must be linked to the new fiscal year. Any amount left in the funds can be carried over into the next fiscal year,
or the amount can be zeroed out. For donation or deposit account funds, the amount is always carried over
from one fiscal year to the next.
When the old fiscal year ends, some purchase orders may be linked to funds where amounts were
encumbered, but not yet expended. This can happen in the following situations:
® The order was placed, but the materials have not arrived
® The material arrived, but the purchase order has not been paid
® The order uses donation or depository funds
e The order is for a standing order or subscription where the receipt of parts or issues is ongoing
The fiscal year rollover process automatically unlinks pending purchase orders, purchase order templates,
open selection lists, and open invoices from the old funds and,re-1 inks them to the new fiscal year's funds. Any
amounts that remained encumbered in the old funds are encumbered in the new funds. If you have specified
default funds to use for EDI orders in the EDI Invoice defaults profile, the default funds are also updated
automatically.
Note:
If manual adjustments were made to any funds linked to the old fiscal year, they are not taken into
account in the fiscal year rollover. However, the remaining free balances in the new funds are calculated
based on fund transactions and manual adjustments.
In addition, the funds linked to selection list line item segments (on open selection lists) will be closed, and the
segments will be linked to the funds in the new fiscal year. Any old funds selected in the Acq fund droplist
setup and Selection list line item defaults profiles (at the system, library, or branch level) will also be updated to
the new funds in the new fiscal year.
The rollover process applies if you are keeping your current fiscal year structure. If you are changing the
structure significantly, contact your Polaris Site Manager regarding your fiscal year end workflow.
Note:
If your library uses foreign currencies, the amounts disencumbered and re -encumbered in the new fiscal
year will use the exchange rate recorded at the time the purchase order was released.
In this section:
Fiscal Year Rollover Checklist
Run the Fiscal Year Rollover Utility
The Fiscal Year Rollover Process
Results of the Rollover Free Balance Option
Results of the Zero -Out Free Balance Option
Fiscal Year Rollover Reports
21
mk:@MSITStore:C:\Program%20Fi1es\Polaris\4.0\Help\Polaris.chm::/ew1052273.htm 12/12/2011
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Lolly Greenwood, Interim Executive Director
Date: December 19, 2011
Re: 2012 Board meeting schedule
Background
The City Clerk's office has asked for confirmation of the Board's 2012 meeting schedule.
Analysis
Under the current bylaws, the Board's 2012 meeting schedule would be as follows.
• February 20* (Presidents Day)
• April 16
• June 18
• August 20
• October 15
• December 17
Recommendation
Consider postponing the February meeting one week and scheduling it for February 27 in the Walker
Community Room.
1
22
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Lolly Greenwood, Interim Director of Library Services and Laura Speer, Director of Library
Services,
Date: December 19, 2011
Re: Policy JF Fees 2012 Proposed Changes
Background
To provide consistency between collections and make it less confusing for our patrons:
® Newspapers are no longer being checked out
® DVD fees and Teen Video Game check out fees have been standardized.
• Replacement fees for CDs will now be consistent across publishers
Recommendation
Accept fee changes as proposed.
1
23
Code JF
Date Approved 1120/03
Date Revised 4/1/03; 12/4/03; 12/8/03; 2/18/04; 3/23/04; 10/26/04;
1/13/05; 5/1/05; 12/30/05; 1/26106; 7/17/06; 2/19/07; 6/16/08; 12/15/08;
8/17/09; 12/21/09; 12/20/10
1 Policy Name ,2017x4 Fee Schedule
Fee
Amount
Library cards
non-resident
replacement
ecofan card
$30/year per person
$1
$10
Late materials
$.20/day (at materials except newspapers equipment);
$.20/hr newspapers Teen Video Games
Late materials: maximum fee
$6 all items except periodicals;
$3 periodicals &-newspapers
$5/hour (reference) and $5/day (circulating) ($40 maximum)
$1/hour (in-house use) and $1/day (circulating) (56 maximum)
Late equipment
laptop computer
DVD player
bike lock Xbox, Wii controller
$.20/hr ($3 max)
$1/day ($6 maximum)
$.20/day 6 maximum)
all-otherE-Readers
all other •
Items returned with missing parts
$5 processing fee' per item
Damaged materials
Depends on condition of material + 55 processing fee
Lost materials
Material list price + $5 processing fee
Tapes/Replacement CDs for audio books.from-Seoks-on Tape,
Recorded-Beeks-and-L-istening-Librafy are $10 each plus a $5
processing fee
Collection agency fee
$10 (non-refundable)
Copies & Printing (Including mistakes)
5.10 per side; color $.50 per side;
Reader printer copies $.25 per page
Faxing
$1 per page
$1 processing* fee for each request
Interlibrary loans
Interlibrary loans: lost/damaged items
Cost of the item plus a $10 processing* fee
Genealogy research
$15/hour (1 hour minimum, includes copies and postage)
Obituary requests
$8/each (includes postage)
Meeting room use fee:
Walker Room
Henry Board Room
1. $10 for up to 4 hours for non -profits (50% discount with annual
payment for groups who meet regularly)
2. $10/hour for for -profits
Meeting room cancellation fee
without 24-hour notice
Fees above
Meeting room set-ups: Walker Room
1. Standard - no change
2. Small group - no charge
3. Full layout - $50
4. Conference layout - $50
5. Extra large layout - $100
6. Classroom layout - $100
Grand piano use: Walker Room
$50
Portable stage: Walker Room
(one change In standard layout)
$50
AV system use
$25/hr (one-half hour minimum)
Damage and cleaning: meeting/study rooms
Case-by-case basis
Processing fees are non-refundable.
24
'!Formatted: Highlight
1 Formatted: Highlight
Code JF
Date Approved 1/20/03
Date Revised 4/1/03; 12/4/03; 12/8/03; 2/18/04; 3/23/04; 10/26/04;
1/13/05; 5/1/05; 12/30/05; 1/26/06; 7/17/06; 2/19/07; 6/16/08; 12/15/08;
8/17/09; 12/21/09; 12/20/10
Policy Name: 2012 Fee Schedule
Fee
Amount
Library cards
non-resident
replacement
ecofan card
$30/year per person
$1
$10
Late materials
$.20/day (all materials except equipment);
$.20/hr Teen Video Games
Late materials: maximum fee
$6 all items except periodicals;
$3 periodicals
Late equipment
laptop computer
DVD player
bike lock, Xbox, Wii controller
E -Readers
all other
$5/hour (reference) and $5/day (circulating) ($40 maximum)
$1/hour (in-house use) and $1/day (circulating) ($6 maximum)
$.20/hr ($3 max)
$1/day ($6 maximum)
$.20/day ($6 maximum)
Items returned with missing parts
$5 processing fee" per item
Damaged materials
Depends on condition of material + $5 processing fee
Lost materials
Material list price + $5 processing fee
Replacement CDs for audio books. are $10 each plus a $5 processing*
fee
ollection agency fee
$10 (non-refundable)
Copies & Printing (Including mistakes)
$.10 per side; color $.50 per side;
Reader printer copies $.25 per page
Faxing
$1 per page
Interlibrary loans
$1 processing* fee for each request
Interlibrary loans: lost/damaged items
Cost of the item plus a $10 processing* fee
Genealogy research
$15/hour (1 hour minimum, includes copies and postage)
Obituary requests
$8/each (includes postage)
Meeting room use fee:
Walker Room
Henry Board Room
1. $10 for up to 4 hours for non -profits (50% discount with annual
payment for groups who meet regularly)
2. $10/hour for for -profits
Meeting room cancellation fee
without 24-hour notice
Fees above
Meeting room set-ups: Walker Room
1. Standard - no change
2. Small group - no charge
3. Full layout - $50
4. Conference layout - $50
5. Extra large layout - $100
6. Classroom layout - $100
Grand piano use: Walker Room
$50
Portable stage: Walker Room
(one change in standard layout)
$50
AV system use
$25/hr (one-half hour minimum)
Damage and cleaning: meeting/study rooms
Case-by-case basis
` Processing fees are non-refundable.
25
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Lolly Greenwood, Interim Executive Director and Laura Speer, Director of Library Services
Date: February 21, 2011
Re: Fund transfer request
Background
On February 21, 2011, the Board voted to put money into reserves for 2012 budgeting. In August 2011,
outgoing Director of Administrative Services advised moving $40,000 from the reserves into the 2012
operating budget, as previously planned.
Recommendation
We request that $40,000 now be moved from reserves into the proposed 2012 operating budget.
26
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Lolly Greenwood, Interim Executive Director and Laura Speer, Director of Library Services
Date: December 19, 2011
Re: Library 2012 Operating Budget
Background
The City sales tax that provides approximately half of the Library budget has been stable this year. The City
has not instituted a wage increase for 2012 as part of their proposed budget. The City has not provided a
contribution toward merit increases in three years. The City target figure has remained stable for the last
three years, The Friends support will continue to be dedicated to the NEH grant at our request. State aid
will remain the same.
The proposed 2012 library budget reflects a decrease of $50,000 in revenue from the Fayetteville millage.
This millage, according to the Washington County Treasurer, is expected to remain stable through 2012
with no, or very little, fluctuation.
Recommendation
Adopt the proposed 2012 library budget with the proviso that the Fayetteville millage line item be tracked
throughout the year and adjustments made accordingly based on receipts.
27
Fayetteville Public Library
2012 Draft Budget
Budget
2011
Current Monthly
Month Budget
2012
Current
YTD
Budget
YTD
Annual
Budget
2012
Revenue & Support
Fayetteville millage 1,298,663
State Aid 137,296
Foundation -Unrestricted 107,800
Foundation-Rst. Youth 48,800
Foundation-Rst. Seniors 10,000
FoundationProgram 40,900
Friends 1,000
All Other Sources 194,400
City Target Figure 1,591,059
Target overrun
3,429,918
CCS
Insurance - Building -paid d 21,755
'(04,107 0 104,107 1,249,283
11,441 0 11,441 137,296 ****
8,983 0 8,983 107,800
4,067 0 4,067 48,800
833 0 833 10,000
3,333 0 3,333 40,000 *
83 0 83 1,000 ***
14,783 0 14,783 177,400
132,588 0 132,588 1,591,059',
0 0 0,.
0 280,220
0
Total All Sources 3,451,673
01. 280,220
3,362,638
19000, **
0 3,381,638
Other Income:
Fees 163,000
Interest 2,400
Rental Income 12,000
177,400
* Walmart monies from 2011 (paid to Library in 2011 & rolled).
**City paid insurance not included in expenditure budget
***Friends funding expenditure amounts are included in materials & programming.
****State Aid includes no scholarship monies
28
6/16/2011
Fayetteville Public Library
2012 Budget
Personnel Services
Budgeted
2011
Current
Month
2011
Monthly Current Budget Annual
Budget YTD YTD Budget
2012
Salaries and Wages
Salary Contingency
Work/Study
Social Security Taxes
Insurance - Life/AD&D
Insurance -Health
Insurance - LTD
Retirement Savings Plan
Unemployment Insurance
Workers Comp
1
Total Personnel Services
Matnd Supplies
Administrative Supplies
Processing Supplies
Advancement Supplies
Software
Software Maintenance
Computer/Tech. Equipment
Cleaning Supplies
Drop box pick up
Total Materials and Supplies
Services and Charges
1,775,000
10,000
10,000
138,000
6,000
148,000
4,000
........... ___..._:
180,000'
13,000
7,000
148,500' 0 148,500 1,782,000
833 0 833 10,000
833: 0 833 10,000
11,500 0 11,500 138,000
500 0 500 6,000
12,333 0 12,333 148,000
333 0 333 4,000
15,000 0 15,000 180,000
1,083 0 1,083 13,000
583 0 583 7,000
0 0
2,291,000
52,000
33,000
7,000
26,000
67,000
141,000
18,000:
8500':.
0
191,500
3,917
2,333
583
2,167
5, 583
:......... ........
11,333
1,500
708
191,500 2,298,000'
0 3,917 47,000
0 2,333 28,000'.
0 583 7,000
0' 2,167 26,000
0 5,583' 67,000
0 11,333 136,000
0 1,500 18,000
0 708 8,500:
352,500
Public Notif. and Relations 7,000
Marketing - Development -Vol 25,800
"Online Databases 50,000
Library Materials 69,530
NEH Materials -
Foundation
Travel and Training 25,000
Training - State Scholarship
Recruiting Expenses
Postage 20,000':
Postage - Advancement 5,000',
Audit Expense 18,500''.
Equipment Lease Expense
Utilities 144,000'.
Telephone 39,000'
0 I 28,125 0 28,125 337,500
583'. 0 583 7,000
1,250': 0 1,250'. 15,000
4,167' 0 4,167 50,000',
5,794'! 0 5,794 69,530'
0' 01 0
2,083' 0I 2,083 25,0001
0; 0' 0
0 01 0
1,667 0, 1,667' 20,000'1
0 0 0'.
1,542' 0 1,541 18,500',
0 0 0:
12,000 0 12,000, 144,000
3,250 0: 3,250' 39,000
2 9 6/16/2011
Fayetteville Public Library
2012 Budget
Insurance - Liability 7,000
Professional Library Services 25,000
Other Professional Services 10,000'
Programming 35,000 `
35,000
Legal Services 2,000
Contract Cleaning Services 10,000
583
0
2,917
4,583
0
167
250
0
Oi 583 7,000
0 0
0 2,917 35,000
0 4,583 55,000
0 0
0 167 2,000
0 250 3,000
0 0
Total Services and Charges
Maintenance
Building & Grounds Maint.
Office Machine Maintenance
Landscape Maintenance
Total Maintenance
Capital and Depreciation
___---------------- -----
Capital
Fixed Assets
Total Capital
Total
527,830
171,500
25,000
25000
0
40,836
14,292
2,083
0
1,667
0
0
0
0
0
40,836
490,030
14,292 171,500
2,083 25,000
0
1,667 20,000
221,500
0 18,042
0
18,042
216,500
30,000 1,667 0 1,667 20,000
30,000 0 1,667 0 1,667 20,000'
3,422,830' 0', 280,169': 0; 280,169! 3,362,030
3 0 6/16/2011
