HomeMy WebLinkAbout2013-02-18 - Agendas - FinalFAYIN EvII.LE Punl.rc J-n%unru Suzanne Clark, President 61aabeth Jordan, Vice President Maylon Rice, Treasurer We inspire imagination and foster learning. Board of Trustees February 18, 2013 4 Inn AGENDA Regular Meeting Ann Heniy Board Room Kim Agee, Secretary Brenda Boudreaux I. Call to order II. Minutes A. Approval 0f minutes 1. December 17, 2012 regular meeting — page 2-3 B. Signed minutes 1, October 15 regular meeting -- page 4-5 Dan Ferritor Susan Graham III, Reports A. Management reports 1. Key upcoming events — page 6 2. December 2012—January 2013 Strategic Plan progress — page 7-8 3. December 2012 and January 2013 Performance Measures— page 9-10 B. Financial reports 1. Budget to Actual for year ended December 31, 2012 — page 11-14 2, Balance Sheet as of January 31, 2013 -- to be distributed, if available 3. Budget to Actual as of January 31, 2013 -- to be distributed, if available IV. Old business: A. Space Assessment RFQ Decision -- page 15-16 B. Kilgore Documentary V. New business A. Policy JF Revision: Pricing Schedule — page 17 B. Library Remodeling Projects -- page 18 C. American Terrazzo as Sole Source Vendor for Terrazzo — page 19-21 0. 2012 Preliminary budget to actual report, budget roll -forward request -- page 22-23 E. RFID security gates with radar based patron counter — sole source -, page 24-26 F. Accounting Software — page 27-28 G. By -Laws Revision — Combine Audit and Finance Committees appoint members to receive audit -- page 29-32 VI. Adjournment FPL press 1 Fayetteville Public Library Board of Trustees Regular Meeting December 17, 2012, 4 pm Minutes Prepared by S. Daniel, Office Manager Board members present: K. Agee, B. Boudreaux, S. Clark, S. Graham, E. Jordan, and M. Rice. Board members absent: D. Ferritor. Staff present: D. Johnson, S. Davis, and S. Daniel. II. IV. The Board of Trustees meeting was called to order at 4:01 pm by S. Clark. Minutes A. Minutes of October 15, 2012: B. Boudreaux moved to approve; M. Rice seconded. All voted AYE. Reports A. Management reports 1. Key upcoming events: D. Johnson noted children's programming will take a 2 week break from December 31, 2012 through January 13, 2013. Holiday events include the Brian and Terri Kinder Christmas Concert. Teen programming includes Atari to xBox, Free Flix before Six and Silent Library. 2. October - November Strategic Plan progress: D. Johnson noted the successful Gala. Kudos to M. Burdette for coordinating 133 volunteers who donated over 1000 hours to the event. The partnership with AETN is going well; film showings and the panel discussions that follow have been well received. Food for fees was a success. The Friends have purchased a one-year license for Freegal, a download music service sold to libraries for free use by their cardholders ($11,000). Outreach efforts include Upward Bound, Lifestyles, Lending Hands, and Butterfield Trail. Attendees at the PUG conference chaired by L. Yandell called it the best one ever. FPL was voted best library by Citiscapes and NWA Times readers. In 2013, we will partner with First Thursdays and book children's acts for these evenings. 3. October -November Performance Measures: D. Johnson noted that while circulation of all print materials is up, digital downloads have skyrocketed 69% over last year. Our problem is keeping up with demand because eBooks circ only one at a time. The digital collection has grown by 95%, but we need even more. A decline in eFPL usage is typical for this time of year. B. Financial reports 1. Balance Sheet as of November 2012: S. Davis noted the market is volatile with the fiscal cliff looming. 2. Budget to Actual through November 30: Between all revenue sources, FPL will end up with approximately $11,921 more than we budgeted. In the personnel line, we are ahead by $140,000 due to various position vacancies during the year. Predicted annual revenue stands at $3,790,415 and predicted annual expenses are $3,591,750 for a difference of almost $200,000. Old business A. PTO and Sick Accruals: The 2011 audit noted there are several employees with an excessive amount of PTO and ESL. Should all of these employees leave at the same time, the library would face a financial hardship. Staff researched PTO and ESL policies in place at other entities and developed a number of options to mediate the risk, as listed in the memo. There are 12 employees above 320 PTO hours and 6 above 500. If everyone cashed out their excess PTO hours or rolled them into their retirement fund, approximately $50,000 would be required. It was also noted that % time employees accrue PTO at only % the rate of full-time employees. M. Rice moved to approve recommendation 1 which increases monthly PTO and ESL accrual for Group 2 employees to % of the accruals of Group 1 employees; B. Boudreaux seconded. All voted AYE. M. Rice moved to implement a new maximum PTO balance of 320 hours; B. Boudreaux seconded. All voted AYE. B. Boudreaux moved to approve recommendations 2a, 2b and 2c which list the options available to employees for reducing excess PTO. M. Rice seconded. All voted AYE. Historically, few employees opted to cash out their PTO because the value was set at only 50%. B. Boudreaux moved to approved recommendation 3 raising the buyout to 100%; M. Rice seconded. All voted AYE. M. Rice moved to approve recommendation 4 requiring Group 1 and Group 2 employees to take a full work week off on an annual basis; B. Boudreaux seconded. All voted AYE. B. Gala update: D. Johnson stated we are doing final payment negotiations with VISTA, and will then be able to issue a full report, including financials. There has been lots of praise for the event which resonated with the community. At public viewings of the DVD, we have had to turn people away at the door for lack of capacity. The DVDs are selling very well. Kudos to S. Foley for her vision and all her efforts to create this memorable event. V. VI. C. Resolution of Appreciation: M. Rice moved to approve the Resolution of Appreciation for the firm of Davis, Clark, Butt, Carithers & Taylor; K. Agee seconded. All voted AYE. D. Space Needs Analysis Update. D. Johnson noted that the deadline for submitting statements of qualifications is noon on 12/18/2012. The submittals will be graded by a selection committee that will recommend the top 3 to the Board of Trustees. New business A. Cafeteria Plan (DataPath) payment card: S. Davis explained that currently employees must submit receipts and be reimbursed. We are submitting paperwork to set up debit cards as a convenience to employees. B. 2012 Budget Adjustment Approval: B. Boudreaux moved to approve the reallocation in the schedule of proposed budget adjustments; M. Rice seconded. All voted AYE. C. 2013 Budget approval: S. Davis noted the FINRA grant for 528,835. This is the amount budgeted for 2013 from a larger grant of almost 5100,000 to be spread over 27 months. There is a good chance of going over $4 million in total revenue in 2013 due to additional grants received during the year. We are budgeting $2.4 million for personnel, including $78,000 for merit -based raises. Management is revamping the evaluation process. Evaluations will take place in February; raises will be established in April. Library materials and programming are budgeted at $701,000. Freegal, paid for this year by the Friends, may be budgeted by the library in 2014. Volunteer and outreach programming will be more aggressive. Transfers from designated funds will pay for replacing $30,000 worth of furniture nearing the end of its 7-10 year useful life. The 2013 budget shows a deficit of 5108,000 but a management position will likely remain unfilled. In 2012, we had a deficit of approximately $100,000 but are ending with a surplus of at least 5150,000. In 2013, we will likely have a $50,000 surplus if we don't use the salary savings. The real estate market is strengthening. M. Rice moved to adopt the proposed budget; S. Graham seconded. All voted AYE. D. Audit contract approval: Five firms responded to our request for qualifications. A committee selected BKD. Their fee is 517,900 which is a little less than for the 2011 audit. Had we gone with Grant Thornton, the city's choice, their fees were considerably higher. M. Rice moved to approve BKD as the library's auditor for the next 5 years; B. Boudreaux seconded. All voted AYE. The foundation will vote independently about their choice of auditor. S. Davis noted he has been in contact with the inspector general's office for NEH about the need for a single audit. Because we received bridge funding, that reduced the amount of the grant, we are not subject to a single audit - unless we get additional federal money that puts us over $500,000 in federal funding. Future federal grants should be in the library's name. E. Engagement Letter for Library: No further action required. F. Engagement Letter for Foundation: No further action required. Adjournment: K. Agee moved to adjourn; M. Rice seconded. All voted AYE. Meeting adjourned at 5:14 pm. Fayetteville Public Library Board of Trustees Regular Meeting October 15, 2012, 4 pm Minutes Prepared by S. Daniel, Office Manager Board members present: K. Agee, B. Boudreaux, 0. Ferritor, S. Graham, and M. Rice. Board members absent: S. Clark and E. Jordan. Staff present: 0. Johnson, 5. Foley, S. Palmer, S. Davis, L. Greenwood, and S. Daniel. Others: D. Craft, Springdale Morning News. The Board of Trustees meeting was called to order at 4:01 pm by K. Agee. II. Minutes A. Minutes of August 20, 2012 and September 17, 2012: U. Ferritor moved to approve; B. Boudreaux seconded. All voted AVE. IIh Reports A. Management reports 1. Key upcoming events: The GALA on 10.19 will be an historic event for Fayetteville. FPI. is hosting David Shinier, author of Working Poor, on 10.26 and Roy Reed, author of Beware of Limbo Dancers, on 11.16. Dave Barry will be the 2013 Roberta Fulbright author. 2. August — September Strategic Plan progress: Ozark Writers Live was a success, the Cinema Film Series is ongoing, and FPI. hosted the Fayetteville Roots Festival. Internet only cards were provided to all Owl Creek students. Several staff members went to PUG. FPI. installed a new high speed wireless infrastructure and replaced all G5 surveillance cameras which were defective. 3. August September Performance Measures: 0. Johnson noted patron visits have remained Bat while all other measurements are climbing. A manual count determined the counters are 40% low. A solution is being researched. B. Financial reports 1. Balance Sheet as of September: 5. Davis noted we have $3.8 million in various accounts and liabilities of $342,000, 2. Profit & loss Budget vs, Actual through September: 3. Budget to Actual as of 09/30/2012: Annual revenue budget is $368,000; we have collected $392,000 YTD. The majority of the additional is fines and fees. On the expense side, the total personnel budget is $2.4 million, YTD budget is $1.8 million, and we have spent $1.67 million. The Library Materials and Programs budget is $588,000; there is $176,000 remaining. If the $103,000 remaining in the IT budget is not spent, the board will be asked to re -budget it for next year. Transfers from millage appear behind budget but roughly half of the total cornes in the last 2 months of the year, In future reports, all the revenue — including transfers — will show on the front page. IV. Old business A. Dunaway update: D. Johnson noted that FPI. reached en amicable settlement, the details of which are sealed and cannot he discussed. He referred questions to J. Butt, the attorney who represented the library pro - bone. D. Ferritor moved to send a resolution expressing the board's gratitude to 1. Butt and his team. t3, Boudreaux seconded. All voted AVE B. Gala update: Jim and Nancy Blair are hosting a private reception at KUAF. The library is hosting a reception on the plaza. A sit down dinner begins at 7 during which bonus features and bloopers from the film will be shown. Among the speakers will be David Johnson and Mayor Jordan who will present a resolution to Helen Lewis. Live and silent auctions will precede the film that starts at 8:30. Approximately 150-200 volunteers are helping with this event. All attendees will receive a copy of the DVD as will all public libraries and history teachers in the area. The remainder will be sold and distributed through UA Press with revenues going to the Foundation, C. Space planning needs assessment— cost estimate: 1. Scherer has developed a proposal for a needs assessment - the precursor to planning for expansion. Planning for a branch is an optional component of the proposal. Scherer's firm is a respondent to the city's request for qualifications; this satisfies state advertising requirements. The general process going forward is to form a selection committee, evaluate the city's respondents, interview those that best meet FPL's needs, select one, and negotiate a contract. M. Rice moved to go forward with getting the city's list of architects and planners and to spend up to $100,000 for the needs assessment. Motion failed for lack of a second. B, Boudreaux moved to approve moving ahead with planning for a space study and to authorize staff to take the required steps including obtaining the 4 \1. UI. city's list of respondents to its request for qualifications for architects and space planners. NI. Rice seconded. All voted AYE. New business A. Arsaga's rent: In response to a question at the previous meeting, staff reviewed the contract with Arsagas. Rent Is set at $1000 per month with no end date, though 30 clays notice is required to renegotiate the terms. No action required or taken. 13. Attendance numbers: 0. Johnson noted 0 manual count of visitors to the library, taken at different times and on different days, confirmed the autoinatic counter is consistently 40% low. Staff is looking at new technology and will have a recommendation by the December board meeting. C. PTO and FSS accrual and payout: S. Davis noted we are still in the process of gathering data and will have a report for the December board meeting. 0. Recognize Arkansas Arts Council and Target grants and increase youth program funding: 1t. Ijerritor moved to approve the staff recommendation; M. Rice seconded. All voted aye. E. Closed days 2013. 0. i'erritor moved to accept the schedule proposed by the staff; M. Ptire seconded. All voted AVE. Adjournment 0. Ferritor moved to adjourn; R. Boudreaux seconded. All voted AYE. Meeting adjourned at 5:05pm. 5 Z'AYE!IEVILLE PUBLIC LIBRARY Key Upcoming Events — March & April 2013 McCafferty Irish Dancers Toe tappin' St. Patrick's Day fun. Saturday, March 16, 10:30am Beyond the Holocaust Series Invented Mothers, Mothers of Invention: Biblical Women Reimagened Tuesday, March 12, 5:0Opm Film Screening -- Bar Mitzvah Sunday, April 14, 2:OOpm These programs were made possible by the Legacy Heritage Jewish Studies Project, directed by the Association for Jewish Studies (AJS). Support for the Legacy Heritage Jewish Studies Project is generously provided by the Legacy Heritage Fund Limited. T2 Play Reading Workshop and Artist Forum — Next to Normal TheatreSquared dives under the hood of their next production. Wednesday, March 27, 6-7:30pm Artist Forum - Tuesday, April 2, 6:30pm DAVE BARRY - Bestselling humorist and columnist. Author Talk and Book Signing. April 12, 7:OOpm 6 A 1•AY ETT P. V I LLL P13 3L10 RARY Strategic Plan Progress Report December 2012—January 2013 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 Presented Escape Velocity: A Charles Portis variety show featuring Jay Jennings, Roy Reed, Paul Johnson, Jonathan Portis, Shannon Wurst, and TheatreSquared. il. Launched free, weekly yoga classes and received a response exceeding the Walker Room's capacity. Hosted Little Free Library co -creator Todd 1301 in partnership with Ozark Folkways and Horne Depot. iv. Presented the Ozark Bronze Bell Ringers holiday concert. v. Hosted artist Sharon Killian's artist reception and exhibited artist works in Reading Room Nov -Dec 2012. vi. Hosted Sisterhood of the Travelling Pens writing class, 5 -week workshop. vii. Continued Community Cinema AEI'N/KUAP partnership by screening Soul Food Junkies. viii. Continued planning, booking and confirming all ages summer reading programming. ix. Hosted Gingerbread House decorating, Hanukkah celebration, Kinder Christmas concert, Holiday rnovie fest, Artsy Crafty day, and the Grinch. Teen Advisory Board (TAI3) hosted Winter Wonderland. x. Offered Homework Helpers twice each week in partnership with FHS National Honor Society. xi. Hosted Teen Garners, Yu-gi-Oh club, TAB, Free nix, Retro Garners, teen Anirne, and Silent Library. b. Services Provided instruction and research help to the Farmington High School AP English class. li. Hosted first nonprofit lunch and learn focusing on social media, 1" in 5 month series. Stocked 2012 tax forms; gathered information on free tax help offered by local services. iv. Proctored one test. c. Quality Provided 13 eReader consultations and 3 nonprofit resource center grant research sessions. d. Relevance Provided 3 Kindle and library e0ook classes. ii. Read and reviewed possible selections for University of Arkansas' One Book, One Community. 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 Streamlined release date DVD process, modeling retail vendors. ii. Checked collection against New York Times 100 Notable Books of 2012, owned most titles. iii. Checked youth/teen collections against several best books lists. 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 FPI. welcoming, convening and destination culture. a. Browsability Shifted crowded areas in Large Print collection. b. Outreach partnerships. Developed new partnership with Washington County Wage Program. ii. Establishing regular outreach with Butterfield Trail Village. Met with representatives from the UA to explore volunteer opportunities for athletes. 7 iv. Attended Crystal Bridges I.ibrary luncheon for area librarians. v. Discussed nonprofit training needs/partnerships with AR Coalition for Excellence and United Way. vi. Planned Brunch and Learn: Board Development with Chamber of Commerce Leadership Link. vii. Continued planning Fayetteville's first Literary Festival with Fayetteville Education Foundation, UA, and Public School Librarians. Scheduled for 9/5-8, 2013, Newbery award winner Jack Gantos will keynote. c. Virtual Implemented Freegal Music online service, a gift of the Friends of the Library. d. Physical Deployed new touch -screen, bilingual stations at Starr Island. IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, hoards, and volunteers. a. Staff Attended Smartinvesting@yourlibrary training and ALA Mid -winter Conference. ii. Published two 'Behind the Stacks' articles for bi-monthly Free Weekly column. Hosted a holiday party for staff. iv. Held quarterly Page meeting; hired two new work-study Pages. v. Held retirement party for Laura Speer. b. Boards Friends hosted Scholastic Book fair and conducted annual meeting. c. Volunteers Trained new volunteer to call holds. ii. I-losted Holiday party for volunteers and WWII medal presentation for Joe Copeland. Hi. Completed City of Fayetteville WayFinding Survey. 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 Began upgrade and migration of facilities automation applications to new server based platform. 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 b. Public awareness campaign Screenvision Ad placement for FPL— Up Among the Hills Holiday Gift at Razorback Cinema, 11/20 — 1/11/201.3. c. Operationalize brand Taped three segments for KXNW "Eye Opener" morning show; Stephen Karam visit; ebook download help; and Freegal downloadable music promotion aired week of 1/28-2/1/2013. ii. Worked with Adult Services to establish FPI 'Behind the Stacks' biweekly column in The Free Weekly. Additional publicity through post to faylib.org homepage. d. Public relations Participated in NPRC Lunch & Learn series, "Using Social Media in Non Profit Organizations." ii. Worked with TheatreSquared and UA on marketing plan for playwright Stephen Karam, part of the Distinguished Author Series. e. Website Worked with IT and ED on planning update/redesign of website. ii. 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U S w Total Collection Ne 10 12-31-12_as of 2_.13_13 Fayetteville Public Library Traditional BUDGET TO ACTUAL Year Ended Dec 31, 2012 Annual2012 YTD 2012 YTD 2012 Budget Budget Actual Revenue State & Federal Aid State Grant $ 0.00 $ 0.00 $ 6,996.00 Federal Grants 0.00 0.00 2,500.00 State Aid to Public Libraries 137,296.00 137,296.00 137,189.00 Grants & Designated Gifts Not for Profit Center 13,000.00 13,000.00 13,720.00 Reading Road Show 5,000.00 5,000.00 5,200.00 Summer Reading Grant 35,000.00 35,000.00 35,000.00 In Year Grant Awards 4,470.00 4,470.00 5,435.00 Adult Designated Gifts 0.00 0.00 1,000.00 Childrens Designated Gifts 140.00 140.00 0.00 Miscellaneous MoneyJar 0.00 0.00 600.05 Designated Gifts Other 270.00 270.00 1,080.00 Program Fees Youth & Children Lock In Contributions - Private Sources 0.00 0.00 698.33 0.00 0.00 130.00 Fine & Fee Revenue Library Cards 600.00 600.00 1,163.50 Overdues 127,490.00 127,490.00 134,652.65 Lost and Paid 0.00 0.00 (60.00) Damaged and Paid 0.00 0.00 2,775.30 Refund of Lost & Paid 0.00 0.00 42.53 Rental and Misc. Revenue Cafe Rental Meeting Room Receipts Copier and Printer income Merchandise Sales Miscellaneous Income Short and Over 11,000.00 2,400.00 22,200.00 5,520.00 3,000.00 0.00 Interest, Dividend & Investment Gain/(Losses) Interest 0.00 Interest -Operating 3,000.00 Interest-millage 3,000.00 Designated Fund Income 2,400.00 Realized Gain/Loss Investments 0.00 Unrealized Gain/Loss On Invest. 0.00 Garrison Management fees (3,210.00) Total Operational Revenue 372,576.00 Transfers Transfer from City - Operations Transfer - Millage Transfer For Books Transfer from City CIP Transfer from FPL Foundation Transfer from Friends 1,591,059.00 1,249,283.00 334,980.00 23,000.00 206,596.00 1,000.00 11,000.00 12,255.40 2,400.00 3,605.70 22,200.00 22,263.77 5,520.00 3,237.93 3,000.00 11,274.98 0.00 (335.96) 0.00 3,233.48 3,000.00 3,738.48 3,000.00 1,123.63 2,400.00 32,507.58 0.00 17,691.03 0.00 (2,585.87) (3,210.00) (4,640.00) 372,576.00 451,492.51 1,591,059.00 1,592,577.00 1, 249, 283.00 1,320,141.27 334,980.00 334,980.00 23,000.00 23,000.00 206, 596.00 176, 471.03 1,000.00 0.00 Total Transfers 3,405,918.00 3,405,918.00 3,447,169.30 Total Revenue 3,778,494.00 3,778,494.00 3,898,661.81 11 Page 1 1231-12 as of2 13 13 Operating Expenses Personnel Services Administration Adult Services Tech Services Youth Services Circulation Facilities Wages -Unclassified Bonus Post Employment Disbursement Vacation Time Used Sick Time Used Salary Contingency Contract Labor Expenses Contract Cleaning Service Health Savings Account Expense Voluntary AD & D Life Insurance Retirement Contributions Retirement Plan Expenses Workers Compensation Payroll Related Taxes FICNMedicare Expense Unemployment Insurance Expense Other Payroll tax expenses Total Personnel Services Fayetteville Public Library Traditional BUDGET TO ACTUAL Year Ended Dec 31, 2012 Annual 2012 YTD 2012 YTD 2012 Budget Budget Actual 601,072.00 601,072.00 263,568.00 263,568.00 113, 724.00 113, 724.00 193, 044.00 193, 044.00 381,348.00 381,348,00 81,852.00 81,852.00 0.00 0.00 0.00 0.00 0.00 0.00 196,248.00 196,248.00 42,612.00 42,612.00 10,000.00 .10,000.00 0.00 0.00 3,000.00 3,000.00 14,400.00 14,400.00 0.00 0.00 6,000.00 6,000.00 168,000.00 168,000.00 12,000.00 12,000.00 7,000.00 7,000.00 138, 000.00 138, 000.00 13,000,00 13,000.00 0.00 0.00 537,589.25 267,827.70 113,256.76 211,667.88 378,048,20 82,610.60 6.92 24,500.00 (9.78) 184,930.57 26,052.56 0.00 3,307.78 3,855.39 8,774.22 1,846.51 2,585.65 138,722.83 9,214.63 4,884,84 132,676.27 18,928.83 0.00 2,392,468.00 2,392,468.00 2,268,231.92 Library Materials & Programs Office Supplies - Adult Service 0.00 0.00 0.00 Office Supplies -Tech Services 625.00 625.00 623.80 Office Supplies - Youth Service 55.00 55.00 53.07 Office Supplies - Circulation 1,912.00 1,912.00 1,911.44 Adult Programming 11,605.00 11,605.00 11,604.95 Youth Programs 5,218.00 5,218.00 5217.93 Young Children Prog. & Supplies 15,759.00 15,759.00 15,758.53 Teen Supplies 5,714.00 5,714.00 5,713.50 Children's Program Lock In 4,470.00 4,470.00 300.17 Processing Supplies 33,038.00 33,038.00 33,037.11 On-line Databases 49,383.00 49,383.00 46,059.50 Print Books 272,536.00 272,536.00 272,535.58 E Books 71,859.00 71,859.00 71,858.95 Adult & Genealogy Materials 20,106.00 20,106.00 20,105.79 Periodicals 11,056.00 11,056.00 11,055.41 Film/DVD 40,117.00 40,117.00 40,116.79 Audio 6,861.00 6,861.00 6,860.69 Audio Visual 0.00 0.00 0.00 Music 6,131.00 6,131,00 6,130.27 Programming Services - Adult 13,096.00 13,096.00 13,095.06 Programming Services - Youth 14,169.00 14,169.00 14,168.50 Programming Services - Teen 1,546.00 1,546.00 1,545.46 NEH Programming 1,027.00 1,027.00 1,026.56 Gaming Devices & Supplies 0.00 0.00 0.00 Volunteer Recognition 2,100.00 2,100.00 188.95 Volunteer Outreach Programming 2,100.00 2,100.00 771.05 Library Programming Supplies 346.00 346.00 345.14 Library Programming Services 0.00 0.00 0.00 12 Page 2 12-31-12_as of 2_13_13 Fayetteville Public Library Traditional BUDGET TO ACTUAL Year Ended Dec 31, 2012 Library Materials Total Library Materials & Programming Annual 2012 YTD 2012 YTD 2012 Budget Budget Actual 0.00 0.00 0.00 592,126.00 592,126.00 581,380.46 Information Technology Computer Software 35,156.00 35,156.00 35,155.04 Computer hardware & supplies 93,992.00 93,992.00 93,991.47 Computer 2,797.00 2,797.00 2,796.50 Software Maintenance 62,372.00 62,372.00 62,371.17 Computer Equipment Maintenance 4,563.00 4,563.00 4,562.86 Computers & Tech. - Schmieding 0.00 0.00 0.00 Computer & Technological Equip. 105,880.00 105,880.00 32,062.22 Total Information Technology 304,760.00 304,760.00 230,939.26 Administrative Supplies Administration Supplies Vending Machine Supplies Marketing & Community Relations Supplies for FPL Foundation Office Supplies - Facilities Cleaning & Maintenance Supplies Total Administrative Supplies 27,854.00 27,854.00 24,737.87 368.00 368.00 367.63 9,895.00 9,895.00 9,894.09 738.00 738.00 737.07 0.00 0.00 0.00 21,145.00 21,145.00 21,144.13 60,000.00 60,000.00 56,880.79 Administrative Services & Charges Public Notification 7,000.00 7,000.00 1,252.72 Marketing & Public Relations 14,601.00 14,601.00 14,600.41 Postage 20,000.00 20,000.00 17,088.39 Postage - Marketing 0.00 0.00 0.00 Equipment Rental 449.00 449.00 448.80 Utilities 220.00 220.00 219.06 Telephone & Internet 23,703.00 23,703.00 15,621.65 Natural Gas 14,067.00 14,067.00 14,066.30 Electricity 98,666.00 98,666.00 98,665.04 Municipal Water 14,412.00 14,412.00 14,411.84 Other Utility Expense 5,110.00 5,110.00 5,109.42 Contract Services 0.00 0.00 0.00 Drop Box Pickup 8,500.00 8,500.00 6,912.00 Insurance -Liability 7,000.00 7,000.00 2,803.00 Equipment Rental & Lease 0.00 0.00 0.00 Professional Library Services 0.00 0.00 0.00 Audit Expense 18,500.00 18,500.00 14,900.00 Legal Services 2,000.00 2,000.00 0.00 Outside Services 1,604.00 1,604.00 1,603.56 Other Professional Services 37,795.00 37,795.00 37,794.82 Membership Dues 75.00 75.00 75.00 Travel, Lodging & Meals 9,998.00 9,998.00 7,666.53 Mileage reimbursement 100.00 100.00 88.15 Training & Professional Develop 14,902.00 14,902.00 14,901.57 Training - State Scholarship 0.00 0.00 0.00 Travel- Grant Funded 1,881.00 1,881.00 1,880.59 Recruiting Expenses 0.00 0.00 0.00 Employee Recognition 2,031.00 2,031.00 2,030.29 Uniforms 2,501.00 2,501.00 2,500.55 Bank Service Charges 2,713.00 2,713.00 2,729.46 Total Administrative Services & Charges Maintenance 13 307,828.00 307,828.00 277,369.15 Page 3 12-31-12_as of 2,_1313 Building & Grounds Building Maintenance Landscape Maintenance Equipment Maintenance Office Machine Maintenance Suspense Fayetteville Public Library Traditional BUDGET TO ACTUAL Year Ended Dec 31, 2012 Annual 2012 YTD 2012 YTD 2012 Budget Budget Actual 1,592.00 1,592.00 1,591.42 157,082.00 157,082.00 151,569.46 13, 838.00 13, 838.00 13.837.60 3,155.00 3,155.00 3,154.12 2,934.00 2,934.00 2,933.47 0.00 0.00 0.00 Total Building, Landscape & Equipment Pdaintenance Transfers Out Facilities Designated fund Furniture & Equip Replacement Technology Replacement Transfer to Foundation Transfer to Friends 178,601.00 178,501.00 173,086.07 0.00 0.00 0.00 0.00 0.00 Total Internal Transfers Out)lIn) 0.00 Capital & Depreciation Fixed Assets Furniture & Equipment Furniture & Equipment (sm. $) Building Improvements Depreciation Expenses Total Capital & Depreciation 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 6,785.71 2,678.55 9,464.26 20,000.00 20,000.00 20,701.49 34,005.00 34,005.00 25,981.73 21,381.00 21,381.00 21,380.95 1,150.00 1,150.00 1,150.00 0.00 0.00 0.00 76,536.00 76,536.00 69,214.17 Other Expenses " NO ACCOUNTS IN THIS SECTION - 0.00 0.00 0.00 Other Expense/Income Adjustment 0.00 0.00 0.00 Total Other Expenses 0.00 0.00 0.00 Total Expenses $ 3,912,319.00 $ 3,912,319.00 $ 3,666,560;08 Net Revenue (Deficit) (133,825.00) (133,825.00) 232,095.73 14 Page 4 FAYEf FEVILL,E 'YUBLtC L,uiRARX' Me o 'to: Board of Trustees, Fayetteville Public Library From: David Johnson, Executive Director Date: February 13, 2013 64e: Space Needs Assessment RFQ Decision Background During the October 15, 2012 Board of Trustees Meeting the decision was made to move forward with a "Space Needs" study for the Library. An Architectural Firm Selection Committee was formed consisting of, Kim Agee, Don Marr, Don Deweese, Bret Park, and Lolly Greenwood with the charge of selecting a firm to conduct the "Space Needs Analysis.' The analysis will include a "Branch Library component. The Committee met on November 14, 2012 and agreed that advertising a formal Request for Qualifications (RFQ) would be the preferred, fair method for selecting the architectural firm that the library would partner with for the "Space Needs Analysis". The deliverable from the analysis will be an updated 20 Year Master Plan Update and Expansion Study. •The RFQ was drafted and advertised with a deadline for submissions of December l&", 2.012. Five firms submitted proposals: • Clark Nuesemann o DeMx • Modus Studio o MS&R a Polk Stanley Wilcox Analysis The Committee reviewed the proposals online and used a scorecard to rank the firms. The Committee met on January 9, 2013 to review their findings. After discussion, the rankings were unanimous among the voting members of the committee. 1. Meyer, Scherer & Rockcastle (MS&R) 2. Polk, Stanley, Wilcox 15 3. Clark, Huesemann A. deMx 5, Modus Studio The top two firms were clearly rated the highest. There was additional discussion around the first two, but it was dear and unanimous that MS&R was the higher qualified and preferred of the two. The remaining three were relatively equal in ranking to each other, yet nowhere near the first two. Recommendation It is the recommendation of the Architectural Finn Selection Committee that the Library move forward with contracting Meyer, Scherer, & Rockcastle to conduct its Space Needs Analysis. The expected deliverable from this analysis will be an updated 20 Year Master Plan Update and Expansion Study. An original proposal submitted by MS& R dated October 2, 2012 will serve as framework for the hourly rates, fees and services to be delivered by MS&R. ® Page 2 16 Policy Name 2011 2013Fee Schedule Fee Library cards non-resident replacement -ecofan card,spapial etnt.ion Late materials Late materials: maximum fee Late equipment laptop computer bike lock Wii games/cont_ollers all other Items returned with missing parts Damaged materials Lost materials Ctollection agency fee ;opies & Printing (Including mistakes) Faxing Interlibrary loans Interlibrary loans: lost/damaged items Genealogy research Obituary requests Meeting room use fee: Walker Room Henry Board Room Meeting room cancellation fee without 24-hour notice Meeting room set-ups: Walker Room Grand piano use: Walker Room Portable stage: Walker Room One change in standard layout) AV system use Damage and cleaning: meetin /sg tud r�roo Code JF Date Approved 1/20103 Date Revised 4/1103; 12/4/03; 12/8/03; 2/18/04; 3123/04; 10/26/04; 1/13105; 5/1/05; 12/30/05; 1/26/06; 7/17/06; 2/19/07; 6/16/08; 12/15/00; 8/17/09; 12/21/09; 12/20/10 Amount $30/year per person $1 $40 $2 _ ....._.._. $ '20/day (all materials except newspapers equipment); 5201hr news{ apes $6 all items except periodicals; $3 periodicals_-newspapere_.._._._...---___._.__..--___-_. $5/hour (reference) and $5/day (circulating) ($40 maximum) $.20/hr ($3 max) $2-9.hr $Q max,) $1/dayyi$6 maximum),_._.___ $5 processing fee" per item . Depends on condition of material .p $5 processing fee Material list price + $5 processing fee Tapes/CDs from Books on Tape, Recorded Crooks and Listening I-ibrary are $10 each plus a $5_processing fee $101non-refundable) $.10 per side; color L50 per side; Reader printer copies $.26 per page .—...-------__---- _.___...._.-- $1 per page_...._— .__.... $1 processincg_fee for each re_quest _ Cost of the item plus a $10 processing° fee $15/hour (1 hour minimum, includes cies and postage)__,____,_ $8/each (includes postage 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...._.._.________,-...___..-_._._... Fees above 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 $50 $50 $25/hr one-half hour minimum) ms Case -9y -case basis___ ' Processing fees are non-refundable. 1.7 F'AYETTEVILLE PUBLIC LIBRARY Memo Tot Board of Trustees, Fayetteville Public Library Through: David Johnson, Executive Director From: Sam Palmer Date: February 18, 2013 Re: Library Remodeling Projects Background After 9 years of increasing patron use, additional programming, storage limitations, and changing staff needs, several remodeling projects have been identified that will improve the building's functionality. These changes fall under Policy FO which requires the Executive Director's approval and cost estimates from the Facilities Manager. Because of their larger scope, we wanted the Board to be aware of the changes that are coming. 1. Children's Storage Area; To store all the materials needed for the ever increasing programming load, we are proposing to reduce the size of the puppet theater back -stage which will create additional space in the storage room. Additional shelves will increase the room's capacity allowing for removal of programming materials currently stored in the youth services work area. In turn, this change will free up space for an additional staff work station. The approximate cost is $8800. 2. IT Office Remodel: The director of IT needs a private office. In his role as director, as PUG chair last year and as sub -chair this year, he is routinely involved in conference calls and webinars that disrupt the system administrator and IT intern. The approximate cost is $16,000. 3. Technical Services Remodel: As the receiving area for all new library books, media, and processing supplies, staff needs table space and shelving to accommodate the shipments that arrive almost daily. This remodel will involve moving desks and overhead storage, constructing a table, and building shelves. The approximate cost is $6000. 4. Terrazzo behind Circulation Desk: Heavy traffic behind the circulation desk has created significant wear on the cork flooring. Switching to terrazzo would provide a more durable surface and match the remainder of the library's lobby. The approximate cost is $18,000 No Board action required except for the terrazzo; see following memo. 18 F1YEr ryvJLLE Pu 3r_rc T_,ttifz,eRY Board of Trustees, Fayetteville Public Library 'throughe David Johnson, Executive Director From: Sand Palmer Date: February 18, 2013 American Terrazzo as sole source vendor for terrazzo Re: ackgrcund Heavy traffic behind the circulation desk has created significant wear on the cork flooring. Switching to terrazzo would provide a more durable surface and snatch the remainder of the library's lobby. A number of companies have been contacted about doing this work; American Terrazzo Company, Ltd. is the preferred vendor for the following reasons: • They did the initial installation for Blair Library. o They have the color in stock and can guarantee match of both terrazzo and grout. • Other vendors do not have the exact color on hand and have indicated they could only come close on color match. Recommendation Staff requests that the Board of Trustees waive the Library's procurement policy for the American Terrazzo Company. This procurement policy waiver will apply to at terrazzo re -surfacing in 13Iair Library. The bid is for 518,045. Por details, see attached proposal. 19 AMERICAN TERRAZZO COMPANY, LTD. 309 Gold Street, Garland, Texas 75042 972-272-8084 Phone 972-276-4736 Fax www.americanterrazzo. com *******BID PROPOSAL""*"*" TO: Fayetteville Public Library 401 West Mountain Street Fayetteville, Arkansas 72701 PHONE: 479-856-7222 FAX: 479-571-0222 DATE: 2-4-13 PLEASE CONSIDER OUR BID FOR FURNISHING AND INSTALLING WORK IN THE PROJECT NAMED BELOW. PLANS AND SPECIFICATIONS PREPARED BY THE ARCHITECTS: PROJECT Fayetteville Public Library 401 W. Mountain Street Fayetteville, Arkansas Terrazzo Patching SCOPE/AREAS OF WORK Furnish all labor, material, and supplies to prepare the existing Epoxy floor material and the concrete slab as required. Install 3/8" Epoxy Terrazzo in a color to match the existing Terrazzo adjacent to the patch. Install Terrazzo at the floor only. Grind, grout, polish, and seal the Terrazzo patch. BID $18,045.00 Work includes protection of the reception desk. Includes after hours work. Includes patch at the existing Expansion Joint. Includes Arkansas Sales Tax. EXCLUSIONS Concrete leveling at the patch area. Refinish of the existing Terrazzo. BOND PREMIUM: ADD PREMIUM IF REQUIRED (RATES ARE ON NEXT PAGE) "***"**"******"** CONDITIONS OF BID ****"****"*"*"*"* ACCEPTANCE OF BID SUBJECT TO TERMS AND CONDITIONS AS SET FORTH ON PAGE #2, ON BACK. MUST BE WITHIN THIRTY (30) DAYS OF THIS DATE, AND BID IS VOID THEREAFTER AT THE OPTION OF AMERICAN TERRAZZO COMPANY. OUR BID PROPOSAL SHALL BE MADE A PART OF ANY SUBSEQUENT AGREEMENT. ACCEPTED BY: SUBMITTED BY: SIGNATURE DATE20 BRENT FLABIANO, VICE PRESIDENT (SIGNED ORIGINALS OF TELECOPIER-TRANSMITTED BIDS WILL BE MAILED TI -IE SAME DAY) TERMS AND CONDITIONS OF 1310 THIS 131D FROM: AMERICAN TERRAZZO COMPANY GARLAND. TEXAS IS SUBJECT TO: THE TERMS AND CONDITIONS SET OUT BELOW 01. TERMS OF PAYMENT: Payment to us is NOT contingent upon payment to you from the owner. If not covered by the specifications on or before the 151h of the month following our request, we shall receive payment from you for the total value of materials delivered at the job site and work in place, less retainage as stipulated in the prime contract. You will withhold no greater percentage retainage from us than the owner withholds from you. 02. INSURANCE Liability insurance will be evidenced on a certificate (accord or other standard fonn). Our insurance will not be primary to the insurance carried by the contractor or any other subcontractor. Endorsements for additional insureds and waivers of subrogation will not be added to our policy. 03. HOLD HARMLESS/INDEMNITY PROVISIONS: Our liability will be limited to the maximum of our insurance coverage and to the extent that we are liable. 04. SURETY BONDS: If bonds are required of us, the premium will be paid by you (our current rates will be given to you upon request). 05. FACILITIES: Adequate heat, potable water, hoisting facilities and operator Tight and electrical current and connections for Terrazzo -grinding equipment will be provided by you at no cost to us. Excluded from this bid are prorated charges for any items, for example, but not limited to: telephone, toilet facilities, watchmen, temporary structures, etc. 03. DEMOLITION/FLOOR PREPARATION: Unless stated in the scope of work or inclusions, demolition and/or preparation work are not included in our bid. Only normal slab preparation in accordance with N.T.M.A. specifications for the type of installation involved is included in our bid. 07. SLAB CONDITIONS: Any concrete slab over which we are to install a thin -set or bonded -to -concrete system shall be structurally sound, coarse -broom finished, and free of any fins, ridges or voids. Slab must be water cured: NO LIQUID CURING AGENTS MAY 13E USED. Slab must he free of all surface contaminants and level, or with required slopes to drain. Any work necessary to correct conditions will be done as an extra to our contract following issuance of a change order for a mutually agreeable amount. 0£3. SUBSRATA: Unless stated in the scope of work on inclusions, we are not responsible for any substrata that are out of tolerance. 09. GRADES: All necessary grades, levels or benchmarks shall be furnished by you at not cosi to us. 10. DAMAGE TO OUR WORK: Should damage be done during construction by persons or forces other than our own work force, any patching or remedial work required will be done as an extra to our contract following issuance of a change order for a mutually agreeable amount 11. CLEANING/WORK AREA: During our activity on the project, the slush and rubbish generated by our work will be removed to an on-site area designated by you for removal by others at no cost to us. 12. CLEANING/THE WORK: Upon its completion, our work will be thoroughly cleaned, which will complete our contract. Any further cleaning made necessary by others will be done as an extra to our contract following issuance of a change order for a mutually agreeable amount. 13. BACKCHARGES: Only backcharges with substantive backup, and our written agreement at the time assessed, will be accepted by us. 14. LIQUIDATED DAMAGES: We will not accept liquidated damages unless agreed upon in the contract, and then only that portion for which we are liable, and only to the extent damages will be paid by you to the owner. 15. ACCEPTANCE: This bid proposal is subject to acceptance within 30 days from the date signed by us and, at our option, is voidable thereafter. Page 2 of 2 21 FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library Through: David Johnson, Executive Director From: Stephen Davis, Accounting & HR Manager/6c( ` _= Date: February 13, 2013 Re: 2012 Preliminary Budget to Actual Report, Budget Roll -forward Request Background The 2012 Preliminary Budget to Actual Report is attached for review. This financial report is a preliminary financial report and is subject to change during the annual audit. The YTD actual show FPL has net revenue of approximately $232,000 for 2012. This Net Revenue does not include purchase orders issued but outstanding as of December 31, 2.012. The total value for outstanding purchase orders at year end is $42,146. During 2012 Library staff identified several one-time projects that are not funded in the current approved budget. Those items identified and unfunded are listed in the table below along the proposed funding amount for each project. Item or Project Amount Purchase Orders Outstanding at 12/31/12 42,146 FINRA Grant App 5,000 Space Needs Assessment—consultant fees & reimbursable 100,550 Space Needs Assessment— FPL cost 10,000 Financial and Fund -Raising Software Upgrade 45,000* Youth Services — School Year Program 6,000 Youth & Teen Services Copier 7,000 Sound System Upgrade 6,000 3D Printer (s) 10,000 Outreach Canopy/Display Unit 1,000 Total 232,696 *GALS originally paid $36,000 for Sage Software with a 5 user license. They purchased accoun s payable, payroll, fixed assets, and encumbrance modules. We would need to add the fundraising module. Recommendation Staff has prepared a separate Board agenda item discussing the need for a financial and fund-raising software upgrade and recommending Board approval of a budget adjustment to fund that project so the software upgrade could proceed to the procurement phase. This agenda item includes the following Staff recommendation: Approve an amendment to the 2013 budget to add funding for the items listed in the table on the following page: 1 22 [tern or Project ------._Purchase Orders Outstanding at 12/31/12 FINRA Grant App Space Needs Assessment— consultant fees & reimbursable •Space Needs Assessrnent._ FPL cosi Youth Services — School Year Program Youth & Teen Services Copier Sound System Upgrade 3DPrinter ( ---s) _._.._..----- Outreach Canopy//Display Unit Total Supplemental Information Outstanding Purchase orders at December 31, 2012 Vendor Num Date P 0 Date Amount Page 2 Apple Inc. 12-133 12/2812012 12/28/2012 4,094.69 Bibliotheca 12-128 12/19/2012 12/19/2012 15,124.73 Bibliotheca 12-129 12/19/2012 12119/2012 5,060.00 Thomas, Melissa 12-119 09/07/2012 09/07/2012 700.00 Tom January Floors 12-132 12/28/2012 12/28/2012 500.00 Upchurch Electrical Supply 12-131 12/28/2012 12/28/2012 16,647.00 Total 42,126.42 23 Amount 42,146 5,000 100,550 10,000 6,000 7,000 6,000 10,000 1,000 187,696 FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library Through: David Johnson, Executive Director From: Lynn Yandell Date: February 18, 2013 Re: RFID security gates with radar based patron counter - sole source Background Since the initial installation of the RFID security gates and patron counting system at the library's entrance, vast improvements in this technology have been realized in the field. The existing patron counter at the library's entrance is not integrated into the gates and has proven extremely inefficient and consistently 40% below actual traffic. The efficiency of RFID tag detection and read rate has also greatly improved. An upgrade of the RFID gates to the latest technology will provide accurate patron traffic information and improved security for the library's collection. The goal is to have the new hardware installed as early as possible this year to gather accurate data with which to inform the space needs assessment. The benefits are three -fold: ® Improved patron traffic analysis and ability to distinguish individuals in groups walking together ® Improved security for the collection as tag detection and read rates are improved o New software can alert multiple stations in the Circulation department when the gates alarm When the original RFP for Blair Library's technology infrastructure was issued, Bibliotheca was selected as the RFID provider. Biblotheca provided all RFID hardware for the self checks, staff stations, automated materials handling system (conveyor), and the RFID tags for the collection. Bibliotheca's software component for encoding and decrypting tags was integrated into Polaris and the software driving the conveyor system. The data on the tags is proprietary and encrypted and may only be decoded with Bibliotheca's software. As such, this company is the sole source for any new RFID equipment. To use another vendor would require changing the library's RFID platform, retagging the entire collection, and could potentially require the purchase of new self check units and new conveyor. Recommendation Staff requests that the Board of Trustees waive the Library's procurement policy for the Bibliotheca contract and authorize the purchase of the Bibliotheca Smartgate 400s with integrated radar based patron counting technology. This procurement policy waiver will apply to all equipment to be purchased from Bibliotheca while it is the platform used by the Library. The total price is $24,279.93. For details, see attached quote. theca Toll free: 877-207-3127 Fax: 877-207-3129 www.blbliotheca.com r rY!R fr!' c c:r:fid.' it`i: Quote 41: BD1'20130122 Telephone: Library Name: Fayetteville Public library Fax: Contact: Lynn Yandell Email: Address: Work: Aisle Security Got® Statement of 5 UNt our item Ite m # Descriptlo4 Llst Price Qupn6ly ling, Unit•Your Ezten rice i,: Price. .e- e- smartadmin'TM Software License Subscription 8WR000004-000 smartadmin1' Software (Per Single Connected Device) First year pricing for each connected device, including liberal.", smadgate Y°, and smartsoil1 ". $ 375.00 1 $ 325.00 $ 325.00 ^ SWf2000017-000 smartadminm Annual License (Beginning Year 2) Second year + pricing for each connected device, including Iiberkm, smadgate"", and smartsohm $ 150.00 1 $ 150.00 Each $ 150.00 smartgateTM security gates 11F10 Security Pedestals provide aisle widths of 3G"-42", depending upon tags used. Maximum night podostals.lncludes: n visual and configurable audible alarms; buil-0i patron Gounier; and connection poi( for :00 ole devices such as CCTV If item Identification and Gate Tracking software is purchased: „ recording of barcode numbers of those items that have alarmed the gates and remote no ifcation of Hem titles at staff station(s) Library provides: P compliance with mantrladurcr's installation pro -requisites SecurityPedestal in -floor mounting, electrical and network connection (if required) and configuration is included in the on-site Installation package. Does not include trenching or network/electric cabling, which must be performed by the Library if required. Item Identification and Gato Tracking Software: As an add-on to RPID security pedestals, Item Idontlflcation and Gate Tracking software gives library staff the ability to determine in most instances which items have triggered an alarm. The software typically installs on a single computer and can retrieve alarm information from several pedestals. Optionally, it can also send remote messages to designated staff workstations within the library network as an alarm is triggered, showing staff at a glance the title of the item and whether it has been chocked out. Software displays Patron and Occupancy Count. Software connects to the library ILS through SIP in order to retrieve 100 kilo and chock 10o status of an item triggering an alarm. Library provides, if horn ldantifioation and Gate Tracking software is purchased: Computer (hood not bo dedicated) and S)P2 from ILS Provider sma tg 1,. sattwo[e Butte ; SWR000008-000 smartgatej°1 SITE License item identification software $ 4,050.00 Each SWR100000-000 smartgatem 1 SYSTEM License nem identificauor software $ Each SW R000107-000 smartgate"' 1 Security Pedestal Software S 125.00 Configuration price per pedestal smartguteTM 400`CIeer $ecurfy_Pedestais GA5000113.000 Quint Aisle Security Gate 6 pedestals with patron $ 73,995 00 counter (requires Item identification software for readable counts) 0 5 '125.00 bath 750.00 $ 19,995.00 el 0,995.00 smartgate 400, 200, and Clear Gate Optional Extras GA1'000040-000 Custom Color for smartgater" 400 per pedestal 325.00 GAT100101-000 Custom Etching for Clear Security Pedestals Installation and Trail ing 725.00 Set Set $ On -Silo Installation 's required for most now installations. Additional products can usually be installed and configured roma oly, dependil Training is provided as part Of the installation price and is also available subsequently, tailored to the library's requirements. 'P Security Pedestal lo -Floor Mounting, Electrical and Network Connection (if required) and Configuration Is included in the On -Site Installation price. Does not include trenching or network/electric cabling, which must be performed by the library ii required. SER000001-000 On -Site Installation and/or Tralning $ 2,700.00 Tot 2,700.00 SBR000002-000 Remote Configuration and/or Tralnin 750.00 SER000003-000 Pre -installation Site Survey (to ensue proper placement and space allocations for proposed solutions - optional) 1,500.00 ion Session Iasi (j, IMcd: 1121,201 3:191':A1 25 Paget ul 2 heca Toll Free: 877-207-3127 Fax: 877-207-3129 www.bibllotheca,corn Shipping SHP000001-000 Shipping and Handling 1 $ 359.93 Total $ 359.93 Grand Total: $ 24,279.93 ,Prices quoted above include first year's Support and Maintenance; however, any r'equir'ed SIP configuration is superhto. Pl000e note that thorn may be an additional charge for electrical work. "`Shipping is estimated on one receiving locailon, unless otherwise noted, and on current rates and proposal. Annual Support and Maintenance following first year: 7% Hardware Only Components: Percentage of unit list price shown above 9% Bundled Products: Percentage of unit list price shown above Customer may enjoy savings every year, up to Ivo years, of support and maintenance paid in advance together with system purchase. Discount is based on the annual foo one's. first year for which support and maintenance is charged (year 2) so that prepayment program also protects customer from yearly pricing escalations. Annual support and maintenance foes, together with rho savings enjoyed through prepayment are calculated below. Annual Maintenance Discount Paid Up ffonl carnscsaccas sag 3% 9% 1=13% % Cumulative i( Savings if Paid Up Front $.... ...-. 71.18/ $ 39L49j 365.73] $ 98 9 1 $ 2,896.32] Year 2: Year 3: Year 4: Year 5: Year 6: Good through: 4/24/201377 ..w .. Today's Date:61124/2013�.. Accepted By: Accepted Pate: Last Updo,cd: 1/29/20133:19 PM $2,372.65 $2,479.42 $2,590.99 $2,707.59 $2,829.43 mi $ ?,301.47 $ 4,460.e8_ 11$ 6,477,33_ '1$ 835173 $ t 0 083 7G. Quoted By: Approved By: „,.,,...,_.......,,..»,,._..., -.....,_w 26 Page 2 01 2 T'AyisT"rEVrL,I.,E r'UBz.:(tt ,LIBRARY To: Board of Trustees, Fayetteville Public Library Through: David Johnson, Executive Director From. Stephen Davis, Manager Accounting & HR Date o February 7, 2.013 Re: Accounting Software Background - New Accounting Software Last May Fayetteville Public Library upgraded its accounting software from two single licenses of QuickBooks Premier Software -- one for accounting & payroll purposes and one for purchase order preparation to a single QuickBooks Enterprise version. The purpose of moving to Enterprise was to: 1. Be able to continue to process payroll as our previous edition would not support this function in 2013; 2. Have a single database for accounting/purchasing functions; 3. Enable department managers to self initiate budget to actual inquiries; and, 4. Provide a more robust financial reporting of financial data for use by the Board, Management and as needed, granting agencies. Analysis For organizations that use QuickBooks Payroll, QuickBooks requires the underlying accounting software be within 3 years of the most current version of payroll. The Lihrary had to upgrade its accounting software by mid -fall 2.012 to enable payroll to continue to be processed. This short time frame did riot allow sufficient time to determine our software needs, develop an RFP, evaluate the responses, make a recommendation and implement the new software. The least disruptive option at that tirne was to upgrade from the single user version of QuickBooks to the Enterprise version that also contained the Not for Profit accounting elernents required for the Foundation. During 2012, staff worked with the Enterprise software package to address each of the Items listed above but with lirnited success. As stated in the May 2012 memo, QuickBooks Enterprise or Premier software packages provide a generally reliable accounting database platform but have structural issues that limit their use to an organization like Fayetteville Public Lihrary. QuickBooks has virtually no capability for "inquiry only" so the number of users has to be tightly controlled because anyone with access for inquiry would also be able to make entries that would impact the Library's financials as well as data integrity. QuickBooks does not have the capability of performing fund accounting processes which means staff has to perform these functions "offline" outside the database. Management staff has had to track their individual budgets in Excel or manually so they would know where their expenditures were in regard to the adopted 27 budget. Budget to actual reports can be produced out of QuickBooks but it requires several added manually driven steps. After working with the Library's data, the Foundation's data, and FPL's donor software for the past ten (10) months, it is my conclusion that FPL needs an integrated package that includes accounting software with a GASB compliant platform and an associated fund raising/volunteer package that talks to the financial side. Such a package would enable FPL to easily prepare budget to actual management reports and grant documentation should we be audited by a granting agency. Several members of the Library staff have worked over the past 10-12 weeks cleaning up and merging the two GiftWorks databases. During this process there were a few deficiencies identified that makes the donor software time intensive. For example: Assume a fancily makes a pledge where several members of that family will be making payments toward that pledge. GiftWorks requires special processing for each of the contributing members and is time consuming to ensure the data is accurate. Also, GiftWorks is not integrated into QuickBooks; donor data has to be exported from GiftWorks and imported into QuickBooks which creates the necessity to reconcile both the data export plus the data import. Thus far, it has been less time consuming to maintain the data separately which limits its utilization by management staff. Staff performed an internet search, identified several software companies that have out-of-the-box solutions that are designed for governmental agencies. We, as Staff, have reviewed four (4) accounting and two (2) fund raising packages via internet demonstration. The cost of moving FPL to a more appropriate software platform for financial reporting with a fully integrated donor (fund raising) module is expected to be approximately $45,000. This cost estimate is based on predicted cost for the software, training and data migration/conversion from both the QuickBooks platform and the GiftWorks platform. The proposed process is for the Board to approve a budget adjustment providing funding for the software project, staff to develop an RFP and evaluate the responses and submit the selected vendor to the Board for purchase approval. Recommendation Approve a budget adjustment to the 2013 Budget adding $45,000 for purchasing new accounting and fund raising software. $ Page 2 28 1'AY1:1"'i'1 viI LE .PUBLIC LrBR.ARY e 1110 To: Board of Trustees, Fayetteville Public library Through: David Johnson, Executive Director From: David Johnson Date: February 18, 2013 Re: Revise by-laws to consolidate 2 standing committees 6lactcgvound The Board of Trustees' by-laws designate four standing committees, only one of which (Nominating) rneets on a regular basis: 1. Finance Committee 2. Nominating Committee 3. Art Committee 4. Audit Committee The duty of the Finance Committee is "to provide financial guidance and direction for the library." This charge could encompass the duties of the Audit Committee, "to review the reports and performance of the audit." For efficiency, these two committees could he collapsed into a single Finance Committee. This year, the auditors have asked to interview the chair of the Audit/Finance Committee. (Recommendation 1. Collapse the duties of the Audit Committee and the Finance Committee into a single Finance Committee. Appoint a chair and members to review the annual audit for presentation to the full Board of Trustees. As the library begins its space study assessment, this committee may be called upon to meet on a more regular basis. This recommendation would require amending the by-laws as attached. 29 Code: CA Date Approved: 6/8/87 Date Revised: 1/23/98; 9/20/99; 5/15/00; 8/21/00; 4/16/01; 3/15/04; 7/18/05; 7/17/06; 4/16/07; 6/18/07; 4/21/08; 10/18/10 BY-LAWS BOARD OF TRUSTEES of the FAYETTEVILLE PUBLIC LIBRARY ARTICLE I. Authority & Name Section 1. These by-laws have been adopted pursuant to Section 4 of Act 177 of 1931, sub -chapter 5, of the Statutes of the State of Arkansas as amended, and City of Fayetteville Ordinance 4402-02. Section 2. This body shall be known as the Fayetteville Public Library Board of Trustees. ARTICLE II. Mission Statement The mission of the Board of Trustees is: (1) to provide public library services to the citizens of the City of Fayetteville and by reciprocal agreement with other libraries in accordance with the laws of the state of Arkansas; (2) to demonstrate leadership in performing the mission of the library; (3) to serve as a liaison between the library and the City of Fayetteville; and (4) to ensure the library meets the informational, educational and recreational needs of the community. ARTICLE III. Board Members Section 1. Membership 1. The Board shall consist of seven members. 2. All trustees shall serve staggered terms of five (5) years and until their successors are appointed and qualified. 3. Vacancies on the Board shall be filled by the mayor with the approval of city council or governing body. 4. The permanent relocation of any trustee from the city or his/her absence from four consecutive meetings of the Board, without due explanation, shall render his office as trustee vacant. 5. The trustees shall receive no compensation for their services, and before entering upon the duties of their office, they shall make oath or affirmation before some judicial officer that they will discharge the duties enjoined upon them. Section 2. Organization 1. The Board shall be organized with a President, a Vice -President and Secretary, and a Treasurer elected by majority vote of the membership. 2. Officers shall be elected and take office at the first regular meeting after new Board members have been appointed and sworn in. Officers will serve a term of one year. A maximum of three terms may be served in one office. 3. Vacancies in office shall be as follows: a. In the event of the resignation or incapacity of the President, the Vice -President shall become the President for the unexpired portion of the term. b. Vacancies in officers other than President shall be filled for the unexpired term by special election. Section 3. Duties of Officers 1. President The President shall preside at all meetings of the Board. The President may sign and execute all authorized contracts and other obligations and undertakings in the name of and on behalf of the Board. The President shall notify the City Clerk of Board vacancies and resignations and advise the City of any particular expertise that may be desired in an appointee in order to maintain a balanced Board. The President shall be an ex - officio member of all committees. The President shall appoint special purpose committees as deemed necessary, specifying the activities and duration of such committees. The President or a designee of the President will serve as a voting member of the Fayetteville Public Library Foundation Board of Directors. 2. Vice -President The Vice -President shall perform the duties of the President when the President is absent or unable to serve. 30