HomeMy WebLinkAbout2010-06-21 - Agendas - Final1''AYETTEVILLE
PUBLIC LIBRARY
Beyond Words
Lorraine Brewer, President
Beverly Schaffer, Vice -President
Elizabeth Jordan, Treasurer
Board of Trustees
June 21, 2010 4 pm
AGENDA
Regular Meeting Ann Henry Board Room
Mike Malone, Secretary
Suzanne Clark
Dan Ferritor
Maylon Rice
Our vision is to be powerfully relevant and completely accessible.
Our mission is to strengthen our community and empower our citizens through free and public access to knowledge.
I. Call to order
11. Minutes
A. Approval of minutes
1. April 19, 2010 regular meeting - page 2
B. Signed minutes
1. February 15, 2010 regular meeting - page 3
111. Reports
A. Auditors' report - Representatives from BKD, Inc.
B. Management reports
1. Key upcoming events - page 4
2. April - May strategic plan progress - pages 5-7
3. May 2010 performance measures - page 8
4. Charts of the meeting: City's 1s' Quarterly Report, Library portion - pages 9-10
C. Financial reports
1. May 2010 budget comparison - page 11
2. May 2010 balance sheet - pages 12-13
3. May 2010 profit and loss - pages 14-16
4. April 2010 budget comparison - page 17
5. April 2010 balance sheet - pages 18-19
6. April 2010 profit and loss - pages 20-22
IV. Old business
A. RFQ for teen area expansion - page 23
V. New business
A. August Board meeting
B. Appointments
C. Election of officers
D. Strategic plan
E. 2011 budget
F. Letter of congratulations to Donna K. McDonald - pages 24-25
G. Policies
1. Revision to Policy JC: Closed Days - pages 26-27
2. Request for Board direction on Policy NC: Code of Conduct for Customer Relations - pages 28-29
VI. Adjournment
VII. Attachments
A. Projected 2010 meeting agendas
B. Assorted "Thank You" notes
C. Director Survey Responses
D. "Rallies, Rallies, Everywhere as Final Budget Votes Loom." American Libraries.
E. 2009 Annual Report
F. Shortlisted responses to RFQ for teen area expansion
G. U.S. Impact Studies web survey report for FPL
H. Communication Plan prepared by Mitchell Communications Group
I. Assorted FPL press
Fayetteville Public Library
Board of Trustees Regular Meeting
April 19, 2010
Minutes
Prepared by M. Raine, Reference Manager & Interim Director of Operations
Board Members present: L. Brewer, S. Clark, D. Ferritor, E. Jordan, M. Malone, M. Rice and B. Schaffer.
Absent: Staff present: S. Foley, M. Raine, C. Rew and S. Thorup. Press: S. Descant, Northwest Arkansas
Times.
I. Maylon Rice was sworn in as the newest board of trustee member by Judge Rudy Moore.
11. The Board of Trustees meeting was called to order at 4:04 p.m. by L. Brewer.
111. Outgoing Trustee presentation to Marla Hunt. Hunt was appointed in April 2007 and completed her
term March 31, 2010. She served on the nominating committee and executive director search
committee. Her service in human resources, research, and financials was valued and appreciated.
IV. Approval of minutes. B. Schaffer made a motion to approve minutes from the February 15 meeting.
All voted aye.
V. Reports. A.) Management reports — S. Thorup presented key upcoming events and invited everyone
to the Sapphire event. M. Raine highlighted the Barbara Graham/Ellen Gilchrist/Molly Giles event
and the Mel Bartholomew event. Thorup thanked board for the staff in service day in February and
shared positive response from staff. Thorup highlighted Volunteers for Disney day with 65 people
working at the library over spring break. Thorup reported the Chamber of Commerce Small
Business committee selected FPL for their philanthropic project and will conduct a book drive to
benefit FPL youth programs. Raine reported on partnerships with UA College of Business
retirement program, and the success of recent genealogy programs and Green Your Life trade
show. Performance measures: Thorup reported FPL is on track to reach 2010 targets: reference
transactions are up 10%; cardholders up 14% compared to last month; and the drop between
Feb. and March reflects the annual purge of patrons who have been inactive for 3 years or more.
M. Malone pointed out volunteer hours contributed are the equivalent to 41 full time employees.
Thorup asked if the performance report could be altered to include only the most current month
and the board agreed. B.) Financial Report — C. Rew reported all measures are as expected at this
point in the year and that she has moved FPL's operating account to a local bank in Fayetteville.
Rew reported there are draft reports on both audits and that published reports will be forthcoming.
VI. New business. A.) Appointments of Nominating Committee — M. Malone and S. Clark will serve as
the nominating committee for the upcoming year. Officers will be elected in June. B.) Policies:
1.) Revision to PA -31: Inclement Weather: M. Rice moved to approve change. B. Schaffer
seconded. All voted aye. 2.) Elimination of PA -49: Unusual Occurrences: M. Rice made a motion
to eliminate the policy. S. Clark seconded. All voted aye. C.) Staff Presentation: University of
Arkansas Industrial Engineering Students Senior Design Projects: LEED Existing Building
Certification and Volunteer Timekeeping Study: Coby Durham, Dia St. John, Whitney Perkins and
Maria Brazhkina: The team presented their research and findings and complimented library staff
on the 84% response rate to their surveys. The team recommended FPL adopt the volunteer time-
keeping solution they designed and recommended that FPL explore securing both on-site and off-
site energy credits in pursuit of LEED Platinum certification. D.) Staff Presentation: Summer
Reading Club 2010 by L. Greenwood. Copies of summer calendar were presented and highlights
of the program presented. Greenwood reported Summer Reading Club will have three authors this
summer and will have a teen author for the first time. Major events of the SRC include a kick off
with dunk tank, a marine biologist, a mobile aquarium and an artist -in -residence funded by AR
Arts Council. Youth Services staff will visit 17 schools first two weeks of May, and sign up begins
May 1.
VII. Adjournment: S. Clark moved to adjourn. M. Rice seconded. All voted aye. Meeting adjourned at
4:55 p.m.
Fayetteville Public Library
Board of Trustees Regular Meeting
February 15, 2010
Minutes
Prepared by S. Terry, Communications Manager
Board Members present: L. Brewer, S. Clark, D. Ferritor, E. Jordan, M. Malone, B. Schaffer. Absent: M.
Hunt. Staff present: S. Foley, M. Raine, C. Rew, S. Terry and S. Thorup. Press: S. Descant, Northwest
Arkansas Times.
The Board of Trustees meeting was called to order at 4:07 p.m. by L. Brewer.
II. Approval of minutes. D. Ferritor made a motion to approve minutes from the January 18
meeting. All voted aye.
III. Reports. A.) Management reports -- S. Thorup thanked the board of trustees for allowing the
library to close today for staff training. Thorup said the library is now using PayPal on its website
to accept donations for the Foundation and the Friends of the Library. Thorup announced the
beginning of two services: Text -a -Librarian and Library2Go downloadable audio service. M. Raine
said that Heather Robideaux in the Reference Department recently completed serving on the
American Library Association's Notable Books Council. Raine recognized Caitlyn Walsh for
completing her master's degree in library science in December. S. Foley said the Roberta
Fulbright Society donor thank you gifts (bookmarks and book bags) have been received, and she
will begin handing those out to donors soon. Foley also said the library has received a $2,000
grant for Books for Borrowing and a $5,000 grant from the Care Foundation for the Nonprofit
Resource Center for the 49" year. Performance Measures — S. Thorup said January circulation
increased more than 1 percent despite being closed several days due to inclement weather.
Thorup also said the library is working to establish a greeter program. A volunteer would be
stationed in the lobby during the hours the library is open to provide directions and answer
questions. The library is also reinstituting its patrol program. Volunteers will provide another set of
eyes, walking around the library to ensure nothing inappropriate is occurring. B.) Financial
Report — C. Rew said the library was under budget on its utility expenses for 2009.
IV. Unfinished Business. A.) Teen area expansion plans — S. Thorup said members of the library
staff met with Jeff Scherer, the library's principal architect in 2004, and discussed the space
issues in the teen area. The initial recommendation to move the teen area to the first floor media
area was not feasible. The proposed solution is to keep teens in the same area upstairs with a
furniture and shelf rearrangement. The large print books, currently located on the second floor,
would be moved downstairs to the space currently occupied by VHS tapes, which would be
phased out. VHS tapes are no longer being purchased. Thorup moves would likely be in the fall,
after the Summer Reading Club has concluded. Thorup suggested issuing a request for
qualifications before moving or rearranging the teen area. Suzanne Clark was the board member
selected to review the RFQs. B. Schaffer moved to accept recommendation to seek an RFQ
to expand the teen area. All voted aye. B.) Budgeting additional funds: C. Rew requested
moving $8,100 received from State Library for library school scholarship reimbursements to the
Travel and Training line item; $1,700 moved to the Children's Programming line item; and
$14,853 moved to the Other Supplies line item. B. Schaffer moved to accept the motion. All
vote aye.
V. New business. A.) Staff Presentation: Expanding Access: Text -a -Librarian & Library2Go — M.
Raine promoted two new services: Text -a -Librarian, which allows patrons to text questions to
reference librarians and receive answers and citations. The Reference Staff has been inundated
with excellent research questions. Library2Go is a consortium with other libraries in northern
Arkansas that provides access to online audio and eBooks that are iPod-compatible and more
user friendly than past downloadable services. B.) Staff Presentation: NEH Challenge Grant
Status Report: S. Foley reviewed the NEH Challenge Grant report she filed on February 3. The
report lists the past two years of certification as well as new gifts. The library has currently raised
$854,000. Foley has to raise $950,000 by January 2012 to fulfill the Challenge Grant.
Vt. Adjournment: D. Ferritor moved to adjourn. All voted aye. Meeting adjourned at 4:54 p.m.
'V`din-e-
FAYETTEVILLE PUBLIC LIBRARY
Key Events: June 21 – August 2010
Author Ethan Gilsdorf Visits FPL
Wednesday, June 23, 6:30 pm: Ethan Gilsdorf is the author of Fantasy Freaks and
Gaming Geeks: An Epic Quest for Reality Among Role Players, Online Gamers, and
Other Dwellers of Imaginary Realms. Gilsdorf, a former Dungeons & Dragons player,
will discuss his journey that crisscrossed America, the world, and other worlds—from
Boston to Wisconsin, France to New Zealand and Planet Earth to Middle -earth to the
realm of Aggramar ---to understand the appeal of online gaming, Harry Potter, Lord of
the Rings and role-playing games.
Mountain Street Stage Music Series Concludes
Sunday, June 27, 2 pm: The Tiffany Christopher Band will conclude the series with a
mix of rock, jazz, blues and country. The concert is free and open to the public.
Author Jim Aylesworth
June 29, 10:30 am: Jim Aylesworth, illustrator and author of Old Black Fly visits FPL as
the library's Summer Reading Club continues. The program is free and open to children
and families.
1500 Books for 1500 Kids
Book Drive Continues through June 30, Children's: FPL and the Fayetteville
Chamber of Commerce's Small Business Committee are partnering to collect 1,500
books by June 30. The books will benefit children participating in the library's Summer
Reading Club, Books for Borrowing and Reading Roadshow programs.
Gone Fishin' with Arkansas Game and Fish Mobile Aquarium
Thursday, July 1, 10 am: Face painting, games and balloons for youth and a
presentation by the Chamber of Commerce Small Business Committee.
Developing Outcome Measures
Tuesday, July 13, 1 pm: Sponsored by the Care Foundation, this workshop will teach
strategies for measuring outcomes of a non-profit organization's projects. By focusing
on outcomes, non -profits will be able to write breakthrough grant proposals and be
prepared to report on program results.
Introduction to Military Records: Using Military Records for Genealogy Research
Saturday, July 17, 10 am: Pam Redfern with the Marion Chapter of the Daughters of
the American Revolution will discuss the use of military records in genealogy research
including where to find them, what they contain, how to obtain the records and a review
of useful military websites.
F'AYETTEVILLE PUBLIC LIBRARY
Strategic Plan Progress Report
April — May 2010
Our vision is to be powerfully relevant and completely accessible.
Our mission is to strengthen our community and empower our citizens through free and public access to knowledge.
I. Strategic Plan:
a. Worked with iBossWell, Inc. to research industry trends and forecasting and to survey staff, board
members, patrons and community members.
b. Participated in strategic planning training from ALA's Library Leadership & Management Assoc.
c. Planned leadership retreat for 3 boards and management team.
II. Access: Implement strategies to improve and extend access to library collection and services.
a. Hours: NTR
b. Facilities:
i. Awarded bid for LED lights.
ii. Completed project on facilities comfort and staff commuting.
iii. Snaked urinals, refinished some cork, cleaned carpet, and installed shelving in Friends' Bookstore.
iv. Gathered equipment and materials for solar test bed installation.
v. Hired and trained new housekeeper from Lifestyles.
c. Branches: NTR
d. Website: NTR
e. Computing and networking resources:
i. Upgraded Polaris and VoIP phone system.
ii. Rolled out more digital signs.
f. Outreach services:
i. Registered 2 new Lending Hands patrons
ii. Concluded Reading Roadshow and Books for Borrowing for school year.
III. Collections: Develop collections that are responsive to the needs and demands of its community.
a. Adult materials:
i. Evaluated collection against Library Journal's Best Business Books of 2009 list, 2010 Edgar Awards,
and 2010 Pulitzer Prize winners and purchased materials as appropriate.
ii. Evaluated collection and purchased classic and popular street literature for adult fiction collection.
b. Reference:
i. Weeded outdated print materials from the Reference Collection.
c. World languages:
i. Ordered new Spanish language fiction and nonfiction titles.
d. Youth services:
i. Evaluated the young adult collection for the Arkansas Teen Book award readers.
ii. Purchased recommended titles and continued weeding based on condition and dates of publication.
iii. Completed the Easy Reader labeling project that defines reading difficulty levels.
e. Nonprint:
i. Purchased a Nook, all available Grammy -winning CDs and Edgar Award nominated audio books.
ii. Evaluated the collection against Notable Videos for Adults, Notable Videos and Recordings for
Children, YALSA film, and audiobooks for teens and purchased materials as appropriate.
f. E -collections:
i. Evaluated Lexis Nexis Library Express database and Vault Career Insider resource.
IV. Services: Define its essential activities and service levels.
a. Programming and events:
Finished Cover to Cover Adult Reading Program with 532 registrants and 1,498 books read.
Hosted a lunch, VIP reception, and lecture with Sapphire. 793 people attended the three events.
iii. Screened the Academy Award winning film Precious.
iv. Welcomed author Mel Bartholomew for a Square Foot Gardening program with 235 in attendance.
v. Completed the Green Your Life series with a trade show of green businesses.
vi. Hosted author events with Shankar Vedantam, author of The Hidden Brain, and with Tom Dillard,
author of Statesmen, Scoundrels, and Eccentrics: A Gallery of Amazing Arkansans.
vii. Provided an advanced genealogy class on online and print research skills.
viii. Presented 3 sessions of our grant seeking basics workshop.
ix. Hosted authors Barbara Graham, Molly Giles, and Ellen Gilchrist for a book signing and discussion
of their new book Eye of My Heart: Hidden Pleasures and Perils of Being a Grandmother.
x. Screened the opera Maria Stuarda by Gaetano Donizetti.
xi. Recorded and edited poetry for the Local Poet Podcast selection on our website.
xii. Began creating pathfinders and reading lists for our website.
xiii. Hosted Reading with the Razorbacks, 75 attendees.
xiv. Visited 19 elementary and secondary schools promoting summer reading to 6,000 students.
xv. Hosted a poetry class, poetry slam and a poetry contest for National Poetry Month.
xvi. Held Hit the Target Reading Club finale, 240 families participated in the 7 -month program.
xvii. Concluded the spring session of "Sit, Stay, Read" and presented t -shirts to students.
xviii. Held overnight lock -in for 3-5 graders and an author visit by Carla McClafferty,
xix. Concluded the After School Workshop series for elementary age students, to resume next fall.
xx. Presented "Your Grandparents Library? Yes and No!" to Fayetteville Exchange Club. (ST)
b. Self-service strategies:
i. Improved PAC to allow item renewal when patron registration near expiration.
c. Customer service:
i. Purged inactive patrons, shifted AV materials, and revised several patron communications.
ii. Provided consultations for 4 nonprofit groups seeking new grant opportunities.
iii. Spoke to the AR Volunteer Coordinator's Assoc. on using the Foundation Center Online database.
d. Staffing and volunteers:
i. Held first ever staff appreciation day and recognized years of service for Kim Rolf (5 years);
Nancy Hartney (10 years); Kathy Stevens (15 years); and Susie Walker (30 years).
ii. Oriented new Trustee, Maylon Rice.
Hi. Initiated purchasing card system for managers and librarians,
iv. Conducted preliminary phone interviews with candidates for Director, Library Services and
arranged second interviews for top five.
v. Managers trained in Title VII issues by Missy Leflar, City of Fayetteville.
vi. Attended Coaching & Mentoring Skills for Managers seminar.
vii. Trained volunteers in conducting kindergarten tours.
viii. FHS "upward bound" group volunteered in garden.
ix. Hosted volunteer appreciation party and "Sit, Stay, Read" appreciation party.
x. Attended Booklist's Trends in Teen Literature webinar.
xi. Made presentations on the book drive to Lindsay & Associates and Arvest Bank.
xii. Received volunteer help from 4 Sam's Club corporate officers.
xiii. IT Director selected as member of NISO group defining RFID standards for libraries in the US.
xiv. Managers participated in webinar on mobile services to library patrons.
xv. S. Thorup facilitated the Library Development District 1 quarterly meeting in Newton Co.
xvi. S. Foley presented at the DHS' Volunteer Summit for over 400 participants.
xvii. S. Terry graduated from the Chamber's Leadership Fayetteville program.
V. Visibility and value: Promote the contributions and value of the library to the greater Fayetteville area.
a. Marketing plan:
i. Received plan by Mitchell Communications Group; developing strategies to meet plan objectives.
b. Marketing (visibility) and communications
i. Completed annual report.
ii. Interviewed by radio and TV about Sapphire visit, Mountain Street Music series and SRC kick off.
Hi. Co -hosted press conference with Chamber to kick off book drive.
iv. Partnered with Bentonville and Rogers libraries to create SRC commercial for KNWA .
v. Established plan to film professional -quality promos weekly with the government channel.
vi. Secured SRC commercial for COX, which will run gratis throughout the summer
vii. Created banner ads for Ozark Regional Transit buses to promote SRC.
c. Collaboration:
i. Worked with Gerald Jordan from the UA on event with journalist Shankar Vedantam.
ii. Completed Fayetteville public school kindergarten tours for over 800 children.
iii. Met with Kris Katrosh from the Pryor Center to discuss future partnership opportunities.
iv. Continued partnership with US Census Bureau serving as a Questionnaire Assistance Center.
v. Heather Robideaux joined the Osher Lifelong Learning Advisory Board to discuss fall programming.
vi. Partnered with the John Harrison Opera Foundation to present opera screening.
vii. Partnered with the DAR to present Advanced Genealogy workshop.
viii. Discussed partnership plans for 2010-11 programming with TheatreSquared.
ix. Worked with the Green Economy Group to conclude the Green Your Life series. (KH)
x. Met with UA team to plan events surrounding author Rebecca Skloot's visit to Fayetteville.
xi. Talked with the Tibetan Cultural Inst. about partnerships during the Dalai Lama's visit in 2011.
xii. Met with Wendy Poole, new ED of Ozark Literacy Council, about future collaborations.
xiii. Received product donations from Panera Bread, NWA Naturals, Crossover Liquor, Tyson Foods,
and Rick's Bakery, and lodging from Inn at Carnall Hall.
xiv. Met with Borders Books and Barnes & Noble about author events.
xv. Discussed future donations with Kathy Ferguson of Mailco.
xvi. Coordinated AFP partnership for Meet the Funders reception/panel discussion.
xvii. Secured free media sponsorships for SRC with KUAF, NWA Times and Citiscapes Metro Monthly.
xviii. Hosted Red Cross blood drive at FPL.
VI. Sustainable funding: Seek funding sources that are reliable, sustainable, and adequate to carry out the Library's
mission; these sources will grow as the community grows.
a. Funding strategies and sources:
i. Introduced FPL to 200+ P&G team members at their "huddle," (MB,ST,MR,SD JA)
ii. Created and mailed RFS direct mail tri-fold booklet to 4,500 donors.
iii. Discussed acknowledgement signage with RFS Champion-level donors ($10,000).
iv. Met with patron about establishing her mother's FPL memorial donations.
i. Met with Wal-Mart/Sam's Foundation to discuss future funding opportunities.
v. Submitted an NEH funding proposal to a local philanthropist and a local foundation.
b. Advocacy: NTR
c. Friends and Foundation
i. Renovated Friends bookstore.
h. Current Friends membership: 166.
iii. Hosted "Inside the Cover" meeting and gathered contacts for future invitees.
iv. Foundation moved forward with documentary film to honor John Lewis under the NEH umbrella.
CHANGE PROJ. 10 TARGET
FPL Performance Report: May 201
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Fayetteville Public Library
Budget Comparison
May 31, 2010
Current Monthly Current % Budget Annual
Month 5 Month Budget YTD YTD YTD Budget
Sources of Funds
Millage Receipts 105,615 105,615 528,074 41.67% 528,075 1,267,379
City of Fayetteville 132,588 132,588 662,940 41.67% 662,941 1,591,059
City CIP books 27,917 27,917 139,587 41.67% 139,583 335,000
City CIP other 1,917 1,917 9,585 41.67% 9,583 23,000
State Aid 12,116 40,819 28.07% 60,581 145,394
Foundation 14,300 119,990 69.92% 71,500 171,600
Friends 83 1,000 100.00% 417 1,000
All Other Sources 19,866 16,200 142,697 73.40% 81,000 194,400
Total Sources of Funds 287,903 310,736 1,644,692 44.11% 1,553,680 3,728,832
Expenses
Salaries & Wages 137,000 150,424 692,562 38.37% 752,121 1,805,091
Payroll Taxes & Work Study 12,115 12,833 64,727 42.03% 64,167 154,000
Employee Insurance 10,901 12,588 54,719 36.23% 62,938 151,050
Retirement 13,158 15,000 62,196 34.55% 75,000 180,000
Processing Supplies 1,130 2,750 8,460 25.64% 13,750 33,000
IT -Hardware 51,428 11,750 54,836 38.89% 58,750 141,000
IT -Software & Maintenance 2,834 8,660 18,485 17.79% 43,300 103,920
Cleaning Supplies 120 1,500 5,882 32.68% 7,500 18,000
Other Supplies 1,439 5,834 17,637 25.19% 29,170 70,007
Youth Programming 2,123 3,058 11,394 31.05% 15,292 36,700
Adult Programming 600 2,917 3,120 8.91% 14,583 35,000
Library Materials 31,513 34,750 92,778 22.25% 173,750 417,000
Telephone & Internet 2,754 3,250 11,007 28.22% 16,250 39,000
Utilities 6,906 12,000 47,547 33.02% 60,000 144,000
Postage 1,500 2,083 5,438 21.75% 10,417 25,000
Travel & Training 779 3,488 10,265 24.53% 17,438 41,852
Prof./Contractual Services 5,708 24,435 35.67% 28,542 68,500
Landscape Maint. 1,264 2,083 5,219 20.88% 10,417 25,000
Building/Equip. Maint. 59,971 24,680 120,757 40.77% 123,399 296,157
Insurance 583 2,803 40.04% 2,917 7,000
Public Rel. & Other 5,765 3,483 13,952 33.38% 17,417 41,800
Furniture & Equipment 2,500 2,508 8.36% 12,500 30,000
Total Expenses 343,300 321,923 1,330,727 34.45% 1,609,615 3,863,077
Excess/Deficit -55,397 -11,187 313,965 -55,935 -134,245
11:59 AM
06/04/10
Cash Basis
Fayetteville Public Library
Balance Sheet
As of May 31, 2010
May 31,10
ASSETS
Current Assets
Checking/Savings
General Operating Funds
Savings account for state money - solar project 8,501.76
CD 100,000.00
Bank of Fayetteville -deposits 61,974.78
Petty Cash 408.00
Total General Operating Funds 170,884.54
Arvest operating account 144,549.06
Merrill Lynch-WCMA
Operating portion of account 1,111,065.69
Total Merrill Lynch-WCMA 1,111,065.69
Schwab-Millage 4108-2175 1,148,877.32
1125 • Schwab Institutional - longterm 195,562.72
For long term Facilities repairs & replacements 392,147.25
For major repair & replacement of furniture & equipment 220,827.37
For major replacements of Tech. items, conveyor, phone system... 265,836.14
Total Checking/Savings 3,649 750.09
Other Current Assets
1220 • Due to/ from other Gov. Units 1,260,645.95
1250 • Prepaid Expenses 51,673.95
Total Other Current Assets 1,312,319.90
Total Current Assets 4,962,069.99
Fixed Assets
Fixed Assets
Library Buildings 20,770,329.47
Books & Publications 718,926.57
Equipment 1,109,462.71
Furniture & Fixtures 233,599.94
Accumulated Depreciation -3,199,494.37
Total Fixed Assets 19,632,824.32
Library Owned Art 150,000.00
Total Fixed Assets 19,782 824.32
TOTAL ASSETS 24,744,894.31
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
Accounts Payable -7,070.00
Total Accounts Payable -7,070.00
Other Current Liabilities
Accounts Payable -Other
NP Vacation accrual 176,569.65
NP Salaries & Wages Accrual 29,084.00
NP Other Payroll Liabilities 41,299.64
1929 • A/P Sick Time 49,185.79
Accounts Payable -Other - Other 11,965.89
Total Accounts Payable -Other 308,104.97
Payroll Tax Liabilities
Federal Withholding Payable 11,306.00
FICA Payable 16,598.18
Medicare Payable 3,881.84
State Withholding Payable 5,564.76
State Unemployement Payable 1,454.38
Payroll Tax Liabilities - Other 62.90
Total Payroll Tax Liabilities 38,868.06
Other Payroll Liabilities
Page 1
11:59 AM
06/04/10
Cash Basis
Fayetteville Public Library
Balance Sheet
As of May 31, 2010
Health & Dental Insurance
2345 • Voluntary Group Life
Retirement Contributions
Total Other Payroll Liabilities
Total Other Current Liabilities
Total Current Liabilities
Total Liabilities
Equity
Investment in Fixed Assets
Fund Balance -Undesignated
Fund Balance -Reserved
facilitie major repairs & rep
for reparis & replacements
f & f repairs & replacements
Total Fund Balance -Reserved
Fund Balance -Current Year Net
Net Income
Total Equity
TOTAL LIABILITIES & EQUITY
May 31,10
659 96
103.52
20,677.18
21,440.66
368,413.69
361,343.69
361,343.69
20,110,420.12
3,338,892.34
269,873.40
243,648.39
212,998.77
726,520.56
-72,865.86
280,583.46
24 383 550.62
24,744,894.31
Page 2
11:58 AM Fayetteville Public Library
06/04/10 Profit & Loss YTD Comparison
Cash Basis May 2010
Ordinary Income/Expense
Income
Revenue & Support
unrecognized gains and losses
Automatic charge for management fees
unrecognized gains and losses - Other
Total unrecognized gains and losses
4150 • Miscellaneous Income
4151 • Program fees
4153 • Merchandise Sales
4500 • Misc. M.J.
4501 ' Designated Gifts Other
4505 - Adult Designated gifts
4530 • Childrens Designated Gifts
4500 ' Misc. M.J. - Other
Total 4500 • Misc. M.J.
4150 ' Miscellaneous Income - Other
Total 4150 • Miscellaneous Income
Cafe Rental
charges for set up and equipm
Fines & Fees
Fees collected at front desk
4315 • Library Cards
4320 • Research & Misc. Genealogy
4360Lost and Paid
4365 • Refund of Lost & Paid
4360 • Lost and Paid - Other
Total 4360 • Lost and Paid
4370 ' Damaged and Paid
4380 • Copier and Printer income
4390 • Short and Over
Total Fines & Fees
Interest
4401 • Interest -Operating
Dividends on Millage monies
Total Interest
State Aid to Libraries
Grant monies that need to be
state aid
Total State Aid to Libraries
Total Revenue & Support
Total Income
Expense
Operating Expenses
Office Supplies
5110 • Administration Expenses
Foundation, marketing and Volunteer needs
computer supplies & minor eq.
5114 • Computer Software, Lic. & Maint
5115 • Computer hardware & supplies
annual charges
Total computer supplies & minor eq.
5130 • Childrens Program
5131 Young Children Prog. & Supplies
5133 • Young Adult Expenses
5130 • Childrens Program - Other
Total 5130 • Childrens Program
Adult prog. expenses
May 10 Jan - May 10
0.00
5,147.81
5,147.81
-1,269.00
32,457.35
31,188.35
0.00 127.00
530.30 4,393.51
47.97
85.00
3,222.70
10.80
3,366.47
195.05
4,091.82
1,000.00
310.00
12,601.33
150.00
0.00
-9.99
0.00
-9.99
0.00
1,714.72
-308.31
40,594.29
3,712.00
3,252.70
141.47
47,700.46
5,940.25
58,161.22
5,000.00
2,000.00
64,965.25
749.00
286.00
-39.94
116.60
76.66
104.05
8,991.11
813.79
14,147.75 75,985.86
307.15
9.39
1,524.81
33.67
316.54 1,558.48
0.00
0.00
1,095.00
39,724.00
0.00 40,819.00
25,013.92 214,712.91
25,013.92 214,712.91
1,439.46
5,236.78
2,833.89
51,427.64
0.00
54,261.53
1,784.21
338.61
0.00
2,122.82
16,649.98
10,964.22
10,848.65
59,990.73
2,480.00
73,319.38
8,111.55
2,803.77
477.73
11,393.05
600.00 2,619.00
Page 1
11:58 AM Fayetteville Public Library
06/04/10 Profit & Loss YTD Comparison
Cash Basis May 2010
5140 • Book Repair & Circ. Supplies
supplies for cleaning the bdg
Total Office Supplies
Postage
Travel & Training
5160 • Mileage reimbursement
Travel & Training - Other
Total Travel & Training
Public Notice
5725 • Public Relations
Professional Services
Equipment & furnishings
Utilities
Telephone & Internet
Utilities - Other
Total Utilities
Contracts
Insurance -General
Total Operating Expenses
Salaries & Wages
Adult Services 20,257.79 97,545.28
Materials processing 10,165.12 53,426.85
Children's Library 17,699.71 87,310.28
Circulation 29,700.97 141,067.81
Custodial 4,596.44 25,636.77
Administration 42,848.49 226,440.08
6498 Vacation Time Used 8,644.75 48,473.39
6499 Sick Time Used 3,086.71 12,662.47
Total Salaries & Wages 136,999.98 692,562.93
Payroll Expenses
FICA/Medicare Expense 10,240.01 52,154.06
Payments to UofA for students 272.87 1,564.13
Contract for cleaners 1,095.31 4,395.69
State Unemployment Expense 506.30 6,611.51
Voluntary AD & D 87.15 522.90
Long Term Disability 371.83 2,230.98
Life Insurance 329.52 1,977.12
May 10
1,130.18
120.18
64,910.95
1,500.00
721.75
57.00
778.75
0.00
304.11
223.75
0.00
2,753.79
6,905.73
9,659.52
0.00
0.00
77,377.08
Jan - May 10
8 460.57
5,882.93
129,289.13
5,437.78
3,049.75
7,215.04
10,264.79
596.40
3,199.32
22,658.55
2,508.38
11,007.30
47,546.49
58,553.79
2,000.00
2,803.00
237 311.14
Total Payroll Expenses
Employee Benefit Expenses
Health & Dental Insurance
Company paid portion of HSA
Retirement Contributions
6655 - Retirementment Plan Expenses
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 • Film/DVD
7620 • Audio
7630 • Children Audio
7640 - Music
Total Audio Visuals
Total Publications
12,902.99
8,971.22
1,141.19
11,410.33
1,747.93
69,456.39
44,281.49
5,705.95
58,674.07
3,521.21
23,270.67 112,182.72
23,772.76
2,259.87
0.00
26,032.63
3,915.00
0.00
945.56
13.90
0.00
606.11
71,761.26
4,896.76
122.85
76,780.87
5,824.00
-1,169.50
7,268.02
2,123.17
10.00
1,941.22
1,565.57 11,342.41
31,513.20 92,777.78
Page 2
11:58 AM Fayetteville Public Library
06/04/10 Profit & Loss YTD Comparison
Cash Basis May 2010
Building & Equipment
Landscape Maintenance
Building Maintenance
Office Machine Maintneance
Total Building & Equipment
Total Expense
May 10 Jan - May 10
1,263.64
59,971.49
0.00
61,235.13
343,299.05
Net Ordinary Income -318,285.13
Other Income/Expense
Other Income
Inter -Agency Transfers
Transfer from City 132,588.00
9150 • Transfer-Millage 332,651.72
Transfer for Books 27,917.00
Transfer from Friends 0.00
Transfers from Foundation 0.00
5,218.20
118,408.42
2,348.47
125,975.09
1,330,266.05
-1,115,553.14
713,860.00
449,618.60
111,668.00
1,000.00
119,990.00
Total Inter -Agency Transfers 493,156.72 1,396,136.60
Total Other Income 493,156.72 1,396,136.60
Net Other Income 493,156.72 1,396,136.60
Net Income 174,871.59 280,583.46
Page 3
Fayetteville Public Library
Budget Comparison
April 30, 2010
Current Monthly Current % Budget Annual
Month 4 Month Budget YTD YTD YTD Budget
Sources of Funds
Millage Receipts 105,615 105,615 422,459 33.33% 422,460 1,267,379
City of Fayetteville 132,588 132,588 530,352 33.33% 530,353 1,591,059
City CIP books 27,919 27,917 111,670 33.33% 111,667 335,000
City CIP other 1,917 1,917 7,668 33.34% 7,667 23,000
State Aid 1,095 12,116 40,819 28.07% 48,465 145,394
Foundation 65,990 14,300 119,990 69.92% 57,200 171,600
Friends 83 1,000 100.00% 333 1,000
All Other Sources 28,770 16,200 122,831 63.18% 64,800 194,400
Total Sources of Funds 363,894 310,736 1,356,789 36.39% 1,242,944 3,728,832
Expenses
Salaries & Wages 140,859 150,424 555,562 30.78% 601,697 1,805,091
Payroll Taxes & Work Study 12,500 12,833 52,612 34.16% 51,333 154,000
Employee Insurance 12,478 12,588 43,818 29.01% 50,350 151,050
Retirement 11,909 15,000 49,038 27.24% 60,000 180,000
Processing Supplies 2,231 2,750 7,330 22.21% 11,000 33,000
IT -Hardware 362 11,750 3,408 2.42% 47,000 141,000
IT -Software 1,841 8,660 15,651 15.06% 34,640 103,920
Cleaning Supplies 1,658 1,500 5,762 32.01% 6,000 18,000
Other Supplies 2,564 5,834 16,198 23.14% 23,336 70,007
Youth Programming 6,004 3,058 9,271 25.26% 12,233 36,700
Adult Programming 100 2,917 2,520 7.20% 11,667 35,000
Materials 22,526 34,750 61,265 14.69% 139,000 417,000
Telephone & Internet 2,727 3,250 8,253 21.16% 13,000 39,000
Utilities 8,917 12,000 40,641 28.22% 48,000 144,000
Postage 1,056 2,083 3,938 15.75% 8,333 25,000
Travel & Training 1,283 3,488 9,486 22.67% 13,951 41,852
Prof./Contractual Services 17,562 5,708 24,435 35.67% 22,833 68,500
Landscape Maint. 989 2,083 3,955 15.82% 8,333 25,000
Building/Equip. Maint. 16,818 24,680 60,786 20.52% 98,719 296,157
Insurance 583 2,803 40.04% 2,333 7,000
Public Rel. & Other 4,189 3,483 8,187 19.59% 13,933 41,800
Furniture & Equipment 2,500 2,508 8.36% 10,000 30,000
Total Expenses 268,573 321,923 987,427 25.56% 1,287,692 3,863,077
Excess/Deficit 95,321 -11,187 369,362 -44,748 -134,245
11:59 AM
06/04/10
Cash Basis
Fayetteville Public Library
Balance Sheet
As of April 30, 2010
Apr 30, 10
ASSETS
Current Assets
Checking/Savings
General Operating Funds
Savings account for state money - solar protect 8,501.76
CD 100,000.00
Bank of Fayetteville -deposits 94,862.99
Petty Cash 408.00
Total General Operating Funds 203,772.75
Arvest operating account
Merrill Lynch-WCMA
Operating portion of account
Total Merrill Lynch-WCMA
159,646.24
1,066,970.61
1,066,970.61
Schwab-Millage 4108-2175 923,747.21
1125 • Schwab Institutional - longterm 194,121.14
For long term Facilities repairs & replacements 391,652.98
For major repair & replacement of furniture & equipment 219,471.63
For major replacements of Tech. items, conveyor, phone system... 263,979.92
Total Checking/Savings 3,423,362.48
Other Current Assets
1220 • Due to/ from other Gov. Units 1,260,645.95
1250 • Prepaid Expenses 51,673.95
Total Other Current Assets 1,312,319.90
Total Current Assets 4,735,682.38
Fixed Assets
Fixed Assets
Library Buildings 20,770,329.47
Books & Publications 718,926.57
Equipment 1,109,462.71
Furniture & Fixtures 233,599.94
Accumulated Depreciation -3,199,494.37
Total Fixed Assets 19,632,824.32
Library Owned Art
Total Fixed Assets
150,000.00
19,782,824.32
TOTAL ASSETS 24,518,506.70
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Other Current Liabilities
Accounts Payable -Other
A/P Vacation accrual 176,569.65
A/P Salaries & Wages Accrual 29,084.00
A/P Other Payroll Liabilities 41,299.64
1929 • A/P Sick Time 49,185.79
Accounts Payable -Other - Other 11,965.89
Total Accounts Payable -Other 308,104.97
Payroll Tax Liabilities
State Unemployement Payable 948.08
Payroll Tax Liabilities - Other 62.90 ,
Total Payroll Tax Liabilities 1,010.98
Other Payroll Liabilities
Health & Dental Insurance 659.96
2345 • Voluntary Group Life 51.76
Total Other Payroll Liabilities 711.72
Total Other Current Liabilities 309,827.67
Total Current Liabilities 309,827.67
Page 1
11:59 AM
06/04/10
Cash Basis
Fayetteville Public Library
Balance Sheet
As of April 30, 2010
Total Liabilities
Equity
Investment in Fixed Assets
Fund Balance -Undesignated
Fund Balance -Reserved
facllitie major repairs & rep
for reparis & replacements
f & f repairs & replacements
Total Fund Balance -Reserved
Fund Balance -Current Year Net
Net Income
Apr 30, 10
309,827.67
20,110,420.12
3,338,892.34
269,873.40
243,648.39
212,998.77
726,520.56
-72,865.86
105,711.87
Total Equity 24,208,679.03
TOTAL LIABILITIES & EQUITY 24,518,506.70
Page 2
12:49 PM Fayetteville Public Library
06/04/10 Profit & Loss YTD Comparison
Cash Basis April 2010
Ordinary Income/Expense
Income
Revenue & Support
unrecognized gains and losses
Automatic charge for management fees
unrecognized gains and losses - Other
Total unrecognized gains and losses
4150 • Miscellaneous Income
4151 • Program fees
4153 • Merchandise Sales
4500 • Misc. M.J.
4501 • Designated Gifts Other
4505 • Adult Designated gifts
4530 - Childrens Designated Gifts
4500 - Misc. M.J. - Other
Total 4500 • Misc. M.J.
4150 - Miscellaneous Income - Other
Total 4150 • Miscellaneous Income
Cafe Rental
charges for set up and equipm
Fines & Fees
Fees collected at front desk
4315 • Library Cards
4320 • Research & Misc. Genealogy
4360 • Lost and Paid
4365 • Refund of Lost & Paid
4360 • Lost and Paid - Other
Total 4360 • Lost and Paid
4370 • Damaged and Paid
4380 • Copier and Printer income
4390 • Short and Over
Total Fines & Fees
Interest
4401 • Interest -Operating
Dividends on Millage monies
Total Interest
State Aid to Libraries
Grant monies that need to be
state aid
Total State Aid to Libraries
Total Revenue & Support
Total Income
Expense
Operating Expenses
Office Supplies
5110 • Administration Expenses
Foundation, marketing and Volunteer needs
computer supplies & minor eq.
5114 • Computer Software, Lic. & Maint
5115 • Computer hardware & supplies
annual charges
Total computer supplies & minor eq.
5130 • Childrens Program
5131 • Young Children Prog. & Supplies
5133 - Young Adult Expenses
5130 • Childrens Program - Other
Total 5130 • Childrens Program
Adult prog. expenses
Apr10 Jan - Apr 10
-1,269.00
27, 309.54
-1,269.00
27,309.54
26,040.54 26,040.54
0.00 127.00
886.76 3,863.21
5,050.00
1,955.00
0.00
80.72
7,085.72
4,355.74
12,328.22
1,000.00
580.00
13,016.80
120.00
90.00
0.00
18.96
18.96
0.00
1,975.88
-656.78
40,546.32
3,627.00
30.00
130.67
44,333.99
5,745.20
54,069.40
4,000.00
1,690.00
52,363.92
599.00
286.00
-29.95
116.60
86.65
104.05
7,276.39
1,122.10
14,564.86 61,838.11
297.25
8.61
1,217.66
24.28
305.86 1,241.94
1,095.00
0.00
1,095.00
55,914.48
55,914.48
2,563.75
3,661.98
1,840.87
362.25
0.00
2,203.12
4,314.10
1,690.22
0.00
6,004.32
1,095.00
39,724.00
40,819.00
189,698.99
189,698.99
15,210.52
5,727.44
8,014.76
8,563.09
2,480.00
19,057.85
6,327.34
2,465.16
477.73
9,270.23
100.00 2,019.00
Page 1
12:49 PM Fayetteville Public Library
06/04/10 Profit & Loss YTD Comparison
Cash Basis April 2010
Apr 10 Jan - Apr 10
5140 • Book Repair & Circ. Supplies 2,230 66 7,330.39
supplies for cleaning the bdg 1,657.85 5,762.75
Total Office Supplies 18,421.68 64,378.18
Postage 1,055.95 3,937.78
Travel & Training
5160 • Mileage reimbursement 648.00 2,328.00
Travel & Training - Other 635.48 7,158.04
Total Travel & Training 1,283.489,486.04
Public Notice 62.40 596.40
5725 • Public Relations 464.35 2,895.21
Professional Services 17,562.15 22,434.80
Equipment & furnishings 0.00 2,508.38
Utilities
Telephone & Internet 2,727.49 8,253.51
Utilities - Other 8,916.81 40,640.76
Total Utilities 11 644.30 48,894.27
Contracts 0.00 2,000.00
Insurance -General 0.00 2,803.00
Total Operating Expenses 50,494.31 159,934.06
Salaries & Wages
Adult Services 20,442.78 77,287.49
Materials processing 11,178.41 43,261.73
Children's Library 17,865.46 69,610.57
Circulation 28,065.99 111,366.84
Custodial 5,412.23 21,040.33
Administration 45,533.76 183,591.59
6498 Vacation Time Used 8,121.04 39,828.64
6499 Sick Time Used 4,239.71 9,575.76
Total Salaries & Wages 140,859.38 555,562.95
Payroll Expenses
FICA/Medicare Expense 10,535.20 41,914.05
Payments to UofA for students 124.12 1,291.26
Contract for cleaners 895.90 3,300.38
State Unemployment Expense 944.36 6,105.21
Voluntary AD & D 261.45 435.75
Long Term Disability 1,115.49 1,859.15
Life Insurance 988.56 1,647.60
Total Payroll Expenses
Employee Benefit Expenses
Health & Dental Insurance
Company paid portion of HSA
Retirement Contributions
6655 - Retirementment Plan Expenses
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 • Film/DVD
7620 • Audio
7630 • Childrens Audio
7640 • Music
Total Audio Visuals
Total Publications
14,865.08
8,971.22
1,141.19
11,908.92
0.00
56,553.40
35,310.27
4,564.76
47,263.74
1,773.28
22,021.33 88,912.05
17,748.29
1,067.83
77.85
18,893.97
1,310.00
-1,169.50
3,234.18
31.90
10.00
215.43
47,988.50
2,636.89
122.85
50,748.24
1,909.00
-1,169.50
6,322.46
2,109.27
10.00
1,335.11
3,491.51 9,776.84
22,525.98 61,264.58
Page 2
12:49 PM Fayetteville Public Library
06/04/10 Profit & Loss YTD Comparison
Cash Basis April 2010
Building & Equipment
Landscape Maintenance
Building Maintenance
Office Machine Maintneance
Total Building & Equipment
Total Expense
Net Ordinary Income
Other Income/Expense
Other Income
Inter -Agency Transfers
Transfer from City
9150 • Transfer-Millage
Transfer for Books
Transfer from Friends
Transfers from Foundation
Total Inter -Agency Transfers
Total Other Income
Net Other Income
Net Income
Apr10 Jan -Apr 10
988.64
16,788.62
29.26
17,806.52
268,572.60
-212,658.12
132,588.00
17,860.09
27,917.00
0.00
65,990.00
244,355.09
244,355.09
244,355.09
31,696.97
3,954.56
58,436.93
2,348.47
64,739.96
986,967.00
-797,268.01
581,272.00
116,966.88
83,751.00
1,000.00
119,990.00
902,979.88
902,979.88
902,979.88
105,711.87
Page 3
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Suzanne Clark, Trustee and Shawna Thorup, Executive Director
Date: June 21, 2010
Re: Request for Qualifications: Architectural and/or Interior Design Services
Background
At its February 2010 meeting, the Board voted to issue a Request for Qualifications (RFQ) for architectural and/or
interior design services for expanding the teen area.
Analysis
The RFQ was issued on April 14, 2010. The last date to submit questions was May 5. Responses to written questions
were published by May 11. The last date to submit qualifications was June 4. A selection and review committee met
and opened qualifications packets on June 7, 2010. The notification and award of contract is due July 1, 2010.
Members of the selection and review committee are:
• Suzanne Clark, appointed Trustee representative
• Sallie Overbey, FPL Foundation Board member and employee of Allison Architects, Fayetteville
• Catherine Rew, FPL Director, Administrative Services
• Sam Palmer, FPL Director, Facilities and Sustainability
• Sarah Houk, FPL Interim Director, Library Services
• Lolly Greenwood, FPL Manager, Youth Services
• Shay Brooks, FPL Youth Librarian
• Hotspur Closser, FPL Youth Librarian
• Sharon Daniel, FPL Office Manager
• Shawna Thorup, FPL Executive Director
The following firms were shortlisted and invited to interview with the committee on June 28. They were instructed to
prepare an inclusive plan, including design, labor and furnishings not to exceed $200,000.
1. Julie Wait Designs / Core Architects / HP Engineering Inc. — Rogers, AR
2. Kohler Design Office, Inc. / Missi Walker Interior Design — Fayetteville, AR
3. Meyer Scherer & Rockcastle, Ltd. — Minneapolis, MN
with Amirmoez Foster Hailey Johnson (AFHJ) Architects — Fayetteville, AR
Recommendation
Approve expenditure not to exceed $200,000 from the Otwell Public Library Fund to the successful firm. The resulting
design plan will be reviewed with staff, public and the Board prior to implementation.
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Shawna Thorup, Executive Director
Date: June 21, 2010
Re: Letter of congratulations to Donna K. McDonald
Background
Donna K. McDonald, director of the Arkansas River Valley Regional Library System, has been
elected 2010-2011 vice-president/president elect of the Association of Library Trustees, Advocates, Friends
and Foundations (ALTAFF), a division of the American Library Association (ALA).
Analysis
As director of the Arkansas River Valley Regional Library System, Ms. McDonald provides overall
professional library management of a fourcounty, seven -library system. She has been a member of
ALTAFF since 2007 and served as chair of the Publications Committee in 2008-2009 and is currently the
Trustee Section chair elect, She is the co-author of "A Library Board's Practical Guide to Self -Evaluation"
(ALTAFF, 2008). McDonald has also served as the chair of the Legislative Committee of the Arkansas
Library Association since 2007 and was chair of the Arkansas State Library Board, 2007-2008. She
received the Bessie B. Moore Trustee Award from the Arkansas Library Association in 2009. McDonald
received her MLIS in 1999 from the University of Oklahoma and her BA in 1979 from the University of
Arkansas.
In her new capacity, Ms. McDonald will be uniquely poised to advance the role and promote the relevancy
of public libraries within Arkansas and throughout the nation. At the request of Trustee Maylon Rice, a
congratulatory letter has been prepared to Ms. McDonald from the Board of Trustees.
Recommendation
Send a letter of congratulations to Donna K. McDonald on her election to 2010-2011 vice-
president/president elect of the Association of Library Trustees, Advocates, Friends and Foundations
(ALTAFF).
FAYETTEVILLE PUBLIC LIBRARY
Donna K. McDonald
Arkansas River Valley Library System
501 North Front Street
Dardanelle, AR 72834-3599
June 21, 2010
Dear Ms. McDonald:
Congratulations on your recent election as 2010-2011 vice-president/president elect of the Association of
Library Trustees, Advocates, Friends and Foundations (ALTAFF).
We commend you on embracing your role as an "advocate of advocates" by providing the training,
publications and support needed to empower effective library Trustees and Friends.
Proudly, Fayetteville Public Library is an institutional member of ALTAFF. We look forward to working with
you on advancing the role and promoting the relevancy of public libraries within Arkansas and throughout
the nation.
On behalf of the staff, volunteers and Board of Trustees of Fayetteville Public Library, I wish you all the
best in your endeavors.
Sincerely,
Lorraine Brewer
President, Board of Trustees
Copy: Sarah Thompson Ernst, President, ARVLS Board of Trustees
ST
401 W. Mountain Street I Fayetteville, Arkansas 72701
Telephone 479.571.2222 I Facsimile 479.571.0222
Web site www.faylib.org
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Shawna Thorup, Executive Director and Sarah Houk, Interim Director of Operations
Date: June 21, 2010
Re: Proposed revision to 2010 Closed Days schedule
Background
The Board approved the annual revision to Policy JC: 2010 Closed Days at the October meeting and updated it
during the January meeting as a result of 2010 planning.
The City of Fayetteville had declared a furlough day for Friday, July 2, 2010 and requested the Library comply.
Because the Library is a seven -day -a -week operation, management had elected to close the library on Saturday,
July 3 for maintenance. Mayor Lioneld Jordan has since repealed the July furlough day.
Analysis
The building passed the five-year mark in October and with that milestone several building maintenance needs
have been identified for 2010. One of our primary goals is to keep Blair Library in "opening day' condition.
The addition of a July closed day created by the furlough allowed our Director of Facilities and Sustainability to
undertake a massive project — refinishing the cork flooring throughout the library.
The cork desperately needs this maintenance as it has been almost five years since it was last done. This is an
invasive process for which the library closed multiple days in fall 2005.
Recommendation
For this one time, add July 2 as a closed day to Policy JC 2010 Closed Days in order for the cork flooring to be
refinished.
1
Code JC
Date Approved 10/19109
Date Revised 114110; 6/21/10
Policy Name 2010 Closed Days
Friday, January 1
New Year's Day
Monday, February 15
President's Day (staff in-
service training)
Sunday, April 4
Easter Sunday
Tuesday, April 20
@ 4 p.m. (Roberta
Fulbright Society renowned
author event)
Sunday, May 30
Memorial Day
Monday, May 31
Memorial Day
Saturday, July 3
For maintenance
Sunday, July 4
Fourth of July
Monday, July 5
Fourth of July (observed)
Sunday, September 5
Day before Labor Day
Monday, September 6
Labor Day
Wednesday, November 24
@ 5 p.m.
Thursday, November 25
Thanksgiving
Friday, November 26
Day after Thanksgiving
Friday, December 24
Christmas Eve Day
Saturday, December 25
Christmas
Sunday, December 26
Day after Christmas
Friday, December 31
New Year's Eve Day
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Shawna Thorup, Executive Director; Sarah Houk, Interim Director of Library Services
Date: June 21, 2010
Re: Review of Policy NC: Code of Conduct (Customer Relations) regarding petitioners
Background
The library received a customer request to review NC: Code of Conduct (Customer Relations) to allow
petitioners on library premises on May 25, 2010. This prohibition appears in the policy in 2.h (see attached).
Temporary permission was granted to allow petitioners on library premises pending policy examination.
Analysis
The current policy prohibits the activity of petitioning on library premises, which the policy defines as "all
property up to, but not including, the public sidewalk." Between 5/25 and 6/3, staff handled two customer
complaints concerning petitioners on premises. After the second complaint, the temporary permission was
rescinded.
City Attorney Kit Williams was consulted. Mr. Williams reported he also fielded a complaint about this policy
provision from the same customer, which he referred back to the Library. According to Mr. Williams, the
most straightforward policy decision on petitions is reflected in the current version as it can be applied
uniformly and in a non-discriminatory basis. He went on to suggest that the library might view itself as a
limited public forum and in doing so, the policy could allow petitioners with whatever reasonable and non-
discriminatory restrictions deemed appropriate by the Board. For example, a very clear statement about the
types of petitions allowable and the location(s) for petitioning are reasonable. Mr. Williams finally
recommended the policy be clear on the right of the library to keep its entrances unobstructed.
The management team has been consulted and recommends no changes be made to the policy at this
time.
Recommendation
We ask the Board of Trustees' guidance on whether or not further action is needed.
1
Code NC
Date Approved 1991
Date Revised 9/23/99; 3/27/01 (D);
5/28/01 (D); 5/13/03 (D) 3/18/04 (D)
8/16/04; 3/21/05; 2/8/08(D)
Policy Name: Customer Relations: Code of Conduct
1. This code of conduct has been adopted for the comfort and protection of all those using the library. Library
employees will courteously and firmly enforce this code. We ask for customer cooperation in maintaining a
pleasant atmosphere conducive to the effective use of the library. Conduct that demonstrates appropriate
decorum, respect and civility toward other library patrons; as well as library employees, volunteers and
contractors is required at all times.
2. 'Examples'of uriacceptatile behavio or atiiv tSttkfe, but :are not limited to:"
a. Leaving children age 8 and under unattended.
b. Leaving children ages 9 through 12 unattended for more than one hour.
c. Leaving children at the library after closing.
d. Use of library terraces by children under 13 without active supervision of a parent or adult guardian.
e. Leaving vulnerable adults unsupervised or unattended.
f. Cell phones and pagers must be turned to silent or vibrate. Use must be short, quiet and not disturbing to
other library customers.
g. Listening to devices playing voice or music without headphones.
h. Smoking soliciting, selling, skateboarding or skating, consuming intoxicants, intoxication, spitting, sleeping,
loitering etjtiot ing$r campaigning ptt-/rirtiises*
i. Leaving unattended items.
j. Annoying, harassing, or threatening another person.
k. Physical, sexual, or verbal abuse of another person.
I. Interfering with others' use of the library through poor personal hygiene.
m. Eating and/or drinking except in the cafe and library terrace on the first floor.
n. Leaving automobiles in the parking deck overnight or for extended periods when the library is closed.
o. Demonstrating or picketing inside the building or in such a way as to block access to the building.
p. Carrying weapons of any type.
q. Defacing, damaging, rearranging or stealing library or City of Fayetteville property.
r. Uttering profane, obscene, or injurious language.
s. Not following the library's "Computer Resources and Internet Access" policy.
t. Not wearing proper attire. Footwear, shirts/blouses and pants/skirts/dresses are required at all times.
u. Disturbing public peace by persistent loud, annoying or aggressive conduct.
v. Bringing animals into the building, except Seeing Eye dogs or by invitation for a program.
w. Tying -up dogs or cats on library property as per City of Fayetteville leash law ordinance.
x. Being in an unauthorized area of the library, or remaining in an area after its closing; staying in the building
when requested to leave during emergency situations or drills.
y. Engaging in any activities while on library premises that are not related to the proper use of the library.
3. The violation of any federal or state statutes or local ordinance will be regarded as a violation of library rules and
may subject the individual(s) involved to exclusion from the library premises.
4. Notwithstanding the above provisions, any person may, without prior notice or warning, be immediately removed
from the Fayetteville Public Library if his or her presence or conduct on the premises poses an immediate and
imminent danger to any person or property on such premises. On first offense of unacceptable conduct, the
person will be asked to leave the library; on second offense the person will lose library privileges for a short
period of time; on third offense all library privileges will be revoked indefinitely.
5. Disruptive behavior is any behavior, which, either consciously or unconsciously, violates or restricts the rights of
others, physical abuse, abusive or threatening language and misuse of library facilities, computer systems and
furnishings. Disruptive behavior disrupts the normal functioning of the library, whether or not that disruption is
intentional.
6. The Library staff has the right to check bags.
7. The Library staff has the right to require identification from anyone applying for a library card.
1 Prerdt+aS Is ki rtad as all ptopett
t ler
4111g; the publIciidevualt
RFQ Response Submission
ARCHITECTURAL/INTERIOR DESIGN SERVICES EXPANSION OF TEEN AREA,
FAYETTEVILLE PUBLIC LIBRARY, FAYETTEVILLE, ARKANSAS
KOHLER DESIGN OFFICE, INC. + MISSI WALKER INTERIOR DESIGN
