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HomeMy WebLinkAbout2010-01-18 - Agendas - FinalNote: This meeting was originally scheduled for 1.4.10 but was rescheduled due to snow storm. Agenda items added. e'AYETTEVILLE PUBLIC LIBRARY Beyond Wads Lorraine Brewer, President Beverly Schaffer, Vice -President Elizabeth Jordan, Treasurer Board of Trustees January 18, 2010 4 pm Rescheduled Regular Meeting for December 2009 AGENDA Ann Henry Board Room Mike Malone, Secretary Suzanne Clark Dan Ferritor Marla Hunt I. Call to order II. Minutes A. Approval of minutes 1. October 19, 2009 regular meeting — page 2 B. Signed minutes 1. August 17, 2009 regular meeting — page 3-4 2. September special meetings related to selection of new executive director — page 5-10 IH. Reports A. Management reports 1. October - November strategic plan progress — page 11-13 2. December 2009 performance measures — (to be handed out at meeting) 3. November 2009 performance measures — page 14 4. October 2009 performance measures — page 15 5. Chart of the meeting, Cardholders by Month: — page 16 B. Financial reports 1. December 2009 budget comparison — (to be handed out at meeting) 2. December 2009 balance sheet — (to be handed out at meeting) 3. December 2009 profit and loss — (to be handed out at meeting) 4. November 2009 budget comparison — page 17 5. November 2009 balance sheet — page 18-19 6. November 2009 profit and loss — page 20-22 7. October 2009 budget comparison — page 23 8. October 2009 balance sheet — page 24-25 9. October 2009 profit and loss — page 26-28 IV. Unfinished business A. Space study report memo — pages 29-31 V. New business A. 2010 Objectives — page 32-34 B. 2010 Budget approval — page 35-36 C. Policy Revision: JC: 2010 Closed Days — page 37-38 D. 2009-2010 Budget Roll -Forward — (to be handed out at meeting) E. 2009 Year End Additions to Designated Funds — (to be handed out at meting) F. Staff presentation: Reading Roadshow's Books for Borrowing — L. Greenwood & C. Walsh VI. Adjournment VII. Executive session VIII. Attachments A. Space Study B. Key upcoming events C. Projected 2010 meeting agendas D. Library Journal notice of ED change at FPL E. Economic Impact of Arkansas volunteers 2008 F. AR Public Library Systems Qualifying for State Aid and General Improvement Fund, several documents G. State Library Scholarship Assistance Recommendations H. The News, An Arkansas State Library Publication I. Thank you letters, assorted J. Article: Smart phones stir up e -book market by Motoko Rich and Brad Stone K. Article: A Precious Moment by Barbara Bush FPL Performance Report: December 2009 w ce 0 CHANGE PROJ.09 0 0 0 0 (0 0 0 0 0 o_ o_ o o a 0 0 0 co 0 ? O 00 O W N CA O CO CA CO N. P CO N- W N 0 (O < 1� r r 0 CD O 0 0 00 < 0 N. 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CI CI) 0 = o K 0 CC U > _3 Z > Computer Sessions 13 0 o Numbers in italics are corrected va O 0 0 Cron removed ability to me Fayetteville Public Library Budget Comparison December 31, 2009 Current Monthly Current % Budget Annual Month 12 Month Budget YTD YTD YTD Budget Sources of Funds Millage Receipts 98,363 98,363 1,180,356 100.00% 1,180,361 1,180,361 City of Fayetteville 135,264 132,607 1,591,278 100.00% 1,591,278 1,591,278 City CIP books 26,500 26,500 318,000 100.00% 318,000 318,000 City CIP other 1,913 1,917 23,000 100.00% 23,000 23,000 State Aid 14,853 9,916 114,347 96.09% 118,996 118,996 Foundation 11,833 142,000 100.00% 142,000 142,000 Friends 2,917 0 0.00% 35,000 35,000 All Other Sources 16,950 23,197 282,037 101.32% 278,360 278,360 Total Sources of Funds 293,843 307,250 3,651,018 99.02% 3,686,995 3,686,995 Expenses Salaries & Wages 172,006 149,674 1,742,230 97.00% 1,796,091 1,796,091 Payroll Taxes & Work Study 14,670 12,540 148,605 98.75% 150,481 150,481 Employee Insurance 9,537 9,951 117,650 98.53% 119,410 119,410 Retirement 14,591 12,424 141,278 94.76% 149,092 149,092 Processing Supplies 1,856 3,000 32,611 90.59% 36,000 36,000 IT -Hardware 55,893 13,167 130,925 82.86% 158,000 158,000 IT -Software & Maintenance 27,136 7,750 109,091 117.30% 93,000 93,000 Cleaning Supplies 1,803 1,500 17,567 97.59% 18,000 18,000 Other Supplies 12,158 4,900 51,644 87.83% 58,800 58,800 Youth Programming 3,195 2,946 30,682 86.79% 35,350 35,350 Adult Programming 2,917 32,652 93.29% 35,000 35,000 Library Materials 115,920 36,389 429,252 98.30% 436,665 436,665 Telephone & Internet 7,678 3,258 39,034 99.83% 39,100 39,100 Utilities 6,157 10,250 112,178 91.20% 123,000 123,000 Postage 3,000 2,267 16,946 62.30% 27,200 27,200 Travel & Training 2,088 3,708 30,794 69.20% 44,500 44,500 Prof./Contractual Services 989 5,297 61,520 96.79% 63,561 63,561 Landscape Maint. 988 2,083 13,801 55.20% 25,000 25,000 Building/Equip. Maint. 40,448 20,167 79,332 32.78% 242,000 242,000 Insurance 250 2,787 92.90% 3,000 3,000 Public Rel. & Other 3,195 3,750 45,017 100.04% 45,000 45,000 Furniture & Equipment 3,625 43,501 100.00% 43,500 43,500 Total Expenses 493,308 311,813 3,429,097 91.64% 3,741,750 3,741,750 Excess/Deficit -199,465 -4,563 221,921 -54,755 -54,755 2:27 PM 01/18/10 Cash Basis Fayetteville Public Library Balance Sheet As of December 31, 2009 Dec 31, 09 ASSETS Current Assets Checking/Savings General Operating Funds CD 100,000.00 Bank of Fayetteville -deposits 148,047.73 Petty Cash 408.00 Total General Operating Funds 248,455.73 Merrill Lynch-WCMA Operating portion of account 862,709.69 Total Merrill Lynch-WCMA 862,709.69 Schwab-Millage 4108.2175 821,888.31 1125 . Schwab Institutional - longterm 188,572.53 For long term Facilities repairs & replacements 322,308.40 For major repair & replacement of furniture & equipment 212,998.77 For major replacements of Tech. items, conveyor, phone system... 256,538.39 Total Checking/Savings 2,913,471.82 Other Current Assets 1220 . Due to/ from other Gov. Units 1,229,357.83 1250 • Prepaid Expenses 51,620.25 Total Other Current Assets 1,280,978.08 Total Current Assets 4,194,449.90 Fixed Assets Fixed Assets Library Buildings 20,770,329.47 Books & Publications 349,356.00 Equipment 1,053,100.63 Furniture & Fixtures 233,599.94 Accumulated Depreciation -2,445,965.92 Total Fixed Assets 19,960,420.12 Library Owned Art 150,000.00 Total Fixed Assets 20 110 420.12 TOTAL ASSETS 24,304,870.02 LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities Accounts Payable -Other A/P Vacation accrual 136,323.65 A/P Salaries & Wages Accrual 16,454.71 A/P Other Payroll Liabilities 37,734.39 1929 • A/P Sick Time 54,906.18 Accounts Payable -Other - Other 12,040.86 Total Accounts Payable -Other 257,459.79 Payroll Tax Liabilities 158.23 Other Payroll Liabilities Health & Dental Insurance 659.96 2340 Vol. Life & AD&D 20.50 2345 - Voluntary Group Life 51.76 Total Other Payroll Liabilities 732.22 Total Other Current Liabilities Total Current Liabilities 258,350.24 258,350.24 Total Liabilities 258,350.24 Equity Investment in Fixed Assets 20,110,420.12 Fund Balance -Undesignated 3,338,892.34 Page 1 2:27 PM 01/18/10 Cash Basis Fayetteville Public Library Balance Sheet As of December 31, 2009 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 Dec 31, 09 269, 873.40 243,648.39 212,998.77 726,520.56 4,122.00 -133,435.24 24,046 519.78 24,304,870.02 Page 2 2:27 PM 01/18/10 Cash Basis Fayetteville Public Library Profit & Loss YTD Comparison December 2009 Ordinary Income/Expense Income Revenue & Support 4150 • Miscellaneous Income 4151 • Program fees 4153 • Merchandise Sales sale of donated U of A faculty textbooks 4153 • Merchandise Sales - Other Total 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 Fines & Fees - Other Total Fines & Fees Interest 4401 • Interest -Operating Dividends on Millage monies Total Interest Federal Grants 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 Dec 09 Jan - Dec 09 0.00 631.80 749.70 1,381.50 35.00 525.00 500.00 15.01 1,075.01 0.00 2,456.51 1,000.00 290.00 8,687.21 250.00 46.00 0.00 83.84 ............83.84 0.00 1,457.78 -798.19 0.00 _....._--9,726.64 476.47 0.00 476.47 3,000.00 14,853.00 0.00 14,853.00 31,802.62 31,802.62 11,558.07 3,956.84 27,135.92 55,893.08 0.00 83,029.00 3,118.84 75.93 0.00 221.00 2,030.29 6,331.50 8,361.79 503.13 2,293.00 3,728.00 266.32 6,790.45 78,350.97 93,724.21 12,000.00 3,747.00 146,436.01 2,068.00 826.00 -616.41 971.34 354.93 582.61 21,714.39 -7.82 -1,000.00 170,974.12 4,008.48 345.56 4,354.04 3,000.00 23,353.00 133,818.00 157,171.00 444,970.37 444,970.37 51,267.71 33,294.63 100,284.82 130,923.99 8,803.50 240,012.31 25,449.49 5,620.51 255.69 3,194.77 31,325.69 Page 1 2:27 PM Fayetteville Public Library 01/18/10 Profit & Loss YTD Comparison Cash Basis December 2009 Adult prog. expenses 5140 • Book Repair & Circ. Supplies supplies for cleaning the bdg signage materials for staff & volunteers Total Office Supplies Dec 09 Jan - Dec 09 0.00 1,856.22 1,802.78 0.00 600.00 105,997.68 31,401.34 32,787.93 17,566.20 1,247.23 3,105.00 442,008.04 Postage 3,000.00 16,946.24 Travel & Training 2,088.40 31,652.75 Public Notice 15.01 5,542.43 5725 • Public Relations -777.22 3,179.47 Professional Services 989.15 51,520.17 Equipment & furnishings 0.00 43,501.18 Utilities Telephone & Internet 7,678.18 39,034.39 Utilities - Other 6,156.84 112,176.60 Total Utilities 13,835.02 151,210.99 Contracts 0.00 11,250.00 Insurance -General 0.00 7,698.88 Total Operating Expenses 125,148.04 764,510.15 Salaries & Wages Adult Services 17,088.68 265,729.87 Materials processing 8,995.10 123,686.48 Children's Library 14,190.51 201,854.72 Circulation 27,654.13 339,532.63 Custodial 5,367.33 72,835.74 Administration 40,367.53 505,008.30 6498 Vacation Time Used 28,687.73 167,800.74 6499 Sick Time Used 1,779.84 35,873.31 Salaries & Wages - Other 27,875.00 29,908.39 Total Salaries & Wages 172,005 85 1,742,230.18 Payroll Expenses FICA/Medicare Expense 13,108.95 132,382.88 Payments to UofA for students 449.63 4,278.47 Contract for cleaners 988.38 6,048.77 State Unemployment Expense 123.24 5,896.28 Voluntary AD & D 0.00 946.35 Long Term Disability 0.00 4,127.31 Life Insurance 0.00 3,193.66 Total Payroll Expenses 14,670.20 Employee Benefit Expenses Health & Dental Insurance 8,396.19 Company paid portion of HSA 1,141.19 Retirement Contributions 14,591.21 6655 • Retirementment Plan Expenses 0.00 Total Employee Benefit Expenses Publications Book Acquisitions all books child & adult 7120 • Adult Reference Materials 7140 Genealogical Materials 7160 • Childrens Books Total Book Acquisitions 7130 • Electronic Resources Periodicals Audio Visuals 7610 • Film/DVD 7620 • Audio 7640 • Music Total Audio Visuals Total Publications 156,873.72 92,106.11 12,363.40 134,534.67 6,743.23 24,128.59 245,747.41 65,051.32 7,434.90 542.91 0.00 73,029.13 19,886.67 0.00 3,828.35 19,164.60 11.19 267,496.41 30,446.02 3,951.31 217.82 302,111.56 47,388.65 12,333.07 33,763.56 31,887.15 2,026.12 23,004.14 67,676.83 115,919.94 429,510.11 Page 2 2.27 PM Fayetteville Public Library 01/18/10 Profit & Loss YTD Comparison Cash Basis December 2009 Dec 09 Jan - Dec 09 Building & Equipment Building & Grounds 0.00 3,541.23 Landscape Maintenance 988.64 13,799.53 Building Maintenance 40,447.62 74,478.38 Office Machine Maintneance 0.00 1,440.09 Total Building & Equipment 41 436.26 93,259.23 Total Expense 493,308.88 3,432,130.80 Net Ordinary Income -461,506.26 -2,987,160.43 Other Income/Expense Other Income Inter -Agency Transfers Transfer from City 0.00 1,613,883.00 9150 • Transfer-Millage 0.00 1,139,842.19 Transfers from Foundation 0.00 100,000.00 Total Inter -Agency Transfers 0.00 2,853,725.19 Total Other Income 0.00 2,853,725.19 Net Other Income 0.00 2,853,725.19 Net Income -461,506.26 -133,435.24 Page 3 2010 Objectives for Implementing the Strategic Plan January 18, 2010 1. Undergo a 5-year strategic planning process. 2. Access: Implement strategies to improve and extend access to library collections and services. a. Address space needs of teen services and other growing areas. b. Refine and increase outreach efforts to better serve non-users, i.e. expand Reading Roadshow. c. Create more original media content for library website, e.g. storytime podcasts. 3. Collections: Develop and maintain an excellent materials collection that is responsive to the needs and demands of the community. a. Increase materials per capita expenditures to bring us nearer the average spending of our benchmark libraries by increasing the starting collections budget 9% over 2009's starting amount and adding additional funding as possible throughout the year. b. Promote digital content in all collections. 4. Services: Define essential activities and service levels, including programming and events, self-service strategies, general customer service goals and general staffing levels. a. Evolve services to meet changing needs of customers, e.g. Text-a-Librarian. b. Evaluate and improve programs to ensure effectiveness and relevancy. 5. Visibility & Value: Promote the contributions and value of the library to the greater Fayetteville area. a. Develop a powerful general public awareness campaign using media most accessible to the community. b. Educate the community in sustainable lifestyle and business practices via an in-house campaign highlighting the library's sustainable efforts. 6. 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. Meet NEH Challenge Grant Year 4 requirement of $600,000. b. Grow membership in Roberta Fulbright Society by 100%. c. Register for LEED Existing Building certification for Operations and Maintenance, and complete application process with the goal of achieving Platinum status. d. Implement an informational experience for the Board of Trustees with City Council members, the Mayor and key City officials. FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Catherine Rew, Director of Administrative Services and Shawna Thorup, Executive Director Date: 1 /18/10 Re: Budget Roll Forward from 2009 to 2010 Background Each year, outstanding bills remain for items ordered during the year, but not yet received. For 2009, this amount is $52,623 comprised of $3,000 for professional services, $34,297 for building & maintenance, $1,252 for travel and training, $3,154 for supplies, and $10,920 for computer hardware & software. In addition, we have not yet spent any of the solar grant money, although orders have been placed. These grants totaled $65,360 and should all be rolled to 2010. Analysis Library staff properly ordered a number of items in 2009 with the knowledge there was money in the budget to pay for them. All items should arrive in early 2010 - after the books are dosed for the year. It is necessary to handle items in this manner each year because the financial records are kept on a cash basis for yearly Board reporting and converted to accrual for audit and annual report purposes. Recommendation We recommend that $52,623 be rolled into the 2010 budget from the 2009 budget to pay for items ordered in 2009 but not received/paid for until 2010. We also recommend that $65,360 be rolled over into the 2010 budget from the 2009 budget for completion of the solar test bed project. 1 FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Catherine Rew, Director of Administrative Services and Shawna Thorup, Executive Director Date: 1 /18/10 Re: Additions to Designated Funds for Year end 2009 Background At the 12/18/06 Board of Trustees meeting, the Board voted to set up designated funds to accumulate money to take care of future technology, furniture and building & equipment needs. The Board further voted to add any unexpended amounts from the related current year budgets from technology and building accounts to those designated funds. Analysis In order to assure that the infrastructure of the library remains in excellent condition, it is necessary to maintain adequate repair and replacement funds. The Library also needs a means of accumulating funds for major replacements, such as HVAC systems or Catalog replacement. Adding a small amount to these funds each year is the fiscally responsible thing to do and will enable us to maintain the building and equipment as needed. $60,011 was left in the Building and Equipment line at the end of 2009, less the amounts needed to be rolled forward to 2010 and the grant funds and Library funds needed to complete grant infrastructure needs. The IT line items were fully expended, so no monies are available to add to that designated fund. Recommendation We recommend that $60,011 in unexpended 2009 funds be added to the Building Designated Fund. 1 F'AYETTEVILLE PUBLIC LIBRARY figond Words Lorraine Brewer, President Beverly Schaffer, Vice -President Elizabeth Jordan, Treasurer Board of Trustees January 4, 2010 4 pm Rescheduled Regular Meeting for December 2009 AGENDA Ann Henry Board Room Mike Malone, Secretary Suzanne Clark Dan Ferritor Marla Hunt I. Call to order II. Minutes A. Approval of minutes 1. October 19, 2009 regular meeting — page 2 B. Signed minutes 1. August 17, 2009 regular meeting— page 3-4 2. September special meetings related to selection of new executive director — page 5-10 III. Reports A. Management reports 1. October - November strategic plan progress — page 11-13 2. November 2009 performance measures — page 14 3. October 2009 performance measures — page 15 4. Chart of the meeting, Cardholders by Month: — page 16 B. Financial reports 1. November 2009 budget comparison — page 17 2. November 2009 balance sheet — page 18-19 3. November 2009 profit and loss — page 20-22 4. October 2009 budget comparison — page 23 5. October 2009 balance sheet — page 24-25 6. October 2009 profit and loss — page 26-28 IV. Unfinished business A. Space study report memo — pages 29-31 V. New business A. 2010 Objectives — page 32-34 B. 2010 Budget approval — page 35-36 C. Policy Revision: JC: 2010 Closed Days — page 37-38 D. Staff presentation: Reading Roadshow's Books for Borrowing — L. Greenwood & C. Walsh VI. Adjournment VII. Executive session VIII. Attachments A. Space Study B. Key upcoming events C. Projected 2010 meeting agendas D. Library Journal notice of ED change at FPL E. Economic Impact of Arkansas volunteers 2008 F. AR Public Library Systems Qualifying for State Aid and General Improvement Fund, several documents G. State Library Scholarship Assistance Recommendations H. The News, An Arkansas State Library Publication 1. Thank you letters, assorted J. Article: Smart phones stir up e -book market by Motoko Rich and Brad Stone K. Article: A Precious Moment by Barbara Bush 1 Fayetteville Public Library Board of Trustees Regular Meeting October 19, 2009 Minutes Prepared by S. Daniel, Office Manager Board Members present: L. Brewer, D. Ferritor, M. Hunt, E. Jordan, M. Malone. Staff present: S. Daniel, S. Foley, C. Rew, L. Schaper, and S. Thorup. Press: S. Descant, The Morning News and Robin Mero, Northwest Arkansas Times. The Board of Trustees meeting was called to order at 4:09 p.m. by L. Brewer. II. Approval of minutes. M. Hunt moved to approve minutes from the August 17 meeting. E. Jordan seconded. All voted aye. M. Hunt moved to approve minutes from the September 21 special meeting. E. Jordan seconded. All voted aye. E. Jordan moved to approve minutes from the special meetings at which no action was taken. M. Hunt seconded. All voted aye. III. Reports. A.) Management Reports - L. Schaper reported that a stool designed by Edward D. Stone is on display in the fireplace room. Larry Foley will begin working on a film about John Lewis. S. Thorup reported lending libraries were installed in Fayetteville Head Start Centers thanks to a CDBG. FPL partnered with Crystal Bridges in a well - attended display. Susan Foley reported in-kind support from a number of businesses. The Friends of FPL will be the lead donor to the NEH ($125,000). The Development Office has been soliciting NEH donations in FPL newsletters (to date, about $3000). We are within $98,000 of reaching the NEH goal for 01/10. Performance Measures - S. Thorup said circ is climbing about 4% monthly, cardholders and holds have increased 11% and 22% respectively over last year, and about 5000 held items are processed every month. B.) Financial Report - C. Rew reported that we are in the same place we usually are in at the end of the year with respect to year end money. C.) Art Committee Report - E. Jordan reported the committee approved a watercolor show by 105 year old Myrtle Laabs. IV. Unfinished Business. A.) Space Study Status - S. Thorup anticipates it will be ready for the next board meeting. V. New business. A.) December Board Meeting: Due to the holidays, the meeting will be moved to January 4, 2010. B.) Disposal of Unused Items: M. Malone moved to approve the staff recommendation: • That the staff be permitted to sell, according to City requirements, any old computers, servers anc related hardware; any file cabinets or assorted furniture (with the exception of the Knoll and Herman Miller pieces below) from the old library and any replaced light fixtures from Blair Library. • That the staff may donate the locking cases and book display tables to other public libraries. • That the Knoll Bertoia ottomans and Herman Miller Nelson bench be retained in use and that the Knoll couches and coffee tables be retained until vintage furniture demand returns and expansion plans for the teen area are determined. • That the staff research the value and then sell the broken Bertoia chairs and the Herman Miller molded chairs in accordance with City requirements. M. Hunt seconded. M. Hunt moved to amend the motion so that any items with minimal value can be donated, still according to city requirements, to nonprofit organizations. D. Ferritor seconded. All voted aye. All voted aye on the amended motion. C.) Policy Revisions: JC 2010 Closed Days. Staff requested additional closed hours due to the timing of certain holidays and the need for building maintenance. D. Ferritor moved to approve the recommendation; M. Malone seconded. All voted aye. D.) New Strategic Plan: FPL has been working with Mitchell Communications on an organizational assessment that will tie into the new strategic plan. Once complete, S. Thorup will discuss the development of the new strategic plan with the board. E.) Staff Presentation: Louise Schaper VI. Executive Session: D. Ferritor moved to go into executive session at 5:32 p.m. E. Jordan seconded. The board went into executive session at 5:33 p.m. At 5:45 p.m., the board came out of executive session. D. Ferritor moved to waive the provisions of PA 81 relating to vacation time during the last weeks of employment for L. Schaper. M. Hunt seconded. All voted aye. VII. Adjournment: D. Ferritor moved to adjourn, M. Hunt seconded. All voted aye. Meeting adjourned at 5:49 p.m. 2 Fayetteville Public Library Board of Trustees Regular Meeting August 17, 2009 Minutes Prepared by S. Terry, Communications Manager Board Members present: L. Brewer, S. Clark, D. Ferritor, M. Hunt, E. Jordan, M. Malone and B. Schaffer. Staff present: S. Foley, C. Rew, L. Schaper, S. Terry and S. Thorup. Press: S. Descant, The Morning News and Robin Mero, Northwest Arkansas Times. I. The Board of Trustees meeting was called to order at 4:12 p.m. by L. Brewer. II. Approval of minutes. D. Ferritor made a motion to approve minutes from the June 15 meeting. B. Schaffer seconded. AH voted aye. III. Reports. A.) Management reports — L. Schaper reported that the library installed Envisionware last week, an upgrade of its PC and print management system. The system allows the library to charge for black and white and color copies separately. S. Thorup announced the number of Summer Reading Club participants increased more than 62 percent from 2008. The elementary program increased 45 percent while the teen program participants increased almost 22 percent. Program attendance was up almost 7 percent. Thorup also said she and Lolly Greenwood, Youth Services Manager, recently met with the director of the Washington County Head Start. A Community Development Block Grant will allow the library to put lending libraries in each of the Fayetteville Head Start locations. The program will launch in September. L. Schaper announced the Friends will host a bargain book garage sale on Saturday, August 22 because of a recent overflow in donations. S. Thorup noted FPL will pilot a program this year to sell online textbooks donated to the Friends of the Library. The program will be piloted this year through the University of Arkansas's School of Education. Performance Measures — L. Schaper said the library saw the busiest months ever during June and July. About 65.5% of the check outs were done on the self check out stations. Self registrations are up about 28%. Volunteer hours are up almost 12%. B.) Financial Report — C. Rew noted the library's utility bill has recovered somewhat from the harsh winter because of the cooler -than -usual summer. The library should not go over budget on that line item. L. Schaper reported that state aid to libraries is back up to the same level after it had been cut. All libraries are seeing an increase in state aid. C.) Search Committee Report — M. Malone reported that the search committee has met twice, reviewing applications, gathering information and checking references of applicants. Malone said the committee had a good group of applicants and thanked Sharon Daniel for her help organizing the applications. D.) Audit Committee Report — E. Jordan reported the finance committee met with the auditors. Both the Library and the Foundation were in good financial shape considering the down economic times. E.) Art Committee Report — E. Jordan reported that the art committee met in June and afterwards the library staff had Stealing Horses by Woodrow Wilson Crumbo appraised. The artwork was given to the library in the 1930s and was appraised for $25,000. It will be recommended to the Art Committee that it be hung in the library's Roberta Fulbright room. The committee also approved a temporary art exhibit for Starpops by local artist Stuart Fulbright. The exhibit is at the corner of Rock Street and School Avenue. IV. Unfinished Business. V. New business. A.) Revisions to policies — 1.) Policy KG: Computer resources and Internet use: S. Thorup said this came from the Reference and Adult Services Department and the three main points are: includes the laptops for check out, clarified expectation that patrons will only use their own card and limiting visitors passes to one per person per day. E. Jordan moved to approve; S. Clark seconded. All voted aye. M. Malone made a motion that revenues from sale of the eco cards be dedicated to green initiatives at the library. D. Ferritor seconded. An voted aye. 2.) FG: Grant review: S. Throup reviewed the Foundation's grant policy and made changes to include administration of a successful grant. D. Ferritor moved to approve; B. Schaffer seconded. AH voted aye. 3.) JF: Fee schedule: S. Thorup said the revised schedule includes fees for the fan cards, bike locks that are checked out and lost or have to be cut off and laptops that are checked out and not returned. S. Clark moved to approve; D. Ferritor 3 - seconded. All voted aye. B.) Appointments to the FPL Foundation Board of Directors: D. Ferritor announced the recommended appointments of Sally Overby, George Faucette and Tony Uth and the reappointment of Mary Beth Brooks. B. Schaffer moved to approve; S. Clark seconded. All voted aye. C.) Recommended revisions to the bylaws of the FPL Foundation: S. Thorup reformatted the bylaws to reflect the Trustees' bylaws, removed items that were no longer relevant and included best practices, etc. to conform to the Trustees' bylaws. D. Ferritor moved to approve; B. Schaffer seconded. All voted aye. D.) Staff presentation by Susan Foley, Director of Development: Foley said her top three goals were to raise funds for the NEH Challenge Grant, to reorganize the Roberta Fulbright Society into an annual giving fund and to work on the Ed Begley Jr. Renowned Author event, which the library will host Friday, October 23. VI. Executive Session: D. Ferritor moved to go into executive session at 5:19 p.m. M. Hunt seconded. The board came out of executive session at 6:11 p.m. D. Ferritor moved to contact three candidates to verify they are still interested in the position. As soon as they are verified, their names will be released and teleconference or in-person interviews will be scheduled to take place before Labor Day. S. Clark seconded the motion. All voted aye. VII. Adjournment: D. Ferritor moved to adjourn. B. Schaffer seconded. All voted aye. Meeting adjourned at 6:18 p.m. 4 FAYETTE V ILLE PUBLIC LIBRARY Beyond Words Fayetteville Public Library Board of Trustees Special Meeting September 21, 2009 Minutes Prepared by S. Daniel, Office Manager Board Members present: L. Brewer, S. Clark, M. Hunt, E. Jordan, M. Malone and B. Schaffer. Board Members absent: D. Ferritor Staff present: S. Thorup and S. Daniel Press present: Press: S. Descant, The Morning News I. L. Brewer called the Board of Trustees to order at 5:05 pm. II. Executive Session A. At 5:06 pm, S. Clark made a motion to enter into executive session for the purpose of discussing the three finalists for the position of Executive Director of Fayetteville Public Library. B. Schaffer seconded. All voted aye. B. At 8 pm, E. Jordan made a motion to come out of executive session. M. Hunt seconded. All voted aye. III. M. Malone moved that the Fayetteville Public Library Board of Trustees extend an offer to Shawna Thorup to become the next executive director of Fayetteville Public Library at an annual salary of $85,000. B. Schaffer seconded. All voted aye. IV. Adjournment. S. Clark made a motion to adjourn. M. Hunt seconded. All voted aye. The meeting adjourned at 8:15 pm. 5 I b fl Black FAYETTEVILLE PUBLIC LIBRARY Beyond Words Fayetteville Public Library Board of Trustees Special Meeting September 8, 2009 Minutes Prepared by S. Daniel, Office Manager Board Members present: D. Ferritor, M. Hunt, E. Jordan, M. Malone and B. Schaffer. Absent: L. Brewer. Staff present: S. Daniel Candidate: Clyde Scoles I. B. Schaffer called the Board of Trustees to order at 3:33 pm. II. Executive Session A. At 3:35 pm, D. Ferritor made a motion to enter into executive session for the purpose of interviewing Clyde Scoles for the position of Executive Director of Fayetteville Public Library. M. Hunt seconded. All voted aye. B. At 4:55 pm, M. Hunt made a motion to come out of executive session. D. Ferritor seconded. AM voted aye. III. No action was taken requiring a vote. IV. Adjournment. D. Ferritor made a motion to adjourn. M. Hunt seconded. All voted aye. The meeting adjourned at 5 pm. 6 LIbitli FAYETTEVILLE PUBLIC LIBRARY Beyond Words Fayetteville Public Library Board of Trustees Special Meeting September 9, 2009 Minutes Prepared by S. Daniel, Office Manager Board Members present: L. Brewer, B. Schaffer, M. Hunt, E. Jordan, D. Ferritor, and S. Clark Board Members absent: M. Malone Staff present: S. Daniel Candidate: Shawna Thorup I. L. Brewer called the Board of Trustees to order at 1:39 pm. I I. Executive Session A. At 1:40 pm, M. Hunt made a motion to enter into executive session for the purpose of interviewing Shawna Thorup for the position of Executive Director of Fayetteville Public Library. E. Jordan seconded. All voted aye. B. At 3:15 pm, D. Ferritor made a motion to come out of executive session. B. Schaffer seconded. All voted aye. III. No action was taken requiring a vote. IV. Adjournment. D. Ferritor made a motion to adjourn. B. Schaffer seconded. All voted aye. The meeting adjourned at 3:16 pm. 7 FAYETTEVILLE PUBLIC LIBRARY Beyond Words Fayetteville Public Library Board of Trustees Special Meeting September 10, 2009 Minutes Prepared by S. Daniel, Office Manager Board Members present: S. Clark, M. Hunt, E. Jordan, and M. Malone Board Members absent: B. Schaffer, L. Brewer, and D. Ferritor Staff present: S. Daniel Candidate: Michael Van Campen I. E. Jordan called the Board of Trustees to order at 3:10 pm. II. Executive Session A. At 3:10 pm, M. Hunt made a motion to enter into executive session for the purpose of interviewing Michael Van Campen for the position of Executive Director of Fayetteville Public Library. S. Clark seconded. All voted aye. B. At 4:40 pm, M. Malone made a motion to come out of executive session. S. Clark seconded. All voted aye. III. No action was taken requiring a vote. IV. Adjournment. S. Clark made a motion to adjourn. M. Hunt seconded. All voted aye. The meeting adjourned at 4:42 pm. 8 �tz- ill Vo