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Home My WebLink About2010-12-20 - Agendas - FinalFAYETTEVILLE PUBLIC LIBRARY Lorraine Brewer, President Beverly Schaffer, Vice -President Elizabeth Jordan, Treasurer Board of Trustees December 20, 2010 4 pm AGENDA Regular Meeting Ann Henry Board Room Suzanne Clark, Secretary Dan Ferritor Mike Malone 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 II. Minutes A. Approval of minutes 1. October 18, 2010 regular meeting — page 2 2. November 15, 2010 special meeting — page 3 B. Signed minutes 1. August 23, 2010 regular meeting — page 4-5 III. Reports A. Management reports 1. Key upcoming events — page 6 2. October -November strategic plan progress — pages 7-8 3. November 2010 performance measures — page 9 4. Chart of the meeting: Google Places report, November 2010 — page 10 B. Financial reports 1. November 2010 budget comparison — page 11 2. November 2010 balance sheet — pages 12-13 3. November 2010 profit and loss — pages 14-16 4. October 2010 budget comparison — page 17 5. October 2010 balance sheet — pages 18-19 6. October 2010 profit and loss — pages 20-22 IV. Old business A. Teen area expansion B. 2011-2014 strategic plan — to be distributed at meeting V. New business A. 2011 budget approval — pages 23-24 B. Policies 1. PA -27: Dress Code — pages 25-26 2. LM: Loan Period — pages 27-28 3. JF: 2011 Fee Schedule — pages 29-30 4. MC: Collection Development — pages 31-48 VI. Executive Session — work on the Executive Director's 2010 performance evaluation VII. Adjournment VIII. Attachments A. Projected 2011 meeting agendas B. Assorted "Thank You" notes C. ALTAFF Presents New Online Courses for Trustees D. "Tools for Trustees," The Voice, November 2010 E. "Gaming 2.0," American Libraries, November/December 2010 F. "Hot (but not) off the presses/' Arkansas Democrat Gazette, October 19, 2010 G. "Bookstores Turning Pages," Northwest Arkansas Newspapers, December 5, 2010 H. The News, a publication of the Arkansas State Library I. Assorted FPL press Fayetteville Public Library Board of Trustees Regular Meeting October 18, 2010 Minutes Prepared by S. Daniel, Office Manager Board Members present: L. Brewer, D. Ferritor, M. Malone, S. Clark, M. Rice, B. Schaffer and E. Jordan. Staff present: S. Thorup, C. Rew, L. Speer, S. Foley, S. Palmer, L. Greenwood, S. Brooks, and S. Daniel. Others: T. Hernandez of NWA Times, Denise McNerney of iBossWell, Inc., Missi Walker of Missi Walker Interior Design, Bob Kohler of Kohler Design Office, Inc., Kelly Zega of Cox Communications, and Morgan Hooker, general contractor. I. The Board of Trustees meeting was called to order at 4:01 p.m. by L. Brewer, Il. Special Presentation: L. Brewer presented Lolly Greenwood with a certificate of achievement for receiving the Ann Lightsey Award. III. Approval of minutes. D. Ferritor moved to approve minutes from the August 23, 2010 meeting. M. Rice seconded. All voted aye. IV. Special Presentation: K. Zega of Cox Communications announced a gift of $75,000 to fund a Cox Communication Technology Center/Lab for the teen space. V. Reports. A.) Management Reports. 1.) Key Upcoming Events — S. Thorup highlighted author Rebecca Skloot's appearance at FPL on 10.21.10, 2.) Strategic Plan Progress — S. Thorup noted National Friends of the Library week and M. Rice's editorial on same. A Community Development Block Grant enabled FPL to improve handicapped accessibility in the upstairs bathrooms and improve lighting around the handicapped parking stalls. The IT department deployed a beta version of the mobile website. A staff appreciation event was held. The retention rate on the management team is 100% during the ED's first year. L. Speer noted the start of the 2id annual Hit the Target family reading program and completion of the 4th annual Ozark Writers Live event with 300 participants. 3.) July Performance Measures — S. Thorup noted the collection size has grown - though weeding to make room for the teen space may lower this statistic. Volunteers have increased 15% and volunteer hours are up 11% over last year. 4.) Chart of the meeting — Holds filled are trending up at 3%. B.) Financial Report — C. Rew reported budget expenditures are on target. VI. Old business. A.) Strategic Planning Process Update — Denise McNerney presented a PowerPoint explaining the process and basics of the new Strategic Plan. Detail will be provided to the Board through secure access to an online site. B.) City Budget Sheets — show a flat budget. C.) Teen Area Expansion Update — Bob Kohler and Missi Walker presented the updated design. FPL will ask the city to waive permitting fees. M. Rice moved to proceed with plans. S. Clark seconded. Discussion followed. M. Rice moved to amend the motion to proceed with plans but only if under $214,347. S. Clark seconded. Discussion followed. M. Rice moved to amend the motion to approve the teen space expansion design and send it through the proper bid process for construction. S. Clark seconded. All voted aye. S. Clark moved to accept $149,300 into the budget ($75,000 from Cox Communication and $74,300 from the Otwell Fund (of which $48,500 is for furnishings, monitors, and shelving and $25,800 of which is for design fees). M. Rice seconded. All voted aye. M. Malone moved for a special board meeting on November 15 at 4 pm to open bids. M. Rice Seconded. All voted aye. VII. New business. A.) 2011 Meeting Dates — D. Ferritor moved to approve. M. Rice seconded. All voted Aye. B.) By-law Revisions — B. Bassett -Schafer moved to approve the bylaws revision. M. Rice seconded. All voted AYE. Policy JC: Closed Dates. M. Rice moved to approve the policy and add MLK day as a staff training day; S. Clark seconded. All voted aye. Policy LG: D. Ferritor moved to revise the policy so that patrons are placed in conditional status for 12 months and then approve as revised. M. Rice seconded. All voted aye. VIII. Adjournment: D. Ferritor moved to adjourn; M. Rice seconded. All voted aye. Meeting adjourned at 5:44 p.m. Fayetteville Public Library Board of Trustees Special Meeting November 15, 2010 Minutes Prepared by S. Daniel, Office Manager Board Members present: D. Ferritor, M. Malone, S. Clark, M. Rice, B. Schaffer and E. Jordan. Staff present: S. Thorup, C. Rew, L. Speer, S. Foley, S. Palmer, L. Greenwood, J. Atha, L. Greenwood, H. Closser, and S. Daniel. Others: Bob Kohler of Kohler Design Office, Inc., Andrea Foren, City of Fayetteville purchasing agent, and Andrew Minicks of Kinco Constructors, Inc. I. The Board of Trustees meeting was called to order at 4:03 p.m. by B. Bassett Schaffer. 11. Bid Opening: Sign -in sheet signed by all in room. Certified fund amount announced. A single bid was received. It was signed, the addendum was acknowledged, and the bid bond was in order. The base bid was more than 25% higher than the certified fund amount. M. Rice moved to reject the bid. D. Ferritor seconded. All voted aye. D. Ferritor moved to rebid the project; S. Clark seconded. All voted aye. S. Clark moved to delegate to staff the responsibility of rebidding and opening the bids that result. D. Ferritor seconded. All voted aye. 111. Adjournment: M. Rice moved to adjourn; D. Ferritor seconded. All voted aye. Meeting adjourned at 4:50 p.m. Fayetteville Public Library Board of Trustees Regular Meeting August 23, 2010 Minutes Prepared by s. Daniel, office Manager Board Members present: L. Brewer, D. Ferritor, M. Malone, S. Clark, M. Rice and B. Schaffer. E. Jordan and M. Malone. Absent: Staff present: S. Thorup, C. Rew, L. Speer, S. Foley, S. Palmer, J. Atha, M. Raine, L. Yandell, D. Wax, G. Jel.inek, S. Houk, S. Terry and S. Daniel. Others: Skip Descant of NWA Times, Denise McNerney of iBossWell, Inc. I. The Board of Trustees meeting was called to order at 4:07 p.m. by L. Brewer. II. Approval of minutes. D. Ferritor moved to approve minutes from the June 21, 2010 meeting. M. Rice seconded. All voted aye. III. Reports. A.) Management Reports. 1.) Key Upcoming Events - S. Thorup highlighted a presentation about the solar test bed project and the 4`" annual Ozark Writers' Live program. 2.) Strategic Plan Progress - S. Thorup introduced the FPL management team and Laura Speer as the new Director of Library Services. Clarence Burgess of Life Styles has been hired as a permanent employee. Hotspur Closser, a recent MLIS graduate, has moved from an internship to a regular appointment in Youth Services. S. Houk reported that the Chamber of Commerce's book drive collected 2052 books and that a GIF grant has allowed expansion of the Reading Road Show. S. Foley noted that the most recent mailer has begun to generate donations. There will be a press conference on October 6 about the Story of Fayetteville documentary. A recently awarded CDBG grant will enhance ADA compliance on level 400. 3.) July Performance Measures - S. Thorup reported over. 100,000 circs in July and over 1000 new registrations for library cards. Collection size is up over 19%. Volunteers have increased 5% and volunteer hours are up 17% over last year. 4.) School Year Reading Club Measures - There were 298 participants. FPL was awarded a Target grant again this year. 5.) Charts of the meeting - SRC participants chart shows 2010 with highest participation ever. C.) Financial Report -- C. Rew reported the budget is generally on track; however equipment and maintenance expenditures are higher than usual due to the solar project. IV. Old business. A.) Strategic Planning Process Update - Denise McNerney distributed a draft of the strategic plan. The process has been inclusive of FPL staff, users and nonusers with the goal of a final plan for board approval in October. B.) Teen Area Expansion Update - S. Thorup distributed a survey that has gone out to teens seeking their input. The designers have also conducted charettes with teens and interviews with staff. S. Clark moved to have a special meeting of the board on September 20 to look at preliminary plans. M. Rice seconded. All voted aye. C.) 2011 City Budget Sheets - S. Thorup reported these are the sheets that she submitted to the city that will roll into the city's budget for approval by City Council. The projected 2011 targets were developed with input from the managers. The overall dollar figure is flat. V. New business. A.) Standing Committee Appointments - Finance Committee to include B. Bassett Schaffer and E. Jordan. M. Malone will replace E. Jordan on the Art Committee. Nominating Committee to be appointed Spring 2011. B. Bassett Schaffer will be liaison to Foundation Board. B.) Foundation Appointments - D. Ferritor. reported that 3 members of the Foundation Board have agreed to another term: Jack Butt, Hershey Garner and Sallie Overbey. The board is expanding to12 members and the new nominees are: Brock Gearhart, Julie Jones, and Nicole Olmstead. M. Rice moved to approve the 6 nominations; E. Jordan seconded. All voted aye. C.) City Request for After-Hours Use of Parking Garage. Request pulled by city; no discussion necessary. S. Thorup notified the board that she gets a number of requests to leave the parking deck lights on later than is customary and makes decisions on a case-by-case basis. VI. Adjournment: D. Ferritor moved to adjourn; M. Rice seconded. All voted aye. Meeting adjourned at 5:10 p.m. FAYETTEVILLE PUBLIC LIBRARY Key Events: December 20 — January Free Flix before 6 for Teens Thursday, January 13, 5:30 p.m., Walker Community Room: The library will screen the sci-fi thriller Inception as part of its Free Flix series, which is hosted the third Thursday of the month. The library will provide the popcorn. Teens bring a beverage and enjoy the film. For more information, call 856.7250. Saturday Morning Anime Saturday, January 15, 11 a.m., Wal-Mart Storytime Room: Teen anime fans will watch a continuing anime series and snack on breakfast food. Saturday Morning Anime is hosted the first and third Saturday of the month. The program is free and open to ages 12 to 18. For more information, call 856.7250. Youth Creative Writing Workshops Offered Mondays, January 17 through February 21, from 4 to 5 p.m., Wal-Mart Storytime Room: The Fayetteville Public Library will offer six-week creative writing workshops for students this winter. The Youth Creative Writing Workshop is for students in 4th through 6th grade. The workshops will provide tips for both beginning and advanced writers in a fun and relaxed setting. Students will explore creative fiction writing through activities designed to stretch their imaginations in a fun and relaxed setting. Registration is required. Sign up at the Children's Desk or by calling 856.7170. Teen Creative Writing Workshops Offered Tuesdays, January 18 to February 22, from 4 to 5 p.m., Wal-Mart Storytime Room: The Fayetteville Public Library will offer six-week creative writing workshops for students this winter. The Teen Creative Writing Workshop is for students in 7th through 12th grade. The workshops will provide tips for both beginning and advanced writers in a fun and relaxed setting. Students will explore writing poetry, creative fiction and nonfiction and plays through activities designed to stretch their imaginations. The workshops are free. Registration is required. Sign up at the Reference Desk or by calling 856.7250. TheatreSquared Artists' Forum: Sundown Town Tuesday, January 18, 6:30 pm, Walker Community Room: Ozarks at Large host Kyle Kellams will host a conversation with the cast and director of TheatreSquared's Sundown Town, opening February 4. Cast will perform a preview from the production, and director Kevin Christopher Fox, playwright Kevin D. Cohea and T2 artistic director Robert Ford will lead a public forum on the production, creative process and the history and relevance on sundown towns in Northwest Arkansas. Highlights will be broadcast on KUAF 91.3FM. The event is free and open to the public. For more information, call 856.7250. French Storytime Saturday, January 29, 10:30 a.m., Wal-Mart Storytime Room: Members of Bentonville High School's French Club will host a storytime for students in kindergarten through 5th grade. The storytime will also include crafts and French music to better understand the culture. Registration is required. To sign up or for more information, call the Children's Desk at 856.7170. FAYETFEVILLE PUBLIC LIBRARY Strategic Plan Progress Report October - November 2010 Our Mission: To strengthen our community and empower our citizens through free and public access to knowledge. Our Vision: To be powerfully relevant and completely accessible. I. Access: Implement strategies to improve and extend access to library collection and services. a. Hours: NTR b. Facilities: i. Continued planning new teen space ii. Set up holiday decorations Installed LED lights to replace cold cathode lighting iv. Painted Walker Room and cleaned carpets in children's and Walker room v. Ordered shelving for the fiction wing and installed shelving in Children's for book bags c. Branches: NTR d. Website: Developed contractor file sharing login system for tracking and sharing RFB/RFQ docs e. Computing and networking resources: Developed in-house volunteer timekeeping system f. Outreach services: i. Attended three family days and an open house at Head Start ii. Continued Reading Roadshow outreach iii. Delivered shelving and books to 4 Head Start centers and added the Richardson Center iv. Continued weekly Letter of the Week tutoring program at 3 Head Start centers v. Continued Sit, Stay, Read! at seven Fayetteville elementary schools vi. Represented FPL at the NWA Anime Festival in Bentonville and at UA One Book meetings vii. Presented Digital Library workshop to FH S teachers for continuing education credit viii. Served 25 Lending Hands clients and added 1 volunteer II. Collections: Develop collections that are responsive to the needs and demands of its community a. Adult materials: i. Continued to purchase titles recommended by Library Journal, NY Times Book Review and Booklist Completed purchasing of materials for final year of grant for the Nonprofit Resource Center ii. Completed purchasing of materials on retirement planning b. Reference: Deselected obsolete titles c. World languages: NTR d. Youth services: i. Purchased titles in popular juvenile fiction series H. Aggressively purchased reviewed and recommended titles for all collections, including Read Aloud iii. Aggressively weeded the Parenting collection based on age, condition and relevancy e. Nonprint: i. Filed over -sized media with appropriate collections ii. Procured several juvenile fiction series on audiobook iii. Added three Kindle eBook readers and four portable DVD players f. E -collections: i. Developed criteria and permission form for Fayetteville Digital Image Archive ii. Added Mango Languages on-line learning system, Morningstar Investment Research Center, Literature Resource Center, Naxos Music Library, Naxos Music Library Jazz, Naxos Video Library and Sylvan -Dell Math and Science e -book collection to Digital Library III. Services: Define its essential activities and service levels. a. Programming and events: i. Hosted two Dalai Lama programs in conjunction with UA with over 200 in attendance h. Hosted discussion on "Why Birds Matter" with AR Audubon Association and other groups iii. Hosted author Rebecca Skloot in conjunction with UA with 120 in attendance iv. Hosted genealogy workshop led by Francis Marion Chapter, DAR v. Presented Lexis/Nexis workshop to Small Business Committee at the Chamber of Commerce vi. Presented two Nonprofit Resource Center programs, and 5 research consultations vii. Kicked off Hit the Target Family Reading Club and hosted two concerts to promote the program viii. Began monthly storytime geared for K, l' and god graders ix. Resumed monthly Dayschool Storytime for area child care providers x. Continued Baby Bookworms, Toddler Time, Preschool Storytime and Family Storytime xi. Kicked off weekly after school workshops for elementary age students xii. Offered a beginning Spanish class for elementary students xiii. Completed the fall series of creative writing classes for elementary and teens xiv. Hosted a 7-Upstage Halloween Reader's Theater and costume contest xv. Participated in Trick or Treat on the Square with over 1,000 children in attendance xvi. Presented 7-Up certificates at two Fayetteville Middle Schools with Mayor Jordan in attendance xvii. Held a National Gaming Day for teens with over 60 in attendance and a Zombie Ball with over 50 xviii. Continued Gaming Club, Teen Anime, Teen Advisory Board and Click/Stitch, and added a twice monthly Saturday Anime event b. Self-service strategies: NTR c. Customer service: i. Re-located large print collection to lobby level, shifted non-fiction and film collections ii. Shifted juvenile non-fiction to incorporate the bottom shelving d. Staffing and volunteers: Hired and trained LA1 and several new pages ii. Attended "Outreach Services" and "Borrow by Mail" Polaris webinars. iii. Attended Mitchell Communications seminars "Intense Listening" and "Charismatic Service" iv. Trained two new volunteers to shelve AV materials v. Attended "Library Advocacy" webinar vi. Hosted UA "Make A Difference Day"- 58 volunteer hours recorded vii. Trained eight Reading Roadshow volunteers onsite at pre-school facilities viii. Presented volunteer services program to National Association of Retired Federal Employees ix. Attended and coordinated FPL's table guests for AFP's National Philanthropy day x. Trained 4 FHS Service Learning volunteers xi. IT Director elected PUG Vice-chair for 2011 Chair for 2012 xii. Presented "Facebook Security" & "Copyright for Libraries" at the ALPS infobits Conference (Lws) IV. Visibility and value: Promote the contributions and value of the library to the greater Fayetteville area. a. Marketing plan: NTR b. Marketing (visibility) and communications i. Interviewed by local media re: bankruptcy policy, Halloween events, & eBook readers ii. Received media training from Mitchell Communications iii. Met with UA representatives about jointly promoting the 'How Can I Afford Retirement' series iv. Purchased professional nametags for entire staff v. Exhibited winter photographs by Denise Greathouse vi. Organized the Project Fayetteville Launch event on October 6, selected logo, started blog c. Collaboration: i. Met with KUAF, NWA Times, Fayetteville Parks and Recreation, Yvonne Richardson Center, Boys & Girls Club and the Fayetteville Flyer to explore future partnerships ii. Continued partnership with Arts Live Theater iii. Met with Shiloh Museum in preparation for Civil War Sesquicentennial programming V. 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. Applied to Arkansas Energy Office for rebate of solar power generated in next 12 months ii. Coordinated Best Buy partnership for National Gaming Day iii. Printed and sent out 4th quarter Roberta Fulbright Society mailer iv. Met with planned giving donors at Butterfield Trail Village v. Met with Wal-Mart Foundation director and Arvest Bank rep about future funding vi. Presented Project Fayetteville at two CEO Forum meetings and the Fayetteville A&P Commission vii. Met with Jon Johnson about Project Fayetteville funding viii. Held final Inside the Covers tour for the year b. Advocacy: NTR. c. Friends and Foundation i. Made $743.25 from Friends Book Sale and $888.74 from sale of VHS tapes ii. Held orientation for new Foundation Board members iii. Coordinated Foundation development committee participation in webinar: "Strategic Role of Building a Fundraising Board" co co uesdav, November 30, 201 'i L Monday, Noven e Impressions 0 O N N O O O p . Y Y >-• U V V 5 U U 251 Fayetteville Public Library Budget Comparison November 30, 2010 Month Sources of Funds Millage Receipts City of Fayetteville City CIP books City CIP other State Aid Foundation Friends All Other Sources Total Sources of Funds Current ! Monthly Month Budget 105,615 105,615 132,588 132,588 27,917 27,917 1,917 1,917 12,116 65,989 14,300 83 28,642 18,076 Current YTD YTD Budget YTD 1,161,764 91.67% 1,161,764 1,458,468 91.67% 1,458,471 307,089 91.67%. 307,083 21,085 91.67% 21,083 115,945 79.75% 133,278 189,067 110.18% 157,300 3,000 300.00% 917 328,874 95.69% 315,0581 352,102 323,178 Annual Budget 1,267, 379 1,591,059 335,000 23,000 145,394 171,600 1,000 343,700 3,585,292! 92.45%1 3,554,954! 3,878,132 Expenses Salaries & Wages Payroll Taxes & Work Study Employee Insurance Retirement Processing Supplies IT -Hardware IT -Software & Maintenance Cleaning Supplies Other Supplies Youth Programming Adult Programming Library Materials Telephone & Internet Utilities Postage Travel & Training Prof./Contractual Services Landscape Maint. Building/Equip. Maint. Insurance Public Rel. &Other Furniture & Equipment Total Expenses 145,085 150,424 1,547,883 85.75% 1,654,667 1,805,091 11,907 12,833 138,181 89.73% 141,167 154,000 11,249 11,754 122,182 86.62% 129,296 141,050 12,297 14,167 138,102 81.24% 155,833 170,000 1,003 2,750 23,105 70.02% 30,250 33,000 0 11,750 71,139 50.45% 129,250 141,000 28,543 8,660 68,140 65.57% 95,260 103,920 1,464 1,500 17,275 95.97% 16,500 18,000 3,128 5,834 43,116 61.59% 64,173 70,007 813 3,058 33,725 91.89% 33,642 36,700 4,193 2,917 10,815 30.90% 32,083 35,000 96,171 38,833 372,249 79.88% 427,167 466,000 9,510 3,250 34,464 88.37% 35,750 39,000 6,748 11,167 105,355 78.62% 122,833 134,000 1,535 1,250 12,071 80.47% 13,750 15,000 5,083 3,571 29,389 68.58% 39,281 42,852 897 4,875 55,118 94.22% 53,625 58,500 989 2,083 11,563 46.25% 22,917 25,000 3,726 24,680 218,374 73.74% 271,477 296,157 4,607 583 7,410 105.86% 6,417 7,000 252 3,483 36,301 86.84% 38,317 41,800 7,153 14,942 17,936 10.00% 164,358. 179,300 356,353', 334,365 3,113,893' 77.61%' 3,678,012': 4,012,377 Excess/Deficit -4,251 -11,187 471,399 -123,058, -134,245 3:04 PM 12/07/10 Cash Basis Fayetteville Public Library Balance Sheet As of November 30, 2010 Nov 30, 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 14,981.68 Petty Cash 408.00 Total General Operating Funds 123,891.44 Arvest operating account 115,964.13 Merrill Lynch-WCMA Operating portion of account 1,296,560.06 Total Merrill Lynch-WCMA 1 296,560.06 Schwab-Millage 4108-2175 1,248,352.07 1125 • Schwab Institutional - longterm 200,447.17 For long term Facilities repairs & replacements 405,337.20 For major repair & replacement of furniture & equipment 226,722.44 For major replacements of Tech. items, conveyor, phone system... 273,196.90 Total Checking/Savings 3,890,471.41 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 5,202,791.31 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 24,985,615.63 LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable Accounts Payable -3,905.25 Total Accounts Payable -3,905.25 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 478.58 Payroll Tax Liabilities - Other 82.40 Total Payroll Tax Liabilities 560.98 Other Payroll Liabilities Health & Dental Insurance 659.96 2345 • Voluntary Group Life 51.76 Total Other Payroll Liabilities 711.72 Page 1 3:04 PM 12/07/10 Cash Basis Fayetteville Public Library Balance Sheet As of November 30, 2010 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 Nov 30, 10 309,377.67 305,472.42 305,472.42 20,110,420.12 3,338,892.34 269,873.40 243,648.39 212,998.77 726,520.56 -72,865.86 • 577,176.05 Total Equity 24,680,143.21 TOTAL LIABILITIES & EQUITY 24,985,615.63 Page 2 3:04 PM Fayetteville Public Library 12/07/10 Profit & Loss YTD Comparison Cash Basis November 2010 Nov 10 Jan • Nov 10 Ordinary Income/Expense Income Revenue & Support unrecognized gains and losses Automatic charge for management fees 0.00 -2,625.00 unrecognized gains and losses - Other 0.00 65,143.58 Total unrecognized gains and losses 0.00 62,518.58 4150 • Miscellaneous Income 4151 - Program fees 0.00 127.00 4153 • Merchandise Sales 534.65 7,333.71 4500 • Misc. M.J. 4501 - Designated Gifts Other 0.00 116,038.55 4505 • Adult Designated gifts 0.00 4,692.30 4525 • Genealogy Designated Gifts 0.00 10.00 4530 • Childrens Designated Gifts 0.00 6,752.70 4500 • Misc. M.J. - Other 20.10 341.24 Total 4500 • Misc. M.J. 20.10 127,834.79 4150 • Miscellaneous Income - Other 1,507.80 9,092.36 Total 4150 • Miscellaneous Income 2,062.55 144,387.86 Cafe Rental 1,000.00 11,000.00 charges for set up and equipm 285.00 3,525.00 Fines & Fees Fees collected at front desk 12,046.03 144,124.91 4315 • Library Cards 30.00 1,182.50 4320 • Research & Misc. Genealogy 0.00 309.00 4360 • Lost and Paid 4365 • Refund of Lost & Paid -14.00 -150.74 4360 • Lost and Paid - Other 0.00 116.60 Total 4360 • Lost and Paid -14.00 -34.14 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 3 • Condense Item Adj. 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 0.00 1,792.46 480.70 104.05 20,114.10 419.07 14,335.19 166,219.49 385.29 8.33 3,681.31 88.55 393.62 3,769.86 0.00 0.00 0.00 18,076.36 18,076.36 3,448.68 -320.87 28,543.33 0.00 0.00 1,095.00 114,850.00 115,945.00 __._.... ............................. 507,365.79 507,365.79 0.00 41.34 42,202.14 27,667.24 56,113.89 71,441.63 5,222.50 28,543.33 132,778.02 439.28 373.31 0.00 25,142.17 8,103.99 477.73 Page 1 3:04 PM Fayetteville Public Library 12/07/10 Profit & Loss YTD Comparison Cash Basis November 2010 Total 5130 • Childrens Program Adult prog. expenses 5140 Book Repair & Circ. Supplies supplies for cleaning the bdg signage materials Total Office Supplies Nov 10 Jan - Nov 10 812.59 33,723.89 4,192.56 1,002.76 1,463.60 0.00 39,142.65 10,213.47 23,116.62 17,275.54 107.61 287,084.53 Postage 1,534.55 12,070.89 Travel & Training 5160 • Mileage reimbursement 600.00 6,741.75 Travel & Training - Other 4,483.35 21,046.70 Total Travel & Training 5,083.35 27,788.45 Public Notice 5725 • Public Relations Professional Services Equipment & furnishings Utilities Telephone & Internet Utilities - Other Total Utilities 58.75 193.34 897.25 7,152.60 9,510.40 6,747.63 915.21 8,104.95 36,991.72 17,936.67 34,465.07 105,354.29 16,258.03 139,819.36 Outside Services 0.00 10,470.00 Contracts 0.00 7,880.00 Insurance -General 4,606.77 7,409.77 Total Operating Expenses 74,927.29 556,471.55 Salaries & Wages Adult Services 22,588.22 229,903.40 Materials processing 9,792.93 103,967.05 Children's Library 15,515.76 189,499.86 Circulation 28,599.30 314,631.85 Custodial 7,046.33 62,623.38 Administration 43,541.57 484,803.14 6498 Vacation Time Used 13,043.22 133,302.74 6499 Sick Time Used 4,957.77 29,152.73 Total Salaries & Wages 145,085.10 1,547,884.15 Payroll Expenses FICA/Medicare Expense 10,853.82 116,115.08 Payments to UofA for students 846.99 2,603.60 Contract for cleaners 0.00 10,787.01 State Unemployment Expense 206.12 8,673.97 Voluntary AD & D 87.82 1,047.77 Long Term Disability 378.48 4,475.26 Life Insurance 329.69 3,954.58 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 12,702.92 147,657.27 9,311.36 100,149.65 1,141.19 12,553.09 12,296.61 130,897.08 0.00 7,202.09 22,749.16 250,801.91 42,948.36 3,601.06 913.57 47,462.99 39,282.00 65.00 5,966.22 2,537.54 0.00 224,959.33 17,639.42 2,786.37 245,385.12 70,591.25 10,220.30 33,125.62 8,141.23 10.00 Page 2 3:04 PM Fayetteville Public Library 12/07/10 Profit & Loss YTD Comparison Cash Basis November 2010 7640 • Music Total Audio Visuals Total Publications Building & Equipment Building & Grounds Landscape Maintenance Building Maintenance Office Machine Maintneance Nov 10 Jan - Nov 10 857.13 4,775.13 9,360.89 46,051.98 96,170.88 372,248.65 0.00 988.64 3,726.05 0.00 Total Building & Equipment 4,714.69 Total Expense Net Ordinary Income Other Income/Expense Other Income Inter -Agency Transfers Transfer from City 9150 • Transfer-Millage Transfer for Books Transfer from City-CIP Other Transfer from Friends Transfers from Foundation Total Inter -Agency Transfers Total Other Income Net Other Income Net Income 560.00 11,561.03 214,086.41 3,726.99 229,934.43 356,350.04 3,105,039.30 -338,273.68 -2,597,673.51 132, 588.00 1, 509, 388.00 32, 728.10 1,194, 224.47 27,917.00 251,253.00 0.00 27,917.00 0.00 3,000.00 65,989.00 189,067.09 ......--259,222.10 3,174,849.56 259,222.10 3,174,849.56 259,222.10 3,174,849.56 -79,051.58 577,176.05 Page 3 Fayetteville Public Library Budget Comparison October 31, 2010 Month Sources of Funds Millage Receipts City of Fayetteville City CIP books City CIP other State Aid Foundation Friends All Other Sources Total Sources of Funds Expenses Salaries & Wages Payroll Taxes & Work Study Employee Insurance Retirement Processing Supplies IT -Hardware IT -Software & Maintenance Cleaning Supplies Other Supplies Youth Programming Adult Programming Library Materials Telephone & Internet Utilities Postage Travel & Training Prof./Contractual Services Landscape Maint. Building/Equip. Maint. Insurance Public Rel. & Other Furniture & Equipment Total Expenses Current 10 Month Monthly Budget Current YTD 105,615 105,615 1,056,149 132,588 132,588 1,325,880 27,917 27,917 279,172 1,917 1,917 19,168 12,116 115,945 14,300 123,078 2,000 83 3,000 92,383 28,642 310,798 Budget Annual YTD YTD Budget 83.33% 1,056,149 1,267,379 83.33%, 1,325,883 1,591,059 83.33% 279,167 335,000 83.34% 19,167 23,000 79.75% 121,162 145,394 71.72% 143,000' 171,600 300.00% 833 1,000 90.43% 286,417 343,700 362,420 323,178 3,233,190 83.37% 3,231,7771 3,878,132 141,890 11,013 11,249 13,898 6,647 4,853 150,424 1,402,798 77,71% 12,833 126,2741 82.00% 11,754 110,933 78.65% 14,167 125,805 2,750 22,102 11,750 71,139 8,660 1,504,243 1,805,091 128,333 154,000 117,542 141,050 74.00% 141,667 170,000 66.98% 27,500 33,000 50.45% 117,500. 141,000 86,600 103,920 15,000 18,000 58,339 70,007 30,583 36,700 29,167 35,000 388,333 466,000 32,500 39,000 111,667 134,000 12,500 15,000 35,710 42,852 48,750 58,500 20,833 25,000 246,798 296,157 5,833 7,000 34,833 41,800 149,417', 179,300 39,597 38.10% 2,186 1,500 15,811 87.84% 10,295 5,834 39,988 57.12% 4,165. 3,058 32,912 89.68% 171 2,917 6,622 18.92% 41,622 38,833 276,078 59.24% 2,773 3,250 24,954 63.98% 11,296 11,167 98,607 73.59% 1,500' 1,250 10,536 70.24% 4,778 3,571' 24,306 56.72% 13,143 4,875'. 54,221 92.69% 989 2,083 10,574 42.30% 12,322 24,680 214,648 72.48% 583 2,803 40.04% 4,524 3,483 36,049 86.24% 8,248 14,942 10,783 6.01% 307,562 334,365 2,757,540 68.73% 3,343,648 4,012,377 Excess/Deficit 54,858 -11,187 475,650 -111,871 -134,245 4:47 PM Fayetteville Public Library 11/23/10 Balance Sheet Cash Basis As of October 31, 2010 Oct 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 147,312.39 Petty Cash 408.00 Total General Operating Funds 256,222.15 Arvest operating account 190,633.52 Merrill Lynch-WCMA Operating portion of account 1,097,396.60 Total Merrill Lynch-WCMA 1,097,396.60 Schwab-Millage 4108-2175 1,162,641.64 1125 • Schwab Institutional - longterm 200,447.17 For long term Facilities repairs & replacements 405,337.20 For major repair & replacement of furniture & equipment 226,722.44 For major replacements of Tech. items, conveyor, phone system... 273,196.90 Total Checking/Savings 3,812,597.62 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 5,124,917.52 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 24,907,741.84 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 272.46 Payroll Tax Liabilities - Other 62.90 Total Payroll Tax Liabilities 335.36 Other Payroll Liabilities Health & Dental Insurance 659.96 2345 Voluntary Group Life 51.76 Total Other Payroll Liabilities 711.72 Total Other Current Liabilities Total Current Liabilities 309,152.05 309,152.05 Page 1 4:47 PM 11/23/10 Cash Basis Fayetteville Public Library Balance Sheet As of October 31, 2010 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 Oct 31, 10 309,152.05 20,110,420.12 3,338,892.34 269,873.40 243,648.39 212,998.77 ...................726, 520.56 -72,865.86 495,622.63 24 598 589.79 24,907,741.84 Page 2 4:46 PM Fayetteville Public Library 11/23/10 Profit & Loss YTD Comparison Cash Basis October 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 4525 • Genealogy Designated Gifts 4530 • Childrens Designated Gifts 4500 • Misc. M.J. - Other Total 4500 • Misc. M.J. 4150 • Miscellaneous Income - Other Oct 10 Jan - Oct 10 -684.00 3,288.29 -2,625.00 65,143.58 2,604.29 62,518.58 0.00 127.00 393.95 6,799.06 75,025.00 460.00 10.00 0.00 80.98 116,038.55 4,692.30 10.00 6,752.70 321.14 75,575.98 127,814.69 567.70 Total 4150 • Miscellaneous Income 76,537.63 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 1,000.00 330.00 12,818.41 90.00 23.00 0.00 0.00 0.00 0.00 1,806.41 -570.54 7,584.56 142,325.31 10,000.00 3,240.00 132,078.88 1,152.50 309.00 -136.74 116.60 -20.14 104.05 18,321.64 -61.63 14,167.28 151,884.30 339.66 8.71 3,296.02 80.22 348.37 3,376.24 0.00 0.00 1,095.00 114,850.00 Total State Aid to Libraries 0.00 115,945.00 Total Revenue & Support 94,987.57 489,289.43 Total Income 94,987.57 489,289.43 Expense 3 • Condense Item Adj. Expense 41.34 41.34 Operating Expenses Office Supplies 5110 • Administration Expenses 10,294.83 38,753.46 Foundation, marketing and Volunteer needs 3,710.30 27,988.11 computer supplies & minor eq. 5114 • Computer Software, Lic. & Maint 4,852.93 27,570.56 5115 - Computer hardware & supplies 0.00 71,441.63 annual charges 0.00 5,222.50 Total computer supplies & minor eq. 4,852.93 104,234.69 5130 • Childrens Program 5131 • Young Children Prog. & Supplies 2,103.12 24,702.89 5133 • Young Adult Expenses 2,061.91 7,730.68 5130 • Childrens Program • Other 0.00 477.73 Page 1 4:46 PM Fayetteville Public Library 11/23/10 Profit & Loss YTD Comparison Cash Basis October 2010 Total 5130 • Childrens Program Adult grog. expenses 5140 • Book Repair & Circ. Supplies supplies for cleaning the bdg signage materials Total Office Supplies Oct 10 Jan - Oct 10 4,165.03 32,911.30 170.54 6,658.37 2,185.56 0.00 6,120.91 22,113.86 15,811.94 107.61 32,037.56 248,041.88 Postage 1,500.00 10,536.34 Travel & Training 5160 • Mileage reimbursement 624.00 6,141.75 Travel & Training - Other 2,554.00 16,563.35 Total Travel & Training 3,178.00 22,705.10 Public Notice 5725 • Public Relations Professional Services Equipment & furnishings Utilities Telephone & Internet Utilities - Other Total Utilities 260.06 453.45 4,862.97 8,248.40 2,773.19 11,296.09 856.46 7,911.61 36,094.47 10,784.07 24,954.67 98,606.66 14,069.28 123,561.33 Outside Services 2,400.00 10,470.00 Contracts 5,880.00 7,880.00 Insurance -General 0.00 2,803.00 Total Operating Expenses 72,889.72 481,644.26 Salaries & Wages Adult Services 23,628.84 207,315.18 Materials processing 10,723.54 94,174.12 Children's Library 18,567.21 173,984.10 Circulation 27,728.18 286,032.55 Custodial 7,212.10 55,577.05 Administration 43,678.28 441,261.57 6498 Vacation Time Used 8,481.97 120,259.52 6499 Sick Time Used 1,869.97 24,194.96 Total Salaries & Wages 141,890.09 1,402,799.05 Payroll Expenses FICA/Medicare Expense 10,609.42 105,261.26 Payments to UofA for students 133.95 1,756.61 Contract for cleaners 0.00 10,787.01 State Unemployment Expense 269.97 8,467.85 Voluntary AD & D 87.82 959.95 Long Term Disability 378.48 4,096.78 Life Insurance 329.69 3,624.89 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 11,809.33 9,311.36 1,141.19 12,031.50 1,866.17 134,954.35 90,838.29 11,411.90 118,600.47 7,202.09 24,350.22 228,052.75 30,149.70 789.60 0.00 30,939.30 99.00 0.00 9,541.16 596.75 0.00 182,010.97 14,038.36 1,872.80 ... _............... ... 197,922.13 31,309.25 10,155.30 27,159.40 5,603.69 10.00 Page 2 4:46 PM Fayetteville Public Library 11/23/10 Profit & Loss YTD Comparison Cash Basis October 2010 7640 • Music Total Audio Visuals Total Publications Building & Equipment Building & Grounds 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 City-CIP Other Transfer from Friends Transfers from Foundation Total Inter -Agency Transfers Total Other Income Net Other Income Net Income Oct 10 445.28 10,583.19 Jan - Oct 10 3,918.00 36,691.09 41,621.49 276,077.77 560.00 988.64 11,761.66 0.00 13,310.30 305,912.49 -210,924.92 560.00 10,572.39 210,360.36 3,726.99 225,219.74 2,748,789.26 -2,259,499.83 0.00 1,244,212.00 525, 661.44 1,161, 496.37 0.00 195,419.00 0.00 27,917.00 2,000.00 3,000.00 0.00 123,078.09 527,661.44 2,755,122.46 527,661.44 2,755,122.46 527,661.44 2,755,122.46 316,736.52 495,622.63 Page 3 FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Shawna Thorup, Executive Director and Catherine Rew, Director of Administrative Services Date: 12/20/10 Re: Library 2011 Operating Budget Background The City sales tax that provides approximately half of the Library budget has continued to decline through 2010, causing the City to mandate a wage freeze which the Library is honoring. After having reductions in City funding in 2008, the City provided a contribution toward merit in 2009, but not for either 2010 or 2011. The majority of the Friends support for this year will continue to fund the NEH grant at our request. Millage assessments increased for, but are expected to decline in 2012. State Aid remained virtually the same for 2011 although our population increased; this was due to additional libraries receiving state aid. Analysis Each year the Library combines the funds expected from all sources, i.e. City general fund, City CIP fund, millage, State Aid, Foundation, Friends and all other sources, and prepares an annual operating budget for the Library Board of Trustees. This year that budget includes millage at 100% of assessed values as we have for the past three years. We recommend continuing the budget at 100% of assessments, because historically all funds are eventually collected in Fayetteville. As in 2010, additional funds have been added to the library materials line item, moving us toward our Strategic Plan objective of matching the average of our benchmark libraries. Recommendation Discuss and consider approval of the proposed 2011 operating budget. 1 N C vO r U M ON a CV � E 0 U M (0 0) c a 0 7 71-.) m 0 (6' 0 7' o) c CI7 Q ID] 0,� O). m } 0 '0 mO >- _a .0 C O 5 0 O a 7 m c _ El„) 0 0 2 0 0 2 Sources of Funds (0 U0) (o 0'O) (O o 0 w O O.0 O O 0o CD CD O CD CV CO CD CY tO CO- ti CO r 'V' M N v.CO 0) LO CD COO O0 • LO N LOO'(0 0 (O 10 O O O 0)'O CD CD CD CV I(O O'.V CO C5) c r N CO N- r CO MO N I CO 0) ct CO 00 CD N LO 0)'O):'Cr 00. 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( '.O CO N d M co co M O CO N: COM t0 O COD) (O CO N. - 0 `O O N ct O CO N N N u5 0; (O 0'000000000 0 0 0 0 0 0 0 0 0 0 A 0 0 0 0 0 0 0 0 0 0 0 o:Ooo o.Oo o O o.o o,olo O CD C) O I�..0 .0 0 LO V'.IO O LO CO' Ce; C- T- -0' N 0 0 LO CO 0 ti CO U) r'O) r co M co d U c (0 '0 O 0 C c a Q a 0 7 a (1) 0 co aas )) 00 U) L1.1 0'o O o • 0 0 0 O 0 0 0 0 O O 0 0 co N- O 0) CO COr o co in co to O CO M N tO N ‘07) 0 O O 0 0 N- t` CO CD 0 CO IN CO M O CO IS O 0) CO f� 10 O CO 0) 10 CO r(0 r O (O <- 0) 0) 0) WCV O O 't- ct O CO LO CO LO O CO N N CO C N N..,tO N C M'.N tO N m (T E E - E N 0 0 U$ g2cL" CI -c E a a TD 0 U 2 c N'• 0 m 0 •C O m r O 06 0 0 • N 0F- (0 a 2 '5 (p m • U.� N N 0 wU c ..7. a -00 m o 'E W 0 (2_ m' ' ti 0 0 F- W' M 0 0 FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Shawna Thorup, Executive Director; Laura Speer, Director of Library Services; and Catherine Rew, Director of Administrative Services Date: December 20, 2010 Re: Policy PA -27: Dress Code Background Name tags are addressed in Policy PA -27: Dress Code. In 2010, the library procured magnetic name tags for staff. Analysis The current policy has specific requirements for name tags. Managers: first and last name and title Non -managers: first and/or last name and/or title The new name tags are small and did not have space for a title. Therefore, only names were etched. Managers have first and last name. All others have first name only. Staff members are very happy with the new, more professional name tags. In order to comply with the dress code, the title requirement for the name tags must be dropped. Recommendation Adopt the revision to Policy PA -27: Dress Code. Code PA -27 Date Approved 4/15/99; Date Revised 8/26/03; 9/18/06; 6/18/07 12/20/10 Policy Name Dress Code 1) Employees are required to dress professionally, i.e. clean, neat and appropriate for their specific position and duties. Examples are: (1) long dress pants with a polo or button down shirt or sweater for men; and (2) a dress or skirt or dress long pants/capris/below knee pants with a blouse, knit top, jacket or sweater for women. 2) Footwear must be appropriate for the job task as defined by each department manager or designate. 3) Facilities staff must wear an identifying shirt, apron or uniform as approved by their department manager or designate. 4) The following are permitted in the following situations: a) Blue denim jeans and overalls without holes or frays are permitted for Facilities staff. b) Blue denim jeans without holes or frays are permitted for Graphics staff as approved by their manager or designate. c) Articles of clothing with written slogans that are sanctioned by the library, e.g. library designed t - shirts that announce or advertise library activities. d) Knee length dress shorts are permitted for pages and housekeeping staff. e) Special apparel for staff performers as approved by the department manager or designate. f) Other exceptions as approved by the Executive Director. 5) The following are not permitted: a) Exposed midriff. b) Miniskirts. c) Articles of clothing with written slogans, political statements or advertising except as above. 6) Employees are required to wear Library name tags when on the job. Managers are required to wear nametags specifying their first and last name -and -title. All other employees are required to wear nametags specifying their first and/or last name and/or title. F'AYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Shawna Thorup, Executive Director and Laura Speer, Director of Library Services Date: December 20, 2010 Re: Policy Revision — LM: Loan Period & Renewals Background Staff continually monitors customer feedback to improve service. Two types of limits are currently in effect by format. CDs and DVDs are limited to 5 per person and are ineligible for renewal. Customer feedback indicates loosening these limits would be welcomed. Analysis The format limits were set years ago when CDs and DVDs were new to the library collection. At that time, the library owned few items and those items, especially films, were expensive to procure. Those factors no longer apply, with the average audiovisual disc costing less than the average hardcover book. Also, fewer media discs are being produced as the industry transitions into a digital, downloadable supply chain. Some concerns linger about availability for patrons. Therefore, staff also suggests reducing the loan period by half, which is intended to counter the anticipated rush. Staff is also infusing this collection with new items and recently purchased streaming music and downloadable films for patron use. Plans are to add more music and films in digital format in coming years as the industry phases out discs. Staff proposes three changes. 1. Reducing the loan period from 14 to 7 days 2. Removing the 5 item maximum 3. Allowing renewals Recommendation Discuss and consider adopting the revisions to Policy LM: Loan Period and Renewals. 1 Code LM Date Approved 12/12/94 Date Revised 1/23/98; 6/22/98; 6/11/99; 4/1/01; 3/20/03; 7/9/03; 2/21/05; 7/17/06; 12/20/10 Policy Name Loan Period and Renewals 1. Items are normally loaned for 14 days, except for DVDs which are loaned for 7 days., 2. All materials except those that are in special demand, those that cannot be replaced, including rare and fragile items, or of a special format, will be loaned for home use under library regulations and procedures. Items that do not circulate include current issues of magazines, reference materials, and some local histories. 3. The loan period for interlibrary loans varies according to the date the material is due back at the lending library. 4. The library reserves the right to limit the number of checkouts to first-time borrowers and borrowers with a patron code of "conditional" or "temporary." The Library reserves the right to limit the number of items to be borrowed. The number must be reasonable; i.e. it must be consistent with the needs and rights of other borrowers. • A maximum of 50 items can be checked -out at one time. 5. In situations where library patrons have not met cardholder responsibilities, the Library reserves the right to adjust loan rules or further limit the number and type of items that can be borrowed. 6. A - _ . Other iltems may be renewed twice for the same period of time as the original loan if there are no holds on the items. 7. Materials borrowed through interlibrary loan may not be renewed. FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Shawna Thorup, Executive Director; Laura Speer, Director of Library Services; and Catherine Rew, Director of Administrative Services Date: December 20, 2010 Re: 2011 Fee Schedule (Policy JF) Background The Library operates under a fee schedule that sets pricing for everything from late fees to room rental rates. Staff continually seeks ways to improve customer service, and this includes an annual evaluation of the Fee Schedule. Traditionally, fee schedule changes have been handled by the management team. However, large-scale changes were brought before the Board in 2007 (raising late fees, after public input sessions) and 2008 (to separate the Fee Schedule from the Pricing Schedule). Analysis Of the proposed revision, only one qualifies as a large-scale change — lowering the late fees for film. The current late fee was set years ago when film was new to the library collection. At that time, the library owned few items and those items were expensive to procure. Those factors no longer apply, with the average DVD costing less than the average hardcover book. Lowering the late fee for film could have a budget impact of approximately $XXX. However, staff also proposes a change for the film loan period, which should result in greater use of the collection. In general, increased use leads to increased late fees. The proposed 2011 budget reflects the anticipated revenue drop. Other changes include the following. 1. Eliminate the library card number look up for material check out 2. Lower the late fees for bike locks 3. Add a late fee for newspapers, which due to vandalism and theft are now checked out for library use 4. Increase the replacement cost for audiobooks on CD 5. Consolidate meeting room AV Use fees Recommendation Adopt the revisions to Policy JF: 2011 Fee schedule. 1 Code JF Date Approved 1/20/03 Date Revised 4/1/03; 12/4/03; 12/8/03; 2/18/04; 3/23/04; 10/26/04; 1/13/05; 5/1/05; 12/30/05; 1/26/06; 7/17/06; 2/19/07; 6/16/08; 12/15/08; 8/17/09; 12/21/09;,12/20110 Policy Name -20102011 Fee Schedule Fee Amount Library cards non-resident replacement ecofan card look -up -for -material -check-out $30/year per person $1 $10 50¢ Late materials $.20/day (all materials except films -newspapers& equipment); $.20/hr newspapers $1/day(videos/DVDs/Blu-ray DVD) Late materials: maximum fee $6 all items except periodicals; $3 periodicals &,newspapers Late equipment laptop computer bike lock $5/hour (reference) and $5/day (circulating) ($40 maximum) $20/hr1$3rnax) $3/day-($20-maximum) $1/day ($6 maximum) $5 processing fee* per item _eBook-reader all ofherMP3- player/bike -lock Items returned with missing parts Damaged materials Depends on condition of material + $5 processing fee Lost materials Material list price + $5 processing fee Tapes/CDs from Books on Tape, Recorded Books and Listening Library are $107 each plus a $5 processing fee Collection agency fee $10 (non-refundable) Copies & Printing (Including mistakes) $.10 per side; color $.50 per side; Reader printer copies $.25 per page Faxing $1 per page Interlibrary loans $1 processing* fee for each request Interlibrary loans: lost/damaged items Cost of the item plus a $10 processing* fee Genealogy research $15/hour (1 hour minimum, includes copies and postage) Obituary requests $8/each (includes postage) Meeting room use fee: Walker Room Henry Board Room 1. $10 for up to 4 hours for non -profits (50% discount with annual payment for groups who meet regularly) 2. $10/hour for for -profits Meeting room cancellation fee without 24-hour notice Fees above Meeting room set-ups: Walker Room 1. Standard - no change 2. Small group - no charge 3. Full layout - $50 4. Conference layout - $50 5. Extra large layout - $100 6. Classroom layout - $100 Grand piano use: Walker Room $50 Portable stage: Walker Room (one change in standard layout) $50 Portable -LCD -use -(Board -Room -only) $25 Technical -support -{required -for --AV system use in-Walker-•Roon+) $25/hr (one-half hour minimum) Damage and cleaning: meeting/study rooms Case-by-case basis Processing fees are non-refundable.