HomeMy WebLinkAbout2011-02-21 - Agendas - FinalFAYETTEVILLE PUBLIC LIBRARY
Lorraine Brewer, President
Beverly Bassett Schaffer, Vice -President
Elizabeth Jordan, Treasurer
We inspire imagination and foster learning.
Board of Trustees
February 21, 2011 4pm
AGENDA
Regular Meeting Ann Henry Board Room
Suzanne Clark, Secretary
Dan Ferritor
Mike Malone
Maylon Rice
I. Call to order
II. Special presentation
III. Minutes
A. Approval of minutes
1. December 20, 2010 regular meeting — page 2
B. Signed minutes
1. October 18, 2010 regular meeting — page 3
2. November 15, 2010 special meeting— page 4
IV. Reports
A. Management reports
1. Key upcoming events — page 5
2. December — January strategic plan progress — pages 6-7
3. December 2010 performance measures — page 8
4. January 2011 performance measures — page 9
5. Chart of the meeting: — page 10
6. 2011 objectives — page 11
B. Financial reports
1. January 2011 budget comparison — page 12
2. January 2011 balance sheet — pages 13-14
3. January 2011 profit and loss — pages 15-16
4. December 2010 budget comparison — page 17
5. December 2010 balance sheet — pages 18-19
6. December 2010 profit and loss — pages 20-22
V. Old business
A. Teen area expansion
1. Memo — page 23
2. Draft contract — pages 24-35
VI. New business
A. Budget adjustments
1. Budget roll forward from 2010 to 2011 — page 36
2. Additions to designated funds — page 37
3. Budgeting corporate gifts and reserves — pages 38-39
B. FPL Foundation bylaws revision — pages 40-44
C. Policy AD: Mission, Vision, Values and Goals of the Fayetteville Public Library — pages 45-47
VII. Executive Session — work on the Executive Director's 2010 performance evaluation
VIII. Adjournment
IX. Attachments
A. Projected 2011 meeting agendas
B. Arkansas Energy Office letter
C. "Thank You" email
D. FPL staff reviews in School Library Journal and Library Journal
E. "Libraries as green community and neighborhood anchors" blog entry
F. Maximize the Potential of Your Library, ICMA publication
G. Assorted FPL press
1
Fayetteville Public Library
Board of Trustees Regular Meeting
December 20, 2010 4 pm
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, and S. Daniel.
I. The Board of Trustees meeting was called to order at 4:01 p.m. by L. Brewer.
II. Minutes: M. Rice moved to approve the October 18, 2010 regular meeting minutes. S. Clark seconded. All
voted aye. M. Rice moved to approve the November 15, 2010 special meeting minutes; S. Clark seconded.
All voted aye.
III. Reports
A. Management reports: 1.) Key Upcoming Events - S. Thorup highlighted a collaborative event with
Theatre Squared and KUAF. 2.) Strategic Plan Progress: S. Thorup reported the IT Department's new
software which allows volunteers to log their time efficiently, and L. Yandell's appointment as the new
vice -chair of Polaris Users Group. L. Speer noted we have begun collecting documents for Project
Fayetteville and progress can be followed at www.projectfayetteville.org. 3.) November Performance
Measures - We have added many new online databases and the August jump in computer sessions is due
to this. People who use us online may not be coming to the library accounting for reduced visits.
Number of volunteers up 25% for the year. 4.) Chart of the Meeting - The Google Places report reveals
how many times the library comes up in Google searches during the month of November.
IV. Financial reports: C. Rew reported that IT line items are under -expended because we have major purchases
pending. Adult programming is reduced as NEH will be paying for the featured speaker in April. The
furniture and equipment line is large because of funds for the teen space expansion that did not happen in
2010. M. Rice moved to rescind the authorization to expend money on furniture and computer equipment
for the teen space in 2010 and rededicate those funds in 2011. D. Ferritor seconded. All voted AYE.
V.OId business:
A. Teen area expansion: FPL plans a ribbon cutting in conjunction with the 2011 summer reading program.
B. 2011-2014 Strategic Plan: Plan consultants and S. Thorup will be writing a paper on the process used.
D. Ferritor moved to approve the plan, M. Rice seconded. All voted AYE.
VI. New business:
A. 2011 budget approval: This item was taken out of order and immediately followed the financial report.
The proposed 2011 budget included $33,812 that will be erased by corporate gifts from the Foundation
in 2011. D. Ferritor moved to take $33,812 out of the materials line to balance the budget. M. Rice
seconded. All voted aye. M. Malone moved to approve the balanced budget as amended. M. Rice
seconded. All voted AYE.
B. Policies
1. PA -27: D. Ferritor moved to approve; S. Clark seconded. All voted AYE.
2. LM: S. Clark moved to approve; D. Ferritor seconded. All voted AYE.
3. JF: M. Rice moved to approve; S. Clark seconded. All voted AYE.
4. MC: D. Ferritor moved to approve; E. Jordan seconded. All voted AYE.
5. PA -69: Consensus to strike "review" as a typo. M. Rice moved to approve; D. Ferritor seconded. M.
Malone moved to amend the policy so that the ED signs after the coaching take place. S. Clark
seconded. All voted AYE. M. Malone moved to approve subject to approval by the city. Motion died
for lack of a second. M. Rice moved to give a copy to the city's HR Director for informational
purposes. D. Ferritor seconded. All voted AYE. M. Rice moved to approve as amended; D. Ferritor
seconded. All voted AYE.
VII. Executive Session: D. Ferritor moved enter executive session at 5:38 p.m. S. Clark seconded. All voted
AYE. No action was taken. D. Ferritor moved and B. Schaffer seconded to exit executive session at 6:01 p.m.
All voted AYE.
VIII. Adjournment: S. Clark moved to adjourn; M. Rice seconded. All voted AYE. Meeting adjourned at 6:02
p.m.
2
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.
II. Special Presentation: L. Brewer presented Lolly Greenwood with a certificate of achievement for receiving
the Ann Lightsey Award.
Ill. 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 2n° annual Hit the Target family reading program and completion of the 4"' 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.
3
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.
II. 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.
III. Adjournment: M. Rice moved to adjourn; D. Ferritor seconded. All voted aye. Meeting adjourned at 4:50
p.m.
4
FAYETTEVILLE PUBLIC LIBRARY
Key Events: February 21 — March 31, 2011
The Wanderer Illustration Contest
March 1 through 31, Children's Desk: Artists in 3rd through 12th grade are invited to submit original
artwork for consideration as illustrations in The Wanderer, an annual publication of the Fayetteville
Public Library. All winning entries will be displayed in an exhibit in the young adult library. Winning
entries will also be published in The Wanderer. Color or black -and -white pen -and -ink drawings, pencil
drawings, prints, photographs and paintings will be accepted. For more information, visit the
Children's Desk or call 856.7170.
Read Across America
Tuesday, March 2, 4 pm, Children's Library: Celebrate Dr. Seuss' birthday with classic stories, a
visit from Cat in the Hat, birthday cake and face painting. The event is for preschool and elementary
school students and families. For more information, call 856.7170.
What's a Book Look Like These Days?
Saturday, March 5, 1 pm, Walker Community Room: Presented by FPL Executive Director
Shawna Thorup. Part of the library's continuing Cover to Cover celebration. The event is free and
open to the public.
outh Spanish Class
Mondays, March 7 to April 18, 4 to 5 pm, Ann Henry Board Room: The six-week beginning
Spanish class for students in 3rd through 5th grade will be taught by students from Sigma Delta Pi at
the University of Arkansas. The class is free. Registration is required. For more information or to sign
up, call 856.7170.
Celebrate St. Patrick's Day
Thursday, March 17, 5 pm, Walker Community Room: Celebrate St. Patrick's Day with traditional
Irish dancing by the McCafferty Irish Dancers. For more information, call 856.7170.
Community Read: The Blue Zone by Dan Buettner
Saturday, April 2, 1 pm, Walker Community Room: Can Fayetteville become a Blue Zone?
Discussion of The Blue Zone by Dan Buettner, which identifies the common factors of the longest -
lived, happiest communities on earth. Part of the library's continuing Cover to Cover celebration. The
event is free and open to the public.
Author Alexander McCall Smith: The Very Small Things of Life
Friday, April 8, 7 pm, Fayetteville Public Library: The internationally -acclaimed author of more
than 60 books, including the No. 1 Ladies' Detective Agency series, will speak at the library to
conclude the 5th annual Cover to Cover Reading Festival. The event is free and open to the public.
Smith will speak and host a question and answer session with the audience. Copies of Smith's works
111 be available for purchase during his talk at the Fayetteville Public Library, and he will sign
.Autographs following his talk. For more information, visit www.faylib.orq or call 856.7250.
5
FAYETTEVILLE PUBLIC LIBRARY
Strategic Plan Progress Report
December 2010 - January 2011
Purpose: We inspire imagination and foster learning.
I. Programs & Services: We offer inspiring and relevant programs and services that engage the community's curiosity,
provide opportunities for education and self-improvement, and serve as the gateway to the library by addressing the
diverse needs and interests of our community.
a. Continued Dalai Lama series in partnership with University of Arkansas
b. Hosted TheatreSquared presentation on Sundown Town in preparation for African American History Month
c. Hosted two public scanning sessions for Project Fayetteville image/data collection
d. Concluded "How Can I Afford Retirement" series in conjunction with the Walton College of Business
e. Continued hosting three book clubs per month for adults; hosted a book club holiday recruitment party
f. Hosted Farmington High School juniors and seniors; taught them research materials use
g. Continued to offer youth programs six days per week for babies, toddlers, preschoolers and families
h. Continued Gamers' Club, Teen Anime and Teen Advisory Board; held a special "Silent Library" event for teens
i. Offered gingerbread decorating workshop, Hanukkah celebration, French storytime, an overnight "green" lock -
in, holiday movies series and began the Spring creative writing workshops for elementary and teens
j. Continued serving 29 Lending Hands customers; trained one new volunteer and added two new clients
k. Held 3 consultations with customers using the Nonprofit Resource Center
I. Provided tour to Lawrence (KS) Public Library staff
II. Collections: We will build and support collections that inspire the community with the resources they need to explore
topics of personal interest and continue to learn throughout their lives.
a. Began offering new release DVDs on their release date
b. Created Collection Gaps tool to streamline providing information to librarians
c. Purchased Library Journal's Best Audio of 2010 for the Library2Go collection
d. Purchased Golden Globe winners and Academy Award nominated films on DVD
e. H. Robideaux made final selections for ALA/RUSA's Notable Books Council; FPL owns all 26 selections
f. Purchased representative titles from Library Journal's DIY series and all year-end notable book/material
collections published in review sources
g. Checked the youth collection against ALA award winners, ALA notable videos, 2010 Best Book lists from
Kirkus Reviews, School Library Journal and Horn Book, and 2010 Boston Globe Horn Book Awards
III. Access: We will build and expand the ease and convenience of the library experience through virtual and physical reach
to all in the community, reflecting the FPL welcoming, convening and destination culture.
a. Created comment card tool for more complete tracking of patron comments
b. Re -set film and music collection shelving and relocated teen films to media wing
c. Continued Reading Roadshow at Head Start Centers, Richardson Center and Owl Creek Pre -K classes
d. Continued Letter of the Week tutoring program for pre -K students at three Head Start Centers
e. Presented Sit, Stay, Read! T-shirts to participants at three schools
f. Performed year-end maintenance on Polaris database
g. Enabled keypad function and print receipt option at Express Checks
h. Revised policies LM and JF to allow increased access to media collection
i. Staff voted on Polaris Enhancement choices for the coming year
j. Purchased additional portable DVD players for circulation
k. Technical Services staff processed over 1,000 new films for the collection
I. Began review of physical processing procedures
IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers.
a. Held staff input sessions for strategic plan draft; final plan approved by Board of Trustees
6
b. Passport agents completed required online refresher course with National Passport Center
c. Conducted staff in-service training day, including customer service and advocacy
d. Conducted management retreat to define 2011 objectives and performance measures
e. Various staff attended 4 training webinars and two Mitchell Communication team building seminars
f. Staff reviewed for Booklist, School Library Journal and Library Journal (Speer, Low, Walsh & Fitzgibbon)
g. Hosted the Friends of the Library annual meeting; current Friends membership is 288
h. Assisted Friends with set-up of their new member database
i. Deployed new computerized volunteer timekeeping system designed in-house
j. Hosted volunteer party (70 attendees) and Sit, Stay, Read party (10 attendees)
k. Hosted blood drive for staff and public
V. Facility: Our consumer -friendly, sustainable facility will be safe, accessible, and clean and support the requirements for
quality programs, services and collections.
a. Opened bids for teen expansion, qualified the low bidder, and began negotiations
b. Mulched all landscape
c. Cleaned carpet throughout building and set up and tested new chariot vacuum
d. Maintained cork floors from ice melt stains
e. Worked on CCTV bids and proposals
f. Met with Fayetteville PD SWAT team for training and planned first safety committee meeting
VI. Communication: We maximize ongoing communication to increase awareness of the library and understanding of its
value and impact on the community.
a. Contracted with a graphic designer for in-house design work
b. Completed promotional material for Cover to Cover kick off
c. Began work on 2010 annual report
d. Installed new art display by Kathleen Berta
e. Promoted Cover to Cover on Clear Channel Radio, KNWA and Government Channel
f. Hosted FPL Green Ribbon Cutting with Chamber of Commerce
g. Attended Library Marketing Conference (Terry)
h. Met with Arkansas Business about FPL inclusion in Green Guide
i. Added new digital signs completely eliminating paper signage; added new rotating web images
j. Participated in new alderman orientation (Thorup)
VII. Funding: As good stewards of the public trust, we will pursue diverse, sustainable funding.
a. Mailed 14 pledge payment reminder letters to donors; met with two donors
b. Worked on funding grant with local Fortune 500 Company for Reading Roadshow
c. Worked with UA College of Education, Fayetteville Girls & Boys Club, Yvonne Richardson Center and Ozark
Literacy Council on Emerging Reader grant for Walton Family Foundation
d. Received donation from Wal-Mart/Sam's Club Foundation for Summer Reading Club and Homework Helpers
e. Met with Fayetteville Education Foundation Director to explore potential partnerships
f. Received $150,000 pledge for NEH grant
g. Submitted Summer Reading Club grant request to Junior Civic League
h. Coordinated Foundation Development Committee meeting
i. Received donation from Ozark Natural Foods
j. Conducted Inside the Cover tour with 10 guests
k. Coordinated January 18 donor event in conjunction with TheatreSquared presentation
I. Received $5,000 grant from the Lego Children's Fund to produce 2011 youth arts magazine (The Wanderer)
m. Hosted Fayetteville City Council "meet and greet" with Library Board and managers
n. Refined in-kind donation procedures
7
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10
FAYETTEVILLE PUBLIC LIBRARY
20It Objectives
Programs & Services: We offer inspiring and relevant programs and services that engage the community's curiosity, provide
opportunities for education and self-improvement, and serve as the gateway to the library by addressing the diverse needs and
interests of our community.
1. Unveil eFPL— the new and enhanced online library experience
2. Kick off NEH Challenge Grant programming
3. Design and implement Patron Survey Week to gather input on programs and services
4. Create process to manage program and service planning, delivery and evaluation
Collections: We will build and support collections that inspire the community with the resources they need to explore topics of
personal interest and continue to learn throughout their lives.
1. Update collection development policy
2. Build Fayetteville Digital Image Archive
3. Research how people seek and find information and incorporate pertinent findings
Access: We will build and expand the ease and convenience of the library experience through virtual and physical reach to all in
the community, reflecting the FPL welcoming, convening and destination culture.
1. Explore and implement relevant emerging trends in public library shelving schemes
2. Update digital presence
3. Conduct community outreach
4. Draft a disaster recovery plan
People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers.
1. Promote a positive and supportive work environment
2. Expand internal communication channels
3. Initiate a "Learn One Thing" campaign
4. Evaluate current volunteer plan
Facility: Our consumer -friendly, sustainable facility will be safe, accessible, clean, and support the requirements for quality
programs, services and collections.
1. Complete the Teen Library remodel
2. Replace CCTV system
3. Automate systems and inventory tracking
4. Identify and analyze methods and systems for interactive experiences in the library
5. Reconvene the Safety Team
Communication: We maximize ongoing communication to increase awareness of the library and understanding of its value and
impact on the community.
1. Launch Public Awareness Campaign
2. Expand community use of website
3. Draft a brand manual
4. Market to the community
5. Establish FPL speakers' bureau to reach out to community groups/organizations
Funding: As good stewards of the public trust, we will pursue diverse, sustainable funding.
1. Meet NEN Challenge Grant Year 5 requirement of $400,000 in donations toward endowment
2. Increase Roberta Fulbright Society membership by 15%
3. Examine options for new earned income
4. Investigate opportunities for sponsorships
11
Fayetteville Public Library
Budget Comparison
January 31, 2011
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 315,087 312,252 315,0871 8.41% 312,252
Current Monthly Current % Budget Annual
1 Month Budget YTD YTD
YTD Budget
108,220 108,222 108,220 8.33% 108,222 1,298,663
132,590 132,588 132,590 8.33% 132,588 1,591,059
27,918 27,917 27,918 8.33% 27,917 335,000
23,000 1,917 23,000 100.00% 1,917 23,000
11,441 0 0.00% 11,441 137,296
13,883 0 0.00% 13,883 166,600
83 0 83 1,000
23,359 16,200 23,359 12.02% 16,200 194,400
3,747,018
Expenses
Salaries & Wages 143,674 148,750 143,674 8.05% 148,750 1,785,000
Payroll taxes & Work Study 12,753 13,417 12,753 7.92% 13,417 161,000
Employee Insurance 10,632 13,750 10,632 6.44% 13,750 165,000
Retirement 12,005 15,000 12,005 6.67% 15,000 180,000
Processing Supplies 1,744 2,750 1,744 5.28% 2,750 33,000
IT -Hardware 776 11,750 776 0.55% 11,750 141,000
IT -Software & Maintenance 9,667 0 0.00% 9,667 116,000
Cleaning Supplies 1,413 1,500 1,413 7.85% 1,500' 18,000
Other Supplies 1,067 4,333 1,067 2.05% 4,333 52,000
Youth Programming 2,518 2,917 2,518 7.19% 2,917 35,000
Adult Programming 350 2,917 350 1.00% 2,917 35,000
Library Materials 4,952 35,060 4,952 1.18% 35,060 420,718
Telephone & Internet 625 3,250 625 1.60% 3,250 39,000
Utilities 8,799 12,000 8,799 6.11% 12,000 144,000
Postage 1,000 2,083 1,000 4.00% 2,083 25,000
Travel & Training 142 2,792 142 0.42% 2,792 33,500
L
Prof./Contractual Services 4,554 5,458 4,554 6.95% 5,458 65,500
Landscape Maint. 100 2,083 100' 0.40% 2,083 25,000
Building/Equip. Maint 535 16,375 535 0.27% 16,375 196,500
Insurance 2,803 583 2,803 40.04% 583 7,000
Public Rel. & Other 1,807 3,317 1,807 4.54% 3,317 39,800
Furniture & Equipment 2,500 0 0.00% 2,500 30,000
Total Expenses 212,249 312,252 212,249 5.66% 312,252 3,747,018
Excess/Deficit 102,8381 0 102,838 0 0
12
11:34 AM
02/08/11
Cash Basis
Fayetteville Public Library
Balance Sheet
As of January 31, 2011
Jan 31, 11
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 69,092.24
Petty Cash 408.00
Total General Operating Funds 178,002.00
Arvest operating account 131,487.39
Merrill Lynch-WCMA
Operating portion of account 1,278,940.43
Total Merrill Lynch-WCMA 1,278,940.43
Schwab-Millage 4108-2175
1125• Schwab Institutional -longterm
For long term Facilities repairs & replacements
For major repair & replacement of furniture & equipment
For major replacements of Tech. items, conveyor, phone system...
Total Checking/Savings
Other Current Assets
1220 • Due to/ from other Gov. Units
1250 • Prepaid Expenses
Total Other Current Assets
1,157,431.67
197,427.63
396,491.89
222,041.56
267,035.54
3,828,858.11
1,211,804.51
17,934.30
1,229,738.81
Total Current Assets 5,058,596.92
Fixed Assets
Fixed Assets
Library Buildings 20,820,430.47
Books & Publications 1,069,463.10
Equipment 1,139,404.86
Furniture & Fixtures 233,599.94
Accumulated Depreciation -4,060,716.32
Total Fixed Assets 19,202,182.05
Library Owned Art
Total Fixed Assets
150,000.00
19,352,182.05
TOTAL ASSETS 24,410,778.97
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Other Current Liabilities
Accounts Payable -Other
A/P Vacation accrual 195,804.77
A/P Salaries & Wages Accrual 31,677.41
A/P Other Payroll Liabilities 50,830.92
1929 • A/P Sick Time 47,192.42
Accounts Payable -Other - Other 14,923.00
Total Accounts Payable -Other 340,428.52
Payroll Tax Liabilities
State Unemployement Payable 1,964.85
Payroll Tax Liabilities - Other 233.06
Total Payroll Tax Liabilities 2,197.91
Other Payroll Liabilities
Health & Dental Insurance 659.96
2345 • Voluntary Group Life 51.76
Cafeteria Plan 130.00
Total Other Payroll Liabilities 841.72
Total Other Current Liabilities 343,468.15
13
Page 1
11:34 AM
02/08/11
Cash Basis
Fayetteville Public Library
Balance Sheet
As of January 31, 2011
Jan 31, 11
Total Current Liabilities 343,468.15
Total Liabilities 343,468.15
Equity
Investment in Fixed Assets 20,110,420.12
Fund Balance -Undesignated 3,040,102.95
Fund Balance -Reserved
facilitie major repairs & rep 397,384.16
for reparis & replacements 267,480.41
f & f repairs & replacements 222,486.88
Total Fund Balance -Reserved 887,351.45
Fund Balance -Current Year Net
Net Income
8,884.35
20,551.95
Total Equity 24,067,310.82
TOTAL LIABILITIES & EQUITY 24,410,778.97
14
Page 2
11:34 AM Fayetteville Public Library
02/08/11 Profit & Loss YTD Comparison
Cash Basis January 2011
Jan 11 Jan 11
Ordinary Income/Expense
Income
Revenue & Support
unrecognized gains and losses
Automatic charge for management fees -687.00 -687.00
unrecognized gains and losses - Other -1023.07 -1023.07
Total unrecognized gains and losses
4150 • Miscellaneous Income
4153 • Merchandise Sales 987.60 987.60
4500 • Misc. M.J.
4501 • Designated Gifts Other 123.50 123.50
4505 • Adult Designated gifts 2,508.15 2,508.15
4530 • Childrens Designated Gifts 5,000.00 5,000.00
4500 • Misc. M.J. - Other 35.85 35.85
Total 4500 • Misc. M.J. 7,667.50
4150 • Miscellaneous Income - Other 120.50
Total 4150 - Miscellaneous Income
-1,710.07 -1,710.07
Cafe Rental
charges for set up and equipm
Fines & Fees
Fees collected at front desk
4315 • Library Cards
4380 • Copier and Printer income
4390 • Short and Over
Total Fines & Fees
Interest
4401 • Interest -Operating
Dividends on Millage monies
Total Interest
Total Revenue & Support
Total Income
8,775.60
1,000.00
665.00
10,773.82
100.00
1,716.18
-63.14
7,667.50
120.50
8,775.60
1,000.00
665.00
10,773.82
100.00
1,716.18
-63.14
12,526.86 12,526.86
385.35
5.91
391.26
385.35
5.91
391.26
21,648.65 21,648.65
21,648.65 21,648.65
Expense
Operating Expenses
Office Supplies
5110 • Administration Expenses 1,066.99 1,066.99
Foundation, marketing and Volunteer needs 361.97 361.97
computer supplies & minor eq.
5114 • Computer Software, Lic. & Maint 0.00 0.00
5115 • Computer hardware & supplies 776.22 776.22
Total computer supplies & minor eq. 776.22 776.22
supplies to be reimb by Found 905.00 905.00
5130 • Childrens Program
5131 - Young Children Prog. & Supplies 2,498.82 2,498.82
5133 • Young Adult Expenses 18.73 18.73
Total 5130 • Childrens Program 2,517.55 2,517.55
Adult prog. expenses
5140 • Book Repair & Circ. Supplies
supplies for cleaning the bdg
Total Office Supplies
350.00
1,743.91
1,413.28
9,134.92
350.00
1,743.91
1,413.28
9,134.92
Postage 1,000.00 1,000.00
Travel & Training 142.00 142.00
5725 • Public Relations 539.56 539.56
Professional Services 353.90 353.90
Equipment & furnishings 0.00 0.00
Utilities
Telephone & Internet 624.64 624.64
Utilities - Other 8,799.31 8,799.31
Total Utilities
15
9,423.95 9,423.95
Pagel
11:34 AM
02/08/11
Cash Basis
Contracts
Insurance -General
Fayetteville Public Library
Profit & Loss YTD Comparison
January 2011
Jan 11 Jan 11
4,200.00 4,200.00
2,803.00 2,803.00
Total Operating Expenses 27,597.33 27,597.33
Salaries & Wages
Adult Services 18,642.95 18,642.95
Materials processing 8,783.02 8,783.02
Children's Library 15,117.71 15,117.71
Circulation 28,765.46 28,765.46
Custodial 6,707.99 6,707.99
Administration 39,713.42 39,713.42
6498 Vacation Time Used 22,102.83 22,102.83
6499 Sick Time Used 3,841.04 3,841.04
Total Salaries & Wages 143,674.42 143,674.42
Payroll Expenses
FICA/Medicare Expense 10,736.60 10,736.60
Payments to UofA for students 51.66 51.66
State Unemployment Expense 1,964.85 1,964.85
Voluntary AD & D 21.88 21.88
Total Payroll Expenses 12,774.99 12,774.99
Employee Benefit Expenses
Health & Dental Insurance 9,312.26 9,312.26
Company paid portion of HSA 1,297.84 1,297.84
Retirement Contributions 12,005.38 12,005.38
Total Employee Benefit Expenses 22,615.48 22,615.48
Publications
Book Acquisitions
all books child & adult 1,958.44 1,958.44
7120 • Adult Reference Materials 342.51 342.51
7140 Genealogical Materials 45.49 45.49
Total Book Acquisitions 2,346.44 2,346.44
7130 • Electronic Resources 837.90 837.90
Audio Visuals
7610 • Film/DVD 1,359.93 1,359.93
7620 • Audio 407.57 407.57
Total Audio Visuals
Total Publications
Building & Equipment
Landscape Maintenance
Building Maintenance
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
Total Inter -Agency Transfers
1,767.50 1,767.50
4,951.84 4,951.84
100.00
535.22
100.00
535.22
635.22 635.22
212,249.28 212,249.28
-190,600.63 -190,600.63
132,590.00
27,644.58
27,918.00
23,000.00
211,152.58
132,590.00
27,644.58
27,918.00
23,000.00
211,152.58
Total Other Income 211,152.58 211,152.58
Net Other Income 211,152.58 211,152.58
Net Income 20,551.95 20,551.95
16
Page 2
Fayetteville Public Library
Budget Comparison
December 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
Current Monthly
12 Month Budget
Current % Budget Annual
YTD YTD YTD Budget
105,615 105,615 1,267,379 100.00% 1,267,379 1,267,379
132,588 132,588 1,591,056 100.00% 1,591,059 1,591,059
27,917 27,917 335,006 100.00% 335,000 335,000
1,915 1,917 23,000 100.00% 23,000 23,000
34,431 12,116 150,376 103.43% 145,394 145,394
14,300 189,067 110.18% 171,600 171,600
83 3,000 300.00% 1,000 1,000
59,768 28,642 388,642 113.08% 343,700 343,700
362,234
323,178'' 3,947,526 101.79% 3,878,132 3,878,132
Expenses
Salaries & Wages 143,840 150,424 1,691,723 93.72% 1,805,091 1,805,091
Payroll Taxes & Work Study 18,061 13,000 156,242 100.16% 156,000 156,000
Employee Insurance 10,475 11,088. 132,657 99.70% 133,050 133,050
Retirement 12,040 12,550 150,142 99.70% 150,600 150,600
Processing Supplies 4,158 2,417 27,263 94.01% 29,000 29,000
IT -Hardware 15,188 11,750 86,327 61.22% 141,000 141,000
IT -Software & Maintenance 55,376 10,660 123,516 96.56% 127,920 127,920
Cleaning Supplies 1,193 1,542 18,468 99.83% 18,500 18,500
Other Supplies 2,481 5,834 45,597 65.13% 70,007 70,007
Youth Programming 1,349 3,142 35,074 93.03% 37,700 37,700
Adult Programming 0 2,917 10,815 30.90% 35,000 35,000
Library Materials 87,545 38,833 459,794 98.67% 466,000 466,000
Telephone & Internet 2,733 3,250. 37,197 95.38% 39,000 39,000
Utilities 6,470 10,333 111,825 90.18% 124,000 124,000
Postage 1,515 1167 13,586 97.04% 14,000 14,000
Travel & Training 17,299 3,904 46,688 99.65% 46,852 46,852
Prof./Contractual Services 7,589 5,575 62,707 93.73% 66,900 66,900
Landscape Maint. 4,476 2,083 16,039 64.16% 25,000 25,000
Building/Equip. Maint. 4,457 24,680 222,831 75.24% 296,157 296,157
Insurance 625 7,410 98.80% 7,500 7,500
Public Rel. & Other 7,364 3,650 43,665 99.69% 43,800 43,800
Furniture & Equipment 2,404 14,942 20,340 11.34% 179,300 179,300
Total Expenses 406,013 334,365 3,519,906' 87.73% 4,012,377 4,012,377
Excess/Deficit -43,779 -11,187 427,620 -134,245 -134,245
17
10:53 AM
01/12/11
Cash Basis
Fayetteville Public Library
Balance Sheet
As of December 31, 2010
Dec 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 39,748.41
Petty Cash 408.00
Total General Operating Funds 148,658.17
Arvest operating account
Merrill Lynch-WCMA
Operating portion of account
Total Merrill Lynch-WCMA
Schwab-Millage 4108-2175
1125 - Schwab Institutional - longterm
For long term Facilities repairs & replacements
For major repair & replacement of furniture & equipment
For major replacements of Tech. items, conveyor, phone system..
Total Checking/Savings
Other Current Assets
1220 • Due to/ from other Gov. Units
1250 • Prepaid Expenses
45,407.21
1,312,588.44
1,312,588.44
1,216,915.18
197,355.24
397,384.16
222,486.88
267,480.41
3,808,275.69
1,260,645.95
51,673.95
Total Other Current Assets 1,312,319.90
Total Current Assets 5,120,595.59
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 24,903,419.91
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
Accounts Payable -176.45
Total Accounts Payable -176.45
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 650.55
Payroll Tax Liabilities - Other 782.4.7
Total Payroll Tax Liabilities 1,433.02
Other Payroll Liabilities
Health & Dental Insurance 9,972.22
2345 • Voluntary Group Life 51.76
Cafeteria Plan 130.00
18
Pagel
10:53 AM
01/12/11
Cash Basis
Fayetteville Public Library
Balance Sheet
As of December 31, 2010
Dec 31, 10
Total Other Payroll Liabilities 10 153.98
Total Other Current Liabilities 319,691.97
Total Current Liabilities 319,515.52
Total Liabilities 319,515.52
Equity
Investment in Fixed Assets 20,110,420.12
Fund Balance -Undesignated 3,338,892.34
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
269,873.40
243,648.39
212,998.77
726,520.56
J2,865.86
480,937.23
Total Equity 24,583,904.39
TOTAL LIABILITIES & EQUITY 24,903,419.91
19
Page 2
11:02 AM Fayetteville Public Library
01/12/11 Profit & Loss YTD Comparison
Cash Basis December 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
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
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.
supplies to be reimb by Found
5130 • Childrens Program
5131 • Young Children Prog. & Supplies
5133 • Young Adult Expenses
5130 • Childrens Program - Other 20
Dec 10 Jan - Dec 10
0.00
-15,763.19
-2,625.00
44,146.56
-15,763.19 41,521.56
0.00 127.00
376.10 7,709.81
375.00
75.00
0.00
48,000.00
2,80
116,413.55
4,767.30
10.00
54,752.70
344.04
48,452.80 176,287.59
0.00 9,092.36
48,828.90 193,216,76
1,000.00 12,000.00
260.00 3,785.00
7,578.93
30.00
0.00
0.00
0.00
0.00
0.00
1,692.99
-50.98
151,703.84
1,212.50
309.00
-150.74
116.60
-34.14
104.05
21,807.09
368.09
9,250.94 175,470.43
400.42
28.15
4,081.73
116.70
428.57 4,198.43
0.00
34,431.00
34,431.00
1,095.00
149,281.00
150,376.00
78,436.22 580,568.18
78,436.22 580,568.18
2,481.43
4,611.09
55,375.67
15,188.05
0.00
70,563.72
0.00 41.34
44,683.57
32,278.33
111,489.56
86,629.68
5,222.50
203,341.74
2,005.41 2,005.41
937.86
411.59
0.00
26,080.03
8,515.58
477.73
Page 1
11:02 AM Fayetteville Public Library
01/12/11 Profit & Loss YTD Comparison
Cash Basis December 2010
Total 5130 • Childrens Program
Adult prog. expenses
5140 • Book Repair & Circ. Supplies
supplies for cleaning the bdg
signage materials
Total Office Supplies
Dec 10 Jan - Dec 10
1,349.45 35,073.34
0.00
4,158.36
1,192.96
0.00
86,362.42
10,213.47
27,274.98
18,468.50
107.61
373,446.95
Postage 1,515.27 13,586.16
Travel & Training
5160 • Mileage reimbursement 1,200.00 7,941.75
Travel & Training - Other 16,098.67 37,145.37
Total Travel & Training 17,298.67 45,087.12
Public Notice
5725 • Public Relations
Professional Services
Equipment & furnishings
Utilities
Telephone & Internet
Utilities - Other
Total Utilities
170.80
576.07
7,589.40
2,403.50
2,732.59
6,470.18
9,202.77
1,086.01
8,681.02
44,581.12
20,340.17
37,197.66
111,824.47
149,022.13
Outside Services 0.00 10,470.00
Contracts 0.00 7,880.00
Insurance -General 0.00 7,409.77
Total Operating Expenses 125,118.90 681,590.45
Salaries & Wages
Adult Services 19,313.53 249,216.93
Materials processing 8,774.16 112,741.21
Children's Library 15,331.73 204,831.59
Circulation 26,514.16 341,146.01
Custodial 6,173.47 68,796.85
Administration 40,729.80 525,532.94
6498 Vacation Time Used 24,988.62 158,291.36
6499 Sick Time Used 2,014.47 31,167.20
Total Salaries & Wages 143,839.94 1,691,724.09
Payroll Expenses
FICA/Medicare Expense 10,749.39 126,864.47
Payments to UofA for students 1,657.14 4,260.74
Contract for cleaners 0.00 10,787.01
State Unemployment Expense 5,654.56 14,328.53
Voluntary AD & 0 21.88 1,069.65
Long Term Disability 0.00 4,475.26
Life Insurance 0.00 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
21
18,082.97
9,312.26
1,141.19
12,039.54
0.00
165,740.24
109,461.91
13,694.28
142,936.62
7,202.09
22,492.99 273,294,90
25,954.60
2,515.40
0.00
28,470.00
28,445.09
0.00
15,789.36
12,403.13
0.00
250,913.93
20,154.82
2,786.37
273,855.12
99,036.34
10,220.30
48,914.98
20,544.36
10.00
Page 2
11:02 AM Fayetteville Public Library
01/12/11 Profit & Loss YTD Comparison
Cash Basis December 2010
7640 • Music
Audio Visuals • Other
Dec 10
2,316.96
119.98
Total Audio Visuals 30,629.43
Total Publications
Building & Equipment
Building & Grounds
Landscape Maintenance
Building Maintenance
Office Machine Maintneance
Total Building & Equipment
Total Expense
Net Ordinary Income
Other IncomelExpense
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
22
Jan Dec 10
7,092.09
119.98
76,681.41
87,544.52 459,793.17
0.00 560.00
4,475.79 16,036.82
3,810.52 217,896.93
646.54 4,373.53
8,932.85 238,867.28
406,012.17 3,511,051.47
-327,575.95 -2,930,483.29
132,584.00
76,069.96
27,917.00
0.00
0.00
0.00
236,570.96
1,641,972.00
1,270,294.43
279,170.00
27,917.00
3,000.00
189,067.09
3,411,420.52
236,570.96 3,411,420.52
236,570.96 3,411,420.52
-91,004.99 480,937.23
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: February 21, 2011
Re: Budget adjustments for teen area expansion and Cox Gift, reversal and rebudget
Background
On June 21, 2010 the Board of Trustees voted to spend up to $200,000 from the Otwell Public Library Fund to design
and complete an expansion of the teen area. On September 18, 2010, Cox Communications gave the Fayetteville
Public Library $75,000 to add a computer lab to this expansion. Kohler Design Office, Inc. is the architect for this
expansion. A budget has been prepared and the design accepted by the Board. The cost of furniture and design is
expected to be $74,300, with an additional $75,000 for computers for the computer lab.
Analysis
Only one construction bid was received on December 18, 2010; it was too high to accept or negotiate. When this bid
was rejected, library staff suspended furniture and equipment orders until a qualifying bid could be received. A
successful construction bid was received on January 21, 2011 from Kinco Constructors and a contract awarded. The
project is expected to be complete by May 30, 2011. The expected project cost is $200,500 and includes:
• Construction Contract: $103,000
• Cost of Items removed from project (millwork & HVAC): $ 21,500
• Design costs: $15,000
• Gaming area: $10,000
• Furniture: $51,000
Recommendation
To complete the teen library remodel, we suggest the following actions.
1. Reverse approval granted on 9/18/10
a. adding $74,300 to expected revenues from the Fayetteville Public Library Foundation Otwell Fund;
b. adding $75,000 income from Cox Communications; and
c. budgeting $149,300 for design fees, furniture and equipment.
2. Budget $200,000 from the Otwell Fund to pay for the teen library project in 2011.
3. Request the Library Foundation pay $200,000 from the Otwell Fund to the Library as soon as is reasonably
possible. 2 3
Fayetteville Public Library: Expansion of Teen Space (Bid 11-001)
Contract — Between Fayetteville Public Library and Contractor
This contract executed this 11th day of February, 2011, between the Fayetteville Public Library and Kinco
Constructors, LLC. In consideration of the mutual covenants contained herein, the parties agree as follows:
1. Kinco at its own cost and expense shall furnish all labor, materials, supplies, machinery, equipment,
tools, supervision, bonds, insurance, tax permits, and alt other accessories and services necessary to
complete items bid per Bid for Expansion of Teen Space (Bid 11-001) as stated in Kinco's bid proposal,
and in accordance with specifications attached hereto and made a part hereof under Bid 11-001, alt
included herein as if spelled out word for word.
2. The Fayetteville Public Library shall pay Kinco Constructors, LLC based on their bid proposal in an
amount not to exceed $103,000.00. Payments will be made after approval and acceptance of work and
submission of invoice. Payments will be made approximately 30 days after receipt of invoice.
3. The contract documents which comprise the contract between the Fayetteville Public Library and Kinco
Constructors, LLC consist of this contract and the following documents attached hereto, and made a part
hereof:
A. Bid form identified as Invitation to Bid 11-001 with the associated specifications and drawings.
B. Kinco Constructors, LLC. bid proposal.
C. The Bid Tabulation.
D. Accepted post -bid changes to the scope of work.
4. These Contract documents constitute the entire agreement between the Fayetteville Public Library and
Kinco and may be modified only by a duly executed written instrument signed by the Fayetteville Public
Library and Kinco.
5. Kinco shall not assign its duties under the terms of this agreement.
6. Kinco agrees to hold the Fayetteville Public Library harmless and indemnify the Fayetteville Public
Library, against any and all claims for property damage, personal injury or death, arising from Kinco's
performance of this contract. This clause shall not in any form or manner be construed to waive that tort
immunity set forth under Arkansas Law.
Kinco shall furnish a certificate of insurance addressed to the Fayetteville Public Library, showing that he
carries the following insurance which shall be maintained throughout the term of the contract. Any work
sublet, the contractor shall require the subcontractor similarly to provide worker's compensation
insurance. In case any employee engaged in work on the project under this contract is not protected
under Worker's Compensation Insurance, Kinco shall provide and shall cause each Subcontractor to
provide adequate employer's liability insurance for the protection of such of his employees as are not
otherwise protected.
Workmen's Compensation Statutory Amount
Comprehensive General &
Automobile Insurance
Bodily Injury Liability $ 500,000 for each person injured.
$1,000,000 for each accident.
Property Damage Liability $5,000,000 aggregate
Fayetteville Public Library
Draft Contract— Bid 11-001
Page 1 of 2
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The premiums for all insurance and the bond required herein shall be paid by Kinco.
8. Kinco to furnish proof of licensure as required by ail local and state agencies.
9. This project is to be completed within 120 days of contract signing. The contractor shall commence
the work required by the contract documents on or before a date to be specified in the NOTICE TO
PROCEED and have the work completed and ready for final payment within 120 days. Kinco to
provide liquidated damages of $250 per day in the event this schedule cannot be met.
10. This contract may be terminated by the Fayetteville Public Library or Kinco with 10 days written notice.
11. Freedom of Information Act: Fayetteville Public Library contracts and documents prepared while
performing Fayetteville Public Library contractual work are subject to the Arkansas Freedom of
Information Act. If a Freedom of Information Act request is presented to the Fayetteville Public Library,
the contractor will do everything possible to provide the documents in a prompt and timely manner as
prescribed in the Arkansas Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally
authorized photo coping costs pursuant to the FOIA may be assessed for this compliance.
12. Changes in Scope or Price: Changes, modifications, or amendments in scope, price or fees to this
contract shall not be allowed without a prior formal contract amendment approved by the Fayetteville
Public Library's Executive Director in advance of the change in scope, cost or fees.
WITNESS OUR HANDS THIS DAY OF , 2011.
Fayetteville Public Library
Draft Contract— Bid 11-001
Page 2 of 2
FAYETTEVILLE PUBLIC LIBRARY,
FAYETTEVILLE, ARKANSAS
SHAWNA THORUP, Executive Director
Attest:
Lorraine Brewer, President Board of Directors
CONTRACTOR
BY
NAME AND TITLE
ATTEST:
COMPANY SECRETARY
BUSINESS ADDRESS
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INVITATION TO SUBMIT BID
A. Signed and dated bids will be received at the Fayetteville Public Library by 2pm local time on
Friday, January 21, 2011. Bids must be submitted in a sealed envelope or package labeled "Bid
for Expansion of the Fayetteville Public Library's Teen Space (Bid 11-001),
B. Bids submitted after the above time will be returned to the bidder unopened.
C. Bids will be opened publicly at 2 pm on Friday, January 21, 2011 in the Ann Henry Board Room
of the Fayetteville Public Library.
D. Amendments to the submitted bid will be permitted if received in writing prior to bid closing and
if endorsed by the same party or parties who signed and dated the original bid.
INTENT
The intent of this bid request is to obtain a bid to perform work to expand the teen space of the
Fayetteville Public Library for a stipulated sum contract, in accordance with the contract documents.
WORK IDENTIFIED IN THE CONTRACT DOCUMENTS
Work of this proposed contract comprises building construction, renovation, and demolition, including but
not limited to general construction, structural, mechanical, and electrical work.
BID DOCUMENTS IDENTIFICATION
The bid documents include the notice to prospective bidders, TEEN SPACE EXPANSION — Bid 11-001,
drawings and specifications as prepared by the architect, and the draft contract.
AVAILABILITY OF BID DOCUMENTS
Bid documents are available on the Fayetteville Public Library website at http://www.faylib.org/rfb. Hard
copies may be obtained from the Information Desk at the Fayetteville Public Library. You will need to
leave your contact information if you pick up a hard copy. Bid documents are made available only for the
purpose of obtaining offers for this project. Their use does not grant a license for other purposes.
INQUIRIES
Direct questions about design and material selection to the architect at bob@kohlerarchitects.com. Direct
questions about building disruptions and the construction schedule to Sam Palmer at 479.200.5478.
ADDENDA
Addenda may be issued during the bidding period and will be posted on the library's website:
www.faylib.org, Prospective bidders are encouraged to consult the website for addenda. All addenda
become part of the contract and bidders must include resultant costs in the bid amount.
SITE EXAMINATION AND PREBID CONFERENCE
Potential bidders are encouraged to attend a walk-through and conference of the teen space at the
Fayetteville Public Library led by the architect and the library's Director of Facilities and Sustainability.
This will be held on Wednesday, January 5 at 8am. Attendance is not mandatory to submit a bid, but is
strongly encouraged,
SCOPE OF WORK FOR BASE BID (SUMMARY)
A. Project Name: Fayetteville Public Library Teen Space Expansion.
B. The bidder is expected to finish out the teen project room which is currently an outdoor terrace,
build a teen computer lab and revamp the existing space to accommodate teen use per architects
drawings and specifications. All work needs to be in accordance with FPL standards of quality
using materials that are similar in quality to those existing in the library. Specifically, the glass to
enclose the teen project room must be the same in color and quality as the glass at the front •
entrance of the library. This project must conform to LEED standards for renovation and must be
complete within 120 days of signing the contract. See contract documents.
26
C. Fayetteville Public Library will remove:
1. Items in project area.
2. Items in adjacent facility that interfere with work to be performed by contractor.
EVIDENCE OF QUALIFICATIONS
A, Bidders must submit written evidence of:
1. Financial position
2. General Liability Insurance
3. Workers Compensation Insurance
4. OSHA requirements
5. Progress cleaning
6. Final cleaning
7. Evidence of 1 project within the last 5 years that adhered to LEED standards for maintaining
LEED certification
8. Current commitments
9. State of Arkansas contractor's license
10. Evidence of 4 recently completed projects in the last 5 years of similar commercial scale
including bid sum and final construction cost for each.
B. Bidders must provide a list of subcontractors to be used. The library reserves the right to reject a
proposed subcontractor for reasonable cause.
BID SUBMISSION PROCEDURE
A. Bidders shall be solely responsible for the delivery of their bids in the manner and time prescribed.
B. Bid Envelope: Submit one copy of the executed offer on the bid forms provided, including all
required bid form supplements and security deposit signed and sealed in a closed opaque
envelope labeled "BID FORMS", clearly identified with bidder's name, project name, and
Fayetteville Public Library's name on the outside.
BID INELIGIBILITY
A. Bids that are unsigned, improperly signed or sealed, conditional, illegible, obscure, contain
arithmetical errors, erasures, alterations, or irregularities of any kind may, at the discretion of the
Fayetteville Public Library, be declared unacceptable.
B. Failure to provide security deposit, bonding or insurance requirements may, at the discretion of
Fayetteville Public Library, invalidate the bid.
SECURITY DEPOSIT
A. Bids shall be accompanied by a security deposit as follows:
1. Bid bond of a sum no less than 5 percent of the bid Amount shall be submitted with all
bids or
2. Certified check in the sum of five percent of the Bid Amount.
B. Endorse the bid bond in the name of the Fayetteville Public Library as obligee, signed and sealed
by the principal (Contractor) and surety.
C. Endorse the certified check in the name of the Fayetteville Public Library.
D. The said certified check or bid bond be returned to the successful bidder after delivery and
execution of the Contract, Insurance and required performance and payment bond(s) by the
accepted bidder.
E. After a bid has been accepted, all securities will be returned to the respective bidders.
F. If no contract is awarded, all security deposits will be returned.
CONSENT OF SURETY OR AGREEMENT TO BOND
A. Submit with bid.
PERFORMANCE ASSURANCE
27
A. Accepted bidder must provide a performance and payment bond in the bid amount. Unless
otherwise approved in writing by the owner, the surety company underwriting the bonds shall be
acceptable according to the latest list of companies holding certificates of authority from the
Secretary of the Treasury in their Listing of Approved Sureties and authorized to do business in the
State of Arkansas by the Arkansas Department of Insurance. The cost of the premium for the
performance and payment bonds shall be included in the contract sum.
B. The bond value requirements are as follows:
1. Provide a 100 percent performance bond.
2. Provide a 100 percent payment bond.
3. Deliver bonds within 3 days after execution of the contract.
INSURANCE
A. Provide an executed "Undertaking of Insurance" on a standard form provided by the insurance
company stating their intention to provide insurance to the bidder in accordance with the
insurance requirements of the Contract Documents. Such insurance shall remain in full force and
effect on all phases of the work, whether or not the work is occupied or utilized by the Owner, until
all work under the Contract is completed and has been accepted by the Owner. This date of
acceptance will be the date that the Owner has paid the Contractor on the final certified
Application for Payment, releasing all monies.
B. Nothing contained in the insurance requirements shall be construed as limiting the extent of the
Contractor's responsibility for payment of damages resulting from his operations under the
Contract.
C. Any insurance bearing an adequacy of performance will be maintained after completion of the
project for the full guarantee period.
BUILDERS RISK INSURANCE
The contractor shall be required to pay for and maintain builders risk coverage until the time of substantial
completion and owner occupancy.
FEES FOR CHANGES IN THE WORK
A. Include in the Bid Form, the overhead and profit fees on own work and work by subcontractors,
applicable for changes in the work, whether additions to or deductions from the work on which the
bid amount is based.
BID FORM SIGNATURE
A. The Bid Form shall be signed by the bidder, as follows:
1. Sole Proprietorship: Signature of sole proprietor in the presence of a witness who will also
sign. Insert the words "Sole Proprietor" under the signature. Affix seal.
2. Partnership: Signature of all partners in the presence of a witness who will also sign.
Insert the word "Partner" under each signature. Affix seal to each signature.
3. Corporation: Signature of a duly authorized signing officer(s) in their normal signatures.
Insert the officer's capacity in which the signing officer acts, under each signature. Affix
the corporate seal. If the bid is signed by officials other than the president and secretary
of the company, or the president/secretary/treasurer of the company, a copy of the by-law
resolution of their board of directors authorizing them to do so, must also be submitted
with the Bid Form in the bid envelope.
4. Joint Venture: Each party of the joint venture shall execute the Bid Form, under their
respective seals in a manner appropriate to such party as described above, similar to the
requirements of a Partnership.
ADDITIONAL BID INFORMATION
A list of subcontractors whose work will exceed five (5) percent of the Contract Sum and the portions of
the work they will perform.
28
DURATION OF OFFER
Bids shall remain open to acceptance and shall be irrevocable for a period of sixty (60) days after the bid
closing date.
ACCEPTANCE OF OFFER
A. Fayetteville Public Library reserves the right to accept or reject any or all offers.
B. After acceptance by Fayetteville Public Library, the Fayetteville Public Library will issue to the
successful bidder, a written Notice to Proceed.
DEDUCTIVE ALTERNATES
Acceptance of Alternate Bids is at the Fayetteville Public Library's discretion, as best services
the Library's interest. Each deductive alternate is provided for on the Bid Form. The price of the Bid for
each alternate will be the amount to be deducted from the price of the Total Base Bid if the Library selects
any of the alternates.
CONTRACT DESCRIPTION
Contract Type: A single prime contract based on a stipulated price as described in AIA Owner/Contractor
Agreement.
PERMITS, FEES AND NOTICES
The Contractor shall give notices and comply with applicable laws, ordinances, rules, regulations, building
and construction codes, and lawful orders of public authorities bearing of safety of persons or property or
their protection from damage, injury or loss, and shall indemnify and save harmless the Owner and
Architect against any claim arising from the violation of any such laws, ordinances, and regulations
whether by the Contractor or his employees, except where such violations are called for by the provisions of
the Contract
MISCELLANEOUS PROVISIONS
Freedom of information act: Fayetteville Public Library contracts and documents prepared while
performing library contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom
of information Act request is presented to the Fayetteville Public Library, the (contractor) will do everything
possible to provide the documents in a prompt and timely manner as prescribed in Arkansas Freedom of
Information Act. (ACA 25-19-101 et. seq.) Only legally authorized photocopying costs pursuant to the
FOIA may be assessed for this compliance
SAFETY OF PERSONS AND PROPERTY
All machinery and equipment and other physical hazards shall be guarded in accordance with the "Manual
of Accident Prevention in Construction" of the Associated General Contractors of America except where
incompatible with federal, State, or municipal laws or regulations. The contractor shall provide such
machinery guards, safe walkways, ladders, bridges, gangplanks, and other safety devices. The safety
precautions actually taken and their adequacy shall be the sole responsibility of the contractor, acting at
his discretion as an independent contractor.
In accordance with generally accepted construction practices, the Contractor alone will be solely and
completely responsible for conditions of the job site, including safety of all persons and property during
performance of the work. This requirement will apply continuously and not be limited to normal working
hours.
PROJECT RECORD DOCUMENTS
A. Maintain on site one set of the following record documents; record actual revisions to the
work:
1. Drawings.
2. Specifications.
3. Addenda.
29
4. Change Orders and other modifications to the Contract.
5. Reviewed shop drawings, product data, and samples.
6. Manufacturer's instruction for assembly, installation, and adjusting.
B. Ensure entries are complete and accurate, enabling future reference by Fayetteville Public
Library.
C. Store record documents separate from documents used for construction,
D. Record information concurrent with construction progress.
E. Specifications: Legibly mark and record at each product section description of actual
products installed, including the following:
1. Manufacturer's name and product model and number,
2. Product substitutions or alternates utilized.
3. Changes made by addenda and modifications.
F. No work shall be started until a change order has been completely processed through the
Fayetteville Public Library
G. The value of any extra work for change order/construction change directive changes
performed by the contractor using his own forces shall be determined in one or more of
the following ways:
1, Net cost of materials, plus state sales tax
2. New delivery cost
3. Net placing cost, plus W.0 Insurance premium and FICA tax
4. Overhead and profit charge not to exceed 7%
5. Allowable bond premium on items
6. Credit for work omitted, which was included in the original contract, shall be
computed on the same basis, except that the contractors share of overhead and profit
percentage is 5%
7. The contractor shall be required, if called upon, to furnish the original bills and
payrolls and support the statement with proper affidavits. The burden of proof of the
costs rests upon the contractor.
LEED REQUIREMENTS
Blair Library became the first building in Arkansas to register with the U.S. Green Building Council's LEED
(Leadership in Energy and Environmental Design) certification program. The library received its LEED
silver certification from the USGBC in December 2006. LEED certification is a national standard for
redeveloping high performance, sustainable buildings. LEED results in "green" buildings that have
minimal impact on the surrounding environment.
The awarded General Contractor must maintain the sustainable building practices originally implemented
in the construction of the Blair Library. All work is to be executed in compliance with LEED Silver
certification criteria. The Contractor will also be required to:
1. Assemble and maintain records necessary to document a building's compliance with LEEDTM
Requirements for submittal to owner/Architect.
2. Execute sustainable construction methods per specifications, at a reasonable cost.
3. Achieve high recycling rates (LEEDTM credits are available for achieving 50% and 75% recycling/salvage
rates on a project), document waste removal and recycling, and submit percentages achieved to
owner/Architect at conclusion of project. FPL's goal is to reuse/recycle at least 80% of waste materials
generated by the project.
4. Demonstrate knowledge of the numerous materials that are rapidly renewable, contain recycled content
and emit low VOCs, ensuring such products are used on the project as specified.
30
