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HomeMy WebLinkAbout2010-04-19 - Agendas - Final0 FAYETTEVILLE
PUBLIC LIBRARY
Beyond Words
Lorraine Brewer, President
Beverly Schaffer, Vice -President
Elizabeth Jordan, Treasurer
Board of Trustees
April 19, 2010 4 pm
AGENDA
Regular Meeting Ann Henry Board Room
Mike Malone, Secretary
Suzanne Clark
Dan Ferritor
Maylon Rice
I. Swearing in of Maylon Rice: Judge Rudy Moore
II. Call to order
III. Outgoing Trustee presentation to Marla Hunt
IV. Minutes
A. Approval of minutes
1. February 15, 2010 regular meeting — page 2
B. Signed minutes
1. January 18, 2010 regular meeting — page 3-4
V. Reports
A. Management reports
1. Key upcoming events — page 5
2. February — March strategic plan progress — page 6-7
3. March 2010 performance measures — page 8
4. February 2010 performance measures — page 9
5. Chart of the meeting: Holds Filled by Year — pagel0
B. Financial reports
1. March 2010 budget comparison — page 11
2. March 2010 balance sheet — page 12-13
3. March 2010 profit and loss — page 14-16
4. February 2010 budget comparison — page 17
5. February 2010 balance sheet — page 18-19
6. February 2010 profit and loss — page 20-22
VI. New business
A. Appointment of Nominating Committee
B. Policies
1. Revision to PA -31: Inclement Weather — page 23-24
2. Elimination of PA -49: Unusual Occurrences — page 25
C. Presentation: University of Arkansas Industrial Engineering Students Senior Design Project: LEED
Existing Building Certification and Volunteer Timekeeping Study: Coby Durham, Dia St. John, Whitney
Perkins & Maria Brazhkina
D. Staff Presentation: Summer Reading Club 2010: L. Greenwood
VII. Adjournment
VIII. Attachments
A. Projected 2010 meeting agendas
B. Letter from BKD, LLP re: FPL audit
C. 2010 ALSC "Light the Way: Library Outreach to the Underserved" Grant Winner Named press release
D. Notification of Grant Award: State of Arkansas General Improvement Fund
E. Friends of the Fayetteville Public Library 2010 Annual Meeting minutes
F. "All About ALTAFF, ALA's New Advocacy Association" article
G. Institute of Museum and Library Services press release and executive summary of Opportunity for All
H. Opportunity for All: How the American Public Benefits from Internet Access at U.S. Libraries
I. "Florida Man Sues Two Libraries for Religious Discrimination" article
J. Bibliography of eBook articles created for UA Press by M. Raine
K. Assorted "Thank You" notes
L. Assorted FPL press
Fayetteville Public Library
Board of Trustees Regular Meeting
February 15, 2010
Minutes
Prepared by S. Terry, Communications Manager
Board Members present: L. Brewer, S. Clark, D. Ferritor, E. Jordan, M. Malone, B. Schaffer. Absent: M.
Hunt. Staff present: S. Foley, M. Raine, C. Rew, S. Terry and S. Thorup. Press: S. Descant, Northwest
Arkansas Times.
I. The Board of Trustees meeting was called to order at 4:07 p.m. by L. Brewer.
II. Approval of minutes. D. Ferritor made a motion to approve minutes from the January 18
meeting. All voted aye.
III. Reports. A.) Management reports — S. Thorup thanked the board of trustees for allowing the
library to close today for staff training. Thorup said the library is now using PayPal on its website
to accept donations for the Foundation and the Friends of the Library. Thorup announced the
beginning of two services: Text -a -Librarian and Library2Go downloadable audio service. M. Raine
said that Heather Robideaux in the Reference Department recently completed serving on the
American Library Association's Notable Books Council. Raine recognized Caitlyn Walsh for
completing her master's degree in library science in December. S. Foley said the Roberta
Fulbright Society donor thank you gifts (bookmarks and book bags) have been received, and she
will begin handing those out to donors soon. Foley also said the library has received a $2,000
grant for Books for Borrowing and a $5,000 grant from the Care Foundation for the Nonprofit
Resource Center for the 4`h year. Performance Measures — S. Thorup said January circulation
increased more than 1 percent despite being closed several days due to inclement weather.
Thorup also said the library is working to establish a greeter program. A volunteer would be
stationed in the lobby during the hours the library is open to provide directions and answer
questions. The library is also reinstituting its patrol program. Volunteers will provide another set of
eyes, walking around the library to ensure nothing inappropriate is occurring. B.) Financial
Report — C. Rew said the library was under budget on its utility expenses for 2009.
IV. Unfinished Business. A.) Teen area expansion plans — S. Thorup said members of the library
staff met with Jeff Scherer, the library's principal architect in 2004, and discussed the space
issues in the teen area. The initial recommendation to move the teen area to the first floor media
area was not feasible. The proposed solution is to keep teens in the same area upstairs with a
furniture and shelf rearrangement. The large print books, currently located on the second floor,
would be moved downstairs to the space currently occupied by VHS tapes, which would be
phased out. VHS tapes are no longer being purchased. Thorup moves would likely be in the fall,
after the Summer Reading Club has concluded. Thorup suggested issuing a request for
qualifications before moving or rearranging the teen area. Suzanne Clark was the board member
selected to review the RFQs. B. Schaffer moved to accept recommendation to seek an RFQ
to expand the teen area. All voted aye. B.) Budgeting additional funds: C. Rew requested
moving $8,100 received from State Library for library school scholarship reimbursements to the
Travel and Training line item; $1,700 moved to the Children's Programming line item; and
$14,853 moved to the Other Supplies line item. B. Schaffer moved to accept the motion. All
vote aye.
V. New business. A.) Staff Presentation: Expanding Access: Text -a -Librarian & Library2Go — M.
Raine promoted two new services: Text -a -Librarian, which allows patrons to text questions to
reference librarians and receive answers and citations. The Reference Staff has been inundated
with excellent research questions. Library2Go is a consortium with other libraries in northern
Arkansas that provides access to online audio and eBooks that are iPod-compatible and more
user friendly than past downloadable services. B.) Staff Presentation: NEH Challenge Grant
Status Report: S. Foley reviewed the NEH Challenge Grant report she filed on February 3. The
report lists the past two years of certification as well as new gifts. The library has currently raised
$854,000. Foley has to raise $950,000 by January 2012 to fulfill the Challenge Grant.
VI. Adjournment: D. Ferritor moved to adjourn. All voted aye. Meeting adjourned at 4:54 p.m.
Fayetteville Public Library
Board of Trustees Regular Meeting
January 18, 2010
Minutes
Prepared by S. Terry, Communications Manager
Board Members present: L. Brewer, S. Clark, D. Ferritor, M. Malone, B. Schaffer. Absent: M. Hunt and E.
Jordan. Staff present: S. Foley, M. Raine, C. Rew, S. Terry and S. Thorup. Press: S. Descant, Northwest
Arkansas Times.
I. The Board of Trustees meeting was called to order at 4:00 p.m. by L. Brewer.
II. Approval of minutes. S. Clark made a motion to approve minutes from the October 19
meeting. All voted aye.
Ili. Reports. A.) Management reports — S. Thorup announced that M. Raine is serving as interim
Director of Operations until a full time person is hired. M. Raine announced the Text -a -Librarian
service, which allows patrons to text questions from their cell phones. The texts will be answered
by librarians. Raine also said the library has added 10 laptops for home check out. Raine said the
library will switch from NetLibrary to Overdrive in February, which will make it easier to download
audiobooks. Raine noted the library is kicking off the 4th annual Cover to Cover Reading Festival
on February 6. S. Foley said the library has recently added "Donate Now" buttons to the website
as well as a feature that allows people to join Friends of the Library online. Foley said the
Foundation mailed out its first fundraising piece in fall 2009, which raised a significant amount of
money. The first fundraising piece of 2010 will be mailed February 25. Foley said the Wal-Mart
Foundation, the Walker Foundation and the Care Foundation have all recently made donations to
the library to fund programming. Foley said the library has met the NEH Challenge Grant of
$435,000 that is due January 31, 2010. Performance Measures — S. Thorup noted that the
library checked out more than 1 million items in 2009 for the second year in a row. Thorup said
the 68 percent of check outs in December were done with the self check machines — the highest
number recorded. Also, cardholders were up more than 10 percent in 2009. The library is at the
highest number of cardholders it has ever had. Thorup also noted the held item service increased
almost 19 percent in 2009. B.) Financial Report — C. Rew said the executive director typically
moves funds around in December if they have not been expended. Rew said 46 percent of the
year end expenditures were for materials in 2009.
IV. Unfinished Business. A.) Space Study Report Memo — S. Thorup noted that the study was
initiated last year to address crowding in the Young Adult section. The building's original architect
Jeff Scherer with Meyer, Scherer & Rockcastle was hired to do an overall building study. M.
Raine mentioned that the space study pointed to several areas that need to be addressed,
including enlarging the computer lab, making the service desks more customer -friendly and
creating a more appealing entrance from the parking garage. The main reason for the study was
to address crowding in the teen area. Raine said the teen collection continues to grow. Teens
need space to collaborate more effectively, to access technology and to house books — their
interest in reading is growing. Thorup suggested hiring MS&R to create a detailed plan for
enlarging the teen area, which is proposed to be moved to the first floor ellipse area. Moving the
Young Adult section would create a vacancy on the second floor and displace a portion of the
media / magazine section on the first floor. Thorup asked for permission to hire MS&R to develop
plans for how to rearrange the space. Money for the space study could come from The Dr. and
Mrs. Harry C. Otwell Fund, this fund was received from the Dr. and Mrs, Harry C. Otwell estate in
1997, with no expenditures made from it to date, approximately $250,000 is currently available for
expenditure. When plans for rearranging the building are ready, they would be brought to the
board and the public. This item was tabled until the next Board meeting.
V. New business. A.) 2010 Objectives — S. Thorup said the 2010 objectives were created through a
manager -led SWOT analysis with the entire staff. Thorup said her focus is improving the
collections and increasing material per capita spending for collections. Thorup also emphasized
creating more original content for the library's website and progress toward sustainable funding
via the NEH Challenge Grant. B.) 2010 Budget Approval: C. Rew said city sales tax has been
down and the City Council has voted to freeze wages, which both effect FPL. Funding for salaries
largely remained the same. The items that increased in 2010 budget were utilities and
preventative maintenance. Rew said she has concerns about the state aid amount and the city
sales tax numbers and continues to monitor those. M. Malone moved to approve. All voted
aye. C.) Policy Revision: JC: 2010 Closed Days — M. Raine said the library would like to close
Presidents' Day, Monday, February 15 for staff training, including departmental goal setting and a
speaker to talk to the entire staff. The library also requested closing early at 4 pm on Tuesday,
April 20 to set up for the author Sapphire's talk, which will begin at 7 pm in the media / magazine
section. D. Ferritor moved to approve. All voted aye. D.) 2009-2010 Budget Roll Forward: C.
Rew requested to roll forward $52,623 for purchases made, but not received in 2009 and $65,360
for the solar test bed grant that was not expended in 2009. S. Clark moved to approve. All
voted aye. E.) Additions to Designated Funds for End of Year 2009: C. Rew requested
moving $60,011 from 2009 budget into the Building Designated Fund. M. Malone moved to
approve. All voted aye. F.) Staff presentation: Reading Roadshow's Books for Borrowing
by L. Greenwood & C. Walsh. This expansion of an existing outreach program was created
through a Community Development Block Grant. "Books for Borrowing" puts lending libraries in
each of the four Head Start Centers in Fayetteville. Greenwood announced the library just
received $3,000 from the American Library Association to expand the program to Children's
House. The grant pays for a book shelf and books to be housed at each center. Program teaches
students the basics of the lending library concept.
VI. Adjournment: B. Schaffer moved to adjourn. All voted aye. Meeting adjourned at 5:18 p.m.
VII. Executive Session: D. Ferritor moved to go into executive session at 5:19 p.m. The board
came out of executive session at 5:45 p.m. No action was taken. D. Ferritor moved to adjourn.
All voted aye.
1'AYETTEVILLE PUBLIC LIBRARY
Key Events: April 20 — May
Author Sapphire Visits FPL
Tuesday, April 20, 7 pm: Sapphire, author of The New York Times bestseller Push, will visit the FPL to
conclude the library's 4th annual Cover to Cover Reading Festival. Push, recently adapted to the big screen as
the much lauded film Precious, follows Claireece Precious Jones, an overweight teenager living in Harlem who
endures a series of abuses by her father and mother. The talk is free and open to the public.
Find It and Fund It: Grant Seeking Basics
Tuesday, April 27, 6:30 to 7:45 pm: This workshop will introduce basic and advance search tips to maximize
searching in the Foundation Directory Online, a database with more than 98,000 grant makers and a half a
million grants that is updated weekly. Sponsored by the Care Foundation and FPL's Nonprofit Resource
Center.
Square Foot Gardening author Mel Bartholomew
Thursday, April 29, 6:30 pm: Bartholomew, a trained engineer by profession, developed a gardening system
that yields 100 percent of the harvest in 20 percent of the space. His books have converted millions of
gardeners to his Square Foot Method. Bartholomew will sign copies of his books following his talk. The event is
free and open to the public.
Summer Reading Club Sign Up Begins
Saturday, May 1: Sign up begins for the 10 -week Summer Reading Program. The programs, for children from
preschool through 12th grade, kick off June 5 & 6 and continue into August. Weekly events in the children's
program will revolve around the theme, "Make a Splash @ Your Library." Teen events will be themed around
"Make Waves @ Your Library."
Author, Essayist and Playwright Barbara Graham
Sunday, May 2, 2 pm: Barbara Graham, author of Women Who Run with the Poodles and a contributing
writer for 0: The Oprah Magazine, will discuss her new book Eye of My Heart: 27 Writers Reveal the Hidden
Pleasures and Perils of Being a Grandmother. The compilation of 28 original essays by noted journalists,
novelists and essayists — each one a grandmother — delves into what it means to be a grandmother today.
Contributors include Judith Guest, Ellen Gilchrest, Elizabeth Berg and Molly Giles. Gilchrest and Giles will join
Graham during her talk at the library.
Author Carla McClafferty
Monday, May 3, 6:30 pm: Author Carla McClafferty will discuss her love for reading as well as her experience
as a children's author. McClafferty wrote her first book, Forgiving God, in 1995 after the death of her youngest
son. She then turned her attention to writing nonfiction books for young readers, including In Defiance of Hitler:
The Secret Mission of Varian Fry, Something Out of Nothing: Marie Curie and Radium and The Head Bone's
Connected to the Neck Bone: The Weird, Wacky and Wonderful X -Ray.
Super Saturdays in May
Saturdays in May at 10:30 am: Special programs for elementary -age children and families
May 8: NWA Kids String Coalition
May 15: Brass Quintet
May 22: Mississippi River Blues with Musician Tas Cru
May 29: Mr. Mozart
FAYETTEVILLE PUBLIC LIBRARY
Strategic Plan Progress Report
February — March 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. Moved long-term storage items to lower garage, touched up entryways, installed digital signage
ii. Worked on application for GreeNWAy certification
hi. Began assessing LEED-EB 0&M with UA Industrial Engineering design team. Distributed
transportation surveys
iv. Trained new housekeeping staff and managed large volunteer cleaning effort
v. Researched recycling options for plastics that City will not accept
c. Branches: NTR
d. Website: NTR
e. Computing and networking resources:
i. Continued rollout of staff intranet (SharePoint) with a variety of calendars and presenter database
ii. Deployed new external email spam filtering service
iii. Completed eRate application
iv. Eliminated eVanced and deployed in-house meeting room booking system
f. Outreach services:
i. Trained two new Lending Hands volunteers
ii. Presented Sit, Stay, Read t -shirts to Happy Hollow participants
iii. Presented a program on Books for Borrowing at Old Farmington Road Head Start Family Day
iv. Attended the annual Easter event at Donald Reynolds Boy's and Girl's Club
II. Collections: Develop collections that are responsive to the needs and demands of its community.
a. Adult materials:
i. Evaluated collection against several recognized lists and purchased materials
ii. Enhanced large print selections with more literary classics
iii. Confirmed film collection has all available Academy Award, Golden Globe, Cannes and Sundance Film
Festival nominees and winners
b. Reference:
i. Weeded outdated print materials from the Reference Collection
c. World languages: NTR
d. Youth services:
i. Ordered multiple copies of the newly named Newbery and Caldecott award winners
h. Evaluated the youth collections against several recognized book lists
e. Non -print:
i. Removed all audio cassettes from the adult and juvenile circulating collections
ii. Increased purchasing of CD audio books to meet high customer demand
f. E -collections:
i. Launched new downloadable audio and e -book service, Overdrive's Library2Go
III. Services: Define its essential activities and service levels.
a. Programming and events:
i. Launched 4th annual Cover to Cover Adult Reading Festival and Community Read
h. Hosted Community Read discussions for The Boy Who Harnessed the Wind
iii. Continued the Green Your Life sustainability series
iv. Screened the documentary film Sacred Spaces: The Architecture of Fay Jones by Larry Foley
v. Previewed TheatreSquared's Underneath the Lintel
vi. Screened the film Maxed Out; CCOA and Legal Aid of AR provided individual counseling sessions
vii. Completed the How Can I Afford Retirement workshop series and the Rcsumd Review sessions
viii. Offered Find It and Fund It: Grant Seeking Basics to area non -profits
ix. Provided a Beginning Genealogy class and a Basic Computer Skills series
x. Hosted a piano performance by Claire Detels
xi. Hosted special events during Spring Break week for both children and teens
xii. Introduced library resources to a class of English students from Haas Hall
xiii. Provided tour to National School Boards Association's Technology Leadership Network
b. Self-service strategies:
i. Customized express checks to refine patron account access
H. Revised notification for renewing library account via email or telephone
c. Customer service:
i. Updated passport services information on FPL's website
ii. Advised two nonprofit groups seeking grant opportunities
d. Staffing and volunteers:
i. Held coaching sessions with all staff during annual performance review
ii. Conducted daylong staff in-service training
iii. Began using SharePoint to schedule passport appointments and track lost and found
iv. Attended family day at Wood Head Start
v. Participated in a variety of Chamber of Commerce committees and an NWA Council focus group
vi. Recruited and trained volunteers for two new programs - library greeter and library patrol
vii. Provided 10 Pi Phi sorority volunteers for Read Across America
viii. Managed 65 volunteers for Give a Day. Get a Disney Day. promotion
ix. Attended UA Special Collections' reception for the Diane Blair Papers
IV. Visibility and value: Promote the contributions and value of the library to the greater Fayetteville area.
a. Marketing plan: Awaiting delivery from Mitchell Communications Group
b. Marketing (visibility) and communications
i. Met with Dianne Dunlap at NWA Mall to discuss branch location
ii. Promoted library activities on KNWA Morning Show and Clear Channel radio
iii. Received free editorial in Citiscapes and free advertising in NWA Times about Cover to Cover
iv. Interviewed by KUAF and Springdale Morning News re: library events
c. Collaboration:
Worked with UA Industrial Engineering design team on volunteer timekeeping
ii. Met with key stakeholders at P&G
iii. Selected by Chamber Small Business Committee for its philanthropic project, a book drive
iv. Continued partnership with US Census Bureau as a Questionnaire Assistance Center
v. Met with S. Rutherford (Clinton School of Public Service) and D. Ferritor re: future collaboration
vi. Assisted City with Title VI compliance review
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. Received $5,000 Reading Roadshow grant from P&G Foundation
H. Submitted Altrusa Club International 2010 literacy grant and completed 2009 grant report
iii. Compiling spring Roberta Fulbright Society direct mail booklet
i. Lunched with three donors and presented NEH funding opportunities
ii. Organized donor touch reception in conjunction with TheatreSquared presentation
iii. Received donation from Fayetteville School Board
iv. Led tour for P&G executives
v. Negotiated SRC sponsorship with NWA Naturals baseball team
vi. Made FPL and NEH presentation to Noon Lion's Club
vii. Held first "Inside the Cover" tour with 10 attendees; additional tours scheduled
viii. Presented progress to ICMA on Solar Test Bed grant with D. Marr (ST)
b. Advocacy: NTR
c. Friends and Foundation
i. Met with Friends Membership Committee and Foundation Finance Committee
H. Reviewed 2010 fundraising plans with Foundation Development Committee
iii. Discussed with author Molly Giles her involvement with Sapphire event
iv. Distributed RFS members donor benefits including new RFS library cards
v. Booked Esther Silver-Parker, Wal-Mart SVP for Diversity, to introduce Sapphire at public event
vi. Negotiated Sapphire book sales contract with Barnes & Noble Booksellers
vii. Met with lead donor to discuss NEH Challenge Grant gift
viii. Partnered with Alpha Kappa Alpha & Delta Sigma Theta alumnae chapters on Sapphire event
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Fayetteville Public Library
Budget Comparison
March 31, 2010
Current Monthly Current % Budget Annual
Month 3 Month Budget YTD YTD YTD Budget
Sources of Funds
Millage Receipts 105,615 105,615 316,844 25.00% 316,845 1,267,379
City of Fayetteville 132,588 132,588 397,764 25.00% 397,765 1,591,059
City CIP books 27,917 27,917 83,751 25.00% 83,750 335,000
City CIP other 1,917 1,917 5,751 25.00% 5,750 23,000
State Aid 12,116 39,724 27.32% 36,349 145,394
Foundation 14,300 54,000 31.47% 42,900 171,600
Friends 1,000 83 1,000 100.00% 250 1,000
All Other Sources 20,948 16,200 94,061 48.39% 48,600 194,400
Total Sources of Funds 289,985 310,736 992,895 26.63% 932,208 3,728,832
Expenses
Salaries & Wages 136,561 150,424 414,703 22.97% 451,273 1,805,091
Payroll Taxes & Work Study 12,824 12,833 40,112 26.05% 38,500 154,000
Employee Insurance 10,113 12,588 31,340 20.75% 37,763 151,050
Retirement 11,589 15,000 37,129 20.63% 45,000 180,000
Processing Supplies 2,621 2,750 5,099 15.45% 8,250 33,000
IT -Hardware 2,826 11,750 3,046 2.16% 35,250 141,000
IT -Software 7,981 8,660 13,810 13.29% 25,980 103,920
Cleaning Supplies 2,168 1,500 4,104 22.80% 4,500 18,000
Other Supplies 3,326 5,834 13,634 19.48% 17,502 70,007
Youth Programming 933 3,058 3,267 8.90% 9,175 36,700
Adult Programming 90 2,917 2,420 6.91% 8,750 35,000
Library Materials 15,752 34,750 38,739 9.29% 104,250 417,000
Telephone & Internet 2,773 3,250 5,526 14.17% 9,750 39,000
Utilities 10,724 12,000 31,724 22.03% 36,000 144,000
Postage 1,372 2,083 2,882 11.53% 6,250 25,000
Travel & Training 1,489 3,488 8,203 19.60% 10,463 41,852
Prof./Contractual Services 4,534 5,708 6,873 10.03% 17,125 68,500
Landscape Maint. 989 2,083 2,966 11.86% 6,250 25,000
Building/Equip. Maint. 8,699 24,680 43,968 14.85% 74,039 296,157
Insurance 2,803 583 2,803 40.04% 1,750 7,000
Public Rel. & Other 1,447 3,483 3,998 9.56% 10,450 41,800
Furniture & Equipment 336 2,500 2,508 8.36% 7,500 30,000
Total Expenses 241,950 321,923 718,854 18.61% 965,769 3,863,077
Excess/Deficit 48,035 -11,187 274,041 -33,561 -134,245
9:38 AM
04/07/10
Cash Basis
Fayetteville Public Library
Balance Sheet
As of March 31, 2010
Mar 31, 10
ASSETS
Current Assets
CheckinglSavings
General Operating Funds
Savings account for state money - solar project 8,501.76
CD 100,000.00
Bank of Fayetteville -deposits 63,629.02
Petty Cash 408.00
Total General Operating Funds 172,538.78
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 CheckinglSavings
Other Current Assets
1220 Due to/ from other Gov. Units
1250 • Prepaid Expenses
238,279.14
928,405.30
928,405.30
1,013,409.51
189,220.98
382,769.95
214,021.40
257,172.80
3,395,817.86
1,260,645.95
51,673.95
Total Other Current Assets 1,312,319.90
Total Current Assets 4,708,137.76
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 24,490,962.08
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
Accounts Payable -650.00
Total Accounts Payable -650.00
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 5,160.85
Payroll Tax Liabilities - Other 272.56
Total Payroll Tax Liabilities 5,433.41
Other Payroll Liabilities
Health & Dental Insurance 659.96
2330 • Vision Insurance 183.64
2340 • Vol. Life & AD&D 41.00
2345 • Voluntary Group Life - 207.04
Page 1
9:38 AM
04/07/10
Cash Basis
Fayetteville Public Library
Balance Sheet
As of March 31, 2010
Mar 31, 10
Total Other Payroll Liabilities 1,091.64
Total Other Current Liabilities 314,630.02
Total Current Liabilities 313,980.02
Total Liabilities 313,980.02
Equity
Investment in Fixed Assets 20,110,420.12
Fund Balance -Undesignated 3,338,892.34
Fund Balance -Reserved
facilitie major repairs & rep 269,873.40
for reparis & replacements 243,648.39
f & f repairs & replacements 212,998.77
Total Fund Balance -Reserved
Fund Balance -Current Year Net
Net Income
726,520.56
-72,865.86
74,014.90
Total Equity 24,176,982.06
TOTAL LIABILITIES & EQUITY 24,490,962.08
Page 2
9:38 AM
04/07/10
Cash Basis
Fayetteville Public Library
Profit & Loss YTD Comparison
March 2010
Mar 10 Jan - Mar 10
Ordinary Income/Expense
Income
Revenue & Support
4150 • Miscellaneous Income
4151 • Program fees 0.00 127.00
4153 • Merchandise Sales 1,026.00 2,976.45
4500 • Misc. M.J.
4501 • Designated Gifts Other 346.92 35,496.32
4505 • Adult Designated gifts 210.00 1,672.00
4530 • Childrens Designated Gifts 0.00 30.00
4500 • Misc. M.J. - Other 18.05 49.95
Total 4500 • Misc. M.J. 574.97 37,248.27
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
1,389.46 1,389.46
2,990.43
1,000.00
360.00
13,461.11
219.00
120.00
0.00
0.00
0.00
34.00
1,921.90
548.25
41,741.18
3,000.00
1,110.00
39,347.12
479.00
196.00
-29.95
97.64
67.69
104.05
5,300.51
1,778.88
16,304.26 47,273.25
Interest
4401 • Interest -Operating 282.25 920.41
Dividends on Millage monies 10.75 15.67
Total Interest
293.00 936.08
State Aid to Libraries
state aid 0.00
Total State Aid to Libraries 0.00
39,724.00
39,724.00
Total Revenue & Support 20,947.69 133,784.51
Total Income 20,947.69 133,784.51
Expense
Operating Expenses
Office Supplies
5110 • Administration Expenses 3,325.81 12,646.77
Foundation, marketing and Volunteer needs 853.45 2,065.46
computer supplies & minor eq.
5114 • Computer Software, Lic. & Maint 345.75 6,173.89
5115 • Computer hardware & supplies 7,981.37 8,200.84
annual charges 2,480.00 2,480.00
Total computer supplies & minor eq. 10,807.12 16,854.73
5130 • Childrens Program
5131 • Young Children Prog. & Supplies 751.67 2,013.24
5133 • Young Adult Expenses 180.95 774.94
5130 • Childrens Program - Other 0.00 477.73
Total 5130 • Childrens Program 932.62 3,265.91
Adult grog. expenses 89.49 1,919.00
5140 • Book Repair & Circ. Supplies 2,621.00 5,099.73
supplies for cleaning the bdg 2,168,45 4,104.90
Total Office Supplies 20,797.94 45,956.50
Postage 1,372.15 2,881.83
Travel & Training
Page 1
9:38 AM Fayetteville Public Library
04107/10 Profit & Loss YTD Comparison
Cash Basis March 2010
5160 • Mileage reimbursement
Travel & Training - Other
Total Travel & Training
Mar 10 Jan - Mar 10
576.00
913.27
1,680.00
6,522.56
1,489.27 8,202.56
Public Notice 534.00 534.00
5725 • Public Relations 59.81 2,430.86
Professional Services 2,533.65 4,872.65
Equipment & furnishings 336.49 2,508.38
Utilities
Telephone & Internet 2,773.41 5,526.02
Utilities - Other 10,724.26 31,723.95
Total Utilities 13,497.67 37,249.97
Contracts 2,000.00 2,000.00
Insurance -General 2,803.00 2,803.00
Total Operating Expenses 45,423.98 109,439.75
Salaries & Wages
Adult Services 19,799.09 56,844.71
Materials processing 10,386.79 32,083.32
Children's Library 17,780.67 51,745.11
Circulation 27,974.98 83,300.85
Custodial 4,966.52 15,628.10
Administration 47,891.06 138,057.83
6498 Vacation Time Used 5,060.38 31,707.60
6499 Sick Time Used 2,701.76 5,336.05
Total Salaries & Wages 136,561.25 414,703.57
Payroll Expenses
FICA/Medicare Expense 10,206.39 31,378.85
Payments to UofA for students 660.65 1,167.14
Contract for cleaners 592.45 2,404.48
State Unemployment Expense 1,364.17 5,160.85
Voluntary AD & D 0.00 174.30
Long Term Disability 0.00 743.66
Life Insurance 0.00 659.04
Total Payroll Expenses 12,823.66
Employee Benefit Expenses
Health & Dental Insurance 8,971.22
Company paid portion of HSA 1,141.19
Retirement Contributions 11,589.06
6655 • Retirementment Plan Expenses 0.00
Total Employee Benefit Expenses
Publications
Book Acquisitions
all books child & adult 12,667.61
7120 • Adult Reference Materials 1,327.09
7140 Genealogical Materials 0.00
Total Book Acquisitions
41,688.32
26,339.05
3,423.57
35,354.82
1,773.28
21,701.47 66,890.72
30,240.21
1,569.06
45.00
13,994.70 31,854.27
7130 • Electronic Resources 0.00 599.00
Audio Visuals
7610 • Film/DVD 880.55 3,088.28
7620 • Audio 340.10 2,077.37
7640 • Music 536.91 1,119.68
Total Audio Visuals
Total Publications
Building & Equipment
Landscape Maintenance
Building Maintenance
Office Machine Maintneance
Total Building & Equipment
Total Expense
1,757.56 6,285.33
15,752.26 38,738.60
988.64
8,698.63
0.00
2,965.92
41,648.31
2,319.21
9,687.27 46,933.44
241,949.89 718,394.40
Page 2
9:38 AM Fayetteville Public Library
04/07110 Profit & Loss YTD Comparison
Cash Basis March 2010
Mar 10 Jan - Mar 10
Net Ordinary Income -221,002.20 -584,609.89
Other IncomelExpense
Other Income
Inter -Agency Transfers
Transfer from City 132,588.00 448,684.00
9150 • Transfer-Millage 52,617.47 99,106.79
Transfer for Books 27,917.00 55,834.00
Transfer from Friends 1,000.00 1,000.00
Transfers from Foundation 0.00 54,000.00
Total Inter -Agency Transfers 214,122.47 658,624.79
Total Other Income 214,122.47 658,624.79
Net Other Income 214,122.47 658,624.79
Net Income -6,879.73 74,014.90
Page 3
Fayetteville Public Library
Budget Comparison
February 28, 2010
Current Monthly Current % Budget Annual
Month 2 Month Budget YTD YTD YTD Budget
Sources of Funds
Millage Receipts 105,615 105,615 211,229 16.67% 211,230 1,267,379
City of Fayetteville 132,588 132,588 265,176 16.67% 265,177 1,591,059
City CIP books 27,917 27,917 55,834 16.67% 55,833 335,000
City CIP other 1,917 1,917 3,834 16.67% 3,833 23,000
State Aid 39,724 12,116 39,724 27.32% 24,232 145,394
Foundation 54,000 14,300 54,000 31.47% 28,600 171,600
Friends 83 0 0.00% 167 1,000
All Other Sources 18,370 16,200 73,113 37.61% 32,400 194,400
Total Sources of Funds 380,131 310,736 702,910 18.85% 621,472 3,728,832
Expenses
Salaries & Wages 139,198 150,591 278,142 15.39% 301,182 1,807,091
Payroll Taxes & Work Study 14,138 12,833 27,288 17.72% 25,667 154,000
Employee Insurance 11,689 12,588 21,227 14.05% 25,175 151,050
Retirement 13,740 15,000 25,540 14.19% 30,000 180,000
Processing Supplies 1,917 2,750 2,478 7.51% 5,500 33,000
IT -Hardware 101 11,750 220 0.16% 23,500 141,000
IT -Software & Maintenance 5,736 8,660 5,829 5.61% 17,320 103,920
Cleaning Supplies 1,860 1,500 1,936 10.76% 3,000 18,000
Other Supplies 6,674 5,834 10,308 14.72% 11,668 70,007
Youth Programming 1,161 3,058 2,334 6.36% 6,117 36,700
Adult Programming 1,790 2,917 2,330 6.66% 5,833 35,000
Library Materials 22,433 34,750 22,987 5.51% 69,500 417,000
Telephone & Internet 2,753 3,250 2,753 7.06% 6,500 39,000
Utilities 10,905 12,000 21,000 14.58% 24,000 144,000
Postage 1,510 2,083 1,510 6.04% 4,167 25,000
Travel & Training 6,441 3,488 6,714 16.04% 6,975 41,852
Prof./Contractual Services 1,843 5,708 2,339 3.41% 11,417 68,500
Landscape Maint. 2,083 1,977 7.91% 4,167 25,000
Building/Equip. Maint. 27,218 24,680 35,269 11.91% 49,360 296,157
Insurance 583 0 0.00% 1,167 7,000
Public Rel. & Other 168 3,317 2,551 6.41% 6,633 39,800
Furniture & Equipment 2,172 2,500 2,172 7.24% 5,000 30,000
Total Expenses 273,447 321,923 476,904 12.35% 643,846 3,863,077
Excess/Deficit 106,684 -11,187 226,006 -22,374 -134,245
9:38 AM
04/07/10
Cash Basis
Fayetteville Public Library
Balance Sheet
As of February 28, 2010
Feb 28, 10
ASSETS
Current Assets
CheckinglSavings
General Operating Funds
Savings account for state money - solar project 8501.76
CD 100,000.00
Bank of Fayetteville -deposits 40,553.04
Petty Cash 408.00
Total General Operating Funds 149,462.80
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 tol from other Gov. Units
1250 • Prepaid Expenses
238,279.14
902,838.81
902,838.81
1,068,312.29
189,220.98
382,769.95
214,021.40
257,172.80
3,402,078.17
1,260,645.95
51,673.95
Total Other Current Assets 1,312,319.90
Total Current Assets 4,714,398.07
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 24,497,222.39
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
Accounts Payable -200.00
Total Accounts Payable -200.00
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 • AIP 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 3,796.68
Payroll Tax Liabilities - Other 248.39
Total Payroll Tax Liabilities 4,045.07
Other Payroll Liabilities
Health & Dental Insurance 1,234.78
2340 • Vol. Life & AD&D 20.50
2345 • Voluntary Group Life 155.28
Page 1
9:38 AM
04/07/10
Cash Basis
Fayetteville Public Library
Balance Sheet
As of February 28, 2010
Total Other Payroll Liabilities
Total Other Current Liabilities
Total Current Liabilities
Total Liabilities
Equity
Investment in Fixed Assets
Fund Balance -Undesignated
Fund Balance -Reserved
facilitie major repairs & rep
for reparis & replacements
f & f repairs & replacements
Total Fund Balance -Reserved
Fund Balance -Current Year Net
Net Income
Feb 28, 10
1,410.56
313,560.60
313,360.60
313,360.60
20,110,420.12
3,338,892.34
269,873.40
243,648.39
212,998.77
726,520.56
-72,865.86
80,894.63
Total Equity 24,183,861.79
TOTAL LIABILITIES & EQUITY 24,497.222.39
Page 2
9:37 AM Fayetteville Public Library
04/07/10 Profit & Loss YTD Comparison
Cash Basis February 2010
Feb 10 Jan - Feb 10
Ordinary Income/Expense
Income
Revenue & Support
4150• Miscellaneous Income
4151 • Program fees 112.00 127.00
4153 • Merchandise Sales 916.45 1,950.45
4500 • Misc. M.J.
4501 • Designated Gifts Other 106.32 35,149.40
4505 - Adult Designated gifts 552.00 1,462.00
4530 • Childrens Designated Gifts 30.00 30.00
4500 • Misc. M.J. - Other 9.02 31.90
Total 4500 • Misc. M.J.
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
697.34 36,673.30
1,725.79
1,000.00
110.00
13,145.85
170.00
30.00
-29.95
16.95
-13.00
14.15
1,735.77
213.61
38,750.75
2,000.00
750.00
25,886.01
260.00
76.00
-29.95
97.64
67.69
70.05
3,378.61
1,230.63
Total Fines & Fees 15,296.38 30,968.99
Interest
4401 • Interest -Operating 232.58 638.16
Dividends on Millage monies 4.92 4.92
Total Interest 237.50 643.08
State Aid to Libraries
state aid 39,724.00 39,724.00
Total State Aid to Libraries 39,724.00 39,724.00
Total Revenue & Support 58,093.67 112,836.82
Total Income 58,093.67 112,836.82
Expense
Operating Expenses
Office Supplies
5110 • Administration Expenses 6,674.24 9,320.96
Foundation, marketing and Volunteer needs 105.64 1,212.01
computer supplies & minor eq.
5114 - Computer Software, Lic. & Maint 5,735.63 5,828.14
5115 • Computer hardware & supplies 100.79 219,47
Total computer supplies & minor eq. 5,836.42 6,047.61
5130 - Childrens Program
5131 • Young Children Prog. & Supplies 525.45 1,261.57
5133 • Young Adult Expenses 157.61 593.99
5130 • Childrens Program - Other 477.73 477.73
Total 5130 • Childrens Program 1,160.79 2,333.29
Adult prog. expenses 1,789.62 1,829.51
5140 • Book Repair & Circ. Supplies 1,917.49 2,478.73
supplies for cleaning the bdg 1,859.97 1,936.45
Total Office Supplies 19,344.17
25,158.56
Postage 1,509.68 1,509.68
Travel & Training
5160 • Mileage reimbursement 552.00 1,104.00
Travel & Training - Other 5,888.59 5,609.29
Page 1
9:37 AM Fayetteville Public Library
04/07/10 Profit & Loss YTD Comparison
Cash Basis February 2010
Total Travel & Training
5725 • Public Relations
Professional Services
Equipment & furnishings
Utilities
Telephone & Internet
Utilities - Other
Total Utilities
Total Operating Expenses
Salaries & Wages
Adult Services 20,709.98 37,045.62
Materials processing 11,201.86 21,696.53
Children's Library 17,779.91 33,964.44
Circulation 29,326.37 55,325.87
Custodial 5,691.13 10,661.58
Administration 48,978.27 90,166.77
6498 Vacation Time Used 3,347.99 26,647.22
6499 Sick Time Used 2,162.78 2,634.29
Feb 10 Jan - Feb 10
6,440.59 6,713.29
62.16
1,843.10
2,171.89
2,752.61
10,904.80
2,371.05
2,339.00
2,171.89
2,752.61
20,999.69
13,657.41 23,752.30
45,029.00 64,015.77
Total Salaries & Wages 139,198.29 278,142.32
Payroll Expenses
FICA/Medicare Expense 10,590.49 21,172.46
Payments to UofA for students 448.92 506.49
Contract for cleaners 1,222.47 1,812.03
State Unemployment Expense 1,876.12 3,796.68
Voluntary AD & D 174.30 174.30
Long Term Disability 743.66 743.66
Life Insurance 659.04 659.04
Total Payroll Expenses 15,715.00 28,864.66
Employee Benefit Expenses
Health & Dental Insurance 8,971.22 17,367.83
Company paid portion of HSA 1,141.19 2,282.38
Retirement Contributions 11,966.22 23,765.76
6655 • Retirementment Plan Expenses 1,773.28 1,773.28
Total Employee Benefit Expenses 23,851.91 45,189.25
Publications
Book Acquisitions
all books child & adult 17,142.00 17,572.60
7120 • Adult Reference Materials 195.88 241.97
7140 Genealogical Materials 45.00 45.00
Total Book Acquisitions 17,382.88 17,859.57
7130 • Electronic Resources 599.00 599.00
Audio Visuals
7610 • Film/DVD 2,148.58 2,207.73
7620 • Audio 1,719.27 1,737.27
7640 • Music 582.77 582.77
Total Audio Visuals
Total Publications
Building & Equipment
Landscape Maintenance
Building Maintenance
Office Machine Maintneance
Total Building & Equipment
Total Expense
Net Ordinary Income
Other Income/Expense
Other Income
Inter -Agency Transfers
4,450.62 4,527.77
22,432.50 22,986.34
0.00
24,898.66
2,319.21
1,977.28
32,949.68
2,319.21
27,217.87 37,246.17
273,444.57 476,444.51
-215,350.90 -363,607.69
Page 2
9:37 AM Fayetteville Public Library
04/07/10 Profit & Loss YTD Comparison
Cash Basis February 2010
Feb 10 Jan - Feb 10
Transfer from City 132,588.00 316,096.00
9150 - Transfer-Millage 13,774.73 46,489.32
Transfer for Books 27,917.00 27,917.00
Transfers from Foundation 54,000.00 54,000.00
Total Inter -Agency Transfers 228,279.73 444,502.32
Total Other Income 228,279.73 444,502.32
Net Other Income 228,279.73 444,502.32
Net Income 12,928.83 80,894.63
Page 3
FAYETTEVILLE PUBLIC LIBRARY
Memo
To: Board of Trustees, Fayetteville Public Library
From: Shawna Thorup, Executive Director; Michele Raine, Interim Director of Library Services; and
Catherine Rew, Director of Administrative Services
Date: April 19, 2010
Re: Policies PA -31: Inclement Weather and PA -49: Unusual Occurrences
Background
In the course of routine operations, two policies were found in need of attention.
Analysis
The proposed revision to PA -31: Inclement Weather allows all groups of employees to make time up at the
discretion of their manager, if this is in the best interest of the library. Currently, Group 4, Work -Study, and
Temporary employees are excluded. The severe conditions this winter demonstrated managers' need for
flexibility with these employees in order to provide the best possible customer service.
PA -49: Unusual Occurrences should be deleted. It is a regulation best treated as procedure rather than
formal policy.
Recommendation
We recommend acceptance of the revision of PA -31 and deletion of PA -49.
Code PA -31
Date Approved 11/09/92
Date Revised 2/15/99; 9/27/0;
6/18/07; 5/18/09; 5/19/10
Policy Name Inclement Weather
1. Employees are expected to work regardless of the weather unless the Executive Director or
designate declares the Library officially closed.
2. Employees are expected to comply with established weather closing procedures.
3. When the library is open, any employee unable to work due to inclement weather will be charged
Paid Time Off for each scheduled hour he/she does not report for work. Employees -may -be
allowed--to-make-time-up-at-the-discretion-of-their-manager, if -this -is -in the best -interest --of the
library:
4. _Group 4, Work -Study, and Temporary employees who do not earn Paid Time Off will not be paid
if the library is closed due to inclement weather.
4-:5. Employees may be allowed to make time up at the discretion of their manager, if this is in the
best interest of the library.
Code PA -49
Date Approved 06/12/95
Date Revised 9127100
Policy Name Unusual Occurrences
1. Staff members must report any unusual occurrences, vandalism, failure of service, or dissatisfaction
on the part of a patron, to the supervisor immediately. The supervisor should notify the library director.
2. See Customer Relations Policy (NC) for appropriate occurrences and procedures.
EVILLE PUBLIC LIBRARY
Board of Trustees
Projected 2010 Meeting Agendas
(updated 4/6/09)
Monday, January 18, 2010
(Rescheduled December 2009 meeting to January 4, 2010. Rescheduled due to inclement weather.)
1. Space study report
2. 2010 Objectives
3. 2010 Budget
4. Staff presentation: Reading Roadshow's Books for Borrowing: L. Greenwood & C. Walsh
Monday, February 15, 2010
1. Teen area expansion plan
2. Staff presentation: Expanding Access with Text -a -Librarian & Library2Go
3. Staff presentation: NEH Challenge Grant Status: S. Foley
Monday, April 19, 2010
1. Swearing in of new trustee
2. Appointment of Nominating Committee
3. Staff presentation: Summer Reading Club 2010: L. Greenwood
Monday, June 21, 2010
1. Officer elections
2. 2011 budget proposal
3. Strategic planning process
4. Staff presentation: Volunteer Services: M. Burdette
Monday, August 16, 2010
1. 2011 budget
2. Strategic planning process
3. Audit report
4. Staff presentation
Monday, October 18, 2010
1. 2011 budget
2. 2011 closed day schedule
3. Staff presentation
Monday, December 20, 2010
1. 2011 budget
2. 2011 fee schedule
3. Staff presentation
BKD..
CPAs & Advisors
809 S. 52nd Street, Suite A
PO. Box 1893
Rogers, AR 72757-1893
479.631.1065 Fax 479.636.0898 www.bkd.com
February 15, 2010
Board of Trustees
Ms. Shawna Thorup, Executive Director
Ms. Catherine Rew, Director of Administrative Services
Fayetteville Public Library
Fayetteville, Arkansas
The purpose of this communication is to summarize various matters related to the planned scope
and timing for the December 31, 2009 audit of the financial statements of Fayetteville Public
Library.
Please refer to our engagement letter dated September 30, 2009, for additional information and
the terms of our engagement.
OVERVIEW
We will conduct our audit in accordance with auditing standards generally accepted in the United
States of America. Those standards require that we plan and perform the audit to obtain
reasonable assurance about whether the financial statements are free of material misstatement.
An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in
the financial statements. An audit also includes assessing the accounting principles used and
significant estimates made by management, as well as evaluating the overall financial statement
presentation.
PLANNED SCOPE & TIMING
We have preliminarily identified the following areas of significant risks of material misstatement
due to error or fraud and propose to address these areas as described:
Risk Area Audit Approach
Cash and Cash Equivalents and Confirm investments and cash and cash
Investments equivalents
experience BKD
Praxtbc1
MEMBER •
GLOOM. ALIT FlE OF
INDEPENDENT PIRI4S
-2 -
Board of Trustees
Ms. Shawna Thorup, Executive Director
Ms. Catherine Rew, Director of Administrative Services
Fayetteville Public Library
We welcome any input you may have regarding the risk areas identified above, any other
significant risk areas in your opinion or other matters you believe warrant particular attention.
We propose the following timeline:
• Drafts of the financial statements and management letter, together with our letter
regarding auditor responsibilities, will be furnished by March 15, 2010
• Final reports will be issued by March 31, 2010
CONTACTS
We understand the appropriate person in the governance structure with whom to communicate is
Ms. Catherine Rew.
If for any reason, any member of the Board of Directors would need to contact us, please call
David Coleman, at 479.631.1065.
ACCOUNTING & AUDITING MATTERS
The following matters are, in our judgment, relevant to the planned scope of the audit as well as
your responsibilities in overseeing the financial reporting process.
• Disclose necessary items here such as critical accounting policies and practices,
alternative treatments of GAAP, critical audit areas, unusual accounting matters, etc.
CONSIDERATION OF ERRORS OR FRAUD
One of the most common questions we receive from audit committees is, "How do you address
fraud in a financial statement audit?" Our responsibility, as it relates to fraud, in an audit of
financial statements is addressed in Statement on Auditing Standards No. 99, Consideration of
Fraud in a Financial Statement Audit.
Statements on Auditing Standards Nos. 104 - 111 address how we are to assess and respond to
the risks of material misstatement due to error or fraud in an audit.
-3-
Board
3-
Board of Trustees
Ms. Shawna Thorup, Executive Director
Ms. Catherine Rew, Director of Administrative Services
Fayetteville Public Library
Our audit approach includes such procedures as:
• Engagement Team Brainstorming
➢ Discussions include how and where they believe the entity's financial statements
might be susceptible to material misstatement due to errors or fraud, how
management could perpetrate and conceal fraudulent financial reporting and how
assets of the entity could be misappropriated
> An emphasis is placed on the importance of maintaining the proper state of mind
throughout the audit regarding the potential for material misstatement due to
errors or fraud
• Inquiries of Management and Others
> Personnel interviewed include the Audit Committee chair, the chief executive
officer, the chief financial officer, the chief operating officer, the controller and
others
> Inquiries are directed towards the risks of errors or fraud and whether personnel
have knowledge of any fraud or suspected fraud affecting the entity
• Reviewing Accounting Estimates for Bias
• Evaluating Business Rationale for Significant Unusual Transactions
• Incorporating an Element of Unpredictability Into the Audit Each Year
This communication is intended solely for the information and use of those charged with
governance, Board of Directors and management and is not intended to be and should not be
used by anyone other than these parties.
David Coleman, CPA
Manager
2010 ALSC "Light the Way: Library Outreach to the Underserved" grant winner named Page 1 of 2
2010 ALSC "Light the Way:Ai A Libr ricaryrl
Libra
Library Outreach to the f Hssocatian
Underserved" grant winner named
http://www. ala.org/ala/newspresscenter/news/pressreleases2010/february2010/candlewick_alsc.cfm
Posted February 11, 2010
Contact: Jenny Najduch
ALSC Marketing Specialist
(312) 280-4026
JNajduch@ala.org
NEWS
For Immediate Release,
February 10, 2010
2010 ALSC "Light the Way: Library Outreach to
the Underserved" grant winner named
CHICAGO—The Association for Library Service to Children (ALSC), a division of the American Library
Association (ALA), has awarded the Fayetteville (Ark.) Public Library its 2010 "Light the Way: Library
Outreach to the Underserved" grant. As winner of the grant, the library will receive $3,000 to continue its
exceptional outreach to underserved populations.
The grant, which is presented in honor of Newbery Medalist and Geisel Honoree Kate DiCamillo, was first
given in 2008 as a one-time award. Through the generous contributions of Candlewick Press, the Light the
Way grant has been able to continue.
"When I was a child from a broken home in search of comfort, librarians handed me a book," said DiCamillo.
"I am proud to join with ALSC today in this ongoing effort to put books into the hands of children who need the
books—the light—the most."
The Fayetteville Public Library will use the money toward expanding and developing their Books for
Borrowing program, which is designed to put books into the hands of underserved children and their families.
The program allows parents, caregivers and children to borrow books from a small lending library, aiding in the
child's school readiness and future success. Books for Borrowing currently operates in four Head Start centers
and plans to expand to Children's House, a year-round therapeutic child development and crisis intervention
center, and the Elizabeth Richardson Center, a day treatment center for children with orthopedic, neuromuscular
and/or developmental disabilities.
The ALSC Library Service to Special Population Children and Their Caregivers Committee (LSSPCC) selected
the Fayetteville Public Library based on an application process. Special population children may include those
who have learning or physical differences, speak English as a second language, are in a non-traditional school
environment or a non-traditional family setting (such as teen parents, foster children, children in the juvenile
justice system and children in gay and lesbian families) and those who need accommodation service to meet
their needs.
http://www.ala.org/ala/newspresscenter/news/pressreleases2010/february2010/ALA print_layout_... 2/17/2010