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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 CHANGE PROJ.10 TARG 0 O 0 W 0 0. 0 0 0 0 0 0 O W O.. 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Self 70000 60000 50000 40000 30000 20000 10000 0 Holds Filled by Year T T 2001 2002 2003 2004 2005 2006 2007 2008 2009 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