HomeMy WebLinkAbout2010-08-23 - Agendas - FinalFAYETTEVILLE
PUBLIC LIBRARY
Egond Words
Lorraine Brewer, President
Beverly Schaffer, Vice -President
Elizabeth Jordan, Treasurer
Board of Trustees
August 23, 2010 4 pm
AGENDA
Regular Meeting Ann Henry Board Room
Suzanne Clark, Secretary
Dan Ferritor
Mike Malone
Maylon Rice
Our vision is to be powerfully relevant and completely accessible.
Our mission is to strengthen our community and empower our citizens through free and public access to
knowledge.
I. Call to order
11. Minutes
A. Approval of minutes
1. June 21, 2010 regular meeting— page 2
B. Signed minutes
1. April 19, 2010 regular meeting — page 3
III. Reports
A. Management reports
1. Key upcoming events — page 4
2. June — July strategic plan progress — pages 5-6
3. July 2010 performance measures — page 7
4. School Year Reading Club measures — page 8
5. Charts of the meeting:
a. City 2nd Quarter Report: Library — page 9-10
b. Summer Reading Club participants, 1998-2010 — page 11
B. Financial reports
1. July 2010 budget comparison — page 12
2. July 2010 balance sheet — pages 13-14
3. July 2010 profit and loss — pages 15-17
4. June 2010 budget comparison — page 18
5. June 2010 balance sheet — pages 19-20
6. June 2010 profit and loss — pages 21-23
IV. Old business
A. Strategic planning process update: Denise McNerney & Lynne Brown, iBossWell, Inc. — pages 24-37
B. Teen area expansion update
C. 2011 City budget sheets — pages 38-39
V. New business
A. Standing committee appointments
B. FPL Foundation Appointments — pages 40-41
C. City request for after-hours use of parking garage — pages 42-46
VI. Adjournment
VII. Attachments
A. Projected 2010 meeting agendas
B. "We Still Need Libraries in the Digital Age," Guardian.co.uk
C. "Tales from a New Trustee," The Voice (Assoc. of Library Trustees, Advocates, Friends & Foundations)
D. The News, Arkansas State Library
E. Assorted "Thank You" notes
F. Assorted FPL press
Fayetteville Public Library
Board of Trustees Regular Meeting
June 21, 2010
Minutes
Prepared by S. Daniel, Office Manager
Board Members present: L. Brewer, D. Ferritor, M. Malone, S. Clark, M. Rice and B. Schaffer. Absent: E.
Jordan. Staff present: S. Thorup, C. Rew and S. Daniel. Others: Auditors Rebecca Riley and J. Mark
Lundy, Friends Board Treasurer Kim Ratliff and Foundation Board Treasurer Amy Sorrell.
I. The Board of Trustees meeting was called to order at 4:05 p.m. by L. Brewer.
II. Approval of minutes. M. Malone moved to approve minutes from the April 19, 2010 meeting. All
voted aye.
III. Reports. A.) Auditors' Report — Rebecca Riley of BKD, Inc. discussed the 2009 FPL audit which
received an unqualified (clean) opinion. Auditors recommended breaking out FPL, Friends and
Foundation in Giftworks to make reconciliation more efficient. FPL will contract with the firm for
suggestions and present them at the next board meeting. The Foundation audit also received a
clean opinion. $517,000 is restricted for NEH. If more than $500,000 is spent from a federal
grant in a single year, a separate audit becomes necessary. Auditors suggested developing a
Foundation policy on spending restricted money and unrestricted money, segregating the three
entities in GiftWorks, and complying with, or changing the Foundation's policy to buy bonds with
an A+ overall rating. Staff will work on suggestions to address these issues. B.) Management
Reports. 1.) Key Upcoming Events: S. Thorup highlighted the Ethan Gilsdorf event on 6.23 and
the Chamber of Commerce presentation of 1500 books on 7.1. 2.) April — May Strategic Plan
Progress: S. Thorup noted new shelving in the Friends Bookstore and our partnership with
Lifestyles in which they help train and pay a custodian. 3.) May 2010 Performance Measures:
Circulation is dropping but Summer Reading Club will likely put this number back on track to
meet the yearly target. Volunteer numbers are up. 4.) Charts of the meeting: 1st quarterly report
to the City. C.) Financial Report — C. Rew reported expenditures are lagging in anticipation of
possible mid -year budget cuts. She has completed documentation of all restricted gifts.
IV. Old business. A.) RFQ for Teen Area Expansion — Selection committee received 3 submissions; all
are qualified and will be interviewed. M. Rice moved to approve expenditure of up to $200,000
from the Otwell Public Library Fund to the successful firm to design and complete the work. B.
Schaffer seconded. All voted aye.
V. New business. A.) August Board Meeting — M. Rice moved to change the date from August 16 to
August 23 at 4 pm in the Walker Community Room. S. Clark seconded. All voted aye. B.)
Appointments — M. Rice was appointed the liaison to the Friends Board. C.) Election of Officers —
Nominating committee recommended retention of L. Brewer as President, B. Schaffer as Vice -
President, E. Jordan as treasurer and the election of S. Clark as secretary to replace retiring M.
Malone. All voted aye.
D.) Strategic Plan — L. Brewer noted that the consultants are doing an excellent job and extended
an invitation to all board members to participate. The new ED received an 89% vote of
confidence. The goal is to have the new strategic plan on the October agenda. E.) 2011 Budget —
Staff is preparing 2 budgets for 2011 - one flat and the other reflecting a potential reduction. F.)
Letter of congratulations to Donna K. McDonald. The board will send congratulations on her
election as Vice-President/President-Elect of ALA's Association for Library Trustees, Advocates,
Friends and Foundations. G.) Policies. 1.) Revision to JC: Closed Days — M. Rice moved to close
July 3 and amply notify the press for the purpose of refinishing the cork floors. D. Ferritor
seconded. All voted aye. 2.) Request for Board direction on Policy NC: Code of Conduct for
Customer Relations — M. Rice moved to reaffirm the policy as written. S. Clark seconded. All
voted aye.
VI. Adjournment: D.Ferritor moved to adjourn; M. Rice seconded. All voted aye. Meeting adjourned at
5:33 p.m.
Fayetteville Public Library
Board of Trustees Regular Meeting
April 19, 2010
Minutes
Prepared by M. Raine, Reference Manager & Interim Director of Operations
Board Members present: L. Brewer, S. Clark, D. Ferritor, E. Jordan, M. Malone, M. Rice and B. Schaffer.
Absent: Staff present: S. Foley, M. Raine, C. Rew and S. Thorup. Press: S. Descant, Northwest Arkansas
Times.
I. Maylon Rice was sworn in as the newest board of trustee member by Judge Rudy Moore.
11. The Board of Trustees meeting was called to order at 4:04 p.m. by L. Brewer.
111. Outgoing Trustee presentation to Marla Hunt. Hunt was appointed in April 2007 and completed her
term March 31, 2010. She served on the nominating committee and executive director search
committee. Her service in human resources, research, and financials was valued and appreciated.
IV. Approval of minutes. B. Schaffer made a motion to approve minutes from the February 15 meeting.
All voted aye.
V. Reports. A.) Management reports - S. Thorup presented key upcoming events and invited everyone
to the Sapphire event. M. Raine highlighted the Barbara Graham/Ellen Gilchrist/Molly Giles event
and the Mel Bartholomew event. Thorup thanked board for the staff in service day in February and
shared positive response from staff. Thorup highlighted Volunteers for Disney day with 65 people
working at the library over spring break. Thorup reported the Chamber of Commerce Small
Business committee selected FPL for their philanthropic project and will conduct a book drive to
benefit FPL youth programs. Raine reported on partnerships with UA College of Business
retirement program, and the success of recent genealogy programs and Green Your Life trade
show. Performance measures: Thorup reported FPL is on track to reach 2010 targets: reference
transactions are up 10%; cardholders up 14% compared to last month; and the drop between
Feb. and March reflects the annual purge of patrons who have been inactive for 3 years or more.
M. Malone pointed out volunteer hours contributed are the equivalent to 41 full time employees.
Thorup asked if the performance report could be altered to include only the most current month
and the board agreed. B.) Financial Report - C. Rew reported all measures are as expected at this
point in the year and that she has moved FPL's operating account to a local bank in Fayetteville.
Rew reported there are draft reports on both audits and that published reports will be forthcoming.
VI. New business. A.) Appointments of Nominating Committee - M. Malone and S. Clark will serve as
the nominating committee for the upcoming year. Officers will be elected in June. B.) Policies:
1.) Revision to PA -31: Inclement Weather: M. Rice moved to approve change. B. Schaffer
seconded. All voted aye. 2.) Elimination of PA -49: Unusual Occurrences: M. Rice made a motion
to eliminate the policy. S. Clark seconded. All voted aye. C.) Staff Presentation: University of
Arkansas Industrial Engineering Students Senior Design Projects: LEED Existing Building
Certification and Volunteer Timekeeping Study: Coby Durham, Dia St. John, Whitney Perkins and
Maria Brazhkina: The team presented their research and findings and complimented library staff
on the 84% response rate to their surveys. The team recommended FPL adopt the volunteer time-
keeping solution they designed and recommended that FPL explore securing both on-site and off-
site energy credits in pursuit of LEED Platinum certification. D.) Staff Presentation: Summer
Reading Club 2010 by L. Greenwood. Copies of summer calendar were presented and highlights
of the program presented. Greenwood reported Summer Reading Club will have three authors this
summer and will have a teen author for the first time. Major events of the SRC include a kick off
with dunk tank, a marine biologist, a mobile aquarium and an artist -in -residence funded by AR
Arts Council, Youth Services staff will visit 17 schools first two weeks of May, and sign up begins
May 1.
VII. Adjournment: S. Clark moved to adjourn. M. Rice seconded. All voted aye. Meeting adjourned at
4:55 p.m.
FAYETTEVILLE PUBLIC LIBRARY
Key Events: August 23 — September 30, 2010
FPL Solar Presentation
Tuesday, August 24, 6:30 pm, Walker Community Room: The Fayetteville Public Library will host
a public presentation of its recently -installed Solar Test Bed Project. The library installed 60 solar
panels on its roof in June. Since that time, the panels have been producing electrical power, helping
to offset the library's energy costs each month. A kiosk in the lobby displays real time energy
production data from the solar array and provides educational information on solar power. The solar
panels were funded through a $60,000 grant from the International City/Council Management
Association. To accomplish the installation of the solar panels, the library worked with numerous
community groups, including AEP / SWEPCO, Arkansas Energy Office, Arkansas Power Electronics
International, BP Solar, Campbell Electric, City of Fayetteville, Engineering Consultants Inc., Garver
Engineering, Multi -Craft Contractors, National Center for Reliable Electric Power Transmission,
Unirac, United Rentals and University of Arkansas. The public presentation will offer an overview of
the grant process, the challenges faced and opportunities that were presented during the installation
process and a look at the finished product. The project team will answer questions from the audience
following the presentation. The program is free and open to the public. For more information, call
856.7250.
Annual Ozark Writers Live! Showcases Local Writers and Culture
Saturday, September 11, 9:30 a.m. to 5 p.m., Walker Community Room: The Fayetteville Public
Library will host the fourth annual Ozark Writers Live!, a showcase of Ozark culture as well as
regional authors and their writing, beginning with a coffee and cakes reception at 9:30 am. The
workshops and author talks will continue from 10 a.m. to 5 p.m. in the library's Walker Community
Room. Authors slated to speak include Brooks Blevins, author of Arkansas /Arkansaw: How Bear
Hunters, Hillbillies and Good 01' Boys Defined a State. Other authors participating include writer and
photographer Mike McArthy, journalist and UA professor Bret Schulte, freelance journalist Abby
Burnett, songwriter Shannon Wurst and a panel of distinguished area poets, including Geoff Oelsner,
Mendy Knott, Carolyn Guinzio, Davis McCombs and Clayton Scott. The author readings and
discussions will offer participants a different perspective on various works while the writing workshops
offer new talent and experienced writers the chance to learn and be inspired by various Ozark
wordsmiths and styles. The Hobknobbers will perform Ozark bluegreass and folk music at noon. In
addition, a display of traditional Ozark quilts will be on display throughout the month. Books will be
available for purchase. This event is free and open to the public. For more information about this
event, including a complete schedule, visit www.faylib.org or call 856.7250.
Creative Writing Workshops Offered
Youth: Mondays, September 20 through October 25, from 4 to 5 p.m., in the Wal-Mart
Storytime Room & Teen: Tuesdays, September 21 to October 26, from 4 to 5 p.m. in the WaI-
Mart Storytime Room: The Fayetteville Public Library will offer six-week creative writing workshops
for students this fall. The Youth Creative Writing Workshop is for students in 3rd through 5th grade.
Registration is required. Sign up at the Children's Desk or by calling 856.7170. The Teen Creative
Writing Workshop is for students in 6th through 12th grade. Registration is required. Sign up at the
Reference Desk or by calling 856.7250. The workshops will provide tips for both beginning and
advanced writers in a fun and relaxed setting. Students will explore writing poetry, creative fiction and
nonfiction and plays through activities designed to stretch their imaginations. The workshops are free.
FAYETTEVILLE PUBLIC LIBRARY
Strategic Plan Progress Report
June - July 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. Completed installation of 60 panel 13 kilowatt solar array.
ii. Issued RFP for proposed teen expansion; selected Bob Kohler and Missy Walker.
iii. Refinished cork flooring throughout building.
iv. Renegotiated and confirmed maintenance contract for conveyor/sorter.
c. Branches: NTR
d. Website:
i. Posted updates for solar test-bed project on www.fplsolar.org blog.
ii. Created interactive pathfinders and reading lists for the website.
iii. Evaluated and selected contact management system; assembled team to overhaul site.
e. Computing and networking resources:
i. Began design of new volunteer timekeeping and signup system.
ii. Deployed additional digital signage and new teen SRC signup system.
f. Outreach services:
i. Added 3 new clients and 3 new volunteers to Lending Hands program.
ii. Added two Pre -K classes at Owl Creek School to the Reading Roadshow rotation.
iii. Staffed a table at Life Harvester back -to -school event.
iv. Received GIF grant for Letter of the Week.
v. Expanded Books for Borrowing to include the Richardson Center.
II. Collections: Develop collections that are responsive to the needs and demands of its community.
a. Adult materials:
i. Began weeding the large print collection for relocation to level 300.
ii. Reviewed BookList Spotlight articles on business and biography
iii. Completed selection of materials for a $1200 grant from Garrison Financial Institute.
iv. Reviewed and evaluated renewals and additions to periodicals collection.
b. Reference: Conducted market research for small business owner in Prairie Grove.
c. World languages: NTR
d. Youth services:
Selected materials for collection development from appropriate sources.
ii. Began infusing juvenile series fiction collection.
iii. Comparing audio book collection to ensure a print copy is owned of each audio title.
e. Nonprint: Added B&N Nook e -reader for circulation to customers
f. E -collections:
i. Evaluated Gale Legal Forms database; recommended against purchase.
H. Added Lexis/Nexis Library edition to database offerings.
III. Services: Define its essential activities and service levels.
a. Programming and events:
i. Presented "Meet the Funders" and Intro to Outcome Measures." (Nonprofit Resource Center)
ii. Presented research strategies and tools workshop to Assoc. of Fundraising Professionals.
Hi. Completed four Fantasy Realms @ FPL programs.
iv. Completed the 2010 Mountain Street Stage concerts held Sundays in June.
v. Presented Arkansas Statehood Day program with Washington County Historical Society.
vi. Presented workshop on using military records with the Frances Marion Chapter, DAR.
vii. Continued planning The Story of Fayetteville film with committee and volunteers.
viii. Launched summer reading for children and offered multiple events.
ix. Kicked off teen summer reading events.
x. Held workshops for students by an Artist in Residence funded by the Arkansas Arts Council.
xi. Trained a volunteer group of over 25 "7 -Ups."
xii. Worked with 7-Up group to present a melodrama for the SRC finale.
xiii. Provided tour to Bella Vista Library and Pope Co. Library staff and trustees.
b. Self-service strategies: Prepared for implementation of PINS on self -checks.
c. Customer service: Implemented procedural changes with collection agency for juvenile accounts.
d. Staffing and volunteers:
i. Hired Laura Speer as new Director of Library Services.
ii. Participated in various webinars.
iii. Attended ALA's virtual conference and Notable Books Council meetings.
iv. Kristyn Krogman completed FPL summer internship.
v. Continued strategic planning sessions.
vi. Hired Melissa Lockaby as reference assistant to cover maternity leave.
vii. Changed Hotspur Closser from Youth Intern to Youth Librarian.
viii. Caitlyn Walsh accepted as a reviewer for School Library Journal.
IV. Visibility and value: Promote the contributions and value of the library to the greater Fayetteville area.
a. Marketing plan: Received plan from Mitchell Communications Group, reviewed plan with managers and
assigned tasks for each goal listed.
b. Marketing (visibility) and communications
i. Held press conference during hoisting of solar array mounts to roof.
ii. Co -hosted press conference with Chamber to announce book drive results.
iii. Interviewed for article in Arkansas Traveler about SRC and adult programming.
iv. Submitted photos of FPL to Citiscapes for article about sustainability.
v. Submitted photos from solar test bed press conference to ICMA.
vi. Submitted photo from the Chamber book drive to NWAT, Library Journal and American Libraries.
vii. Interviewed by KFSM about Summer Reading Club.
viii. Submitted book buddies photos to NWAT.
ix. Interviewed by KNWA about downloadable book options at FPL.
x. Pitched story to NWAT about SRC finale with 7 -Ups; story appeared 7/31.
xi. Met with Tim Walker & Ryan Slone to discuss library awareness campaign.
xii. Interviewed by Baking Buyer Magazine for story about Rick's Bakery & their support of FPL.
xiii. Shawna Thorup interviewed by ADG for profile story.
xiv. Promoted SRC at Kid's Day at Farmer's Market.
xv. Interviewed with Debra Blum of the Chronicle of Philanthropy.
xvi. Deployed solar test-bed educational kiosk to FPL lobby.
c. Collaboration:
i. Collected 2052 books from Chamber's1500 Books for 1500 Kids book drive.
ii. Met with Sha Jin of UA re: programs to be included in her NSF grant application.
iii. Met with Sam's Club book buyer and Sam's Club manager to discuss future partnership.
iv. Attended planning meetings for the UA One Book program.
v. Arranged joint projects with Arts Live Theatre for their 2010-11 season.
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. Prepared and submitted to City 2011 performance targets.
ii. Held "Inside the Cover" meetings with 12 attendees in June and July.
iii. Signed CDBG documents for facility accessibility projects.
iv. Assisted Reference Department with Meet the Funders.
v. Submitted NEH proposal to 4 individuals/foundations for consideration.
vi. Finalized summer Roberta Fulbright Society direct mail piece.
vii. Created a short sheet for donors about The Story of Fayetteville and made 5 presentations for funding.
viii. Received Early Literacy grant from Target Foundation to offer a family reading club.
b. Advocacy: NTR
c. Friends and Foundation
i. Current Friends membership including lifetime members: 256
ii. Evaluated and selected web -based Friends membership management software.
iii. Made $1020 at Friends Book Sale on 6/12.
iv. Met with Hayden Mcllroy about being honorary chair and funding The Story of Fayetteville.
v. Met with prospective Foundation Board member and Foundation Nominating Committee.
vi. Conducted Foundation Development Committee meeting.
FPL Performance Report: June 2010
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Families Registered 240
Total Participants 798
Reading Logs Submitted 835
Total Hours Reading 2505 (each log represents 3 hours)
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1998 2000 2002 2004 2006 2008 2010
2004 program shortened by 2 weeks due to move to Blair Library
2008 program funding reduced
Fayetteville Public Library
Budget Comparison
July 31, 2010
Month
Sources of Funds
Millage Receipts
City of Fayetteville
City CIP books
City CIP other
State Aid
Foundation
Friends
All Other Sources
Total Sources of Funds
7
Current Monthly ! Current
Month Budget YTD
105,615, 105,615 739,304
132,5881 132,588 928,116
27,9171 27,9171 195,421
1,9161 19171 13,417
3,6101 12,116, 81,453
14,300 123,078
Budget Annual
YTD YTD Budget
58.33%
58.33%
58.33%
58.33%
56.02%
71.72%
739,304 1,267,379
928,118 1,591,059
195,417 335,000
13,417 23,000
84,813 145,394
100,100 171,600
1,000
194,400
3,728,832
83, 1,000 100.00%1 583
19,2651 16,2001 182,856 94.06%1 113,400
290,9111 294,5361 2,081,789'', 55.83%1 2,061,752
Expenses 1
Salaries & Wages 139,0771 150,424 975,194 54.02%1 1,052,970 1,805 091
Payroll Taxes & Work Study 11,814] 12,833 90,619 58.84% 89,833 154,000
Employee Insurance 11,5811 12,588 77,201 51.11% 88,113 151,050
Retirement 11,8421 15,000 85,877 47.71% 105,000 180,000
Processing Supplies 1,454 2,750, 12,5861 38.14% 19,250 33,000
IT -Hardware 6,128, 11,750 62,205 44.12%1 82,250 141000
IT -Software & Maintenance 10,8691 8,660, 29,354 28.25% 60,620 103,920
Cleaning Supplies 8061 1,5001 10,512 58.40% 10,500 18,000
Other Supplies 2,441 5,834 23,984 34.26% 40 837 70,007
Youth Programming 1 6,972 3,058 25,146 68.52% 21,4081 36,700
Adult Programming 253 2,9171 5,305 15.16% 20,417' 35,000
Library Materials 31,5111 34,750 169,029 40.53%, 243,250 417,000
Telephone & Internet 2,8821 3,250 16,681' 42.77% 22,750 39,000
Utilities 1 8,861 12,000 64,583 44.85% 84,0001 • 144,000
Postage 1_ 2,083 7,018 28.07% 14,583 25,000
Travel & Training 1,098 3,488 15,3501 36.68%i 24,414 41,852
Prof /Contractual Services 14,249'
5,708 39,939 58.31%1 39,958 68,500
Landscape Maint. 1,075'1 2,0831 7,283 29.13%1 14,583 25,000
Building/Equip. Maint. 22,981' 24,6801 160,069 54.05% 172,758 296,157
Insurance I 5831 2,803 40.04% 4,083 7,000
Public Rel. & Other i 2,977, 3,4831 18,567 44.42% 24,383 41,800
Furniture & Equipment ! 2,500] 2,508 8.36% 17,500 30,000
Total Expenses 288,871 321,9231 1,901,813 49.23%', 2,253,462 3,863,077
Excess/Deficit 2,040 -27,387, 179,9761
-191,710
-134,245
2:13 PM
08/10/10
Cash Basis
Fayetteville Public Library
Balance Sheet
As of July 31, 2010
Jul 31, 10
ASSETS
Current Assets
Checking/Savings
General Operating Funds
Savings account for state money - solar project 8,501.76
CD 100,000.00
Bank of Fayetteville -deposits 18,334.53
Petty Cash 408.00
Total General Operating Funds 127,244.29
Arvest operating account 154,921.79
Merrill Lynch-WCMA
Operating portion of account 1,140,531.79
Total Merrill Lynch-WCMA 1,140,531.79
Schwab-Millage 4108-2175 1,046,327.36
1125 • Schwab Institutional - longterm 198,651.15
For long term Facilities repairs & replacements 399,998.79
For major repair & replacement of furniture & equipment 223,983.92
For major replacements of Tech. items, conveyor, phone system... 269,724.54
Total Checking/Savings 3,561,383.63
Other Current Assets
1220 • Due to/ from other Gov. Units 1,260,645.95
1250 • Prepaid Expenses 51,673.95
Total Other Current Assets 1,312,319.90
Total Current Assets 4,873,703.53
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 24,656,527.85
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
Accounts Payable -589.00
Total Accounts Payable -589.00
Other Current Liabilities
Accounts Payable -Other
A/P Vacation accrual 176,569.65
A/P Salaries & Wages Accrual 29,084.00
NP 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 382.45
Payroll Tax Liabilities - Other 62.90
Total Payroll Tax Liabilities 445.35
Other Payroll Liabilities
Health & Dental Insurance 659.96
2345 - Voluntary Group Life 51.76
Total Other Payroll Liabilities _.. 711.72
Page 1
2:13 PM
08/10/10
Cash Basis
Fayetteville Public Library
Balance Sheet
As of July 31, 2010
Jul 31, 10
Total Other Current Liabilities 309,262.04
Total Current Liabilities 308,673.04
Total Liabilities 308,673.04
Equity
Investment in Fixed Assets 20,110,420.12
Fund Balance -Undesignated 3,338,892.34
Fund Balance -Reserved
facilitie major repairs & rep
for reparis & replacements
f & f repairs & replacements
Total Fund Balance -Reserved
Fund Balance -Current Year Net
Net Income
269,873.40
243,648.39
212,998.77
726,520.56
-72,865.86
244,887.65
Total Equity 24,347,854.81
TOTAL LIABILITIES & EQUITY 24,656,527.85
Page 2
2:18 PM Fayetteville Public Library
08/10/10 Profit & Loss YTD Comparison
Cash Basis July 2010
Ordinary Income/Expense
Income
Revenue & Support
unrecognized gains and losses
Automatic charge for management fees
unrecognized gains and losses - Other
Total unrecognized gains and losses
4150 • Miscellaneous Income
4151 • Program fees
4153 • Merchandise Sales
4500 • Misc. M.J.
4501 • Designated Gifts Other
4505 • Adult Designated gifts
4530 • Childrens Designated Gifts
4500 - Misc. M.J. - Other
Total 4500 • Misc. M.J.
4150 • Miscellaneous Income - Other
Total 4150 • Miscellaneous Income
Cafe Rental
charges for set up and equipm
Fines & Fees
Fees collected at front desk
4315 • Library Cards
4320 • Research & Misc. Genealogy
4360 • Lost and Paid
4365 • Refund of Lost & Paid
4360 • Lost and Paid - Other
Total 4360 - Lost and Paid
4370 • Damaged and Paid
4380 - Copier and Printer income
4390 • Short and Over
Total Fines & Fees
Jul 10 Jan - Jul 10
-672.00
6,854.49
-1,941.00
51,114.27
6,182.49 49,173.27
0.00 127.00
497.75 5,619.81
24.23
145.00
2,000.00
8.85
2,178.08
202.85
_...2,878.68
1,000.00
135.00
13,546.53
110.00
0.00
-24.00
0.00
-24.00
0.00
1,656.71
-372.38
40,668.11
3,912.30
6,752.70
176.94
51,510.05
6,520.36
63,777.22
7,000.00
2,235.00
93,554.24
959.00
286.00
-136.74
116.60
-20.14
104.05
12,229.52
487.00
14,916.86 107,599.67
Interest
4401 • Interest -Operating 334.81 2,218.95
Dividends on Millage monies 9.60 52.15
Total Interest 344.41 2,271.10
State Aid to Libraries
Grant monies that need to be
state aid
Total State Aid to Libraries
Total Revenue & Support
Total Income
Expense
Operating Expenses
Office Supplies
5110 • Administration Expenses
Foundation, marketing and Volunteer needs
computer supplies & minor eq.
5114 • Computer Software, Lic. & Maint
5115 • Computer hardware & supplies
annual charges
Total computer supplies & minor eq.
5130 • Childrens Program
5131 • Young Children Prog. & Supplies
5133 • Young Adult Expenses
5130 • Childrens Program - Other
Total 5130 - Childrens Program
Adult prog. expenses
0.00
3,610.00
3,610.00
29,067.44
29,067.44
2,440.52
2,236.56
10,868.98
6,128.40
0.00
16,997.38
5,747.30
1,224.81
0.00
6,972.11
1,095.00
80,358.00
81,453.00
313,509.26
313,509.26
22,888.81
13,962.79
21,717.63
67,360.13
2,480.00
91,557.76
20,144.19
4,522.87
477.73
25,144.79
253.10 4,804.40
Page 1
2:18 PM Fayetteville Public Library
08/10/10 Profit & Loss YTD Comparison
Cash Basis July 2010
5140 • Book Repair & Circ. Supplies
supplies for cleaning the bdg
signage materials
Total Office Supplies
Postage
Travel & Training
5160 • Mileage reimbursement
Travel & Training - Other
Total Travel & Training
Jul 10
1,454.13
805.63
0.00
31,159.43
0.00
624.00
473.71
1,097.71
Jan - Jul 10
12,586.71
10,513.00
107.61
181,565.87
7,017.73
4,249.75
11,099.43
15,349.18
Public Notice 0.00 596.40
5725 • Public Relations 739.94 4,815.13
Professional Services 6,179.00 30,092.80
Equipment & furnishings 0.00 2,508.38
Utilities
Telephone & Internet 2,882.00
Utilities - Other 8,861.03
Total Utilities 11,743.03
Outside Services 8,070.00
Contracts 0.00
Insurance -General 0.00
Total Operating Expenses 58,989.11
Salaries & Wages
Adult Services 20,679.50 139,137.25
Materials processing 5,865.05 65,832.55
Children's Library 18,018.30 123,224.90
Circulation 29,290.35 201,485.19
Custodial 4,572.77 35,242.27
Administration 41,457.80 311,986.16
6498 Vacation Time Used 16,224.56 78,707.29
6499 Sick Time Used 2,969.09 19,579.33
16,681.00
64,582.20
81,263.20
8,070.00
2,000.00
2,803.00
336,081.69
Total Salaries & Wages 139,077.42 975,194.94
Payroll Expenses
FICA/Medicare Expense 10,389.61 73,285.10
Payments to UofA for students 0.00 1,622.66
Contract for cleaners 1,043.29 8,245.92
State Unemployment Expense 379.96 7,463.04
Voluntary AD & D 87.15 697.20
Long Term Disability 371.83 2,974.64
Life Insurance 329.52 2,636.16
Total Payroll Expenses
Employee Benefit Expenses
Health & Dental Insurance
Company paid portion of HSA
Retirement Contributions
6655 • Retirementment Plan Expenses
Total Employee Benefit Expenses
Publications
Book Acquisitions
all books child & adult
7120 • Adult Reference Materials
7140 Genealogical Materials
Total Book Acquisitions
7130 • Electronic Resources
Periodicals
Audio Visuals
7610 - Film/DVD
7620 • Audio
7630 • Childrens Audio
7640 • Music
Total Audio Visuals
12,601.36
9,651.50
1,141.19
11,841.64
0.00
96,924.72
62,904.21
7,988.33
82,354.67
3,521.21
22,634.33 156,768.42
9,454.46
834.13
217.22
10,505.81
17,800.00
0.00
2,617.03
19.90
0.00
568.41
104,718.92
7,845.93
405.07
112,969.92
27,080.25
9,920.27
12,489.52
3,966.82
10.00
2,592.56
3,205.34 19,058.90
Page 2
2:18 PM Fayetteville Public Library
08/10/10 Profit & Loss YTD Comparison
Cash Basis July 2010
Jul 10
Total Publications 31,511.15
Building & Equipment
Landscape Maintenance 1,075.04
Building Maintenance 22,980.64
Office Machine Maintneance 0.00
Total Building & Equipment 24,055.68
Total Expense
Net Ordinary Income
Other Income/Expense
Other Income
Inter -Agency Transfers
Transfer from City
9150 Transfer-Millage
Transfer for Books
Transfer from Friends
Transfers from Foundation
Total Inter -Agency Transfers
Total Other Income
Net Other Income
Net Income
Jan - Jul 10
169,029.34
7,281.88
156,931.83
3,137.04
167,350.75
288, 869.05 1, 901, 349.86
-259,801.61 -1,587,840.60
132,588.00 979,036.00
43,242.34 562,112.16
27,917.00 167,502.00
0.00 1,000.00
0.00 123,078.09
203,747 34 1,832,728.25
203, 747.34 1,832,728.25
203, 747.34 1,832,728.25
-56,054.27 244,887.65
Page 3
Fayetteville Public Library
Budget Comparison
June 30, 2010
Month
Sources of Funds
Millage Receipts
City of Fayetteville
City CIP books
City CIP other
State Aid
Foundation
Friends
All Other Sources
Total Sources of Funds
Current 1 Monthly Current % Budget Annual
6 Month Budget YTD YTD YTD Budget
105,615! 105,615 633,689 50.00%1 633,690
132,588 132,588 795,528 50.00% 795,530
27,917 27,917 167,504 50.00% 167,500
1,9161, 1,917 11,501 50.00% 11,500
37,0241 12,116 77,843 53.54% 72,697
3,088 14,300] 123,078 71.72% 85,800
83 1,000 100.00% 500
20,894 16,200 163,591 84.15%
1,267, 379
1,591,059
335,000
23,000
145,394
171,600
1 000
97,2001 194,400
329,042
310,736 1, 973, 734
52.93%
1, 864,416
3,728,832
Expenses
Salaries & Wages 143,555 150,424 836,1i746.32%j 902,546 1,805,091
Payroll Taxes & Work Study 14,078 12,833 78,805 51.17% 77,000 154,000
Employee Insurance 10,901 12,588 65,6201 43.44% 75,525 151,050
Retirement 1 11,839 15,000 74,035 41.13% 90,000 180,000
Processing Supplies 2,672 2,7501 11,132 33.73% 16,500 33,000
IT Hardware 1,241 11,7501 56,077 39.77% 70,5001 141,000
IT -Software & Maintenance 8,660 18,485 17.79% 51,960 103,920
Cleaning Supplies I 3,824 1 500 9,706 53.92%1 9,000 18,000
Other Supplies 1 3,9061 5,834 21,5431 30.77%1 35,004 70,007
Youth Programming 6,780] 3,058, 18,174 49.52%1 18,350 36,700
1 17,500 35,000
Adult Programming 1,932 2,917 5,052 14.43 /°�
Library Materials 44,740•, 34,750 137,518 32.98%1 208,500 417,000
Telephone & Internet 2,792 3,250, 13,799 35.38%1 19,500 39,000
72,000 144 , 000
Utilities 8,175 12,000]
55,722 38.70%1
2 083 7,018 28.07% 12,500 25,000
Postage
Travel& Training3,9871 3,4881 14,252 34.05% 20,926 41,852
P of./Contractual Services ! 1,255; 5,7081 25,690 37.50% 34,250 68,500
Landscape Maint. 989 2,083 6,2081 24.83%1 12,500 25,000
Building/Equip. Maint. 16,331 24,680 137,0881 46.29%1 148,079 296,157
Insurance 583 2,8031 40.04% 3,500 7,000
Public Rel & Other 1 1 1,6381 3,483 15,5901 37.30%1 20,9001 41,800
Furniture & Equipment 2,5001, 2,5081 8.36%i 15,000 30,000
Total Expenses 1 282,215: 321,923'i 1,612,9421 41.75% 1,931,5391 3,863,077
Excess/Deficit
46,827
-11,1871 360,792
67,122 -134,245
2:12 PM
08/10/10
Cash Basis
Fayetteville Public Library
Balance Sheet
As of June 30, 2010
Jun 30, 10
ASSETS
Current Assets
Checking/Savings
General Operating Funds
Savings account for state money - solar project 8,501.76
CD 100,000.00
Bank of Fayetteville -deposits 82,955.28
Petty Cash 408.00
Total General Operating Funds 191,865.04
Arvest operating account 152,849.08
Merrill Lynch-WCMA
Operating portion of account 1,072,926.30
Total Merrill Lynch-WCMA 1,072,926.30
Schwab-Millage 4108-2175 1,110,606.42
1125 • Schwab Institutional - longterm 197,511.87
For long term Facilities repairs & replacements 397,840.14
For major repair & replacement of furniture & equipment 222,717.15
For major replacements of Tech. items, conveyor, phone system... 268 106.75
Total Checking/Savings 3,614,422.75
Other Current Assets
1220 • Due to/ from other Gov. Units 1,260,645.95
1250 • Prepaid Expenses 51 673.95
Total Other Current Assets 1,312,319.90
Total Current Assets 4,926,742.65
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 24,709,566.97
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
Accounts Payable -5,147.65
Total Accounts Payable -5,147.65
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 1,925.95
Payroll Tax Liabilities - Other _.. 62.90
Total Payroll Tax Liabilities 1,988.85
Other Payroll Liabilities
Health & Dental Insurance 659.96
2345 • Voluntary Group Life 51.76
Total Other Payroll Liabilities 711.72
Page 1
2:12 PM
08/10/10
Cash Basis
Fayetteville Public Library
Balance Sheet
As of June 30, 2010
Jun 30, 10
Total Other Current Liabilities 310,805.54
Total Current Liabilities 305,657.89
Total Liabilities 305,657.89
Equity
Investment in Fixed Assets 20,110,420.12
Fund Balance -Undesignated 3,338,892.34
Fund Balance -Reserved
facilitie major repairs & rep
for reparis & replacements
f & f repairs & replacements
Total Fund Balance -Reserved
Fund Balance -Current Year Net
Net Income
269,873.40
243,648.39
212,998.77
726,520.56
-72,865.86
300,941.92
Total Equity 24,403,909.08
TOTAL LIABILITIES & EQUITY 24,709,566.97
Page 2
2:17 PM
08/10/10
Cash Basis
Fayetteville Public Library
Profit & Loss YTD Comparison
June 2010
Ordinary Income/Expense
Income
Revenue & Support
unrecognized gains and losses
Automatic charge for management fees
unrecognized gains and losses - Other
Total unrecognized gains and losses
4150 • Miscellaneous Income
4151 • Program fees
4153 • Merchandise Sales
4500 - Misc. M.J.
4501 • Designated Gifts Other
4505 • Adult Designated gifts
4530 • Childrens Designated Gifts
4500 • Misc. M.J. - Other
Total 4500 • Misc. M.J.
4150 • Miscellaneous Income - Other
Total 4150 • Miscellaneous Income
Cafe Rental
charges for set up and equipm
Fines & Fees
Fees collected at front desk
4315 • Library Cards
4320 • Research & Misc. Genealogy
4360 • Lost and Paid
4365 • Refund of Lost & Paid
4360 • Lost and Paid - Other
Jun10 Jan - Jun 10
0.00
11,802.43
-1,269.00
44,259.78
11,802.43 42,990.78
0.00
728.55
49.59
55.30
1,500.00
26.62
1,631.51
377.26
2,737.32
1,000.00
100.00
15,042.46
100.00
0.00
-72.80
0.00
Total 4360 • Lost and Paid -72.80
4370 • Damaged and Paid
4380 • Copier and Printer income
4390• Short and Over
Total Fines & Fees
Interest
4401 • Interest -Operating
Dividends on Millage monies
0.00
1,581.70
45.59
127.00
5,122.06
40,643.88
3,767.30
4,752.70
168.09
49,331.97
6,317.51
60,898.54
6,000.00
2,100.00
80,007.71
849.00
286.00
-112.74
116.60
3.86
104.05
10,572.81
859.38
16,696.95 92,682.81
359.33
8.88
1,884.14
42.55
Total Interest 368.21 1,926.69
State Aid to Libraries
Grant monies that need to be 0.00 1,095.00
state aid 37,024.00 76,748.00
Total State Aid to Libraries 37,024.00 77,843.00
Total Revenue & Support 69,728.91 284,441.82
Total Income 69,728.91 284,441.82
Expense
Operating Expenses
Office Supplies
5110 • Administration Expenses 3,798.31 20,448.29
Foundation, marketing and Volunteer needs 762.01 11,726.23
computer supplies & minor eq.
5114 • Computer Software, Lic. & Maint 0.00 10,848.65
5115 - Computer hardware & supplies 1,241.00 61,231.73
annual charges 0.00 2,480.00
Total computer supplies & minor eq. 1,241.00 74,560.38
5130 - Childrens Program
5131 • Young Children Prog. & Supplies 6,285.34 14,396.89
5133 • Young Adult Expenses 494.29 3,298.06
5130 • Childrens Program - Other 0.00 477.73
Total 5130 - Childrens Program 6,779.63 18,172.68
Adult prog. expenses 1,932.30 4,551.30
Page 1
2:17 PM Fayetteville Public Library
08/10/10 Profit & Loss YTD Comparison
Cash Basis June 2010
5140 • Book Repair & Circ. Supplies
supplies for cleaning the bdg
signage materials
Total Office Supplies
Postage
Travel & Training
5160 • Mileage reimbursement
Travel & Training - Other
Total Travel & Training
Jun 10
2,672.01
3,824.44
107.61
21,117.31
1,579.95
576.00
3,410.68
3,986.68
Jan - Jun 10
11,132.58
9,707.37
107.61
150,406.44
7,017.73
3,625.75
10,625.72
14,251.47
Public Notice 0.00 596.40
5725 • Public Relations 875.87 4,075.19
Professional Services 1,255.25 23,913.80
Equipment & furnishings 0.00 2,508.38
Utilities
Telephone & Internet 2,791.70 13,799.00
Utilities - Other 8,174.68 55,721.17
Total Utilities 10,966.38 69,520.17
Contracts 0.00 2,000.00
Insurance -General 0.00 2,803.00
Total Operating Expenses 39,781.44 277,092.58
Salaries & Wages
Adult Services 20,912.47 118,457.75
Materials processing 6,540.65 59,967.50
Children's Library 17,896.32 105,206.60
Circulation 31,127.03 172,194.84
Custodial 5,032.73 30,669.50
Administration 44,088.28 270,528.36
6498 Vacation Time Used 14,009.34 62,482.73
6499 Sick Time Used 3,947.77 16,610.24
Total Salaries & Wages 143,554.59 836,117.52
Payroll Expenses
FICA/Medicare Expense 10,741.43 62,895.49
Payments to UofA for students 58.53 1,622.66
Contract for cleaners 2,806.94 7,202.63
State Unemployment Expense 471.57 7,083.08
Voluntary AD & D 87.15 610.05
Long Term Disability 371.83 2,602.81
Life Insurance 329,52 2,306.64
Total Payroll Expenses 14,866.97 84,323.36
Employee Benefit Expenses
Health & Dental Insurance 8,971.22 53,252.71
Company paid portion of HSA 1,141.19 6,847.14
Retirement Contributions 11,838.96 70,513.03
6655 • Retirementment Plan Expenses 0.00 3,521.21
Total Employee Benefit Expenses 21,951,37 134,134.09
Publications
Book Acquisitions
all books child & adult 23,503.20 95,264.46
7120 • Adult Reference Materials 2,115.04 7,011.80
7140 Genealogical Materials 65.00 187.85
Total Book Acquisitions 25,683.24 102,464.11
7130 - Electronic Resources 3,456.25 9,280.25
Periodicals 11,089.77 9,920.27
Audio Visuals
7610 - Film/DVD 2,604.47 9,872.49
7620 • Audio 1,823.75 3,946.92
7630 • Childrens Audio 0.00 10.00
7640 • Music 82.93 2,024.15
Total Audio Visuals
4,511.15 15,853.56
Page 2
2:17 PM Fayetteville Public Library
08/10/10 Profit & Loss YTD Comparison
Cash Basis June 2010
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
Transfer from City
9150 • Transfer-Millage
Transfer for Books
Transfer from Friends
Transfers from Foundation
Total Inter -Agency Transfers
Total Other Income
Net Other Income
Net Income
Jun 10 Jan - Jun 10
44,740.41 137,518.19
988.64 6,206.84
15,542.77 133,951.19
788.57 3,137.04
17,319.98 143,295.07
282,214.76
-212,485.85
132,588.00
69,251.22
27,917.00
0.00
3,088.09
232,844.31
232,844.31
232,844.31
20,358.46
1,612,480.81
-1,328,038.99
846,448.00
518,869.82
139,585.00
1,000.00
123,078.09
1,628,980.91
1,628,980.91
1,628,980.91
300,941.92
Page 3
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4.1.5 Performance Management
Process:
Develop & implement a consistent,
supportive ongoing Performance
Management process, in alignment
with strategic plan
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4.1.6 Orientation Plan:
Define and formalize an Orientation
Plan for all departments
Objective
4.1.7 Leadership Development:
Provide leadership
opportunities/development for staff as
appropriate
Objective
4.1.8 Work Environment:
Continue our efforts to create a fun and
inviting work environment, including
celebrating our success
Objective
4.1.9 ??Employee Satisfaction
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41.10.1 SharePoint:
Continue to maximize SharePoint as a
communication tool
41.10.2 All Staff Meetings:
Continue weekly All Staff meetings
4.1.10.3 Departmental Meetings:
Conduct at least monthly departmental
meetings
Objective
4.1.10 Internal Communications:
Continue to provide opportunities for
enhancing internal communication,
across the organization
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4.2.3 Internal Communcation: 4.2.3.1 Joint Activities:
Continue to foster alignment (positive Continue opportunities for joint
relationships and communication) activities.
between staff and trustees.
42.3.2 Strategic Plan Review:
Jointly review strategic plan annually.
Action
4.2.4.1 Meeting Structure:
Assess current meeting structure to
ensure meetings are meaningful,
interesting and best serve the
implementation of our goals.
4.2.4.2 Mission Moment:
Include an educational component
'which truly puts a "face" on the
difference we are making (e.g. success
stories, ''earnings", etc.).
4.2.4.3 Trustee Experience:
Provide opportunities for board
members to spend time with/in the
library (attending events etc.).
Action
4.2.5.1 Trustee Assessment:
Conduct annual self-assessment and
subsequently develop and successfully
execute Trustees improvement
initiatives. - Trustees and staff
leadership participate in trustees
assessment process.
42.5.2 ED Assessment:
Trustees conduct annual Executive
Director assessment — based on goals
of strategic plan.
Objective
4.2.4 Board Development:
Provide ongoing
education/training/development for all
members.
Objective
4.2.5 Assessment:
Ensure annual trustee and staff
executive assessment processes are
conducted.
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