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HomeMy WebLinkAbout2010-10-18 - Agendas - Final1'AYETI'EVILLE PUBLIC LIBRARY B9ond Words Lorraine Brewer, President Beverly Schaffer, Vice -President Elizabeth Jordan, Treasurer Board of Trustees October 18, 2010 4 pm AGENDA Regular Meeting Ann Henry Board Room Suzanne Clark, Secretary Dan Ferritor Mike Malone Mayon Rice Our vision is to be powerfully relevant and completely accessible. Our mission is to strengthen our community and empower our citizens through free and public access to knowledge. I. Call to order II. Special presentation III. Minutes A. Approval of minutes 1. August 23, 2010 regular meeting — page 2 B. Signed minutes 1. June 21, 2010 regular meeting — page 3 IV. Reports A. Management reports 1. Key upcoming events — page 4 2. August -September strategic plan progress — pages 5-7 3. September 2010 performance measures — page 8 4. Chart of the meeting: Holds Filled — page 9 B. Financial reports 1. September 2010 budget comparison — page 10 2. September 2010 balance sheet — pages 11-12 3. September 2010 profit and loss — pages 13-15 4. August 2010 budget comparison — page 16 5. August 2010 balance sheet — pages 17-18 6. August 2010 profit and loss — pages 19-21 V. Old business A. 2011 City budget sheets — pages 22-23 B. Teen area expansion C. Strategic planning process update — draft to be distributed VI. New business 1. 2011 meeting dates — page 24 2. Proposed bylaws revision — pages 25-28 3. Policies a. JC: 2011 Closed Dates — pages 29-30 b. Proposed LG: Bankruptcy — pages 31-32 VII. Adjournment VIII. Attachments A. Projected 2010 meeting agendas B. Letter from Joan Campbell C. Assorted "Thank You" notes D. "The Perfect Politician," Library Journal E. "A Library Spurs Economic Development," ICMA newsletter F. "Every Reader a Reviewer," Library Journal G. "Murder in Connecticut vs. Cheshire Public Library," The Voice H. "Picture Books No Longer a Staple for Children," The New York Times I. Assorted FPL press Fayetteville Public Library Board of Trustees Regular Meeting August 23, 2010 Minutes Prepared by S. Daniel, Office Manager Board Members present: L. Brewer, D. Ferritor, M. Malone, S. Clark, M. Rice and B. Schaffer. E. Jordan and M. Malone. Absent: Staff present: S. Thorup, C. Rew, L. Speer, S. Foley, S. Palmer, J. Atha, M. Raine, L. Yandell, D. Wax, G. Jelinek, S. Houk, S. Terry and S. Daniel. Others: Skip Descant of NWA Times, Denise McNerney of iBossWell, Inc. I. The Board of Trustees meeting was called to order at 4:07 p.m. by L. Brewer. I1. Approval of minutes. D. Ferritor moved to approve minutes from the June 21, 2010 meeting. M. Rice seconded. All voted aye. I11. Reports. A.) Management Reports. 1.) Key Upcoming Events — S. Thorup highlighted a presentation about the solar test bed project and the 4th annual Ozark Writers' Live program. 2.) Strategic Plan Progress — S. Thorup introduced the FPL management team and Laura Speer as the new Director of Library Services. Clarence Burgess of Life Styles has been hired as a permanent employee. Hotspur Closser, a recent MLIS graduate, has moved from an internship to a regular appointment in Youth Services. S. Houk reported that the Chamber of Commerce's book drive collected 2052 books and that a GIF grant has allowed expansion of the Reading Road Show. S. Foley noted that the most recent mailer has begun to generate donations. There will be a press conference on October 6 about the Story of Fayetteville documentary. A recently awarded CDBG grant will enhance ADA compliance on level 400. 3.) July Performance Measures — S. Thorup reported over 100,000 circs in July and over 1000 new registrations for library cards. Collection size is up over 19%. Volunteers have increased 5% and volunteer hours are up 17% over last year. 4.) School Year Reading Club Measures — There were 298 participants. FPL was awarded a Target grant again this year. 5.) Charts of the meeting — SRC participants chart shows 2010 with highest participation ever. C.) Financial Report — C. Rew reported the budget is generally on track; however equipment and maintenance expenditures are higher than usual due to the solar project. IV. Old business. A.) Strategic Planning Process Update — Denise McNerney distributed a draft of the strategic plan. The process has been inclusive of FPL staff, users and nonusers with the goal of a final plan for board approval in October. B.) Teen Area Expansion Update — S. Thorup distributed a survey that has gone out to teens seeking their input. The designers have also conducted charettes with teens and interviews with staff. S. Clark moved to have a special meeting of the board on September 20 to look at preliminary plans. M. Rice seconded. All voted aye. C.) 2011 City Budget Sheets — S. Thorup reported these are the sheets that she submitted to the city that will roll into the city's budget for approval by City Council. The projected 2011 targets were developed with input from the managers. The overall dollar figure is flat. V. New business. A.) Standing Committee Appointments — Finance Committee to include B. Bassett Schaffer and E. Jordan. M. Malone will replace E. Jordan on the Art Committee. Nominating Committee to be appointed Spring 2011. B. Bassett Schaffer will be liaison to Foundation Board. B.) Foundation Appointments — D. Ferritor reported that 3 members of the Foundation Board have agreed to another term: Jack Butt, Hershey Garner and Sallie Overbey. The board is expanding to12 members and the new nominees are: Brock Gearhart, Julie Jones, and Nicole Olmstead. M. Rice moved to approve the 6 nominations; E. Jordan seconded. All voted aye. C.) City Request for After -Hours Use of Parking Garage. Request pulled by city; no discussion necessary. S. Thorup notified the board that she gets a number of requests to leave the parking deck lights on later than is customary and makes decisions on a case-by-case basis. VI. Adjournment: D. Ferritor moved to adjourn; M. Rice seconded. All voted aye. Meeting adjourned at 5:10 p.m. Fayetteville Public Library 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 OR 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 Key Events: October 18 — November Proposal Writing Basics Webinar Thursday, October 21, 2 pm, Ann Henry Board Room: Participants will learn the basics of writing a proposal for a nonprofit organization, including the key components of a proposal, packaging a proposal and contacting the funder if the proposal is denied. The webinar is free and open to the public. Registration is required. For more information or to sign up, call 856.7250. An Evening with Rebecca Skloot Thursday, October 21, 7 pm, Walker Community Room: Rebecca Skloot is the author of The New York Times best-seller The Immortal Life of Henrietta Lacks, which is being read throughout the area, including the University of Arkansas campus, as part of Northwest Arkansas' Community Read. The free event is open to the public. Copies of Skloot's book will be available for purchase, and she will sign books following her talk. The event is sponsored by Fayetteville Public Library, University of Arkansas' Academic Success, the Bernice Jones Chair in Community and the Brown Chair in English Literacy, both at the UA's Fulbright College of Arts and Sciences. For more information, call 856.7250. Night of the Living Read Zombie Ball Friday, October 22, 7 to 9 p.m., FPL Parking Garage, Rock Street Entrance: Celebrate Teen Read Week with Zombie Costume Ball. DJ Beat Bachs will spin the music. Prizes will be given away at the ball, including a chance to make a cameo appearance in the Arts Live Theater production of Night of the Living Dead. The event is free and open to ages 12 through 18. For more information, call 856.7170. Genealogy Open House Saturday, October 23, 10 am to noon, Genealogy Department: Genealogists with the Marion Chapter of the Daughters of the American Revolution will aid in census research, including searching for birth, marriage and death records, courthouse records, genealogy software. Researchers will also assist newcomers on how to begin their research. The event is free and open to the public. For more information, call 856.7250. The Haunted Library Thursday, October 28, 6:30 pm, Walker Community Room: 7 -Upstage reunites for a readers' theater -style performance of The Haunted Library. Suggested audience is elementary age. Attendees are encouraged to come in costume. Prizes will be awarded after the performance. The event is free and open to the public. For more information, call 856.7170. Halloween Storytime Saturday, October 30, 10:30 am, Walker Community Room: Come in costume for spooky stories and treats! For more information FAYETTEVILLE PUBLIC LIBRARY Strategic Plan Progress Report August — September 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. Began the teen area expansion process. ii. Improved accessibility by adding LED lights in garage and automatic restrooms door openers. iii. Installed sign in friends book store iv. Converted over 1000 light bulbs to LED. v. Submitted application for Chamber of Commerce's GreeNWAy certification vi. Started 5 -year building assessment c. Branches: NTR d. Website: i. Deployed beta version of mobile.faylib.org ii. Began web redevelopment discussions with graphic designers e. Computing and networking resources: i. Upgraded sorting system PC to new hardware ii. Deployed new employee time clock system, TimeClockPlus f. Outreach services: i. Resumed Reading Roadshow to 4 Head Start centers, Richardson Center, Children's House and added 2 pre -Kindergarten classes at Owl Creek. ii. Participated in Butterfly Day at the Botanical Garden. iii. Launched Letter of the Week kindergarten readiness tutoring at 3 Head Start centers. iv. Added new Lending Hands client and continued to serve 25 existing clients. v. Began "Sit, Stay, Read!" in seven Fayetteville elementary schools with FPL volunteers and their therapy dogs going to the schools once a week. II. Collections: Develop collections that are responsive to the needs and demands of its community. a. Adult materials: i. Began work on collection development policy for digital image archive. ii. Selected Nonprofit Resource Center items using Philanthropy News Digest. iii. Ordered 15 new releases from UA Press. iv. Updated the computer manual section to reflect new software versions. b. Reference: i. Evaluated reference collection in preparation for additional digital collections and teen expansion. ii. Began researching best practices for current reference collections. c. World languages: NTR d. Youth services: i. Addressed shelving needs based on the continually growing collections and changing formats. ii. Infused the popular Toddler/Board Book collection. e. Nonprint: Updated Muzzy language series with DVD/CD formats. f. E -collections: i. Attended webinar on Mango Languages online product and requested a trial. ii. Selected new downloadable content. III. Services: Define its essential activities and service levels. a. Programming and events: i. Completed 2010 youth summer reading clubs with 2,336 elementary readers participating (13.5% increase) and 287 teens (19% increase) ii. Instituted a two week programming break following summer reading. iii. Added an additional elementary creative writing class based on demand. iv. Kicked off Hit the Target Family Reading Club made possible by a grant from Target. v. In partnership with Arts Live Theater's production of Bang, Bang, You're Dead, explored school violence with teens. vi. Oversaw production of The Wanderer literary magazine. vii. Hosted public presentation on ICMA solar test bed grant. viii. Continued meeting with the Project Fayetteville Content Team. ix. Completed 41" annual "Ozark Writers Live!" event with over 300 people in attendance. x. Presented two sessions at the Association of Fundraising Professional Summit. xi. Completed a Basic Computer Boot Camp. xii. Guided solar installation tours for multiple community groups. xiii. Created Banned Books Week Display. b. Self-service strategies: i. Implemented PIN requirement at Express Check, ii. Evaluated Express Check options offered by competing vendor. c. Customer service: i. Passed passport service inspection by U.S. State Department. d. Staffing and volunteers: i. Lolly Greenwood received Ann Lightsey Award for Outstanding Children's Librarian during the annual Arkansas Library Association Conference. ii. Laura Speer started as Director, Library Services. Hi. Held staff appreciation event. iv. 5 team members attended ArLA conference. Laura Speer presented one session. v. Participated in Chamber committees. vi. Recorded 64 volunteer hours with two UA ROCK camp projects. vii. 3 team members participated in Polaris Users Group. Lynn Mandell & Sarah Houk presented. viii. Hired and trained 6 Pages and 1 AV volunteer. ix. Participated in ICMA solar test-bed final grant meeting. x. Established 2 internships. A UA student in Marketing/Development and a Drexel U MLIS student in Adult Services. xi. Began time study of technical services procedures and workflow. xii. Trained staff on the Gale Virtual Reference ebooks. xiii. Attended on-site training on Lexis/Nexis. xiv. Attended Elkins Library grand opening, Library Development District 1 meeting and Find It in Fayetteville launch. IV. Visibility and value: Promote the contributions and value of the library to the greater Fayetteville area. a. Marketing plan: Created 3 -minute video publicizing the Text -a -Librarian service and posted to Facebook. a. Marketing (visibility) and communications i. Participated in at UA Razorbash; UA Pomfret Hall event; & City volunteer celebration. ii. Sarah Terry featured in Ozarks Unbound "Five Questions" segment. iii. Implemented FPL's first general awareness campaign for Library Card Sign -Up Month. iv. Interviewed by KUAF and KNWA about solar installation. v. Appeared on KNWA Morning Show. vi. Created new logo and materials for "Books for Borrowing" outreach service. vii. Demonstrated the Digital Library at FPS's Adult Education Teacher In -Service day. viii, Discussed Project Fayetteville collaboration with City of Fayetteville Communication Director. b. Collaboration: Held NWA meeting of Arkansas Reading Association with illustrator Ard Hoyt. ii. Provided table to Community Clinic's ARKids First. iii. Worked with UA's One Book...One Community team. iv. Provided a financial literacy program with Washington County Equal Opportunity Agency. v. Partnered with UA on a Dalai Lama Film & Book series. vi. Present talk on Gulf coast oil spill and impact on birds with UA Applied Sustainability Center, Arkansas Audubon Society and others. vii. Established partnership with Arts Live Theater around their 2010-11 season. viii. Met with KUAF to explore partnership opportunites. 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 a major gift to fund a teen technology center. i. Received free advertising in NWA Times to promote Ozark Writers Live. ii. Hosted ICMA site visit on solar installation grant. b. Advocacy: Trustee Maylon Rice attended Board training at the Arkansas State Library. c. Friends and Foundation i. Current Friends membership including lifetime members: 251 ii. Distributed summer Roberta Fulbright Society direct mail piece to 4,500 patrons iii. Submitted 4 proposals to donors on behalf of the NEH Challenge Grant iv. Discussed Project Fayetteville film funding with 3 A&P Commissioners, the Mayor, Chief of Staff and Communication Director. v. Negotiated lead gift on behalf of Project Fayetteville film vi. Coordinated donor tour with out-of-town family and plaque unveiling. vii. Met with planned giving donor to discuss NEH grant. viii. Met with two local foundations on behalf of the NEH Challenge Grant. ix. Held "Inside the Cover" tour for 8 individuals. x. Worked to draft revisions to Foundation finance policies. xi. Transitioning Friends membership maintenance to Friends Board. PL Performance Report: September 2010 CHANGE PROJ.10 TARGET 0 O W 0 O Z 0 0 W N 0 APR MAY' IJJ LL a CO 0) N CO CO 00 00 0') N CO O O O O O O: O C O v 0) M 0) • r O 0 0 O CO 0) r W O W 1'- 0 O O O 0 O 0 W (0 CO 04 M 0) 0) M CO N:? O O 0 co O Nr. coV 0 O O 0 0 0 10 0 0 0 0 0 0 04 (0 0 0 0 0 tn N N O O O 0 CO N o'o 0 0 CO N N 18.2% 300,730 CO O ✓ N 0 O• ;o 0 N Lr) W N O O O co O O CO 0 M 0) N 0) CO CO r (p: O N 0) N 00 O W co W (Cl"CV LO 0 N M O) 1t N W N 0- N N- 6 0 (5 N CO N 0) CO O O te Reference Queries 0 O N O) N N 0 NT N N N O 0 tc n r MV 0) 04 -o 0 CO to 0 Collection size OJ 0) 0) (0 CD CO 0) ✓ 0) O O 0 0) n -9- 0 0 CO O ( 0 n New Card Registrati O OJ 0- O 425,690' 459,342 O CO CO CO 0 0 v 0 N Q M c > O 0 O 0 0 (n 'n co CV COCO O) O O LC) N M 0 O O 0 0) 0 O O N CO O M N Co 0):04 ✓ M CO CO 10 O r Cr C M CO c-4 Mtg Room Rentals O O O O O O 0 CO 0) 0) 04 N 04 O CV O OV N (0 O n V CO N ((0 n O 04 W 0 0 N W CO (15 0) O O 0 O 00 04 Cr h C N N 0) 0) CO 20,035 19,498 (0 CO 0 O D) tO r 00 0 W C O W▪ : Z -J 0 ti cr 0 0 J Fayetteville Public Library Budget Comparison September 30, 2010 Month Sources of Funds Millage Receipts City of Fayetteville City CIP books City CIP other State Aid Foundation Friends All Other Sources Total Sources of Funds Current Monthly 9 Month Budget Current YTD YTD 105,615 105,615': 950,534 75.00% 132,588 132,5881 1,193,292 75.00% 27,917 27,917 251,255 75.00% 1,917 1,917' 17,251 75.00% 12,116 115,945 79.75% 14,300': 123,078 71.72% 83 1,000 100.00% 17,000 16,200 218,415 112.35% Budget YTD 950,534 1,193, 294 251,250 17,250 109,046 128,700 750 145,800 Annual Budget 1,267,379 1,591,059 335,000 23,000 145,394 171,600 1,000 194,400 285,037'', 310,736 2,870,770 76.99% 2,796,624 3,728,832 Expenses Salaries & Wages Payroll Taxes & Work Study Employee Insurance Retirement Processing Supplies IT -Hardware IT -Software & Maintenance Cleaning Supplies Other Supplies Youth Programming Adult Programming Library Materials Telephone & Internet Utilities Postage Travel & Training Prof./Contractual Services Landscape Maint. Building/Equip. Maint. Insurance Public Rel. & Other Furniture & Equipment Total Expenses 143,827 11,955 11,242 12,224 1,856 3,830 3,743 2,183 2,396 2,889 746 29,351 683 10,945 1,010 150,424 12,833 12,588 15,000 2,750 11,750 8,660 1,500L 1,260,908 69.85% 115,261 74.84% 99,684 65.99% 111,907 62.17% 15,455 46.83%. 66,286 47.01% 39,597 38.10% 75.69% 42.41% 78.33% 13,625 5,834'. 29,693 3,058 28,747 2,917 6,451 34,750 234,456 3,250 22,181 12,000 87,311 2,083 2,032 3,488 375'. 5,708 989 2,083 4,884 24,680 583 4,974' 3,483 27 2,500 18.43% 56.22% 56.87% 60.63% 1,353,818 115,500 113,288 135,000 24, 750 1,805,091 154,000 151,050 180,000 33,000 105,750 141,000 77,940 103,920 13,500 18,000 52,505 70,007 27,525 36,700 26,250 35,000 312,750: 417,000 29,250' 39,000 108,000 144,000 9,036 36.14% 18,750 19,528 46.66% 31,389 41,078 59.97% 51,375 9,585' 38.34% 18,750 25,000 202,326 68.32% 222,118 296,157 2,803 40.04% 5,250 7,000 31,525 75.42% 31,350 41,800 2,535 8.45% 22,500', 30,000 25,000 41,852 68,500 252,161 321,923 2,449,978 63.42%':. 2,897, 3081 3,863,077 Excess/Deficit 32,876 -11,187 420,792 -100,684 -134,245 11:33 AM 10/07/10 Cash Basis Fayetteville Public Library Balance Sheet As of September 30, 2010 Sep 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 53,273.38 Petty Cash 408.00 Total General Operating Funds 162,183.14 Arvest operating account 203,233.47 Merrill Lynch-WCMA Operating portion of account 1,121,817.61 Total Merrill Lynch-WCMA 1,121,817.61 Schwab-Millage 4108-2175 744,502.49 1125 • Schwab Institutional - longterm 199,811.15 For long term Facilities repairs & replacements 403,473.72 For major repair & replacement of furniture & equipment 225,790.59 For major replacements of Tech. items, conveyor, phone system... 271,920.44 Total Checking/Savings 3,332,732.61 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 4,645,052.51 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 24,427,876.83 LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable Accounts Payable -250.00 Total Accounts Payable -250.00 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 2.49 Payroll Tax Liabilities - Other 62.90 Total Payroll Tax Liabilities 65.39 Other Payroll Liabilities Health & Dental Insurance 659.96 2345 • Voluntary Group Life 51.76 Total Other Payroll Liabilities __.., 711.72 Page 1 11:33 AM 10/07/10 Cash Basis Fayetteville Public Library Balance Sheet As of September 30, 2010 Sep 30, 10 Total Other Current Liabilities 308,882.08 Total Current Liabilities _ 308,632.08 Total Liabilities 308,632.08 Equity 20,110,420.12 Investment in Fixed Assets 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 726,520.56 Fund Balance -Current Year Net -72,865.86 Net Income 16,277.59 Total Equity 24,119,244.75 TOTAL LIABILITIES & EQUITY 24,427,876.83 Page 2 11:36 AM Fayetteville Public Library 10/07/10 Profit & Loss YTD Comparison Cash Basis September 2010 Sep 10 Jan - Sep 10 Ordinary Income/Expense Income Revenue & Support unrecognized gains and losses Automatic charge for management fees 0.00 -1,941.00 unrecognized gains and losses - Other 0.00 59,751.77 Total unrecognized gains and losses 0.00 57,810.77 4150 • Miscellaneous Income 4151 • Program fees 0.00 127.00 4153 • Merchandise Sales 374.55 6,405.11 4500 • Misc. M.J. 4501 - Designated Gifts Other 235.00 41,013.55 4505 • Adult Designated gifts 320.00 4,232.30 4530 • Childrens Designated Gifts 0.00 6,752.70 4500 • Misc. M.J. - Other 4.45 240.16 Total 4500 • Misc. M.J. 559.45 52,238.71 4150 • Miscellaneous Income - Other 197.80 7,016.86 Total 4150 • Miscellaneous Income 1,131.80 65,787.68 Cafe Rental charges for set up and equipm Fines & Fees Fees collected at front desk 4315 • Library Cards 4320 • Research & Misc. Genealogy 4360 • Lost and Paid 4365 • Refund of Lost & Paid 4360 • Lost and Paid - Other Total 4360 • Lost and Paid 4370 • Damaged and Paid 4380 • Copier and Printer income 4390 • Short and Over Total Fines & Fees Interest 4401 • Interest -Operating Dividends on Millage monies Total Interest 1,000.00 300.00 12,460.72 30.00 0.00 0.00 0.00 0.00 0.00 1,829.63 -121.28 9,000.00 2,910.00 119,260.47 1,062.50 286.00 -136.74 116,60 -20.14 104.05 16,515.23 508.91 14,199.07 137,717.02 359.70 9.67 2,956.36 71.51 369.37 3,027.87 State Aid to Libraries Grant monies that need to be 0.00 1,095.00 state aid 0.00 114,850.00 Total State Aid to Libraries 0.00 115,945.00 Total Revenue & Support 17,000.24 392,198.34 Total Income 17,000.24 392,198.34 Expense Operating Expenses Office Supplies 5110 • Administration Expenses 2,395.56 28,458.63 Foundation, marketing and Volunteer needs 2,729.70 24,277.81 computer supplies & minor eq. 5114 • Computer Software, Lic. & Maint 1,000.00 22,717.63 5115 • Computer hardware & supplies 3,830.41 71,441.63 annual charges 2,742.50 5,222.50 Total computer supplies & minor eq. 7,572.91 99,381.76 5130 • Childrens Program 5131 • Young Children Prog. & Supplies 2,329.26 22,599.77 5133 • Young Adult Expenses 560.00 5,668.77 5130 • Childrens Program - Other 0.00 477.73 Total 5130 • Childrens Program 2,889.26 28 746.27 Adult prog. expenses 745.97 5,950.37 Page 1 11:36 AM Fayetteville Public Library 10/07/10 Profit & Loss YTD Comparison Cash Basis September 2010 5140 • Book Repair & Circ. Supplies supplies for cleaning the bdg signage materials Total Office Supplies Sep10 Jan - Sep 10 1,856.02 2,183.36 0.00 20,372.78 15,455.49 13,626.38 107.61 216,004.32 Postage 1,010.36 9,036.34 Travel & Training 5160 • Mileage reimbursement 624.00 5,517.75 Travel & Training - Other 1,408.15 14,009.35 Total Travel & Training 2,032.15 19,527.10 Public Notice 5725 • Public Relations Professional Services Equipment & furnishings Utilities Telephone & Internet Utilities - Other Total Utilities 0.00 2,244.36 375.00 27.29 683.01 10,945.29 11,628.30 596.40 7,458.16 31,231.50 2,535.67 22,181.48 87,310.57 109,492.05 Outside Services 0.00 8,070.00 Contracts 0.00 2,000.00 Insurance -General 0.00 2,803.00 Total Operating Expenses Salaries & Wages Adult Services 23,864.28 183,686.34 Materials processing 10,792.44 83,450.58 Children's Library 14,560.80 155,416.89 Circulation 25,654.32 258,304.37 Custodial 6,488.66 48,364.95 Administration 42,230.46 397,583.29 6498 Vacation Time Used 18,671.36 111,777.55 6499 Sick Time Used 1,564.96 22,324.99 37,690.24 408,754.54 Total Salaries & Wages Payroll Expenses FICA/Medicare Expense Payments to UofA for students Contract for cleaners State Unemployment Expense Voluntary AD & D Long Term Disability Life Insurance 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 143,827.28 1,260,908.96 10,757.58 0.00 843.60 354.09 87.78 371.83 329.52 94,651.84 1,622.66 10,787.01 8,197.88 872.13 3,718.30 3,295.20 12,744.40 123,145.02 9,311.36 1,141.19 12,223.34 0.00 81,526.93 10,270.71 106,568.97 5,335.92 22,675.89 203,702.53 18,754.84 2,544.59 1,467.73 22,767.16 4,130.00 0.00 2,135.79 99.63 0.00 218.45 151,861.27 13,248.76 1,872.80 166,982.83 31,210.25 10,155.30 17,618.24 5,006.94 10.00 3,472.72 2,453.87 26,107.90 Page 2 11:36 AM Fayetteville Public Library 10/07/10 Profit & Loss YTD Comparison Cash Basis September 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 City-CIP Other Transfer from Friends Transfers from Foundation Total Inter -Agency Transfers Total Other Income Net Other Income Net Income Sep 10 Jan - Sep 10 29,351.03 234,456.28 988.64 9,583.75 4,294.27 198,598.70 589.95 3,726.99 5,872.86 211,909.44 252,161.70 2,442,876.77 -235,161.46 -2,050,678.43 0.00 40,454.27 0.00 0.00 0.00 0.00 40,454.27 40,454.27 40,454.27 -194,707.19 1,111,624.00 635,834.93 167,502.00 27,917.00 1,000.00 123,078.09 2,066,956.02 2,066,956.02 2,066,956.02 16,277.59 Page 3 Fayetteville Public Library Budget Comparison August 31, 2010 Month Sources of Funds Millage Receipts City of Fayetteville City CIP books City CIP other State Aid Foundation Friends All Other Sources Total Sources of Funds Expenses Salaries & Wages Payroll Taxes & Work Study Employee Insurance Retirement Processing Supplies IT -Hardware IT -Software & Maintenance Cleaning Supplies Other Supplies Youth Programming Adult Programming Library Materials Telephone & Internet Utilities Postage Travel & Training Prof./Contractual Services Landscape Maint. Building/Equip. Maint. Insurance Public Rel. & Other Furniture & Equipment Total Expenses Excess/Deficit Current 8 Month 105,615 132,588 27,917 1,917 34,492 18,559 Monthly Budget 105,615 132,588 27,917 1,917 12,116 14,300 83 16,200 Current YTD YTD 844,919 66.67% 1,060,704 66.67% 223,338 66.67% 15,334 66.67% 115,945 123,078 1,000 201,415 79.75% 71.72% 100.00% 103.61% Budget Annual YTD Budget 844,919 1,267,379 1,060, 706 1,591,059 223,333 335,000 15,333 23,000 96,929 145,394 114,400 171,600 667 1,000 129,600 194,400 321,088', 310,736 2,585,733 69.34% 2,485,888 3,728,832 141,887 12,687 11,241 13,806 1,013 251 6,500 930 3,313 712 400 36,076 4,817 11,783 1,008 2,146 764 1,313 37,373 7,984 150,424 12,833 12,588 15,000 2,750 11,750 8,660 1,500 5,834 3,058 2,917 34,750 3,250 12,000 2,083 3,488 5,708 2,083 24,680 583 3,483 2,500 1,117,081 103,306 88,442 99,683 13,599 62,456 35,854 11,442 27,297 25,858 5,705 205,105 21,498 76,366 8,026 17,496 40,703 8,596 197,442 2,803 26,551 2,508 61.89% 1,203,394 1,805,091 67.08% 102,667 154,000 58.55% 100,700 151,050 55.38% 120,000 180,000 41.21% 22,000 33,000 44.30% 94,000 141,000 34.50% 69,280 103,920 63.57% 12,000 18,000 38.99% 46,671 70,007 70.46% 24,467 36,700 16.30% 23,333 35,000 49.19% 278,000' 417,000 55.12% 26,000 39,000 53.03% 96,000 144,000 32.10% 16,667 25,000 41.80% 27,901 41,852 59.42% 45,667 68,500 34.38% 16,667 25,000 66.67% 197,438 296,157 40.04% 4,667 7,000 63.52% 27,867 41,800 8.36% 20,000 30,000 296,004 321,923 2,197, 817 56.89% 2,575,385'', 3,863,077 25,084 -11,187 387,916 -89,497 -134,245 11:32 AM 10/07/10 Cash Basis Fayetteville Public Library Balance Sheet As of August 31, 2010 Aug 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 36,490.65 Petty Cash 408.00 Total General Operating Funds 145,400.41 Arvest operating account 159,627.51 Merrill Lynch-WCMA Operating portion of account 1,150,352.14 Total Merrill Lynch-WCMA 1,150,352.14 Schwab -Millage 4108-2175 972,074.55 1125 • Schwab Institutional - longterm 199,811.15 For long term Facilities repairs & replacements 403,473.72 For major repair & replacement of furniture & equipment 225,790.59 For major replacements of Tech. items, conveyor, phone system... 271,920.44 Total Checking/Savings 3,528,450.51 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 r 4,840,770.41 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 24,623,594.73 LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities Accounts Payable -Other NP 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 763.20 Payroll Tax Liabilities - Other 62.90 Total Payroll Tax Liabilities 826.10 Other Payroll Liabilities Health & Dental insurance 659.96 2345 • Voluntary Group Life 51.76 Total Other Payroll Liabilities 711.72 Total Other Current Liabilities 309,642.79 Total Current Liabilities 309,642.79 Page 1 11:32 AM 10/07/10 Cash Basis Fayetteville Public Library Balance Sheet As of August 31, 2010 Total Liabilities Equity Investment in Fixed Assets Fund Balance -Undesignated Fund Balance -Reserved facilitie major repairs & rep for reparis & replacements f & f repairs & replacements Total Fund Balance -Reserved Fund Balance -Current Year Net Net Income Aug 31, 10 309,642.79 20,110,420.12 3,338,892.34 269,873.40 243,648.39 212,998.77 726,520.56 -72,865.86 210,984.78 Total Equity 24,313,951.94 TOTAL LIABILITIES & EQUITY 24,623,594.73 Page 2 11:37 AM Fayetteville Public Library 10/07/10 Profit & Loss YTD Comparison Cash Basis August 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 Interest 4401 • Interest -Operating Dividends on Millage monies Total Interest State Aid to Libraries Grant monies that need to be state aid Total State Aid to Libraries Total Revenue & Support Total Income Expense 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 Aug 10 Jan - Aug 10 0.00 8,637.50 -1,941.00 59,751.77 8,637.50 57,810.77 0.00 127.00 410.75 6,030.56 110.44 0.00 0.00 58.77 40,778.55 3,912.30 6,752.70 235.71 169.21 51,679.26 298.70 878.66 1,000.00 375.00 13,245.51 73.50 0.00 0.00 0.00 0.00 0.00 2,456.08 143.19 6,819.06 64,655.88 8,000.00 2,610.00 106,799.75 1,032.50 286.00 -136.74 116.60 -20.14 104.05 14,685.60 630.19 15,918.28 123,517.95 377.71 9.69 2,596.66 61.84 387.40 2,658.50 0.00 34,492.00 1,095.00 114,850.00 34,492.00 115,945.00 61,688.84 375,198.10 61,688.84 375,198.10 3,313.26 7,585.32 6,500.33 251.09 0.00 6,751,42 126.32 585.90 0.00 712.22 26,063.07 21,548.11 21,717.63 67,611.22 2,480.00 91,808.85 20,270.51 5,108.77 477.73 25,857.01 400.00 5,204.40 Page 1 11:37 AM Fayetteville Public Library 10/07/10 Profit & Loss YTD Comparison Cash Basis August 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 Aug 10 Jan - Aug 10 1,012.76 930.02 0.00 20,705.00 1,008.25 644.00 1,501.77 13,599.47 11,443.02 107.61 195,631.54 8,025.98 4,893.75 12,601.20 2,145.77 17,494.95 Public Notice 0.00 596.40 5725 • Public Relations 398.67 5,213.80 Professional Services 763.70 30,856.50 Equipment & furnishings 0.00 2,508.38 Utilities Telephone & Internet 4,817.47 21,498.47 Utilities - Other 11,783.08 76,365,28 Total Utilities 16,600.55 97,863.75 Outside Services 0.00 8,070.00 Contracts 0.00 2,000.00 Insurance -General 0.00 2,803.00 Total Operating Expenses 41,621.94 371,064.30 Salaries & Wages Adult Services 20,684.81 159,822.06 Materials processing 6,825.59 72,658.14 Children's Library 17,631.19 140,856.09 Circulation 31,164.86 232,650.05 Custodial 6,634.02 41,876.29 Administration 43,366.67 355,352.83 6498 Vacation Time Used 14,398.90 93,106.19 6499 Sick Time Used 1,180.70 20,760.03 Total Salaries & Wages 141,886.74 1,117,081.68 Payroll Expenses FICA/Medicare Expense 10,609.16 83,894.26 Payments to UofA for students 0.00 1,622.66 Contract for cleaners 1,697.49 9,943.41 State Unemployment Expense 380.75 7,843.79 Voluntary AD & D 87.15 784.35 Long Term Disability 371.83 3,346.47 Life Insurance 329.52 2,965.68 Total Payroll Expenses 13,475.90 Employee Benefit Expenses Health & Dental Insurance 9,311.36 Company paid portion of HSA 1,141.19 Retirement Contributions 11,990.96 6655 • Retirementment Plan Expenses 1,814.71 Total Employee Benefit Expenses Publications Book Acquisitions all books child & adult 28,387.51 7120 - Adult Reference Materials 2,858.24 7140 Genealogical Materials 0.00 Total Book Acquisitions 31,245.75 7130 • Electronic Resources 0.00 Periodicals 235.03 Audio Visuals 7610 • Film/DVD 2,992.93 7620 • Audio 940.49 7630 - Childrens Audio 0.00 7640 - Music 661.71 110,400.62 72,215.57 9,129.52 94,345.63 5,335.92 24,258.22 181,026.64 Total Audio Visuals 133,106.43 10,704.17 405.07 144,215.67 27,080.25 10,155.30 15,482.45 4,907.31 10.00 3,254.27 4,595.13 23,654.03 Page 2 11:37 AM Fayetteville Public Library 10/07110 Profit & Loss YTD Comparison Cash Basis August 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 City-CIP Other Transfer from Friends Transfers from Foundation Total Inter -Agency Transfers Total Other Income Net Other Income Net Income Aug 10 Jan - Aug 10 36,075.91 205,105.25 1,313.23 37,372.60 0.00 38,685.83 296,004.54 -234,315.70 8,595.11 194,304.43 3,137.04 206,036.58 2,190,715.07 -1,815,516.97 132,588.00 1,111,624.00 33,268.50 595,380.66 0.00 167,502.00 27,917.00 27,917.00 0.00 1,000.00 0.00 123,078.09 193,773.50 2,026,501.75 193,773.50 2,026,501.75 193,773.50 2,026,501.75 -40,542.20 210,984.78 Page 3 le THE CITY OF FAYETTEVILLE, ARKANSAS BUDGET & RESEARCH DIVISION 113 West Mountain Street Fayetteville, AR 72701 P(479) 575-8347 ARKANSAS www.accessfayetteville o g TO: FROM: Kevin Springer, Budget Director DATE: September 27, 2010 SUBJECT: 2011 Proposed General Fund Budget (Budget Lineitems) All Departments & Division Heads Please find attached your Lineitem Detail that makes up the 2011 Proposed General Fund Budget presented to City Council on September 23. If you have any questions or comments concerning the attached documents, please feel free to contact either myself or Paul A. Becker. Thank you for your attention to this matter. 2011 Proposed General Fund Budget (Lineitem Details) Library Division Actual Budgeted Estimated Budget Program / Category / Account 2009 2010 2010 2011 1010.5240: Library Program Services and Charges: 5311.00 I nsurance-vehicles/bldgs Trans To Outside Entities: $ 18,125 $ 17,770 $ 17,770 $ 19,700 18,125 17,770 17,770 19,700 5720.00 Transfer to library board 1,591,059 1,591,059 1,591,059 1,591,059 1,591,059 1,591,059 1,591,059 1,591,059 1010.5240: Library Program $ 1,609,184 $ 1,608,829 $ 1,608,829 $ 1,610,759 General Fund: $ 1,609,184 $ 1,608,829 $ 1,608,829 $ 1,610,759 FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Shawna Thorup, Executive Director Date: October 18, 2010 Re: 2011 Board meeting schedule Background The City Clerk's office has asked for confirmation of the Board's 2011 meeting schedule. Analysis Under the current bylaws, the Board's 2011 meeting schedule would be as follows. • February 21 * (President's Day) • April 18 • June 20 • August 15 • October 17 • December19 Recommendation Consider postponing the February meeting one week and scheduling it for February 28 in the Walker Community Room. 1 FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Shawna Thorup, Executive Director Date: October 18, 2010 Re: Proposed Bylaws Revision Background Last winter's weather and adverse driving conditions impacted a scheduled Board meeting. The Bylaws have no provision for cancelling or postponing a meeting. Analysis Arkansas Public Library Laws Annotated: 2009-2010 Edition by LexisNexis and City Attorney Kit Williams were consulted. The bylaws Article VI, Sectionl states, "The Board is required to meet at least once a calendar quarter for the transaction of business." This statement is consistent with Arkansas State Statute 13-2-502(g) and all the statues require. The current bylaws state a specific meeting date and time in Article VI, Section 2. "Effective October 2006, the Board shall meet on the third Monday of each even numbered month at 4:OOp.m. at at such other times as the President may call." This level of specificity places explicit constraints on the Board in regard to meetings. City Attorney Williams suggested striking Article VI, Section 2 and replacing the wording in Article VI, Section 1 with the exact wording of State Statute 13-2-502(g) to provide the Board with greater control of its meeting schedule. Recommendation Discuss the Board's scheduling needs for regular meetings and direct staff to amend the bylaws to reflect any needed changes. 1 Code: CA Date Approved: 6/8/87 Date Revised: 1/23/98; 9/20/99; 5/15/00; 8/21/00; 4/16/01; 3/15/04; 7/18/05; 7/17/06; 4/16/07; 6/18/07; 4/21/08 BY-LAWS BOARD OF TRUSTEES of the FAYETTEVILLE PUBLIC LIBRARY ARTICLE I. Authority & Name Section 1. These by-laws have been adopted pursuant to Section 4 of Act 177 of 1931, sub -chapter 5, of the Statutes of the State of Arkansas as amended, and City of Fayetteville Ordinance 4402-02. Section 2. This body shall be known as the Fayetteville Public Library Board of Trustees. ARTICLE II. Mission Statement The mission of the Board of Trustees is: (1) to provide public library services to the citizens of the City of Fayetteville and by reciprocal agreement with other libraries in accordance with the laws of the state of Arkansas; (2) to demonstrate leadership in performing the mission of the library; (3) to serve as a liaison between the library and the City of Fayetteville; and (4) to ensure the library meets the informational, educational and recreational needs of the community. ARTICLE III. Board Members Section 1. Membership 1. The Board shall consist of seven members. 2. All trustees shall serve staggered terms of five (5) years and until their successors are appointed and qualified. 3. Vacancies on the Board shall be filled by the mayor with the approval of city council or governing body. 4. The permanent relocation of any trustee from the city or his/her absence from four consecutive meetings of the Board, without due explanation, shall render his office as trustee vacant. 5. The trustees shall receive no compensation for their services, and before entering upon the duties of their office, they shall make oath or affirmation before some judicial officer that they will discharge the duties enjoined upon them. Section 2. Organization 1. The Board shall be organized with a President, a Vice -President and Secretary, and a Treasurer elected by majority vote of the membership. 2. Officers shall be elected and take office at the first regular meeting after new Board members have been appointed and sworn in. Officers will serve a term of one year. A maximum of three terms may be served in one office. 3. Vacancies in office shall be as follows: a. In the event of the resignation or incapacity of the President, the Vice -President shall become the President for the unexpired portion of the term. b. Vacancies in officers other than President shall be filled for the unexpired term by special election. Section 3. Duties of Officers 1. President The President shall preside at all meetings of the Board. The President may sign and execute all authorized contracts and other obligations and undertakings in the name of and on behalf of the Board. The President shall notify the City Clerk of Board vacancies and resignations and advise the City of any particular expertise that may be desired in an appointee in order to maintain a balanced Board. The President shall be an ex -officio member of all committees. The President shall appoint special purpose committees as deemed necessary, specifying the activities and duration of such committees. The President or a designee of the President will serve as a voting member of the Fayetteville Public Library Foundation Board of Directors. 2. Vice -President The Vice -President shall perform the duties of the President when the President is absent or unable to serve. 3. The Secretary The Secretary shall be a corresponding secretary. Minutes of all meetings of the Board will be the responsibility of a staff member appointed by the library director. The Executive Director is responsible for ensuring that the minutes are on file and are available for inspection during regular library hours. 4. Treasurer The Treasurer shall have the supervision of all funds of the library, subject to such regulations prescribed by the Statutes of the State of Arkansas and the Board of Trustees. The Treasurer shall supervise deposits of library receipts and sign library checks approved by the Board directly or through budgetary authorizations. Section 4. Board Member Duties 1. The duties of the Board of Trustees is incorporated into Policy CB. 2. Members shall attend all meetings unless prior notice is given to the President. 3. A quorum shall consist of four of the seven appointed Board members. 4. Each member shall have one vote; no proxy is permitted. 5. Board members shall study the programs and needs of the library, library trends, and library law. They shall establish policies governing library programs and usage; they shall revise policies when needed to improve or expand services; they shall formulate long range plans for future development and expansion of library services; they shall review long range plans annually and revise them as needed; they shall make provision of library representation at library conventions; they shall actively pursue a public relations policy which will explain the library services and programs to the public; they shall approve and make available to the City Council periodic reports in the forms prescribed by Section 9 of Act 177 of 1931; they shall recommend to the responsible authority an adjustment of the library millage when the needs of the library so indicate. 6. The members of the Board shall advise the Library Director of the needs of the community. The Board will adopt policies, rules, and regulations under which library services are to be provided and make provision for representation at State library conventions. 7. The Board shall make periodic reports to City officials as directed by the Statutes of the State of Arkansas. The Board shall review the library budget, which must be approved by a majority of Board members. 8. The Board accepts responsibility for the maintenance oversight of library building facilities. It shall seek means to change or increase such facilities when needed. 9. The Board shall have representation at Friends of the Library Board meetings. Section 5. Code of Ethics The Board endorses and incorporates by reference herein the Association for Library Trustees and Advocates' "Ethics Statement for Public Library Trustees." ARTICLE IV. Committees Section 1. Standing and special committees shall be appointed by the President of the Board for special purposes. All committees will have at least one Library Board member serving on them. Ad hoc committees are automatically dissolved upon completion of the assignment. Standing committees will include, but not be limited to the following. 1. The Finance Committee will provide financial guidance and direction for the library. 2. The Nominating Committee will provide a slate of candidates for vacant positions at the election meeting. 3. The Art Committee shall oversee public art planning and decision-making and provide guidance, leadership and support to the Board in its goal to obtain a limited selection of high quality public art to be on display at the Fayetteville Public Library. See Policy KP for complete charge. 4. The Audit Committee shall review the reports and performance of the audit and may conduct executive sessions with outside auditors, the Executive Director and the finance manager. Section 2. The President shall appoint the chair of each Board committee, if one is needed. Section 3. No committee shall have other than advisory power unless, by suitable action of the Board, it is granted specific power to act. ARTICLE V. Executive Director and Staff The Board shall employ a qualified and competent Executive Director to direct the daily administration and maintenance of the library. The Executive Director shall serve at the will of the Board in accordance with established personnel policy. ARTICLE VI. Meetings Section 1. The -Board -is -required -to meet -at- least -once -a -calendar quarter for the -transaction, of businessThe Trustees shall meet once a calendar quarter, or more often if necessary-, ffor the transaction of business. Section 2. --Effective- October -2006; the,Board-shall meet on third -Monday-of-each-even-numbered-month-at4:00 p.m-:-and-at-such-other-times as the -President -may -call, Section 32. All meetings with the exception of Executive Session are open to the public. Section 43. A petition of four members of the Board will require the President to call a meeting. Section 54. The President must direct a rescheduling of a meeting when it becomes evident a quorum cannot be convened. A quorum shall consist of four of the seven appointed members of the Board. Section -65. The President and the Executive Director shall prepare the agenda for all regular Board meetings. Agendas shall be posted and sent to Board members and the media at least three (3) days prior to the regular meeting. Agendas of all meetings will be posted at least 24 hours in advance of the meeting on the Library's web site. Section -76. The order of business for regular meetings shall include, but not be limited to, the following items which shall be covered in the sequence shown unless circumstances make an altered order more efficient: 1. Roll call of members 2. Approval of minutes of previous regular meeting and any intervening special meetings 3. Reports a. Upcoming events b. Library Administration I. Management reports ii. Financial reports c. Friends of the Fayetteville Public Library d. Fayetteville Public Library Foundation 4. Old business 5. New business 6. Period for public input 7. Adjournment Section -87. Meetings will follow parliamentary procedures as outlined in Robert's Rules of Order (current edition), in cases to which they are applicable and when not inconsistent with these by-laws. ARTICLE V. Finances Section 1. Audits The accounts of the library shall be subject to an annual defined external audit by a qualified auditor. Copies of the audit report shall be supplied to each member of the Board and to the City Accounting Department. Section 2. Financial affairs The financial affairs of the library shall conform with Arkansas Act 177 of 1931, Section 5 as amended. ARTICLE VI. Amendments Amendments to these by-laws not inconsistent with the Statutes of the State of Arkansas may be adopted at any Board meeting at which a quorum is present. The written notice of any such meeting must contain reasonable notice of the terms of the amendments proposed. The by-laws shall be reviewed at least every four years by an ad hoc committee appointed by the President or by staff as assigned by the Board. FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Shawna Thorup, Executive Director and Laura Speer, Director of Library Services Date: October 18, 2010 Re: 2011 Closed Day Schedule Background Annually we update Policy JC, which is a schedule of closed days for the coming year. Analysis The timing of certain regular holidays was considered in updating the proposed schedule. These proposed adjustments are budget neutral because staff members receive more paid holidays each year than the library is closed. Holiday timing: 1. New Year's Day falls on a Saturday. The Library will be closed on Friday, New Year's Eve. Due to weekend shift work, we would open only four hours on Sunday, 1/2/11, we propose closing that day in order to allow staff extra time with their families. 2. FPL's normal December holiday closures are 12/24 and 12/25. In 2011, Christmas Day falls on a Sunday, and Monday, 12/26 is the legal observance. We propose closing on the date of the legal observance. Recommendation We recommend adoption of the annual update to Policy JC: 2011 Closed Days as presented. Code JC Date Approved Date Revised 10/18/10 Policy Name 2011 Closed Days Saturday, January 1 New Year's Day Sunday, January 2 New Year's Day Sunday, April 24 Easter Sunday Monday, May 30 Memorial Day Monday, July 4 Fourth of July Monday, September 5 Labor Day Wednesday, November 23 @ 5 p.m. Thursday, November 24 Thanksgiving Friday, November 25 Day after Thanksgiving Saturday, December 24 Christmas Eve Day Sunday, December 25 Christmas Monday, December 26 Christmas (observed) Saturday, December 31 New Year's Eve Day