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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
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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