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HomeMy WebLinkAbout2011-06-20 - Agendas - FinalFAYETTEVILLE PUBLIC LIBRARY Lorraine Brewer, President Elizabeth Jordan, Treasurer Suzanne Clark, Secretary We inspire imagination and foster learning. Board of Trustees June 20, 2011 4pm AGENDA Regular Meeting Ann Henry Board Room Kim Agee Dan Ferritor Mike Malone Maylon Rice I. Call to order II. Minutes A. Approval of minutes 1. April 18, 2011 regular meeting — page 2 B. Signed minutes 1. February 21, 2011 regular meeting— page 3 C. Committee minutes 1. Nominating: June 8, 2011 — page 4 III. Reports A. Audit report B. Management reports 1. Key upcoming events — page 5 2. April — May strategic plan progress — pages 6-7 3. May 2010 performance measures — page 8 4. Chart of the month: Facebook insights, May 2011 — page 9 C. Financial reports 1. May 2011 budget comparison — page 10 2. May 2011 balance sheet — pages 11-12 3. May 2011 profit and loss — pages 13-15 4. April 2011 budget comparison — page 16 5. April 2011 balance sheet— pages 17-18 6. April 2011 profit and loss — pages 19-21 IV. Old business A. Nominating Committee: Election of Officers V. New business A. Accept and appropriate grant funds — page 22 B. Policy FB: Budget Preparation, Adjustments and Amendments — pages 23-25 C. Staff presentation: Summer Reading Club by L. Greenwood VI. Adjournment VII. Attachments A. Projected 2011 meeting agendas B. Arkansas Library Association 2011 Annual Conference registration information C. Library Decision SnapShot: Executive Summary D. FPL staff reviews in School Library Journal E. Assorted correspondence and FPL press Fayetteville Public Library Board of Trustees Regular Meeting April 18, 2011 Minutes Prepared by S. Daniel, Office Manager Board Members present: L. Brewer, D. Ferritor, M. Malone, S. Clark, M. Rice, E. Jordan, and Kim Agee. Staff present: S. Thorup, L. Speer, C. Rew, S. Foley, L. Yandell, S. Palmer, and S. Daniel. I. The Board of Trustees meeting was called to order at 4:00 p.m. by L. Brewer. II. Swearing in of new trustee: Judge Rudy Moore swore in Kim Agee for a term ending April 1, 2016. III. Minutes A.) Approval of Minutes: M. Rice moved to approve minutes from the February 21, 2011 meeting. D. Ferritor seconded. All voted aye. B.) Signed minutes from December 20, 2010 were submitted. IV. Reports. A.) Management reports. 1.) Key upcoming events -- S. Thorup noted Dr. Charles Robinson will be speaking at FPL about his new book. The Friends of the Library will hold a book sale on Saturday, May 7. The Chamber of Commerce is partnering with the library to collect 2500 books for children's programs. M. Rice encouraged the board to participate in the effort. 2.) February — March strategic plan progress - S. Thorup noted the success of the Alexander McCall Smith event with between 450 and 500 people attending. L. Speer has been accepted into UA SeeChange, a 7 -month course instructed by Dr. Margaret Reed for people involved with nonprofits. S. Foley announced a P&G grant of $5,000 for Reading Road Show. The fourth certification has been submitted for the NEH grant. L. Speer is meeting with Fayetteville High School librarians to pursue partnership opportunities. 3.) March 2011 performance measures — S. Thorup reported March's circulation was the highest in FPL history, despite an 8% dip in visits due to 7 closed days/late openings in February. The high circulation combined with the several closed days suggests that electronic resources are being heavily used. Approximately 7,000 cardholders whose accounts had been inactive for at least 3 years were purged. 4.) Chart of the meeting — Volunteer hours are steadily climbing. 5.) Special announcements: Sarah Terry has resigned for a new position. The Master Gardeners of Fayetteville have adopted the FPL grounds as their project for 2011. They will begin May 1. B.) Financial reports: Fines and fees are down slightly due, in part, to the decrease in DVD fines. Staff will monitor this trend and keep the board apprised. FPL funds at Merrill Lynch have been moved to First Security Bank in Fayetteville. V. Old business. A.) Teen area expansion: S. Palmer noted the expansion is ahead of schedule. The first coat of paint is on; we are waiting on furniture orders. B.) CCTV upgrade: The upgrade is about half done with cabling in place, part of the networking installed and cameras to arrive in 2-3 weeks. VI. New business. A.) Appointments 1.) Check signers: S. Clark and M. Malone 2.) Nominating committee: E. Jordan and M. Malone B.) Budget adjustment - accept & appropriate grant funds: M. Rice moved to accept $5,000 from the LEGO Children's Fund and allocate it to the children's programming budget line for expenditure; S. Clark seconded. All voted aye. C.) Technology upgrade opportunity - conveyor system: FPL has the opportunity to upgrade - at a steeply discounted price - from its current high -maintenance pneumatic system to an all electric system with a non-proprietary platform. M. Rice moved to allocate up to $100,000 from unrestricted reserves to be used only as needed to supplement existing budget resources and only if the city purchasing department confirms this project does not have to be bid. S. Clark seconded. All voted aye. D.) Staff presentations: L. Speer showcased Universal Class which allows all FPL card holders access to online classes that provide CEUs. L. Yandell demonstrated FPL's new website designed to be a true digital branch with improved functionality and fully integrated patron accounts. VII. Adjournment: D. Ferritor moved to adjourn; M. Rice seconded. All voted aye. Meeting adjourned at 5:26 p.m. Fayetteville Public Library Board of Trustees Regular Meeting February 21, 2011 Minutes Prepared by S. Daniel, Office Manager Board Members present: L. Brewer, D. Ferritor, M. Malone, S. Clark, M. Rice, B. Schaffer and E. Jordan. Staff present: S. Thorup, L. Speer, C. Rew, L. Yandell, S. Palmer and S. Daniel. Others: Jo& Walsh of NWA Times and David Johnson. I. The Board of Trustees meeting was called to order at 4:00 pm by L. Brewer. II. Special Presentation: L. Yandell was presented with a framed photograph he took of FPL that was published in Arkansas Libraries. III. Approval of minutes: D. Ferritor moved to approve minutes from the December 20, 2010 meeting. M. Rice seconded. All voted aye. IV. Reports. A.) Management Reports. 1.) Key Upcoming Events — L. Speer highlighted Read across America, FPL's teen literary magazine The Wanderer, Dr. Seuss's Birthday, Cover to Cover, and Alexander McCall Smith's upcoming visit. 2.) Strategic Plan Progress — S. Thorup noted that FPL has become a bench mark for our bench mark libraries having hosted a tour of librarians from Lawrence, KS. DVDs are on our shelves the afternoon of the day they are first released. Self -checks now include a "no receipt" option. Staff training in January included customer service and front line advocacy. Friends elected new officers and have transitioned to an online membership system. Volunteers now track their time electronically. Seven DVD players circulate and Blu-ray players will be purchased when the price drops. 3.) December 2010 Performance Measures — S. Thorup reported that while a few measures decreased, overall performance is high, often exceeding targets. For the 3rd year in a row, checkouts exceeded 1 million — the mbst for any single library in AR. Collection size was up 10%. (In2010 we spent the most money ever on the collection.) The number of volunteers is up 25%; hours volunteered are up 10%. 4.) January 2011 Performance Measures — S. Thorup highlighted that circ is up 17% over last year. We have begun to distinguish physical from digital items — both in the collection and in items circulated each month. 5.) Chart of the meeting — Film check-outs are up 63% over January 2010. 6.) 2011 Objectives— S. Thorup will keep the board posted on progress made. B.) Financial Reports. The annual audit is under way. V. Old business. A.) Teen Area Expansion — Because the base bid submitted in 2010 exceeded the certified fund amount, it was rejected and no money was expended. The project was rebid successfully in 2011. M. Rice moved to reverse the motion on 9/18/2010 that approved spending $74,300 from the Otwell Fund, $75,000 from Cox Communications, and budgeting $149,300 for design fees, furniture and equipment. B. Bassett Schaffer seconded. All voted aye. M. Rice moved to budget $200,000 from the Otwell Fund to pay for the teen area expansion project in 2011. S. Clark seconded. All voted aye. M. Rice moved to request the Foundation pay the library $200,000 from the Otwell Fund as soon as is reasonably possible. E. Jordan seconded. All voted aye. VI. New business. A.) Budget Adjustments — 0. Ferritor moved to roll $44,071 into the 2011 budget from the 2010 budget to pay for items ordered in 2010 but not received/paid for until 2011. M. Rice seconded. All voted aye. S. Clark moved to add $49,415 in unexpended 2010 funds to the Building Designated Fund and $59,077 in unexpended 2010 funds to the Technology Designated Fund. M. Rice seconded. All voted aye. M. Rice moved to add $2,600 to the youth programming budget from the remaining Target Foundation and American Library Association grants. D. Ferritor seconded. All voted aye. M. Rice moved to designate $163,910 in corporate gifts as follows: add $53,910 to the materials budget, add $75,000 to the IT hardware budget, and put $35,000 into reserves for 2012 budgeting. S. Clark seconded. All voted aye. M. Rice moved to budget $164,800 in unexpended 2010 funds as follows: add $51,500 to the IT hardware budget and add $56,650 each to the Building Designated Fund and the Technology Designated Fund. B. Bassett Schaffer seconded. All voted aye. B.) FPL Foundation bylaws revision — M. Rice moved to approve the revision. S. Clark seconded. All voted aye. All board members signed the revised bylaws. C.) Policy AD — M. Rice moved to eliminate the policy. E. Jordan seconded. All voted aye. VII. Executive Session — M. Rice moved to enter into executive session to plan the Executive Director's 2010 performance evaluation. D. Ferritor seconded. All voted aye. Executive session commenced at 4:49 pm. M. Rice moved to exit executive session. E. Jordan seconded. All voted aye. Executive session concluded at 5:38 pm. No action was taken. VIII. Adjournment: M. Rice moved to adjourn. D. Ferritor seconded. Allvote ye. Meeting adjourned at 5:39 pm. Fayetteville Public Library Nominating Committee June 3, 2011 Minutes Prepared by S. Daniel, Office Manager Board Members present: M. Malone and E. Jordan. Staff present: S. Daniel. I. The Nominating Committee meeting was called to order at 4:07 p.m. by M. Malone. 11. The Nominating Committee identified two options. A. President: L. Brewer Vice -President: E. Jordan Treasurer: M. Rice Secretary: S. Clark B. President: S. Clark Vice -President: E. Jordan Treasurer: M. Rice Secretary: K. Agee The Nominating Committee recommended option A. If L. Brewer declined to be re -nominated as president, the Nominating Committee recommended Option B. 111. Meeting adjourned at 4:23 pm. FAYETTEVILLE PUBLIC LIBRARY Key Events: mid-June through August 2011 Mountain Street Stage Sundays in June, 1 pm, Walker Community Room Author Gloyd McCoy: Tent Number 8: The 1977 Girl Scout Murders & the Trial of Gene Leroy Hart Sunday, July 31, 1 pm, Walker Community Room Maxi Carpenter on the Composition of Non -Profit Oversight: Strategic, Tactical, and Visionary! Thursday July, 7, 1 pm, Walker Community Room: Registration required, fee. Nonprofit Resource Center Find It, Fund It Short Course Tuesday, August 16, 2011, 6:30 pm, Ann Henry Board Room Papa Rap and the MC's Saturday, June 25, 10:30 am, Walker Community Room: Come prepared to dance! Dress Your Pet for the Pet Show Wednesday, July 6, 1 pm, Rock Street Parking Deck: Bring a pet food donation for Ranger's Pantry. World of Magic with Marty Hahne Saturday, July 16, 10:30 am, Walker Community Room 2500 Books for 2500 Kids Book Drive Continues through July 26: FPL and the Chamber of Commerce are collecting books for the library's Summer Reading Club, Books for Borrowing and Reading Roadshow programs. Partners in Play with Trike Theatre Saturday, August 6, 10:30 am, Walker Community Room Arkansas Naturals Reading Parade and Game Sunday, August 7, 5 pm: Naturals Stadium, Arvest Ballpark Trike Theater Camp (Folktale Theater for grades K-2, Tell a World Story Your Way for grades 3-5) Tuesday, July 26 - Friday, July 29: Registration required. Free Flix before 6 Thursdays through July 28, 5:30 pm, Walker Community Room: For teens. NWA Writing Project Creative Writing Camp Tuesday, June 21 - Friday, June 24, Wal-Mart Storytime Room: For teens; registration required. InDesign and Photoshop Workshop Wednesday, June 29, 2 pm, Cox Communication Mac Lab: For teens; registration required. Where's Brie? July 3 - 31: Use coordinates provided weekly on FPL's Facebook to locate Brie the Terrier and claim a prize. Design FPL's teen literary magazine, The Wanderer, using InDesign and Photoshop Every Monday, Tuesday, and Wednesday in July, 2-4 pm (except July 4), Cox Communication Mac Lab FAYETTEVILLE PUBLIC LIBRARY Strategic Plan Progress Report April — May, 2011 Purpose: We inspire imagination and foster learning. I. Programs & Services: We offer inspiring and relevant programs and services that engage the community's curiosity, provide opportunities for education and self-improvement, and serve as the gateway to the library by addressing the diverse needs and interests of our community. a. Programs 1. Held finale for Hit the Target Family Reading Club (200+ families). 2. Held adult programs: TheatreSquared Artist Forum, Augusta Read Thomas talk, Dr. Charles Robinson author talk, Claire Detels piano concert, NWA Poets Roundtable, three monthly books clubs, Cover to Cover Winter Reading Festival, Big Ideas Come from Books, and Dalai Lama series (in partnership with UA). 3. Held teen events: Free Comic Book Day, Gamers' Club, Teen Anime, and Teen Advisory Board. 4. Held children's events: poetry workshop and beginning Spanish, and "Sit, Stay, Read!" 5. Launched Summer Reading Club sign up. 6. Hosted 475+ attendees at RFS Renowned Author event with Alexander McCall Smith. 7. Presented eBook/print talk & digital equipment "petting zoo" for Fayetteville Public School librarians. b. Services 1. Presented 2 research classes to 100 Farmington HS students. 2. Presented Researching Civil War Genealogy class. 3. Offered "Introduction to Finding Funders," a class taught by Keif Schladweiler of the national office (NRC). c. Quality & Relevance 1. Inspected by Foundation Center; Nonprofit Resource Center reaffirmed as official site. Collections: We will build and support collections that inspire the community with the resources they need to explore topics of personal interest and continue to learn throughout their lives. a. Satisfy your curiosity: Added Universal Class and Mergent Investors Edge to FPL Digital Library b. Inspire learning/imagination 1. Added 18 titles to Gale Virtual Reference in FPL Digital Library 2. Infused the teen collection for the Teen Library expansion. 3. Checked collection against various professional lists. III. Access: We will build and expand the ease and convenience of the library experience through virtual and physical reach to all in the community, reflecting the FPL welcoming, convening and destination culture. a. Browsability: Reorganized media collections to improve ease of use. b. Outreach partnerships 1. Hosted 2 meetings for FPS & FPL staffers (total attendance: 50). 2. Offered youth events in partnership with Trike Theater, Arts Live, Walton Arts Center and UA. 3. Promoted summer reading club at all Fayetteville K-12 public schools. 4. Hosted booths at Chamber Job Expo, Fayetteville Senior Activity Center, and Block Street party. 5. Presented 2 sessions on obtaining job-related skills to high school students & the general public (Job Expo). 6. Discussed partnership opportunities with WAC, TheatreSquared, Fayetteville Public Education Foundation, Boys & Girls Club, & Fayetteville Adult and Community Education. 7. Worked with the CEO Forums on a web -based leadership portal; conducted 3 focus groups to test concept. 8. Presented Project Fayetteville at Daughters of the American Colonists and Lions Club (SF/ST). c. Virtual: Continued Digital Library development and redesign of website. d. Physical: Worked on teen library expansion. IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers. a. Staff 1. Named Employer of the Year by Life Styles, Inc. 2. Won Altrusa of Fayetteville's Environmental Award for the Solar Test Bed Project. 3. Attended Chamber meetings, Head Start Family Day, and Prairie Grove Chamber of Commerce meeting. 4. Panel member on Arkansas State Library eBook seminar (LWS). 5. Made 15 training opportunities available, including coaching training for managers. 6. Hired and trained new staff; celebrated staff appreciation day; accepted resignation of S. Terry. 7. Submitted annual report to State Library. b. Boards 1. Oriented new Trustee K. Agee. 2. Friends membership is 297, book sale made over $750 and Denny's event made $274. 3. Foundation instructed staff to contact NEH re: Challenge Grant certifications and implementation plans. 4. Foundation members hosted 2 Inside the Cover tours. 5. Foundation Development and Finance committees met. c. Volunteers 1. Completed tours for 800+ Fayetteville kindergarten students. 2. Recorded 116 volunteer hours for Alexander McCall Smith event. 3. Hosted volunteer appreciation brunch (50 attendees). 4. Hosted Reading with the Razorbacks and secured Master Gardener partnership. 5. Provided "Sit, Stay, Read!" booth at Dogwood Walk. 6. Received 25 volunteer hours from Sam's Club corporate staff. V. Facility: Our consumer-friendly, sustainable facility will be safe, accessible, clean, and support the requirements for quality programs, services and collections. a. Maintenance 1. Cleaned and repaired cork in Reading Room and installed 200 LED lights on level 400. 2. Ordered efficiency upgrades for the large rooftop A/C units. 3. Continued work on the teen expansion and prepared for America in Bloom contest. 4. Researched grinder pump for sump in parking deck & sought quotes for re-striping. b. Technology: Completed installation of new network closet and switch for teen Mac lab and CCTV expansion. c. Safety/Security 1. Closed early one day due to flooding and poor road conditions. 2. Began installation of new IP-based CCTV building video security system. 3. Reviewed Code Adam; planned staff drill. 4. Repaired safety cabling in the parking deck and supplied flashlights throughout building for emergency use. 5. Met with John Coleman about changing street lights over to LEDs; bulbs a City Council item in June. VI. Communication: We maximize ongoing communication to increase awareness of the library and understanding of its value and impact on the community. a. Marketing plan 1. Developed Social Media Team and hired Mason Wells for 3-month social media internship. 2. Received Library Decision SnapShot demographic profile. b. Public awareness campaign: Partnered with Rogers & Bentonville public libraries to produce a SRC commercial. c. Operationalize brand: Updated standardized email signature. d. Public relations 1, Created SharePoint sub site to begin managing PR. 2. Promoted Alexander McCall Smith event and Teen Library ribbon cutting. e. Web site 1. Deployed SRC online registration system and book drive web pages. 2. Continued development of new CMS-driven Polaris integrated web site VII. Funding: As good stewards of the public trust, we will pursue diverse, sustainable funding. a. Fiscal responsibility/accountability: Worked with auditors on their report. b. Other Income: Received rebate from the AR Energy Office for energy production from solar array. c. Private funding 1. Obtained sponsorship for teen Gaming Center from Sam's Club, Best Buy and Jimmy Blew Custom Cabinets. 2. Secured three NEH pledges/gifts. 3. Awarded ALA grant. 4. Public funding: Received Arts in Education funding for adult and youth services. Insights (3) Page 1 of 2 Chat (Offline) Fayetteville Public LI... Page Insights 3 Page Overview Users Interactions Links Go to Page Documentation 'i earch $- Insights > Fayetteville Public Library > Users Nero Likes' Lifetime l.8r5> 168 12% 3,238 Home Profile Account Create en Ad' Week M nth :05/01/2011 • 05/31/201 Daily Active Uwrs Breakdown' S`4 Unnne Pann Vers, ,J __. u Kel a FOFF 'efer 'teen aPull Pa so Demographics Activity Gender and Ago' Like Sources' 106 Unknown 22 Nearby 15 Search 14 Suggestions 8 User Profile 2 Stream 1 Messages Female 680/, 3% 8.9°/° 22 %° 1G°b 10°/0 ].]°/° .3.10 IB.E': :5.1 : 3100 5.5 554 Male 290/01.50/0 4.9°/0 8.8°/° 7.1% 4.1°/e 386 Countries' Cities' Language' 3,062 United States 1,137 Fayetteville 3,032 English (U5) 24 Canada 746 Dallas 107 English (UK) 11 Indonesia 309 Wichita 14 French (France) 9 Germany 56 Prairie Grove 10 Spanish 9 United Kingdom 51 Little Nock 7 English (Pirate) 7 India 41 Chicago 4 Greek 5 Spain 41 Livingston 3 (Wan More Mere More Page Views' http://www.facebook.eom/FayettevillePublieLibrary 6/9/2011 Fayetteville Public Library Budget Comparison May 31, 2011 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 5 Month 108,222 132,590 27,915 37,906 223,586 Monthly Budget 132,588 27,917 1,917 11,441 13,883 83 33,283 Current YTD 541,108 662,944 139,584 23,000 77,654, 82,086 0 300,114 cyo YTD 41.67% 41.67% 41.67% 100.00% 56.56% 49.27% 0.00% 75.14% Budget YTD 541,110 662,941 139,583 9,583 57,207 Annual Budget 1,298,663 1,591,059 335,000 23,000 137,296 417 1,000 166,417 399,400 530,219 329,335 1,826,490 46.22% 1,646,674 3,952,018 Expenses Salaries & Wages 141,016 148,750, 756,032 Payroll Taxes & Work Study 11,217 13,417 65,081 Employee Insurance 10,174 13,750 55,815 Retirement 13,502 15,000 67,458 2,750 18,198 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 7,001 1,711 6,192 3,280 2,460 4,220, 1,162 38,916 755 6,617 1,026, 2,483 2,217 600. 80,803 2,237 14,478 42.35% 743,750 1,785,000 40.42% 67,083 161,000 33.83% 68,750 165,000 37.48% 75,000 180,000 55.15% 13,750 33,000 22,292 32,722 12.23% 111,458 267,500 9,667 65,323 56.31% 48,333 116,000 1,500'. 7,783 43.24% 7,500 18,000 4,395' 8,396 15.92% 21,974 52,737 3,550', 12,400 29.11% 17,750 42,600 2,917 4,676 13.36% 14,583 35,000 39,552 141,232 29.76% 197,762 474,628 3,250' 11,944 30.63% 16,250 39,000 12,000 44,960 31.22% 60,000 144,000 2,083'. 6,123 24.49% 10,417 25,000 2,792 15,329 45.76% 13,958 33,500 15,292' 65,140 35.50% 76,458 183,500 2,083 3,898 15.59% 10,417 25,000 19,531 157,713 67.29% 97,655 234,373 583 2,803 40.04% 2,917 7,000 3,317' 13,713 34.45% 16,583 39,800 9,788' 24,674 21.01% 48,942 117,461 352.067 348,258 1,581,413 37.84 %' 1,74 291 4,179, 099 178,152 -18,923 245,077 -94,617 -227,081 06/02/11 Cash Basis Balance Sheet As of May 31, 2011 ASSETS Current Assets Checking/Savings General Operating Funds Bank of Fayetteville Savings Account Bank of Fayetteville - CD Bank of Fayetteville -deposits Petty Cash Total General Operating Funds Arvest operating account 1st Security - payroll account Merrill Lynch-WCMA Operating portion of account Merrill Lynch-WCMA - Other Total Merrill Lynch-WCMA Schwab -Millage 4108-2175 Schwab institutional -longterm Schwab -long term Facilities repairs & replacements Schwab -major repair & replacement of furniture & equipment Schwab- major replacements of Tech. items, conveyor, phone s... Total Checking/Savings Other Current Assets 1220 • Due to/ from other Gov. Units 1250 • Prepaid Expenses May 31, 11 8,501.76 100,000.00 32,919.35 408.00 141,829.11 438,770.47 72,287.31 30,532.88 -30,532.88 0.00 1,025,906.57 980,069.18 509,816.75 225,817.65 388,268.14 3,782,765.18 1,211,804.51 17,934.30 Total Other Current Assets 1,229,738.81 Total Current Assets 5,012,503.99 Fixed Assets Fixed Assets Library Buildings 20,820,430.47 Books & Publications 1,069,463.10 Equipment 1,139,404.86 Furniture & Fixtures 233,599.94 Accumulated Depreciation -4,060,716.32 Total Fixed Assets 19,202,182.05 Library Owned Art 150,000.00 Total Fixed Assets 19,352,182.05 TOTAL ASSETS 24,364,686.04 LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable Accounts Payable -3,165.00 Total Accounts Payable -3,165.00 Other Current Liabilities Accounts Payable -Other A/P Vacation accrual 195,804.77 A/P Salaries & Wages Accrual 31,677.41 A/P Other Payroll Liabilities 50,830.92 1929 • A/P Sick Time 47,192.42 Accounts Payable -Other- Other 14,923.00 Total Accounts Payable -Other 340,428.52 Payroll Tax Liabilities State Unemployement Payable 1,613.83 Payroll Tax Liabilities - Other 644.02 Total Payroll Tax Liabilities 2,257.85 Other Payroll Liabilities Health & Dental Insurance 659.96 2345 • Voluntary Group Life 207.04 Cafeteria Plan 130.00 Total Other Payroll Liabilities 997.00 06/02/11 Cash Basis Balance Sheet As of May 31, 2011 May 31,11 Total Other Current Liabilities 343,683.37 Total Current Liabilities 340,518.37 Total Liabilities 340,518.37 Equity Investment in Fixed Assets 20,110,420.12 Fund Balance -Undesignated 3,040,102.95 Fund Balance -Reserved facilitie major repairs & rep for reparis & replacements f & f repairs & replacements Total Fund Balance -Reserved 397,384.16 267,480.41 222,486.88 887,351.45 Fund Balance -Current Year Net 8,884.35 Net Income -22,591.20 Total Equity 24,024,167.67 TOTAL LIABILITIES & EQUITY 24,364,686.04 06/02/11 Cash Basis Profit & Loss YTD Comparison May 2011 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 May11 Jan • May 11 0.00 0.00 -1,399.00 18,872.03 0.00 17,473.03 0.00 1,087.60 428.72 0.00 0.00 15.97 60.00 4,346.50 709.41 2,593.15 5,000.00 111.71 444.69 8,414.27 7,563.32 15,215.04 Total 4150 • Miscellaneous Income 9,095.61 28,035.81 Cafe Rental 1,000.00 5,000.00 charges for set up and equipm 180.00 1,550.00 Fines & Fees Fees collected at front desk 11,399.61 54,421.67 4315 • Library Cards 60.00 560.00 4360 • Lost and Paid 4365 • Refund of Lost & Paid -55.94 -64.89 Total 4360 • Lost and Paid -55.94 -64.89 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 0.00 5,317.00 state aid 37,906.00 72,337.00 1,783.43 58.95 9,988.60 -628.46 13,246.05 64,276.92 64.72 1,245.39 0.00 33.35 64.72 1,278.74 Total State Aid to Libraries 37,906.00 77,654.00 Total Revenue & Support 61,492.38 195,268.50 Total Income 61,492.38 195,268.50 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 Total computer supplies & minor eq. supplies to be reimb by Found 5130 • Childrens Program 5131 • Young Children Prog. & Supplies 5133 • Young Adult Expenses Total 5130 • Childrens Program Adult prog. expenses 5140 • Book Repair & Circ. Supplies supplies for cleaning the bdg signage materials Total Office Supplies Postage Travel & Training 5160 • Mileage reimbursement 2,460.07 1,558.19 6,191.91 1,710.81 7,902.72 0.00 3,612.75 607.48 4,220.23 1,161.59 7,000.60 3,280,39 0.00 27,583.79 1,026.07 8,050.73 6,463.69 30,266.52 67,777.40 98,043.92 4,871.23 10,965.82 1,433.52 12,399.34 4,675.12 18,197.19 7,783.45 166.47 160,651.14 6,123.06 1,272.00 2,250.84 06/02/11 Cash Basis Profit & Loss YTD Comparison May 2011 Travel & Training - Other Total Travel & Training Public Notice 5725 • Public Relations Professional Services Equipment & furnishings Utilities Telephone & Internet Utilities - Other Total Utilities May 11 Jan - May 11 1,211.48 13,078.43 2,483.48 15,329.27 0.00 139.20 679.06 2,239.62 2,216.65 21,967.30 14,478.19 24,674.33 755.17 11,944.27 6,616.55 44,959.56 7,371.72 56,903.83 Outside Services 0.00 38,972.50 Contracts 0.00 4,200.00 Insurance -General 0.00 2,803.00 Total Operating Expenses 55,838.96 334,003.25 Salaries & Wages Adult Services 19,594.05 115,860.74 Materials processing 9,947.82 47,065.38 Children's Library 17,959.23 84,250.59 Circulation 32,469.19 149,110.29 Custodial 7,169.55 35,720.31 Administration 40,853.23 220,965.59 6498 Vacation Time Used 11,638.87 67,685.70 6499 Sick Time Used 1,384.41 12,160.72 Salaries & Wages - Other 0.00 23,212.50 Total Salaries & Wages 141,016.35 756,031.82 Payroll Expenses FICA/Medicare Expense 10,537.12 56,567.85 Payments to UofA for students 264.69 1,640.05 State Unemployment Expense 530.60 6,988.33 Voluntary AD & D 32.00 996.88 Long Term Disability 0.00 1,995.43 Life Insurance 0.00 747.12 Payroll Expenses - Other -147.80 -0.60 Total Payroll Expenses 11,216.61 68,935.06 Employee Benefit Expenses Health & Dental Insurance 9,017.86 45,825.30 Company paid portion of HSA 1,156.24 6,135.20 Retirement Contributions 11,365.39 63,329.99 6655 • Retirementment Plan Expenses 2,136.11 4,128.50 Total Employee Benefit Expenses 23,675.60 119,418.99 Publications Book Acquisitions all books child & adult 22,405.66 90,651.77 7120 • Adult Reference Materials 1,435.08 4,173.52 7140 Genealogical Materials 254.54 535.03 Total Book Acquisitions 24,095.28 95,360.32 7130 • Electronic Resources 11,901.59 28,483.75 Periodicals 24.95 50.95 Audio Visuals 7610 • Film/DVD 2,826.44 13,644.09 7620 • Audio 33.90 2,506.92 7640 • Music 33.57 855.19 Total Audio Visuals Total Publications Building & Equipment Building & Grounds Landscape Maintenance Building Maintenance Office Machine Maintneance Total Building & Equipment Total Expense 2,893.91 17,006.20 38,915.73 140,901.22 600.00 0.00 39,500.50 41,302.80 19,600.00 3,298.41 68,056.64 70,657.35 81,403.30 161,612.40 352,066.55 1,580,902.74 06/02/11 Profit & Loss YTD Comparison Cash Basis May 2011 Net Ordinary Income Other Income/Expense Other Income Inter -Agency Transfers Transfer from City 9150 • Transfer-Millage Transfer for Books Transfer from City -CIF Other Transfers from Foundation Total Inter -Agency Transfers Total Other Income Net Other Income Net Income May 11 Jan - May 11 -290,574.17 -1,385,634.24 0.00 296,758.30 0.00 0.00 200,000.00 530,360.00 415,934.04 111,663.00 23,000.00 282,086.00 496,758.30 1,363,043.04 496,758.30 1,363,043.04 496, 758.30 1, 363, 043.04 206,184.13 -22,591.20 Fayetteville Public Library Budget Comparison April 30, 2011 Current Monthly Current % Budget Annual Month 4 Month Budget YTD YTD YTD Budget Sources of Funds Millage Receipts 108,222 108,222 432,886 33.33% 432,888 1,298,663 City of Fayetteville 132,588 132,588 530,354 33.33% 530,353 1,591,059 City CIP books 27,917 27,917 111,669 33.33% 111,667 335,000 City CIP other 1,917 23,000 100.00% 7,667 23,000 State Aid 5,317 11,441 39,748 28.95% 45,765 137,296 Foundation 13,883 82,086 49.27% 55,533 166,600 Friends 83 0 0.00% 333 1,000 All Other Sources 19,858 33,283 76,528 19.16% 133,133 399,400 Total Sources of Funds 293,902 329,335 1,296,271 32.80% 1,317,339 3,952,018 Expenses Salaries & Wages 165,997 148,750 615,016 34.45% 595,000 1,785,000 Payroll Taxes & Work Study 14,116 13,417 53,864 33.46% 53,667 161,000 Employee Insurance 10,321 13,750 45,641 27.66% 55,000 165,000 Retirement 13,865 15,000 53,956 29.98% 60,000 180,000 Processing Supplies 2,661 2,750 11,197 33.93% 11,000 33,000 IT -Hardware 20,358 22,292 31,011 11.59% 89,167 267,500 IT -Software 55,414 9,667 59,131 50.98% 38,667 116,000 Cleaning Supplies 465 1,500 4,503 25.02% 6,000 18,000 Other Supplies 1,398 4,395 5,936 11.26% 17,579 52,737 Youth Programming 3,970 3,550 8,180 19.20% 14,200 42,600 Adult Programming 1,287 2,917 3,514 10.04% 11,667 35,000 Materials 37,155 39,552 102,316 21.56% 158,209 474,628 Telephone & Internet 4,971 3,250 11,189 28.69% 13,000 39,000 Utilities 7,978 12,000 38,343 26.63% 48,000 144,000 Postage 1,056 2,083 5,097 20.39% 8,333 25,000 Travel & Training 2,605 2,792 12,846 38.35% 11,167 33,500 Prof./Contractual Services 43,808 15,292 62,923 34.29% 61,167 183,500 Landscape Maint. 2,083 3,298 13.19% 8,333 25,000 Building/Equip. Maint. 14,609 19,531 76,910 32.82% 78,124 234,373 Insurance 583 2,803 40.04% 2,333 7,000 Public Rel. & Other 5,330 3,317 11,476 28.83% 13,267 39,800 Furniture & Equipment 8,168 9,788 10,196 8.68% 39,154 117,461 Total Expenses 415,532 348,258 1,229,346 29.42% 1,393,033 4,179,099 Excess/Deficit -121,630 -18,923 66,925 -75,694 -227,081 05/04/11 Cash Basis Balance Sheet As of April 30, 2011 ASSETS Current Assets Checking/Savings General Operating Funds Bank of Fayetteville Savings Account Bank of Fayetteville - CD Bank of Fayetteville -deposits Petty Cash Total General Operating Funds Arvest operating account 1st Security - payroll account Merrill Lynch-WCMA Operating portion of account Total Merrill Lynch-WCMA Schwab-Millage 4108-2175 Schwab Institutional -longterm Schwab -long term Facilities repairs & replacements Schwab -major repair & replacement of furniture & equipment Schwab- major replacements of Tech. items, conveyor, phone s... Total Checking/Savings Other Current Assets 1220 • Due to/ from other Gov. Units 1250 • Prepaid Expenses Apr 30, 11 8,501.76 100,000.00 16,486.14 408.00 125,395.90 234,644.48 83,839.49 30,532.88 30,532.88 678, 761.72 977,498.66 503,311.34 222,503.97 383,282.17 3,239,770.61 1,211,804.51 17,934.30 Total Other Current Assets 1,229,738.81 Total Current Assets 4,469,509.42 Fixed Assets Fixed Assets Library Buildings 20,820,430.47 Books & Publications 1,069,463.10 Equipment 1,139,404.86 Furniture & Fixtures 233,599.94 Accumulated Depreciation -4,060,716.32 Total Fixed Assets 19,202,182.05 Library Owned Art 150,000.00 Total Fixed Assets 19 352 182.05 TOTAL ASSETS 23,821,691.47 LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable Accounts Payable -900.00 Total Accounts Payable -900.00 Other Current Liabilities Accounts Payable -Other A/P Vacation accrual 195,804.77 A/P Salaries & Wages Accrual 31,677.41 A/P Other Payroll Liabilities 50,830.92 1929 • A/P Sick Time 47,192.42 Accounts Payable -Other - Other 14,923.00 Total Accounts Payable -Other 340,428.52 Payroll Tax Liabilities State Unemployement Payable 1,083.23 Payroll Tax Liabilities - Other 534.57 Total Payroll Tax Liabilities 1,617.80 Other Payroll Liabilities Health & Dental Insurance 659.96 2340 • Vol. Life & AD&D 20.50 2345 • Voluntary Group Life 155.28 Cafeteria Plan 130.00 Total Other Payroll Liabilities 965.74 05/04/11 Cash Basis Balance Sheet As of April 30, 2011 Apr 30, 11 Total Other Current Liabilities 343,012.06 Total Current Liabilities 342,112.06 Total Liabilities 342,112.06 Equity Investment in Fixed Assets 20,110,420.12 Fund Balance -Undesignated 3,040,102.95 Fund Balance -Reserved facilitie major repairs & rep 397,384.16 for reparis & replacements 267,480.41 f & f repairs & replacements 222,486.88 Total Fund Balance -Reserved 887,351.45 Fund Balance -Current Year Net 8,884.35 Net Income -567,179.46 Total Equity 23 479,579.41 TOTAL LIABILITIES & EQUITY 23,821,691.47 05/04/11 Cash Basis Profit & Loss YTD Comparison April 2011 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 4360 • Lost and Paid 4365 • Refund of Lost & Paid Total 4360 • Lost 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 Apr 11 Jan - Apr 11 0.00 0.00 -687.00 784.45 0.00 97.45 0.00 60.00 696.35 3,258.90 71.74 50.00 0.00 35.30 157.04 7,254.47 8,107.86 1,000.00 260.00 280.69 2,593.15 5,000.00 95.74 7,969.58 7,651.72 18,940.20 4,000.00 1,370.00 8,455.05 43,022.06 70.00 500.00 -8.95 -8.95 2,066.01 -279.05 -8.95 -8.95 8,205.17 -687.41 10,303.06 51,030.87 187.35 0.00 1,180.67 14.80 187.35 1,195.47 5,317.00 0.00 5,317.00 34,431.00 Total State Aid to Libraries 5,317.00 39,748.00 Total Revenue & Support 25,175.27 116,381.99 Total Income 25,175.27 116,381.99 Expense Operating Expenses Office Supplies 5110 • Administration Expenses 1,397.46 5,590.66 Foundation, marketing and Volunteer needs 3,320.29 4,905.50 computer supplies & minor eq. 5114 • Computer Software, Lic. & Maint 20,357.72 24,074.61 5115 • Computer hardware & supplies 55,413.63 66,066.59 Total computer supplies & minor eq. 75,771.35 90,141.20 supplies to be reimb by Found 1,938.75 4,871.23 5130 - Childrens Program 5131 - Young Children Prog. & Supplies 3,560.28 7,353.07 5133 • Young Adult Expenses 410.00 826.04 Total 5130• Childrens Program 3,970.28 8,179.11 Adult prog. expenses 1,286.72 3,513.53 5140 • Book Repair & Circ. Supplies 2,660.64 11,196.59 supplies for cleaning the bdg 465.29 4,503.06 signage materials 0.00 166.47 Total Office Supplies 90 810.78 133,067.35 Postage 1,055.67 5,096.99 Travel & Training 5160 • Mileage reimbursement 0.00 978.84 05/04/11 Cash Basis Profit & Loss YTD Comparison April 2011 Travel & Training - Other Total Travel & Training Public Notice 5725 ' Public Relations Professional Services Equipment & furnishings Utilities Telephone & Internet Utilities - Other Total Utilities Apr 11 2,605.16 Jan - Apr 11 11,866.95 2,605.16 12,845.79 0.00 71.32 5,310.80 8,167.91 4,971.33 7,977.63 12,948.96 139.20 1,560.56 19,750.65 10,196.14 11,189.10 38,343.01 49,532.11 Outside Services 38,497.50 38,972.50 Contracts 0.00 4,200.00 Insurance -General 0.00 2,803.00 Total Operating Expenses 159,468.10 278,164.29 Salaries & Wages Adult Services 20,501.29 96,266.69 Materials processing 9,630.96 37,117.56 Children's Library 16,012.67 66,291.36 Circulation 29,815.18 116,641.10 Custodial 7,328.88 28,550.76 Administration 46,440.25 180,112.36 6498 Vacation Time Used 10,684.59 56,046.83 6499 Sick Time Used 2,370.68 10,776.31 Salaries & Wages - Other 23,212.50 23,212.50 Total Salaries & Wages 165,997.00 615 015.47 Payroll Expenses FICA/Medicare Expense 12,448.20 46,030.73 Payments to UofA for students 584.16 1,375.36 State Unemployment Expense 1,083.23 6,457.73 Voluntary AD & D 0.00 964.88 Long Term Disability 0.00 1,995.43 Life Insurance 0.00 747.12 Payroll Expenses - Other 147.20 147.20 Total Payroll Expenses 14,262.79 57 718.45 Employee Benefit Expenses Health & Dental Insurance 9,017.86 36,807.44 Company paid portion of HSA 1,156.24 4,978.96 Retirement Contributions 13,865.22 51,964.60 6655 • Retirementment Plan Expenses 0.00 1,992.39 Total Employee Benefit Expenses 24,039.32 95 743.39 Publications Book Acquisitions all books child & adult 22,867.23 68,246.11 7120 • Adult Reference Materials 1,045.95 2,738.44 7140 Genealogical Materials 40.50 280.49 Total Book Acquisitions 23,953.68 71,265.04 7130 • Electronic Resources 6,029.53 16,582.16 Periodicals 0.00 26.00 Audio Visuals 7610 • Film/DVD 5,116.11 10,817.65 7620 • Audio 1,614.38 2,473.02 7640 • Music 441.30 821.62 Total Audio Visuals Total Publications Building & Equipment Building & Grounds Landscape Maintenance Building Maintenance Office Machine Maintneance Total Building & Equipment Total Expense 7,171.79 14,112.29 37,155.00 101,985.49 9,000.00 19,000.00 0.00 3,298.41 4,586.05 28,556.14 1,023.43 29,354.55 14,609.48 80,209 10 415,531.69 1,228,836.19 05/04/11 Cash Basis Profit & Loss YTD Comparison April 2011 Apr 11 Jan - Apr 11 Net Ordinary Income -390,356.42 -1,112,454.20 Other Income/Expense Other Income Inter -Agency Transfers Transfer from City 0.00 265,180.00 9150 • Transfer-Millage 26,445.02 119,175.74 Transfer for Books 0.00 55,833.00 Transfer from City-CIP Other 0.00 23,000.00 Transfers from Foundation 0.00 82,086.00 Total Inter -Agency Transfers 26,445.02 545,274.74 Total Other Income 26,445.02 545,274.74 Net Other Income 26,445.02 545,274.74 Net Income -363,911.40 -567,179.46 FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Laura Speer, Director of Library Services; Catherine Rew, Director of Administrative Services; & Shawna Thorup, Executive Director Date: June 6, 2011 Re: Let's Talk About It grant Background In spring 2011, staff applied for a grant from the American Library Association, Let's Talk About It: Making Sense of the American Civil War. The goal of this grant is to allow libraries to provide sesquicentennial programming to examine the meanings of the U.S. Civil War in a scholar -led reading and discussion series. Analysis The library was informed on June 1, 2011, by e-mail of the $3,000 grant award. FPL was one of 65 libraries nationwide out of an applicant pool of 175. Grant funding will be used for Willow Fitzgibbon, Acting Adult Services Team Leader, to travel to the mandatory orientation workshop for the library project director and for project -related programming expenses (e.g., scholar honorarium, publicity, and other support materials). Recommendation Accept $3,000 from the American Library Association. Allocate $1,000 each into the following three budget lines: 1) Travel & Training; 2) Adult Programming; and 3) Materials. FAYETTEVILLE PUBLIC LIBRARY Memo To: Board of Trustees, Fayetteville Public Library From: Shawna Thorup, Executive Director and Catherine Rew, Director of Administrative Services Date: June 20, 2011 Re: Policy FB: Budget Preparation and Adjustments Background In March 2011, the City of Fayetteville revised its Budget Adjustments Policy (BR -01). Following standard practice, the Director of Administrative Services and the Executive Director reviewed the revisions and compared it to the Library's analogous policy. Policy FB: Budget Preparation and Adjustments has not been reviewed since the Executive Director updated job titles listed in it on February 14, 2008. It seems likely the Director at that time made only cosmetic changes to the policy as it was not brought before the Board. Analysis The City's policy deals with budget adjustments and amendments. It indentifies responsible parties and the process for adjusting and amending the budget. It does not specify set point dollar amounts, and instead takes a broad approach. After evaluating the two policies, we suggest bringing the Library policy into conformity with the City policy. A proposed draft introduces budget amendments, responsible parties and the process for adjusting and amending the budget. Comparable to the City policy, it takes a broad approach. Because the Library is not as large or complex an organization as the City, its policy is more compact. Recommendation Consider revising Policy FB to conform with the City's analogous and recently updated policy. 1 ORIGINAL Policy Name Budget Preparation and Adjustments Code FB1 Date Approved 2121/05 Date Revised 2/14/08(D) 1. PURPOSE: The purpose of this policy and procedure is to identify the policy and responsibilities for budget preparation. 2. POLICY The Library staff will create, as much as is possible, a budget which will accurately account for the Library's operations for the coming fiscal year. Managers are responsible for all aspects of their budgets and for adhering to all deadlines set forth in the process. All Managers are responsible for staying within their adopted budget(s). A budget adjustment is a change in the authorized budget, either revenue or expense. A budget adjustment transfers a specific dollar amount from one line item, or specific item within a line item, to another, thereby decreasing one budget and increasing another. Since it is a change in allocated funds, great care must be taken and only changes for good reason will be accepted. 3. TYPES OF BUDGET ADJUSTMENTS: There are basically three (3) types of budget adjustments. These are: a. Adjustments of over $10,000; b. Adjustments of $1,001 to $10,000; and c. Adjustments of $0 to $1,000 in the same account classification 4. RESPONSIBILITIES AND PROCEDURES — TYPE A: Budget adjustments of over $10,001 must be approved by the Board of Trustees. It is the responsibility of the Director of Administrative Services to prepare a budget adjustment whenever required. The adjustment is presented to the Executive Director as an agenda item. It is the responsibility of the Executive Director to place the adjustment on the next agenda of the Library to Board of Trustees and advise the Board of any consequences. 5. RESPONSIBILITIES AND PROCEDURES — TYPE B: Budget adjustments of $1,001 to $10,000 may be authorized by the Executive Director. This type of adjustment may be initiated by a Manager or by the Director of Administrative Services. It is the responsibility of the Director of Administrative Services to prepare the budget adjustment whenever required. 6. RESPONSIBILITIES AND PROCEDURES —TYPE C: Budget adjustments of $1,000 or less within a department may be authorized by the Director of Administrative Services. This type of adjustment may be initiated by a Manager or the Director of Administrative Services. It is the responsibility of the Director of Administrative Services to prepare the budget adjustment whenever required. 7. PREPARATION OF THE BUDGET ADJUSTMENT: Implementation of the budget adjustment will provide the following: 1. Documentation for all revisions to the approved budget 2. Documentation of proper approval and authorization by the Manager and the Board of Trustees as required PROPOSED Code FB Date Approved 2/21/05 Date Revised 2/14/08(D); 6/20/11 Policy Name Budget Preparation, Adjustments and Amendments PURPOSE: This policy and procedure defines and standardizes the responsibilities for budget preparation and budget adjustments. 1. The Library staff will create, as much as is possible, a budget which will accurately account for the Library's operations for the coming fiscal year. Managers are responsible for all aspects of their departmental and program budgets and for adhering to all deadlines set forth in the process. 2. DEFINITIONS a. A Budget Adjustment is a change in the authorized budget expense line. A budget adjustment transfers a specific dollar amount from one line item,; or specific item within a line item, to another. b. A Budget Amendment is an increase in overall revenues and an increase in total expenditure amount. 3. All Directors, Managers, and Team Leaders are responsible for staying within their adopted budget(s) as allocated by the Executive Director. Neither the Office Manager nor Director of Administrative Services will process payments or purchase orders, which will cause a program to be over the annual budget amount. Requested adjustments to an operational program must be submitted to the ED with sufficient justification for the need. All adjustments need to be processed prior to an overage occurring. 4. RESPONSIBILITIES AND PROCEDURES a. Budget Amendments recognize revenue and/or donations and will require approval by the Board of Directors as well as the Dept. Manager, Director of Library Services, Director of Administrative Services and Executive Director. b. Budget Adjustments between expense line items will be made with the approvals of the Director of Library Services, Director of Administrative Services and Executive Director. 5. PREPARATION OF THE BUDGET ADJUSTMENT AND/OR AMENDMENT: Implementation of the budget adjustment will provide the following: a. Documentation for all revisions to the approved budget. b. Documentation of proper approval and authorization by the Dept. Manager, Director of Library Services, Director of Administrative Services and Executive Director and the Board of Trustees as required. c. The Director of Administrative Services shall have the authority to make the final determination as to which type of adjustment is necessary. FAYETTEVILLE PUBLIC LIBRARY Board of Trustees Projected 2011 Meeting Agendas Monday, February 21, 2011 1. 2011 Objectives 2. Teen library remodel update 3. Budget adjustments 4. Executive Session: Work on Executive Director's performance evaluation Monday, April 18, 2011 1. Swearing in of new trustee 2. Appointment of Nominating Committee 3. Teen library remodel update 4. Staff presentation: Universal Class: L. Speer Monday, June 20, 2011 1. Officer elections 2. Audit report 3. Staff presentation: Youth Services: L. Greenwood Monday, August 15, 2011 1. 2012 budget 2. Staff presentation Monday, October 17, 2011 1. 2012 budget 2. 2012 closed day schedule 3. Staff presentation Monday, December 19, 2011 1. 2012 budget 2. 2012 fee schedule (if needed) 3. Staff presentation 4. Executive Session: Work on Executive Director's coaching document Arkansas Library Association 2011 Annual Conference Centennial Celebration 100 Years" •4‘. rk;,,,4" ft, •4- 4. Come Cerebrate th 7 of raries11 With Us ArLA Centennial Celebration Conference "Must See" Events and Sessions Pre -Conference Roundtable Meetings: Library Trustee Orientation Youth Services Saturday Centennial Celebration Dinner @ Cajun's Wharf Saturday, September 24, 2011 Honoring 100 years' of "Past Presidents" Guest Speaker - Barbara Stripling, Director of Library Services for New York City's Department of Education Unshelved - Graphic Novels Featuring Bill. Barnes & Gene Ambaum Sunday &z Monday Grand Opening of Exhibits Sunday Reception at 3:00 p.m. Highlighted. Programs Sunday, September 25th: "Talk with Molly Raphael - ALA President Your Library...Everywhere You Are - Benjamin Bizzle Dolly Parton Imagination Library - Pam Hunsaker Connecting Kids to the Past Through Historical Fiction - Anna Myers Basket Auction Sunday & Monday Monday, September 26th: Lighting a Fire in. Your "Friends Group" - Craig Tappe Stop Walking on Eggshells; Stand Up! Speak Up Sunny Side Up - Lauren Burnett Battle of the Books - Lennie Hurst Preparing a Successful Portfolio for Library Support Staff - Nancy Bolt . Library Graduate School Online - "Current & Recent Library Students" Questions to Ask when Selecting a Digital Library System - Bill Walker ArLA 2011 Awards Luncheon - Introducing "I Love Libraries" Videos Tuesday, September 27th: Library Support Staff Certification - Nancy Bolt Young Library Professional Meet and Greet - Ashley Parker Libraries at the Front Lines of Workforce Recovery - Zola Maddison Traveler Databases - Sally Hawkes `I Love Libraries" Luncheon Video Winners Announced Tuesday Arkansas Library Association Annual Conference Celebrating loo Years( September - 27, 2011 Peabody Hotel 4' Little ROCK Convention Center #3 statehouse plaza, LittleRoock, AR 72201 Come Celebrate "The Joy of Libraries" With Us Name (for Badges) Library: Preferred Mailing Address: City: State& Zip: Work Phone: E -Mail Ck. IF First Time Attendee: REGISTRATION OPTIONS: ArLA Member Non -Member Total ALL INCLUSIVE Registration $200 (Includes registration & conference meal events ONLY) Special Student Rate (Includes registration & conference meal events ONLY) $ 35 $275 One Day Registration: (Circle one) —> Sun Mon Tue Early due by Sept. 10 $100 (member) $150 (non-member) On site $175 Centennial Dinner - Cajuns Wharf, Little Rock $ 35 Saturday, September 24, 2011 GRAND TOTAL Enclosed Special dietary needs: ADA assistance : Student is defined as a full-time college or university student; ora student enrolled in a Library Master's Degree Program. Make Checks Payable to: Arkansas Library Association PO Box 958 Benton, AR 72018 Circle Payment Type: Fax: 501-776-9709 E -Mail: arlib2@sbcglobal.net Master Card Credit Card Number: Exp. Date: CC Zip Code: Signature: Check Visa Conference information and registration forms can also be found on our website, http://www.arlib.org In order to qualify for the early bird rate, you must have your registration in the office by: September 9, 2011. Peabody Hotel reservation cut off date is: September 3, 2011. Please make your reservation ASAP. Call (800) 732-2639 or go to www:peabodylittlerock.com. $129.00 Single/Double Mention: Arkansas Library Association Questions, call or e-mail: 501-860-7585 arlib2@sbcglobal.net vvvw nvicte hi ologies,com (888)606-7600 © CIVICTechnologies Confidential. 3 BRA Y ®ECIS1,.4.JN SnapShot Mission Statement (draft) We inspire imagination and foster learning. Introduction The study area is the City of Fayetteville. Key issues facing the library include stretching its budget in an environment of decreased funding; increasing usage; and making people aware of the relevant resources offered by the library. With the information contained in this report, the library will be able to identify the range of market segments present in Fayetteville, and begin to decide which ones to focus on and what services to offer them. The information contained in this report should help the library, in concert with other data and studies, to subsequently develop a marketing campaign, prioritize actions to pursue, consider election support for dedicated funding sources, and consider how to best reach existing and prospective customers (for example, through a branch, bookmobile, or digital collections). The following maps provide a contextual overview of the city and library location: > Map 1: City of Fayetteville > Map 2: Library Location Detail Market Profile Summary Market Profile data are provided by BusinessDecision. > Population Change, Figure 1 Between 2000 and 2015 the city's population is forecast to grow by 27.1 percent, an increase of 21,568 people from 58,047 people to 79,615 people. Going forward, between 2010 and 2015, the city is forecast to grow at a much slower pace of 6.3 percent, an increase of 5,002 people from 74,613 people to 79,615 people. > Household Change, Figure 2 Reflecting population growth, households are forecast to grow by 27.3 percent or 8,197 households from 23,798 households in 2000 to 32,715 households in 2015. The current year estimate is 30,563 households up 22.1 percent from Census 2000. > Home Ownership, Figure 3 Fayetteville has an unusual home ownership ratio. Owner -occupied housing is extraordinarily low: fewer than four in ten homes are owner - occupied (39.5 percent). Between 2000 and 2015 owner -occupied housing rates have remained flat while vacancy rates have nearly doubled from 6.6 percent in 2000 to 12.6 percent in 2010. The decreasing population and household growth rates, combined with the higher vacancy rate will damper new apartment construction. In 2000 there were 25,467 housing units. By 2015, there is a projected 50 percent increase of 12,665 units to 38,132 units. > Household Income, Figure 4 By 2015, in projected inflation adjusted dollars and accounting for the current recession through December 2009, Fayetteville is forecast to be somewhat more affluent especially in the income range between $50,000 and $149,999. There will be fewer households with incomes below 4