HomeMy WebLinkAbout2015-10-26 - Agendas - FinalFAYETTEVILLE PUBLIC LIBRARY
Board of Trustees
October 26, 2015 4 pm
(Meeting rescheduled from usual 3rd Monday of the month)
AGENDA
Regular Meeting Ann Henry Board Room
Brenda Boudreaux, President
Hershey Garner, Vice -President
Maylon Rice, Treasurer
We inspire imagination and foster learning.
Janine Parry, Secretary
Kim Agee
Suzanne Clark
I. Call to order
11. Minutes
A. Approval of minutes
1. August 17, 2015 regular meeting — page 2-3
B. Signed minutes
1. June 15, 2015 regular meeting — page 4-5
111. Reports
A. Management reports
1. Key upcoming events — page 6
2. August -September 2015 Strategic Plan progress — page 7-8
3. September 2015 Performance Measures — page 9
B. Financial reports
1. Balance Sheet as of September 30, 2015 — to be distributed
2. Budget to Actual as of September 30, 2015 — to be distributed
IV. Information Items:
A. Foundation update
B. RFS event
C. Erik Larson event
D. 100 year anniversary event
E. Recommendations of the Millage Exploratory Committee — page 10-11
F. Draft budget
1. Transmittal document — page 12-22
2. Minutes of Board Finance Committee Meeting — page 23
3. Revenue Changes from 2015 to 2016 — page 24
4. Expense Reductions 2013-2016 — page 25
5. Draft 2016 budget document — page 26-38
V. Action items
A. Proposed revision to Policy JF: Fee Schedule — page 39-41
B. Proposed Revision to Leave Donation Bank — page 42
C. Proposed Revision to Policy PA12: Paid Time Off — page 43-44
D. Allocation of 6.4% health insurance increase
E. Resolve tabled motion made April 20, 2015 — page 45 46
VI. Press
VII. Adjourn
Susan Graham
FAYETTEVILLE PUBLIC LIBRARY
Board of Trustees
August 17, 2015 4 pm
MINUTES
Regular Meeting Ann Henry Board Room
Trustees present: K. Agee, B. Boudreau, 5. Clark, H. Garner, S. Graham, J. Parry, and M. Rice
Staff: D. Johnson, S. Davis, S. Foley, S. Daniel, B. Holt, S. Palmer, L. Mandell, L. Greenwood, and G. Allen
Press: D. Holtmeyer
Others: V. Chadick
I. Call to order: President B. Boudreaux called the meeting to order at 3:58 pm.
II. Minutes:
A. Approval of minutes: H. Garner moved to approve the minutes of June 15, 2015 modified to correct D.
Hoitmeyer's press association. M. Rice seconded. All voted AYE.
III. Reports:
A. Management reports
1. Key upcoming events: D. Johnson noted the growth of the Roots Festival. A professionally led ACT prep
course for grades 6-12 will take place September 17. True Lit, with a variety of authors including Zadie
Smith and Lois Lowery, runs October 1-8.
2. June -July 2015 Strategic Plan progress: Summer Reading Club, just concluded, dominated
programming over the past two months. Staff responded to over 240 patron requests for books, perhaps
the result of reduced collection choices due to budget reductions. Books and Bites, sponsored by First
Security Bank, was a huge success. D. Johnson drew attention to FPL's quality programming and the
associated marketing effort.
3. July 2015 performance measures: While overall circulation is experiencing a slow, down -ward trend,
checkouts of digital materials are soaring. New card registrations, cardholders, and visits are all up due, in
large measure, to the success of summer reading. Because Story Time attendance has grown, the program
had to move to the Walker Meeting Room. The study rooms are heavily used. M. Burdette has established
a successful volunteer program. Computer sessions are flat probably because many people bring their own
devices. Wireless usage is up.
4. 2nd quarter City Report: Staff are reviewing options to market the collection, particularly when people
are in the building for programming events.
B. Financial reports
1. Balance sheet as of July 31, 2015: not available
2. Budget to actual as of July 31, 2015: S. Davis noted revenues are about $50,000 below YTD budget due
primarily to timing. The library materials line is under budget about $20,000, but will catch up in the second
half of the year. Personnel Services and Facilities show a surplus. Youth and Outreach, though close to
budget, will end the year within budget. YTD Administration Office Supplies is over budget for the year and
the Travel and Training budget is largely depleted. Investment returns for the various reserves (Long -Term,
Facilities, Furniture and Equipment, and Technology) reflect the volatility of the market with no net gain.
IV. Informational:
A. Summer Reading Club: L. Greenwood presented statistics on both program attendance and SRC participation.
Overall attendance has soared 1200% since 1998. Staff is working to improve teen attendance and rolled out all new
programming this summer. Adult program attendance is up significantly over 2014. Participation in the Summer
Reading Club has varied over the years and was down 10% from 2014.
B. Update on City Hospital purchase: The Stone Family's appeal is working its way through the appellate system, a
process that could take 12-18 months. J. Butt has reached out to the family to discuss a possible resolution, but has
no news to report.
C. Impact of Fair Labor Standards on FPL: The Department of Labor is proposing to change the minimum salary an
exempt employee must be paid. Currently, the minimum is $23,660 which would increase to $50,440 if the
proposed regulations take effect. There are a couple options. One is to return to a time clock system where all staff
2
punch, and over -time is held to a minimum. The city of Fayetteville has required all staff to clock for a number of
years. Another option is to shift job pay so that employees currently exempt would continue to be exempt. The
Johanson firm is advising the library. Of 32 job descriptions, 21 job titles are currently exempt. This FLSA proposal
impacts approximately 11 of the 21 job titles currently listed as exempt.
D. Concepts for expanding FPL on Blair footprint: Because expansion on the City Hospital site may never happen,
Jeffrey Scherer will develop concept drawings for expanding on the current site and explore the implications for
branches. This information will be available when the millage exploratory committee meets.
E. Funding a Capital Campaign: At its last meeting, the Foundation approved funding, when the timing is right, for
a 24 month campaign for an 80,000 sq. ft. expansion.
F. Benefits cost increase: Gallagher Benefits presented the city with a 6.4% increase. Because FPL staff are
combined with the City's for purposes of rate determination, FPL's increase will likely be the same. The City plans to
split the increase with city and staff each paying half. FPL Staff will have a recommendation for the board in
October.
G. 2016 budget timeline: Staff are writing departmental narratives consisting of an explanation of what they do,
the constraints they face, and opportunities for the future. Departmental requests are due the accounting office on
September 21 to develop a proposed budget for presentation to the board at its October meeting. The Board's
Finance Committee will meet Thursday, October 15th — time and place TBD.
H. Staff in-service date: The library calendar includes a closed day for in-service training. This year's date is
November 13. Departments will have half the day for their projects; the remainder will be used for library wide
training on safety and human resources.
I. Millage exploratory committee meeting to be rescheduled: Before setting a new date, staff wants an estimate
of the amount of money that will flow to the library after the reappraisal of Washington County real estate. This
should be available by September 8. As well, the mayor's budget is being presented on September 8. S. Davis will
research why the increasing sales tax revenue has not resulted in additional money to the library. Committee
members are Brenda Boudreaux, Jack Butt, Hershey Garner, Ann Rosso, Kim Agee and Don Marr.
V. Action
A. Ratification of new Foundation Board member Teresa Cornett: M. Rice moved to confirm Teresa Cornett as a
member of the Foundation Board of Directors for a 3 year term beginning August 1, 2015 and to formally thank
outgoing Foundation Board Treasurer/Secretary B. Gearhart for his service to the library via a letter from the
Library Board signed by the President. S. Clark seconded. All voted AYE. Motion carried.
B. Proposed revision of policy LM: Loan Period: S. Clark moved to approve; M. Rice seconded. All voted AYE.
Motion carried.
C. Proposed revision of fee schedule: The proposal, intended to implement the Long -Term Revenue Committee's
recommendation for increasing revenue, would tie the nonresident library card fee to a formula based on what
Fayetteville residents pay in taxes for library services. In other words, an Elkins resident would pay what city of
Fayetteville residents pay. M. Rice moved to postpone a vote on the fee schedule until staff determines what the
new nonresident fee will be. J. Parry seconded. All voted AYE. Motion carried.
D. Contract extension with Washington Regional on City Hospital parking lot: The contract in force gave FPL the
right to use the parking lot through end of Summer Reading Club. The Library's insurance policy, taken out to pay
the $1 million deductible on Washington Regional's insurance, runs through the end of June 2016. FPL would like to
continue use of the parking lot through that date. M. Rice moved to empower staff to sign a contract extension
should Washington Regional agree. S. Clark seconded. All voted AYE. Motion carried. The tent will be taken
down for the winter.
VI. Public Comment: None
VII. Adjournment: M. Rice moved to adjourn; J. Parry seconded. All voted AYE. Motion carried. Meeting adjourned at
5:01 p.m.
Janine Parry, Secretary Date
3
FAYETTEVILLE PUBLIC LIBRARY
Board of Trustees
June 15, 2015 4 pm
MINUTES
Regular Meeting Ann Henry Board Room
Trustees present: K. Agee, B. Boudreau, S. Clark, H. Garner, S. Graham, J. Parry, and M. Rice
Staff: G. Allen, M. Burdette, S. Daniel, S. Davis, W. Fitzgibbon, S. Foley, B. Holt, S. Houk, D. Johnson, A. Low, C. Moody, 5.
Palmer, H. Robideaux, S. Walker, L. Yandell
Others: V. Chadick
Press: Dan Holtmeyer
I. Call to order: President K. Agee called the meeting to order at 4 pm.
11. Minutes:
A. Approval of minutes: M. Rice moved to approve the minutes of April 20, 2015 and May 19, 2015. B. Boudreau
seconded. All voted AYE.
111. Report of Nominating Committee: M. Rice moved to approve the Nominating Committee's nominees as follows: B.
Boudreau as president, H. Garner as Vice -President, M. Rice as treasurer, and J. Parry as secretary. S. Graham seconded.
All voted AVE. Meeting continued with new officers. 13. Boudreau designated S. Graham as Friends' liaison, K. Agee as
Foundation liaison, and 8. Boudreau and M. Rice as members of the Finance Committee.
IV. Reports
A. Management reports
1. Key upcoming events: Upcoming events include journalist Roy Reed speaking about the events of
Bloody Sunday in 1965 when civil rights marchers were beaten on the Edmund Pettus Bridge. Scarlet Lewis,
mother of slain Sandy Hook student Jesse Lewis, will speak on her Choose Love Foundation. The Summer
Reading Club concludes August 1 with a performance by Trout Fishing in America.
2. April -May 2015 Strategic Plan progress: The Peter Coyote and Bob Woodward events were well
attended. The SRC kickoff drew 3500 and the Young Meteorologist Weather -Fest was popular. Study
rooms checked out 860 times during April -May. Adult Services negotiated a new periodicals contract with
financial savings. The volunteer program is growing 800 kids participated in the Kindergarten tours this
spring. Begun with a GIF grant last year, Books and Bites (a program to foster literacy and enhance food
security) will continue this year with support from First Security Bank. I -Cards were extended to upward
bound participants. Facilities work included balancing the fans and preventive maintenance on the air
conditioners. IT rolled out print release work stations to provide patron privacy when printing. The
marketing department reached 39,000 citizens by placing a flyer in the city water bill at no cost to FPL. The
Development Department continues to work on J. Blair's 80th birthday party. Updating the strategic plan
will begin after the budgeting cycle concludes.
3. May 2015 performance measures: not discussed.
B. Financial reports
1. Balance sheet as of April 30, 2015: not available
2. Budget to actual as of April 30, 2015: Millage revenue collection is behind last year's creating a cash
flow problem. Slower collection does not equate to reduced over-all income. Interest earnings are poor- a
total of $46 for the first quarter. All major expense categories are within budget. A transfer from long-term
reserve to the operating budget is scheduled to be made. While the LTR Committee recommended this
reserve be locked, the 2015 budget was approved with some of this reserve committed to programming.
Historically, the long-term reserve has been used as a supplemental cash flow to operating funds.
Managers have managed their budgets well. While a category may be over -spent, others are under spent.
V. Old business:
A. Vote on options to reduce costs/increase revenues: The Long -Term Revenue Committee did not support a
library card fee. M. Rice moved to correct the record to indicate this; K. Agee seconded. All voted AYE.
Scrivener's note: The Long -Term Revenue Committee also did not recommend a wage freeze. Record has been
corrected. After reviewing staff input on the impact of a "no tolerance" policy (all fines to be paid before further
4
check-outs), M. Rice moved the library not institute a no tolerance policy. H. Garner seconded. All voted AYE.
Noting some recommendations of the LTR committee are not policy issues, e.g., a possible millage, M. Rice moved
to adopt the LTR policy recommendations as amended by the board. H. Garner seconded. All voted AYE.
B. Tent acceptance: A tent, donated to FPL by the Rural Mountain Producers Exchange, Inc., must be formally
accepted by the Board for audit purposes. M. Rice moved to formally accept the tent; K. Agee seconded. All voted
AYE.
VI. New business
A. Artist -in -residence budget adjustment: M. Rice moved to approve the budget adjustment for the 2015 artist -
in -residence; J. Parry seconded. All voted AYE.
B. Resolution on bank signatories: M. Rice moved to approve board officers elected at this meeting as
signatories on all library accounts. .1. Parry seconded. All voted AYE. After discussion, M. Rice moved to revise his
motion and accept the staff recommendation for signatories as follows: Kim Agee, Suzanne Clark, Janine Parry and
Maylon Rice. Other board members to be added at their request. Any person not a current board member to be
removed as account signatory. J. Parry seconded. All voted AYE.
C. Developing public input for Long- Term Revenue Committee recommendations:
D. Exploratory group on possible millage increase: 8. Boudreau requested K. Agee and H. Garner serve on this
committee. Others to be invited include Jack Butt, Don Marr, Stephen Smith, and a person to be named later. Board
members to send additional suggestions to B. Boudreau and committee to report at board's August 17, 2015
meeting.
E. S. Graham distributed information on SWOT analysis (strengths, weaknesses, opportunities and threats) that
has been modified by the American Library Association for library use.
VII. Public Comment
VIII. Adjournment: H. Garner moved to adjourn; K. Agee seconded. All voted AYE. Meeting adjourned at 5:20 p.m.
weary Janine Par y, ecretary U
5
ate I�
FAYETTEVILLE PUBLIC LIBRARY
Key Upcoming Events
November & December 2015
Gathering of the Groups 2015
Friday, November 6 at 11:30am
FPL will host a gathering of Northwest Arkansas book clubs in conjunction with the University of Arkansas' One Book, One
Community Project, with the 2015 featured author, Warren St. John. Kyle Kellams, KUAF's Ozarks At Large producer, will
facilitated a discussion with St. John about his Outcasts United: An American Town, A Refugee Team.
Classes and Workshops
Try FPL Series
Third Wednesday of the Month at 6pm
November 11 — Knitting
December 9 — Beginning Drawing
Homebuyer Class with CCOA
Saturday, November 7 from 9am to 5pm
Credit Counseling of Arkansas (CCOA) will conduct the monthly Home Buyer Education Class, a pre -requisite to the down
payment assistance programs offered through the Arkansas Development Finance Authority.
Chinese Culture and Basic Mandarin
Tuesdays beginning November 3 at 6pm to 7:30pm
Tian "Katherine" Ran, a native of southwestern China will led a 10 week conversational Mandarin language and culture
class. Participants will learn about Chinese culture, customs, and Mandarin expressions and phrases.
Find It, Fund It: Introduction to Finding Funders
Wednesday, December 9 at 10am
Film Screening — The Caged Bird: The Life and Music of Florence B. Price
Tuesday, November 17 at 6pm
The story of Florence B. Price, a native Arkansan, who triumphed over prejudice and pre -conceptions to become the first
African-American woman to have her music performed by a major orchestra.
Kids & Family Events
Family Saturdays at 10:30 am
November 7 — Live Animals with Lynn Sciumbato
November 14 — Arts Live Theatre Showcase of Elf, Jr.
November 21 — Finding the Superhero Within — Come dressed as your favorite superhero!
Art of Illustration (Ages 4 & 5)
Fridays in November & December from 10:30 to 11:30 am
Develop a child's love of literature through pictures and explore some of the world's most celebrated illustrators in this fun
hands-on art workshop.
November 6 — Garth Williams — Action Lines of Charlotte's Web
November 20 — Sophie Blackall — The Power of Pattern
December 4 - Clement Hurd - Creating Mood through Color
December 18 - Fernando Juarez - Fantasy Landscapes
6
FAYETTEVtLLE PUBLIC LIBRARY
Strategic Plan Progress Report
August 2015 — September 2015
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
Hosted Roots Festival with Tales from the South, Ozarks at Large, and children's programming.
ii. Honored Hispanic Heritage Month: streamed Winthrop Rockefeller Institute Community Conversation
speaker Juan Gonzalez and NEH/ALA sponsored The New Latinos documentary film.
Provided essay writing class instructed by Tom Healy, chair of the Fulbright Foreign Scholarship Board.
iv. Partnered with Small Business Association, AARP, and SCORE to offer an ENCORE Entrepreneur
informational session featuring library business resources.
v. Provided free computer classes on resumes and online job searches.
vi. Taught 3 Nonprofit Resource Center classes: Funding Research, Starting a Nonprofit and Grant -writing.
vii. Hosted local authors Susan Culp, Andrea Fournet, JB Hogan, and Crow Johnson.
viii. Continued Try FPL classes with World Dancing and Fly Fishing.
ix. Continued 3 library book clubs featuring Harper Lee's Go Set a Watchman and Lois Lowry's The Giver.
x. Hosted the 2015 True Lit festival, with 8 days of events and 4,375 attendees.
xi. Resumed Baby Bookworms, Toddler Time and Preschool Storytime after a 2 week hiatus.
xii. Continued Lego Club, Homeschool Book Share, and Teen Advisory Board, and Saturday family events.
xiii. Concluded the Artist in Residency program which offered four week art camps for a variety of ages.
xiv. Resumed Homework Helpers, an after-school tutoring program.
b. Services
Proctored 7 tests and provided 32 detailed genealogy consultations.
ii. Study rooms checked out 692 times.
c. Quality
d. Relevance
Hosted National Literacy Day of Giving press conference in partnership with Ozark Literacy Council.
II. 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
Responded to over 252 patron requests for collection purchases.
ii. Continued developing print and eBook collections, and monitored holds lists and circulation trends.
Infused collection with spotlights on business, climate change, cost of college, privacy issues, and travel.
iv. Checked World Language Collection against a large German book donation.
b. Inspire learning/imagination
Evaluated Access Video, a streaming educational video resource.
Maintained over 30 monthly email reading recommendation newsletters.
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
Oriented three UA education classes to the children's collection for easier use for assignments.
b. Outreach partnerships.
Staffed an informational table at the final two First Thursdays on the Square.
Continued partnerships with Fayetteville Public Schools, Fayetteville Education Foundation, UA, Walton
Arts Center, Fayetteville Montessori, Head Start, Richardson Center, Barnes and Noble and Haas Hall.
Took flyers explaining the database cIrd to the Juvenile Detention Center.
iv. Hosted the Frisco, TX Public Library for a tour and Q&A.
v. Started new Words on Wheels senior reading program at Morningside Assisted Living.
vi. Staffed a booth at UA Razorbash.
vii. Resumed Reading Roadshow, Books for Borrowing and Letter of the Week programs.
viii. Continued Cat Tales at the animal shelter and resumed Sit, Stay, Readl at Fayetteville schools.
ix. Attended FPS Teacher Expo promoting FPL services and gathering I -Card feedback.
x. Attended FPS and New School professional meetings to provide information on I -Cards.
c. Virtual
Attended webinar with Bibliotheca to discuss upgrades to self -check units.
d. Physical
IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers.
a. Staff
Hired two new Pages, Lena Lee and Tyler Martindale
Met with Legal Aid of Arkansas to better understand services available to patrons seeking legal help.
b. Boards
Friends Bookstore hosted a one day flash sale - made $309.
c. Volunteers
Phi Mu sorority did a service project at FPL.
Provided volunteers for Roots Festival.
V. Facility: Our consumer -friendly, sustainable facility will be safe, accessible, clean and support the requirements for quality
programs, services and collections.
a. Maintenance
Cleaned carpet on level 400 by reference desk and demoed equipment for bathroom cleaning.
Prepared and tore down the Media wing for two large events drawing over 1500 people.
Installed a new CD/DVD cleaning system.
iv. Prepared items to surplus on govdeals.com
b. Technology
Prepped technology surplus for sale on govdeals.com
c. Safety/Security
Consulted with a security company concerning security for events; held fire drill.
Provided shooter and safety code training for reference and circulation staff.
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
Designed ads for True Lit in Dem Gazette, Citiscapes, The Idle Class, Peekaboo, and the UA Traveler.
Designed email marketing campaigns for True Lit to be distributed via FPS and UA.
Designed True Lit reception invitation for festival partners and sponsors.
iv. Designed 2015 I -Card artwork and Internet portal background.
v. Designed ad for new East Fayetteville magazine targeting Vandergriff and McNair neighborhoods.
b. Public awareness campaign
Designed insert for September water bills to encourage UA students to get a library card.
c. Operationalize brand
d. Website
Maintained and updated truelitfest.com for the 2015 True Lit Festival.
Established portal for New School and Haas Hall students to retrieve I -card accounts via FPL website.
Updated FPL homepage for easier access to databases and downloadable materials.
VII. Funding: As good stewards of the public trust, we will pursue diverse, sustainable funding.
a.
8
FPL Performance Report: September 2015
..._.. _
14 YTD 1 CHANGE I PROJ. 151
967,0771 -4.6%11,229,820'.,
0
10
_
(O+)
W
(O
N.
N
90,2411 9.0%1---- _
I
0
CO
N0)
cO
OJ
Vle
CO
S
CO
(O
O
291,8591 0.5%1 1-- 1
0
0)
C
N
O
CO
19,9551 -7.0%1 22,671
W
O
Oi
0
N
00
N-
r
CO
73,133] 13.1%1 1
_—..
O
N
(O
(O
co
o
O7
N
O0)
0)
r
O
CO
___
b
10
10
.-
o
1O
N
A
N
r
50,2901 14.1%1 76,537]
_r
(h
V
N
e0
0
O
00
r
'V'
O
N
t0
-4
r
0
r O
0) N
r r
V'
O r
N
Oi
85,490 22%] 111,4441_
50,426']] 1.7%1 68,3831_ __ 1
_
_
1,185,5961 -7.3%1 1,465,6451 _ 1
_-_
--
7,546 1 4.2%I 10,4821
197,643 1 6.5%] 280,6471
Computer sessions include Starr Island use this year
Library closed 3 days in Feburary and open reduced hours 1 day in February
Missing data under eFPL due to "technical hiccup" 1
1()
922,3651
437,064]
98338i
10
0)
co
CO
0)
V'
(y
N
10,0841
0
CO
1[)
N" r.
M
f`
82,695T
r.
10
f`
CO
CO
r
CO
0
<
N
N
CO
(0 1)
V' c0
N 0)
O
83,5831
r
CO
N
V'
CO
N cn
Oi
0
r
CO
M
IO
CO
V'
O
N
0
W
0
0
O
O
0
O
O
0
O
O
0
O
0
0
O
O
0
O
0
0
O
O
0
O
0
0
O
0
O
O
0
0
0
0 10 10 -
0 0
O O---
O O
0
O
O
0
_I
O
O
10
._I_.
O
0
0
p
0
CD
---
0
z
0
0
O
O
O
0
O
O
O
0.
W
Ul
CO
0
N
O)
0
CO
(")
CO
CO
r
co
0)
r
(O
CO
Cr)
0)
N
V
CO
O
r
r
O
N
r
(0
CO
N
CO
0)
0
n
V
r
r
M
O)
<6
N
N
V N
r 00))
O
r
CO
1(j
10
1n
N
O
r
M
O
0
N
0
N
i' some database access statistics are not available until after board packets are printed
0
4
0)
r
r
O
CO
N
n
0)
P.
O0
CO
0)
n
O)
N
n
N
vt
<
OC4
0
00
0
O
ti
n
O_
r
0)
V
0)
N-
O
N
00
P
(D
(O
1M
0)
10
0
O)
N
M
0
N
N CO
O)
0
r
(.....
CO
O
CI
O)
[D
1A
I'-
0)
N
r
r
0
CO
0
CO
n
CO
cvi
04
"Library closed 2 days in January and open reduced hours 3 days in January
Library closed 2 days in Marchi
JAN* I FEB I MAR 1 APR I MAY 1 JUN _ JUL 1
—1
Circulation _I 103,9141 95,855] 105,4331 92,903] 98,8451 114,830] 114,499
Physical] 90,4451 83,0801 92,0241 82,6271 88,8881 105,2641 104,123.1
Digital and FreegalI 13,4691 12 7751 13,409 10,2761 9,9571 9,5661 10,3761
1 1
Reference queries 6,592 6,1651 6,618; 6,5581 7,154 10,373 9,2951
Total Collection size ] 290,8731 291,537] 293,060 292,213' 292,910]294,0551 294,245
Digital Collection] 8715] 8,762 9,467.1 9,606] 9,676 9,8371 9,9221
1 Total Items added 1 1,734' 1,616. 2,6061 2,040 2,0661 22531 22271
__._
'New card registrations 1 1,0391 583; 589 5051 8151 9051 8231
___
'Cardholders 1 84,1641 77,404] 77,9431 78,7571 79,2761 80,1321 80,8961
_._
50,7061 46,4291 50,6081 54,8871 54,422] 60,117 59,2561
..-._
'Library programs ] 1131 1291 1341 1591 1341 1451 172
O
N
0)
CO 0)
10
O
vr
10
C.
CO
(O
N`.
(0
10
Cl.
rO
0)
00
N
1)
v2
N
_
'Meeting Room usage I 211 191 231 251 261 131 1311
C') r
N (NO
r
N n
N N
r
_.__ ___
O O 14i
N N
r
0 (C))
N Nr
r
co 0 (N+)
r
10 N
r O
r
O)
T 1D
N
0)
O
G_
O
L 7
N
N
c
to >
'Computer sessions 9,0431 8,483 8,7021 8,1961 8,1181. 10,8231 11,2811
N-
CO
tri
00
o]
u)
.._....
tY
1D
(0
1D
co
O)
10
10
V'
11)
r
(0
CO
N
C
w
a
S
•eFPL usage` 1124 9611 115,436 125,508] 120,0231 126 8601 125,575 133,4291
'Wireless Usage....
N
0
0
00
(00
CO
N.
0)
(OO
co
V'
00
O)
N.
U
O
r
Total Session Time] 23,0501 23,335!, 22,693 24,9581 22,290', 22,5411 25,2301
9
FAYETTEVII T F PUBLIC LIBRARY
Millage Exploratory Committee
September 22, 2015 5 pm
Ann Henry Board Room
MINUTES
Members present: K. Agee, B. Boudreau, Jack Butt, H. Garner, D. Marr, and A. Rosso
Members absent: J. Parry
Staff present: D. Johnson, L. Greenwood, S. Foley, S. Palmer, S. Davis, and S. Daniel
Press: Scarlet Sims, Dem Gazette
I. Call to order: B. Boudreaux called the meeting to order at 5:09 pm.
II. Appoint committee chair: B. Boudreaux nominated K. Agee as chair of the Millage Exploratory
Committee. H. Garner seconded. All voted AYE.
III. Historical Background:
A. D. Johnson noted FPL will be 100 years old in 2016. The first operating mill was passed in
1948 and the initial Master Plan was authorized in 1998. In 2000, a temporary sales tax was
approved to build Blair Library. Two years later, FPL pulled out of Ozarks Regional Library
System. In 2006, a vote to approve 2 mils to pay the operating expenses of Blair Library
failed by 218 votes. Library administration hoped growth in property tax revenues might meet
funding needs but the recession of 2007 precluded this. However, as sales tax revenues
improved, the city was able to increase its general fund transfer to the library.
The 1998 strategic plan included a reasonable population projection. However, projections for
library card holders and circulation were low. Card holders were anticipated to number 50% of
the population; today almost 85% hold a library card. Circulation was projected to be
680,000 in 2020; instead it will be almost 1.5 million. In 2009, architect Jeffrey Scherer
reevaluated FPL's situation and recommended more meeting room space and more space for
children. He also recommended a branch.
In 2012, the Board of Trustees commissioned an update to the 2030 Master Plan. A number
of public input sessions helped determine what the public wanted. Key needs identified:
80,000 more square feet
500-750 seat auditorium
Parking for at least 50 additional cars
Possible branch west of Hwy 49
Two options were presented: expand on City Hospital property at an estimated cost of $56
million or undertake a smaller expansion on Blair Library's footprint for an estimated cost of
$34-$47 million. These options do not include a branch.
FPL's 2015 budget is $4.123 million. It is composed of a city transfer of $1,677,400,
millage receipts of $1,342,000, internal transfers, a Foundation transfer, state aid, city
Capital Improvement Funds (CIF), and assorted smaller sources such as fines and fees. In
summary, the library's 1 mill provides $1.3 million from property tax receipts. The state's
constitution limits the library to a total of 5 mils for operating expenses.
The Long Term Revenue Committee's recommendation was to explore additional millage for
Blair Library. The goals of the Millage Exploratory Committee are to recommend:
10
1. What should be included in any requested millage increase, i.e., expansion funds,
operating funds, or both?
2. When should a special election be held?
Discussion:
FPL needs to expand, and operating revenue will be required for both Blair Library and an expansion.
Voters should be asked for everything in a single election and community involvement will be essential
to the success of this effort. However, because a final resolution of the City Hospital property could -
worst case - take up to 3 more years, the library cannot proceed with any expansion plans. Without
plans it cannot project a millage election date, much less community involvement based upon those
plans. A vote today would fail over fear and lack of information. Other considerations:
• Why build something bigger if the current building is short of funding?
• Because the city council is debating an additional mill, a library ask may be perceived
as piling on.
• Plan details and considerable time are needed to educate the public.
• There needs to be a well -communicated plan for the use of public money.
• There is a big difference between the operational cost of a 40,000 square foot
addition and an 80,000 square foot expansion.
• The library millage vote in 2006 failed because there was no clear plan for using the
money the city would save once the library had its own source of funds.
Millage Exploratory Committee recommendations:
1. Determine an election date only after City Hospital litigation concludes or FPL abandons its
interest in the property. At that point, factor in the time to develop plans, estimate cost, and
develop public input. In no case should an election be held prior to spring of 2017.
2. When the election is held, it should be a single election that asks voters to approve a millage
increase sufficient to operate Blair Library, build an expansion, and operate the expansion.
IV. Budget Forecast: not addressed
V. Long Term Revenue Committee Report: not addressed
VI. Election Calendar: not addressed
VII. Public Comment: no members of the public present
VIII. Adjourn: The committee adjourned at 6:25 pm.
Kim Agee, Chair
11
F'AYETTEVIT.T F PUBLIC LIBRARY
Memo
To: Fayetteville Public Library Board of Trustees
From: David Johnson, Executive Director
Date: October 21, 2015
Re: 2016 Budget
Introduction
The 2016 Fayetteville Public Library Annual Budget & Work Program is submitted for your
review, consideration and adoption.
Next year, 2016, is a pivotal year in the history of Fayetteville Public Library. However, 2016 is
not the first decisive year in our history. That distinction goes to 1916 when a few visionary
citizens set about to create a reading room for a growing frontier city that comprised a few city
blocks and was home to the state's land grant university. The next major move came in 1957
with the occupancy of the Fulbright Library on Dickson Street which served Fayetteville citizens
until October 2004 when Blair Library opened.
Our citizens have, over the past 100 years, grown to rely on the free access to Library materials
and programs of all types and formats. Library services continue to evolve as historical formats
to dispense written words migrate to new digital formats. The Library has been able to provide
engaging and stimulating materials and programming that address our patrons' interests and
needs. These materials and programs continue to evolve into more hands-on, experience -
based library services.
Fayetteville library patrons continue to "love" this Blair Library so much that additional space is
needed to accommodate their service demands. In 2012, the Library Board of Trustees
commissioned a Master Plan update to predict library needs in 2030. The update identified
an additional 80,000 square feet as necessary to accommodate a predicted city population of
u5,000. The most current population estimate is that Fayetteville has over 8o,000 residents.
FPL's card holders have grown from 60,71+ in 2005 when Blair Library was completed to
8o,8g6 as ofJuly 2015.
1
12
Blair Library is now eleven (11) years old and we are entering the replacement phase for
equipment & furnishings. With the increase in traffic, Blair Library is beginning to show the
wear that has occurred. Library resources - be they materials, program space, study rooms or
meeting rooms - are requiring closer monitoring than ever before. The stewardship of past
and current Trustees is paying off in that through 2015 FPL has had the resources needed to
replace equipment that wore out, ceased to be supported by the manufacturer or no longer met
the needs of our patrons.
Over the next few pages we will provide the Board with a listing of accomplishments during the
past twelve (12) months as well a work -plan for 2016. This work -plan is based on the
assumption that FPL services will be structured to attain equilibrium between quality library
services and the availability of resources and existing staff time. It should be noted that FPL has
the same headcount today that existed in 2004. with the opening of Blair Library.
While the focus of' 2016 budget is on Blair Library it is equally important that we as an
organization address the future population growth of the City of Fayetteville and position FPL
to provide its part of the cultural/educationaUentertainment resources needed for a growing
community.
To briefly recap our recent history: FPL had adequate resources to provide library services that
met or exceeded patron expectations until the recession that we experienced during 2008 to
2010 after which the local economy began to stabilize and grow. FPL showed operational
deficits for 2011 through 2013. The budgets for 2014 and 2015 were balanced by reducing
planned activities by over $300,000 for 2014. and more than $500,000 for 2015. The graph
on the next page provides an overview of the past few years.
• Page 2
13
FAYETTEVILLE PUBLIC LIBRARY, EXPENSES &
REVENUES 2005-2016
4500000
4000000
3500000
3000000 0,
r.n
in Ln
VIN
NN
2500000 I I
2000000 -
2005
°tin
o
0
op
2006
VILA
00
cad
el el
00
rim
N .r
MR
Na
00
N
rr
tel. lei
�0
M
OM
eto
etc,
Mm
O mo
O mm
M V1 00
00 N N
ID03N
^v
v
NN
O
NN
NN
00
PV
coco
N0
0o
00
00
el el
vv
2007 2008 2009 2010 2011 2012 2013 2014 2015 2016
■ Revenues ■ Expenses
The majority of budget cuts for 2015 were in a reduction of maintenance funding - $118,000;
reduction of book purchases - $84,500; elimination of raises for staff - $62,000; reduction
in IT budget for software and equipment - $27,400; and reduction in programming materials
- $1g,44o. The $84,500 in reduced book purchases is comprised of two (2) parts: print
materials - $77,500 and e -book consortium - $7,000. FPL has focused the library materials
discussion on the reduction in print materials only.
The book industry's shift from print books to e -books has resulted in higher cost for books, in
part, because library patrons have shown a preference for the e -book platforms. This shift
coupled with stagnant revenue and routine inflation has negatively impacted FPL's ability to
respond to patron needs. The table below lists the average cost paid for a print book compared
to the average cost of an e -book from 2012 through July 2015.
Year
Average
Print
Book
Cost
Average
E -book
Cost
2012
$14.26
$25.00
2013
$14.31
$25.00
2014
$14.40
$26.00
Through
July 2015
$14.42
$30.00
• Page 3
14
The following table compares print book circulation and e -book circulation for the same time
period (2005 and 2012 through July 2015).
Calendar
Year
FPL Circulation 2005
Circulation numbers
Physical
Digital and Freegal
Circulation % change
Physical
Digital and Freegal
Calendar
Year
Calendar
Year
2012 2013
830,693 1,205,206
Calendar
Year
2014
1,213,684 ! 1,214,747
Not applicable 55,035
rom prior year
15.7%; o.5%i
Not applicable 67.9%
101,910
125,438
0.7%1 0.1%
85.2%i 23.1%
Year -to -
Date
Through
July 2015
The table above compares full calendar years for 2005, 2012, 2013 and 2014. The Year -to -
Date through July 2015 compares circulations from January through July 2014 and 2015.
Through July 2015, FPL is experiencing a 5.1% decline in print book circulation and a 12.8%
increase in e -book circulation. E -book circulation has increased from 55,035 in 2012 to
125,438 in 2014. In order for FPL's collection to remain relevant to our patrons additional
resources are needed. Our library materials budget for 2015 is less than 2014.
An additional data point is building use as measured by program attendance from 2005
through July 2015. The following table illustrates patron usage of Blair Library
437,064',
79,828
-5.io%I
12.8%!
Year -to -
Calendar Calendar Calendar Calendar Date
Year Year Year Year Through
FPL Building Usage 2005 2012 2013 2014 July 2015
524,974 558,870 529,386 534,514 376,425
Visits
Library programs.._..__..... 898 1,646 1 467 1,772. 986
Attendees''; 40,024 67,509 70,930 72,225 50,120
We have set forth some key elements that have driven FPL's budget framework over the past few
years. As we examine the next few years we need to address complementary issues of providing
library services for our existing population while implementing plans to have the needed
facilities and materials to address library services for Fayetteville citizens thorough 2030.
These dual goals require that we address additional funding for current operations as well as
seek additional funding for the inevitable expansion with its associated capital and operating
cost increases.
• Page 4
15
2016 to 2017 Needs with the Forecast to 2023.
During the budget process for 2015, staff prepared a multi-year forecast of revenue &
expenditures that examined predicted resources and anticipated needs from 2015 through
2023. The chart on the following page depicts the minimum financial needs for FPL for 2016
and 2017 as well as a forecast to 2023. Following the chart is a strategy approved by the Board
which provides a framework for the annual budgets for the next few years. The Board
appointed a Long -Term Revenue Committee which ultimately determined that additional
taxpayer support is necessary to meet operational funding needs for FPL over the next eight to
ten (8 -Io) years. During the Legislative Session of 2015, the Arkansas General .Assembly
reduced State -Aid to Public Libraries by over $1.0 million. FPL's part of the reduction is over
$30,000. Expected future reductions in State Aid will further erode FPL's financial
resources. Future reductions are largely unknowable at this time.
Approximately $315,000 to $375,000 is needed annually to fund a dedicated investment
account restricted to the replacement of building furniture and equipment. This will ensure
that FPL has money available to pay for major repairs to the roof, conveyor system, and
elevators as well as the next network upgrade. Savings from the sale of the Fulbright building
paid for the 2015 replacement of the computer network. The next computer network upgrade
is scheduled for 2025. The conveyor or elevators could break tomorrow. Currently, FPL does
not have the annual revenue to save for the eventual equipment/facility repair/replacements.
The Board has set aside cash in a reserve account that could provide the funds — short term -
for replacement until voters are given an opportunity to determine a more lasting solution.
Long Term Revenue Committee Recommendations (LTRC)
• Use increased millage revenue from the 2015 reappraisal to shore up FPL's budget—
this is reflected in the following table in the amount of $63,000 for 2016.
The next three revenue items are incorporated into Other Revenue in the same table.
• Increase meeting room fees - $g,000 in additional revenue annually.
• Increase fines and fees - $ig,000 annually.
• Reinstate operating transfer from Foundation from Unrestricted Endowment —
approximately $50,000.
Two additional recommendations were made by the Long Term Revenue Committee that have
not been incorporated into the 2016 budget.
• Do not replace departing employees — projected saving of $50,000 annually. This
recommendation can only be implemented if an employee leaves that is not replaced.
FPL has not had any employees leave from a position that potentially lends itself to
remaining vacant.
• Charge for events — this item is under consideration by the FPL Board.
• Page 5
16
A final recommendation of the Long -Term Revenue Committee is to redirect the annual
transfer from Long -Term Reserves from Operations to Replacement of Equipment and
Facility Upgrades. Currently, the Long -Term Reserve has sufficient investments to meet this
need for three (3) years at which time the reserve will be gone. Based on Board adoption of the
recommendations by the Long Term Revenue Committee the 2016 budget added
approximately $46,000 in additional revenue that while based on careful analysis is best
described as "soft" revenue. We expect to have a better understanding of how solid these
additional revenues are by mid -year 2016.
The following table incorporates the recommendations made by the LTRC and provides an
overview of the additional revenue needs for the Blair Library. The additional revenue shown
below does not address additional staffing needed but not requested due to the revenue
shortfall. An additional $426,000 is needed for additional staff to meet patron needs.
• Page 6
17
Fayetteville Public Library . (.
Additional Revenue Needs Forecast 01
26 20I8 &,2023- MII ew h 2oi3-2014
PostMillage:.CommitteeRecommendation, Mugows&emzot5to2o
•Budget year 2015 2016 2017
Current Mil Rate Loo 1.00' I.o0
City of Fayetteville Transfers
Operations Transfer
Book Transfer
'Property Taxes
Property taxes - Reassessment Impact
Transfer from Foundation
Other Revenue (All Other Sources)
Total Revenue - Current Sources
Supplement from Savings
4.69%
2023
I.00i I.00.
1,677,400 5,677,400 5,677,400
406,000! 426,000 489,000
1,677,400
1,677,400
506,000: 600,000.
1,342, 000: 1, 342,000 1, 369,000 1, 396,000 1,541,000
0: 63,000 64,000: 65,000 70,000
119,1301 197,106. 201,000 205,000 225,000.
362,980', 395,192; 38o,000 38o,000: 380,000'.
3,307,510', 4,100,698: 4,180,400 4,229.400 4.493.400
158,000
Total Resources 4,065,510: 4,500,698 4,180,400.4,229,400: 4.493,400.
Annual Expenditures - Current Facilities 1,473902
Annual Expenditures - Personnel Services 2,591,381
'Annual Expenditures - Health Insurance Increase
E Book cost difference
Designated Reserves: Equipment and Facility Updates
1,490,998; 1,517,000: 1,544,000 1,834,000.
2,597,701 2,676,000 2,756,000 3,195,000
I2,000 12,000-. I2,000 12,000
174,000 128,000' 129,000; 133,000
315,700. 362,700 361,700 374,900
Total Revised Annual Expenditures 4,065,283
Additional Revenue Needs -.
4.590, 399' 4,695,700 4,802,700 5,548,900
Impact of Removing:
E Book cost difference compared to Hardback Books
Equipment and Facility Updates
227 (489,700) (515,300)< (573,300) (1,055,500):
174,000 128,000 129,000
315,700 362,700 361,700:
Total Value Removed 489,700: 490,700 490,700!,
Net Additional Revenue Needs
(o) `'(24,600); (82,600) (1,055.500):
In order to balance the 2016 budget staff cut approximately $195,000 from the departmental
budgets submitted. The table above indicates that additional cuts will have to be made to
balance 2017 and 2018.
• Page 7
18
Future Impacts of Budget Reductions Made in 2014 and 2015
Based on our City's history, FPL has a growing need for additional programming space as well
as library materials. Solving the additional space needs is a topic outside of the annual budget
process. This budget addresses some of the issues that could occur if operational funding
reductions are not reinstated and additional funding secured.
Library materials reductions made in 2015 are unlikely to be restored for a few years. We can
already see the beginning of the impact: checkouts of print books are edging down while e -
book circulation is growing rapidly from 55,000 checkouts in 2012 to over 125,000 in 2014.
We anticipate continued growth in the "e" platform. Electronic books cost at least twice as
much as print books and with all of our circulation growth occurring in e -books we are at risk
of having a stagnant collection with fewer check outs in future years a distinct probability.
Maintenance reductions mean FPL can no longer be maintained in "like" new condition and
the age of the building will become increasing apparent.
Reductions in IT funding for software and equipment will eventually impact the reliability of
the platforms by which we provide library services.
FPL, throughout its history, has been in a catch-up phase where library employees are
provided salary adjustments only to fall behind the following year(s). The Library conducted a
salary survey in 2013 that brought our pay -ranges up to our peer libraries. We did not have the
funds for a salary adjustment in 2015 so we are once again beginning to fall behind. This can
have a direct impact on employee morale and staff retention.
2016 Budget
The 2016 budget, as presented, is a balanced budget. Staff was essentially asked to prepare 2
budgets: one that maintains FPL as a "world class" library and another that would address
patron needs. To achieve a balanced budget for 2016, the "world class" budget was reduced by
$493,000 and the budget to meet patron needs was cut by almost $195,000. This is in
addition to the cuts in 2013, 2014 and 2015. While not all of the cuts are cumulative they do
have a compounding impact in that:
• The collection no longer has enough of the latest, most popular titles to meet patron
demand
• Programming quality and quantity begin to suffer
• The building is no longer maintained in "like new" condition
• IT infrastructure, upon which all library services rely, is no longer as reliable
• Staff is no longer empowered to deliver leading edge, state-of-the-art services due to
reductions in professional development.
The table on the following page lists the areas and amounts that have been cut from operational
budgets from 2013 through 2016.
• Page 8
19
Fayetteville Public Library
Expense Reductions 2013-2016
..._.. _._..
Expenditure Reductions to Balance Annual Budget
Reduce Program Supplies/Performances
Reduce Food & Catering for Events
Reduce Library Materials
Reduce Marketing & Community Relations
Reduce Personnel Services (various departments)
Reduce Administration/Marketing Supplies
Reduce Computer Software - Application
Reduce Public Notification
Reduce Postage
Reduce Utilities
Reduce Contract Services
Reduce Dropbox Pickup
Reduce Other Professional Services
Reduce Memberships
Reduce Training & Professional Develop
Reduce Bank Service Charges
Reduce Facility Maintenance & Services
Building
Furniture & Equipment
Landscape
Reduce Building Improvements
Reduce Broadband MiFi
Reduce Professional Engineering Services (Cisco certified)
Reduce Computer &Technological Equipment
2013 2014.
Budget Budget
19,675 60,156
2015
Budget
19,766
0 0 84,500
6,750 16,227 18,369
(8,000) 40.317 94,065
6,260 ` remained out
remained out
2,250 remained out
6,000 remained out
3,600
25,800
2,50o
8,000
768
45, 000
300
36,450
35,000
24,500
19,220
vendor asked
for increase
remained out
remained out
remained out
99,500
remained out
10,440
Proposed
2016
Budget
36,300
25,000
remained out
remained out
..............
26,744
remained out
remained out
remained out
remained out
adjusted to
actual 2015
15,000
vendor increased
price
..._. _._._._.
remained out
remained out ,.
43,135
8,050
10,745
5,000
remained out
5,280
7,000
12,400
Total Reductions for Operational Expenses
18,425
313,128
345,86o
194,654
Accom,lishments- o0 throu•h of
Each of these accomplishments was made possible by having an engaged staff that actively sought
out programs and projects that resonate with FPL patrons. It goes without saying that staff
retention is critical to an organization like ours. It also goes without saying that having the
resources to meet patron interests is equally important. Without adequate funding it is
unlikely that FPL can continue to be the jewel it has become over the past one hundred (loo)
years.
• Page 9
20
1 IIIA
sun 1 1 111
04 I bh, I bi
vimsionfidinimx 1 IJI 111111
Various graphic representations of selected performance measures (probably no more than 5)
checkouts, program participation, summer reading growth, building visits, patron wireless
network usage, etc.
1,400,000
1,200,000
1,000,000
800,000
600,000
400,000
200,000
80,000
70,000
60,000
50,000
40,000
30,000
20,000
10,000
0
0
Library Check Outs
2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015
Library Program Attendees
1
i'I'In
•� 1 1 1i 1 II I
11111
A� �� �I II II II �I 11
',111111111111
FIi1:ir:InFFFI1rIti
2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015
• Page 10
21
2016 Goals
• Identify strategies that will return checkout trends to an overall growth rate and
continue quality programming. However, this library may have reached its maximum
capacity for programming with our current resources of staff and space.
• Secure appropriate funding to ensure that library services continue f for the
foreseeable future and Fayetteville citizens continue to benefit from the ground work
done by past generations of library patrons and supporters.
• Identify a strategy to provide library services throughout the city and establish a
timeline for building branch libraries that are convenient to city residents.
• Have a 100 year celebration that focuses on the benefits FPL has brought to the
community.
• Continue to expand our outreach and grow our partnerships with other organizations
that provide complementary services (Fayetteville School District, St. Joseph's, New
School, Haas Hall, etc.).
• Expand on our relationship with local public and private schools, the Chamber of
Commerce and other high tech companies to provide support for the STEAM
initiatives they are spearheading.
• Page 11
22
Fayetteville Public Library
Finance Committee Regular Meeting
October 22, 2015 Project Room 10 am
Minutes
Prepared by 5. Daniel, Office Manager
Committee members present: B. Boudreaux
Committee members absent: M. Rice
Staff present: D. Johnson, 5. Davis and S. Daniel
Press: Dan Holtmeyer
The Finance Committee meeting began at 10:09 am.
Draft 2016 FPL Budget: S. Davis outlined the changes in revenue.
• Reduction in state aid
• Increase in restricted endowments, mostly the $2.2 million NEH endowment. The result of a matching grant,
one major gift is outstanding as well as the federal portion of the grant. When complete, the endowment will
generate about $70,000 annually for the library. This amount is,included in the 2016 budget.
• Property tax increase due to the recent county -wide reappraisal will increase millage revenue by 47,000.
• GIF grant of $30,000 half of which applies to second half of 2015, therest to the first half of 2016
• Anticipating a $25,000 grant for the SRC program
• Increased donations to FPL as people learn about the library's financial difficulties
Long Term Revenue Committee recommendations:
• Eliminate internal transfers from Long Term Reserve
• Reinstitute the transfer from the unrestricted fund
• Adjust meeting room rental rates, raise fines and fees, and charge for receptions
To balance budget the 2016 budget:
• Reduced programming budget by $36,000. This approach is to balance past cuts to the materials budget.
• Reduced the budget for providing food at programs by $25,000.This may impact program
attendance/satisfaction.
• Eliminated requestsfor additional staffing.
• Reduced request for improved landscaping services. (Request was for $35,000, but remains at $18,000).
Master Gardeners might be asked to augment work of professional landscapers.
• Reduced $75,000 request for. training to $35,000. IT requested Cisco certification to avoid the cost of hiring a
Cisco engineer when there is aproblem. (Cisco voids the warranty if uncertified people work on its equipment,
and FPL just spent $300,000 on an; upgrade). When a glitch earlier this year shut down everything attached to
theinetwork, FPL had tot hire an engineer. There is nothing in the budget should the same thing happen in
2016..r>,
• Removed'$10,000 from the furniture and equipment budget. This impacts maintenance of the high lift which
is critical to ongoing in-house maintenance.
• Cut $5000 requested to purchase plants and trees to replace those that have died. This request was to be the
first of a 3 -year, $5000/year plan to rehab the landscape.
• Removed MiFi broadband check-out devices and the $40/month/device for access fee. These are popular with
patrons and we're seeking a private donor.
At this point, all cuts hurt. Reducing personnel is a last resort as staffing levels determine the hours the library is open, and the
public would like increased hours. The balanced budget comes at a high cost in terms of service to patrons. Though we planned a
budget to remain world class, $493,000 was removed to balance the budget. Then staff was asked what they absolutely had to have
to serve patron needs. That budget was reduced $194,000. Further cutting will be required in 2017 - a pattern that cannot
continue. B. Boudreaux noted several numbers on the revenue side are soft in that they represent anticipated money. Some cost
numbers are also soft as unexpected events happen. The library learned just today that the state will discontinue funding one of the
databases The market dynamics of natural gas are unknown due to variation in the weather which creates supply and demand
pricing. At the Monday board meeting, managers will detail how these cuts affect their departments. There is a link between
performance measures and budget cuts; for example, circulation numbers are falling. Meeting concluded at 10:43.
23
Fayetteville Public library
Revenue Changes from 2015 to 2016
Changes in Revenue from 2015 to 2016
Reduction of State Aid
Increase in Restricted Endowment Transfers (Walker, Tyson, Anon & NEH)
Property Tax Millage Increase due to reappraisal
Grants - 2016 Portion of GIF Grant
Grant - Summer Reading
Donations to FPL
Various Revenue Line Item Changes
Long Term Revenue Committee Recommendations
Elimination of Internal Transfers
Reinstitute Unrestricted Capital Campaign Transfer
Meeting Room Rental
Fines & Overdues
Fees -Events
Total Change in Revenues
24
Proposed
2016
Budget
($35,460)
27,809
63, 000
15,000
25,000
5,000
(3,668)
(158,000)
50,737
9,090
26,680
IO,000
$35,188
Fayetteville Public Library
Expense Reductions 2013-2016
Expenditure Reductions to Balance Annual Budget
Reduce Program Supplies/Performances
Reduce Food & Catering for Events
Reduce Library Materials
Reduce Marketing & Community Relations
Reduce Personnel Services (various departments)
Reduce Administration/Marketing Supplies
Reduce Computer Software - Application
Reduce Public Notification
Reduce Postage
Reduce Utilities
Reduce Contract Services
Reduce Dropbox Pickup
Reduce Other Professional Services
Reduce Memberships
Reduce Training & Professional Develop
Reduce Bank Service Charges
Reduce Facility Maintenance & Services
Building
Furniture & Equipment
Landscape
Reduce Building Improvements
Reduce Broadband MiFi
Reduce Professional Engineering Services (Cisco certified)
Reduce Computer & Technological Equipment
Total Expenditure Budget Reductions to Balance Budget
on an Annual Basis
2013
Budget
2014
Budget
$19,675 $60,156
O
6,750
(8,000)
O
16,227
40,317
6,260
2,250
6,000
3,600
25,800
2,500
8,000
768
45,000
300
2015 Budget
$19,766
84,500
18,369
94,065
remained out
remained out
remained out
remained out
19,220
vendor asked
for increase
remained out
remained out
remained out
36,450 99,500
remained out
10,440
35,000
24,500
Proposed
2016
Budget
$36,300
25,000
remained out
remained out
26,744
remained out
remained out
remained out
remained out
adjusted to actual
2015
15,000
vendor increased
price
remained out
remained out
43,135
8,050
10,745
5,000
remained out
5,280
7,000
52,400
$18,425 $313,128
$345,860
$194,654
25
m
0
a
m ro
:71Z
U m
a
aBpm
v
00
LL N
13113
O
G m N N
N g N %
07 K W
0
v
y d m
o C C
0 co
N K W
co
N
0
0 U m
O O 111
M
O
i
9
0
o
9 C
a'-00
v a
W
O
N
a
o
0
m
N E ,
Q m
0
O)
c
N Ccs
co m9
N
Om
a
Q
10 - Library Operations
o o 0 0 0 0 0
aooO
M O 0
O
0000
a o o O
0 O 0
o r
0 0
0 0
00 N
'00 0
'-000 r0
01 O Oi
O
0000 0 0
o 0 0 O
V 6 6 O
0000 000
CO MO
a
6 O
0
cvr
CD
O
a
V
0
N
0
O
CO
0
rr
n
MCO
N
M
M o O
000
N- N 0
IN O N
0 V C
N O 0
MOO
000
NON
( O C C
O O
M
000
h N 0
NON
rr
0) 0 0
M O O
0- 't 0
h O
ra
000
000
aoo
r.:016
(Ma
000
000
a O O
0- N 0
,30
0
M
0
M
CO
ON)
6
of
0
6
V
of
0
N
0
O
P
M
0 0 0 0 0 0 0 0 0 o
000000
0 0 0 0 0 O a 0
ct
N^ (O N 0 N O
0000000
00 0 0 0 0 0 0 0 0
000000 0t0
N M M (O M 10 O
r r N
0 0 0 0 0 0 0 0 0 0
000000 000
000000 oao
r r N 6 N O
Cr(OO 04000) 0000
001'00,v!" --"LOM
• M CO -146
a V v
• N N
00 O O OO Ow N O O OO 0
O O N (o N M MM
`60CjM6 Ov
0 0 0 00 00 0 0 0 00 0
O 0 N 0 N M OM
060)040)0 O�
0
0
N
0
O
M
N
0
M
N
co
n
O
M
0
0
N
0
0 0 0 o 0 r o
0 0 o M r o
004 t0 0 O V
N'10
0 0 0 0 0 N O
000000
O O O M r O
6066d -ti
0 0 0 0 0 N 0
0 CD CD 0 CD
000 Mt) O
v) N N V t00 a
O (0M O N 0 0
000001 0
o N V M M O
M a r N l 0
h
N0)
0 00 0(00 00
0 N O r O
N 0160 a
0 00 '01000
00 N r O
6 (1 W V
0
O
(ri
N
O
M
N
tn
r
V
M
co
co
O
M
0
M
W
N
E
COm
0
c y
n
)i Kia
O
a
c
>,z, E
E W
W a
0 O 21'
y O 0,
O C v C N c
N U
-ihd
Y } } Z m C 1;5
Um c .%
NN Tr
�.�.9a0 N
aOLL LL
2.
Eo8000 F-lL0N00�
`-110vO6v iJO
0oUo'—(y
ANYUC>j NK i
vx aOO0wtiaaoeULyON
ON o 0 m0N v Nrn
LLNE p J
NNU
>OOv
0) cv c c c
C.
c O N z D. v 0) ).0N
NOO
ZCCm}m aooO 0•LLLLUNUNN a J
OOMJ
nm`mvvcccLL 000 vva JOiW;.o00EEE0
`o22```v,`w
OO -0"'YY o0 N0c N t
'68`2222ncccc Emmm vvovvvvvvv cccaEv 8 w 88 2
wil0000 0 O -E,000
ry 010 0 0 0 0 0 0 0 0 ;C c,00400000
00000 O O
,000 2)m999999999 0.09999999
0'- 6666 66 04 M N W E MMN LU OOONO000 000011-00 a N a 00(0 W rn
(vi 0aaaa as 0vav U •$‘144141 '4 av'YY �,Y Y`qO� 9'04y�44
Z W 6 6 6 6 O 6 8066 Z'2 6 6 6 6 6 6 6 o o E)-499,°°°99
v 00 (-29“
n 0 0 0 0 0 0 0 0 0 .Nv o o d o o o
00------,
C r ----
w.56666
0 O
gr (n J
u x 1
26
o o 0
O 0
O
r
0 0 0
0 0
O 0
r N
0 0 0
0 0
0 0
N
0 V o
0 0
0 0 0
tO
.O O) N
a N
N O
o 0 13
.5m
y O O O
O Or N
9
h C m V q
N 'C a
O 0 0
a
Q
10 - Library Operations
O
O
O
M
O
0
0
M
0
M
N
N
O
N
a_
i
0)
N O
N N
Q a 23
O G
v
c• ij 43 .2
c• a O a
o o
0 a O
c
-
0 • P 0 N
ca
c • a 0 0
• >
> 0 o O O
a w 0 O O
• 7 00I a) 0
0 vO)va
C N O O d
m y 0 0 0
To V
N
N
Total Revenue before Investment Earnings
000
O
N
0 0 0
O
N
0 0 0
N
X00
0 0 0
r 0 0
0i
0 0 O
r O 0
r 0 O
o
O
O
N
O
O
N
N
0
0
0
2 m
n n
J J
Z w m
a,n`_ na
O N
C v
ry O LL N
n LL w
• a
O • m 0 a
= Op N
y'19 c
o m
c c
1 1 0 0
0 2) 0 0
N N
0 v a >
p C c
c G O O• E O
O N w O M Q)
a W o o r
y
c Gd a av
a y 0 d 0
=
9 <7;
Q rg
03
0
t0
co
V•
00
0)
to
O
a
O
0 0 0 0
O O r 0
O N O 0'
0 0 0 0
0 0 r 0
0 CO 0 Cr
O O 0
00 O OO O O
0 o 0 0 0
O t0 (O CI
0 0
N
N
Y
0
N
0
27
N
La
0
Total Revenue
Oo Oo ON) 0 0 (r+) Or Oo Oo 0 0
0 0 v o 0 0 0 0 0 o v
N . CO ri M M ori
N
00 0 0 0 0 0 (0 00 0 0 0 0 (00
O O O O O N O O O O Cr
N. co
r cr-T.
Oth
N
0 0 0 0 0 0 0 0 0 0 0
0 0 0 0 0 N N- 0 0 W 0
0 0 0 0 O N 0 O 0 0 V
✓ 0 t0 07 r M M o
N
O
M
r)
0
CO
r)
0
M
N
O
O • a Et 76 a 0 0 01
Oo�
m a o o O 1,00.0.a
N
a.wwwQwLLQ U'
00 0 0 0 0 0 0 0 0 0
0 0 0 0 0 0 0 0 0 0 0
O th d N to No In h d th
0 co co r r r r co 0 N O) OI
N N NN N 04 N 04 04 N 04 N
H 'a4, N t0 0 N 0 10 t0 N t0 t0 L
a N N N N N N N N N N N
4?. 06006660600o
tc 0
0
Q �
n
0 0
0
d
O
W
26
a
0
N
Total Library Materials
10 - Library Operations
0) 0 0 0 OI 0 CO O N r<
N 0 0 0) r 0 W 0 CO
N N CO O r r O CO N
W D) (O M M
CO M N M V'
0 0 0 0 0) O CO O I n r V
NOohW0N ( c 09 CO
N
O co- ro c5 (5
N N M V'
0) 0 0 0 0) 0 0 0 O r V'
N 0 a 07 r 0 0 0 CO
NN OO. -rOMN
O O) CO M M
CO N CO V
0N. r V nM10000) 0
O r N O 0 r 0 r
C) C)N(O N N<6
M 0) < N M V
0) 0
0
V'0 O (O N 04 N
N CO r O) r r r N 0-
CD CCO N N.
V'
M
(0 O O O 01 CO 0 0 O N N
0) V ` CO O CO N r
N O 01 r r n N
C O 0) N 0-01
M r N M
O
co
0)
O
M
O
0-
o) 0)
coO
0)
O
r
16
O
0-
0)
o o 0O
rLO N-
O:
r h
oo
O O O
n N n
r r (0
o o W
(nr
rn to
ttr
0 CO 0
M V'
r a CO
O
O 10 O
(Ni M W
N 0
O O O
N M 0)
N O) O)
O O
O
0
0)
O
co
W
0
co
0)
(On
M
Lei0
0)
N
N:
N
0 0) 0 0 00
00
O 0 0
M O
co co
O NO O 0
CO 0 0
CO O
M N O
V O
o in m 0 0 0 00
CO0
r 0
M N O
O
Nco
0 0 0 0 0) N N O
N.
O In N M m O
r (O N V 0 (O
N r N r-
0
0 0 0 0 0 0 0
0 r 0 0
V N O
N Or -
0 0 0 0 0 N 0
M 0 V
V' 0 CO
( to:
o)
O
h
tO
0 -
Or) m
m
0 W N
0) W
U O
•L J N
o N 0
6
m QS
N
N
N
p 01
Y Z
v co
o y v v d N m
01 H N 0 LL v
N C C 0 cc W e cC d , 6 K
u m m E 06 c m M3 O) W NLL0
o 'c
co
`0 "
v 0 c=s 0~9 Na m 0v �j c° ,� (n 2 2«a
v� c A v v� � p a <6 < 2 N a 0° a � 0 (0 0)< a
j YO O N O)=) 0 N 0 () OI ova ro
cc m Q y J a J O N '0 C(0 O Vt_, .0 v O C C= O
ym vs xcvvvvv~ '' ° Emi- ag(nNEE5~
d y e> N t- E c c c c c m< m 0 (n 2 `� v m m A m
O 0' 0 co co co N N ^L
too `m v 0 .� a ._ D o n a , v v at_ v a v 9 c m m'a
V U m> �- (n u v 0 0 0 0 0 U O Q C U>> D O O N
y fg0aWu.K c c c c c y0aO va000v.a.0
N 000000000000 0 0 0 0 00000000
U 0 0 0 0 r M N N N N 0 0 0 U0) o V O N
N M N re;) Zn )O )On G In In IO G 08 hN N 0 ol 03 el el ol co co
O (-4 N
In In h N N U?
02 3 04 N N N N N N N N N N j N N N 5 N N N N N N N
�a0000000000o Pr 6 Qd000000
a -'
C 9
LL <
28
N
(0
0N)
M
(0
r
V
M
O
M
O
r
Total Adult & Reference Services
0 00 0
0
O 0 W- 3 O 3 04
N N 0 0 W t- N V r 0
COO N crN r i 3:N 0
0)
V 0 0 0 0 0 N 0 CO 0 t N
« 0 0 0 CO CO r r N ^ CO
0 IO 0 0 0 1- N d' 0
0> O N (NO O Nr N 0
0 0 00 M
N ad d 0
r K W
a
ta
0 0 0 0
0 0 0 0 04 r NA 13 W 0 0 ^ 0O
n LO 0 O I d) N- N C r CO
(O C) W 1- O Y)
0 N r N
M
3- 0 N C O COO N co O
h O N
At y IO CO 0 CO 0 CO N
M N n N N N N 0
CO
N 0 0) 0 rN C CO CO IO N N
0 CO A V 0 CO 0 0 31 00
C O M m W N
N N
0 N O C) 0 r N C 0 0 0 N 0
OI r CO CO C (0000310)
N C m r O Cl N N W IN
O w CO
N
O a
O
V
Q
10 - Library Operations
0)
O
0
C
N
tria
0
0
v
N
0
C
O
N
V
0 0 0 0
0 ^0
r
N r
0 0 0 0
O N
CO h A-
a
C N
0 0 0 0
0 0 0
CO h
?
0) 0 n N
N n 0
0 h
C)
0 0 0 0
W r (0 r
Iri
0 0 0 0
O' h r
CO r IO r
(6 C
0
n
O
C
A
0
a
h
0
N
C
0
0
O
0
O
C00
0
V
C
V 0 0
(0 N
0 C
Q)
C 0 0
0 0 Q
L5 00)
r0 C)
I00)N
C P.-
0
0 0 0
O
O
0 0 00
0)
O
O
O
ea
O
O
0
O
O
W
O
0
0
V
O
0
O
0
O
0
O
0
cd
r
N
N
O
0)
0
co
V
0
N
co
N N
N
N
U a m
kiL
(n m U 00
a0 M O
N (
CG N U N N
O OZis
O T m
N
@ a N
Q as 2 1 mU
oo M
,
N N
c O O m O_ O_ 6 O
al C C 0
m Emc m<m ,0 m cm
a) N
C y tN v` a &' E` w v 2 (ci
c v '5m CO 03 <00O oU mm oom 000'-12 m a'm
° m 2 N 2 2 J Q J S a a O W o 0 N Z 0 0 w 0
C G V p C ara ° N tool— M1 G m m 1 < i- N
'P N m m (Yi -- m c (m) c c U m m G c m N m p N
m vE>vOF-m m m m m m y m.`0c Si umvm R?
0 '(0 v co < ._ >>>>> p E :12) O 2 0$2 o 'a E
m> h w< 0 v c c 0 c 0 I'C m ._ m o CO 0
U ®03 -WD .a 00 o 0)0.00 0a
to r r N 0 0 0 r 0 r r 0
10r
O M U Dr I M I CD
7 �r� UOd Y D n ( 31 6
co C C n00000rC)NNNNO 0N0IO
NNNN 0)0)0) co
I(I 10 N N 100 to to 10 Y) 0) in 0) N IO IO N t0 IO IO IO
N N N N N N N N N N N N N N N Cil N N N N
000000000000 0000 000 6
29
0 0 0 0 0 N d' O) r N (D
F N M M n ` M
N 0 O 0 N V O
M V ^ O
N N
O O O O O M N O7 r< W
N O N a O Q r t0
V ^ O
M N
o0 000 0)00 r N.O
N O NO R Y) V 0
M a d O
M N
N O M M O 0 0 0 0 N 0 0
M O N W NOM n
0) 00(0-0100)
0 N 04(0-00)
N
O 0 Q 0 N Y) 0 n O N( 7
r NO M O M r 0 0
N f` MCOMM
y-
.5
y 00000-00r-0 V
OI Or r LO LC) N O M< M r W
103 N n M 0 0 M
N C CO r
E; 01 9
N C a
O 6
0
9
a
10 - Library Operations
c
a
0.
N
O
M
O
N
O
M
N
M
04
n
COcd
co
cocnN
000
00
000
M M O
O O O
O O O
M 0) O
M
000
00
000
C) 04(1 O
M
Mno
M M
000
M M O
t00 000 Or
O r
CONM
000
00, W
M
0
O
0
O
0
0)
0
co
V
0
O
0
0
V
0
a
0.
0.
O
M
0
N
it
C co
O
O T m
U 7-..-S
Q n O) a
N a o U_
m U 0 m m Z
C p
0 c .� a- U a
O u,a in g 'n c (n
O S's -.5 0~ Na mid
d EIS-', mai v=)� p *60
c c m 0. a U J Q _1 N a. d 0) F
N a a 5., 2 0 0 0 0 U U ..,12.(7).:
n
a v c ~ 0 N N m m m J
CD 0.
a 0 a O fn U y y) N N N y y t" a O
a a00d W u.K c c c c c a0E-U
c9000,00000000 20 0 0 0
a 2 o v •I-1- v 0) v v v ‘I. 2 c v c1
0 0 t C) NA 1p CJ Nh O.1t4.166 a O N C)
(0 0 0 0 0 r M N N N N 0 D O O M
V i 0 i 0 N t o 10 N A N D t NNW NN
0O
c a N N Net' N N N N N N c'',4 2 N N N
~000
80000000000
I-
30
M
2
0)
(0
N
N
N
M
h
N
Total Technical Services
0 0 0 0
00,0 0 0 n M
• N N O N r n
0 r O
N r N
co
00000 0M,) OM O r^ M
- N N_ M r N
O n O
co rNr
N
N
*000 0 00000
W O O N M
N N N 0 U) r n
O n r O
N r N r
N
CM>000N V OMO00
a Nn0
t0 NOM
M n N N r
N
N 0 0 0 N N N 0 (0 0 V
NM N r I -NM ONO)
c < W a
O N N
M
040 0 0 0 N N N 0 O 0 O
N 0 (0(0-0)0)01040)
M N rNNOONM
O o N N
0)
W
co
N
co
co
N
CV
O
O
M
co
M
0
0
co
M
O0)
M
C
O
OU
Q n
0 N raj,
v c O
m .m E
N a a N
'm0) c.c 0~
a 0
c oi. maa4).0
oom
rA TO- D N y, . J O
Yo.aam'(5 088 V 88
y 0 c E 0 _J a) m m 0 0 0
L(0 a> O (4) U 0 VI N N N N
a v u) O 0. W li. d' c c c c c
d= 0 0 0 0 0 0 0 0 0 0 0
O N NO 04 NON Nn NO M O
O c O N LIS
666
MN O N N
O L O O O 0 O r M N N N N 0 O
MI
..... N L°99999'9'"")
4
C}0d NJNNNN NN N
OooO0000000o
r
0 0 0
mm
00
N
000
Mr 0
M N
000
M M
M M
co
O M O
00) 0)
N
o o O
0 0)
N 0
000
OM
N N
a
0.
0 O
Ta. fan
q C
j
N c m W
a `a o
M co
<0
m c
0
o.c
g = cE 3
, Nv E
0.5
0E o 8
O a 8
O 1.9 N I(0)
00 O) 0
00,
.3.1.999
"
cY3 "
0 N N O
33010101
000