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Home My WebLink About2016-06-20 - Agendas - FinalFAYETTEVILLE PUBLIC LIBRARY Hershey Garner, President Janine Parry, Vice -President Susan Graham, Treasurer We inspire imagination and foster learning. Board of Trustees June 20, 2016 4 pm AGENDA Regular Meeting Ann Henry Board Room Susan Graham, Secretary Kim Agee Brenda Boudreaux Suzanne Clark I. Call to order II. Minutes A. Approval of minutes 1. April 18 and May 16, 2016 — page 2-4 B. Signed minutes 1. February 15, 2016 — page 5-6 I11. Reports A. Management reports 1. Key upcoming events — page 7 2. April 2016 -May 2016 Strategic Han progress — page 8-9 B. Performance Measures — page 10 C. Financial reports 1. Budget to Actual — to be distributed 2. Balance Sheet — to be distributed IV. Old business/information A. Library Expansion 1. Election commission decision 2. Update on City Hospital property 3. Public input sessions with Jeffrey Scherer 4. Update on Civic Millage Committee activities B. Staff Changes 1. Willow Fitzgibbon, Director of Library Services 2. Carlye Dennis, Manager of Volunteer & Outreach Services 3. Amy Nelson Lamont, Adult Services Librarian 4. Update on Director of Development position C. Resolution authorizing transfer of Development Department to the Foundation (may be delayed to future meeting) — page 11 V. New business/information A. 2015 Audit Report (if available) B. Roberta Fulbright Speaker: Ann Patchett, Friday, March 31, 2017 C. CNN filming of Jim Blair D. Summer Reading Kickoff E. Building improvements: bathroom remodel and front door replacement F. Tool lending library G. Partnership between FPL, Good Folks Production, and KUAF H. Appointment of Finance Committee: The Finance Committee will provide financial guidance and direction for the library and will review the report prepared by the annual external audit. It may conduct executive sessions with outside auditors, the Executive Director and the Finance Manager. VI. Public Comment VII. Adjournment FAYETTEVILLE PUBLIC LIBRARY Brenda Boudreaux, President Hershey Garner, Vice -President Maylon Rice, Treasurer Board of Trustees April 18, 2016 4 pm MINUTES Regular Meeting Ann Henry Board Room Janine Parry, Secretary Kim Agee Suzanne Clark Susan Graham Trustees present: B. Boudreaux, H. Garner, M. Rice, J. Parry, K. Agee, S. Clark, S. Graham Trustees absent: none Staff: C. Moody, G. Allen, L. Yandell, G. Jelinek, S. Houk, S. Palmer, L. Greenwood, C. Dennis Press: Dan Holtmeyer Others: Bo Bittle, Jeff Koenig, Vince Chadick We inspire imagination and foster learning. I. Call to order: B. Boudreaux called the meeting to order at 4:01 pm. II. Minutes A. Approval of minutes: H. Garner moved to approve the minutes of February 15, 2016; S. Clark seconded. All voted AYE. III. Reports A. Management reports 1. Key upcoming events: Author Erik Larson drew a crowd and the public responded well to FPL's first ticketed reception. In response to a request from the ALA, FPL is working with CCOA to offer financial classes for veterans. SRC kick-off is Saturday June 4"', and FPL's 100"' birthday is being celebrated this year. 2. February 2016 -March 2016 Strategic Plan progress: Like libraries across the country, FPL is struggling to meet the demands for programming. 3. Performance Measures: Check-outs have plateaued (a nationwide trend) as patrons find resources on-line and elsewhere. However, program attendance is continuing to increase. B. Financial reports 1. Budget to Actual as of February 2016: Total revenue for the first two months was budgeted at $424,000; $404,000 has been collected. Cash collections through the register will add $11,000 to the total. Expenses are also tracking well with $364,000 budgeted and $310,000 spent. Following the Long -Term Revenue Committee's recommendation, there are no plans to spend money from the Long Term Reserve Fund, currently $1 million. There are a number of planned projects, e.g., remodeling bathrooms for ADA compliance and replacing front door that will be paid from the Facilities Reserve. No expenditures are planned from the Furniture and Equipment Reserve. Typically, up to $100,000 is budgeted from the IT Reserve; however, due to our financial condition, the city increased its transfer from $35,000 to $100,000. The amount will fluctuate over the next 4-5 years and isn't a permanent infusion of funds. The 2015 audit is about 3 weeks behind schedule due to FPL's conversion to new accounting software. V. New business A. Introduce Jeff Koenig, leader of Civic Millage Committee: Mr. Koenig presented basic plans for a millage campaign this summer. FPL needs tax revenue and private donations to move forward. The proposed millage consists of two parts: capital funds for expansion and operating funds for the expansion as well as for Blair Library. Historically, it's been difficult to get voter approval for operating funds, so operating and capital funding will be combined on a single ballet. As the campaign progresses, Janine Parry will analyze the voter rolls for those most likely to vote. A concerted Facebook campaign combined with high visibility at the Farmers' Market — both used successfully in the last two elections — will be the focus of campaigning. Members of the Civic Millage Committee and the Library Board of Trustees will be requested to make phone calls reminding citizens to vote. Kim Agee will be the Board's representative on the Civic Millage Committee. The millage being discussed is 1.2% for capital bonds and 1.5% for operations for a total of 2.7 - at the most. The bonds will sunset, a provision essential to show good faith with the voters. Mr. Koenig is working with David Johnson to develop a single sheet of 10 facts and talking points for public education and discussion. The committee will also develop a slogan/catch phrase to be associated with the campaign. Jeff Scherer will provide visuals, and an endorsement ad will appear in the newspaper a week before the election. B. Decide Election Date/ Expansion Calendar: Resolution needed to initiate the process: Architect Jeffrey Scherer will be in Fayetteville from May 2-4 to meet with a variety of stakeholders. He will return in early July with completed visuals for the campaign. The ballot will include two questions: Do you want to expand? Do you want to operate both the expansion and the existing building? If a voter is for the first question, s/he must vote yes to the second question. H. Garner moved to adopt the resolution initiating the expansion process; M. Rice seconded. All voted AYE. C. Discuss board meeting more frequently during expansion phase: By consensus, trustees agreed to meet monthly on 31d Mondays, at least through the end of July. D. 2015 Preliminary Budget to Actual Report and Budget Roll-Forward Request: H. Garner moved to approve the staff roll-forward request; M. Rice seconded. All voted AYE. E. Approve MSR Change Order for Phase 2B: The rollover approved in item D above will pay for the change order. H. Garner moved to approve the MSR change order; M. Rice seconded. All voted AYE. F. Reaffirm FPL's intent to execute the existing contract with Washington Regional to purchase the City Hospital Property: H. Garner moved to acknowledge and reaffirm FPL's commitment to the contract with Washington Regional Medical Center to purchase the City Hospital property; S. Clark seconded. All voted AYE. G. Letter to Stone Family: A proposal was made to write the Stone Family explaining the money to be used for the purchase can only be used for a capital expenditure, clarifying the library's intent to honor the spirit of the Stone Family ancestors, and proposing that a part of the City Hospital property include a permanent honor to the Stone Family. Following discussion, it was decided that communicating with the family during litigation may not be advisable. The trustees may wish to write the family when, and if, the property is purchased by the library. H. Acknowledgement of Bequests & Planned Giving: H. Garner moved to approve the resolution of recognition and appreciation for a bequest from Oscar and Peg Leverenz; J. Parry seconded. All voted AYE. H. Garner moved to approve the resolution of recognition and appreciation for a bequest from Charles Russum; M. Rice seconded. All voted AYE. I. Correct PTO Policy: H. Garner moved to correct the PTO policy as recommended by staff; M. Rice seconded. All voted AYE. J. Appointment of Nominating Committee for Officers: B. Boudreaux and J. Parry will comprise the Nominating Committee to select officers for the next term beginning June 1, 2016. V. Public Comment VI. Explanation of legal proceedings: The Stone Family has appealed the ruling by the 3 judge panel of the Court of Appeals to the full Court. The full Court of Appeals may affirm the 3 judge panel or refuse to hear the appeal. At that point, the Supreme Court could decide to review the case which could lengthen the process considerably. The quickest resolution is full Appeals Court affirmation of the 3 judge determination and a refusal by the Supreme Courts to take up the case. VII. Adjournment: The meeting adjourned at 4:54 by consensus. Janine Parry, Secretary Date O FAYETTEVILLE PUBLIC LIBRARY Brenda Boudreaux, President Hershey Garner, Vice -President Maylon Rice, Treasurer Board of Trustees May 16, 2016 4 pm MINUTES Regular Meeting Ann Henry Board Room Janine Parry, Secretary Kim Agee Suzanne Clark Susan Graham Present: B. Boudreaux, J. Parry, S. Clark, H. Garner, S. Graham, M. Rice Absent: K. Agee Others: Jeff Koenig Staff: L. Yandell, S. Palmer, C. Dennis, S. Houk, W. Fitzgibbon, G. Jelinek We inspire imagination and foster learning. I. Call to order B. Boudreaux called the meeting to order at 4:00 11. Old business — Informational Purposes A. Update on City Hospital Property: The Supreme Court has not made a decision on the Stone case though one is imminent as it's unlikely the court would recess having not addressed the question. B. Update on Civic Millage Committee: J. Koenig reported almost 200 brochures were distributed at the recent Farmers' Market to a positive reception. Brochures will also be distributed at the Block Street Block Party. The Facebook campaign is well under way. The Civic Millage Committee's budget is about $20,000 (private money). Stephen Smith and George Shelton are helping with research that will focus the campaign's efforts. The City Council meets tomorrow night (Tuesday, May 17, 2016) and B. Boudreaux encouraged all to attend. c. Report of the Nominating Committee: The committee, comprised of B. Boudreaux and J. Parry, nominated H. Garner for President, J. Parry for Vice President, S. Graham for Treasurer, and M. Rice for Secretary for a one year term beginning June 20. S. Clark moved to approve the slate of officers; H. Garner seconded. All voted AYE. The President customarily serves as the Board of Trustees' delegate to the Foundation unless the President delegates this function to someone else. New officers will assume their duties at the June meeting. III. New Business—Action Required A. Approval to move the Director of Development position to the Foundation: Originally, this position was employed by the Foundation. A former Executive Director moved the position to the library. Staff will research the minutes as to whether this move has already been done. If the Development Director becomes the Foundation's employee, D. Johnson will remain as managing supervisor. The Foundation will rent office space, furniture and equipment for the Development Director. V. Chadick will craft the contract to be approved by the Board at its next meeting. IV. Adjournment: Meeting adjourned by consensus at 4:30 pm. Janine Parry, Secretary Date FAYETTEVILLE PUBLIC LIBRARY Board of Trustees February 15, 2016 4 pm MINUTES Regular Meeting Ann Henry Board Room Trustees present: B. Boudreaux, H. Garner, M. Rice, J. Parry, 5. Graham, S. Clark, K. Agee, and H. Garner Trustees absent: none Staff present: D. Johnson, S. Palmer, G. Jelinek, S. Daniel, S. Davis, B. Holt, G. Allen, and L. Greenwood Press: 0. Holtmeyer Others: Beau Bittle of Stephens, Inc. and Carol Essen Call to order: B. Boudreaux called the meeting to order at 4:01 pm. Il. Minutes A. Approval of minutes: H. R i�e moved to approve the minutes of October 26, 2015; M. Rice seconded. All voted AYE. 111. Reports A. Management reports 1. Key upcoming events: Andrew Kilgore's photography will be on display through April 1. Language classes begin in March and are full. The Try FPL series on hobbies continues with good attendance. A reception for author Erik Larson will be ticketed per the Long Range Revenue Committee's recommendation to cover costs. The presentation will remain free but the reception will be ticketed at 510. Board supported an increase to 515. (Scrivener's note: ticket price since increased to $15) 2. December 2015 -January 2016 Strategic Plan progress: Program attendance is up 11°%. For example, Chinese New Year drew over 300 people. Home buyer classes and Find It Fund It are examples of well -attended educational programs. I -cards, giving access to all on-line resources, have been successful and a long article in the NWA Times/Dem Gazette highlighted the program throughout NWA. In terms of maintenance, the front doors will be replaced and restroom doors will be made more handicapped accessible. First Security Bank is funding the Books and Bites program, and an additional grant from the Lennox Foundation may make it possible to expand the program. FPL's 100 year birthday will be celebrated over the course of the summer reading program with a grand finale at the end of July. 3. December 2015 and January 2016 Performance Measures: The year 2015 showed a programming increase and circulation decrease. The collection budget was cut for two years and the result has been a dip in check-outs. For this reason, no further cuts were made this year; instead the programming budget was cut. Sari Feldman, President of the ALA noted, "There is no question that libraries must continue to prioritize collections and the legacy of reading, but our value today is less about what we have for people and more about what we do for and with people." B. Financial Reports 1. Budget to Actual as of December 31, 2015: State aid is down about what was expected. But in year grant money from the NWA Economic Development District made up most of the decrease. Expenses: Some categories within some departments are over budget, but overall we are 5110,000 under budget for the year. By the time surplus money is allocated to those lines that are over budget, everything will be within budget. IV. Old Business A. Erik Larson event: The New York Times best-selling author has agreed to meet with a small book club in exchange for wine. The reception is at 5:30 pm followed by his talk at 7 pm. B. Millage election: timeline for action items: The millage exploratory committee recommended including the operational millage and expansion funding on the same ballot. The most attractive dates for the election are August 9 when everyone is back from vacation and school is starting, and September 13 which is the last election for funds to be available in 2017. Given all the work that needs to be done, (about 21 weeks' worth) D. Johnson is recommending the board start the process by giving its approval to begin identifying people willing to serve on the millage committee. A decision on the City Hospital property could take up to two more years if the Stone Family appeals to the Supreme Court, so staff are proposing to expand on the existing footprint. If the land ultimately becomes available it may be possible to add some things, hold it for a future expansion, land -bank it, or sell it for a profit. M. Rice moved to authorize creation of a millage committee; S. Clark seconded. All voted AYE. V. New Business A. Review suspension of PTO cash out policy set to expire April 30, 2016: An audit in 2013 identified a problem with excess PTO accumulation in that if all staff with large PTO banks quit at once, the library would face a financial hardship. Staff recommends removing the temporary language concerning buy-back of hours making PTO a take it or lose it proposition. H. Garner moved to approve the policy modification as submitted; M. Rice seconded. All voted AYE. B. Budget roll -forwards: D. Johnson and S. Palmer will be looking at maintenance of the building, and budget roll - forwards will focus on maintenance. C. Foundation developments 1. $100,000 donation: This money was donated to the NEH grant, but that challenge has already been met. Staff may request the donors to redirect the gift toward a millage campaign - a question that will be examined by the Foundation Board of Directors. 2. Development Assistant position: With the commencement of a Capital Campaign, some duties of the Development Director must be reallocated to an assistant as it is important not to let annual giving decline. 3. NEH grant status: Need to report back to the donors about the completion of the final report and the benefits the grant will provide to the library. 4. Recent bequest: Oscar Leverenz died and left a sizeable bequest to the library. D. Resolution granting ED authority to sign contracts, grants, and bequests: The trust officer disbursing Mr. Leverenz' estate requires a resolution from the Board of Trustees granting the Executive Director the power to accept donations, bequests, etc. Trustees amended the resolution prepared by staff to make it specific to the Leverenz bequest. H. Garner moved to approve the amended resolution to read, "RESOLVED, that this Board of Trustees by recorded vote on February 15, 2016 does hereby authorize David R. Johnson, Executive Director of the Fayetteville Public Library, to make any agreements and sign all documents relating to accepting a bequest from Oscar Leverenz. M. Rice seconded; all voted AYE. E. Audit dates and Finance Committee meetings: The Foundation and Library Finance Committees will meet prior to their next Board meetings. Dates, time and place TBD. F. K. Agee term expiring: K. Agee has completed the application to complete another term. VI. Public Comment: Beau Bittle of Stephens, Inc. was present to answer questions related to the funding of the expansion. VII. Adjourn: H. Garner moved to adjourn; M. Rice seconded. All voted AYE. Meeting adjourned at 4:58 pm. '1 Signature, Secretary Date FAYETTEVILLE PUBLIC LIBRARY Key Upcoming Events - July and August, 2016 Opera in the Ozarks performs Pinocchio Saturday, June 25, 10:30 a.m. Opera in the Ozarks will present the opera Pinocchio, a familiar story that serves as an excellent introduction to operatic music for children who might not be familiar with the style. FPL Expansion Public Input Sessions Wednesday, July 6, 5:30 p.m., & Thursday, July 7, 12 p.m. The public is invited to attend public input sessions about library expansion, where we will discuss the newest designs, costs, and possibilities for achieving the goals of the 2030 Master Plan. FPL Summer Author: Chris Bailey Thursday, July 7, 6 p.m. Comic book fans can come to FPL for a variety of family activities. Free comics supplies last. also be given out while Outside the Lines: Coloring for Adults Saturday, July 16, 2 p.m. Coloring for adults is becoming an increasingly popular way for people to relax, disconnect, and be creative simultaneously. Poetry Camp with Clayton Scott (Grade 4 - 7) July 18 - 21, 2 p.m. This four-day poetry writing camp will focus on building teens' poetry. ing skills and understanding the art behind African Dancing and Drumming with Afrique Aya Wednesday, July 20, 1 & 2 p.m. Kids will enjoy dancing and rhythms inspired from traditions from Cote d'Ivoire in a celebration of natural synergy, spirit, movement, and percussion. Fayetteville Public Library 100 Year Birthday Celebration & SRC Finale Saturday, July 30, 10 a.m. Fayetteville Public Library will celebrate its centennial with a special Summer Reading Finale. Juggling Jeff will perform at 10:30 a.m. and will be followed by NWA's premiere party band Ultra Suede. Fayetteville Roots Festival Community Stages August 25 - 28 Fayetteville Public Library will host community stages for the Fayetteville Roots Festival, including workshops and a live music broadcast from KUAF. All events held at the library are free and open to the public. FAYETTEVILLE PUBLIC LIBRARY Strategic Plan Progress Report April -May 2016 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 i. Hosted over 350 attendees at Young Meteorologist Weatherfest with the National Weather Service, local TV weather forecasters, the UA, the American Red Cross and Planit Now. Continued Homework Helpers, the afterschool tutoring program for grades K-9. iii. Offered Free Comic Book day with 200 in attendance. iv. Continued regular weekly events that include Baby Bookworms, Toddler Time and Preschool Storytime. v. Continued regular monthly events that include Lego Club, Math Circle, TAB, and Homeschool Bookshare. vi. Resumed Sit, Stay, Read! vii. Began Friday Morning Movies that will continue every Friday throughout the summer. viii. Presented adult learning and discussion sessions: Beginning French Language, Inspire 365 — The Journey through the Lives of Black Americans, and Chinese Culture. ix. Presented adult computer and technology classes: Vitamin G Healthy Google Habits computer classes, Introduction to Periscope Technology, and two Try FPL classes - digital photography and 3D printing. x. Hosted local authors: Margaret Holcomb speaking on Henrietta Holcomb's Dream Goes On and Detective David Williams' on Fighting for Her Life: What to do When Someone You Know is Being Abused. xi. Hosted 3 nonprofit learning opportunities: Grants 101, UA Nonprofit Marketing Impact Study, and Find It, Fund It. xii. Continued three monthly library -led book clubs and weekly yoga classes. b. Services i. Answered 45 in-depth genealogy queries, provided four individualized nonprofit grant research consultations, and proctored one test. c. Quality d. Relevance Study rooms checked out 815 times and provided additional study space for students during finals. 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 Trained with book vendors Baker and Taylor after its system migration and with Ingram on its interface. ii. Expanded subscription for One Click Digital e-audiobooks from top 200 titles to top 5,000 titles. iii. Infused World Language collection with Publisher's Weekly feature on "U.S. Bestseller Books in Spanish", and infused adult nonfiction collections with 2016 Travel Guides; Presidents of U.S., Politics, and Election; Food and Drink; Sports; Neuroscience; and Home Organization books. b. Inspire learning/imagination 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 b. Outreach partnerships. Hosted Reading with the Razorbacks with UA's Kappa Delta Pi. Completed school visits to all elementary schools to promote summer reading. iii. Hosted a Sit, Stay, Read! presentation for Dogtastic to identify possibly therapy dogs for the program. iv. Continued Sit, Stay, Read! in Fayetteville schools and presented t -shirts to those completing the program. v. Continued Cat Tales, a reading program in partnership with the Fayetteville Animal Shelter. vi. Represented FPL at First Thursdays. vii. Concluded outreach for the school year (Reading Roadshow, Letter of the Week and Books for Borrowing) viii. Continued Words on Wheels and Lending Hands, our adult outreach for seniors. ix. Partnered with Walton Arts Center for a story time and ticket giveaway. x. Continued our ongoing programming partnership with Arts Live Theatre. xi. Continued partnership with Fayetteville schools through visits, Fayetteville Virtual Academy and True Lit. xii. Created ESL services and resource list for Canopy, a nonprofit assisting refugee immigrants. c. Virtual d. Physical Hosted Jeff Scherer at three public input sessions to discuss expansion plans with the community. IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers. a. Staff i. Trained IT Director, Volunteer Manager, and Marketing Coordinator on Raiser's Edge Net Community. ii. Hired 5 new pages for temporary summer positions. iii. Promoted 4 pages to Library Associate I; 2 of them are temporary for the summer. iv. Promoted 2 Library Associate Is to Library Associate IIs, and made 1 Library Associate II full-time. v. Accepted Margaret Burdette's reassignment from Volunteer Services to Tech Services. vi. Hired Carlye Dennis as Manager of Volunteer and Outreach Services. vii. Hired Amy Nelson Lamont as Reference Librarian. viii. Rolled out Fred Pryor online training for library staff. b. Boards i. Hosted Friends Book Sale raising about $1650. c. Volunteers Provided over 100 volunteers for Erik Larson author event. ii. Hosted Volunteer Appreciation Brunch- 60 attendees. iii. Provided volunteer -led library tours to all FPS kindergarten students. V. Facility: Our consumer -friendly, sustainable facility will be safe, accessible, clean and support the requirements for quality programs, services and collections. a. Maintenance b. Technology i. Deployed Nimble 10Gig fault tolerant Storage Area Network c. Safety/Security 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 Summer Reading ads for Fayetteville Flyer, NWAMotherlode, NWA Kids Directory, and Peekaboo Created in-house materials for Summer Reading Program including reading logs, flyers, and signage. b. Public awareness campaign Created water bill ad for Summer Reading and FPL 100 Year celebration reaching 40,000 households. Sent special newsletter inviting patrons to May public input sessions c. Operationalize brand Designed Citiscapes ad promoting library's centennial using 100 Year Logo d. Public relations e. Website Built general information page for Summer Reading program ii. Built general information page for expansion VII. Funding: As good stewards of the public trust, we will pursue diverse, sustainable funding. a. Advertised for Director of Development. FPL Performance Report: May 2016 F, 0 0 0 co CO 02 /\ CO CO CO cn co CV co 0 0 CO ca E o on CV cn CO - CV } CD CV cn co on Total Collection size iCO CD 00 CV CO CV CO 0 CD 05 / 10 ; CD CO co CO CV CO 2 CO New card registrations 0 0 LO tO 10 CV LO ta 1,865 125,368 / \ \ Or 00. co ce \{� O 0 O 0 O 0 « co cd 9 \ an co ƒ \ 72,� CO 1-00 \ / ) \\ co cc \\ .92 FAYE'I I'EVILLE PUBLIC LIBRARY RESOLUTION RESOLVED, that this Board of Trustees, by recorded vote on June 20, 2016 hereby transfers the Development Department to the Fayetteville Public Library Foundation. Day to day management of the Development Department will remain with the Executive Director of the Fayetteville Public Library. Hershey Garner, President Date Fayetteville Public Library Board of Trustees