HomeMy WebLinkAbout2016-10-17 - Agendas - FinalFAYETTEVILLE PUBLIC LIBRARY Hershey Garner, President Janine Parry, Vice -President Susan Graham, Treasurer Board of Trustees October 17, 2016 4 pm AGENDA Regular Meeting Ann Henry Board Room Maylon Rice, Secretary Kim Agee Brenda Boudreaux We inspire imagination and foster learning. Suzanne Clark I. Call to order II. Minutes A. Approval of minutes 1. August 15, 2016 — page 3-4 III. Reports A. Upcoming events — page 5 B. Library administration 1. Management reports a. Performance measures — page 6 b. August 2016 -September 2016 strategic plan progress — page 7-9 2. Financial reports a. Budget to actual through September 30, 2016 — page 10-28 3. Informational a. Library expansion project update (1) Architect and construction manager selection (2) Millage (3) Bonds (4) Anders Dahlgren b. True Lit update: W. Fitzgibbon and L. Greenwood c. Fayetteville Public Library Foundation a. Capital campaign update D. Friends of the Fayetteville Public Library IV. Old business A. NWA Economic Development District grant V. New business A. Consent items 1. Resolution to confirm Foundation Board's proposed new members — page 29 2. Long -Term Revenue Committee: update board -approved recommendations— page 30-31 a. Resolution to rescind hiring freeze — page 32 3. Policy amendments — page 33-34 a. Records retention — page 35 b. Patron code of conduct (marked up)— page 36-37 (1) Patron code of conduct (clean copy) — page 38-39 c. Customer responsibilities (marked up) — page 40 (1) Customer responsibilities (clean copy) — page 41 d. Photography and filming (marked up) — page 42 (1) Photography and filming (clean copy) — page 43 1 e. Use of meeting rooms (marked up) — page 44-46 (1) Use of Meeting rooms (dean copy) — page 47-49 f. Programming (marked up) — page 50-52 (1) Programming (clean copy) — page 53 4. Allocation of health insurance premium increase — page 54-55 B. Discussion items 1. 2017 Budget VI. Public Comment VII. Adjournment VIII. Executive Session FAYETTEVILLE PUBLIC LIBRARY Board of Trustees August 15, 2016 4 pm Minutes Regular Meeting Ann Henry Board Room Trustees present: H. Garner, J. Parry, S. Graham, M. Rice, K. Agee, B. Boudreaux, and S. Clark Trustees absent: Staff present: H. Robideaux, L. Greenwood, J. Atha, L. Yandell, S. Palmer, C. Moody, S. Houk, W. Fitzgibbon, C. Dennis, S. Davis, D. Johnson, and S. Daniel I. Call to order: H. Garner called the meeting to order at 3:58 pm. A. Special presentation: D. Johnson presented a framed photo of FPL to Jeff Koenig with a plaque reading "With gratitude from all of us for your tireless efforts in building a better future for the library and our community." II. Minutes A. Approval of minutes from July 18, 2016: M. Rice moved to approve; K. Agee seconded. No objection. 111. Reports A. Upcoming events: D. Johnson noted the Roots Festival will host twice the number of events as prior years. Pickin' Post concerts will continue, perhaps on a different night and time to increase attendance. Louis Sachar, author of Holes, will be the key note speaker for True Lit in October. B. Library Administration 1. Management reports a. Performance measures: Program attendance numbers are down. Anecdotal evidence suggests people are convinced space is tight so they don't bother coming. All other numbers are robust. Study rooms are heavily used. b. June 2016 -July 2016 Strategic Plan progress: Summer programming is popular, particularly the Mountain Street Stage concerts which consistently draw over 100 people. W. Fitzgibbon was promoted to Director of Library Services and H. Robideaux became Manager of Adult Services. The Chipotle fundraiser brought in over $600. c. Summer Reading Club update and statistics: SRC numbers were down this year for a variety of reasons including some of the large summer camps did not come as they have in previous years. However, most categories of readers increased over last year. 2. Financial Reports a. Budget to actual through July 31, 2016: S. Davis reported revenues are tracking and YTD materials purchases are within budget (almost to the penny). Personnel expenses are on track. Spending for capital improvement lags as projects were delayed to prevent construction only be torn out during renovation/expansion. b. Balance Sheet through July 31, 2016 3. Informational a. Millage election update and next steps: Prepared by S. Davis, this document lists decisions the board must make to move the expansion forward. Though it's hoped the City Hospital land purchase will be resolved before year's end, there is a date at which point Plan B will be implemented. A decision can be delayed into early next year as there is preliminary work to be done through the end of 2016. Issuance of the bonds is under discussion with Stephens and the city of Fayetteville that will 3 administer them. Current low interest rates and rising construction costs invite issuing the bonds now. However, once the bonds are sold, the money must be spent within 24 months. Thus, an issue date around March 2017 is anticipated. Before construction can begin, an architectural services contract with MS&R must be approved, and asbestos abatement must be completed ($600,000). The demolition contract may be put up for auction - the value to the bidder being in the salvageable materials in the old structure. However, vandals have removed many of these materials. Construction services will be by negotiated procurement according to Arkansas statutes — a process that does not require taking the low bid. b. Fair Labor Standards Act impact — The Department of Labor is raising the minimum wage for being exempt from $23,660 to $47,476. This means 9 FPL staff who are currently exempt would lose that status. To avoid overtime, those who remain exempt may be asked to pick up the slack. Comp time, though not currently used at FPL, is an option to consider, though it would require considerable management. c. 2017 budget timeline — The Board will see a draft budget at the October meeting. d. 2017 benefits update — Health insurance will increase 5.6% for both traditional and high deductible plans. e. Mike Shirkey/Pickin' Posts update — Attendance is not as high as hoped; the day and time may be changed. c. Fayetteville Public Library Foundation a. Development Director update — Sarah Du Preez has been hired; her start date is August 29, 2016. Now that the election is over, plans are proceeding with the quiet campaign prior to a public campaign. b. Foundation change to Articles of Incorporation — The Foundation Board, under Jack Butt's leadership, has amended its articles of incorporation to authorize 13 board members. S. Clark moved to approve the amended articles; H. Garner seconded. No objection. D. Friends of the Fayetteville Public Library — The Friends will announce a significant grant to the capital campaign once the public phase is under way. E. Capital Campaign — High tier donors have been identified; D. Johnson and S. Du Preez will be talking with them. IV. Old business V. New business A. Consent items — Library staff propose initiating a consent agenda to facilitate approval of house- keeping and low/no controversy items. Trustees requested board packets be emailed by Tuesday the week before the Monday board meeting to provide time for studying consent items. B. Boudreaux moved to approve the consent items on this agenda; M. Rice seconded. No objection. 1. Ratify resolution in support of Rachel Eaton's scholarship application to the Arkansas State Library — 2. Amend FP2 — Formal Bids 3. Amend FP4 — Purchasing and Use of Purchase Orders 4. Create FR1 — Revenue Policy 5. Create F12 — Cash and Investment Reserve Policy 6. Create F — Financial Reporting 7. Create FA3 — Capital Improvement 8. Create FR2 — Expenditure Policy 9. Amnesty week to thank patrons for voting B. Discussion items 1. Staff in-service date: D. Johnson proposed the library be closed on November 11, Veterans' Day, for in-service training. After ascertaining this holiday was not a closed day for public schools, B. Boudreaux moved to approve the closing; K. Agee seconded. No objection. VI. Public Comment: Kudos to Kim Agee for all his efforts on the millage campaign. VII.Adjournment — Meeting adjourned at 4:55 pm. 4 FAYETTEVILLE PUBLIC LIBRARY Key Upcoming Events — November and December, 2016 Gatherinof the Grou.s with Bryan Stevenson November 4 Bryan Stevenson, author ofjust Mercy, will participate in a moderated discussion with KUAF's Kyle Kellams at the Gathering of the Groups. The program, which also includes a light lunch, is open to members of Northwest Arkansas book clubs and is held in conjunction with the University of Arkansas' One Book, One Community Project. Super Saturday: Arkansas Arts Center presents the Gin erbread Man November 19 The Arkansas Arts center will present its touring production of the Gingerbread Man, a wacky holiday adventure that the whole family can enjoy. Hisham Matar Presents: The Return December 6 Rising literary star Hisham Matar will discuss his new memoir The Return: Fathers, Sons and the Land in Between. The memoir details the disappearance of Matar's father in Qaddafi's Libya and how Matar returned to Libya 22 years later looking for answers and trying to discover how to process his own feelings of loss, love, and uncertainty. This program is presented through a partnership with the University of Arkansas. T2 Artist Form: Great Expectations December 7 Kyle Kellams will converse with TheatreSquared artistic director Robert Ford, whose adaptation of Great Expectations is running duringT2's current season. Robert and Kyle will discuss the joys and perils of adapting a beloved classic for the stage. In addition to participating in the forum, Ford will also teach a playwriting master class. Gingerbread House Decorating for Families December 8 Families are invited to come to the library to build and decorate gingerbread houses. The library will provide cardboard forms and icing. In addition to the program for families, the library will also host programs for adults and teens later in the month. Super Saturday: Sweets with Santa December 17 Children are invited to come enjoy sweet treats, a craft, and the opportunity to tell Santa what they want for Christmas. 5 Wo 0 0 0 (0 (0W Z m m M 2 0 In h.. co* O DN tt - 0 >- tV V OO to NN01 000 co 0 :N NO' O CO 10 MM0 CO CO CO 0 10 0.0 1 01 N (V N N to NI 0 0 0 N N N 0) W. :0 01 0'0' N :W lr-r. N 100' 0) ,-i ce 10 CO LO cO N N .+ O N' O CO:to .. 10 00 ,N 10 0 0) 10 10 0 :0 0 CO 10 .. a CO r '.01 N. - r co 1-... :.tn a, vt H. yrM co 0 0 r 10 CO 0 CO 10 O O.. N:M.+.O 1O lo.W CO r in CO. N I.,10100100 I WON N. 1.0 0. : IO' 'M >- 0:10:.. 0) «) . 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C IO .. t 0 W - 00 0 0 0 co V WIN.W0-10 0W..:1ON CO 1D M : M.. .+0 00 m CO, MN 0 NN N'0 0-10 0 CO '0 0 .. CO ''0) W rnmCON M10. ct CO :0 co 0cc N 1040) CO : 'r d': M LL 10 0:0) d' CO 0... r -:W 0 1.0100)00 00otCOCOot CO Z d: 00 00W r 1n CO M 0 10 ".1n: 10 a r 1n'.r M CO 10 M 0 H 01 O co: -+ co .-� N.M (0 N TO N Y 4)' C C x Ho O c: 0- 0 = e. 0 CIN 0 UI_ O • 8 To 0' 0 O 0 L- O b0 m To O 5' W - y L O O ) 0 E 0 (0 H N. a 0 r 110. CO01 0 Mm. M W ^ N N a ..N N 0) ro• ba ▪ 0) O N O 0 w o L A' »r°'. E .0 N 0 O:¢ K 8EO :y E CD D AA6t o% a0'. to9 .N d. 0 0: 0 > J. 2 Ntri. j FAYETTEVILLE PUBLIC LIBRARY Strategic Plan Progress Report August 2016 — September 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 Hosted 22 events as part of the Roots and Dig In Festival. Presented a TheatreSquared Artist Forum and a Playwriting Master Class featuring Pulitzer Prize winning playwright Robert Schenkkan. Presented 3 Pickin' Post concerts featuring Kate Campbell, Sad Daddy, and Roy Book Binder. iv. Began Tech Tuesday classes to assist patrons with digital resources and downloadable options. v. Held a Find It, Fund It class supporting area nonprofit organizations. vi. Continued TRY FPL series featuring classes on Irish dancing and improvisational quilt design. vii. Hosted local author talks: Brooks Blevins discussed Back Yonder as part of the UA Press Author Spotlight series, J.B. Hogan launched his latest novel Tin Hollow, and the 2nd Sunday author series welcomed Sarah Blossom Ware discussing Hillbilly Justice on the School Bus and Zan Jarvis reading from her upcoming novel River and the Lost. viii. Offered classes on resume development, genealogy, yoga, and cyber security. ix. Led three monthly book clubs and a special Banned Book Week book club discussion. x. Resumed Homework Helpers, in -library tutoring provided by National Honor Society students. xi. Hosted a spontaneous Pokemon Day with 173 in attendance. xii. Hosted a Curious George 75th birthday party with over 300 in attendance. xiii. Offered Word Play, a workshop for elementary ages and art classes for ages K-2 and 3-5, xiv. Continued weekly programs that include Baby Bookworms, Toddler Time, Preschool Storytime and Super Saturday family events that included a Brazilian Bash and Storybook Strings. xv. Hosted Teen Advisory Board meetings and monthly Lego Clubs. b. Services Met with Feed Communities to discuss the future of the Ozarkansas Tool Library. Gave conveyor tour to librarians from Sevier County. Held first ever amnesty week to thank the community for its support. iv. Answered 44 in-depth genealogy queries. v. Provided 1 individualized nonprofit grant research consultation. vi. Proctored 5 exams, answered 44 genealogy queries, checked out study rooms 797 times. c. Quality d. Relevance 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 Evaluated transgender nonfiction holdings and compared to Library Journal recommended titles. Developed holdings off of Booklist spotlight highlighting business and women in business. 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 Held early morning staff "Shelf Reading Party" to organize the youth nonfiction collection. b. Outreach partnerships. Enrolled one new Lending Hands patrpn and one new Lending Hands volunteer. Continued partnerships with the public schools, WAC, Community Creative Center, Education Foundation, Montessori, UA, UA Press, Arts Live, Symphony of NWA, Trike Theatre, Theatre Squared, Town Center, Visitor's Bureau, Animal Shelter, Barnes and Noble and Nightbird Books. di. Staffed info tables at the UA's Razorbash, Back -to -School Teacher Expo, and First Thursdays. iv. Met with FPS media specialists about i -card distribution and online homework/research services. v. Hosted Books and Bites for Asbell students with partners 1st Security and Feed Communities. vi. Four youth librarians participated in Butterfly Days at the Botanical Gardens. vii. Reissued Internet only cards to Fayetteville Public Schools, private schools and home schools. viii. Conducted tours of the children's collections for four UA Children's Literature classes. ix. Continued outreach programs that include Reading Roadshow, Letter of the Week, Books for Borrowing, Lending Hands, Words on Wheels, Sit, Stay, Read!, Cattails, and Senior Writing. c. Virtual Submitted enhancement requests to Polaris to improve ILS experience. Streamed the TheatreSquared Artist Forum with Robert Schenkkan. Continued developing the 2016 Election Portal to provide voters with information. iv. Demoed Lynda.com database and Hoopla service; developed evaluation feedback. v. Provided historian access to digital archive for use in his Fayetteville Square book project. d. Physical Updated missing parts procedure for ease and efficiency. IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers. a. Staff Hired L. Frieden as an Adult Services Librarian and S. Du Preez as Director of Development. Welcomed returning UA interns C. Murray and E. Parry to the Adult Services department. N. Hartney completed 5 online Pryor Center sessions on writing, communication, and social networking; K. Stevens completed a course on time management. iv. Attended the Arvest Skyline Report on the residential real estate market of NWA. v. Updated job descriptions and submitted them to Johansen Brothers for grading. vi. Met with A. Dalghren of Library Planning Associates on usage and need analysis for expansion. b. Boards c. Volunteers 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 in entryways and open areas; painted in Youth Services and level 300 bathrooms. Performed preventive maintenance on the conveyor with Tech Logic. Worked with a new contractor on weeding and landscape maintenance. iv. Cleaned storage areas; sold old computers on Govdeals.com. b. Technology c. Safety/Security Trained all staff on safe evacuation procedures. Trained on "Bomb in the Building" as well as procedures for suspicious, unattended bags. 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 True Lit ads for Citiscapes, NWA Democrat -Gazette, NWA Kids Directory, and Peekaboo. Designed brochure for True Lit festival with information about events, speakers, and partners. b. Operationalize brand Redesigned business card templates to return to a cleaner design used in past years. Designed new signs for the study rooms on level 400. c. Public Relations Designed banner to thank community for supporting the library millage election. Contacted private schools about givin students FPL I -Cards for 2016-2017 school year. iii. Designed True Lit bookmarks for distribution in school district. d. Website Updated True Lit website for 2016 festival details. Added content to election portal. VII. Funding: As good stewards of the public trust, we will pursue diverse, sustainable funding. a. Awarded $15,000 from the Northwest Arkansas Development District General Improvement Fund to replace motorized scooters available to patrons. b. Attended the Community Development Block Grant workshop for potential grant applicants. 9 Through Sept 30 0 0. a M 0 0 co 0 N 0 10 - Library Oper State & Federal Grants o o o O M O O O C O c up Pn 0 r P '0 Vi O O 0' 0 0 GO O c 00 Vi O O r c c o 0 O O O O O O • O O O eY O M co V) M O — -N V) V) V3 00 O 0 GOGO cp O O O 0 O 0 ▪ h O - GO State Library TurnbackLibaryLit 10-0-4010-00 Gants - In Year AwardsLibraryL: 10-0-4080-00 0 GO 5123,400.00 5123,400.00 Total State & Federal GI 51,258,046.26 51,258,046.00 51,677,392.00 51,677,392.00 O O O O 0 0 O o N or, 0 V Vr GS 10-0-4880-00 0 N 00ooO 0 Transfer for Books - City of FLib 10-0-4884-00 M GOb O GO Vi v) O N G9 52,282,546.00 53,508,392.00 0 GO 53,508,392.00 (51,206,833.86) 52,282,546.00 53,508,392.00 Total Local Go O 0 o v o o (0 o o O 0 0 0 0 N 0 00 0 0 08 D o c vi o0 c' vi o N M O r h '0 P N 0 0 N O dV M c N O N I 00 0 0_ M GO N N 0 0 0 0 r 0 Vn 0 0 vii N O O O d' N O N O N .O 0 M V M (n N M V) C` N O h M b b VI tan GO N vs `-I GO l -- Vi VI VI 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O - N O N N O N 0 O h h O O M V) vl O O l r N N v) 0 r vi c" c r e` - r M Y3 EA Vi K W O W ✓ o) O O GO 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O 0 0 0 0 0 0 GO 0 0 O_ 0 0 0• pn 0 0 0 O v O - — N GO • GO V V) o1 G9 GO V GA Oo 00 00 00 0 Oo o 0• 0 0 co 00 N 0 0 0 0 0 0 0 0 0 0 O 0 0 0 0 0 0 GGO o 0 O O O 04 M M 0 N M N V) V! cY V) V G9 Vi GA On 0-0-4016-00 0-0-4201-00 0-0-4202-00 ri< 0-0-4205-00 'c Fees - Refunds to PatronsLibrary 0 0 0 0 0 0 N VV 0 N 0 0 0 0— ✓ V V V g V O O O O 0 0 0 0 0 0 N 0) 0) (0 a A 1 70 J♦ 0 z 0 0 0 u_ 10/11/2016 5:04:31PM Through Sept 30 N_ 0 w • ) O 0� N m d } m 0w O 0) Q0 CO O N N 0 E mE a N m roes 0 0. 0 73 Q 0) - a =m 0) 0 00 00 00 e 00 C V) v 00 O' V) O e 00 0 0 co 5213,600.00 co oo o O o 0 o o V V ✓ d' N N en Total Libraiy Charges O o v 0 0 0 0 o c '0 .0 0 0 0 O N 0; P O h `O O o 00 V' e co N co co cc — 00 M O VI — 0 • 00 v 00 N 0 IN v cn o 0 0 (O 0 0 0 0 O O cF '.% O O O O o r o O o Le N O O en oo V `O (11 N v) (n M (.1 NO V) N 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O N N N— O O N. 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Hershey Garner, President Date Fayetteville Public Library Board of Trustees Maylon Rice, Secretary Date Fayetteville Public Library Board of Trustees 29 Fayetteville Public Libra Memo To: Fayetteville Public Library Board of Trustees From: David Johnson, Executive Director Date: October 17, 2016 Re: Long Term Revenue Committee Action Item: We request the Board of Trustees approve staff -proposed changes to recommendations made by the Long -Term Revenue (LTR) Committee and approved by the Board of Trustees at its meeting on June 15, 2015. • Personnel Freeze: The Board of Trustees approved no new positions for 3 years with attrition related openings filled at the ED's discretion. Staff Proposal: o Lift hiring freeze. o Recover staffing model by extending identified PTE positions to FTE in 2016 and developing timeline to add new positions gradually throughout expansion process. • Collection Reduction: The Board of Trustees directed the library to reduce its participation in the eBook consortium to the minimum required and keep the materials budget flat after having cut it the previous two years. Staff Proposal: o As the leader in LDD1 consortium, both in patron activity and library scale, increase participation in eBook consortium by approximately 25%. o Gradually recover the collections budget, increasing it approximately 20% each year until restored to pre-cut budget. • DVD Circulation Policy: The Board of Trustees directed the library to reduce the number of DVDs a patron can check out from 50 to 10. Staff Proposal: o Authorize staff to establish a DVD check-out limit up to 20. • Author & Special Events: The Board of Trustees approved fewer special events, established a two-tiered model consisting of a free public event and ticketed reception, and directed staff seek sponsorships to underwrite event costs. Staff Proposal: o Lift directive to host fewer events. 30