HomeMy WebLinkAbout2021-02-15 - Agendas - FinalFayetteville Fa Mountain St.
Fayetteville, AR 72701
4
Public Library 479.856.7000
® questions@faylib.org
faylib.org
Board of Trustees
February 15, 2021 4 pm
AGENDA
Regular Meeting, Event Center
Rob Qualls, President Hershey Garner
Bret Park, Vice -President Janine Parry
Bryn Bagwell, Treasurer Martha Sutherland
Sallie Overbey, Secretary
Our mission is to strengthen our community and empower our citizens through free and public
access to knowledge.
I. Call to order
II. Minutes: Approval of minutes from December 21, 2020 — pages 1-3
III. Reports
A. Key Upcoming Events — page 4
B. Library Administration
1. Management Reports
a. Performance Measures— pages 5-6
b. Strategic Plan progress through January 2021— pages 7-8
2. Financial reports
a. Budget to actual through December 31, 2020 — pages 9-30
b. Balance sheet as of December 31, 2020 — pages 31-34
3. Informational
a. Library expansion project update
(1) Allison + Partners Observation Report #55 — page 35
-Photos: https://allarch.box.com/s/zwhuwwavzag77e6rOsugwn99vxOvlgfr
(2) Allison + Partners Observation Report #56 — page 36
-Photos: https://allarch.box.com/s/491vyn25jsojotm0ifc78uu10betmizy
(3) Allison + Partners Observation Report #57 — page 37
-Photos: https://allarch.box.com/s/dln6lluiufvmis82627un7iSktx3wrdz
(4) Allison + Partners Observation Report #58 — page 38
-Photos: https://allarch.box.com/s/ank8xgwrawfypfrvru0t6kzwl5nhky6z
(5) Allison + Partners Observation Report #59 — page 39
-Photos: https://allarch.box.com/s/dxgug0ldhb25tlxhIxafx3gfbpOpe5eh
(6) Allison + Partners Observation Report #60 — page 40
-Photos: https://allarch.box.com/s/euzvmk45234egi9mgmvjxxzl9a6jbnuo
Fayetteville
400 Public Library
b.
Request for DEI proposals
c.
Expansion schedule
d.
Fayetteville Public Library Foundation
e.
Art committee report
f.
New staff
g.
Rollout of OCLC Wise
h.
New website & new FPL app
i.
Pandemic response
j.
Bookmobile grant
k.
Crescent Dragonwagon
I.
Ed Levi apiary installation
IV. Old business
V. New business
401 W. Mountain St.
Fayetteville, AR 72701
479.856.7000
questions@faylib.org
faylib.org
monthly report — pages 41-44
A. Consent items
1. Deli consulting proposal — pages 45-46
2. New app policy— pages 47-48
3. Memo for temporary increase in FTE & Fixed Assets policy revision — pages
49-54
B. Discussion items
1. Budget rollover— pages 55-58
VI. Public Comment
Adjournment
Board of Trustees
December 21, 2020 4 pm
AGENDA
Regular Meeting - Event Center
Trustees present: R. Qualls, B. Park, S. Overbey, B. Bagwell, J. Parry, H. Garner, M. Sutherland
Staff: D. Johnson, C. Karnatz, W. Fitzgibbon, S. Palmer, C. Moody, T. Ball, S. Davis, H. Robideaux,
J. Atha, C. Dennis, S. McClure, C. Dennis, S. Herrera, G. Jelinek, R. Hazelwood, P. Lopez
McFatridge, A. Taylor
Press: S. Ryburn, J.T. Wampler
Public: M. Rice
Our mission is to strengthen our community and empower our citizens through free and public
access to knowledge.
I. Call to order: R. Qualls called the meeting to order at 4:OOpm
II. Minutes: Approval of minutes from November 30, 2020: H. Garner moved to approve
the minutes from November 30, 2020. J. Parry seconded. All voted AYE.
III. Board member certificate for Martha Sutherland from the City of Fayetteville
IV. Reports
A. Key Upcoming Events: Crafts for kids, Joey vs The Giant Crybaby, Boxed Book
Society for teens.
B. Library Administration
1. Management reports
a. Performance measures: A combination of pandemic's influence and
construction closures have made it hard to compare our statistics with
previous years. Digital checkouts have been very popular during this time,
with circulation remaining relatively high.
b. Strategic Plan progress through November 2020: 5t" annual Turkey
Giveaway at Asbell Elementary; 150 turkeys given to families and
remaining 175 given to local organizations. The Halloween story time
with the Mayor and C. Dragonwagon was successful.
2. Financial reports
a. Budget to actual through November 30, 2020: The millage payment
received in November brought FPL $85,000 nearer to the 9-yr average.
Staff believes the December payment will close the gap to $120,000.
Revenue from charges/services did not perform as usual, which is
expected in 2020. 8.3% of year remains, with 15% of support services
budget remaining.
b. Balance sheet as of November 30, 2020: Everything is balanced. Cash and
investments are $1.9 million, which is no significant change from last
month.
a. Library expansion project update
(1) Allison + Partners Observation Report #51
-Photos: https:Hallarch.box.com/s/deh4ld7gevo5getm3g8622g5poImb7kw
(2) Allison + Partners Observation Report #52
-Photos: https:Hallarch.box.com/s/69u2pp0lhvgu6vghfalmirh5eguwe6mm
(3) Allison + Partners Observation Report #53
-Photos: https://allarch.box.com/s/dd5vo kwkiydoe63fp50kzxys49zikfg4
(4) Allison + Partners Observation Report #54
-Photos: https://allarch.box.com/s/ytzluaz4i3rlpe98xgl2huxgl50misee
b. Expansion schedule: Very close to completion. The furniture vendors will
return after the new year to finish placing furniture. Some delayed items
will arrive after the holidays, which will make FPL finished enough to
open to the public. Still waiting on a 2nd temporary certificate of
occupancy. J. Parry asked about strategies to have the public in the
building safely. S. Palmer explained that the library aims to open to the
public on January 191", which will give construction crews time to finish
final punch lists. FHS students will start their studies in the teaching
kitchen on January 6t". FPL staff are following the City Board of Health for
visitor and cleanliness guidelines: 200 patrons maximum, plus 100 staff
members. Time -reserved tours were considered.
c. Art Committee report: There are seven people who agreed to be on the
Committee — M Sutherland, A. Taylor, O. Trimble, N. Callander, J.
Blakinger, O. Logo, and G. Wilkes. The next step is to arrange a meeting.
d. New staff and promotions: C. Moody is now the IT/AV & Innovation
Director. C. Karnatz has taken on Marketing along with Development. A
new manager for the Center of Innovation and a new audio engineer
have been hired. By reorganizing Library Services Generalist positions,
FPL saved $120,000.
e. Presentation of phase 2 branding: A new type and new coloring have
been applied to the library and its expansion.
C. Fayetteville Public Library Foundation: monthly report: As of Dec. 16, the Capital
Campaign has raised 49.8% of goal. December brought 3 new pledges, but staff
anticipated the holidays would be slow. It was a big month for pledge payments:
19 came in, with 27 outright gifts. The year-end mailing to active cardholders
yielded 94 new donors and donations of more than $7,000.
D. Friends of the Fayetteville Public Library: meetings are still suspended.
V. Old business
A. Approve 2021 budget — distributed at last meeting: H. Garner moved to approve
the 2021 Budget as submitted. J. Parry seconded. Discussion: B. Bagwell asked
about the NEH Grant, which FPL discovered last week that they did not get. The
Budget does not include the $400,000 replacement of solar panels and
conditioning units, but the funds will come from a slow saving in the future. In
the meantime, items will be repaired to help them last beyond their normal
lifespan. The Administration budget change between 2019 and 2021 is partially
because HR moved from Accounting to the Administration Department. It is also
due to the insurance on both the expansion and the existing Blair building. B.
Bagwell made a motion to approve the budget with Administration funds
itemized more specifically and with clarification. J. Parry seconded. All voted
AYE.
B. Renew DOXA contract and work program for 2021: The main difference from last
year's contract is that the brand refresh and a monthly retainage was a separate
item. Now, monthly retainage has doubled, but it includes the brand refresh and
special projects. The annual amount is less than what was spent in 2019 and is
less than what is budgeted in the 2021 budget. The goal was to streamline what
items were given to DOXA and accomplish certain items in-house. J. Parry
moved to approve the DOXA contract and work program for 2021. H. Garner
seconded. All voted AYE.
1. New business
A. Consent items
1. Approve purchase of simulators for the Center for Innovation: Last month, the
Board agreed to pay $200,000 for new simulators. The City of Fayetteville is
giving $185,000 to FPL for technology improvements in 2021. Staff proposed
using $11,834 of the City funds to pay the remaining cost of the simulators. The
flight simulator will arrive on December 30t". The companies that made the
simulators will certify the participant with their company. H. Garner motioned to
approve the purchase of simulators. J. Parry seconded. All voted AYE.
2. Public Comment: H. Garner thanked the City and other local leaders, and stated he was
grateful that they were so supportive of the library. M. Rice said he was proud of FPL
and its staff.
Adjournment: Meeting was adjourned at 4:55pm
Key Upcoming Events
Virtual: DIY Sunburst Clothespin Photo Frame
Monday, February 15, 5pm
Virtually join youth services to make your very own DIY
sunburst clothespin photo frame. This frame will add style
to your walls and make it easy to swap out old photos or
mementos for new ones with the push of a clothespin.
Virtual: WordPlay Writers' Club
Tuesday, February 16, 4:30pm
Volunteer Income Tax Assistance with CARE
Community Center
Fridays & Saturdays, 9:30am-3pm (by appointment)
Fayetteville Public Library is partnering with CARE
Community Center as a venue for free tax preparation
this tax filing season. Sessions are by appointment. Per
state regulations, you must wear a face covering when you
interact with our volunteers and maintain a six -feet distance.
Informational tax packets must be completed before your
scheduled appointment. Packets are available on the CARE
Community Center website or at the library's help desk.
A weekly virtual meeting for young authors who are
interested in honing their creative writing skills. Attendants
receive writing prompts, discuss tips and share the projects
Virtual: Yoga @ FPL
they have been working on. Membership is free and open to
Mondays starting February 22, 6pm
anyone in grades 4th and up.
FPL yoga is back! Virtual classes are livestreamed and taught
by a team of volunteer yoga instructors, so the types of yoga
Virtual: Teen Improv with Arts Live Theatre -
done each week will vary. Classes are suitable for all levels
Make `Em Laugh!
of yoga practitioners and offer a peak into our new Art &
Tuesday, February 16, 5:30pm
Movement Room.
Learn the short -form comedy improv skills of the
professionals! Think on your feet by creating in -the -moment
comedy taught by Julie Gabel and Mark Landon, improv
professionals with Phunbags Comedy Improv of
Arts Live Theatre.
0 Fayetteville
Public Library
Virtual: UA Walton Visiting Writer in Fiction
Brandon Hobson
Thursday, February 25, 7pm
The University of Arkansas Master of Fine Arts program
in creative writing and translation is proud to present the
2021-22 Walton Visiting Writer in Fiction. Acclaimed writer
Brandon Hobson will present a free virtual reading of his
work. Hobson is the author of the forthcoming novel "The
Removed", as well as "Where the Dead Sit Talking," which
was a finalist for the National Book Award.
4faylib.org / 401 W. Mountain St., Fayetteville, AR 72701
FPL Performance Report: January 2021
JAN*
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
21 YTD
20 YTD
CHANGE
Circulation
77,002
0
0
0
0
0
0
0
0
0
0
0
77,002
133,407
-42.3%
Ph sical Checkouts
47,496
0
0
0
0
0
0
0
0
0
0
0
47,496
107,631
-55.9%
D' ital heck Uts
Z3,4b4
0
q
0
0
0
0
0
0
4 4
5.5 /o
Streamed Accesses
6,052
0
0
0
0
0
0
0
0
0
0
0
6,052
8,466
-28.5%
Reference Queries
3,528
0
0
0
0
0
0
0
0
0
0
0
3,528
6,324
-44.2%
Total Collection Size
425,694
0
0
0
0
0
0
0
0
0
0
0
425,694
393,169
8.3%
Physical Collection
360,387
0
0
0
0
0
0
0
0
0
0
0
360,387
337,385
6.8%
Digital Collection
26,161
0
0
0
0
0
0
0
0
0
0
0
26,161
21,603
21.1%
Digital Consortia Collection*
39,146
0
0
0
0
0
0
0
0
0
0
0
39,146
34,181
14.5%
Total Digital Items
65,307
0
0
0
0
0
0
0
0
0
0
0
65,307
55,784
17.1%
Total Items Added
735
0
0
0
0
0
0
0
0
0
0
0
735
939
-21.7%
New Card Registrations
180
0
0
0
0
0
0
0
0
0
01
0
180
471
-61.8%
Cardholders
73,134
0
0
0
0
0
0
0
0
0
0
0
73,134
85,515
-14.5%
Visits
14,971
0
0
0
0
0
0
0
0
0
0
0
14,971
34,820
-57.0%
Library Pro rams***
48
0
0
0
0
0
0
0
0
0
0
0
48
150
-68.0%
Library attendance
150
0
0
0
0
0
0
0
0
0
0
0
150
2,203
-93.2%
Outreach attendance
8
0
0
0
0
01
0
0
0
0
0
0
8
422
-98.11
Online views
3,299
0
0
0
0
0
0
0
0
0
0
0
3,299
3,298
0.0%,
Meeting Room Usage
0
0
0
0
0
0
0
0
0
0
0
0
0
13
-100.0%
Study Room Checkouts
0
0
0
0
0
0
0
0
01
0
0
0
0
418
-100.0%
olunteefs
0
0
0
01
0
0
24241
0.4!
Volunteer Hours
249
0
01
0
0
01
0
0
0
01
0
0
249
752
-66.9%
Computer Sessions
0
0
0
0
0
0
0
0
0
0
0
0
0
7,526
-100.0%
Holds Filled
9,838
0
0
0
0
0
0
0
0
0
0
0
9,838
5,933
65.8%
eFPL Usage*
0
0
0
0
0
0
0
0
0
0
0
0
0
70.624
-100.0%
Wireless Usage
Bandwidth Consumed
809
0
0
0
0
0
0
0
0
0
0
0
809
1,833
-55.9%
Unique Users
1,4241
0
0
0
0
0
01
0
0
0
0
0
1,424
25,220
-94.4%
*This includes all e-titles available to patrons through an Arkansas Libraries
Consortium.
** Some database access statistics are not available until after board ackets are printed, thus stats are incomplete.
***As of April 2020 library event attendance was virtual
YTD Key Performance Measures
Circulation Circulation Distribution,
YTD 2021
aro,
20 YTD M
133,407
21 YTD 0 77,002
Cardholders
YTD
20 YTD
21 YTD - 73,134
85,515
Wireless Bandwidth
Consumed (Gigabytes)
YTD
20 YTD
21 YTD
1,833
30%
62%
■ Physical Checkouts ■ Digital Checkouts
■ Streamed
Accesses
PROGRAMS
Program Attendance
OFFFRFD
YTD
48 150
Library
150
attendance
' 2,203
Outreach
8
attendance
422
Online views
3,299
3,298
■ 2021 2020
Unique Wireless Users
YTD
20 YTD IF
25,220
809
21 YTD 1 1,424
0 5,000 10,000 15,000 20,000 25,000 30,000
Ci
Fayetteville
Public lie Library
Strategic Plan Progress Report
December 2020 - January 2021
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. Partnered with the Equal Justice Initiative to publicize their scholarship essay
contest; programming consists of videos promoting the contest (released in
December) and an essay writing workshop which took place in January.
ii. Youth Collection spotlights were produced on each collection to highlight the
expansion and the new locations of things.
iii. Teen Boxed Book Society had first meeting at end of January; this is a virtual book
club modeled after subscription book boxes.
iv. Youth virtual story times continued with 3 per week and 1 virtual craft program per
week.
V. Held a virtual stuffed animal lock -in with help from the Teen Advisory Board.
Participants were texted photos of their new stuffed animal friends throughout the
night and were able to pick them up the next day (Saturday).
b. Services
c. Quality
Personal Library List fulfilments: 20 requests for Adult collections; 13 requests for
Youth Services collections.
Completed a design refresh of the program 1,000 Books Before Kindergarten." This
included rebranding the program and creating new program materials.
II. 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. Outreach partnerships.
b. Virtual
c. Physical
Partnered with Arkansas Immigrant Defense to provide backpacks full of books,
activities and snacks to unaccompanied minors undergoing the immigration
process to receive legal status.
Created virtual tours for expanded library to engage patrons who may not feel
comfortable visiting in person yet and to encourage visits from people who do.
Performed approximately 4269 curbside deliveries of library materials in December
and January
rA
III. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards,
and volunteers.
a. Staff
i. Created a series of training videos to ensure staff were ready for opening day
IV. Facility: Our consumer -friendly, sustainable facility will be safe, accessible, clean and support the
requirements for quality programs, services, and collections.
a. Maintenance
i. Completed installation of conveyor system
ii.
b. Safety/Security
i. Refined opening and closing procedures among departments; updated
emergency manual.
V. Communication: We maximize ongoing communication to increase awareness of the library and
understanding of its value and impact on the community.
a. Operationalize brand
i. Deployed new library card designs
K
00 - Library
Expenses
Library Services
Library Materials, Program Supplies
10-0-5260-00
Print BooksLibraryLibrary
10-2-5260-00
Print BooksLibrary ServiceLibrary
10-2-5265-00
E BooksLibrary Service - Library
10-2-5270-00
E Books - ConsortiumLibrary Service Library
10-2-5272-00
E Book Platform Library Service Library
10-2-5275-00
Adult & GenealogyLibrary Service Library
10-2-5280-00
Period icaIsLibrary Service Library
10-2-5285-00
Film/DVDLibrary Service Library
10-2-5287-00
AudioLibrary Service Library
10-2-5290-00
MusicLibrary Service Library
10-2-5295-00
Gaming SuppliesLibrary Service Library
Total
Tota I
Total Expenses
NET SURPLUS/(DEFICIT)
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original In -Year Budgel 2020 Annual Budget Annual Budget
Budget Adjustments Adjusted Budget Actual Remaining Remaining %
$0
$0
$0
$236
($236)
0.00 %
$397,799
($1,846)
$395,953
$271,582
$124,371
31.41 %
$115,324
$79,054
$194,378
$183,623
$10,755
5.53 %
$6,000
$0
$6,000
$6,000
$0
0.00 %
$6,000
$943
$6,943
$6,943
$1
0.01 %
$0
$0
$0
$559
($559)
0.00 %
$10,000
($2,500)
$7,500
$7,379
$121
1.62 %
$47,800
($11,154)
$36,646
$31,151
$5,495
14.99 %
$12,500
$3,516
$16,016
$16,045
($29)
(0.18)%
$3,000
($442)
$2,558
$994
$1,564
61.14 %
$500
$29
$529
$529
$0
0.03 %
$598,923
$67,600
$666,523
$525,039
$141,484
21.23 %
$598,923 $67,600 $666,523 $525,039 $141,484 21.23 %
$598,923 $67,600 $666,523 $525,039 $141,484 21.23 %
($598,923) ($67,600) ($666,523) ($525,039) $141,484 21.23 %
02/03/2021 17:15:06 9 Page 1
05 - Administration
Expenses
Support Services
Support Services -
Personnel Services
10-1-5100-05
Salaries and WagesAdministrationAdministration
10-1-5103-05
OvertimeAdministrationAdministration
10-1-5105-05
PTO (Vacation) PayAdministrationAdministration
10-1-5106-05
ESL (Sick) PayAdministrationAdministration
10-1-5109-05
Insurance - Long Term DisabiliAdministrationAdmi
10-1-5110-05
Salary Conti ngencyAd m i nistrationAdministration
10-1-5112-05
Holiday PayAdministrationAdministration
10-1-5113-05
Social Security TaxesAdministrationAdministration
10-1-5115-05
UnemploymentAdministrationAdministration
10-1-5120-05
Insurance - HealthAdministrationAdministration
10-1-5121-05
Insurance - Health Savings AccAdministrationAdmi
10-1-5122-05
Insurance - LifeAdministrationAdministration
10-1-5125-05
Insurance - AD&DAdministrationAdministration
10-1-5135-05
Retirement Saving PlanAdministrationAdministratic
Total Support Services - Personnel Services
Internal Library - Materials & Supplies
10-1-5200-05 Office Supplies & PrintingAdministrationAdministr+
Support Services - Materials & Supplies
Internal Library -
Services & Charges
10-1-5301-05
Public NotificationAdministrationAdministration
10-1-5303-05
Publications and DuesAdministrationAdministratio
10-1-5305-05
PostageAdministrationAdministration
10-1-5308-05
Equipment Rental/LeaseAdministrationAdministrat
10-1-5309-05
RentAdministrationAdministration
02/03/2021 17:15:06
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original In -Year Budgei 2020 Annual Budget Annual Budget
Budget Adjustments Adjusted Budget Actual Remaining Remaining %
$255,424
$14,770
$270,194
$259,096
$11,098
4.11 %
$0
$0
$0
$147
($147)
0.00 %
$0
$0
$0
$10,212
($10,212)
0.00 %
$0
$0
$0
$668
($668)
0.00 %
$859
$96
$955
$0
$955
100.00 %
$74,461
($74,488)
($27)
$0
($27)
(100.00)%
$0
$0
$0
$1,128
($1,128)
0.00 %
$19,540
$2,622
$22,162
$19,813
$2,349
10.60 %
$0
$0
$0
$122
($122)
0.00 %
$35,751
$3,482
$39,233
$23,466
$15,767
40.19 %
$0
$0
$0
$4,326
($4,326)
0.00 %
$843
$63
$906
$1,542
($636)
(70.25)%
$140
$10
$150
$150
$0
(0.28)%
$25,542
$3,427
$28,969
$27,125
$1,844
6.37 %
$412,560
($50,018)
$362,542
$347,795
$14,747
4.07 %
$22,856
$0
$22,856
$14,709
$8,147
35.65 %
$22,856
$0
$22,856
$14,709
$8,147
35.65 %
$800
$0
$800
$264
$536
66.94 %
$1,000
$0
$1,000
$818
$182
18.18 %
$12,100
$0
$12,100
$14,698
($2,598)
(21.47)%
$0
$520,000
$520,000
$523,893
($3,893)
(0.75)%
$520,000
($506,800)
$13,200
$13,200
$0
0.00 %
10
Page 2
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original
In -Year Budgel
2020
Annual Budget
Annual Budget
Budget
Adjustments
Adjusted Budget
Actual
Remaining
Remaining %
10-1-5320-05
Insurance - BuildingAdministrationAdministration
$1,900
$0
$1,900
$5,638
($3,738)
(196.71)%
10-1-5322-05
Insurance - LiabilityAdministrationAdministration
$6,540
$0
$6,540
$11,057
($4,517)
(69.06)%
10-1-5335-05
Professional servicesAdministrationAdministration
$0
$0
$0
$7,500
($7,500)
0.00%
10-1-5339-05
Professional FeesAdministrationAdministration
$4,000
$7,500
$11,500
$2,800
$8,700
75.65 %
10-1-5341-05
LegalAdministrationAdministration
$10,000
$0
$10,000
$4,088
$5,912
59.12 %
10-1-5344-05
Contract ServicesAdministrationAdministration
$1,000
$28,150
$29,150
$673
$28,477
97.69 %
10-1-5358-05
HospitalityAdministrationAdministration
$1,200
$0
$1,200
$250
$950
79.17 %
10-1-5360-05
Mileage reimbursementAdministrationAdministrati
$500
$0
$500
$55
$445
89.10 %
10-1-5361-05
Travel, Lodging & MealsAdministrationAdministrat
$14,000
$9,000
$23,000
$8,604
$14,396
62.59 %
10-1-5375-05
Employee RecognitionAdministrationAdministratio
$6,500
$5,300
$11,800
$6,409
$5,391
45.68 %
10-1-5385-05
Board & Volunteer RecognitionAdministrationAdrr
$500
$0
$500
$186
$314
62.83 %
Support Services -
Services & Charges
$580,040
$63,150
$643,190
$600,133
$43,057
6.69 %
Total
$1,015,456
$13,132
$1,028,588
$962,637
$65,951
6.41 %
Total Expenses $1,015,456 $13,132 $1,028,588 $962,637 $65,951 6.41 %
NET SURPLUS/(DEFICIT) ($1,015,456) ($13,132) ($1,028,588) ($962,637) $65,951 6.41 %
02/03/2021 17:15:06 11 Page 3
07 - Accounting
Expenses
Support Services
Support Services -
Personnel Services
10-1-5100-07
Salaries and WagesAdministrationAccounting
10-1-5103-07
OvertimeAdministrationAccounting
10-1-5105-07
PTO (Vacation) PayAdministrationAccounting
10-1-5109-07
Insurance - Long Term DisabiliAdministrationAccoi
10-1-5113-07
Social Security TaxesAdministrationAccounting
10-1-5115-07
UnemploymentAdministrationAccounting
10-1-5116-07
Workers Compensation InsuranceAdministrationA<
10-1-5120-07
Insurance - HealthAdministrationAccounting
10-1-5121-07
Insurance - Health Savings AccAdministrationAcco,
10-1-5122-07
Insurance - LifeAdministrationAccounting
10-1-5125-07
Insurance - AD&DAdministrationAccounting
10-1-5135-07
Retirement Saving PlanAdministrationAccounting
10-1-5136-07
Pension and Cafeteria AdministAdministrationAccc
Total Support Services - Personnel Services
Internal Library - Materials & Supplies
10-1-5200-07 Office Supplies & PrintingAdministrationAccountin
10-1-5236-07 Computer Software - ApplicatioAdministrationAcc<
Support Services - Materials & Supplies
Internal Library - Services & Charges
10-1-5301-07 Public NotificationAdministrationAccounting
10-1-5303-07 Subscriptions, Publications anAdministrationAccou
10-1-5340-07 AuditAdministrationAccounting
10-1-5342-07 Outside ServicesAdministrationAccounting
10-1-5344-07 Contract ServicesAdministrationAccounting
02/03/2021 17:15:06
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original In -Year Budgei 2020 Annual Budget Annual Budget
Budget Adjustments Adjusted Budget Actual Remaining Remaining %
$231,837
$20,223
$252,060
$288,690
($36,630)
(14.53)%
$0
$0
$0
$6
($6)
0.00 %
$0
$0
$0
$1,705
($1,705)
0.00 %
$765
$0
$765
$0
$765
100.00 %
$17,736
$285
$18,021
$18,270
($249)
(1.38)%
$5,900
$0
$5,900
$252
$5,648
95.72 %
$15,170
$0
$15,170
$14,568
$602
3.97 %
$22,631
$0
$22,631
$16,248
$6,383
28.20 %
$0
$0
$0
$1,062
($1,062)
0.00 %
$750
$0
$750
$1,704
($954)
(127.19)%
$125
$0
$125
$162
($37)
(29.68)%
$23,184
$375
$23,559
$17,446
$6,113
25.95 %
$18,400
$0
$18,400
$18,828
($428)
(2.33)%
$336,498
$20,883
$357,381
$378,941
($21,560)
(6.03)%
$4,060
$0
$4,060
$1,541
$2,519
62.05 %
$5,000
$0
$5,000
$1,000
$4,000
80.00 %
$9,060
$0
$9,060
$2,541
$6,519
71.96 %
$1,000
$0
$1,000
$0
$1,000
100.00 %
$934
$0
$934
$1,251
($317)
(33.94)%
$37,000
$0
$37,000
$37,088
($88)
(0.24)%
$18,700
$0
$18,700
$15,048
$3,652
19.53 %
$8,000
$0
$8,000
$3,905
$4,095
51.18 %
12
Page 4
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original
In -Year Budgel
2020
Annual Budget
Annual Budget
Budget
Adjustments
Adjusted Budget
Actual
Remaining
Remaining %
10-1-5360-07
Mileage reimbursementAdministrationAccounting
$300
$0
$300
$27
$273
91.01 %
10-1-5361-07
Travel, Lodging & MealsAdministrationAccounting
$3,700
$0
$3,700
$5,473
($1,773)
(47.91)%
10-1-5395-07
Bank Service ChargesAdministrationAccounting
$11,000
$0
$11,000
$17,125
($6,125)
(55.69)%
Support Services
- Services & Charges
$80,634
$0
$80,634
$79,916
$718
0.89 %
Internal Library -
Maintenance
10-1-5415-07
Software MaintenanceAdministrationAccounting
$6,000
$0
$6,000
$11,940
($5,940)
(98.99)%
Support Services
- Maintenance
$6,000
$0
$6,000
$11,940
($5,940)
(98.99)%
Total
$432,192
$20,883
$453,075
$473,338
($20,263)
(4.47)%
Total Expenses
$432,192
$20,883
$453,075
$473,338
($20,263)
(4.47)%
NET SURPLUS/(DEFICIT) ($432,192) ($20,883) ($453,075) ($473,338) ($20,263) (4.47)%
02/03/2021 17:15:06 13 Page 5
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original In -Year Budgel 2020 Annual Budget Annual Budget
Budget Adjustments Adjusted Budget Actual Remaining Remaining %
10 - Adult & Reference Services
Expenses
Library Services
Personnel Services
10-2-5100-10
Salaries and WagesLibrary ServiceAdult & Referen
$570,380
$11,806
$582,186
$499,826
$82,360
14.15 %
10-2-5103-10
OvertimeLibrary ServiceAdult & Referen
$0
$0
$0
$1,499
($1,499)
0.00 %
10-2-5105-10
PTO (Vacation) PayLibrary ServiceAdult & Referen
$0
$0
$0
$33,502
($33,502)
0.00 %
10-2-5106-10
ESL (Sick) PayLibrary ServiceAdult & Referen
$0
$0
$0
$9,223
($9,223)
0.00 %
10-2-5109-10
Insurance - long Term DisabiliLibrary ServiceAdult
$1,672
$0
$1,672
$0
$1,672
100.00 %
10-2-5112-10
Holiday PayLibrary ServiceAdult & Referen
$0
$0
$0
$13,162
($13,162)
0.00 %
10-2-5113-10
Social Security TaxesLibrary ServiceAdult & Referer
$43,634
$903
$44,537
$38,494
$6,043
13.57 %
10-2-5115-10
UnemploymentLibrary ServiceAdult & Referen
$0
$0
$0
$622
($622)
0.00 %
10-2-5120-10
Insurance - HealthLibrary ServiceAdult & Referen
$78,279
$0
$78,279
$66,081
$12,198
15.58 %
10-2-5121-10
Insurance - Health Savings AccLibrary ServiceAdult
$0
$0
$0
$4,892
($4,892)
0.00 %
10-2-5122-10
Insurance - LifeLibrary ServiceAdult & Referen
$1,633
$0
$1,633
$3,068
($1,435)
(87.90)%
10-2-5125-10
Insurance - AD&DLibrary ServiceAdult & Referen
$273
$0
$273
$319
($46)
(16.78)%
10-2-5135-10
Retirement Saving PlanLibrary ServiceAdult & Refe
$53,056
$1,181
$54,237
$51,260
$2,977
5.49 %
Total
$748,927
$13,890
$762,817
$721,948
$40,869
5.36 %
Library Materials, Program Supplies
10-2-5200-10 Office Supplies & Printing Library ServiceAdult & RE $4,679
$2,160
$6,839
$8,639
($1,800)
(26.31)%
10-2-5209-10 Programming Materials & SuppliLibrary ServiceAdt $9,000
$7,400
$16,400
$6,859
$9,541
58.18 %
10-2-5210-10 Food & Catering for EventsLibrary ServiceAdult & 1 $2,450
($2,160)
$290
$289
$1
0.44 %
Total $16,129
$7,400
$23,529
$15,786
$7,743
32.91 %
Program Services
10-2-5303-10
Publications and DuesLibrary ServiceAdult & Re
$450
$0
$450
$211
$239 53.01 %
10-2-5350-10
Programming ServicesLibraryServiceAdult & Ri
$28,050
($6,900)
$21,150
$8,681
$12,469 58.95 %
10-2-5355-10
Distinguished Author Fee RFS RLibrary Servicep
$30,000
$0
$30,000
$7,500
$22,500 75.00 %
10-2-5361-10
Travel, Lodging & MealsLibraryServiceAdult &
$500
($500)
$0
$0
$0 0.00 %
02/03/2021 17:15:06
14
Page 6
Total Patron Focuesed - Services & Charges
Tota I
Total Expenses
NET SURPLUS/(DEFICIT)
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original
In -Year Budgel
2020
Annual Budget
Annual Budget
Budget
Adjustments
Adjusted Budget
Actual
Remaining
Remaining %
$59,000
($7,400)
$51,600
$16,393
$35,207
68.23 %
$824,056
$13,890
$837,946
$754,127
$83,819
10.00 %
$824,056
$13,890
$837,946
$754,127
$83,819
10.00 %
($824,056) ($13,890) ($837,946) ($754,127) $83,819 10.00 %
02/03/2021 17:15:06 15 Page 7
15 - Circulation
Expenses
Library Services
Personnel Services
10-2-5100-15
Salaries and WagesLibrary ServiceCirculation
10-2-5103-15
OvertimeLibrary ServiceCirculation
10-2-5105-15
PTO (Vacation) PayLibrary ServiceCirculation
10-2-5106-15
ESL (Sick) PayLibrary ServiceCirculation
10-2-5109-15
Insurance - long Term Disabilil-ibrary ServiceCirculz
10-2-5112-15
Holiday PayLibrary ServiceCirculation
10-2-5113-15
Social Security TaxesLibrary ServiceCirculation
10-2-5115-15
UnemploymentLibrary ServiceCirculation
10-2-5120-15
Insurance - HealthLibrary ServiceCirculation
10-2-5121-15
Insurance - Health Savings AccLibrary ServiceCircul
10-2-5122-15
Insurance - LifeLibrary ServiceCirculation
10-2-5125-15
Insurance - AD&DLibrary ServiceCirculation
10-2-5135-15
Retirement Saving PlanLibrary ServiceCirculation
Total
Library Materials, Program Supplies
10-2-5200-15
Office Supplies & Printing Library ServiceCirculatior
10-2-5202-15
Tech SuppliesLibrary ServiceCirculation
10-2-5225-15
Repair Parts and Damaged Repairs Library Service(
10-2-5226-15
Merchandise for ResaleLibrary ServiceCirculation
10-2-5255-15
Circulating EquipmentLibrary ServiceCirculation
Total
Program Services
10-2-5303-15 Subscriptions, Publications anLibrary ServiceCir
10-2-5335-15 Professional servicesLibrary ServiceCirculation
02/03/2021 17:15:06
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original In -Year Budgel 2020 Annual Budget Annual Budget
Budget Adjustments Adjusted Budget Actual Remaining Remaining %
$524,254
$10,956
$535,210
$359,703
$175,507
32.79 %
$0
$0
$0
$843
($843)
0.00 %
$0
$0
$0
$20,388
($20,388)
0.00 %
$0
$0
$0
$7,629
($7,629)
0.00 %
$807
$0
$807
$0
$807
100.00 %
$807
$0
$807
$11,473
($10,666)
(1,321.63)%
$40,105
$838
$40,943
$29,886
$11,057
27.01 %
$0
$0
$0
$459
($459)
0.00 %
$33,494
$0
$33,494
$18,137
$15,357
45.85 %
$0
$0
$0
$4,422
($4,422)
0.00 %
$792
$0
$792
$1,460
($668)
(84.31)%
$68
$0
$68
$161
($93)
(137.00)%
$24,440
$569
$25,009
$24,982
$27
0.11 %
$624,767
$12,363
$637,130
$479,542
$157,588
24.73 %
$9,000
$0
$9,000
$4,661
$4,339
48.21 %
$3,800
$0
$3,800
$1,331
$2,469
64.97 %
$4,225
$0
$4,225
$1,221
$3,004
71.10 %
$1,250
$0
$1,250
$556
$694
55.50 %
$300
$0
$300
$254
$46
15.26 %
$18,575
$0
$18,575
$8,024
$10,551
56.80 %
$3,150 $0 $3,150 $3,060 $90 2.86 %
$4,800 $0 $4,800 $1,848 $2,952 61.50 %
16
Page 8
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original
In -Year Budgel
2020
Annual Budget
Annual Budget
Budget
Adjustments
Adjusted Budget
Actual
Remaining
Remaining %
10-2-5346-15
Drop Box ServicesLibrary ServiceCirculation
$11,566
$0
$11,566
$11,606
($40)
(0.35)%
10-2-5360-15
Mileage reimbursementLibrary ServiceCirculati(
$250
$0
$250
$0
$250
100.00 %
10-2-5361-15
Travel, Lodging & MealsLibrary ServiceCirculati
$4,080
$0
$4,080
$0
$4,080
100.00 %
Total Patron Focuesed
- Services & Charges
$23,846
$0
$23,846
$16,514
$7,332
30.75 %
Total
$667,188
$12,363
$679,551
$504,080
$175,471
25.82 %
Total Expenses
$667,188
$12,363
$679,551
$504,080
$175,471
25.82 %
NET SURPLUS/(DEFICIT) ($667,188) ($12,363) ($679,551) ($504,080) $175,471 25.82 %
02/03/2021 17:15:06 17 Page 9
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original
In -Year Budgei
2020
Annual Budget
Annual Budget
Budget
Adjustments
Adjusted Budget
Actual
Remaining
Remaining %
20 - Marketing
Expenses
Support Services
Support Services
- Personnel Services
10-1-5100-20
Salaries and WagesAdministrationDevelopment &
$135,782
$1,275
$137,057
$99,109
$37,948
27.69 %
10-1-5103-20
OvertimeAdministrationDevelopment & M
$0
$0
$0
$307
($307)
0.00 %
10-1-5105-20
PTO (Vacation) PayAd ministration Development & 1
$0
$0
$0
$3,557
($3,557)
0.00 %
10-1-5106-20
ESL (Sick) PayAd m i nistration Development & M
$0
$0
$0
$1,713
($1,713)
0.00 %
10-1-5109-20
Insurance - long Term DisabiliAdministrationDeveh
$407
$0
$407
$0
$407
100.00 %
10-1-5112-20
Holiday PayAdministrationMarketing
$407
$0
$407
$1,874
($1,467)
(360.36)%
10-1-5113-20
Social Security TaxesAd ministration Development 8
$10,387
$98
$10,485
$7,436
$3,049
29.08 %
10-1-5115-20
U nemploymentAdministration Development & M
$0
$0
$0
$49
($49)
0.00 %
10-1-5120-20
Insurance - HealthAd ministration Development & N
$16,758
$0
$16,758
$6,459
$10,299
61.46 %
10-1-5121-20
Insurance - Health Savings AccAdministrationDeve
$0
$0
$0
$1,487
($1,487)
0.00 %
10-1-5122-20
Insurance - LifeAd ministration Development & M
$400
$0
$400
$482
($82)
(20.57)%
10-1-5125-20
Insurance - AD&DAdministrationDevelopment & N
$34
$0
$34
$53
($19)
(54.65)%
10-1-5135-20
Retirement Saving PlanAdministrationDevelopmen
$12,330
$128
$12,458
$4,509
$7,949
63.81 %
Total Support Services - Personnel Services
$176,505
$1,501
$178,006
$127,034
$50,972
28.64 %
Internal Library -
Materials & Supplies
10-1-5200-20
Office Supplies & PrintingAdministrationDevelopm
$4,430
$0
$4,430
$323
$4,107
92.71 %
10-1-5201-20
Small Tools & Equi pmentAdministration Marketing
$0
$0
$0
$249
($249)
0.00 %
10-1-5209-20
Programming Materials & SuppliAdministrationDe,
$1,000
$0
$1,000
$45
$955
95.46 %
10-1-5240-20
Signs and Sign MaterialsAdministrationDevelopme
$1,500
$650
$2,150
$1,523
$627
29.18 %
Support Services
- Materials & Supplies
$6,930
$650
$7,580
$2,140
$5,440
71.77 %
Internal Library -
Services & Charges
10-1-5301-20
Public NotificationAdministrationDevelopment & IN
$17,350
$0
$17,350
$8,083
$9,267
53.41 %
10-1-5303-20
Publications and DuesAdministrationDevelopment
$2,945
$0
$2,945
$2,168
$778
26.40 %
10-1-5335-20
Professional servicesAd ministration Development 8
$0
$0
$0
$13,642
($13,642)
0.00 %
02/03/2021 17:15:06
18
Page 10
10-1-5339-20 Professional FeesAdministration Development & M
10-1-5344-20 Contract ServicesAdministrationDevelopment & M
10-1-5360-20 Mileage reimbursementAdministrationDevelopmer
Support Services - Services & Charges
Tota I
Total Expenses
NET SURPLUS/(DEFICIT)
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original
In -Year Budgel
2020
Annual Budget
Annual Budget
Budget
Adjustments
Adjusted Budget
Actual
Remaining
Remaining %
$5,000
$39,000
$44,000
$6,134
$37,866
86.06 %
$22,750
$0
$22,750
$32,218
($9,468)
(41.62)%
$250
$0
$250
$0
$250
100.00 %
$48,295
$39,000
$87,295
$62,244
$25,051
28.70 %
$231,730 $41,151 $272,881 $191,419 $81,462 29.85 %
$231,730 $41,151
($231,730) ($41,151)
$272,881 $191,419 $81,462 29.85 %
($272,881) ($191,419) $81,462 29.85 %
02/03/2021 17:15:06 19 Page 11
25 - Facilities
Expenses
Support Services
Support Services -
Personnel Services
10-1-5100-25
Salaries and WagesAdministrationFacilities
10-1-5103-25
OvertimeAdministrationFacilities
10-1-5105-25
PTO (Vacation) PayAdministrationFacilities
10-1-5106-25
ESL (Sick) PayAdministrationFacilities
10-1-5108-25
Temporary Labor AgencyAdministration Facilities
10-1-5109-25
Insurance - long Term DisabiliAdministrationFaciliti
10-1-5112-25
Holiday PayAdministrationFacilities
10-1-5113-25
Social Security TaxesAd ministration Facilities
10-1-5115-25
U nemploymentAdministration Facilities
10-1-5120-25
Insurance - HealthAd ministration Facilities
10-1-5121-25
Insurance - Health Savings AccAdministrationFacili
10-1-5122-25
Insurance - LifeAdministrationFacilities
10-1-5125-25
Insurance - AD&DAdministrationFacilities
10-1-5135-25
Retirement Saving PlanAdministrationFacilities
Total Support Services - Personnel Services
Internal Library -
Materials & Supplies
10-1-5200-25
Office Supplies & PrintingAdministrationFacilities
10-1-5201-25
Small Tools & Equi pmentAdministration Facilities
10-1-5203-25
Medical SuppliesAdministrationFacilities
10-1-5210-25
Food & Catering for EventsAdministration Facilities
10-1-5211-25
Kitchen SmallwaresAdministrationFacilities
10-1-5218-25
Cleaning SuppliesAdministrationFacilities
10-1-5224-25
Landscape MaterialsAdministrationFacilities
10-1-5230-25
Computer Hardware SuppliesAdministrationFaciliti
10-1-5236-25
Computer Software - ApplicatioAdministrationFacil
02/03/2021 17:15:06
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original In -Year Budgei 2020 Annual Budget Annual Budget
Budget Adjustments Adjusted Budget Actual Remaining Remaining %
$395,751
$8,830
$404,581
$344,764
$59,817
14.78 %
$0
$0
$0
$9,018
($9,018)
0.00 %
$0
$0
$0
$21,856
($21,856)
0.00 %
$0
$0
$0
$8,292
($8,292)
0.00 %
$0
$25,000
$25,000
$0
$25,000
100.00 %
$1,217
$0
$1,217
$0
$1,217
100.00 %
$0
$0
$0
$9,983
($9,983)
0.00 %
$30,275
$675
$30,950
$26,541
$4,409
14.25 %
$0
$0
$0
$473
($473)
0.00 %
$64,949
$0
$64,949
$54,167
$10,782
16.60 %
$0
$0
$0
$7,253
($7,253)
0.00 %
$105
$0
$105
$2,143
($2,038)
(1,941.01)%
$1,195
$0
$1,195
$240
$955
79.91 %
$36,891
$883
$37,774
$32,393
$5,381
14.25 %
$530,383
$35,388
$565,771
$517,122
$48,649
8.60 %
$3,000
$0
$3,000
$1,785
$1,215
40.49 %
$6,000
$21,700
$27,700
$29,257
($1,557)
(5.62)%
$6,000
$0
$6,000
$592
$5,408
90.13 %
$4,500
$0
$4,500
$5,613
($1,113)
(24.73)%
$0
$145,000
$145,000
$56,763
$88,237
60.85 %
$31,000
$0
$31,000
$27,932
$3,068
9.90 %
$0
$0
$0
$212
($212)
0.00 %
$0
$0
$0
$345
($345)
0.00 %
$3,340
$0
$3,340
$1,655
$1,685
50.44 %
20
Page 12
10-1-5240-25 Signs and Sign MaterialsAdministrationFacilities
Support Services - Materials & Supplies
Internal Library -
Services & Charges
10-1-5303-25
Subscriptions, Publications anAdministrationFaciliti
10-1-5308-25
Equipment Rental/LeaseAdministrationFacilities
10-1-5309-25
RentAdministrationFacilities
10-1-5312-25
Natural GasAdministrationFacilities
10-1-5314-25
ElectricityAd ministration Facilities
10-1-5316-25
Municipal WaterAdministrationFacilities
10-1-5318-25
Other Utility ExpenseAdministrationFacilities
10-1-5325-25
Equipment Rental/LeaseAdministrationFacilities
10-1-5335-25
Professional servicesAd ministration Facilities
10-1-5342-25
Outside ServicesAdministrationFacilities
10-1-5344-25
Contract ServicesAdministrationFacilities
10-1-5359-25
Mileage reimbursementAdministrationFacilities
10-1-5360-25
Mileage reimbursementAdministrationFacilities
10-1-5361-25
Travel, Lodging & MealsAdministrationFacilities
10-1-5368-25
Event CostAdministrationFacilities
10-1-5390-25
Uniform ExpensesAdministrationFacilities
Support Services
- Services & Charges
Internal Library -
Maintenance
10-1-5401-25
Building MaintenanceAdministrationFacilities
10-1-5405-25
Landscape MaintenanceAdministrationFacilities
10-1-5410-25
Equipment MaintenanceAdministrationFacilities
10-1-5415-25
Software MaintenanceAdministrationFacilities
Support Services
- Maintenance
Tota I
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original
In -Year Budgei
2020
Annual Budget
Annual Budget
Budget
Adjustments
Adjusted Budget
Actual
Remaining
Remaining %
$1,000
$0
$1,000
$0
$1,000
100.00 %
$54,840
$166,700
$221,540
$124,155
$97,385
43.96 %
$400
$0
$400
$150
$250
62.50 %
$0
$35,000
$35,000
$19,485
$15,515
44.33 %
$0
$0
$0
$9,220
($9,220)
0.00 %
$36,400
($15,000)
$21,400
$18,355
$3,045
14.23 %
$151,300
($40,000)
$111,300
$106,289
$5,011
4.50 %
$32,500
($20,000)
$12,500
$10,337
$2,163
17.30 %
$1,000
$0
$1,000
$12,551
($11,551)
(1,155.06)%
$0
$0
$0
$2,218
($2,218)
0.00 %
$400
$0
$400
$2,790
($2,390)
(597.50)%
$0
$0
$0
$1,723
($1,723)
0.00 %
$64,200
$10,000
$74,200
$44,237
$29,963
40.38 %
$0
$0
$0
$184
($184)
0.00 %
$3,500
$0
$3,500
$392
$3,108
88.80 %
$25,650
$0
$25,650
$0
$25,650
100.00 %
$5,500
$0
$5,500
$0
$5,500
100.00 %
$6,800
$0
$6,800
$8,743
($1,943)
(28.58)%
$327,650
($30,000)
$297,650
$236,674
$60,976
20.49 %
$89,991
$0
$89,991
$19,417
$70,574
78.42 %
$3,500
$0
$3,500
$0
$3,500
100.00 %
$6,600
$0
$6,600
$697
$5,903
89.44 %
$0
$0
$0
$3
($3)
0.00 %
$100,091
$0
$100,091
$20,117
$79,974
79.90 %
$1,012,964
$172,088
$1,185,052
$898,069
$286,983
24.22 %
02/03/2021 17:15:06 21 Page 13
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original
In -Year Budgel
2020
Annual Budget
Annual Budget
Budget
Adjustments
Adjusted Budget
Actual
Remaining
Remaining %
Capital Reinvestment
10-1-5810-25 Computer & Technological EquipAdministrationFai
$1,200
$0
$1,200
$1,336
($136)
(11.33)%
10-1-5870-25 Furniture & Equipment (less thAdministrationFacili
$10,000
$0
$10,000
$5,740
$4,260
42.60 %
Total Capital Reinvestment & Depreciation
$11,200
$0
$11,200
$7,076
$4,124
36.82 %
Total Expenses
$1,024,164
$172,088
$1,196,252
$905,144
$291,108
24.34 %
NET SURPLUS/(DEFICIT) ($1,024,164) ($172,088) ($1,196,252) ($905,144) $291,108 24.34 %
02/03/2021 17:15:06 22 Page 14
30 - Information Technology
Expenses
Support Services
Support Services -
Personnel Services
10-1-5100-30
Salaries and WagesAdministrationlnformation Tec
10-1-5103-30
OvertimeAdministrationlnformation Tec
10-1-5105-30
PTO (Vacation) PayAdministrationlnformation Tec
10-1-5106-30
ESL (Sick) PayAdministrationlnformation Tec
10-1-5109-30
Insurance - long Term DisabiliAdministrationlnforn
10-1-5112-30
Holiday PayAdministrationlnformation Tec
10-1-5113-30
Social Security TaxesAd ministration Information Tec
10-1-5115-30
UnemploymentAdministrationlnformation Tec
10-1-5120-30
Insurance - HealthAd ministration Information Tec
10-1-5121-30
Insurance - Health Savings AccAdministrationlnfori
10-1-5122-30
Insurance - LifeAdministrationlnformation Tec
10-1-5125-30
Insurance - AD&DAdministrationlnformation Tec
10-1-5135-30
Retirement Saving PlanAdministrationlnformation
Total Support Services - Personnel Services
Internal Library -
Materials & Supplies
10-1-5200-30
Office Supplies & PrintingAdministrationlnformatic
10-1-5201-30
Small Tools & EquipmentAdministrationlnformatio
10-1-5230-30
Computer Hardware SuppliesAdministrationlnform
10-1-5236-30
Computer Software - ApplicatioAdministrationlnfo
Support Services
- Materials & Supplies
Internal Library - Services & Charges
10-1-5303-30 Subscriptions, Publications anAdministrationlnforn
10-1-5310-30 Telephone/BroadbandAdministrationlnformation T
10-1-5339-30 Professional FeesAdministrationlnformation Tec
02/03/2021 17:15:06
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original In -Year Budgei 2020 Annual Budget Annual Budget
Budget Adjustments Adjusted Budget Actual Remaining Remaining %
$350,419
$23,413
$373,832
$303,190
$70,642
18.90 %
$0
$0
$0
$1,113
($1,113)
0.00 %
$0
$0
$0
$19,897
($19,897)
0.00 %
$0
$0
$0
$8,372
($8,372)
0.00 %
$1,073
$0
$1,073
$0
$1,073
100.00 %
$0
$0
$0
$4,547
($4,547)
0.00 %
$26,807
$1,791
$28,598
$24,791
$3,807
13.31 %
$0
$0
$0
$332
($332)
0.00 %
$31,604
$0
$31,604
$24,064
$7,540
23.86 %
$0
$0
$0
$5,137
($5,137)
0.00 %
$1,045
$0
$1,045
$1,889
($844)
(80.73)%
$91
$0
$91
$194
($103)
(112.78)%
$32,500
$734
$33,234
$32,214
$1,020
3.07 %
$443,539
$25,938
$469,477
$425,739
$43,738
9.32 %
$1,000
$0
$1,000
$348
$652
65.18 %
$0
$0
$0
$524
($524)
0.00 %
$0
$35,307
$35,307
$42,310
($7,003)
(19.83)%
$1,975
$0
$1,975
$35,742
($33,767)
(1,709.70)%
$2,975
$35,307
$38,282
$78,923
($40,641)
(106.16)%
$0
$0
$0
$1,969
($1,969)
0.00 %
$51,800
$0
$51,800
$48,561
$3,239
6.25 %
$0
$75,000
$75,000
$50,062
$24,938
33.25 %
23
Page 15
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original
In -Year Budgel
2020
Annual Budget
Annual Budget
Budget
Adjustments
Adjusted Budget
Actual
Remaining
Remaining %
10-1-5344-30
Contract ServicesAdministrationlnformation Tec
$20,000
$0
$20,000
$16,182
$3,818
19.09 %
10-1-5361-30
Travel, Lodging & MealsAdministrationlnformation
$13,800
$0
$13,800
$4,460
$9,340
67.68 %
Support Services -
Services & Charges
$85,600
$75,000
$160,600
$121,234
$39,366
24.51 %
Internal Library - Maintenance
10-1-5410-30
Equipment MaintenanceAdministrationlnformatior
$58,868
$0
$58,868
$60,775
($1,907)
(3.24)%
10-1-5415-30
Software MaintenanceAdministrationlnformation T
$134,884
$35,000
$169,884
$108,168
$61,716
36.33 %
10-1-5420-30
Computer Equipment MaintenanceAdministrationl
$0
$0
$0
$21,858
($21,858)
0.00 %
Support Services -
Maintenance
$193,752
$35,000
$228,752
$190,802
$37,950
16.59 %
Total
$725,866
$171,245
$897,111
$816,698
$80,413
8.96 %
Capital Reinvestment
10-1-5810-30
Computer & Technological EquipAdministrationlnf
$93,550
$304,681
$398,231
$103,944
$294,287
73.90 %
Total Capital Reinvestment
& Depreciation
$93,550
$304,681
$398,231
$103,944
$294,287
73.90 %
Total Expenses
$819,416
$475,926
$1,295,342
$920,642
$374,700
28.93 %
NET SURPLUS/(DEFICIT)
($819,416)
($475,926)
($1,295,342)
($920,642)
$374,700
28.93 %
02/03/2021 17:15:06 24 Page 16
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original In -Year Budgel 2020 Annual Budget Annual Budget
Budget Adjustments Adjusted Budget Actual Remaining Remaining %
40 - Technical Services
Expenses
Library Services
Personnel Services
10-2-5100-40
Salaries and WagesLibrary ServiceTechnical Servi
$249,843
($11,523)
$238,320
$219,374
$18,946
7.95 %
10-2-5103-40
OvertimeLibrary ServiceTechnical Servi
$0
$0
$0
$71
($71)
0.00 %
10-2-5105-40
PTO (Vacation) PayLibrary ServiceTechnical Servi
$0
$0
$0
$7,456
($7,456)
0.00 %
10-2-5106-40
ESL (Sick) PayLibrary ServiceTechnical Servi
$0
$0
$0
$3,065
($3,065)
0.00 %
10-2-5109-40
Insurance - long Term Disabilil-ibrary ServiceTechni
$773
$0
$773
$0
$773
100.00 %
10-2-5112-40
Holiday PayLibrary ServiceTechnical Servi
$0
$0
$0
$4,086
($4,086)
0.00 %
10-2-5113-40
Social Security TaxesLibrary ServiceTechnical Servi
$19,113
$373
$19,486
$17,065
$2,421
12.42 %
10-2-5115-40
UnemploymentLibrary ServiceTechnical Servi
$0
$0
$0
$211
($211)
0.00 %
10-2-5120-40
Insurance - HealthLibrary ServiceTechnical Servi
$23,421
$0
$23,421
$17,598
$5,823
24.86 %
10-2-5121-40
Insurance - Health Savings AccLibrary ServiceTechr
$0
$0
$0
$2,483
($2,483)
0.00 %
10-2-5122-40
Insurance - LifeLibrary ServiceTechnical Servi
$703
$0
$703
$1,391
($688)
(97.91)%
10-2-5125-40
Insurance - AD&DLibrary ServiceTechnical Servi
$67
$0
$67
$149
($82)
(123.09)%
10-2-5135-40
Retirement Saving PlanLibrary ServiceTechnical Ser
$23,434
$488
$23,922
$18,038
$5,884
24.60 %
Total
$317,354
($10,662)
$306,692
$290,987
$15,706
5.12 %
Library Materials, Program
Supplies
10-2-5200-40
Office Supplies & Printing Library ServiceTechnical :
$3,600
$0
$3,600
$3,468
$132
3.68 %
10-2-5202-40
Tech SuppliesLibrary ServiceTechnical Servi
$18,000
$7,388
$25,388
$20,904
$4,484
17.66 %
10-2-5233-40
Computer Software - Cataloging Library ServiceTec
$21,600
($6,000)
$15,600
$11,065
$4,535
29.07 %
10-2-5260-40
Print BooksLibrary ServiceTechnical Servi
$0
$0
$0
$220
($220)
0.00 %
Total
$43,200
$1,388
$44,588
$35,656
$8,932
20.03 %
Program Services
10-2-5303-40
Publications and DuesLibrary ServiceTechnical !
$300
$0
$300
$0
$300
100.00 %
10-2-5361-40
Travel, Lodging & MealsLibrary ServiceTechnici
$3,100
($1,388)
$1,712
$1,338
$374
21.82 %
Total Patron Focuesed
- Services & Charges
$3,400
($1,388)
$2,012
$1,338
$674
33.48 %
02/03/2021 17:15:06
25
Page 17
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original
In -Year Budgel
2020
Annual Budget
Annual Budget
Budget
Adjustments Adjusted Budget
Actual
Remaining
Remaining %
Total $363,954
($10,662) $353,292
$327,981
$25,311
7.16 %
Total Expenses $363,954
($10,662) $353,292
$327,981
$25,311
7.16 %
NET SURPLUS/(DEFICIT) ($363,954) $10,662 ($353,292) ($327,981) $25,311 7.16 %
02/03/2021 17:15:06 26 Page 18
42 - Teen Library Services
Expenses
Library Services
Personnel Services
10-2-5100-42
Salaries and WagesLibrary ServiceTeen Library Se
10-2-5103-42
OvertimeLibrary ServiceTeen Library Se
10-2-5105-42
PTO (Vacation) PayLibrary ServiceTeen Library Se
10-2-5106-42
ESL (Sick) PayLibrary ServiceTeen Library Se
10-2-5109-42
Insurance - long Term DisabiliLibrary ServiceTeen L
10-2-5112-42
Holiday PayLibrary ServiceTeen Library Se
10-2-5113-42
Social Security TaxesLibrary ServiceTeen Library Se
10-2-5115-42
UnemploymentLibrary ServiceTeen Library Se
10-2-5120-42
Insurance - HealthLibrary ServiceTeen Library Se
10-2-5121-42
Insurance - Health Savings AccLibrary ServiceTeen
10-2-5122-42
Insurance - LifeLibrary ServiceTeen Library Se
10-2-5125-42
Insurance - AD&DLibrary ServiceTeen Library Se
10-2-5135-42
Retirement Saving PlanLibrary ServiceTeen Library
Total
Library Materials, Program Supplies
10-2-5209-42 Programming Materials & SuppliLibrary ServiceTee
10-2-5210-42 Food & Catering for EventsLibrary ServiceTeen Libr
Total
Program Services
10-2-5350-42 Programming ServicesLibrary ServiceTeen Libra
Total Patron Focuesed - Services & Charges
Tota I
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original In -Year Budgel 2020 Annual Budget Annual Budget
Budget Adjustments Adjusted Budget Actual Remaining Remaining %
$166,005
($16,139)
$149,866
$137,756
$12,110
8.08 %
$0
$0
$0
$5
($5)
0.00 %
$0
$0
$0
$5,995
($5,995)
0.00 %
$0
$0
$0
$2,306
($2,306)
0.00 %
$548
$0
$548
$0
$548
100.00 %
$0
$0
$0
$3,562
($3,562)
0.00 %
$12,699
$238
$12,937
$11,299
$1,638
12.66 %
$0
$0
$0
($26)
$26
0.00 %
$21,212
($10,000)
$11,212
$4,698
$6,514
58.10 %
$0
$0
$0
$3,289
($3,289)
0.00 %
$548
$0
$548
$316
$232
42.28 %
$48
$0
$48
$45
$3
5.92 %
$16,600
$311
$16,911
$14,962
$1,949
11.52 %
$217,660
($25,590)
$192,070
$184,209
$7,861
4.09 %
$12,840
$2,000
$0
$0
$12,840
$2,000
$8,534
$253
$4,307
$1,747
33.54 %
87.36 %
$14,840
$0
$14,840
$8,786
$6,054
40.79 %
$4,000
$0
$4,000
$1,435
$2,565
64.13 %
$4,000
$0
$4,000
$1,435
$2,565
64.13 %
$236,500
($25,590)
$210,910
$194,430
$16,480
7.81 %
02/03/2021 17:15:06 27 Page 19
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original In -Year Budgel 2020
Budget Adjustments Adjusted Budget Actual
Total Expenses $236,500 ($25,590) $210,910 $194,430
NET SURPLUS/(DEFICIT) ($236,500) $25,590 ($210,910) ($194,430)
Annual Budget Annual Budget
Remaining Remaining %
$16,480 7.81 %
$16,480 7.81 %
02/03/2021 17:15:06 28 Page 20
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original In -Year Budgel 2020 Annual Budget Annual Budget
Budget Adjustments Adjusted Budget Actual Remaining Remaining %
50 - Youth Services
Expenses
Library Services
Personnel Services
10-2-5100-50
Salaries and WagesLibrary ServiceYouth Services
$241,748
$34,600
$276,348
$248,762
$27,586
9.98 %
10-2-5103-50
OvertimeLibrary ServiceYouth Services
$0
$0
$0
$25
($25)
0.00 %
10-2-5105-50
PTO (Vacation) PayLibrary ServiceYouth Services
$0
$0
$0
$7,756
($7,756)
0.00 %
10-2-5106-50
ESL (Sick) PayLibrary ServiceYouth Services
$0
$0
$0
$2,206
($2,206)
0.00 %
10-2-5109-50
Insurance - long Term Disabilil-ibrary ServiceYouth
$591
$0
$591
$0
$591
100.00 %
10-2-5112-50
Holiday PayLibrary ServiceYouth Services
$0
$0
$0
$6,045
($6,045)
0.00 %
10-2-5113-50
Social Security TaxesLibrary ServiceYouth Services
$18,494
$409
$18,903
$19,453
($550)
(2.91)%
10-2-5115-50
UnemploymentLibrary ServiceYouth Services
$0
$0
$0
$499
($499)
0.00 %
10-2-5120-50
Insurance - HealthLibrary ServiceYouth Services
$31,481
$0
$31,481
$23,607
$7,874
25.01 %
10-2-5121-50
Insurance - Health Savings AccLibrary ServiceYoutF
$0
$0
$0
$850
($850)
0.00 %
10-2-5122-50
Insurance - LifeLibrary ServiceYouth Services
$580
$0
$580
$1,967
($1,387)
(239.18)%
10-2-5125-50
Insurance - AD&DLibrary ServiceYouth Services
$50
$0
$50
$204
($154)
(308.80)%
10-2-5135-50
Retirement Saving PlanLibrary ServiceYouth Servic(
$17,900
$535
$18,435
$13,355
$5,080
27.56 %
Total
$310,844
$35,544
$346,388
$324,730
$21,658
6.25 %
Library Materials, Program Supplies
10-2-5200-50 Office Supplies & Printing Library ServiceYouth Seri $7,000
$0
$7,000
$3,533
$3,467
49.53 %
10-2-5209-50 Programming Materials & SuppliLibrary ServiceYOL $21,000
$2,000
$23,000
$30,482
($7,482)
(32.53)%
10-2-5210-50 Food & Catering for EventsLibrary ServiceYouth Se $2,480
$0
$2,480
$250
$2,230
89.93 %
Total $30,480
$2,000
$32,480
$34,265
($1,785)
(5.50)%
Program Services
10-2-5303-50
Publications and DuesLibrary ServiceYouth Sery
$0
$0
$0
$165
($165) 0.00 %
10-2-5344-50
Contract ServicesLibrary ServiceYouth Services
$0
$0
$0
$1,659
($1,659) 0.00 %
10-2-5350-50
Programming ServicesLibrary ServiceYouth Sen
$38,150
($7,600)
$30,550
$6,060
$24,490 80.16 %
10-2-5361-50
Travel, Lodging & MealsLibrary ServiceYouth Sf
$8,600
$0
$8,600
$447
$8,153 94.80 %
02/03/2021 17:15:06
29
Page 21
Total Patron Focuesed - Services & Charges
Tota I
Total Expenses
NET SURPLUS/(DEFICIT)
Fayetteville Public Library
Summarized Budget to Actual
Preliminary: Subject to Audit
Original
In -Year Budgel
2020
Annual Budget
Annual Budget
Budget
Adjustments
Adjusted Budget
Actual
Remaining
Remaining %
$46,750
($7,600)
$39,150
$8,330
$30,820
78.72 %
$388,074
$29,944
$418,018
$367,324
$50,694
12.13 %
$388,074
$29,944
$418,018
$367,324
$50,694
12.13 %
($388,074) ($29,944) ($418,018) ($367,324) $50,694 12.13 %
02/03/2021 17:15:06 30 Page 22
Fayetteville Public Library
Balance Sheet
Preliminary: Subject to Audit
As of December3l, 2020
2020
Assets
Cash & Investments - Unresstricted
10-0-1001-00
Bank CreditLibraryLibrary
($800.41)
10-0-1003-00
Petty Cash LibraryLibrary
$1,156.45
10-0-1010-00
Bank of FayettevilleLibraryLibrary
$14,584.90
10-0-1020-00
ArvestLibraryLibrary
$694,594.65
10-0-1030-00
1st SecurityLibraryLibrary
$132,665.02
10-0-1120-00
Schwab Institutional -Operating LibraryLibrary
$1,123,354.75
15-0-1123-00
Schwab Institutional -Expansion LibraryLibrary
$986,041.52
Total Cash & Investments
$2,951,596.88
Accounts Receivable - Unrestricted
10-0-1210-00
Due from Foundation
$234,817.48
10-0-1215-00
Due from Friends LibraryLibrary
$779.97
10-0-1225-00
Due From Other Gov. UnitsLibraryLibrary
$4,350,597.77
10-0-1240-00
Accounts ReceivableLibraryLibrary
$3,146.09
10-0-1260-00
Payroll Tax Refund ReceivableLibraryLibrary
($793.54)
10-0-1270-00
Claim against credit card LibraryLibrary
$634.88
10-0-1271-00
Less: Claim against credit card LibraryLibrary
($570.10)
Total Acounts Receivable - Unrestricted
$4,589,752.75
Cash & Investments - Designated
20-0-1125-00 Schwab Institutional - Long-teLibraryLibrary $1,651,821.56
30-0-1126-00 Schwab - Facilities ReplacemenLibraryLibrary $544,502.51
40-0-1127-00 Schwab - Furn. & Eq. 2100-3837LibraryLibra ry $234,984.29
50-0-1128-00 Schwab - Technological EquipmeLibraryLibrary $254,567.81
60-0-1140-00 Schwab - Expansion Capitall - LibraryLibrary $4.36
Total Cash & Investments - Designated $2,685,880.53
Accounts Receivable - Restricted
10-0-1150-00 Data Path Held DepositLibraryLibrary $1,200.00
10-0-1190-00 Claims PendingLibraryLibrary $1,578.40
10-0-1280-00 Prepaid ExpensesLibraryLibrary $138,006.53
70-0-1225-00 Due From Other Gov. UnitsLibraryLibrary $2,072,306.84
Total Accounts Receivable - Restricted $2,213,091.77
Internal Due From
10-0-1221-00 Due From Expansion Operating Reserves - 15 ($0.13)
10-0-1223-00 Due From Facilities Reserve - 30 $4,971.14
10-0-1228-00 Due From Technology Reserve - 50 $70.13
02/04/2021 15:44:05 31 Page 1
Fayetteville Public Library
Balance Sheet
Preliminary: Subject to Audit
As of December3l, 2020
2020
20-0-1220-00 Due From Operating - 10 $76,241.45
20-0-1223-00 Due From Facilities Reserve - 30 $0.48
20-0-1228-00 Due From Technology Reserve - 50 ($0.93)
50-0-1220-00 Due From Operating - 10 $102,499.19
70-0-1227-00 Due from UnreservedLibraryLibrary ($1.47)
Total Internal Due From $183,779.86
Interfund
10-0-1238-00
Due from Other Funds - InterfuLibraryLibrary
$118,470.44
10-0-1400-00
InterfundLibraryLibrary
($1,219,436.19)
15-0-1400-00
InterfundLibraryLibrary
$3,899,882.78
20-0-1400-00
InterfundLibraryLibrary
($1,115,400.24)
30-0-1238-00
Due from Other Funds - InterfuLibraryLibrary
$29.60
30-0-1400-00
InterfundLibraryLibrary
$3,787.37
40-0-1400-00
InterfundLibraryLibrary
$30,578.53
50-0-1400-00
InterfundLibraryLibrary
$365,371.12
60-0-1400-00
InterfundLibraryLibrary
($192,503.91)
70-0-1400-00
InterfundLibraryLibrary
($1,772,279.58)
Total Interfund
$118,499.92
Depreciable Assets
10-0-1801-00 BuildingsLibraryLibrary
$21,080,384.43
10-0-1805-00 SoftwareLibraryLibrary
$144,777.16
10-0-1811-00 Books & PublicationsLibraryLibrary
$4,925,946.88
10-0-1813-00 EquipmentLibraryLibrary
$1,763,359.80
10-0-1890-00 Construction In Progress (CIP)LibraryLibrary
$433,574.43
10-0-1999-00 Accumulated DepreciationLibraryLibrary
($11,893,979.42)
60-0-1890-00 Construction In Progress (CIP)LibraryLibrary
$1,080,831.73
Total Depreciable Assets
$17,534,895.01
Non -Depreciable Assets
10-0-1800-00 Land
$1,449,585.02
10-0-1850-00 Library Owned ArtLibraryLibrary
$150,000.00
10-1-1800-00 Fixed AssetAdministrationLibrary
$0.07
Total Non-Depeciable Assets
$1,599,585.09
Total Assets $31,877,081.81
Liabilities and Fund Balance
Liabilities - Accounts Payable
02/04/2021 15:44:05 32 Page 2
Fayetteville Public Library
Balance Sheet
Preliminary: Subject to Audit
10-0-2001-00
Accounts PayableLibraryLibrary
10-0-2003-00
Security Bankcard Center, INC.Libraryl-ibrary
10-0-2020-00
Accounts Payable- Accrued Libra ryLi brary
10-0-2025-00
Accrued Sales Tax Paya bleLibraryLi bra ry
10-0-2055-00
Federal Withholding PayableLibra ryLibrary
10-0-2065-00
FICA PayableLibraryLibrary
10-0-2075-00
Health InsuranceLibraryLibrary
10-0-2080-00
State Withholding PayableLibraryLibra ry
10-0-2082-00
State Unemployment PayableLibra ryLibrary
10-0-2094-00
Accident Death & Disability InLibraryl-ibrary
10-0-2130-00
Vision InsuranceLibraryLibrary
10-0-2135-00
Life, AD&D and LTDLibraryLibrary
10-0-2140-00
Voluntary Life, STD & AD&DLibraryLibrary
10-0-2155-00
Voluntary Dental Insurance
10-0-2180-00
Caring Committeel-ibraryl-ibrary
10-0-2185-00
Healthy HabitsLibraryLibrary
10-0-2190-00
Arkansas State Library Scholarl-i bra ryLibrary
10-0-2410-00
Deferred Revenuel-ibraryl-ibrary
Total Liabilities - Accounts Payable
Accrued Liabilities
10-0-2030-00 Salaries & Wages AccrualLibra ryLibrary
10-0-2045-00 Vacation Accrual LibraryLibra ry
10-0-2060-00 Sick Time AccrualLibraryLibrary
Total Accrued Liabilities
Internal Due To
10-0-2223-00
Due to Operating Capital - 15
10-0-2225-00
Due to Long Term - 20
10-0-2230-00
Due to FriendsLibraryLi bra ry
10-0-2235-00
Due to Technology Reserve - 50
10-0-2240-00
Due to Foundation Libraryl-i bra ry
10-0-2270-00
Due to Debt Service FundLibraryLibrary
10-0-2296-00
Due to FPLF Capital Campaign (LibraryLibrary
15-0-2220-00
Due To Operating-101-ibraryl-ibrary
30-0-2220-00
Due To Operating - 10
30-0-2225-00
Due to Long Term - 20
50-0-2220-00
Due To Operating - 10
50-0-2225-00
Due to Long Term - 20
Total Internal Due To
As of December3l, 2020
2020
$149,619.83
$2,271.00
$5,546.77
($5,436.33)
$1,068.09
($1,105.48)
($370.00)
$525.13
$426.15
($0.50)
$12.12
($68.47)
$184.24
$214.58
$875.05
$5,142.24
($14,056.88)
$523,724.03
$668,571.57
$64,144.24
$180,963.06
$68,311.13
$313,418.43
$0.01
$76,241.45
($3,253.33)
$102,499.19
$18,392.88
($1.47)
$30,795.00
($0.13)
$4,971.14
($0.94)
$70.13
($0.93)
$229,713.00
02/04/2021 15:44:05 33 Page 3
Fayetteville Public Library
Balance Sheet
Preliminary: Subject to Audit
Interfund
10-0-2255-00
Due to Other Funds
- I nterfund Libra ryLi brary
30-0-2255-00
Due to Other Funds
- I nterfund Libra ryLi brary
50-0-2255-00
Due to Other Funds
- I nterfund Libra ryLi brary
60-0-2255-00
Due to Other Funds
- I nterfund Libra ryLi brary
Total Interfund
Fund Balance
10-0-3001-00
Unrestricted LibraryLibra ry
10-0-3900-00
Fund Balance - Current Year NeLibraryLibrary
10-0-3950-00
Investment in Capital AssetsLibraryLibrary
15-0-3001-00
Unrestricted LibraryLibra ry
20-0-3015-00
Designated - Long Term Reservel-i bra ryLibrary
20-0-3900-00
Fund Balance - Current Year NeLibraryLibrary
30-0-3020-00
Designated - Facility Reservel-ibraryl-ibrary
30-0-3900-00
Fund Balance - Current Year NeLibraryLibrary
40-0-3025-00
Designated - Furniture & EquipLibraryLibrary
40-0-3900-00
Fund Balance - Current Year NeLibraryLibrary
50-0-3030-00
Designated - Technological EquLibraryLibrary
50-0-3900-00
Fund Balance - Current Year NeLibraryLibrary
60-0-3005-00
Restricted Fund BalanceLibraryLibra ry
70-0-3005-00
Restricted Fund BalanceLibraryLibra ry
Total Fund Balance
Total Liabilities and Fund Balance
As of December3l, 2020
2020
$29.60
$37,222.00
$3,668.63
$77,579.81
$118,500.04
$2,218,343.61
$793,564.99
$19,435,214.87
$4,885,924.43
$654,576.75
($41,914.43)
$535,922.80
($29,795.52)
$274,311.56
($8,748.74)
$737,037.59
($18,337.30)
$810,752.37
$300,025.79
$30,546,878.77
$31,877,081.81
02/04/2021 15:44:05 34 Page 4
A L L I S O N
P A R T N E R S
Your partner in creating lasting places
FIELD OBSERVATION REPORT
TO: Kate Michaud - MSR Design
David Johnson - Fayetteville Public Library
Wade Abernathy - City of Fayetteville
Jason Miller - Crossland Construction
FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects
REPORT #: Fifty -Five (55)
PROJECT: Fayetteville Public Library Addition
DATE: Dec. 22, 2020
PAGES: 01, including this page
Date of Visit: 12/21 /2020
Time of Visit: 3:10 PM - 4:35 PM
Present at Site: Allison + Partners, Crossland, FPL
Weather/Temperature: 63 degrees / Clear
Work in Progress: Punchlist
Observations: Curtains are hanging over the stage. Punch list items are being
worked on. Furniture is being placed. Wood panels are being installed. Books are
being loaded on shelves in all locations. Monumental stair is being worked on.
Level 300 is being prepped for carpet. Paint touch-up continues.
Items to Verify: Nothing at this time.
Information or Action Required: Nothing at this time.
Photos: https:Hallarch.box.com/s/zwhuwwavzag77e6rOsugwn99vxOvlgfr
1
ALLISON + PARTNERS, Inc.
35
A L L I S O N
P A R T N E R S
Your partner in creating lasting places
FIELD OBSERVATION REPORT
TO: Kate Michaud - MSR Design
David Johnson - Fayetteville Public Library
Wade Abernathy - City of Fayetteville
Jason Miller - Crossland Construction
FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects
REPORT #: Fifty -Six (56)
PROJECT: Fayetteville Public Library Addition
DATE: Dec. 29, 2020
PAGES: 01, including this page
Date of Visit: 12/28/2020
Time of Visit: 2:40 PM - 4:15 PM
Present at Site: Allison + Partners, Crossland, FPL
Weather/Temperature: 50 degrees / Clear
Work in Progress: Punchlist
Observations: Punch list items are being worked on. Furniture is being placed.
Wood ceiling panels are being installed in the pre -function area.
Items to Verify: Nothing at this time.
Information or Action Required: Nothing at this time.
Photos: https://allarch.box.com/s/491vyn25jsojotm0ifc78uu10betmizy
1
ALLISON + PARTNERS, Inc.
36
A L L I S O N
P A R T N E R S
Your partner in creating lasting places
FIELD OBSERVATION REPORT
TO: Kate Michaud - MSR Design
David Johnson - Fayetteville Public Library
Wade Abernathy - City of Fayetteville
Jason Miller - Crossland Construction
FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects
REPORT #: Fifty -Seven (57)
PROJECT: Fayetteville Public Library Addition
DATE: Jan. 05, 2021
PAGES: 01, including this page
Date of Visit: 01 /04/2021
Time of Visit: 1:30 PM - 4:15 PM
Present at Site: Allison + Partners, Crossland, FPL
Weather/Temperature: 53 degrees / Clear
Work in Progress: Punchlist
Observations: Punch list items are being worked on.
Items to Verify: Nothing at this time.
Information or Action Required: Nothing at this time.
Photos: https:Hallarch.box.com/s/dIn6lIuiufvmis82627un7j5ktx3wrdz
1
ALLISON + PARTNERS, Inc.
37
A L L I S O N
P A R T N E R S
Your partner in creating lasting places
FIELD OBSERVATION REPORT
TO: Kate Michaud - MSR Design
David Johnson - Fayetteville Public Library
Wade Abernathy - City of Fayetteville
Jason Miller - Crossland Construction
FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects
REPORT #: Fifty -Eight (58)
PROJECT: Fayetteville Public Library Addition
DATE: Jan. 12, 2021
PAGES: 01, including this page
Date of Visit: 01 /11 /2021
Time of Visit: 1:15 PM - 5:15 PM
Present at Site: Allison + Partners, Crossland, FPL
Weather/Temperature: 53 degrees / Clear
Work in Progress: Punchlist
Observations: Punch list items are being worked on. Terrazzo is being installed
on the monument stair. Wood ceiling is installed in the pre -function space.
Items to Verify: Nothing at this time.
Information or Action Required: Nothing at this time.
Photos: https://allarch.box.com/s/ank8xgwrawfypfrvruOt6kzwl5nhky6z
1
ALLISON + PARTNERS, Inc.
38
A L L I S O N
P A R T N E R S
Your partner in creating lasting places
FIELD OBSERVATION REPORT
TO: Kate Michaud - MSR Design
David Johnson - Fayetteville Public Library
Wade Abernathy - City of Fayetteville
Jason Miller - Crossland Construction
FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects
REPORT #: Fifty -Nine (59)
PROJECT: Fayetteville Public Library Addition
DATE: Jan. 19, 2021
PAGES: 01, including this page
Date of Visit: 01 /18/2021
Time of Visit: 3:15 PM - 5:15 PM
Present at Site: Allison + Partners, Crossland, FPL
Weather/Temperature: 53 degrees / Clear
Work in Progress: Punchlist
Observations: Punch list items are being worked on.
Items to Verify: Nothing at this time.
Information or Action Required: Nothing at this time.
Photos: https://allarch.box.com/s/dxgug0ldhb25tlxhlxafx3gfbpOpe5eh
1
ALLISON + PARTNERS, Inc.
39
A L L I S O N
P A R T N E R S
Your partner in creating lasting places
FIELD OBSERVATION REPORT
TO: Kate Michaud - MSR Design
David Johnson - Fayetteville Public Library
Wade Abernathy - City of Fayetteville
Jason Miller - Crossland Construction
FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects
REPORT #: Sixty (60)
PROJECT: Fayetteville Public Library Addition
DATE: Jan. 26, 2021
PAGES: 01, including this page
Date of Visit: 01 /25/2021
Time of Visit: 3:15 PM - 4:45 PM
Present at Site: Allison + Partners, Crossland, FPL
Weather/Temperature: 53 degrees / Clear
Work in Progress: Punchlist items being worked on. Furnishings are installed.
Observations: Punch list items are being worked on.
Items to Verify: Nothing at this time.
Information or Action Required: Nothing at this time.
Photos: httos://allarch.box.com/s/euzvmk45234eai9mamvixxz19a6ibnuo
1
ALLISON + PARTNERS, Inc.
40
BEYOND
WORDS
CAMPAIGN GOAL: $23,000,000
Capital Campaign
Pledge Summary Report
2/11 /2021
Pledged To Date:
$11,482,361 =
49.9%
Of Goal
Balance Required:
$11,517,639
Campaign Summary by
Gift Categories
Percent to
Balance
Goals
Pledged
Goal
$$-To Go
Total Paid
Due
# of Gifts
$250,000 & above Pacesetter
$20,000,000
$9,037,463
= 45.2%
$10,962,537
$1,987,463
$7,050,000
4
$50,000 - $249,999 Leadership
2,250,000
1,557,134
= 69.2%
$692,866
$827,134
$730,000
17
$5,000 - $49,999 Major
650,000
801,414
123.3%
($151,414)
$518,484
$282,930
46
Under$5,000 Community
100,000
86,350
= 86.3%
$13,650
$78,960
$7,390
126
TOTAL:
$23,000,000
$11,482,361
49.9%
$11,517,639
$3,412,041
$8,070,320
193
41
Meetings and Actions
Meeting/Action Date
Outcome
Notes
Dr. Malcom Hayward, donor and advocate,
Dr. Blake and Lindsey Lockwood
12/16/2021
tBD
made this connection
Dr. Malcom Hayward, donor and advocate,
Tour: Dr. Sarah and Mathew Jewell
12/17/2020
tBD
made this connection
Tour: Mick and Mary Beth Mayfield
12/18/2020
outright gift
Tour: Amazeum ED and programmers
12/18/2021
Partnership opportunties
Tour: FPL Multiculural Advisory
Committee
12/19/2021
Stewardship
Photos taken for press release about their
Visit: Denton and Cathy Seilhan
12/21/2020
$1,000,000 pledge
Tour: Arkansas Coalition of Marshallese
and Marshallese Education Initiatve
Chance works for P&G and studied here in
Tour: Chance Chapman
12/22/2020
$10,000 outright gift
college.
Tour and Interview: Univision
1/5/2021
Media Coverage
$1,000 gift to
Mountain Street Stage
Tour: Gerlad Klingaman
1/7/2021
Series
Tour: Shellie Morrison
Owner of the Event Group
Natalie is the owner of Freckled Hen and has
clsoe to 51,000 Instagram followers. She
Tour: Natalie Freeman
1/8/2021
posted her entire tour.
Tour: Ozark Literacy Council - Patty
Sulivan and Liz Esch
1/8/2021
Toured spaces for potential events
has 8,000 Instagram follwers, and has
offered to host cookies classe free and open
Tour: Liz and Matt Krauft
1/8/2021
to the public. (When safe to do so.)
42
Online platform promoting diversity and
inclusion. Potential for partnership and
Tour: NWA Girl Gang
1/11/2021
media coverage.
NWA Program Director at Arkansas Cinema
Tour: Kody Ford
1/12/2021
Society
Owner of Elixer Yoga Lounge with 30,000
Instagram follwers. She would like to host a
yoga class at FPL and there is potential for a
Tour: Nicole Calhoun
1/12/2021
programming partnership.
Macaroni Kid mom, an online resource for
Tour: Kara Ault
1/13/2021
parents with over 10,000 followers.
Owner of Prose Creative with a social media
following. She will soon lead a virtual
Tour: Elizabeth Prenger
1/13/2021
program on branding.
Article: Fayetteville Flyer
1/14/2021
Media Coverage
Chamber President Steve Clark has arranged
to feature the FPL expansion in their online
Tour: Fayetteville Chamber of
magazine for chamber members and
Commerce and AR Dem Gazette
1/26/2021
Media Coverage
community stakeholders.
Tod and Jackie will be making a capital
Tour: Tod Yeslow and Jackie Telfair
1/30/2021
TBD
contribution matched by Walmart
Over 50,000 library patrons receive monthly
newsletters and will now be made aware of
Inclusion of naming opportunities in
naming opportunities specific to their
monthly FPL newsletter
2/1/2021
newsletter group (youth, teen, or adult)
Jim filmed a feature re: his reaction to the
expansion of Blair Library that will be used in
Tour: Jim and Nancy Blair
2/4/2021
donor/prospect marketing pieces
Introduction and exploration of next 5 years
Walton Family Foundation Conference
2/9/2021 - 2/11/2021
of WFF giving strategy in NWA
43
Foundation -solicited grant proposal
submitted to fund a dedicated outreach
Bookmobile grant application
library in the form of a built -out electric
submitted
2/15/20211
1 vehicle
44
Memo
To: Board of Directors, Fayetteville Public Library
From: David Johnson, Executive Director
Date: February 4, 2021
Re: Food Service / Kitchen Planning
Background/Analysis
Fayetteville Public Library has created a food service space and kitchen in the expanded
Blair Library. One of the major goals of creating a food service space within FPL was to
be able to provide library patrons and public with nutritious, high quality, affordable food
in the hopes that they would not have to leave the library to do so elsewhere.
Over the past three/four years FPL and members of the restaurant community have been
engaged in conversation on the potential uses of a food service space within FPL. Now that
FPL is open these preliminary conversations need to progress to a more in-depth actionable
plan with identifiable goals and a set of outcomes that will inform the future direction of the
food service space.
During 202o as these conversations continued it became apparent that more dedicated time
and effort was needed from restaurant management experts to be brought in to assist with the
development of an actionable plan to operate a food service space that meets the desired goals
stated above.
Late in 202o and continuing into early 2021, Jerrmy Gawthorp with Woodstone Pizza, the
non-profit Roots organization, and the late Greenhouse Grill, was asked to create an approach
and detailed plan that could serve as a guide to FPL implementing a food service option for
patrons. Jemmy was also asked to define an optional consulting role to aid in preparing
business plan for an in-house catering program as well as development of culinary
programming that will complement the offerings already underway with FPL's partnership
with Fayetteville School district and Brightwater and the culinary programming planned by
our library staff.
45
The proposal submitted by Mr. Gawthorp includes three phases: Phase Once is titled Create
the Playbook; Phase Two defines the steps to opening the deli and Phase Three is providing
oversight while FPL is launching the food service entity. The total anticipated cost for all three
(3) phases is $92,000. The funding for this item is from unexpended funds from 2020.
Recommendation
The Board of Trustees is requested approve a Not -to -Exceed agreement with Jerrmy
Gawthorp in the amount of $92,00o and to waive procurement policy for this agreement.
46
Code NJ
Date Approved 1/09/95
Date Revised 02/28/17
Policy Name Library Patron Confidentiality
The Fayetteville Public Library values patron confidentiality and adheres to the American Library Association
Code of Ethics: "We protect each library user's right to privacy and confidentiality with respect to information
sought or received and resources consulted, borrowed, acquired, or transmitted."
A. Confidentiality of library records
Fayetteville Public Library's privacy and confidentiality policies are in compliance with applicable federal, state,
and local laws. (See LEGAL BA for a copy of the Arkansas State Act 903 of 1989 concerning the
confidentiality of library records.) While library records are not provided for public or media requests, they
may be subject to disclosure to law enforcement officials under provisions of state and federal laws.
FPL only collects personal information necessary for conducting library business. The library does not share
or sell patron information or library records. Some third -party vendors sites provided through the library require
users to create unique accounts. These services have terms of use and privacy policies independent of FPL
and patrons are responsible for reviewing them before registering and using.
B. Confidentiality on website and social media
1. When patrons visit FPL's website, the Library may collect and store the following non -personally
identifiable information for the purpose of improving website design, presentation and system
performance:
a. The name of the domain from which the user accesses the internet
b. The Internet Protocol (IP) address of the patron's computer or internet provider
c. The date and time FPL's website is accessed
d. The URL of the pages visited and files downloaded
e. The internet address of the website linked directly to FPL's site
f. Search terms used to come to FPL's website and while on the site (in aggregate only).
2. FPL may use "cookies" as a collecting tool on its website. "Cookies" are small data files written
to a computer's hard drive, generated by websites to provide users with a personalized and often
simplified online experience. If patrons choose not to accept the cookies generated by the
library's website or third -party database applications, certain features may not work as well or be
unavailable. Even if cookies are disabled most of the features on FPL's website will not be
affected.
3. If a patron initiates a reference inquiry, or subscribes to the Library's newsletter, or submits a form
on the Library's website, this information is considered as part of the borrowers account and
protected as outlined above.
4. FPL's website contains links to external websites not maintained by the Library. The Library
cannot be responsible for user privacy when visiting outside websites. Please consult the privacy
policies of those websites should there be questions regarding their use.
5. Information collected automatically on the Library's website, as well as email sent to FPL and its
employees is generally subject to state open record laws, except as provided by Arkansas state
law or federal laws.
6. FPL requests that any user that links to FPL's website be presented in a manner that does not
give the impression that FPL is making an express or implied endorsement of any good or service
47
provided on the user's website and that the link is presented in a manner that clearly indicates
that the user is leaving one's site and accessing another.
48
FAYETTEVILLE PUBLIC LIBRARY
MEMO
To: Fayetteville Public Library Board of Trustees
From: David Johnson, Executive Director
Date: February 7, 2021
Re: Temporary Increase in FTE for Accounting
Background:
As of February 8, 2021, the Accounting staff consists of 4 employees. This will decrease to 2.5
employees by March 24, 2021. The on -going Accounting staff will consist the Director of
Accounting, Accountant and part time Accounting Clerk.
In June 2020, the Accounting Department temporarily increased their staff by 2 FTE's to ensure
a smoother transition of the accounting functions of FPL in preparation for the retirement of the
Director of Accounting/HR and Budget Administrator in the 1st quarter of 2021. In March 2021,
the Accounting staff will decrease to FTE's.
In developing the 2021 budget, the initial plan was to have all the newly purchased furniture,
fixtures, and equipment (FF&E), inventoried, tagged and recorded into fixed assets prior to the
retirement of the Director of Accounting/HR and Budget Administrator. Due to several events
beyond FPL's control, the timeline to capture and document all the F&E was pushed out. The
expected timeframe to complete the required physical inventory and recording is 8-10 weeks.
Smith & Taylor reviewed the level of effort required to complete the FF&E inventory and recording
in fixed assets (FA) within the financial system will be between 700 to 1000 hours. With Smith
& Taylor and FPL accounting staff, there are not enough hours to accomplish this before the
planned retirement of the abovementioned accounting staff members.
Discussion:
The revised plan to ensure the proper documentation of the FF&E is gathered, inventoried, and
tagged, as well as entered into the FA financial system is to have 3 temporary FTE's approved to
allow FPL to complete the overall project.
49
It is anticipated that any cost, upon approval of this request, will be paid from re-budgeted/rollover
funds from 2020 FPL savings during 2020.
The predicted cost of this proposal for Fayetteville Public Library is approximately $15,000.00 for
8-10 weeks. The Foundation will provide additional funding to support this project.
Recommendation:
Approve the temporary increase in FTEs as described above.
50
Code FA-1
Date Approved 2/21/05
Date Revised 2/14/08(D)
1 /19/2021
Policy Name: Fixed Assets 1: Overview
1. PURPOSE:
The purpose of this policy and procedure is to provide an overview of the accounting and control
of fixed assets.
2. POLICY:
Chapter 59, Section 14-59-107, of the Arkansas Statues states that all municipalities shall
establish and maintain, as a minimum, a listing of all fixed assets and equipment owned by the
municipality. The listing shall contain as a minimum:
a. Brief description;
b. Serial number, if available;
c. Location of property;
d. Vendor purchased from and date of acquisition; and,
e. Cost of property
Such fixed asset and equipment records shall constitute a part of the general records of the
Library and, accordingly, shall be made available for utilization by the auditor at the time of audit.
In keeping with the City of Fayetteville policies, the threshold for fixed assets is $5,000.
3. DEPARTMENT RESPONSIBILITIES:
The department manager shall be responsible for custody of property owned by the Library that
has been acquired for the department's use or service. Each manager shall maintain an adequate
record of property in his/her custody and will take periodic inventories. An adequate property
record shall contain the items listed above for each asset.
4. DIRECTOR OF ACCOUNTING RESPONSIBILITIES:
The Director of Accounting Services shall maintain records which detail a listing of all Library
fixed assets. This list shall also include depreciation amounts for the current year and an
accumulation. In addition, the Director of Accounting Services shall also maintain all addition and
deletion records regarding fixed asset transactions.
On an annual basis, the Director of Accounting Services will review the various charges which
have been recorded in all capital outlay accounts. This review will verify that the charges meet all
the criteria of a fixed asset. An asset number will be assigned, and the asset will be added to the
fixed asset list. The Director of Accounting Services shall cause a physical inventory to be taken
annually.
5. ADDENDUM:
Books and materials are recorded at full retail price to facilitate billing for lost items, but not listed
as assets, since none are valued over $5,000.
51
Code FA-2
Date Approved 2/21/05
Date Revised 2/14/08(D)
1/19/2021
Policy Name: Fixed Assets 2: Definition, Classification, Acquisition, and Disposal
1. PURPOSE:
The purpose of this policy and procedure is to provide guidelines and a definition of the
classification of fixed assets.
POLICY:
Fixed assets are tangible items of significant value having useful lives of more than one year.
They are acquired by purchase, lease -purchase, construction, eminent domain, tax foreclosures,
and gifts. Fixed assets should be recorded at cost. The amount which will constitute "cost'
includes purchase price or construction cost and any ancillary charges necessary to place the
asset into operation. Examples of ancillary costs are transportation charges, professional fees,
legal claim, and certain interest costs during construction. Disposal shall be governed by A.C.A
§4-54-302.
Donated fixed assets should be recorded at their estimated fair value when received. This
method, however, should be disclosed in the notes to the financial statements.
3. CLASSIFICATION AND RECORDING OF FIXED ASSETS:
a. Land: A fixed asset account that reflects the acquisition value of land the right to land owned
by the Library. If purchased, the valuation of land includes the purchase price, plus any costs
related to acquisition and preparation for use, such as legal fees, fill in, and excavation. If
land is acquired by gift, valuation should be recorded at the appraised value at the time of
acquisition.
b. Buildings and Structures: A fixed asset account that reflects permanent structures used to
house persons and property. Permanently installed fixtures that are included in the
construction or purchase price of the structure and the cost of major improvements to
structures are also recorded in this account. If purchased, valuation of buildings includes
purchase price, plus any costs related to design or construction. If acquired by fits, valuation
recorded should be the appraised value at the time of acquisition.
c. Machinery and Equipment: A fixed asset account that reflects the value of tangible property,
which is useful in carrying out operations of the Library. The basis of valuation of purchased
equipment includes the net contract price, transportation charges, and any installation costs
needed to place the asset in use. The basis of valuation of donated equipment is the
appraised value at the date acquired. Equipment costing $5,000 and more should be
recorded as a fixed asset.
d. Furniture and Fixtures: A fixed asset account that reflects the value of building furniture and
any fixture that was not included in the construction or purchase price of the structure. The
basis of valuation is the same as for machinery and equipment.
e. Vehicles: A fixed asset account that includes all vehicles in the motor pool. The basis of
valuation is the same as for machinery and equipment.
4. PROCEDURE FOR NEWLY PURCHASED ADDITIONS:
Upon the delivery of newly purchased fixed assets, the receiving manager will procure a tag from
the Director of Accounting Services. The Director of Accounting Services will assign a new tag
number, and the receiving manager will sign a property sheet stating that: (1) he/she is the
responsible party for the referenced item; (2) he/she has picked up their tags; and (3) he/she will
properly affix those tags. The receiving manager will sign a property sheet stating that the
referenced item is their responsibility for assets upon which tags cannot be affixed. For purposes
52
of this policy, the serial and model number affixed by the original manufacturer may substitute for
the FPL tag.
5. PROCEDURE FOR NEW ACQUISITIONS OTHER THAN PURCHASE
When a manager is certain that confiscated or donated property will become part of their
inventory, they will need to send an inventory form to the Director of Accounting Services with the
following information:
a. Description of the item
b. Model/Year
c. Serial number and
d. Fair market value
The Director of Accounting Services will then proceed as stated above in the case of purchased
assets.
6. PROCEDURE FOR DISPOSAL:
a. Any property considered surplus by a department will be disposed of by public tag/bid sale.
Prior to the tag sale, a list of items to be sold will be presented to the Executive Director for
approval. Any item with a value greater than $600 shall be sold through the formal bid. Any
items with a lesser value may be sold with informal quotes.
b. For any items, whose whereabouts are unknown, the department listed as being responsible
for the item will conduct a thorough search for those items. If not found, the items will be
recorded as lost and deleted from the fixed asset list.
c. Any items that have been through a tag sale and not disposed of can be donated to another
organization with approval by the Library Board of Trustees or, if deemed to have no
economic value, destroyed.
53
Code FA-3
Date Approved 8/15/2016
Date Revised
Policy FA-3: Capital Improvement Policy
1. PURPOSE:
To identify the parameters for developing FPL's capital improvement program (CIP)
2. POLICY:
a. FPL will prepare and update, as needed, a five-year Capital Improvements Program (CIP),
which will provide for the orderly maintenance, replacement, and expansion of capital assets.
b. The CIP will identify long-range capital projects and capital improvements of all types, which
will be coordinated with the annual operating budget to maintain full utilization of available
revenue sources.
c. When preparing the CIP, FPL will seek to identify all viable capital projects and capital
improvements required during the subsequent five-year period. These projects and
improvements will be prioritized by year and by funding source. Every attempt will be made to
match projects and improvements with available funding sources. Future operating costs
associated with a project or an improvement will also be given consideration in the
establishment of priorities.
d. FPL will seek Federal, State, and other funding to assist in financing capital projects and
capital improvements.
e. FPL will seek input from the public by holding public hearings in relation to the establishment
of major projects and major project priorities.
f. FPL will incorporate the reasonable findings and recommendations of the FPL Board
appointed committees, and citizen task forces, as they relate to capital projects and
improvements.
54
Fayetteville
400
Public Library
MEMO
To: FPL Board of Trustees
From: David Johnson, Executive Director
Date: February 9, 2021
Re: Roll -Over Budget from 2020 to 2021
Background:
Annually, staff presents an agenda request to the Board of Trustees to re -budget a
portion of the remaining moneys from the previous year. These requests typically
represent one-time spending requests and are most often continuations of financial
commitments made during the previous calendar year. The roll-over (re -budget)
request is usually made during the February Board of Trustees meeting.
Fund 10: Library Operations Fund
The preliminary Budget to Actual shows that FPL has approximately $899,667
available to re -budget into 2021. The table below shows, in summary form, the
expense categories that have left over money. The committed column is comprised of
library materials on back -order as of December 31, contractual obligations with OCLC-
Wise and Communico, mobile tool carts purchased in December, the remaining funds
from donation for immigration backpacks and Good Faith Collections, and rigging
training and rental equipment appropriation originally approved in 2020.
Fund 1 U: Library Operations
Summarized 2020 Budget to
Cc-iriritted but not
Actual
Budget
ACtLUJI
--c-Irpleted
Rerraillh7.
Personnel Services
$4.3471.424
$4.058.342
}8.7
Materials& Supplies
979.265
158.[.;75
246.728
Services & Charges
1.557.::;16
1.21':.:' 391
25 98_6
32(.�.639
Maintenance
3.34.843
222.858
111.985
Maximum Available to Roll -Over $7 62.3..351 $6.47':_:'.856 $252.828 $81ID 667
Discussion:
55
In developing the 2021 budget, the initial plan was to transfer $300,000 from the
Expansion Reserve into Fund 10 to help cover operational expenditures. Additionally,
there was no plan to transfer funds into the Facility, IT, or Furniture & Equipment
Reserve Funds. However, the revised plan to supplement Operational Revenue and
replenish the reserve funds is to replace the Expansion Millage transfer with $300,000
of the remaining funds, and then allocate $225,000 into the reserve funds as outlined
above. A further discussion of the Expansion Operating Reserve is on the following
page.
Additionally, FPL has several roll-over requests for Fund 10 Library Operations. A few
of the more significant items consist of hiring a kitchen consultant, purchasing kitchen
smallwares, and preventative maintenance for the elevators and conveyor.
Below are the roll-over requests in Fund 10 Library Operations:
Roll -Over Request: routine additional funding requests
Department
Description
Cilr'Ir'UliitV Erlea2.err'e�lt
L r-ker-style space f.--.r tlle'd-ILInteer'4°i rkr rr1
spare ::kee.p pe.rscnal Lie.1 rlgingsi - -Xie,irlally
designed as part of the exl:�anSion
4.5QQ
...........................................................................................................................................................:-
r`4d r'Inistration
...............................................................................................................................................................................................................................................
Kitchen _011Sllltarlt
92.QQQ
............................................................................................................................................................................................................................................................................................................................................................................................:.................
IT
Onsite rigging Trainging f.--.r Event Center ($12k in
_0111r111t EA X110MIt c11:iOVE-)
3.000
.......................... ..................................................................................................................
Fa:,ilities
...............................................................................................:................................................................................................................................................:.................
Onsite traine_ ing: VRF and Lie_ hting& Building
.......................... ...............................................................................................................................
AutC-r11citi r1 SvSterll
......................................................................................................................................................................................................................................................
10.550
Faciliti�,
Kit -hen Smalk,,are5
88.237
:.................
...................... ............... ......................................................................................................................
Faciliti�,
...... .............................................. ..............................................................................................................................................................................
Elevcltnr and C r1ver Prey, rntati I':1 lirlterl lrl e
29.963
....................................................................................................................................................................................................................:.........................................................................................................................................................................................
Fa:,iIitie;
M' :AiCal SU[)[�lieS - DE-fil:Aulator
5.400
...............................................................................................................................................................................................................................................................................................................................................................................................................
Fa:,ilities
--lean library C11111DUS after --crlstrUCti r1 activities
are carrll::�leted
35.000
..............................................................................................................................................................................................................................................................................................................................................................................................................
Facilities
3Yd 1rt ` "'.-. Lll :nli:-rlt Yerltcll ccmany tc. h;:- Used °as laic � '= � l ccmany -
needed" basis - exami::de: Forklift
20) 129
..............................................................................................................................................................................................................................................................................................................................................................................................................
Facilities
...............................................................................................................................................................................................................................................................................................................................................................................................................
Replenish Reserve Fund
Facilltle`,
................................................................................................................................................................_..................................................................................................................................................................................................................................
FllrrlltUre and E-jLJij:!nl?rlt
IT
IT Reser,va
..............................................................................................................................................................................................................................................................................................................................................................................................................
A:'col.111tille
Te1ip rary Lal:cr tc- hA used t---- Assist ill ICgging
and recording fixed assets
..........................................................................................................................................................................................:.:.............................:...:..............................................................................................................................................................................
IT
...............................................................................................................................................................................................................................................................................................................................................................................................................
I kl LS ,i: A n+
19&933
IT
I I'•:1LS --APES Act 'rant
i 198.933)
........................................................................................................................................................................................................................................................................................................................................................................:.................:....................
Rehud A Revenue
......................... .....................................................................................................................................................
SLADSULAIC-r1 of Transfer from Expanon Reserve
............. ........................................................................................... .........................................................................................................................
Total - routine additional funding
requests
Fund 10 Remaining Unspent
P,^P; 77�?
70.888
The Facility Reserves has a commitment for the remaining cost of completing the
paint, carpet, and terrazzo work on level 300 in the amount of $76,531 and
Technology Reserves has $24,000 remaining in PC replacements. In both instances,
56
the funds were originally approved in 2020 as part of the effort to reduce the
Foundation's use of the line of credit for the expansion.
In the 2021 budget an operating transfer of $300,000 was planned from the
Expansion Operating Transfer Fund to Fund 10 to offset additional operations &
maintenance expenses associated with the expanded Blair Library. The Expansion
Operating Reserve Fund was established in 2017 to capture and hold millage revenue
that was approved for operations of the expansion. The original plan was that the
Expansion Operating Reserve would serve as a bridge to pay for additional expenses
associated with the expansion. The plan was to have enough money saved to assist
paying these operating expenses for several years. The December 31, 2020 balance
in the Expansion Operating Reserve is $986,040. Drawing down this reserve at
$300,000 annually would deplete the reserve fund in 2023. By repurposing unused
expense budgets from 2020 to postpone the planned transfer would allow the
Expansion Operating Reserve Fund to be available to meet Library operating expenses
at least into 2024.
Request:
Staff requests the Board of Trustees approve the roll-over budget adjustment request
submitted above.
57
Fixed Assets Physical Inventory Work Plan
Goal: By March 24, the Fayetteville Public Library (FPL) and Foundation (FAN} staff will identify, document, and enter all FPL and FAN fixed assets located on -site and
off -site into a spreadsheet and key into the facilities' BIM Ops system and the Accounting Fixed Assets module listing the required attributes of each assets as outlined
in the FA-1 policy.
Phase 1 .49
Phase 1
Preparation for Inventory
Phase 2 jW
Phase 2
FA Physical Inventory
Phase 3
Phase 3
Document Fixed Assets
Phase 4
Phase 4
Reporting
List of activities
list of activities
List of activities
List of activities
Review, Identify, and separate all
construction and egiupment invoices
Document location of new assets on
invoices
Create Consolidated listwith assets (new Remove assets held for sale from letter
and e)isfingj of credit (LOC)
Categorize &subcategorize asset
classes by sorting invoices by distinct
Document location on existing asset
listing
Enter assetswith location and fog
numbers (when applicable) into BIM Ops
Add new assetsto the LCC and add to
Washington County Assessor
Enter assets with location and tag
numbers (when applicable) into
Tog all movable assets {new and existing) accouinting fixed asset module
Remove assets held for sale from LOC
and remove from Washington County
Assessor
Decide what existing assets will be are
no longer needed and will be sold
-----------------------------------------------------------------------------------------------------
58