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Home My WebLink About2021-12-13 - Agenda - FinalFayetteville 401 et Mountain St. FayetEeville, AR 72701 408 Public Library 479.856.7000 questions@fayl i b.o rg faylib.org Board of Trustees December 13, 2021 4 pm AGENDA Regular Meeting —Zoom Rob Qualls, President Apr 2026 Hershey Garner Apr 2024 Bret Park, Vice -President Apr 2022 Janine Parry Apr 2023 Bryn Bagwell, Treasurer Apr 2022 Martha Sutherland Apr 2025 Sallie Overbey, Secretary Apr 2023 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 November 15, 2020 III. Reports A. Key Upcoming Events B. Mission Moment C. Library Administration 1. Management Reports a. Performance Measures b. Strategic Plan progress through November 2021 2. Financial reports a. Budget to actual through November 2021— to be distributed separately b. Balance sheet as of November 2021— to be distributed separately 3. Informational a. Performance Review process b. Staff survey c. Deli update d. Christmas Carol update e. DEI data report f. New staff & staff recognition D. Fayetteville Public Library Foundation: monthly report E. Friends of the Fayetteville Public Library F. Art Committee IV. Old business A. Approve 2022 Budget — distributed at last meeting V. New business Fayetteville 401 et Mountain St. FayetEeville, AR 72701 408 Public Library 479.856.7000 questions@fayl i b.o rg faylib.org A. Discussion items 1. Community Needs Assessment 2. Memo for Electronic Payments 3. Requiring Government -Issued ID for Computer Access VI. Public Comment Adjournment Fayetteville Fa Mountain St. Fayetteville, AR 72701 Public Library 479.856.7000 400 questions@faylib.org faylib.org Board of Trustees November 18, 2021 4 pm MINUTES Regular meeting —Zoom Trustees present: R. Qualls, B. Park, B. Bagwell, S. Overbey, J. Parry, M. Sutherland Trustees absent: H. Garner Staff present: D. Johnson, R. Duarte, C. Karnatz, T Herrera, L. Husband, A. Taylor FPL Attorney: V. Chadick Press: S. Ryburn Public: M Rice, S. Mashburn Ball, C. Moody, M. Eiler, G. Jelinek, S. 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 4:01 pm. II. Minutes: Approval of minutes from October 18, 2021: M. Sutherland moved to approve the minutes from October 18, 2021. J. Parry seconded. All voted AYE. III. Reports A. Library Administration 1. Informational a. 2022 Budget presentation: There are two budgets. Both are balanced and assume there is a recovery from the pandemic. Budget B includes $2,289,081 in ARPA funds that will provide staff for the Center for Innovation and Teaching Kitchen. Staff will operate under Budget A unless the ARPA funds are awarded in 2021. The budgets estimate 2022 millage revenue will increase by 11%, and total transfers by 12%. Two new funds include Events and Food Services and are separated to find true costs and revenues of each. Food Service anticipates $343,000 in revenue, $340,000 for Events. Because the cost of utilities doubled in 2021, the anticipated 2022 increase is 26%, with contract services up by 65% and software maintenance up by 113%. In recognition of these financial impacts, the City will increase the transfers by $100,000. The lease payment of $372,000 to the Foundation will pay for interest. Budget A requests a 1.5 FTE increase (Accountant and IT), and Budget B requests a 12 FTE (Accountant, IT, CFI, Teaching Kitchen staff). IV. New business 1A Fayetteville Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@faylib.org faylib.org A. Discussion items 1. Tamika Ball as designated signer for banks: J. Parry moved to accept the resolution to make T. Ball a designated signer for the banks. S. Overbey seconded the resolution. All voted AYE. 2. New accounting software Sage: Blackbaud, FPL's accounting software since 2013, does not accommodate resource planning or paperless options. After deliberating between three vendors, staff chose Sage Intacct. The various costs are considered in the 2022 budgets. B. Bagwell moved that FPL staff proceed with new accounting software Sage. J. Parry seconded the motion. All voted AYE. 3. Date of December meeting: The Board unanimously decided to hold the meeting on December 13, 2021, via Zoom. Public Comment: S. Ryburn asked about activity or major expenditures in 2022. Including increased in -person events, the activated Deli and Event Center will provide more opportunities for the public and staff. Adjournment: J. Parry motioned the meeting adjourn at 4:32 pm All voted AYE. 4W AW B. Park seconded the motion. 2 Key Upcoming Events Beth stockdell Holiday Harp Friday, December 17, 2pm Enjoy the magic of the harp with Beth Stockdell. She will perform outside of the Art and Movement Room for all to enjoy. Browse our Lucky Day collection to the soothing tunes or stop to watch her performance. These performances are patron favorites each year and fill the library with peaceful sounds of the season. Arkansas Repair Collective Saturday, January 8, Ipm Join the Arkansas Repair Collective to learn basic skills to repair everyday objects and electronics. Learn hands-on repair techniques like epoxy resin and soldering. Author and Activist Ruth Coker Burks Wednesday, January 12, 6pm Ruth Coker Burks will discuss her book "All the Young Men: A Memoir of Love, AIDS, and Chosen Family in the American South". This moving and elegiac memoir honors the extraordinary life of Ruth Coker Burks and the beloved men with AIDS who fought valiantly for their lives during a most hostile and misinformed time in America. Intro to Audio Editing and Recording Techniques Thursday, January 13, 6pm Join FPL Visiting Artist Matt Magerkurth for an introduction to recording techniques, in which participants will learn how to operate audio gear, the basics of digitally editing audio, and how to get quality sounds anywhere -from a cutting -edge recording studio to a living room with a cell phone. 0 Fayetteville Public Library Creating Art in a Pandemic Panel Discussion Thursday, January 20, 6pm A panel discussion featuring University of Arkansas Graduate Painting Seminar artists and moderated by endowed professor of art education, Donal O'Donoghue. Some of the artists' works can be found in the "Shaping Time Into Something Other Than Itself" exhibit in the Reading Room. Candid Conversations Friday, January 28, 2pm The Veterans Healthcare System of the Ozarks invites all former military service members, their families and friends to discuss community resources, and answer questions related to healthcare, benefits and more with a social worker from the VA. Those interested will be seen on a first -come, first -served walk-in basis for the duration of time allocated. The purpose of these sessions is to allow those interested to have access to information as easily as possible. Create and Collaborate! Saturday, January 29, Ipm Join FPL Visiting Artist Erin Lorenzen for a fun -filled, fiber - art -based workshop. Together, we will use upcycled materials and basic stitch techniques to create a collaborative craft that will be installed at the library in April 2022! Participants will also receive art kits to create a piece of their own. 3faylib.org / 401 W. Mountain St., Fayetteville, AR 72701 v�] Fayetteville Public Library Technical Services - Mission Moment 2021 All materials available to our patrons start their library lives in the Technical Services department. This is where things are ordered, received, processed, and cataloged. We also maintain the health of our database to make sure all our customers can find what they need. • Acquisitions: Everything is ordered, received, and invoiced • Processing: Materials arrive, get unboxed and physically processed • Cataloging: Materials are cataloged and prepared for our patrons to find in our database • System Administration: This involves keeping everything in good working order, such as database maintenance, troubleshooting, gathering statistics, and analyzing data A few numbers for you: • Work Accomplished: We currently have 2 full-time staff and 2 part-time Library Technician staff whose primary role is to process and catalog our materials. Tech Services adds on average 24,500 to 25,000 items per year. This statistic alone deserves a standing ovation. • We currently have 366,072 items in the collection. TS staff works to keep these records in good working order for easy access. • We've added 18,174 items to our new library database, and TS staff are working hard to complete the remaining 2021 materials. New to 2021: • We've migrated to anew library database and continue to refine our processes. As an `early adopter' we are helping develop the OCLC WISE product. We are currently their only customer to fully use the acquisition and cataloging functions. This is quite the accomplishment for FPL. • Fun things we've added to the collection: sewing machines, laptop/MiFi kits for Tyson plant employees, podcast and video equipment for the Center for Innovation, and ukuleles! • We get to see the new materials first! It's like getting presents every day. S FPL Performance Report: October -November 2021 JAN* FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 21 YTD 20 YTD CHANGE Circulation 77,002 82,963 91,038 88.409 90,682 101.291 102,384 95.682 83,503 85,953 80,268 0 979,175 898.005 9.0% Physical Checkouts 47,496 57,8141 64,991 64,727 64,147 76.263 76.857 70,886 60.196 60,229 55.0571 0 698.663 601.134 16.2% Digital Checkouts 23.4541 19.854 19.942 1&758 20.477 19,793 21,127 20.135 1 588 19.636. 19,6421 0 221.406 217.683 1.7% Streamed Accessesi 6,0521 5.295 6.105 4,924 6.058 5.235 4.400 4,661 4.719 6,088 5,5691 0 59,106 79,188 -25.4% Reference Queries 3,5281 2,278 1,714 2,650 3,901 6.302 7.191 5.514 4,128 4.434 3.783 0 45.423 27.625 64.4% Total Collection Size 425.6941 426,9161 428,128 350,013 350.658 355,015 358.941 360,473 362,521 363,862 366,073 0 366.073 420,502 -12.9% Physical Collection 360,3871 361.331 362,072 283,460 283,825 287.717 291,594 293,184 294,893 296,826 298,827 0 298.827 357.249 -16.4%, Digital Collection 26,1611 26,387 26,5131 26.634 26,595 26,904 26,858 26.9121 26,960 26.819 26,869 0 26,869 25.290 6.2% Digital Consortia Collection* 39.1461 39.198 39,5431 39.919 40,238 40,394 40.489 40.3771 40.668 40.2171 40,377 0 40,377 37,963 6.4% Total Digital Items 65,3071 65,585 66,0561 66,553 66,833 67,298 67,347 67,2891 67.628 67.036 67.246 0 67,246 63,253 6.3% I Total Items Added 735 1.199 772 1,957 921 4241 1,319 2.259 2,073 2.056 4.4591 01 18,174 27,796 -34.6% New Card Registrations 180 202 954 362 511 954 837 829 662 11.416 515 01 17,422 11,861 46.9% Cardholders 73,134 72,030 72,631 72,980 73,335 74.430 75.272 76,098 76.699 79.967 80,562 0 80,562 72.359 11.3% Visits 14.971 34.061 20.283 18.447 20,319 44.068 41.426 22.891 29.235 27.525 24.546 0. 297,772 136.292 118.5% I Libra Programs' 48 37 43 49 33 981 142 63 83 128 140 0 864 877 -1.5% Library attendance 150 291 542 189 289 3,070 2,306 1,131 1,885 2,136 1,905 0 13,894 3,437 304.2%. Outreach attendance 8 0 8 0 0 150 160 395 460 10 349 0 1,540 935 64.7% Online views 3,299 4,224 3,5081 6,359 5,945 6,560 7,307 5,195 19,5891 7,6641 6,170 01 75,820 30.455 149.0% Meeting Room Usage 1 2 6 27 25 55 55 37 55 46 75 0 384 311 1138.7% Study Room Usage 0 01 0 446 432 630 699 592 706 740 593 01 4.838 1.1161 333.5% CFI Room/Suite Usage 0 0 0 0 01 0 126 201 262 237 202 0i 1.028 01 0.0% Volunteers 242 242 242 242 246i 250 210 210 2151 2151 203 01 203 2.419 -91.6% Volunteer Hours 249 110 355 402 3571 444 453 326 428 5011 467 01 4,092 2,981 37.3% Computer Sessions 0 0 442 591 820 1,539 1.795 2,650 2,336 887 825 0 11,885 17.539 -32.2% Holds Filled 9,838 6.626 3,781 4,771 4.638 5.105 4.583 4.613 4,163 4,2491 3,694 0 56.061 64,716 -13.4% eFPL Usage** 14,190 13.006 15,792 14,086 13.417 12,970 12.371 14.840 14.792 14.3091 0 01 139,773 156.995 -11.0% Wireless Usa e Bandwidth Consumed 809 7461 1,040 1,6301 1,870 3.500 2,880 2,600 2,820 3.240 3.210 0 24.345 6.971 249.2% Unique Users 1.424 1,4161 1.7821 2.3571 3.006 40461 4.3991 3.9681 4.3741 4,3651 4,017 0 35,154 0 0.0% *This includes all e-titles available to patrons through an Arkansas Libraries Consortium. ** Some database access statistics are not available until after board packets are printed, thus stats are incomplete. ***As of April 2020, library event attendance was virtual I E-card registrations are currently unavailable, but are in development with OCLC Wise. YTD Key Performance Measures Circulation Circulation Distribution, YTD 2021 20 YTD 21 YTD Cardholders YTD 20 YTD 21 YTD 898,005 979,175 72,359 80,562 Wireless Bandwidth Consumed (Gigabytes) YTD 20 YTD _ 6,971 6% 23% 71% ■ Physical Checkouts Digital Checkouts ■ Streamed Accesses PROGRAMS Program Attendance OFFERED 864 877 YTD Library 13,894 P3,437 attendance Outreach 1,540 1 attendance 935 Online views 30,455 ■ 2021 ■ 2020 Unique Wireless Users YTD 20 YTD 0 21 YTD 24,345 21 YTD 35,154 0 10,000 20,000 30,000 40,000 N. 0 Fayetteville Public Library Strategic Plan Progress Report October 2021 - November 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. Welcomed Susan Orlean to FPL's Fulbright Distinguished Author series. ii. Partnered with SoNA Beyond series to present "Son Sin Gnero"and "Voces Latinas" concerts. iii. Hosted two virtual author talks with the UA Walton Visiting Writer series: poet Rachel Mennies and writer in translation Kate Briggs. iv. Presented two panel discussions: "Being Trans and Gender Nonconforming in Arkansas" and "Hispanic Artists Discussions." v. Supported the small business and nonprofit communities with a "Find It and Fund It" workshop; "ADA Compliance for Small Businesses" panel, monthly "Practice Your Pitch and Professional Headshot"sessions; and a Community Resources for Community Impact series featuring "Why Fundraising is Fun," "Getting Your House in Order," "Your No -Fail Fundraising Development Plan, "and "Building Your Nonprofit Support System." vi. Partnered with the UA Museum for an art exhibit, "Navigating Censorship at the End of an Era: 1840s Japanese Prints'; supporting workshops included "Developing Story Through Art" writing program and "Stamp Making with 19th Century Japanese Prints" Center for Innovation craft project. vii. Partnered with the UA Brown Chair to present a three-part Contemplative Writing series with Beth Godbee. viii. Welcomed regional authors to showcase and discuss their work. Sean Fitzgibbon with "What Follows is True: Crescent Hotel'; Sasha Issenberg with "The Engagement: America's Quarter -Century Struggle over Same -Sex Marriage", Brian Primack with "You Are What You Click", and Sarah Anne Crouch with A Summer in Shady Springs." ix. Hosted Northwest Arkansas Audio Theater for their production of "The Western Hour. " x. Welcomed Ozark Literacy Council for weekly "English for Your Day to Day" classes. 7 xi. Presented genealogy and local history programs including two "Introduction to Genealogy" classes; a virtual, 3-part "German Russian Genealogy" series; and two local haunted history walking tours with Fayetteville Haunts. xii. Featured art and movement classes including weekly yoga classes; an "Introduction to African Dance", a "Ballet Fitness for Adults" series; the "Heartful Meditation" series; a "Sewing Holiday Stockings" workshop; a "Beginning Drawing" class and a "Laser Cutting and Painting Holiday Ornaments" workshop. xiii. Taught computer classes on "File Management Basics" and "Applying for Jobs Online." xiv. Led six monthly, in -person book clubs and twice monthly, virtual "Book Chatter" discussions. xv. Continued Super Saturday programming with increased attendance; included performers such as The Kinders, Tommy Terrific, Aaron Acosta, and Shannon Wurst as well as crafts, story times, and LEGOS. xvi. Hosted a Halloween event with several community partners, including Big Box Karaoke, and a performance of "A Toy Story" followed by a costume parade. The event had 600 participants. xvii. Hosted a kitchen program for 1s`-41h graders on the Native American tradition of fry bread. Each participant made fry bread with the help of Chef Matt and Chef Caleb. xviii. Math Olympiads (MOEMS) and AMC (American Mathematics Competitions) continued math programs in both Teen Project Room and Craft Room each Wednesday night. xix. Hosted Michelle Culhane, from UA Department of Dance, for two movement workshops based on The I/eryHur7pryCaterpi//ar. xx. Presented Taylor Dolan, local author of Ghost Scouts, in an author talk program for Girl Scouts. xxi. Hosted "Read for the Record,"a national program that reads the some book on the some day. Participants read Amy Wu al,7d the and participated in story time. 150 take-home kits with crafts and free copies of the book were given away. xxii. Partnered with the Walton Arts Center to promote Charlie andthe Chocolate Factorythrough an interactive display. 305 people participated, one family won a 4- pack of tickets, and ten others won a copy of the book and a candy bar. xxiii. Continued afterschool workshops in October with a theme of picture book art. November's theme was fall. xxiv. Teen programs included a Ghost Hunting program with a local ghost hunting group, Center for Innovation programs and orientations, writing workshops, Teen Advisory Board, craft programs, gaming program, and Teen board games. xxv. Hosted author Zeke Pena for teen programs on comic books and graphic design. FQ xxvi. Featured a stuffed animal lock in with the Teen Advisory Board. xxvii. Focused bi-monthly preschool programs on sensory experiences and preschool crafts. xxviii. Held four virtual story times: Baby Bookworms, Toddler Time, Preschool Story Time, and Ositos Bilingves. xxix. Hosted Homework Help and ACT Prep two afternoons each week, with assistance from FHS. xxx. Provided two virtual story times to the Creative School. xxxi. Hosted SoNA Beyond: Latinx Voices. xxxii. Held Family Movie Night: Book of Life/E Libro de Vida with Experience Fayetteville. xxxiii. Provided free virtual story times in partnership with Lil' Libros Presents. xxxiv. Offered Day of the Dead/Dia de Muertos-themed grade school craft bag for patrons. xxxv. Center for Innovation provided a 2-part series on using the laser engraver, resulting in a custom clock. xxxvi. Held weekly video and audio classes in the Center for Innovation, as well as one-on-one sessions for the Fabrication and Robotics Lab. Weekly orientations for the Lab were fully booked. b. Services i. Answered 410 in-depth genealogy queries and 26 reference consultations. IL Collections: We will build and support collections that inspire the community with the resources they need to explore topics of personal interest and continue to learn throughout their lives. a. Satisfy your curiosity i. Added multiple new parenting kits to the collection including new puzzles, phonics games, manipulatives for fine motor skills, and books with audio components. ii. Infused genealogy collection with family map books from Ohio, North Dakota, South Dakota, Idaho, Washington, Colorado, Florida, Kansas, and Missouri. b. Inspire learning/imagination i. Helped 179 patrons explore career skills in the CFI Simulation Lab. 111. 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 M L Gave 23 Jasper High School English Students a tour of the building and discussed adult non-fiction. Research topics and areas of interest were prepared in advance, and students were given temporary access to digital resources for their reports. ii. Partnered with Canopy to provide a drive -by supply drive to support new refugees settling into NWA. iii. Attended LGBTQIA+ Resource Fair in partnership with the Multicultural Center at the University of Arkansas. iv. Continued Tyson Pop -Up Library at Mexican Original Plant and hosted a pop-up library in partnership with Crystal Bridges' mobile art lab (BC2U) at St. James' Food Pantry. Eight staff members volunteered to pack boxes. v. Hosted 61h annual Turkey Giveaway at Abell Elementary School. 258 families and teachers were given free turkeys, with 42 given to the Outback Food Pantry, Arkansas Coalition of Marshallese, Nate Powell with Secondhand Smoke, and St. James' Food Pantry. vi. Met with New Beginnings to discuss the purchase and implementation of a Little Free Library. vii. Toured with Body of Work, Tay Butler, and Fayetteville Adult Education students. viii. Met virtually with Museum of Native American History to begin programming/partnership discussions. ix Participated in Yvonne Richardson Community Center's Speed Community Networking event hosted at FPL. x. Greeted KUAF's Leigh Wood and new Community Engagement Manager, Jasper Logan, to discuss future partnership opportunities. xi. Hosted craft and story time for UA's International Students and Scholars' families during International Education Week. b. Virtual i. Upgraded to WISE version 7.0 ii. Developed instructional videos for all Center for Innovation simulators and additional CFI spaces and equipment. iii. Aired first episode of Just IWir7gir7'/t, featuring staff answering job questions while eating increasingly spicy hot wings. c. Physical i. Received a FDM 3D printer from Maker Made, a local 3D printing/CNC company. IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers. a. Staff i. Hired Deena Owens and Tyla Gibson as Library Services Generalists, Circulation 10 ii. Welcomed Rebecca Berry as a Library Services Generalist to Adult & Reference Services iii. Hired Caitlin Packard-Howey as Library Services Generalist, Youth Services. iv. Held in-service training day featuring the Marshallese Education Initiative, Dr. Todd `Bow Tie" Jenkins with Bow Tie Leadership, mental wellness techniques and activities in the new library spaces. v. Concluded Serve2Perform's Implicit Bias Training for all staff. vi. Shelby Fleming was hired as Fabrication and Robotics Lab Coordinator. vii. Melissa Taylor virtually attended the Internet Librarian Conference. viii. M. Taylor, C. Moody, and S. Fleming attended the Springdale Chamber's Workforce Development Summit. ix. S. Fleming began offering staff training on Fabrication Lab tools as well as one- on-one learning opportunities. b. Volunteers i. First Security Bank provided 5 volunteers and 12.5 hours of service for the Turkey Giveaway at Asbell Elementary School. ii. Posted open volunteer opportunities on the Community Engagement webpage, highlighting CFI and the Fabrication and Robotics Lab. iii. Received applications for Center for Innovation volunteers. V. Facility: Our consumer -friendly, sustainable facility will be safe, accessible, clean and support the requirements for quality programs, services, and collections. a. Maintenance i. Repaired and maintained all self -check kiosks, printing machines, and patron computer stations. b. Technology i. Configured and installed digital signage for Deli menus. c. Safety/Security i. Started implementation of Multifactor Authentication for MS Office profiles. VI. Communication: We maximize ongoing communication to increase awareness of the library and understanding of its value and impact on the community. d. Marketing plan i. Discussed Book Mobile rollout, brainstormed design concepts with DOXA. ii. Built up stock imagery options by photographing patrons at library programs. e. Public awareness campaign i. Promoted several internal FPL events: Be(A)ware Halloween youth program; November author Susan Orlean; "From Maker to Market" program. 11 ii. Posted Citiscapes advertisement with a call to donate on Library Giving Day. iii. Created infographics to encourage end -of -year donations. f. Operationalize brand i. Rebranded the logo and graphics on self -check machines. ii. Created a branded design for new laptop kiosks in the 24/7library. iii. Built Deli assets: menu, stamp, stickers, Deli paper, etc. iv. Created new step -and -repeat and pop-up banner with rebranded elements included. g. Public relations i. Coordinated with NWADG to include information about the Halloween Super Saturday event in the list of area activities. ii. Participated with Spanish -language interviews for the Book ofLife movie night, as well as a feature for the Center for Innovation. iii. Worked with KUAF to interview Susan Orlean ahead of her FPL visit. h. Website i. Created web pages for "From Maker to Market" applications and a volunteer webpage. 12 Fayetteville Fa et Mountain St. Fayetteville, AR 72701 4 Public Library 479.856.7000 ® questions@faylib.org faylib.org Fayetteville Public Library DEI Initiative Update Background In 2019, Fayetteville Public Library was selected to participate in the first TRUE NWA Train Cohort, a pilot initiative to engage the NWA community in diversity and inclusion and which resulted in a DEI implementation plan for the library. In 2020, the library received a two-year grant from the Walmart Foundation and Walton Family Foundation to act on this plan by assessing internal practices and training staff in year one, and conducting a community needs assessment in year two. As year one concludes, below is an update. Overview Fayetteville Public Library commissioned Serve2Perform (S2P) for a 6-month engagement that began May 1, 2021. In total there were 27 training sessions; of these, the attendees included 13 of 13 managers, 7 of 7 directors, 9 of 16 board members and 79 of 79 front line leaders. Staff engagement was reported as being among the highest S2P has ever seen. Process • Discovery: Reviewed library policies, plans and staff demographics • Information and Updates: A report of key findings and recommendations established the following goals: • Hire, retain and grow our diverse talent at all levels and develop and prepare a pipeline of diverse candidates who are ready for next level leadership assignments. • Represent our patron community in diversity and mindset, protect their intellectual freedom and support them in literary advancement opportunities. • Work to ensure that every employee feels welcome and included at the Fayetteville Public Library • Unconscious Bias Immersion Training • Update meetings where trends and opportunities were shared: o Communication o Employee Recognition o Training/Development Next Steps • Inclusion Action Plan • Community Needs Assessment 13 H E111 YO N D WORDS CAMPAIGN GOAL: $23,000,000 Capital Campaign Pledge Summary Report 11 /15/2021 Pledged To Date: $13,166,381 = 57.2% Of Goal Balance Required: $9,833,619 Campaign Summary by Gift Categories # of Percent to Balance Unique Goals Pledged Goal $$-To Go Total Paid Due Donors $250,000 & above Pacesetter $20,000,000 $10,337,463 = 51.7% $9,662,537 $3,637,463 $6,700,000 7 $50,000 - $249,999 Leadership 2,250,000 1,767,526 = 78.6% $482,474 $1,087,526 $680,000 19 $5,000 - $49,999 Major 650,000 956,485 147.2% ($306,485) $686,486 $269,999 67 Under$5,000 Community 100,000 104,907 = 104.9% ($4,907) $95,877 $9,030 310 TOTAL: $23,000,000 $13,166,381 57.2% $9,833,619 $5,507,353 $7,659,029 403 14 Meetings and Actions Meeting/Action Date Outcome Notes Meeting: Foundation Finance Committee Meeting: Kerri McMahon Meeting: Khalid Ahmadzai Event: Association of Fundraising Professionals photoshoot Meeting: Foundation Board Meeting: CFI patron testimonial Meeting: Prospective donor 10/19/2021 Campaign Strategy Approving the Foundation's 2022 budget and reviewing Foundation financials Kerri is a Foundation Board member and professional photographer. She photographed the library 10/20/2021 Campaign marketing for updated capital campaign marketing. Khalid is the Director of Economic Advancement at Canopy NWA. Potential workforce development 10/20/2021 Partnership partnership for local refugees and immigrants. Marketing and recognition of National Philanthropy Day and philanthropists in Citiscapes magazine 10/22/2021 Cultivation by AFP. Exposure and networking. 10/26/2021 Campaign strategy Campaign strategy and prospective donor outreach assignments to Board members. 10/26/2021 Campaign strategy Recording video of a consistent CFI user for campaign marketing. 10/28/2021 Cultivation Prospect donated maps to FPL and is a capital prospect. Meeting: Foundation events strategy 10/29/2021 Campaign strategy Development team meets to solidify 2022 event dates and details. Cody is Director for Arkansas Office of Skills Development. OSD is interested in funding workforce Tour: Cody Waits 10/29/2021 Cultivation development programming and technology. Meeting: WhiteRock Tech 11/1/2021 Strategy The Foundation is switching to a new donor management software for cost and time savings. Mailing: National Philanthropy Day Webinar: Axious Livestream Meeting: Capital loan restructure Submission: OSD Grant Tour: Prospective donor Event: Fayetteville Chamber's Construction & Developers Awards Meeting: Foundation Development Committee Email: Gratavid Event: Susan Orlean donor reception 11/12021 Strategy Sent cards to the National Philanthropy Day honorees with an invitation for a tour of FPL. 11/2/2021 Strategy Livestream about workforce trends in NWA. 11/3/2021 Campaign strategy Meeting with stakeholder banks to discuss and identify capital loan solutions. 11/5/2021 Potential funding Submitted a request to the OSD to fund a teaching kitchen program. Prospect is a connection of former Board member Carolyn Allen interested in supporting the capital 11/9/2021 Cultivation campaign. 11/11/2021 Cultivation FPL hosted and was an award recipient. 11/11/2021 Campaign strategy Discussing, strategizing and assigning development tasks to committee members. Event planning. 11/12/2021 Stewardship Sent video inviting capital and RFS donors to Susan Orlean author talk. 11/14/2021 Stewardship Donors and stakeholders were invited to a pre -talk reception hosted by the Foundation. 15 Fayetteville Fa Mountain St. Fayetteville, AR 72701 Public Library 479.856.7000 400 questions@faylib.org faylib.org MEMO TO: Fayetteville Public Library Board of Trustees FROM: David Johnson, Executive Director DATE: December 13, 2021 RE: Authority for Executive Director and Accounting Director to Approve and Sign/Execute Payments Background When the cash and checks policy was established, staff recognized the challenges of implementing strong internal controls with limited staffing. As such, at that time, Accounting Staff designed an additional control measure which included having only the Board of Trustees be the authoritative body to sign and execute vendor payments. This was to assist in detecting errors or fraudulent activity. In an effort to understand how effectively and efficiently invoices and vendor payment are handled, a review and assessment of the accounting policies and procure -to -pay (P2P) processes was conducted. Staff identified it takes approximately 10-18 days to complete the P2P cycle. They also identified that the processes were slow, very manual, and outdated, with repetitive touchpoints. Accounting Staff have determined that the current process increases the risk for payment delays, duplicate payments, and errors and fraud. From a cost perspective, Staff calculated the cost to process one invoice is approximately $70. As such, the Library processes an average of 250 invoices a month, which is equivalent to a cost of $17,500. Accounting Staff have taken this information and identified ways to streamline the process. Discussion In 2021, some improvements were made in the P2P process with the use of automation technology and by looking at transitioning to electronic payments. These changes create standardized workflows and approvals, stronger/tighter controls, increased productivity, 16 Fayetteville Fa et Mountain St. Fayetteville, AR 72701 4 Public Library 479.856.7000 ® questions@faylib.org faylib.org and cost savings. Payment disbursements will be properly authorized and securely executed electronically and received by the vendor within days. Below are two (2) tables showing the P2P without and with automation: Procure -to -Pay (P2P) Without Automation Steps Time Manual: Create and approve purchase 2-3 days request and purchase order Vendor invoice received 3-5 days Manual: Match invoice against purchase order, goods receipt, and invoice Manual: Verify goods on vendor invoice 4-6 days were ordered and received by obtaining department approval Manual: Enter invoice data and process 2-3 hours (once a week) invoice for payment Paper checks issued/signed: 2-5 days • Initialed by Executive Director • Check Signers approve and sign. Vendor payment received - Checks 3-4 days (Mail delivery) Procure -to -Pay (P2P) with Automation Steps Time Automated: Create and Approve 0-3 days Requisition form and PO Vendor invoice received. 0-3 days (Based on Workflow) Automated: • Capture and code invoices • Pull support documents (PO, goods receipt, and invoice) for matching • Route vendor invoice for department electronic approval Electronic payment issued: • Invoices routed for electronic • Automatic routing approval • 1-2 Days 17 Fayetteville Public Library • Cash disbursed via electronic payment Recommendation 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@faylib.org faylib.org Staff recommends the Board of Trustees authorize the Executive Director and the Accounting Director to execute and sign Library checks (electronic and physical checks) with dual signatures on vendor payments above $5,000. Staff also recommends that the Board of Trustees approve all bank reconciliations to aid in having a stronger oversight into the Library's financial transactions. 18 Fayetteville Fa Mountain St. Fayetteville, AR 72701 Public Library 479.856.7000 o questions@faylib.org faylib.org MEMO TO: Fayetteville Public Library Board of Trustees FROM: David Johnson, Executive Director DATE: December 13, 2021 RE: Requiring government issued ID for computer access Library users who do not have a library card may apply for a visitor's pass to access library computers. A valid government issued ID is required, which in the past was required to prevent patrons with excessive fees from using library computers. Requiring ID also ensured that age requirements for unfiltered computers were maintained and helped library staff identify individuals if computer use violated the computer use policy. Discussion Library staff has observed that requiring photo ID for computer access has prevented many persons experiencing homelessness from accessing computers, as there are systemic barriers that make it difficult for them to apply for govermnent-issued IDs. Recent changes in library process have made the requirement for photo ID when signing a computer use agreement form less essential. In 2019, the Library changed its practice of blocking computer access for accounts with fees in order to provide more inclusive services. In 2021, changes to the routing of computers in the expansion required that to be a -rate compliant, all library computers would need to be filtered. Recommendation The library is committed to providing services that meet the needs of everyone in our community, and the library recommends that we continue to ask for photo ID as part of the computer guest pass application process. However, in an effort to provide inclusive service, staffwould be able to make an exception to not require ID if a patron does not have an ID. 19