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HomeMy WebLinkAbout2022-04-18 - MinutesFayetteville 40, Public Library Board of Trustees April 18, 2022 4 pm MINUTES Regular Meeting —Ann Henry Board Room Trustees present: R. Qualls, S. Overbey, J. Parry, H. Garner, M. Sutherland, S. Rodgers, A. Wilbourn Staff present: D. Johnson, R. Duarte, C. Moody, T. Ball, W McClure, H. Robideaux, M. Eiler, K. Hoover, S. Herrera, L. Attorney: V. Chadick Public: M. Rice, K. Agee, J. Agee, B. Park 401 W. Mountain St. Fayetteville. AR 72701 479.856.7000 questions@fayl i b.o rg faylib.org Fitzgibbon, C. Karnatz, S. Palmer, S. Husband, A. Taylor 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: H. Garner moved to approve the minutes from February 21, 2022. J. Parry seconded the motion. All voted AYE. III. Presentation of Trustee Emeritus status to K. Agee IV. Presentation to retiring Trustees Bryn Bagwell and Bret Park V. New Trustees sworn in by Judge Clinton Jones VI. Reports A. Key Upcoming Events: an evening with Meg Medina, Newberry Award winner; Free Comic Book Day; David Grann, author of Lost City of Z and Killers of the Flower Moon; Summer Reading kickoff. B. Mission Moment: S. McClure, Manager of Youth Services presented the Summer Reading Club theme: Oceans of Possibilities. Program highlights include music performances, weekly camps, and guest entertainers. C. Library Administration 1. Management Reports a. Performance Measures: With increased visits and checkouts, cardholders are up to 83,000. In March, there were 631 bookings in the CFI. Holds lockers are an option in the lobby. b. Strategic Plan progress through March 2022: In -person story times mark a step to returning to normal. Kitchen events and small business classes were popular and standard events like yoga and book clubs continued. 2. Financial reports al i VII Fayetteville Public Library 401 W. Mountain St. Fayetteville. AR 72701 479.856.7000 questions@fayl i b.o rg faylib.org a. Overview: Revenue reached $1.8 million for the library - a 46% increase compared to 2021. Total library operating expenditures make 22% of the budget. The Deli and Event Center have increased in revenue by 139% and 18%, respectively. Budget adjustments for staff covid bonuses totaled $804,120. b. Budget to actual through March 2022 c. Balance sheet as of March 2022 3. Informational a. BKD-DHG merger: Effective June 1, 2022, the merger will offer no change in services. The new firm's name is yet to be announced. b. ARPA update: The Mayor and S. Norton toured the CFI and Teaching Kitchen. FPL is waiting on a decision from the City about the $2.5 million workforce development grant. c. Expansion project updates: 140 contractors worked on the expansion, and a few punch list items remained: Event Center retractable seating and lighting, merging of old and new security systems, and landscaping. Estimated completion is 90 days. d. Community Needs Assessment update: The Ivy Group held multiple staff, focus group, and community input sessions. A detailed benchmark report will be presented at the end of their research in June/July. e. New staff & staff recognition: Five new staff members: 2 full-time custodians, 1 part-time custodian, 1 full-time kitchen employee, 1 full- time audio engineer. Staff demographics: 64% female, 22% POC, 19% multilingual. 67 fulltime staff, 48 part-time. J. Curry and L. Frieden completed their first ALL -In library leadership program. D. Fayetteville Public Library Foundation - monthly report: The Capital Campaign has refreshed the Foundation website. Fundraising strategies include social media posts, videos, and fundraising events such as Dining in the Dark and a cookie decorating class. Library Giving Day raised over $16,000; 78 of 138 donors were first time givers. E. Friends of the Fayetteville Public Library: A group email keeps volunteers informed and the bookstore well -stocked. F. Art Committee: Exhibits include NWA Regional art show, Lifestyles/UA collaboration, and Art Ventures. New business A. Consent items FJ Fayetteville 40, Public Library 401 W. Mountain St. Fayetteville. AR 72701 479.856.7000 questions@fayl i b.o rg faylib.org 1. New Foundation Treasurer- Katie Terrell: J. Parry moved to accept K. Terrell as the new Foundation Treasurer. M. Sutherland seconded the motion. All voted AYE. 2. Budget adjustment for the bookmobile: H. Garner moved to approve the budget adjustment for the bookmobile as presented. M. Sutherland seconded the motion. All voted AYE. 3. Utilize Retrofit Trailer for bookmobile construction: H. Garner moved to approve Retrofit Trailer for the bookmobile construction. J. Parry seconded the motion. All voted AYE. B. Discussion items 1. Appoint nominating committee to select officers: R. Qualls and S. Overbey will remain members of the nominating committee. 2. Appoint liaison to Foundation Board: S. Rodgers will be the liaison to the Foundation Board. 3. Appoint liaison to Friends Board: S. Overbey will stay the liaison to the Friends Board. 4. Appoint Finance Committee: S. Rodgers and the new Board President will serve on the Finance Committee. 5. Increase FTE amount: As the Event Center, Deli, and CFI continue to become more popular, more staff will be needed to address demand. Employees will be hired as sustainable funds are acquired. S. Overbey moved to increase the FTE amount as described. H. Garner seconded the motion. All voted AYE. 6. Waive purchasing requirements for ongoing contracts: To reduce future mishaps and contractor disagreements, the installing contractor will remain the sole vendor for 3 years. J. Parry moved to waive purchasing requirements for ongoing contracts. M. Sutherland seconded the motion. All voted AYE. VIII. Executive Session: R. Qualls motioned that the Board go into Executive Session. The Executive Session began at 5:02 PM and ended at 5:30 PM. IX. Public Comment: None. Adjournment: H. Garner moved to adjourn the meeting. J. Parry seconded the motion. The meeting adjourned at 5:34 PM. 3 41 Key Upcoming Events Library Lock -In (Completed Grades 5-12) Friday, June 24, 6pm Teens will have the library all to themselves in this fun after-hours event! There will be food, games, crafts and more. This event will take place from 6 p.m. until midnight. Mountain Street Stage: Adam Ostrar Sunday, June 26, 2pm Our summer concert series Mountain Street Stage continues with touring, folk musician Adam Ostrar. Adam Ostrar is a singer -songwriter based out of Austin, TX. Joined by his trusty Gretch Country Gentleman guitar, Adam sings his way through anxiety and despair brought on by our current state of affairs. Coders Meetup Tuesday, July 5, 5:30pm Coders of all levels come together to talk coding, programming and more! This meetup is designed for all skill levels, whether you are just exploring basic coding concepts or have been programming for a lifetime. All programming languages are welcome! Wild for Wednesday: Animalogy Wednesday, July 13,1:30pm Join us for an engaging family program featuring live animals! This event is part of our summer series, Wild for Wednesday series. Every Wednesday at 1:30 p.m., we will present special children's events such as magicians, circus performers, concerts and children's theatre! 0 Fayetteville Public Library Introduction to Publishing with Visiting Artist Allison Blevins Friday, July 20, 6pm In this class, participants will learn various submission management systems and discuss the submission process. Attendees will leave with an inside look into how editors and publishers evaluate and select work. They will also learn the pros and cons of self -publishing. The Animals' Symphony Saturday, July 30, 2pm There are many famous musical compositions that were inspired by the sounds of nature and took efforts to recreate the beauty in the form of music. Nikola Radan will walk us through these compositions and the work of the masters that channeled these sounds into their work. Libraries are Punk Rock: An Evening with Henry Rollins Friday, August 12, 6pm Our Center for Innovation Speakers Series kicks off with someone who has done it all: music, film, podcasting, writing, spoken word, and more. In this hour-long moderated conversation with punk rock legend, Henry Rollins, we will explore topics relating to free speech, censorship, public libraries, and technology. The conversation with Henry Rollins will be followed by a Q&A and book signing. 4faylib.org / 401 W. 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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 L Welcomed Maggie Smith in collaboration with University of Arkansas Department of Creative Writing and Translation as part of True Lit. ii. Partnered with the Symphony of Northwest Arkansas for "SoNA Beyond - Transcending Words." iii. Worked with Care Community Center to offer Volunteer Income Tax Assistance. iv. Hosted several musical groups including Hawksbill Winds, Sinfonia Choir, Donna Herula Trio with Brick Fields, and Jasper Logan. v. Presented the Fayetteville Chamber of Commerce, the League of Women Voters, and Arkansas Justice Reform Coalition in candidate forums ahead of the primary election. vi. Completed Visiting Artist Showcases for Matt Magerkurth and Erin Lorenzen, and initiated programming for Visiting Artist Allison Blevins. vii. Continued hosting 6 librarian -led book clubs and bi-weekly virtual Book Chatter. viii. Welcomed patrons into the kitchen for classes, including eggs Benedict and pan - roasted duck. ix. Hosted movement programs such as "Explorative Dance," "Everyday Pilates,"and "Yoga @ FPL. " x. Maintained 6 weekly story times with maximum attendance at each one. xi. Continued weekly bilingual story time. xii. Super Saturday highlights included: Bright Star Theatre, Afrique Aya, Inspyral Circus, J Aaron Merchant, Dia de los libros, and Ashley Franklin. Total attendance for these events was 543. xiii. May's Free Comic Book Day had an attendance of 269. xiv. Brandon Bullette began the mural that accompanies upcoming preschool and elementary epistolary program, "Mr. Mouse's Mail." xv. Hosted a reception for the Northwest Regional Art Show in partnership with FPS. 120 attended. xvi. Gave a tour for West Fork Junior High students. xvii. YS program highlights included: "Fairy Houses" to highlight the Ramble, "Outdoor Teen Cooking, "and two "Teen Soldering" workshops, with 44 attending. Preschool programs included: `Music and Movement," "Sensory Play, "and "Free Play," with 296 attending. xviii. Owl Creek brought 710 7s' grade students for a field trip led by 3 Youth staff and 2 Volunteers. xix. A 6-week art program for Homeschool Students was done in partnership with Anventures. The series concluded with a reception and displayed student work. xx. Hosted Meg Medina as True Lit Keynote (rescheduled from 2021). Medina presented to 9tn and 10th grade classes, led a high school creative writing class, and presented a family event at FPL where Cuban -inspired meals from 641.Deli were served. xxi. Partnered with Bedford Camera and Video to offer photography classes in the Center for Innovation. xxii. Initiated an AV workforce training program which includes "AV Networking 101," "Video Engineering 101,"and "Live Event Production 107." xxiii. Cohort 2 of From Maker to Market was launched by Adult Services and the CFI. xxiv. Presented the CFI "Kitbashing" program. 15 teens attended. xxv. Taught patrons about the CFI's podcasting booth in "Podcasting 101." xxvi. Hosted bilingual Zumba programs and GED classes in Spanish, provided by Crowder College. xxvii. Held "ACT Prep Overview" in partnership with University of Arkansas' Center for Multicultural and Diversity Education. b. Services i. Hosted early voting for Washington County on May 11-13 for the Arkansas Preferential Primary election. ii. Provided 83 rentals in the month of May, 11 of those for the Event Center. iii. Study Rooms were used 824 times in May, with 82 event/rental inquiries. c. Relevance i. FPL's Community Needs Assessment consultant, The Ivy Group, led 6 community focus groups, 2 community needs forums, and 3 staff visioning sessions to evaluate community needs and potential library support. 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. Processed Calming Kits for children with sensory needs. A video was filmed to promote this resource and forthcoming Comfort Rooms. ii. The World Language Collection now features Vox Books (books with audio components) in multiple languages. 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 i. Hosted the "Amazeum Maker Meetup" in April. ii. Helped the TASC audio group design their own concert merchandise. iii. The CFI and Community Engagement team represented FPL at a Construction Job Fair. They introduced FPL's OSHA VR training. iv. Provided tours to UAMS Healthy Start program participants, including Bentonville Schools' administration team, and Walmart's Learning and Innovation Team. v. Participated in Crystal Bridges' passive outreach program, Preschool Playdate. vi. Presented a family night and library introduction for U of A's International Students and Scholars, with 20 in attendance. 0 vii. Continued Lending Hands program with an outreach visit to Wedington Place Apartments. 11 senior residents signed up for library cards. IV. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers. a. Staff i. Kim Rolf completed her master's degree in Information Science (MSIS) from the University of Tennessee - Knoxville. ii. Leah Frieden and Jim Curry completed 4 days of virtual and in -person training as part of the Arkansas Library Leadership Institute. iii. Elisa Gudgel started as a new Youth Services LSG in May. iv. OCLC Wise led 2 days of customized, in -person trainings for library services staff v. Management staff attended interview training led by Serve2Perform, and training at the Improv Lab in Bentonville, AR. vi. Joe Askins joined the team as Technical Services Manager. vii. Sarah Burkes started as Center for Innovation Library Services Generalist in May. viiL Shelby Fleming completed her Makey Makey education certificate. b. Volunteers i. Developed a team of volunteers to help the Center for Innovation with programs and tours. V. Facility: Our consumer -friendly, sustainable facility will be safe, accessible, clean and support the requirements for quality programs, services, and collections. a. Technology i. Used funds from the WFF grant to purchase a Glowforge Laser for the CFI. Vl. Communication: We maximize ongoing communication to increase awareness of the library and understanding of its value and impact on the community. a. Marketing plan L Promoted Meg Medina appearance via Univision web banners and radio ads. ii. Developed social media strategy for National Library Week and Library Giving Day. iii. Coordinated a deli photoshoot for future promotional campaigns. Pictures were taken in From Maker to Market classes for the stock image library. b. Public awareness campaign i. Promoted author Meg Medina on KUAF, Univision, and Good Day NWA in April. ii. Spread the word about the SRC and kickoff through Good Day NWA, social media, and a May Citiscapes ad. iii. Coordinated CFI marketing materials for NWA Maker Market. iv. Promoted From Maker to Market through social media and Good Day NWA. v. Coordinated David Grann interviews on Good Day NWA and KUAF to promote his author talk. vi. Developed 1-49 billboards advertising FPL and SRC. c. Operationalize brand i. Added additional descriptions to building maps for clarity. ii. Created True Lit branded Meg Medina deliverables: poster, bookmarks, menu, etc. iii. Developed 641.DEL1 catering logo and created DELI gift cards. iv. Recommended logo colors for outreach giveaways. d. Public relations E i. Discussed Visiting Artists in April NWADG article. ii. Communicated FPL's role as a community voting resource on Natural Election podcast. iii. Announced Walker Family donation via press release. iv. Held Community Needs Forum event. v. Printed SRC flyers for all Fayetteville public schools. vi. Provided FPL pictures for use in Arkansas Libraries' upcoming spring/summer magazine issue. e. Website i. Initiated website reorganization project, including website wording updates. 10 Fayetteville Public Library FY 2022 Monthly Financial Update —through May 31, 2022 (Preliminary: Subject to Audit) This is an overview of the Fayetteville Public Library unaudited financial activity as of May 31, 2022, including revenue collections and expenditures. It compares revenues and expenditures for the first five (5) months of fiscal year (FY) 2022 and FY 2021. This is an overview of the General Fund (Fund 10) and Enterprise Funds (Food Services and Events). Following this summary is a detailed schedule on all funds. General Fund Revenue: • Overall, total General Fund (Fund 10) collected is $4.OM, trending approximately 4% above year-to-date (YTD) projections. • Total Property Tax revenue is $2.1M, trending slightly above YTD projections by approximately 4%. • Charges for Services Revenue, which consists of revenue from meeting room rentals, library materials charges, and copier/printer usage, is below revenue projection by 18.1% primarily due to Fines & Overdue Fees collections at 50% below projections, or $26.2 thousand K. General Fund Expenditures: • With 41.7% of the year completed, 39.6% of the overall budgeted expenditures, excluding internal transfers, have been spent. • Personnel expenses, the largest expenditure in the budget, total $2.1M YTD, which is 40.7% of budget and in line expected expenditure rate. • Capital Expenses increased over 300% compared to last year, primarily due to costs related to the accounting software implementation and bookmobile. 2 1% Property Tax Revenue History through May t,eeY.gox 1.S70.s11 MAY ru T.U4 YTD Estimated Revenue by Source YTD Estimated Expenditures by Category s%1 s%� I oss • prrsonnel Srrei • Mare rule k Srippli-c • Snrvin�c9 rhnr,r. • M�inin iinrnr cq,iial rsFr!n • Ir,kLdI dTfJ Lr, • TransfersW 1% 10% 1% YTD Actual Revenue by Source 1 • fto" Tpa • CaYTlarrYerF Federal � Slate / Corporate Grants purgca lrN ServiCM . FDundaiion Transfers InrMesnd Tranxf(ns • haiscellanevs fteyenue YTD Actual Expenditures by Category 0% _ 6% 0% . Pefspnml 5prvicns Materials & supplies r Services& Cha,B s • Maintenance capital(.pense In[arfund Transfer p •lwden rM • Properly laa • C1tyTra.4V$ Federal J Stale / Corporate Graff Charges for Sooilos Foundation Tlanders Merfund Transfers t0mceeamu ftewnue 11 Revenues Property Tax City Transfers Federal / State / Corporate Grants Charges for Services Foundation Transfers InternalTransfers Miscellaneus Revenue Total Revenues Expenses Personnel Services Materials & Supplies Services & Charges Maintenance Capital Expense Interfund Transfers Transfers Out Depreciation Total Expenses Surplus / (Deficit) Target year-to-date percentage Fiscal Year 2022 Adjusted Year -to -Date Year -to -Date Current Month Current Month Percent of Budget 2022 Budget Actual Budget Actual Budget $ 4,833,241 $ 1,725,472 $ 2,086,628 $ 1,250,705 $ 1,494,863 43.2% 2,759,401 1,383,670 1,383,667 196,534 196,533 50.1% 182,150 35,288 37,788 - 2,500 20.7% 170,500 71,045 40,099 14,209 8,397 23.5% 121,043 60,522 60,522 - - 50.0% 765,815 565,815 400,000 - - 52.2% 2,900 725 37,486 2,312 1292.6% $ 8,835,050 $ 3,842,537 $ 4,046,190 $ 1,461,448 $ 1,704,605 45.8% Fiscal Year 2022 Adjusted Year -to -Date Year -to -Date Current Month Current Month Percent of Budget 2022 Budget Actual Budget Actual Budget $ 4,997,660 $ 2,125,585 $ 2,031,550 $ 410,303 $ 410,319 40.7% 1,236,991 556,717 371,701 92,829 57,658 1,790,618 828,585 794,140 121,642 115,280 44.4% 403,323 220,105 228,305 24,345 5,258 56.6% 649,594 331,725 197,884 1,695 36,158 30.5% 492,700 132,542 - 77,208 - 0.0% - - 3,000 - $ (735,836) $ (352,722) $ 419,611 $ 733,426 $ 1,079,931 41.7 % Below is a summary of the Food Services and Events Funds: Food Services Revenue: Adjusted Budget 2021 YTD Jan - May Actuals May 2021 Actual Percent of Budget $ 4,350,000 $ 1,897,002 $ 1,370,511 43.6% 2,423,400 1,117,667 186,533 46.1% 744,461 149,119 100,000 20.0% 55,200 24,637 15,807 44.6% 105,500 53,851 - 51.0% 401,966 - - 0.0% 6,000 7,267 2,666 121.1% $ 8,086,527 $ 3,249,543 $ 1,675,517 40.2% Fiscal Year 2021 Adjusted 2021 YTD May 2021 Percent of Budget Jan - May Actuals Actual Budget $4,734,925 $1,884,853 $365,994 39.8% 1,408,860 420,817 31,205 29.9% 1,754,248 495,366 83,877 28.2% 236,372 110,349 6,189 46.7% 413,700 45,691 - 11.0% 100,000 - - 0.0% 412,642 82,648 $ 8,648,105 $ 3,369,718 $ 569,914 39.0% $ (561,578) $ (120,175) $ 1,105,603 • Overall YTD Food Services Revenue, which includes both Deli and Catering revenue, total $60.7K, which is a $8,024 more than the YTD projected revenue. • Food Services revenue in May decreased by 15.9% compared to last month due to a decline in the number of catering events. Food Services Expenses: • Cost of Goods Sold expenses in May decreased by 27.6%, or $4,264, when compared to the previous month, attributable to the implementation of operational efficiencies. • May expenses overall decreased by 18.07%. Food Services ended the month of May at a net loss of $11K, totaling a YTD net loss of $59.9k. rojected vs Actual Projected Actual Projected Actual Projected Actual Projected Actual Q1 Q1 April April May May YTD YTD Total SALES Deli $26,730 $26,904 $12,870 $13,049 $16,830 $13,601 $52,649 $53,554 Catering $0 $1,780 $4,330 1 $1,009 $7,119 Total Sales $26,730 $28,684 $12,870 $17,380 $16,830 $14,610 $52,649 $60,673 COGS $4,010 $25,587 $1,634 $15,455 $1,634 $11,191 $21,098 $52,233 Personnel $40,442 $31,288 $13,481 $12,753 $13,481 $13,066 $66,675 $57,106 Other Expenses $0 $6,868 $3,007 $1,319 $11,194 $15,114 $25,575 $87,773 $120,532 Total Expenses $44,451 $63,743 $15,114 $31,215 NET Operating Income / (Loss) ($17,721) ($35,059) ($2,244) ($13,835) $1.716 ($10,965) ($35,124) ($59,859) 12 Event Revenue: • YTD Events Revenue (Fund 85) is $73k, which is $77K less than projected revenue. • Total revenue recorded in May is $22,375, which $9,772 more than the previous month's revenue, primary due to an increase quantity of large events. Event Services Expenditures: • Overall expenditures decreased by $2,151, or 26.23%, compared to the previous month. EVENTS SERVICES OPER NCOME: Planned vs Actual Projected Actual Projected Actual Projected Actual Projected Actual Q1 Q1 ! April April ! May May ! YTD YTD Total Revenue Events $90,000 $38,023 ! $30,000 $12,603 ! $30,000 $22,375 ! $150,000 $73,001 Total Revenue $90,000 $38,023 $30,000 $12,603 i $30,000 $22,375 i $150,000 $73,001 Personnel $17,421 $18,367 $5,807 $6,077 $5,807 $6,048 i $29,035 $30,492 Other Expenses $1,177 $2,122 $0 i $0 $3,299 Total Expenses $17,421 $19,544 i $5,807 $8,199 ; I $5,807 $6,048 ; $29,035 I $33,791 i NET Income Moss) $72,579 $18,479 $24,193 $4,404 , $24,193 $16,327 , $120,965 $39,210 Balance Sheet Highlights as of May 31, 2022: Total cash balance as of May 31, 2022: General Fund $ 2,505,075 (includes the value liquid assets within the Schwab Operating investment portfolio) Food Services $ 18,968 3-M).0oo 2.540, 000 2.000.000 1.500,000 i.aoo.000 506.0G0 General Fund: Operating Cash Balance 30JOW �a.aoo 2o.aW 15.400 AM 5.W6 -zczz -zo2s -2azo 4 Accounts Receivable balance as of May 31, 2022: General Fund $ 663,572 (excludes estimated 2022 property tax collection) Accounts Payable balance as of May 31, 2022: General Fund $ 625,138 Food Services $ 4,829 Food Services: Opera t i ng Ca s h Balance �$ / 13 o = T R cv N O N N o N V m O L Q > m y R M Q Ii O N a--+ N R V N v a+ i un a a a) 0) 0 0 Ln Ln l0 l0 N N to l0 0 Ln to N l0 0 m rn CO Ln 0 m rl CO Ln 0 O O O 0 O O O 0 to 00 Ol V 0 0 O O Ln 0 o O O Ln 0 O O Ln I— 0 O O O O 0 m ni V CO 0 O O O 0 Ln N m I- 0 m 00 O r 0 o O N r 0 to N V M N 0 o O 00 Ol I� Ln N I: r O O V N O O O N O O 00 l0 O V Ln toi 64 m N N l0 O O to to O O N m O V V CO of I� Ln Ln CO O Ln rr Ln L.o O W b4 00 M l4 c6 Ln o o U') Ln ni v 00 w N Ln 00 m m I- to l0 O N b4 N tq o v v O m m tq tq tq b4 Z.,rc tst Z., b4 w w tq tq v3 Ln V m O O r- N N CO O O O 00 O O N M V CO CO O O l0 N N 00 H4 O 64 00 O O I- 00 b4 N Ln I�z. 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I-- M 00 r N 00 Iq O r ram+ L r V? V? M O EH tR EH u) 'L O O N O cn O N I-- ONO N c r C9 N L r O O w m N r O V 06 Oo � � o C n I-- N 00 .Q E N O d O O r r O_ li EE 4- O a n U O fq u u u Cl)C M l!) O N O ++'a � N ONO N OMO W CL 0-0- •� M 0�0 O N O OD CM 00 00 r N V O 41 r r v ar 60 U O O O c CD o o CD O M h CD 0 0 0 0 O OO T O O O O O O O> O N O N Ln O O CD CD O O N CO r O O N I� O N N N a 64). 00 a _ J G1 a a� °� o J Q i 3 H O E O a c ~ 0 U 0 Z CD Q li d m 0 rn o a V it o 0 0 N O Ci � C M Fayetteville Public Library June 20, 2022 Jennifer Chilcoat Arkansas State Library 900 W Capitol Suite 100 Little Rock, AR 72201 Dear Ms. Chilcoat: 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@faylib.org faylib.org The Fayetteville Public Library supports the scholarship application from Clara Davis. Clara started working at the library in October 2020. She has been a tremendous help with Genealogy projects because of her detail -oriented nature. She assists with Books and Brews at Apple Blossom Brewing Company by helping to prepare and gather the books the technology necessary for the meeting to go smoothly and contributes to the book discussion. Additionally, Clara provides outstanding customer service and we have received many great patrons comments about her help over the years. Her willingness to help wherever assistance is needed is greatly appreciated by her department! The library understands that the applicant must furnish transcripts to you and must remain employed with an Arkansas public library for at least one year after receiving the scholarship. We further understand that the money will come to the library which will then disburse the money to the applicant. Our action in support of Ms. Davis is recorded in the minutes of the Board's meeting on June 20, 2022. Sincerely, � iv David Johnson Executive Director 32 Arkansas State Library Scholarship Assistance Application Instructions: Complete this form to apply for State Aid funds to underwrite a scholarship award from your library to an employee who has been admitted to the graduate program in an ALA -accredited library school. Attach to this form al appropriate documentation, such as a letter of admission from the library school, a Ietter of agreement from the employee who will benefit from the local schoIarship award, and a copy of the minutes of the meeting of the local library board at which the application was approved. APPLICANT State Aid grant funds are requested to underwrite a scholarship award from this public Iibrary to an emplayce who has been admitted to a graduate program in an accredited library school. The applicant library agrees to award the full amount of the scholarship award to the employee. The employee bus agreed to provide transcripts as evidence of credits earned each semester and to remain on the job for a period of one (I ) year following grant of aid. If these conditions are not met, the applicant Iibrary agrees to refund to the State Library ail grant funds paid under this award. Applicant Library Name � A y01 1N1 [Ylr��,n ttA i ft A:.FFldil �\uUF GA] L - -I000 Phone Number Fax Number Name of Library Board Chair (PLEASE PRINT) Signature of Library Board Chair or Official Designee Date AGREEMENT I have applied to my employer for a scholarship grant. I am enrolled in a graduate program inNan accredited library school and have completed the first twelve (12) hours credit. Supporting documents are attached. I have agreed to furnish transcripts at the end of cach semester as evidence of credits earned, to remain employed in an Arkansas public library for at least one year following grant of aid and to fulfill any local requirements. If I do not fulfill these agreed conditions, I understand that I must repay to the applicant library all funds paid to me from this award. a I & --- Parti c iparif Name (PLE S E P�RINT) Participant' tgna RECOMMENDATION Date T I have reviewed this application and the supporting documents. I recommend that the State Library Board () approve {) deny this application. Signature of State Librarian ACTION TAKEN Date In a regular meeting of the State Library Board held on the Board voted to () approve () deny this application. Signature of State Library Board Chairman Datr 33 My interest in librarianship started when I was a young girl growing up in Little Rock, Arkansas. I frequently visited the local library to participate in volunteer activities and teen programs. I loved working with the librarians and learning about what their daily activities and responsibilities were like. I continued to volunteer up until I graduated high school and moved to Fayetteville, Arkansas, to pursue an undergraduate degree in English. As a student, I spent ample time in the university libraries, and became interested in volunteering or working in libraries again. In December of 2019, I began working part-time at the university's law library where I learned the basics of cataloging and databases available to students. This was my first official library position and it allowed me to explore my interest in librarianship further than volunteer work had. In October 2020 I began working at the Fayetteville Public Library, where I still work currently. This position has been the most hands-on experience in the library setting I've had yet, especially thanks to the library offering a career development program for employees wanting to pursue librarianship. I have been able to work with my supervisors on collection development and planning library programs, and I have greatly enjoyed these experiences. My time has also been spent working alongside the library's genealogist on projects such as item repairs and cataloging. I enjoy working with the genealogy materials because I am interested in specialized collections and item preservation. I also work frequent desk shifts, which has allowed me to help my local community members with their library needs and questions. This position has offered me insight into different aspects of librarianship that I had not encountered at the law library, and it has made me excited to continue my education in library science. I would like to obtain a degree in library and information science because this career path will allow me to continue serving my community while working in a setting that I am 34 passionate about. I believe this degree will allow me to grow as a professional and academic, while also offering me opportunities to explore aspects of librarianship that I have not experienced. I am passionate about working within the library setting and my goal is to continue serving my community through the field of library and information services with this degree. 35 BOARD OF TRUSTEES FAYETTEVILLE PUBLIC LIBRARY ADOPTING RESOLUTION The undersigned authorized representative of the Board of Trustees for the Fayetteville Public Library (the "Library"), hereby certifies that the Board of Trustees duly adopted the following resolutions on the date specified below and that the Board of Trustees has neither modified nor rescinded the following resolutions as of the date hereof; WHEREAS, the Library currently maintains retirement plans known as the Fayetteville Public Library 457(b) Plan (the "457(b) Plan") and the Fayetteville Public Library Employee Retirement Saving Plan (the "401(a) Plan"), collectively the "Plans"; WHEREAS, the Library, as required under the provisions provided by Internal Revenue Procedure 2017-41, following consideration of the various Post PPA/Cycle 3 and certain subsequent provisions, desires to adopt updated Post PPA/Cycle 3 restated plan documents. WHEREAS, the Library also wishes to adopt good faith amendments the Plans to comply with the requirements of the Further Consolidated Appropriations Act, 2020, including the SECURE Act provisions, the Coronavirus, Aid, Relief and Economic Security (CARES) Act, and the Consolidated Appropriations Act, 2021 (CAA), and corresponding guidance. WHEREAS, effective January 1, 2022 (with special effective dates as noted below), the Library wishes to amend the Plans as follows: • Conform the definition of an Eligible Employee for both Plans to be: Subject to satisfaction of the Plan's age and service requirements for eligibility, Eligible Employees are (1) all full time employees and (2) part-time employees employed as of January 1, 2021, who have a combined age and number of years of service of 75 or greater. For this purpose, a full time employee is an employee who is classified in group I or group II under Employer's personnel policies. All regular employees working 1924 hours or more in a twelve-month period are known as'Group I; all regular employees working 1,440 to 1,923 hours in a twelve-month period are known as Group II. All other employees are not eligible for the plan. Notwithstanding the above, Employees whose employment is governed by the terms of a collective bargaining agreement and Employer under which retirement benefits are the subject of good faith bargaining shall not be eligible unless such agreement expressly provides that such employees are eligible for the Plan. • Effective July 1, 2022, permit Participants in both Plans to request an in-service distribution at age 59 %. • Effective July 1, 2022, permit Participants in both Plans to request an in-service distribution of up to $5,000 from the vested portion of the participant's retirement account for expenses related to the birth or adoption of a child • Effective July 1, 2022, provide that terminated Participant Account balances of less than $5,000 will be forced out of both Plans. • Provide that death benefits to all Beneficiaries for both Plans must be distributed by the end of the Plan Year following the year in which the Participant dies. • Effective July 1, 2022, provide that direct expenses of both Plans may be paid by the Library. NOW THEREFORE, IN CONSIDERATION OF THE FOREGOING PREMISES, IT IS: 36 RESOLVED: to ensure the Plan is compliant with regulatory requirements, the Library amends the existing Plans by adopting the pre -approved document provided by BOKF, NA as a restated Plan, effective as of January 1, 2022 (with special effective dates for certain provisions). To this end, the Board of Trustees directs the authorized representative to execute the documents and take any other action deemed necessary or appropriate to maintain the Plans' qualified status. FURTHER RESOLVED: That the Library be confirmed to serve as the Plan Administrator for the Plans. FURTHER RESOLVED that BOKF, NA be designated as Directed Trustee under the Trust Agreements which the Board of Trustees hereby authorize and direct an authorized representative of the Library to execute with BOKF, NA. The undersigned authorized representative of the Board of Trustees for the Fayetteville Public hereby further certifies that attached hereto as Exhibit A is a true copy of the Adoption Agreements for the Plans that have been approved and adopted in the foregoing resolutions. Signed: Title: Date: 37 Tamika Ball Fayetteville Public Library Staff Review Form 2022-0006 rv/M ivr rvun-rjgenaa ncm 6/20/2022 Library Board of Trustees Meeting Date - Agenda Item Only 6/3/2022 Support Services / IT Submitted By Submitted Date Division / Department Action Recommendation: ARPA Funds in the amount of $60,392 were received August 2021 from AR State Library. The unspent Funds, totaling $54,910, did not get included in the 2022 budget or 2021 carry -forward funds. The Board recognized and approved a budget amendment in the October 2021 BOT meeting. Staff recommends increasing the 2022 budget as outlined below. Staff recommends approval of increasing the 2022 budget as outlined below: 10-1-5810-30 Account Number IT Department Budgeted Item? No Does item have a cost? Yes Budget Adjustment Attached? Yes Budget Review Previous Resolution # Original Contract Number: Comments: 10/8/2021 Budget Impact: Library Operations Fund 60001 ARPA in Arkansas State Library Project Number & Title Current Budget $ 186,250.00 Funds Obligated $ 223,416.47 Current Balance I $ (37,166.47)I Item Cost $ - Budget Adjustment $ 54,910.00 Remaining Budget 17,743.53 Approval Date: 38 Fayetteville Public Library - Budget Adjustment Budget Year Adjustment Number 2022 Dept.: Finance & Accounting Requestor: Tamika Ball BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: ARPA Funds in the amount of $60,392 were received August 2021 from AR State Library. The unspent Funds, totaling $54,910, did not get included in the 2022 budget or 2021 carry -forward funds. The Board recognized and approved a budget amendment in the October 2021 BOT meeting. Staff recommends increasing the 2022 budget as outlined below Complete Only if Board approval not needed Board Date 6/20/2022 Form ID # 2022-006 Department Director Date 6/3/2022 Finance & Accounting Director Date Finance & Accounting Director Date Batch # GL Date POSTED: Executive Director Date TOTAL 54,910 54,910 Increase / (Decrease) _ Account Number Expense Revenue Project # Account Name 10-0-4999-00 54,910 60001 Use of Reserves 10-1-5810-30 54,910 - 60001 Computer & Technological Equip 39 Fayetteville Public Library Staff Review Form 2022-0007 N/A for Non -Agenda Item 6/20/2022 Library Board of Trustees Meeting Date - Agenda Item Only Tamika Ball 6/6/2022 Support Services / Center for Innovation Submitted By Submitted Date Division / Department Action Recommendation: A budget adjustment is requested to re -budget the unspent grant funds received from the Walton Family Foundation. The funds were received in August 2021 and designated to help launch the Micro -Entrepreneurship Program, which provides classes, experiences, and other resources for aspiring entrepreneurs. The original budget adjustment was approved by the Board at the October 2021 BOT meeting. Budget Impact: Various Library Operations Account Number Fund Center for Innovation 40004 Micro Entrepreneurship Program Department Project Number & Title Budgeted Item? No Current Budget $ 148,459.00 Funds Obligated $ 50,872.80 Does item have a cost? No Budget Adjustment Attached? Yes Budget Review Previous Resolution # Original Contract Number: Comments: 10/8/2021 Current Balance Item Cost Budget Adjustment Remaining Budget 97,586.20 $ 22,609.00 120,195.20 Approval Date: 40 Fayetteville Public Library - Budget Adjustment Budget Year Adjustment Number 2022 Dept.: Finance & Accounting Requestor: Tamika Ball BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: A budget adjustment is requested to re -budget the unspent grant funds received from the Walton Family Foundation. The funds were received in August 2021 and designated to help launch the Micro -Entrepreneurship Program, which provides classes, experiences, and other resources for aspiring entrepreneurs. The original budget adjustment was approved by the Board at the October 2021 BOT meeting. Staff recommends approval of increasing the 2022 budget as outline below. Complete Only if Board approval not needed Board Date 6/20/2022 Form ID # 2022-007 Department Director Date 6/3/2022 Finance & Accounting Director Date Executive Director Date TOTAL 22,609 22,609 Finance & Accounting Director Batch # GL Date POSTED: Date Increase / (Decrease) _ Account Number Expense Revenue Project # Account Name 10-0-4999-00 22,609 40004 Use of Reserves 10-2-5100-09 19,185 - 40004 Personnel - Salary & Wages 10-2-5344-09 6,000 40004 Contract Services 10-2-5810-09 (2,576) 40004 Computer & Tech Equipment 41 FAYETTEVILLE PUBLIC LIBRARY MEMO To: Fayetteville Public Library Board of Trustees From: David Johnson, Executive Director Date: June 20, 2022 Re: Creation of a Rental Fee Schedule Background: The library's "Policy JF. Fee Schedule" includes the fines and fees we charge patrons for a variety of items such as late materials fines, interlibrary loan fees, and a variety of other items including the rental charges for use of the building meeting rooms and spaces. On September 9, 2021, the BOT agreed to an update of the policy to include the new rental fees associated with the new spaces in the expansion --the Event Center, Teaching Kitchen, Art & Movement Room, Gathering Glade, and other ancillary spaces associated with events held at the library. Historically, recommended adjustments to these fines and fees are brought to the BOT for approval. This has occurred 24 times over the past 20 years; approximately once a year. Discussion: Due to the newness of the expansion and the steep learning curve of operating an Event Center, we are going through an adjustment phase where we are reevaluating the rental fees as we learn how these spaces are being rented. We want to ensure that we are capturing the highest revenue possible while offering rental packages that customers find attractive. We are also continuing to get a sense of the seasonality of the use of the rental spaces. There are ongoing conversations regarding the rental fees we are charging, and staff would like to take advantage of making those adjustments without having to wait for the next board meeting to ask for an adjustment to the schedule. As a result, by the time staff receives Board approval, the opportunity may have passed. Additionally, with the economy in a state of flux, having the ability to adjust fees to retain business is optimal. Recommendation: Staff recommends breaking out the event rental fees from "Policy JF. Fee Schedule," creating a new "Event Rental Fees Schedule," and allowing staff to adjust the fee schedule without having to seek Board approval every two months. 42