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. Mountain St., Fayetteville, AR 72701
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YTD Key Performance Measures
22 YTD ■
21 YTD .
22 YTD
Circulation YTD
426,594
- 430,094
Cardholders YTD
83,948
21 YTD 73, 335
Visits YTD
22 YTD 151,042 1
21 YTD 108,081
c;ircuiation uistriouvon,
2022
6%
25%
Q0
69%
■ Physical Checkouts ■ Digital Checkouts
Streamed Accesses
Program Attendance YTD
Outreach Attendance 1 290
16
37,243
Online Attendance
24,957
Library Attendance 12,952
fl,445
■ 2022 ■ 2021
Wireless Unique Users YTD
22 YTD 25,696
21 YTD
9,985
0 Fayetteville
Public Library
Strategic Plan Progress Report
April 2022 - May 2022
Purpose: We inspire imagination and foster learning.
1. 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
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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
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15.400
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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
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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