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Home My WebLink About2022-08-15 - Minutes -Fayetteville Public Library Board of Trustees August 15, 2022 4 pm MINUTES Regular Meeting — Event Center 401 W Mountain St, Fayetteville, AR 72701 479.856.7000 questions@)faylib.org faylib.org Board present: R. Qualls, S. Overbey, H. Garner, M. Sutherland, S. Rodgers, A. Wilbourn, B. Park Staff present: D. Johnson, R. Duarte, W. Fitzgibbon, T. Ball, C. Karnatz, C. Moody, S. Palmer, M. Taylor, M. Eiler, H. Robideaux, K. Hoover, C. Dennis, S. Herrera, J. Curry, J. Setje, A. Taylor Attorney: P. Elmore Public: M. Rice, J. Parry 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 June 20, 2022: S. Rodgers requested the wording be changed for the informational Line of Credit Conversion item. The June minutes will be reviewed for approval in October's meeting. III. Presentation to retired Trustee Janine Parry IV. New Trustee Bret Park sworn in by Judge Beth Storey Bryan V. Reports A. Key Upcoming Events: First River film screening, Yoga Nidra, an author talk by Dr. Blevins, Banned Books Week events, visiting artist A. Arafat and culinary art classes. B. Mission Moment: M. Taylor, Manager of the Center for Innovation, gave a presentation on the popularity and capabilities of the CFI. Upcoming events include the Innovation Speaker Series, a music production workshop funded by the ALA Civic Imagination Station grant, and NWA Maker Faire. C. Library Administration 1. Management Reports a. Performance Measures: Circulation is trending upwards, cardholders increased, and attendance spiked during the summer months. Once 2022 ends, there will be benchmarks for CFI and Deli numbers. b. Strategic Plan progress through July 2022: SRC rebounded strong with 91 adult service programs and 200+ teen and youth services programs. The CFI and teaching kitchen allowed FPL to reach new groups in the community. 2. Financial reports Fayetteville Public Library 401 W. Mountain St. Fayetteville, AR 72701 479 656 7000 questionsCWaylib.org faylib.org a. Overview: Total revenue is on -target at $4.8 million. Property tax revenue is $2.38 million, slightly above projected numbers. 51.7% of annual expenditures have been used. Food Services sales YTD is $116,000, with a net loss excluding transfers of $61,000. Event revenue was below projection at $91,000, with total expenditures over $44,000. b. Budget to actual through July 2022: Rate of spending is on track as planned. Comparisons to last month and last year show no significant changes overall. c. Balance sheet as of July 2022: The balance sheet is balanced. 3. Informational Community Needs Assessment update: Community and staff surveys have concluded. Directors will meet with the Ivy Group to review initial results. b. SRC wrap-up report: 2,520 people participated, up 10% from 2021. Over 20,000 people attended events, which is 281% higher than 2021. c. FPL's programming agreement with Fay Jones Park: The City will schedule programming March - October. Events will center around fitness, education, music, and art. d. 2023 Budget timeline: Staff are on track to present the 2023 Budget in November. Infographics will be added for clarity. e. SAGE financial software goes live: SAGE went live today, replacing Blackbaud. Financial policies will be updated to match the modernized software. f. Audit presentation meeting: The Finance Committee will meet in the coming weeks to hear the finished audit report. g. ARPA grant update: The City is evaluating FPL's grant applications before they vote. Proposal B, the $1.2M ask for workforce development, will be considered. h. Ramble Grand Opening: FPL will host the opening celebration on September 8 in the Gathering Glade. Events, music will follow opening speeches in the Ramble. Staff development & professional development: Starting in June, management received coaching from Serve2Perform. Managers and Facilities did Narcan training. In partnership with the Arkansas State Library, staff have completed 2/5 offerings of Meyers Briggs training New staff & staff recognition: FPL has 110 staff members. New employees include 2 custodians, 1 part-time custodian, and 1 part-time CFI generalist. Recent MLS graduates are J. Settje, E. Jones, and M. Quinn. W Fayetteville Public Library 401 W. Mountain St Fayetteville, AR 72701 479 B56.7000 questionsCcofaylib.org faylib.org D. Fayetteville Public Library Foundation - monthly report: A Foundation fundraising committee was formed to create and be present for FPL events. The next fundraising event, Midsummer Night's Dinner, is September 16. Sponsorships are being solicited for upcoming Halloween events. The Capitol Campaign secured a donation to the Video Editing Suite in the CFI. E. Friends of the Fayetteville Public Library: A book sale the last weekend of July made over $1,400. J. Gorman was recognized for serving on the Friends Board for 15+ years. F. Art Committee: N. Callander helped pick the 5 winners of the Banned Book Week contest. The art will be on display beginning September 19. New business A. Consent Items New Foundation Board members: L. Brasuell has opted not to join the Foundation. H. Garner moved to approve the list of candidates apart from L. Brasuell. S. Rodgers seconded the motion. All voted AYE. B. Discussion items 1. Report of the Nominating Committee & Resolution: B. Park, President; S. Overbey, Vice -President; S. Rodgers, Treasurer; M. Sutherland, Secretary. H. Garner moved to approve the Nominating Committee as recommended. A. Wilbourn seconded. All voted AYE. H. Garner moved to approve the Resolution recognizing new bank signers. S. Rodgers seconded the motion. All voted AYE. 2. Bank documents for new slate of officers: Banking paperwork will need signatures once it is delivered from the banks. An Events bank account will be set up, requiring additional signatures. 3. BOK fiduciary memo: FPL offers two retirement plans: 457(b) and 401(a). As no staff members are professional financial planners, FPL wishes to hire Bank of Oklahoma to handle the fiduciary responsibility. H. Garner moved to approve the BOK fiduciary memo as written. S. Rodgers seconded the motion. All voted AYE. 4. Benefits cost -sharing memo: As FPL is a subsidiary for the City, the library will change vision providers and bundle them with Blue Cross for a 16.8% premium increase. FPL will split the cost 50/50 between the organization and staff. H. Garner moved to adopt the benefits cost -sharing plan. S. Overbey seconded the motion. All voted AYE. 5. City of Fayetteville & FPL Solar Proposal: FPL was included in the cost -saving energy plan across the City. Installation is $650,000, contributing just 8% to energy savings. The solar panels do not pay off over 20 years when compared to 2.6% projected cost increases. The City's plan does not include the price for maintaining the solar panels. Fayetteville 400 Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 q uestions@fayl i b.o rg faylib.org 6. Walk -On Item: On August 25, FPL will close early at 5pm for a VIP Roots Festival party. KUAF will record 9 hours of programming in the library that day. For the remainder of Roots, FPL will be open to the public. VII. Public Comment: NWA Equality cancelled the back -to -school event on August 8. Adjournment: H. Garner moved to adjourn the meeting. B. Park seconded the motion. The meeting was adjourned at 5:10 PM. f _4 Martha Sutherland, Secretary Date