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Home My WebLink About2023-02-20 - Minutes -Fayetteville Public Library OD 40, Board of Trustees February 20, 2023 4 pm MINUTES Regular Meeting — Walker Room 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@faylib.org faylib.org Trustees present: B. Park, S. Overbey, S. Rodgers, M. Sutherland, H. Garner, R. Qualls, A. Wilbourn Staff: D. Johnson, R. Duarte, T. Ball, C. Moody, S. Palmer, C. Dennis, S. McClure, M. Eiler, J. Askins, H. Robideaux, K. Lehman, C. Henry, J. Curry, L. Husband, A. Taylor Press: S. Ryburn Public: M. Rice Our mission is to strengthen our community and empower our citizens through free and public access to knowledge. I. Call to Order: B. Park called the meeting to order at 4:00pm. II. Minutes: A. Wilbourn motioned to approve the minutes from December 12, 2022. S. Overbey seconded the motion. All voted AYE. III. Reports A. Key Upcoming Events: Highlights include volunteer income tax assistance, Land - Grant Excellence with UA Chancellor, a parenting workshop with FPS, and the 18th anniversary of The Gathering of the Groups. B. Mission Moment: S. Palmer, Director of Facilities and Sustainability, touched on FPL's six emergency codes and recent staff training in de-escalation techniques. C. Library Administration 1. Management Reports a. Performance Measures: 2022 showed all services restored after the expansion's opening. This progress continued in January 2023 with increased checkouts and library visits. b. Strategic Plan progress through January 2023: Youth and Adult Services programming included guest speakers, story times, and educational classes. The CFI finished the ALA/Estee Lauder grant program, and the Outreach team gave tours and issued library tours at community events. Marketing provided new signage and pathfinding tools throughout the building. 2. 2022 Year End Financial Review: The Fund 10 Operating Fund expected to receive $8.9 mill, but actually received $8.3 mill. $4.1 mill was spent out of budgeted $4.2 mill. Due to high utility prices and an inefficient HVAC system, Fayetteville ()a Public Library 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@faylib.org faylib.org electricity costs were higher than anticipated. Despite $215,000 in sales, Deli/Catering lost $65,000 from the cost of goods and personnel, and $28,000 in operating expenses. Total operating loss was $94,000. Minus the personnel cost of $72,000, the net operating profit for Events was $114,000. 3. Financial reports: a. Overview: Due to a timing difference, the Fund 10 transfers were received in February, not January. For Funds 80 and 85, operating revenue was $13,000 and profit was $11,000 with $13,000 in income lost. The new accounting software gave a deeper look at inventory and specific sales of each Fund. b. Budget to actual through January 2023 c. Balance sheet as of January 2023: Cash is $2.1 mill with receivables of $4.7 mill. Total liabilities are $1.2 mill. 4. Informational a. 2023 project calendar update: Each department outlined projects for the year in a calendar format to identify resources and timing pinch points. Highlights include Marketing's Reading the Greens event, HVAC upgrades in the original building, and establishing FPL+. b. Audit report updates: The 2021 audit report is unavailable. The delay is due to three levels of auditor reviews and tax season. The 2022 audit will be on -site mid -March. c. Library card changes: Free library cards will be offered to students of NWACC with proof of current attendance. d. ARPA workforce update: Work continues on the computer/coding classroom and curriculum development. Serv-Safe certification classes will be offered to the women's jail residents. e. Staff in-service day: Workshops included working with and understanding disability, generational differences in the workplace, and de-escalating violent situations. f. New staff & staff recognition: 8 new staff and 2 internal promotions related to ARPA programming in the CFI and Kitchen. Staff have 587 collective years of FPL experience. Longest -tenured staff hired in 1982, newest staff hired last week. D. Fayetteville Public Library Foundation - monthly report: The Roberta Fulbright Society gained $67,000 more than expected at end of 2022. The year-end campaign gained $68,000 and 70 new donors with the help of improved marketing and communication. A new Development Assistant will help the team with additional grant requests. Library Giving Day is April 4. IV V VI Fayetteville Public Library 401 W Mountain St. Fayetteville, AR 72701 479.856.7000 question s@fayli b.org faylib.org E. Friends of the Fayetteville Public Library: Two new Board members confirmed, two members re -appointed, and 3 vacancies remain. Officers were elected and are in the process of amending the bylaws because they are no longer selling memberships. Two pop-up sales are planned: March 25 and April 15. F. Art Committee: Did not meet officially in February because they lacked quorum attendance. Members are discussing meeting via Zoom. New business A. Discussion items 1. Approve Community Needs Assessment: The Assessment report was presented previously to the Board. There was discussion about the comparison library metrics and the push to establish a branch in west Fayetteville. It was acknowledged that the report was thorough, and that the Board would respond in kind. H. Garner suggested holding a retreat with the Foundation and Friends Boards to discuss aspects of the Assessment. The Board will wait until after the retreat to approve the Assessment. 2. 2022 Budget rollover funds: $488,000 was unused in 2022, which will add to 2023 funds. H. Garner moved to approve adding the 2022 Budget rollover funds to the 2023 Budget. R. Qualls seconded the motion. All voted AYE. 3. ARPA budget adjustment: The City approved $89,000 toward ARPA funding, and the Foundation is giving the funds to the library. H. Garner moved to amend the budget to accept the funds from the Foundation. R. Qualls seconded the motion. All voted AYE. 4. Walk -On Item — Budget adjustment rollover for the un-restricted 2022 funds: R. Qualls moved to amend the 2023 Budget to include the unspent un-restricted 2022 funds. A. Wilbourn seconded the motion. All voted AYE. Executive Session: R. Qualls motioned to adjourn for an Executive Session. A. Wilbourn seconded the motion. All voted AYE. The Executive Session began at 5:26pm and ended at 6:07pm. Public Comment: None Adjournment: B. Park moved to adjourn the meeting. M. Sutherland seconded. All voted AYE. The meeting adjourned at 6:11pm. Martha Sutherland, Secretary Date