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Faulkner County Library Board Minutes

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Click for 2018 Faulkner County Library Minutes 

January 23, 2019

Ben Thompson called the monthly meeting of the Faulkner County Library board to order on January 23, 2019, at 5:38PM. Board members Jeff Moncrease, Ben Thompson, Stephanie Vanderslice, and Jeff Whittingham were present, as well as Director John McGraw and Children's Librarian Kara Dyer.
Ben asked for nominations to chair the board for 2019. Jeff Moncrease volunteered to chair the board. Lacking other volunteers, Ben suspended nominations and Jeff Moncrease was approved as chairman by acclimation.
Minutes of the December 17 meeting were reviewed. Stephanie moved to approve the minutes. Ben seconded the motion, which passed. 
Summary Statements of operations were reviewed. John said December revenue was lower than expected, but the total for the year had reached 108% of projected revenue. 
Bookkeeper's reports were reviewed. John noted that both reports showed more revenue than expenditures. 
Statistics were reviewed. John highlighted annual increases in circulation (mostly due to gains in downloadables), children's programming, cards issued, and computers used. Conway and Mayflower saw higher attendance, all other branches saw decreases, which meant overall attendance matched 2017 totals.
Purchase orders were reviewed. Stephanie moved to approve the Purchase Orders. Ben seconded the motion, which passed.
Fines and Donations spending was reviewed. Stephanie moved to approve the Purchase Orders. Ben seconded the motion, which passed.
Old Business:
The 2019 Comiconway Budget was reviewed. The budget projects $51500 in expenses. Measures to amend the budget were outlined. Ben moved to approve the budget. Stephanie seconded the motion, which passed.
The board returned to the bids for custodial work for Conway. Four formal bids were submitted, moving the service to five days per week. Jeff Whittingham moved to accept Trendy's bid. Stephanie seconded the motion, which passed.
The board returned to the bids for lawn service for Conway and Vilonia. Three formal bids were submitted. Ben moved to accept Superior Outdoor's bid. Jeff Whittingham seconded the motion, which passed.
John summarized the events at December budget meetings, where departments' salary requests were replaced with 4% COLA increases for all full-time staff. Departments that had other salary proposals were encouraged to return in January with salary data to back up their proposals, though there is no Budget Committee or committee meetings prior to the January quorum court meeting. The board agreed that this COLA in conjunction with the adjustment of Ordinance 18-17 largely met the board's goals and that the matter could be left there for the time being.
New Business:
John reported he had taken no action on part-time salaries, and was indecisive about how to proceed with part-time salaries generally and the proposed marketing position specifically. Several factors, including two maternity leaves and the possibility of one or two retirements mean staffing shortages on the front desk that can be addressed with additional staff. Jeff Moncrease asked for a job description for the marketing position.


The meeting was adjourned at 7:08 PM



February 19, 2018


Ben Thompson called the monthly meeting of the Faulkner County Library board to order on February 19, 2018, at 5:30PM. Board members Stephanie Vanderslice, Jeff Moncrease, Ben Thompson, and Jeff Whittingham were present, as well as Director John McGraw and Coby Sutton of Harrison Energy.
Minutes of the January 24 meeting were reviewed. Jeff Whittingham moved to approve the minutes. Stephanie seconded the motion, which passed.
Summary statements of operation were reviewed. There was a call for comments. John noted that the revenue collection in January was very strong.
Statistics and Programming reports were reviewed. John noted that circulation was up over the prior January, largely on the strength of Overdrive and Conway circulation. Mango also had a very strong month, and will be paid for state-wide by the Arkansas State Library in August, freeing up some money for the Regional system.
The bookkeeper's reports were reviewed. Ben asked about the $397.41 spending in the miscellaneous line. John promised to investigate. (A gateway patron had written the county a check for $400 to buy Overdrive titles, which are normally purchased from Regional budgets).
Purchase Orders for October were reviewed. Stephanie moved to approve the expenditures. Jeff Whittingham seconded the motion, which passed.
Fines and Donations expenditures were reviewed. Stephanie moved to approve the expenditures. Jeff Whittingham seconded the motion, which passed.
Old Business:
John reported that Suzann Waggoner's appointment is on the agenda for the February 20 Quorum Court meeting, as is John's annual report.
The Metro Disaster bid for masonry repair in Greenbrier was considered. John reported that over a dozen companies had been contacted about bidding on the job, including some referrals by our insurer. No other bids have come in in the months since the incident. Jeff Whittingham moved that the board accept Metro Disaster's bid and commence repairs. Stephanie seconded the motion, which was approved.
John reported that Twin Groves had replaced the damaged bathroom floor at the library there. John presented the Friends of the Library's response to the request to pay for the replacement heat pump, which stresses the precedent set with Mount Vernon of funding collections and programs rather than facilities and maintenance.


New Business:
John presented a quote for new computers. Most staff computers are at least 3 years old and many others are between 5 and 7 years old. This proposal would replace staff terminals with new machines, and the old staff machines would be wiped to become public terminals. That should improve performance at the branches for staff and public alike, as well as increase the number of machines at Conway and decreasing wait times for machines.
John circulated a policy for telescope lending and documentation on what Laman library had paid for eight telescopes. The issue was tabled.
John reported that they were trying out a pilot program of high demand items called "Lucky Finds." This would be a single copy of high-demand titles at Conway which go out for 1 week, cannot be renewed or put on hold. The hope is to encourage browsing of the collection, rather than placing holds online and never going past the front desk.
John reported he is waiting for an opinion from county attorney David Hogue about what funds can be used for construction, so he has no building budget proposal at this time.
John reported that a DVD inventory had shown a loss rate of 25% and some branches have similar loss rates. Discussions are ongoing about how to get DVDs returned more consistently, as well as considering how service could be improved by altering DVD lending practices.
Patron surveys were distributed.
The meeting was adjourned at 6:49 PM



March 18, 2019
Jeff Moncrease called the monthly meeting of the Faulkner County Library board to order on March 18, 2019, at 5:36PM. Board members Jeff Moncrease, Ben Thompson, and Suzann Waggoner were present, as well as Director John McGraw.
Minutes of the February 18 meeting were reviewed. Ben moved to approve the minutes. Suzann seconded the motion, which passed. 
Summary Statements of operations were reviewed. There were no questions or comments.
Bookkeeper's reports were reviewed. John stated the courier budget on the Regional budget had been miscalculated and would be on the agenda of the Regional meeting.
Statistics were reviewed. John said there were sizeable increases in Circulation, downloadables, attendance, program attendance, and new card creation.
Purchase orders were reviewed. Ben moved to approve the Purchase Orders. Suzann seconded the motion, which passed.
Fines and Donations spending was reviewed. Ben moved to approve the Purchase Orders. Suzann seconded the motion, which passed.
Old Business:
The county's stated plan to move purchase orders online had instead become a more paper-intensive process that would require more board visits to sign purchase orders.
Twin Groves is already experiencing wasp problems again and staff are concerned. John reported a brief talk with the new mayor, and an intention of visiting the following night's city council meeting to introduce himself and discuss things further.


New Business:
John circulated a proposal by T-Mobile to circulate internet hotspots. This is being done at several libraries, Laman library in North Little Rock being the closest. The items provide fast and portable internet. They would be leased for roughly $30 each, which would require a transfer of money from the book budget to the internet or the lease budget. Some libraries charge by the day for use, others only if the item is overdue. The board directed John to get more information from Laman on their program, as well as discuss with T-Mobile whether items could be shut down remotely, as well as the terms of replacing a lost or damaged hotspot.
John circulated four RFID proposals and a spreadsheet that aimed to show where costs varied, as well as the costs of a phased in proposal as well as complete costs. There was a request for more information on how the technology will impact library workflows, and patron experience. John offered to arrange either demonstrations or videos.


The meeting was adjourned at 6:39 PM



April 22, 2019
Jeff Moncrease called the monthly meeting of the Faulkner County Library board to order on April 22, 2019, at 5:36PM. Board members Jeff Moncrease, Ben Thompson, Stephanie Vanderslice, Suzann Waggoner and Jeff Whittingham were present, as well as Director John McGraw.


Minutes of the March 18 meeting were reviewed. Ben moved to approve the minutes. Suzann seconded the motion, which passed with Stephanie abstaining.


Summary Statements of operations were reviewed. John noted that March was a good month for revenue and we are ahead of where we usually are at the end of April.


Bookkeeper's reports were reviewed. Ben asked about the Miscellaneous spending on the Regional account which was not budgeted. John said that was the New York Times and Creative Bug databases. The Regional board agreed after a 2019 budget was passed to pay for these out of carryover and if they were successful they would be budgeted in 2020. 


Statistics were reviewed. John said there were sizeable increases in Circulation, downloadables, attendance, program attendance, and new card creation.


Purchase orders were reviewed. Ben moved to approve the Purchase Orders. Jeff Whittingham seconded the motion, which passed.


Fines and Donations spending was reviewed. Stephanie moved to approve the Purchase Orders. Ben seconded the motion, which passed.


Old Business:
Discussion of Mount Vernon was tabled in the absence of branch manager Misty Henry. John pointed out photos of the lot in the supplemental material. John said he would like to pursue a survey of the combined lots. Suzann offered a survey report of the initial acre.


The board considered a proposal from T-Mobile to lend mobile hotspots. John reported on his visit to Laman library and discussion with staff on their lending policies. Jeff Whittingham moved to acquire 30: 15 for Conway and 3 each for the branches. Suzann seconded the motion, which passed. John was directed to draft a policy for the May meeting. John said he would pursue moving money from the book budget, which covers the lending collection, to the utilities line which pays for internet throughout the system. 


John discussed the RFID proposals and suggested that the project be refined before asking the county to issue a request for bids. Issues include the need for gates in branches, the need for self-check kiosks in Conway, and the involvement of Van Buren county. John reported he had pursued some demonstrations but had been unable to schedule anything for April, but did have several videos he could share. John pointed out a publication from Tech Logic on RFID in libraries among the supplemental material.


New Business:
The board considered a requested replacement for failing waterfountains in Vilonia, Mayflower, Greenbrier, and Conway. Ben moved to purchase four of the requested fountains. Stephanie seconded the motion, which passed. 


John requested three changes to the meeting room policy:
An explicit statement that groups using the rooms are responsible for setting up and taking down the furnishings they require for their event.
Only library sponsored or co-sponsored events  may involve the sale of items, fundraising activities or solicitation of donations.
Library sponsored programs and programs of the library's affilited organizations will be given priority in the reservation of meeting room space. Thereafter, requests are to be considered in the following order:
o Agencies of the State of Arkansas or Faulkner County
o Community, non-profit, cultural, or civic organizations
o City of Conway agencies
o All other uses, including individuals or groups whose primary purposes are religious, business, or for-profit entitities.


Ben moved to approve the proposed changes to the meeting room policy. Suzann seconded the motion, which was approved.


The meeting was adjourned at 6:39 PM



May 20, 2019
Jeff Moncrease called the monthly meeting of the Faulkner County Library board to order on May 20, 2019, at 5:36PM. Board members Jeff Moncrease, Stephanie Vanderslice, Suzann Waggoner and Jeff Whittingham were present, as well as Director John McGraw.


Minutes of the April 22 meeting were reviewed. Stephanie moved to approve the minutes. Suzann seconded the motion, which passed.


Summary Statements of operations were reviewed. John noted that revenue continues to stay well ahead of past years' collections.


John apologized for the lack of bookkeeper's reports which were unavailable at meeting time. John promised to circulated them as soon as they became ready.


Statistics were reviewed. John said attendance and Circulation are up, downloadables are up 87% over 2018, children's program attendance is also up 87%, and adult programming up 37%.


Purchase orders were reviewed. Suzann moved to approve the Purchase Orders. Stephanie seconded the motion, which passed.


Fines and Donations spending was reviewed. Stephanie moved to approve the Purchase Orders. Jeff Whittingham seconded the motion, which passed.


Old Business:
John discussed the RFID proposals, the primary benefits being speedier check-in and check-out of materials. Inventory would speed up, but that consumes only about ten days per year. The cost of tags is consistent across the four proposals. Gates and staff stations are where costs vary. If the board elects to pursue this in stages, stage one could involve tagging the collection, putting a staff station where existing staff terminals are, and putting gates in Conway alone. One company has an inventory tools that is more robust than the competition's, allowing for pop-up libraries in the future. There was a request to review the spreadsheet of proposal costs at the next meeting.


New Business:
John reported a staff member had requested a review of the board's 2014 policy on staff's children in staff-only spaces. The old policy said no one under 10 were allowed in staff-only spaces. A broad discussion agreed that the policy should encourage volunteerism and place the onus on parents to minimize occurences and prioritize a professional work environment. John volunteered to draft a policy and Stephanie agreed to give it an edit before submitting it at the June meeting. 


John submitted a proposal from B&A to powerwash Greenbrier and the front of Conway libraries. Jeff Whittingham moved to approve the bid. Stephanie seconded the motion, which was approved. 


John advised the board that the legislature had recently expanded FOI laws to require the recording of open meetings. The consensus was for audio recordings. 


John noted the supplemental material for the first time includes minutes of the recent Friends of the Library meeting. This arose from the board training John commissioned from the state library for the Van Buren county library board.


The meeting was adjourned at 6:39 PM


June 17, 2019
Jeff Moncrease called the monthly meeting of the Faulkner County Library board to order on June 17, 2019, at 5:36PM. Board members Jeff Moncrease, Ben Thompson, and  Stephanie Vanderslice were present, as well as Director John McGraw.


Minutes of the May 20 meeting were reviewed. Ben moved to approve the minutes. Stephanie seconded the motion, which passed.


Summary Statements of operations were reviewed. John noted that May revenue exceeded $500,000, the first time that has happened in a month other than October, which is our strongest month for collections.


Bookkeeper's reports for April and May were reviewed. There was a call for comments.


Statistics were reviewed. John said attendance and Circulation are up. The New York Times database numbers are erratic. John mentioned the library is pursuing digital access to the Arkansas Democrat Gazette, which is ceasing print publication except on Sundays. CreativeBug numbers are erratic even though there is a good amount of promotion.


Purchase orders were reviewed. Stephanie moved to approve the Purchase Orders. Ben seconded the motion, which passed.


Fines and Donations spending was reviewed. Ben moved to approve the Purchase Orders. Stephanie seconded the motion, which passed.


Old Business:
John circulated a draft revision of the policy on staff children in staff-only areas. It lowered the prohibited age from 10 to 5 and emphasized that work demands should take priority over what would be a last resort for a parent. Children in the work place proving to be a disruption or distraction would be asked to find other arrangements. Children of staff volunteering should go through the same procedures as any other volunteers. Staff should insure that visits from family or friends not interfere with the performance of duties during staff shifts. Stephanie moved to approve the policy as presented. Ben seconded the motion, which passed.
There was also discussion about creating a space for breastfeeding in the library. Issues remaining center on finding space convenient for nursing mothers and how to create privacy on demand. 


John circulated a draft policy for mobile hotspots. Stipulations were made that there would be no grace period on overdue fines. Ben moved to approve the policy as presented. Stephanie seconded the motion, which passed. 


RFID bids were discussed. John proposed that considerable costs were attached to shipping and considerable amounts of maintenance were attached to gates and stations we may no longer consider necessary. John proposed soliciting bids for a stripped-down phase one, to include all the staff stations in Faulkner County currently proposed, but eliminate gates for all locations except Conway, and to exclude Van Buren entirely. That suggestion was accepted by acclamation. 


New Business:
John presented a proposal from ICC to make repairs to the soffit and fascia in Vilonia. Stephanie moved to accept ICC's proposal. Ben seconded the motion, which passed.


John reported two complaints about the homeless in the last month. Neither complaint addressed behavior but objected to the presence of the homeless, which has increased of late. John reported that he had spoken with the deputies providing security at the library and no laws are being broken. John felt that the homeless have a strong interest in retaining access to the library and would not do anything to jeapordize that under the scrutiny of security cameras. John said that Bethleham House and UCA psychology students have been on-site doing needs assessment and referrals to services. Coho was recommended to John as another potential partner in providing homeless patrons with needed services.


John presented two proposals for upgrading audiovisual equipment for the meeting rooms. The board had concerns about timelines and warranties; in addition they asked for references on one of the bidders. Other possible bidders were suggested and John promised to follow up with them.


John provided as supplemental material program calendars for June, minutes of the June Friends of the Faulkner County Libraries meeting, patrons surveys, and a spreadsheet of the costs of the RFID proposals.


The meeting was adjourned at 6:35 PM