CONNECT WITH US
Hoopla Overdrive

Faulkner County Library Board Minutes

Click for 2016 Faulkner County Library Minutes

Minutes for January 18, 2017

Jeff Moncrease called the meeting of the Faulkner County Library board to order on January 18, 2017, at 5:30PM. Board members Patsy Desaulniers, Ben Thompson, Jeff Moncrease, Stephanie Vanderslice were present, as were Children's Librarian Kara Dyer and Director John McGraw 

Minutes of the December board meeting were reviewed. Stephanie amended them to note at the outset that she was present. Ben moved to approve the minutes as amended. Stephanie seconded the motion, which passed.
Representation to the Regional board was discussed. Ben moved that Jeff and Stephanie should represent the Faulkner County board at Regional board meetings in 2017. Patsy seconded the motion, which was approved. 
Patsy moved that Ben chair the Faulkner County board in 2017. Jeff seconded the motion, which passed.
Kara gave a report on Comiconway. Attendance was down from 2015, 4866 people for the weekend. The December dates and the weather contributed to that. We had more vendors and a better layout. The mini-heroes corner in particular was better placed and better run. $25277 was spent, and $19000 was taken in. 
Jeff moved that the budget line for 2017 remain the same. Ben seconded the motion, which passed.
Summary statements of operation were reviewed. There was a call for comments. 
Statistics and Programming reports were reviewed. John noted attendance for the year was up 13% while circulation was almost flat. 
The bookkeeper's reports were reviewed. There was a call for comments.
Purchase Orders were reviewed. Ben moved to approve the Purchase Orders. Patsy seconded the motion, which was approved.
Fines and Donations expenditures were reviewed. Patsy moved to approve the expenditures.  Stephanie seconded the motion, which was approved.
Wade's bid for climate controller service was considered. No other bidders had been located and Wade has always serviced the controllers. John reported the promised upgrade would have no added costs and is part of the annual service contract. The system was last upgraded in 2006. Installation would be a matter of weeks. Ben moved to approve the contract. Stephanie seconded the motion, which was approved.
John summarized the findings of the legislative audit which contained no new findings and no actionable findings.
John circulated Gibbs' HVAC assessment with a list of problems that need to be repaired or excluded from the service contract. Ben moved to approve all but #6. Stephanie seconded the motion, which was approved.
Ben adjourned the meeting at 7:30 PM.


Minutes for March 20, 2017


Ben Thompson called the meeting of the Faulkner County Library board to order on March 20, 2017, at 5:30PM. Board members Patsy Desaulniers, Jeff Moncrease, Ben Thompson, Stephanie Vanderslice, and Jeff Whittingham were present, as were Children's Librarian Kara Dyer, Director John McGraw, and Ruth Hyatt of the Arkansas State Library 
Kara spoke about Comicon-way and made three requests. She asked that $10,000 be added to her total budget, with the understanding that those expenses were expected to be offset by increased revenue. She asked permission to sell ads or seek sponsors for the coloring book. She asked to charge $5 admission for people aged 13 and up. 
Ruth Hyatt did a presentation on Trustee Orientation. Discussion included the propriety of discussion at County board meetings of upcoming Regional board business, using the state library as an off-site repository of old board records, and assessments for trustees. 
Ben welcomed Jeff Whittingham to the board. 
Minutes of the January board meeting were reviewed. Stephanie moved to approve the minutes as amended. Patsy seconded the motion, which passed.
Summary statements of operation were reviewed. There was a call for comments. John noted that revenues are ahead of where they were in the prior two years. John noted that salary budget lines are very tight, but any vacancies through the year may mitigate the need for small changes later in the budget year. Asked about 25% of health matching being spent, John said that last year that line paid quarterly, so another payment was not expected until April. 
Statistics and Programming reports were reviewed. John noted attendance was down over last year, which had early voting numbers included. Circulation was down slightly. The low numbers for Reference USA and Freegal were discussed. John suggested that the Regional board might be persuaded to redirect money from services used by a few to something like Hoopla which might have broader impact. There is a Regional meeting tentatively scheduled for March 29. Mango had shown improvement after library staff put promotional material in the foreign language collections of the Conway colleges.
The bookkeeper's reports were reviewed. There was a call for comments. Jeff Whittingham asked about the accounts, and received a summary of the revenue and expenditures of the Fines And Donations account.
Purchase Orders were reviewed. John spoke of changes to internet service at multiple branches that increased speeds at little or no extra cost. Better service for Mayflower and Conway remains a priority. Patsy moved to approve the Purchase Orders. Jeff Moncrease seconded the motion, which was approved.
Fines and Donations expenditures were reviewed. Stephanie asked about a payment to the East Baton Rouge Library, which John explained as due to a lost Interlibrary Loan and the reinforcement of policies for Interlibrary Loan users after some issues with one borrower. Jeff Moncrease moved to approve the expenditures.  Stephanie seconded the motion, which was approved.
John circulated a repair list submitted by the Mount Vernon library to the city of Mount Vernon. John noted the seriousness of the listed items, and had no indication that any items on the list had been addressed as yet by the city. John circulated the Transparency Ordinance (17-9) before the Quorum Court. John noted that it does not impact the process the Friends of the Library currently pursue to vet board members. The Ordinance calls for a 14-day posting on the county website about board openings, with board terms and duties attached. The ordinance must be read at two more court sessions before a vote.
The board considered three quotes for microfilm readers. John reported that the current machines damage the film and few staff are comfortable even loading the machines. There was discussion about what sorts of material are available on microfilm. There was a request for some sense of how many people are using it. John promised to have some numbers in April. The issue was tabled until next month.
John noted that a 3D printer would be arriving soon, and another in a few months. A draft policy on 3D printing would be before them by the April meeting. 
Also Conway has ceased deterring panhandling due to a legal decision. Asked if this applied to county property, John said he understood that it did. Panhandlers would not be asked to leave for simple panhandling, but if there were infractions of the code of conduct those would be addressed. 
John mentioned that a part-timer had been hired to learn acquisitions and cataloging from Ginny. Vilonia had recently gotten a part-timer to see them through staff maternity leave. Twin Groves was also requesting a part-time worker, and Conway is losing a part-timer in late April. There were questions about the Regional Administrator position the Regional board seeks, and John reported that two candidates had come forward, neither with the requisite Master's degree. The county representatives to the Regional board were asked to seek some course of action on Regional library leadership. 
John spoke of a meeting he had taken with Mark Mann of Stock Mann architects, who had designed the Van Buren County library last year, as well as many other buildings. They discussed needs at Conway and the branches.
Ben called for discussion or motions on the issues Kara had presented. Jeff Moncrease moved that the total budget for Comiconway increase to $40000. Stephanie seconded the motion, which was approved. 
Patsy moved that we charge $5 per person ages 13 and over. Jeff Whittingham seconded the motion. Discussion covered the people shut out by an admission fee, the demographics served by Comiconway, whether any library programs should have admission fees, whether we could restrict admission to a few premier events during Comiconway, and the long-term goal of the program paying for itself. Patsy and Jeff Whittingham voted in favor, Jeff Moncrease voted against, Stephanie abstained. The motion passed.
Jeff Whittingham moved to allow ads or sponsorships to cover the cost of the coloring book. Stephanie seconded the motion. Discussion again returned to the question of commercializing library events. Jeff Whittingham, Stephanie, and Patsy voted in favor. Jeff Moncrease voted against. The motion passed.
Ben adjourned the meeting at 7:53 PM.


Minutes for April 24, 2017

Ben Thompson called the meeting of the Faulkner County Library board to order on April 24, 2017, at 5:30PM. Board members Patsy Desaulniers, Jeff Moncrease, Ben Thompson, and Jeff Whittingham were present, as was Director John McGraw.
Minutes of the January board meeting were reviewed. Patsy moved to approve the minutes as amended. Jeff Moncrease seconded the motion, which passed.
Summary statements of operation were reviewed. There was a call for comments. John noted millage collections were ahead of where they were in years past. 
Statistics and Programming reports were reviewed. John noted circulation and attendance are down over 2.5% over last year. Ben asked about website numbers. John replied that page views had declined, but that some of that was due to a new website that made static links of popular destinations, events for example, rather than a series of pages to click through to find a current file. John promised to get some numbers on visitiors, as opposed to page views, and some breakdowns of page views by location.
The bookkeeper's reports were reviewed. There was a call for comments. It was observed we had received a state aid quarterly check. John reported that the current budget may again cut $1 million from libraries so we may be looking at a loss of funds in the near future.
Purchase Orders were reviewed. Patsy moved to approve the Purchase Orders. Jeff Moncrease seconded the motion, which was approved.
Fines and Donations expenditures were reviewed. Jeff Moncrease moved to approve the expenditures.  Jeff Whittingham seconded the motion, which was approved.
Old Business: John provided estimates on microfilm usage requested in March. On average, some twenty people request staff assistance using the current machines. Others undoubtedly use the machine without assistance, but it is hard to gauge numbers based on reels to be refiled. John noted that Zytron had a demo unit at a marked down price, and that this same unit was in Clinton for the last year with no complaints. Jeff Moncrease spoke to the continuing use of microfilm in libraries. Jeff Whittingham spoke to the uniqueness of the material offered on microfilm. Jeff Moncrease moved to spend $6500 on the Zytron demo unit and up to $500 in  software and peripherals to make it run.
New Business: After a demonstration of the new Form 3D printer, the board discussed a policy modeled on the Van Buren County Library policy. Pricing reflects the cost of the materials, and the time consumed of the lifespan of the printer's build platform. There was discussion of who would pay for failed builds. The policy was amended to ask for pay in advance, not upon completion. Jeff Moncrease moved to adopt the policy as amended. Patsy seconded the motion, which was approved.
The board reviewed a letter from Gibbs on the chiller and ongoing repairs. The issue was tabled until other options were available.
John invited the board to attend a city council in Twin Groves on May 9th. The city has recently been unable to fund repairs to the HVAC system. John advised the board he has spoken with Justice of the Peace Knight about the subject to explore the county's options.
The meeting was adjourned at 7:05.

Minutes for May 15, 2017


Ben Thompson called the meeting of the Faulkner County Library board to order on May 15, 2017, at 5:30PM. Board members Patsy Desaulniers, Jeff Moncrease, Ben Thompson, Stephanie Vanderslice, and Jeff Whittingham were present, as was Director John McGraw.
Minutes of the January board meeting were reviewed. Stephanie moved to approve the minutes as amended. Patsy seconded the motion, which passed with Stephanie abstaining.
Summary statements of operation were reviewed. There was a call for comments. John noted millage collections were ahead of where they were in years past. 
Statistics and Programming reports were reviewed. Ben noted that Reference USA numbers continue to decline. John noted that the Regional board had cancelled Freegal and would not renew Reference USA in July.
The bookkeeper's reports were reviewed. There was a call for comments. Ben noted that Mango increased somewhat over last year. John agreed, and mentioned that Mango had another good month in April and there are plans to promote it in summer courses for Japanese and Spanish at the library.
Purchase Orders were reviewed. Patsy moved to approve the Purchase Orders. Jeff Whittingham seconded the motion, which was approved.
Fines and Donations expenditures were reviewed. Ben asked about the Travelers tickets. John noted that tickets for the June 19th game would be distributed to Summer Reading Club sign-ups. Stephanie moved to approve the expenditures.  Jeff Whittingham seconded the motion, which was approved.
Old Business:
John provided a proposal from Gibbs to replace the chiller. For context, a similar proposal from Harrison from 2014 was submitted. Asked about how this would be paid for, John noted that the budget has an appropriation of $250,000 every year for such things. John also raised the possibility that leaks in the roofs of Mayflower and Conway recently suggested they were due for new roofs. The board directed John to speak with the AAC to determine if this was storm damage from recent weather. Jeff Whittingham moved to request bids for a replacement to the chiller. Patsy seconded the motion, which passed.
John summarized the meeting in Twin Groves and discussions since then with Gunter Heating and Air. It seems likely that the building needs a new unit the city would prioritize below other needs at present. Alternatives discussed included asking a company for a quote to replace the unit, asking Friends of the Library to replace the unit, and exploring if a portable heat pump or window unit could mitigate things. 
New Business:
Calendars for Summer Reading Club were distributed. This year's theme, "Build a Better World" is being addressed with a rudimentary makerspace that will have cooking elements, robotics, and some design work for the 3D printer.
A request for five laptops was considered. The laptops would make the 3D printer more portable, improve staff's ability to do inventory in the long run, and provide programming possibilities for summer programs. Jeff Moncrease moved to approve the submitted proposal for five laptops. Jeff Whittingham seconded the motion, which passed.
The meeting was adjourned at 7:05.


Minutes for June 3, 2017

Ben Thompson called an emergency meeting of the Faulkner County Library board to order on June 3, 2017, at 1:30PM. Board members Patsy Desaulniers, Ben Thompson, Stephanie Vanderslice, and Jeff Whittingham were present, as was Director John McGraw. Board member Jeff Moncrease joined by phone.
Minutes of the May board meeting were reviewed. Jeff Whittingham moved to approve the minutes. Stephanie seconded the motion, which passed unanimously.
John provided a proposal from Gibbs to patch the leak on the chiller and use a cheaper refrigerant to make temperatures better while a replacement is pursued. Ben asked where the pursuit of a replacement was at. John reported he had been speaking with Crystal Gates, the Director of the Laman Library, who has been replacing chillers this spring. The County Attorney had been given Laman's documents, including the Request for Bids and the Terms and Conditions documents, as well as proposals from Harrison and Gibbs to replace the chiller. Patsy asked if there would be efforts to attract local bids. John said he thought that was an issue for the county attorney's office but he would pursue it. Gibbs and Harrison are already aware that it is happening, and Crystal had supplied a contact with Advantage, which is handling Laman's replacements. 
Jeff Whittingham moved to approve the submitted proposal for R422B refrigerant in the leaky circuit. Patsy seconded the motion, which passed unanimously.
John circulated the signing sheet for the county account, which had added Jeff Whittingham, but removed no one. Centennial was asking for minutes reflecting a consensus to remove persons from accounts. Stephanie moved to strike Fritzie Vammen from the signing list. Jeff Whittingham seconded the motion, which passed unanimously.
The meeting was adjourned at 1:13.