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Faulkner County Library Board Minutes

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Minutes for January 24, 2018


Jeff Moncrease called the monthly meeting of the Faulkner County Library board to order on January 24, 2018, at 5:30PM. Board members Stephanie Vanderslice, Jeff Moncrease, Ben Thompson, and Jeff Whittingham were present, as were Suzanne Waggoner, Kara Dyer, and Director John McGraw.
Jeff nominated Ben Thompson to chair the board for another year, and nominated Stephanie and himself to continue serving on the Regional board for another year. Jeff Whittingham seconded the motion, which was approved.
Kara gave a presentation on an advertising grant ComiConway had received and her plans for it, which includes amending the budget. Jeff Moncrease moved to add $3,500 to the advertising budget and total projected expenses. Jeff Whittingham seconded the motion, which was approved.
Minutes of the December 21 meeting were reviewed. Stephanie moved to approve the minutes. Jeff Whittingham seconded the motion, which passed.
Summary statements of operation were reviewed. There was a call for comments. John noted that the millage had collected 107% of its projected revenue for 2017.
Statistics and Programming reports were reviewed. 
The bookkeeper's reports were reviewed. John reported that Hoopla had grown beyond what would equitably be spent per month at the current funding levels. Patrons were beginning to encounter notifications that our spending cap for the day had been reached. Jeff Moncrease observed that an increase in Hoopla funding by the Regional board may well translate into a decrease in funding for Summer Reading Club.
Additionally, on the subject of lending changes, John reported that a few high-demand titles would be designated Lucky Picks. These could not be placed on hold, only check out for one week, and cannot be renewed. There would be no grace period for fines. John hopes it will encourage people who only place holds and collect them to explore the collection more in hopes of finding a title they are waiting for (and more).
Purchase Orders for October were reviewed. Fines and Donations expenditures were reviewed. Jeff Whittingham moved to approve the all the expenditures. Stephanie seconded the motion, which passed.
Old Business:
John reported that four applicants had been submitted for the vacant board position. He had spoken with Judge Baker about them, but when he contacted the office to confirm he would be giving his annual report to the quorum court and seeing a board appointment in January, both items had been forgotten. 
John reported that the chiller had been installed. Some adjustments remain, as the building is still getting rather warm at times.
John reported that Twin Groves held a townhall meeting on January 9th attended by Jeff Moncrease and himself. Jeff explained his proposal, which is to pay a nominal fee for the building in order to insure that repairs are timely and thorough. The purchase contract would include a clause saying that should we cease to operate a library from the property, the city would have the first opportunity to purchase the property and at the original sale price. There was considerable desire for another townhall, as attendees felt many stakeholders had not learned of it. A second townhall January 23rd attended by Judy Lovell and himself had fewer attendants. Money was collected to repair the floor, and $500 was raised. Residents seemed mostly concerned about when this offer would expire, and John affirmed that it had no expiration date. John promised to present the Friends of the Library with the request to pay for the replacement heat pump at their February meeting.


New Business:
HVAC contracts were considered. Four bids had been received. Jeff Moncrease moved to accept Harrison's bid. Jeff Whittingham seconded the motion, which passed. The board requested a representative from Harrison attend the February meeting. John said he would make those arrangements.
John circulated February program calendars, patron surveys, and the Quorum Court's annual report. Jeff Moncrease suggested that the board review the document and send John notes as needed.
The meeting was adjourned at 7:02 PM


Minutes for 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

Minutes for March 19, 2018
Ben Thompson called the monthly meeting of the Faulkner County Library board to order on March 19, 2018, at 5:30PM. Board members Stephanie Vanderslice, Ben Thompson, and Jeff Whittingham were present, as well as Director John McGraw and Marvin Lessman.
Minutes of the February 19 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 2018 was well ahead of previous years.
Statistics and Programming reports were reviewed. 
The bookkeeper's reports were reviewed. John noted that the Regional board had transferred the unused money budgeted for Mango to Hoopla with the hopes that it would boost circulation and decrease the number of patrons told we had hit our budgeted expenditure for the day, which was almost 50% in February.
Purchase Orders for February 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 was sworn in but unable to attend the March meeting. The annual report to the Quorum Court had been delayed due to a power failure during the court session.
New Business:
John presented a quote for hand dryers for the public restrooms. He explained that the cost was less than what had been spent on plumbing calls due to hand towels flushed down toilets last year. Jeff Whittingham moved to approve the installation of hand dryers. Stephanie seconded the motion, which passed.
John circulated a section of the Arkansas state code which suggests that carryover funds in the maintenance and operations fund can be used as matching funds for construction. He presented a space calculation worksheet that suggested a building in Mount Vernon could be done at 2000 square feet and speculated that available money in Fines and Donations was inadequate to such a project. John proposed retaining 10% of the Fines and Donations funds and asking the Quorum Court, through the process outlined in the statute, to release a matching amount from the carryover to be used to construct a new library in Mount Vernon. Jeff Whittingham moved to request an appropriation of $170,000 from the carryover. Stephanie seconded the motion, which passed. The board further directed John to discuss with Karla how Van Buren county leased its building.
Patron surveys were distributed.
The meeting was adjourned at 6:57 PM