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Van Buren County Library Board Minutes

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Van Buren County Library Board Meeting

January 17, 2018
A regular meeting of the Van Buren County Library Board was called to order at 4:10 p.m. in the meeting room of the library.  Presiding Officer was Chairwoman- Rhonda Davis.  A quorum was present, including the following members: Kristi Eastridge, Glenda Stagg, Stephanie Treece, and Phillip Ellis.  Also in attendance, was VBC Librarian- Karla Fultz..
The minutes from December 21st 2017 board meeting were read.   Minutes were approved as read. 
Financial Report:  For the month of December, Damascus library attendance was 244, checked out items were 324, new library cards were 3, deposits were $80.55, checks disbursed $103.25, leaving a balance of $3,920.29 in the discretionary account. Clinton’s attendance was 3,604, checked out items were 4,059, 35 new library cards, balance in the discretionary account was $42,489.59 and the balance in the mill tax fund was $929,684.12.  Law library balance was $17,146.61. Financials were accepted as presented.
Discretionary Budget: Karla presented the board with a budget for the Discretionary Account.  Karla projected $54,989.59 with 10% of that being budgeted @ $49, 490.63.  Stephanie made a motion to approve the discretionary budget and Kristi seconded that motion.  All were in favor and the budget passed.


Old Business:
HVAC System:  Karla stated she has been dealing with Nabholz, Freyaldenhoven, and Harris Energy to try and get this fixed under a warranty.  Karla stated she has had no luck and the longer it goes unfixed the higher the Electric bill which will end up costing more than what it would be to fix the unit.  Phillip suggested talking to Chris Bates when the time came to renew a maintenance contract and keeping our maintenance local.  Glenda made a motion to go ahead and fix the unit under the no more than $2600 dollar quote to be paid out of the discretionary account and Stephanie seconded that motion, all were in favor and the motion passed. Within the same discussion Karla stated that when the flow system was check on the Fire Sprinkler System the date of inspection was not upgraded. The system has to be checked yearly per State Rules and Regulations.
Master Gardeners Club: Karla stated the Master Gardner’s club will begin on phase 1 of the landscaping project @ a total budget of $500 in March of 2018.


 New Business:  
Trustee Training Class: Karla asked the board if they would be interested in a Trustee training class from the State Library.  They board agreed to revisit this at a later date.


Adjournment: With no further business the board adjourned at 5:00 pm.


FYI: Next library board meeting will be Wednesday February 14, 2018 @ 4 p.m.
Library closed February 19th for Presidents Day.


Respectfully submitted:
Karla Fultz 
VBC Librarian

Rhonda Davis, Chairwoman


Van Buren County Library Board Meeting

February 14, 2018
A regular meeting of the Van Buren County Library Board was called to order at 4:10 p.m. in the meeting room of the library.  Presiding Officer was Chairwoman- Rhonda Davis.  A quorum was present, including the following members: Kristi Eastridge, Glenda Stagg, Stephanie Treece, and Phillip Ellis.  Also in attendance, was VBC Librarian- Karla Fultz..
The minutes from January 18, 2018 board meeting were read.   Minutes were approved as read. 
Financial Report:  For the month of January, Damascus library attendance was 292, checked out items were 382, new library cards were 90, deposits were $75.40, checks disbursed $15.26, leaving a balance of $3,980.43 in the discretionary account. Clinton’s attendance was 3,361, checked out items were 4,613, 40 new library cards, balance in the discretionary account was $41,720.82 and the balance in the mill tax fund was $578,615.08.  Law library balance was $17,160.66. Financials were accepted as presented. Karla stated that for January all major expenses were the least payment and personnel.  Discussion arose about volunteers.  Karla stated the library has 3 volunteers, Linda Headley who volunteers on Mondays, Mr. David Jeffrey’s who is a FOL member and volunteers on Tuesdays and Fridays, and Kim Tyler who volunteers on Wednesdays for the Food Stamp Program. The question arose whether library did background checks on the volunteers, Karla stated that at this time they did not, it was suggested that might be something the library does in the future especially if the volunteers work with the kids.
Old Business:
Grants: Karla stated Andrea, Damascus and her worked on grants this week worth $14,000 for the summer reading program.  Those grants include Wal-Mart, Dollar General, and UMWA. 
Master Gardeners Club: Karla stated the Master Gardner’s club has begun work on the landscaping.  Karla stated she will contact the Judge and see if he will provided a the equipment and someone to dig the ground up and talk to Clinton City Mayor, Richard McCormac about donating the mulch.
HVAC System:  Karla stated she spoke with Stephen from Harris Energy on February 14th and he stated all the parts were in except the plate burner, which is due to ship out on February 16th or February 19th, and then they would be up here to repair the unit.


 New Business:  
WWII Tree: Karla stated 6 counties in Arkansas were selected for the planting of a WWII tree, ceremony, and donation of artifacts ship from overseas. Karla stated Van Buren County was selected as one of those counties and JP-John Bradford who is in charge of the project, has selected the library as the site to plant the Tree and host the ceremony.  Karla stated she is working with the Master Gardeners to pick out the spot for the tree.



Adjournment: With no further business the board adjourned at 4;45


FYI: Next library board meeting will be Wednesday March 14, 2018 @ 4 p.m.
Library closed February 19th for Presidents Day, Heart Healthy Luncheon will be held on February 22, 2018 @ 12 p.m. with guest speaker Dr. Ben Starnes, and Karla is working with Brian Henderson to host a Spring Clean your Medicine Cabinet set for March 20th.


Respectfully submitted:
Karla Fultz 
VBC Librarian



Rhonda Davis, Chairwoman




March 14, 2018

A regular meeting of the Van Buren County Library Board was called to order at 4:05 p.m. in the meeting room of the library.  Presiding Officer was Chairwoman- Rhonda Davis.  A quorum was present, including the following members: Kristi Eastridge, Glenda Stagg, Stephanie Treece, and Phillip Ellis.  Also in attendance, was VBC Librarian- Karla Fultz..

The minutes from February 2018 board meeting were read.   Minutes were approved as read. 

Financial Report:  For the month of February, Damascus library attendance was 301, checked out items were 392, new library cards were 20, deposits were $72.75, checks disbursed $128., leaving a balance of $3,925.18 in the discretionary account. Clinton’s attendance was 3,041, checked out items were 3,916, 60 new library cards, balance in the discretionary account was $42,477.25 and the balance in the mill tax fund was $559,926.05.  Law library balance was $17,540.97. Financials were accepted as presented. 

Old Business:

Master Gardeners Club: Karla stated the Master Gardner’s club finalized the landscaping.  

New Business:  

Library Incident/Accident – Karla presented an accident report where as a young girl was learning to park hit the gas instead of the break and took out the light ballast.  Karla also presented the board with a quote to fix that, stating the girls father is waiting on a price to pay for the ballast. Rhonda suggested calling Wes Swenson, and Tommy Dean Collins son Eric for a new quote.


Acknowledgement/Donation board: Karla stated she would like to get the Donor board up within the next couple of months.  Phillip suggested she contact Nina Baker and see if she could do this.

Library Website:  Discussion over the library website not being easily found under Van Buren County Public Library was discussed.  Karla stated she had already spoken with Kim and the Judge on this earlier in the day.  Karla stated the reason is they are listed as Clinton Library because the Region uses the City as the branch and not the county.  The Judge, and Library board agreed this needed to be changed to Van Buren County because it is not a city Library it is a County and no city funds pay for the operation of the library. Karla stated she had already spoken to John about getting it changed so she was hoping that was already in the works.

Adjournment: With no further business the board adjourned at 4;45


FYI: Next library board meeting will be Wednesday April 11, 2018 @ 4 p.m.

March 3/16 – Regional Branches to visit, Monday – Wednesday of Spring Break Coding with Robots ages 8-14, Movie – Ferdinand – Monday and Movie -  Jumanji- Friday.  March 28th will be Diabetes and Clean out your medicine cabinet from 11-1.


April – Easter – Ducky Derby Race @ 2 p.m. – Book Sale April 6th and 7th, and Pancake Breakfast @ Fairfield Bay on April 28th.

Respectfully submitted:

Karla Fultz 

VBC Librarian



Rhonda Davis, Chairwoman




April 11, 2018
A regular meeting of the Van Buren County Library Board was called to order at 4:05 p.m. in the meeting room of the library.  Presiding Officer was Chairwoman- Rhonda Davis.  A quorum was present, including the following members: Kristi Eastridge, Glenda Stagg, Stephanie Treece, and Phillip Ellis.  Also in attendance, was VBC Judge Roger Hooper and Librarian- Karla Fultz.
The minutes from March 2018 board meeting were read.   Minutes were approved as read. 
Financial Report:  For the month of February, Damascus library attendance was 389, checked out items were 386, new library cards were 5 deposits were $75.05 checks disbursed $345.54., leaving a balance of $3,654.69 in the discretionary account. Clinton’s attendance was 3,455 checked out items were 4,586, 62 new library cards, balance in the discretionary account was $39,919.06 and the balance in the mill tax fund was $532,024.44.  Law library balance was $18,092.85.  Financials were accepted as presented. 
Old Business:
Community Room: Karla stated the community room had been used 97 times from Jan-March.
Library Outside Ballast – Karla state she contacted Wes Swenson for the replacement of the ballast.  Wes gave Karla a quote for $800.  Karla stated she would go with Wes, which should be fixed in the next couple of weeks.


New Business:
Pancake Breakfast:  Karla stated the Friends would be hosting a pancake breakfast in partnership with FFB Lion’s Club.  Karla stated tickets were $6.00. Breakfast would be held at FFB on April 28th from 8 a.m. – 10 a.m.
Uncommon Communities:  Karla stated a local group consisting of the VBC Judge, VBC Mayors, some JP’s and local business and resource people had been taking an Uncommon Community’s course to improve tourism for VBC. This group would be graduating this 3-year course and would be hosting their graduation at the library on April 26th from 8 a.m. – 3.p.m.


Adjournment: With no further business the board adjourned at 4:30 p.m.
FYI: Next library board meeting was discussed for May 09, 2018 but Rhonda will be out.  Not a set date.
Respectfully submitted:
Karla Fultz 
VBC Librarian



Rhonda Davis, Chairwoman