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Van Buren County Library Board Minutes


Van Buren County Library Board Meeting
January 10, 2017
A regular meeting of the Van Buren County Library Board was called to order at 5:40 p.m. in the meeting room of the library.  Presiding Officer was Rhonda Davis - Chairwoman.  A quorum was present, including the following members: Sherrin Richardson, Stephanie Treece, and Glenda Stagg.  Also in attendance was, VBC Librarian- Karla Fultz
The minutes from the November board meeting were read.   Minutes were approved as read. There were not any December minutes.  
Financial Report:  For the month of December, Damascus library attendance was 293, checked out items were 362, new library cards were 4, deposits were $17.35 and check disbursements were $1,128.70 a balance of $3,458.29 in the discretionary account. Clinton’s attendance was 3,999, checked out items were 4,570, 50 new library cards, balance in the discretionary account was $28,489.21 and the balance in the mill tax fund was $1,818,907.44. Law library balance was $11,928.56. Glenda made a motion to accept the financial report and Stephanie seconded.
Old Business:
             2016 Year In Review:  Karla presented the library board with an Annual 2016 Fiscal Report
New Business:
Log Cabin Write Up:  Karla presented the board with a write up in the Log Cabin Democrat with FC Library Directors John McGraw’s rebuttal article.  Karla stated she presented this to say they are looking for a new board member and felt it was good evidence getting a new library board member from out in the County.  The board agreed.
Flag Pole:  Karla stated there would be a Flag raising ceremony on Saturday, January 14, 2017 @ 2 p.m. presented by the Shirley Masons and the DAR.
Local Board Member: Karla asked the Board if they had any suggestions for a board member to replace Sunny from either Alread or Scotland.  The board gave Karla a list of names to contact.  Karla stated she would contact these suggestions and get back with them.
Regional Board Member:  Karla stated that since Sunny’s term had expired she needed a Regional Board member to represent VBC.  Glenda made a motion to nominate Stephanie and Sherrin seconded that motion.  All were in favor and Stephanie was appointed to the regional board.
FYI: The library will be closed Monday, January 16th for MLK.  Next regular meeting will be Tuesday, February 21st.  February 13th the Friends will host a Chocolate Lovers Delight Event.  
Adjournment:  With no further business the meeting was adjourned at 6:30 p.m.


Respectfully submitted:
Karla Fultz
VBC Librarian


Rhonda Davis, Chairwoman


Van Buren County Library Board Meeting
March 15, 2017
A regular meeting of the Van Buren County Library Board was called to order at 5:40 p.m. in the meeting room of the library.  Presiding Officer was Glenda Stagg -Acting Chairwoman.  A quorum was present, including the following members: Sherrin Richardson, Stephanie Treece, and new board member Kristi Eastridge.  Also in attendance were Honorable Judge Hooper, and VBC Librarian- Karla Fultz.  Chairwoman Rhonda Davis was absent.
The minutes from the January 10, 2017 board meeting were read.   Minutes were approved as read. There were not any February minutes.  
Financial Report:  For the month of December, Damascus library attendance was 380, checked out items were 477, new library cards were 5, deposits were $87.55 and check disbursements were $54.99 a balance of $3,634.25 in the discretionary account. Clinton’s attendance was 4,609, checked out items were 4,285, 75 new library cards, balance in the discretionary account was $29,626.35 and the balance in the mill tax fund was $776,414.26. Law library balance was $12,970.23. Stephanie made a motion to accept the financial report and Sherrin seconded.
Old Business:
             Volunteer Tax:  Karla asked when she should put an ad in the paper promoting the volunteer tax.  Sherrin suggested the last week of March or the first week of April.
New Business:
Harrison Energy Maintenance Agreement:  Karla presented two agreements from Harrison Energy for maintenance of the HVAC system.  Karla stated that the board has a lot of money invested in the system and would like to see the $2,600 agreement be approved to take care of the system.  Karla stated she did not feel the $4,100 was  needed. Judge Hooper asked to table a decision on this until Karla talks to Craig Fisher who oversees the building maintenance on all county buildings.
Muriel: Karla stated she had been thinking about art displays and would like to work with the 3 school districts Art teachers to find a student that can draw and paint to work on a Muriel on the half wall by the DVD cabinets.  Sherrin suggested contacting the art teachers and meeting with them and see what they think.  Have the student’s do a mock drawing and the board approves it.
EHC Tree Ceremony:  Karla stated EHC is celebrating 100 years this year and would like to plant a tree on the mound in front of the meeting room.  David Griffith, Extension Office Agent suggested the Japanese Flowering Snowball Tree be planted.  This tree will be planted on Saturday, March 25th @ 11 a.m. 
Adjournment:  With no further business the meeting adjourned at 6:09 p.m.


FYI:  Next board meeting will be Tuesday, April 11th @ 530: p.m.
Regional meeting attentively set for March 29th @ 5:30 in Clinton.
Classical movie Harvey playing March 25th, @ 5 p.m.
April 29th  @ 2 p.m. showing the Movie Terror @ Black Falls  - filmed in Scotland, AR.


Van Buren County Library Board Meeting
April 11, 2017
A regular meeting of the Van Buren County Library Board was called to order at 5:30 p.m. in the meeting room of the library.  Presiding Officer was Glenda Stagg -Acting Chairwoman.  A quorum was present, including the following members:  Stephanie Treece, and Kristi Eastridge.  Also in attendance VBC Librarian- Karla Fultz.  Chairwoman Rhonda Davis  and board member Sherrin Richardson were absent.
The minutes from March 15, 2017 board meeting were read.   Minutes were approved as read. 
Financial Report:  For the month of March, Damascus library attendance was 380, checked out items were 483, new library cards were 10, deposits were $144.10 leaving a balance of $3,778.35 in the discretionary account. Clinton’s attendance was 4,730, checked out items were 5,023, 68 new library cards, balance in the discretionary account was $30,562.57 and the balance in the mill tax fund was $746,938.15. Law library balance was $13,638.93. Stephanie made a motion to accept the financial report and Kristy seconded.
Old Business:
             Harrison Energy Maintenance Agreement:  Karla presented two agreements from Harrison Energy for maintenance of the HVAC system from the March meeting.  Karla stated she dropped the agreements off with Craig Fisher but he was out when she went by to get his opinion.  Karla stated she feels the board should purchase the $2,600.00 contract just for the fact they service more than changing filters that the maintenance building employees do, they service the Internet controls and come when she cannot clear the online issue out.  Kristi made a motion to purchase the $2,600 maintenance contract and Stephanie seconded.
Regional Report:  Karla stated the Regional Board voted to legally name John McGraw the interim for the Regional Director until a permanent director could be hired.  
New Business:  
Friends: Karla stated the Friends Book Sale is  April 12-15th.  Karla also stated the Friends voted to purchase some play ground equipment for ages 4-6 from Sam’s Club.
Adjournment:  With no further business the meeting adjourned at 6:00 p.m.


FYI:  Next board meeting will be Tuesday, May 9th @ 530: p.m.
First Aide Class not CPR  - Saturday - April 22nd from 9:30 – 1:00  $10 per person $7 for the certification card and $3 for the Friends.
Sign Language Classes begin April 19th from 3:30 – 4:30 taught by Bonny Hill of Conway.
April 29th  @ 2 p.m. showing the Movie Terror @ Black Falls  - filmed in Scotland, AR.
Painting Class is April 19th from 5:30  - 6:30 P.M.  



Van Buren County Library Board Meeting
June 21, 2017
A regular meeting of the Van Buren County Library Board was called to order at 4:00 p.m. in the meeting room of the library.  Presiding Officer was Chairwoman- Rhonda Davis.  A quorum was present, including the following members:  Stephanie Treece, Kristi Eastridge, and Sherrin Richardson.  Also in attendance, VBC Judge – Roger Hooper, and VBC Librarian- Karla Fultz.  Board member Glenda Stagg was absent.
The minutes from May 9, 2017 board meeting were read.   Minutes were approved as read. 
Financial Report:  For the month of May, Damascus library attendance was 405, checked out items were 452 new library cards were 8, deposits were $114.95, check distributed were $98.02 leaving a balance of $3,865.68 in the discretionary account. Clinton’s attendance was 4,928 checked out items were 5,509, 65 new library cards, balance in the discretionary account was $35,785.50 and the balance in the mill tax fund was $744,857.30. Law library balance was $12,953.30. Karla stated she had paid the Copier service contract out of the law library.  With no further discussion the financials were accepted as read.
             Harrison Energy Maintenance Agreement:  Karla stated Judge Hooper, Craig Fisher and her met with Harrison Energy to review the maintenance agreement.  Judge Hooper stated the agreement has been signed.  Karla said lately they have had a lot of problems with the unit mainly due to dirty coils and filters.  Now that the maintenance contract has been signed that issue will be fixed.
Summer Program: Karla stated the day camp programs have 25 children in attendance but the Wednesday programs have had around 130 children in attendance.  Judge Hooper stated he would like Andrea and the board to do a power point presentation on the summer reading program at the November Quorum Court meeting. Sherrin suggested hosting the QC meeting at the library with the board serving refreshments before the meeting. 
Special Insurance: Karla stated according to the Arkansas Municipal league the library will not need to purchase special insurance for the play ground equipment or for hosting children’s programs based on the fact that the library is a county entity.
New Business:  
Dollar General Grant:  Karla stated Andrea applied and received a $3000.00 grant from Dollar General to help with the summer children’s programs through FOL (501) C.  Some suggestions of free entertainers/programs from the board was Miss Arkansas visiting the library who’s passion is places she has never been, giving and philanthropy; Craig O’Neal of channel 11 who does story time @ the Cals Libraries and is very entertaining, The old state house who Rhonda is on the board, contact information is Bill Gatewood @ 501-324-8631; Arkansas traveling teletroop through the historical society, and local Miss Teen Arkansas Talent – Brooke Bradford who is now doing stories via ventriloquist.  
 Landscape:  Karla stated Sherrin had mentioned landscape needing done around the flagpole and asked whom she suggested.  Sherrin suggested asking Linda Mays for plant suggestions, Tom Nowlin and Mr. Verboon who is naturalist; maybe the Master Gardeners would do the work and asking Kathy’s Place when her plants go on sale.  Judge Hooper said he would see if the Master Gardeners would take on the project.  
Adjournment:  With no further business the meeting adjourned at 5:00 p.m.


FYI:  Next board meeting will be Thursday, July 13th @ 4 p.m. 
The library will be closed Saturday, June 24th for the Archie Fest Derby Race and Tuesday, July 4th for Independence Day.


Respectfully submitted:
Karla Fultz
VBC Librarian



Rhonda Davis, Chairwoman