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Faulkner and Van Buren Regional Library Minutes


Faulkner-Van Buren Regional Library Board meeting, October 5, 2016.


Vice-Chairman Sunny Hargis called the Faulkner-Van Buren Regional Library Board meeting to order at 5:30PM at the Van Buren County Library. In attendance were Regional Board members Rhonda Davis, Sunny Hargis, Joe Don Winningham and Patsy Desaulniers; Karla Fultz, manager of Van Buren County library; and John McGraw, director of Faulkner County libraries.


The Minutes of August 23, 2016, were read. Patsy moved to accept the minutes as written. Rhonda seconded the motion, which was approved.


Statistics for digital resources were reviewed. It was remarked upon that Overdrive had dropped off after summer ended. The low numbers of Reference USA were also highlighted.


Expenditures were reviewed. The beginning balance was $32,266.41. Revenues totalled $63,998.69, and expenditures totalled $9,245.37. The Region has an ending balance of $83,707.53 at the end of September. There was a question about Summer Reading expenses. John said one performer, Space Walk, had not received their mailed payment so a second attempt in September was made. John mentioned he had met with Innovative, UCA, Hendrix, Central Baptist College, and UACCM to discuss ways of lowering ILS costs through a shared system. Innovative made a pair of unhelpful offers, and John counter-offered that the cheap option is to essentially make everyone a branch of the public library or UCA. Innovative would respond to that proposal soon. Patsy moved to approve the expenditures. Rhonda seconded the motion, which was approved. 


The regional director position had been discussed at length before the meeting was called to order. Discussion centered around whether it was a part-time or full-time position, whether it should be a person independent of John and Karla, and where the salary might come from. No motions were made.


John requested more money for ebooks. Money added at the August 23 meeting had been spent. John noted that the increased State Aid check made another transfer possible, and requested $13,500. Rhonda made a motion to move $13,500 to ebooks. Joe Don seconded the motion, which passed. 


The regular quarterly meeting was scheduled for October 19th, 5:30PM in Conway. 


At 6:49 Rhonda moved to adjourn. Patsy seconded the motion, which was approved



Faulkner-Van Buren Regional Library Board meeting, August 23, 2016.


Chairman Ben Thompson called the Faulkner-Van Buren Regional Library Board meeting to order at 5:30 p.m. at the Faulkner County Library.  In attendance were Regional Board members Patsy Desaulniers, Rhonda Davis, Sunny Hargis, Ben Thompson, and Joe Don Winingham.  Also in attendance were John McGraw, Faulkner County Library Director and Karla Fultz, Van Buren County Library Administrator.


The minutes from April 26, 2016 meeting were read.  Patsy made a motion to accept the minutes as read and Sunny seconded the motion, and the April 26, 2016 minutes passed.


Statistical Report: John presented the Database statistics report.  Grand total database hits were 254,224 from Jan - July 2016.  Top two database hits were fcl.org and Overdrive.


Financials:  2016 Budget total was $206,359.00 income for the month of July was $137.51; total outflows for the month of July were $17,125.34.  Cash in Checking account was $39,328.53.  Pages 8-16 were the Itemized Check Register.  Line items such as Summer Reading Program and Overdrive were discussed.  More money for Overdrive E- items was discussed and tabled for the next meeting.  With no further discussions on Financials the Financials were accepted as presented.


Old Business:  


Library Card:  John stated the libraries have ordered a second order of library cards.  Van Buren County and Faulkner cards issued have increased tremendously.


Food for fines:  John proposed when the libraries collect items in place of fines to place either a dollar amount on each item donated such as $2.00 or $1.00 for each item donated or for each item donated take off one fine.  Rhonda made a motion to leave the way libraries collect fines up to John and Karla.  Joe Don seconded that motion and the motion passed.


New Business:


State Aid:  John stated the Region would be receiving an additional $9,000.00 the 1st quarter.


Mission Statement:  John presented the Regional board with a new mission statement:  To open access to ideas and communities through shared collections, shared spaces, and shared activities.  Sunny made a motion to make this our mission statement and Patsy seconded that motion.


Databases:  John made a presentation for Newsbank, ($4,884.00 yr.) and Hoopla (price depended on items loaded).  Karla suggested maybe replacing Reference USA with Newsbank, and Freegal ($9,682.00 yr.) with Hoopla.  No decision was made.  John stated he was going to meet with the local colleges and Sierra to try and get Sierra pricing lowered.


Executive Session:  Chairman Ben Thompson called the meeting into executive session.


Open Sessions:  The meeting resumed into open session. Board discussion was on a Regional Director.  The board tabled this discussion for a special meeting to be held at the end of September at Clinton.  The board asked John and Karla in the mean time to get together and come up with an overview of a Regional Directore.


AdjournmentL  With no further business, the regional meeting was adjourned at 7 p.m.



Faulkner-Van Buren Regional Library Board meeting, April 26, 2016.



Chairman Ben Thompson called the Faulkner-Van Buren Regional Library Board meeting to order at 5:30PM at the Van Buren County Library. In attendance were Regional Board members Rhonda Davis, Sunny Hargis, Ben Thompson and Joe Don Winningham; Patsy Desaulniers of the Faulkner County Library Board; Karla Fultz, manager of Van Buren County library; and John McGraw, director of Faulkner County libraries.



The Minutes of January 26, 2016, were read. The minutes were amended to reflect Sunny Hargis is the vice-chair, and Jeff Moncrease is the second Faulkner County member. Sunny moved to accept the minutes as amended. Joe Don seconded the motion, which was approved.



Expenditures were reviewed. The beginning balance was $119,324.03. Revenues totalled $52,274.39, and expenditures totalled $50,672.17. The Region has an ending balance of $120,926.25 at the end of March. John noted that most of the expenditures, particularly in March and April, were for Summer Reading Club presenters. Karla noted that Andrea is getting entertainers and prizes for SRC and would send John invoices for reimbursement. Sunny moved to approve the expenditures. Rhonda seconded the motion, which was approved. 



John reported that the website was relaunched the week before. Early reports were very favorable.



John presented quotes and samples from three card vendors. John explained that all offered a wallet and key card combination, all seemed to offer the same material. Printing Concepts offers a personalized card where patrons upload their own image to the card for an added cost, but someone would have to approve all the images going on to library cards. The Vanguard quote was rejected for being much higher than the others, but no consensus was reached between the other two. The board advised John and Karla to make the final choice and proceed. Rhonda moved that each replacement card cost $1. Joe Don seconded the motion, which passed.



In reviewing expenditures, the topic of Arkansas Travelers tickets had come up. Two nights of Travelers tickets were to be given out during SRC sign up. Andrea was looking at getting a visit from the Travelers mascot. Karla suggested buying group tickets for Silver Dollar City as prizes. 



Karla reported that Damascus is pouring concrete now and should be open by SRC.
The meeting adjourned at 5:58.



Faulkner-Van Buren Regional Library Board budget meeting, December 2, 2015.



Chairwoman Rhonda Davis called the Faulkner-Van Buren County Regional Board meeting to order at 5:30 PM at the Van Buren County Library. In attendance were Sunny Hargis, Sherrin Richardson, and Glenda Stag of the Van Buren County Library Board; Bob Schuck, Fritzie Vammen, and Ben Thompson of the Faulkner County Library Board; Van Buren County Judge Roger Hooper; Regional Board appointee Joe Don Winningham; Karla Fultz, manager of Van Buren County library; and John McGraw, director of Faulkner County libraries.



Bylaws as amended November 5th were reviewed. Bob Schuck noted that Article 2, Section 5, states "The Chairman or Vice-Chairman will cosign all checks with the Regional Librarian." There was consensus that the agreement had been for two of the three people will cosign all checks. Fritzie moved to accept the bylaws as amended. Sunny seconded the motion, which passed.



State aid budget for 2016 was reviewed. Bob Schuck offered two spreadsheets, one reflecting Regional Reimbursements of 10% to Faulkner County and 5% to Van Buren County, the other reflecting Regional Reimbursements of 15% to Faulkner County and 10% to Van Buren County. It was decided to look at the 15/10 budget. 
John suggested dropping Heritage Quest, as it had been added to the Traveller database in August. There was discussion of Mango, which had been paid from a one-year grant in February 2015. There was consensus to pay for a single year of Mango and see if a longer term acquisition was warranted next year. Sunny movied to accept the 2016 Budget as amended. Bob seconded the motion, which passed.
Bob Schuck presented a letter to the Regional Board rescinding the letter of intent to withdraw from the system dated June 22nd. John offered to mail a copy to the State Librarian. 



Sunny made a motion to adjourn. Bob seconded the motion, which passed. The meeting was adjourned at 6PM. Rhonda invited all present to tour the new Van Buren library.



Faulkner-Van Buren Regional Library Board meeting, November 5, 2015.



Chairwoman Rhonda Davis called the Faulkner-Van Buren County Regional Board meeting to order at 5:30PM at the Faulkner County Library. In attendance were Sunny Hargis, Sherrin Richardson, and Glenda Stag of the Van Buren County Library Board; Bob Schuck, Fritzie Vammen, Patsy Desaulniers, and Ben Thompson of the Faulkner County Library Board; Van Buren County Attorney Chad Brown; Regional Board appointee Joe Don Winningham; Karla Fultz, manager of Van Buren County library; and John McGraw, director of Faulkner County libraries.



The Minutes of July 22, 2015, were read. Fritzie noted that she was omitted from the list of attendees. Sunny moved to accept the minutes as amended. Bob seconded the motion, which was approved.



Expenditures were reviewed. The beginning balance was $71,167.08. Revenues totalled $52,275.77, and expenditures totalled $31,846.61. The Region has an ending balance of $91,596.24 at the end of September. Asked about the payments to VisionAmp, John noted the website is about ready for testing and that at present we are still on schedule for a January 1, 2016, rollout. Rhonda asked who signed reimbursement checks. John offered that he probably had. Bob said that either he or Fritzie could have signed it. Karla noted that Van Buren gets no notification that checks are being written on state aid. John offered that it would be easy to send notifications to the board that checks were to be signed, as well as the monthly bookkeeping reports collected in the board packet. Fritzie moved to accept the expenditure report. Sunny seconded the motion, which was approved.



Auditor's Report. A couple paper copies of the auditor's report circulated, and John offered to send a digital copy to everyone. To summarize, there were no findings and no comments.



Regional Library System Proposal.
Narrowing down unresolved areas of the bylaws, regarding Article 1, section 4, it was agreed that the Regional Librarian would provide an agenda for regular meetings.



Regarding Article 2, section 5, it was agreed that checks would be co-signed by two people, the Regional Librarian, the Regional Board Chairperson, or the Regional Board Vice-chairperson.



Broader discussion of the Regional Librarian's duties were tabled, but regarding Article 3, section 1, subsection e, "regular contact and coordination" was not defined by a specific number of visits. Regarding Article 3, section 1, subsection f, it was agreed that the Regional Librarian should attend each county library board's regular meetings.



Regarding Article 4, section 2, it was agreed that an annual audit would be made. Regarding section 3, it was agreed that the notices John referenced earlier of monthly statements and notifications of checks to be signed would suffice. Regarding section 5, it was agreed that Regional reimbursements would be revisited in annual budget discussions. It was proposed to lower Faulkner County's reimbursement to 15% for 2016.



Regarding Article 9, it was agreed that a supermajority would be required to amend the by-laws.



These amendments were given to Chad, who promised to type them up and distribute them. Fritzie moved to accept the amended by-laws pending the final draft. Sunny seconded the motion, which was accepted.



Dates for a budget meeting were proposed. December 2nd in Clinton was selected, with a tour of the library at 5, followed by a meeting at 5:30. Karla and John were charged with drafting a job description for a Regional Librarian. 



The meeting adjourned at 7:40.