CONNECT WITH US
Hoopla Overdrive

Faulkner County Library Board Minutes

Click for 2016 Faulkner County Library Minutes

Click for 2017 Faulkner County Library Minutes

Click for 2018 Faulkner County Library Minutes 

Click for 2019 Faulkner County Library Minutes 



January 27, 2020
Ben Thompson called the monthly meeting of the Faulkner County Library board to order on January 27, 2020, at 5:30PM. Board members Ben Thompson, Stephanie Vanderslice, Suzann Waggoner, and Jeff Whittingham were present, as well as Director John McGraw. 


Minutes of the December 16 meeting were reviewed. Jeff moved to approve the minutes. Suzann seconded the motion, which passed. 


Regular order was suspended and there was a call for nominations to chair the board in 2020. Jeff Whittingham nominated Jeff Moncrease to continue for another year. Suzann seconded the motion, which was approved. In Jeff's absence, Ben continued to chair the meeting.


Summary Statements of operations were reviewed. John noted that 2020 collections were already coming in stronger than usual. The statement of expenses was not yet final. Jeff asked about some complaints he had seen about unannounced and expensive changes in the medical coverage. John said that a couple staff had discovered some significant changes in coverage and only after asking HR about it had changes been announced. Furthermore, there seems to be some confusion as to whether these might have been billing errors by the health care providers. The company had recently changed names and there may well be some chaos in paying claims. The choice of insurer had not been the libraries, and in fact costs had risen 27% this year, which had made raises impossible, which in turn had created more complaining than the insurance changes had. The Quorum Court had asked the county administrator if the coverage had been bid out and were told that it had not been. The library is entirely powerless in the selection of insurance providers or the coverage we get.


Statistics were reviewed. John highlighted 2019 saw higher circulation--entirely due to vast growth in downloadables--and programming--entirely due to gains in children's programming. Numbers in Mayflower were down considerably over the previous year, while 1000 Books Before Kindergarten had boosted Vilonia's numbers. In addition to the usual statistics, the January packet includes an annual report that shows card holders, collection sizes and circulation at each location..


Bookkeeper's Reports were reviewed. John noted that all programmers were far under budget for the year, giving the Fines and Donations account more roll-over. It was observed that Fines far exceeded projections, but John suggested that a pair of Regional Reimbursements had been mistakenly coded as regular deposits, as that underage matches the Fines overage.


Purchase orders were reviewed. Stephanie moved to approve the Purchase Orders as amended. Suzann seconded the motion, which passed.


Fines and Donations spending was reviewed. Jeff moved to approve the expenditures. Suzann seconded the motion, which passed. 


Comiconway ledgers were reviewed. Stephanie moved to approve the Comiconway transactions. Jeff seconded the motion, which passed.


Regional expenditures and income were reviewed. 


Old Business:
Numerous issues had arisen with the water fountains approved previously. The bottle-filling model was far more expensive than originally understood, but also the bottle-filling model was incompatible with the branches, unless we were committed to doing electrical work and sheetrock work at all three locations. So ultimately the cost outlay would be somewhat under what was originally planned.


New Business:
John presented a bill from Harrison to effect repairs during the Christmas weekend. John reported discussing HVAC service with Commercial Air in Little Rock. Stephanie moved to pay the Harrison bill. Jeff seconded the motion, which was approved.


John circulated a draft of a notary policy. We now have notaries in two branches as well as Conway, and a few points are needed to define what we can and cannot do. Jeff moved to accept the policy as presented. Stephanie seconded the motion, which was approved.


John circulated a quote from Innerplan to expand the children's picture book shelving to four-high ranges, as well as expand DVD shelving to a third wall of the DVD room. Suzann moved to approve the shelving order. Jeff seconded the motion, which was approved.


The meeting was adjourned by acclamation at 6:49 PM.



February 17, 2020
Jeff Moncrease called the monthly meeting of the Faulkner County Library board to order on February 17, 2020, at 5:30PM. Board members Jeff Moncrease, Ben Thompson, Stephanie Vanderslice, Suzann Waggoner, and Jeff Whittingham were present, as well as Director John McGraw. 


Minutes of the January 27 meeting were reviewed. Ben moved to approve the minutes. Jeff seconded the motion, which passed. 


Summary Statements of operations were reviewed. John noted that January revenues were unusually high, perhaps related to December being unusually low.


Statistics were reviewed. John reported that attendance was up, largely due to higher numbers in Conway.


Bookkeeper's Reports were reviewed. There was a question about the Symphony line on the Regional budget. John explained that this is the new ILS, largely paid for already except for a few add-ons like text messaging which will improve service but are less important than configuring the new system in a tight timeframe.


Purchase orders were reviewed. Stephanie moved to approve the Purchase Orders as amended. Ben seconded the motion, which passed.


Fines and Donations spending was reviewed. Ben moved to approve the expenditures. Stephanie seconded the motion, which passed. 


Regional expenditures and income were reviewed. 


Old Business:
December expenditures for full-time salaries had run negative and money that had been transferred from full-time to part-time salaries would be moved back. As neither the county clerk nor the director had anticipated this when the transfer was made, they would confer on how this was overlooked.


New Business:
John presented a water heater bill from Hurst plumbing. The water heater servicing the public restrooms had failed. As the heater is very inaccessible in the mechanical room, and the condition of the pipe from the heater being deteriorated, the costs had run above $1000. Jeff Whittingham moved to approve the expenditure. Suzann seconded the motion, which passed.
John presented a DVD display system requested by Vilonia and Mount Vernon. Vilonia reequested a countertop display and Mount Vernon the freestanding display. This should create added space and added security for those collections. Jeff observed that the storage units were not included in the quote. John asked to proceed with the existing equipment and follow-up with the storage drawers. Jeff Whittingham moved to purchase the quoted systems and budget $4400 toward the storage drawers. Stephanie seconded the motion, which passed. 


The meeting was adjourned by acclamation at 6.45 PM.


April 1, 2020
Jeff Whittingham called the special meeting of the Faulkner County Library board to order on April 1, 2020, at 5:35PM. Via Zoom, board members Ben Thompson, Stephanie Vanderslice, and Jeff Whittingham were present, as well as Assistant Director Judy Lovell, Circulation Manager Jen Beritiech, Children's Programmer Mary Polk Spears, Garden Programmer Zack McCannon, and Director John McGraw.


The board took up a proposal from Neighbors First to provide two Porta-potties and a handwashing station at the library. There were discussions about placement and cost. There was a discussion about the county policy on social distancing. Jeff moved to not accept the proposal before the library has reopened to the public. Stephanie seconded the motion, which passed. 


Jeff asked how staffing and operations were going during the closure, and what effect closure had on payroll. John reported that curbside service was doing brisk business, and phone volume was high (in large part due to the transition to the new ILS on March 12). Branches were exploring curbside service, with Vilonia likely starting soon. All staff were being paid, as per the special leave policy adopted by the quorum court. More staff might be activated if RFID tags became available earlier than planned, up to 5 teams of 2. Part-time staff were being compensated for the average of their hours from the previous two pay periods. 


John asked whether the board wished to continue to exercise their duty to sign off on all checks and purchase orders, of if they wished to authorize the director to approve them during the quarantine period. Jeff moved to authorize the director to approve expenditures during the quarantine period. Ben seconded the motion, which was approved. 


The meeting adjourned by acclamation at 6:00PM.


April 8, 2020
Jeff Whittingham called the special meeting of the Faulkner County Library board to order on April 8, 2020, at 6PM. Via Zoom, board members Ben Thompson, Stephanie Vanderslice, and Jeff Whittingham were present, as well as Director John McGraw.


The board moved into executive session to discuss personnel issues at one of the branch libraries involving a branch manager. 


The board emerged from executive session offering no motions. 


The meeting ended by acclamation at 6:45PM




April 20, 2020
Jeff Moncrease called the monthly meeting of the Faulkner County Library board to order on April 20, 2020, at 5:40PM. Board members Jeff Moncrease and Suzann Waggoner were present, as well as Director John McGraw. Joining the Zoom meeting remotely were board members Ben Thompson, Stephanie Vanderslice, and Jeff Whittingham; Dawn Jackson, Judy Lovell, Zack McCannon, Landon Henigan and others too numerous to count. 


Minutes of the April 1 & April 8 meeting were reviewed. Ben moved to approve the minutes. Suzann seconded the motion, which passed. 


Summary Statements of operations were reviewed. There was a call for comments.


Statistics were reviewed. John reported that curbside service was growing in popularity, with an average of 42 pickups per day and over 100 calls. The library instituted an online card registration and 109 online cards had already been issued.


Bookkeeper's Reports were reviewed. John reported that the state had cut roughly 11% of the final quarterly check on Regional funds. There was no clear indication of what library funding would like like when the state begins its new budget year on July 1.


Purchase orders were reviewed. John reported RFID had been paid in full. He hopes that tags could be sent soon to begin tagging the collection while we are closed, but all of the materials were in California, ready to travel but not moving. There were questions about the water fountains. John reported the bottle filling fountains had not been amenable to the way the branches were built, so they received replacements like their original fountains. Bottle filling fountains were installed in Conway. Jeff moved to approve the Purchase Orders as presented. Stephanie seconded the motion, which passed.


Fines and Donations spending was reviewed. Suzann moved to approve the expenditures. Ben seconded the motion, which passed. 


Regional expenditures and income were reviewed. Jeff Whittingham asked about Van Buren county library. John reported that county edicts were requiring staff to work full shifts or not be paid, so they had actually extended hours to days they had been closed, and were offering curbside service.


Old Business:
Dawn Jackson spoke in favor of the porta-potty proposal the board had considered previously. Questions were raised about a code issue with the city and the possibility that the PUD with the city would have to be amended to allow it on the library grounds. There were claims made about drug paraphenalia being left behind by the homeless. John reminded the board that they had not voted to allow the proposal to go forward after county agencies reopened, but rather to not allow it before grounds reopened. The chairman asked for followup on the drug paraphenalia claims. Parliamentary procedure was discussed: John said that they could reopen the question with a four-fifths vote, but if they did not want to do anything at present, nothing was required to move on.


New Business:
John reported that the primary finding from the legislative audit concerned gift cards used as prizes at ComiConway. This was to be expected, as that finding had been made in the previous audit AFTER the practice had been done at the 2018 ComiConway. However, now it appeared that the practice could continue provided the dispersal was as documented as other payments are. 


John reported that staff continue to be paid while we are closed. Vilonia was about to begin curbside service twice per week. If RFID materials arrived, that could provide work for 5 teams of 2 people tagging the collection. Jeff Whittingham moved to double the Hoopla budget for May by matching the Regional funds with county book funds. Stephanie seconded the motion, which passed.


Hotspots were discussed. Hotspots are the only items not being auto-renewed, and were still much in demand. Suzann moved to acquire 10 more hotspots. Jeff Whittingham seconded the motion, which passed. 


The meeting adjourned at 6:46.


May 18, 2020
Stephanie Vanderslice called the monthly meeting of the Faulkner County Library board to order on April 20, 2020, at 5:37PM. Board member Suzann Waggoner joined by phone. Joining the Zoom meeting remotely were board members Ben Thompson, Stephanie Vanderslice, and Jeff Whittingham; , as well as Director John McGraw, branch managers Trudy Smith, Shelia Finch, and Misty Henry; Systems Administrator Deanna Dillon; Children's Programmer Mary Polk;  and Envisionware's Peton Neilson.


Minutes of the April 20 meeting were reviewed. Ben moved to approve the minutes. Suzann seconded the motion, which passed. 


Summary Statements of operations were reviewed. There was a call for comments. John noted that 2020 Revenues were ahead of previous years. John noted that the courthouse had recoded the RFID expenses leading to a shortage of funds in office supplies and software, which would need to be corrected by budget amendments at a future meeting when totals were more certain.


Statistics were reviewed. John reported that curbside service was growing in popularity, with an average of 43 pickups per day and 94 calls. The library instituted an online card registration and 109 online cards had already been issued.


Bookkeeper's Reports were reviewed. Ben asked if Overdrive spending should be at 45%. John said that that reflected the $12,000 platform fee and content commitment to the Arkansas Digital Library Consortium, plus the monthly spending for the first third of the year.


Purchase orders were reviewed. Ben moved to approve the Purchase Orders as presented. Suzann seconded the motion, which passed.


Fines and Donations spending was reviewed. Ben moved to approve the expenditures. Jeff seconded the motion, which passed. 


Regional expenditures and income were reviewed.


Old Business:
John provided a COVID19 update. Curbside service has now expanded to three locations. The county attorney has given his blessing to require masks on patrons, as well as masks and gloves on staff in public areas. Screens for public service desks are coming. The first of several for Conway arrived earlier that day. One phase of reopening Conway might be allowing access to some computers, broadly distributed throughout the library, but keeping the stacks closed. Patrons would request material from the front desk and staff would pull books upon request. Fayetteville Public has just reopened and is not allowing patrons to linger: they come in for books which they then leave with. 
Branches are another concern, as they are essentially single room structures. Screens might be viable for Vilonia, Greenbrier, and Mayflower, where the desk serves as a barrier to the staff-only area. How branches reopen will depend upon consultation with branch managers.
Ben made a motion to require patrons entering the library wear masks. Jeff Whitingham seconded the motion, which passed.
New Business:
The board considered three proposals from Envisionware, with explanatory information provided by Peton Neilson of Envisionware.


John explained that a daily need for mobile printing was felt, and during closure it seems to be even more important. John had spoken with vendors at the Public Libraries Association conference about it, and had been approached by our copiers vendor with a proposal. Envisionware had a better price and was very likely to work in an environment already running Envisionware products successfully. 
During those discussions, other Envisionware products were discussed that matched Faulkner County's needs and goals. Every year the legislative audit takes issue with the number of people ringing up transactions and the granularity of detail about transactions. Envisionware's register seems to provide needed amounts of documentation of transactions while also making it possible to take forms of payment long available to any other government agency.
Finally, Conway is the only location not checking out laptops or tablets and we recognize the need to move away from dependence on desktop computing. A tablet station would provide a needed supplement that could service adults as well as kids. 
Asked about annual costs for the tablet station, Peton indicated it would be $1500. Asked about expansion, Peton said there are 3-tablet stations and 6-tablet stations. Stations can be networked. Asked about people leaving with tablets, Peton explained that the device becomes inoperable if removed from the premises.
John mentioned that Peton had offered some discounts for purchasing multiple products. Peton offered to waive installation costs and provide a free year of mobile printing, a savings of $2700.
Ben moved to purchase the mobile printing, a 6-tablet station, and the cash register. Jeff seconded the motion, which passed.


There being no other business, Jeff moved to adjourn. Ben seconded the motion and the board voted to adjourn at 6:20PM.


The meeting adjourned at 6:46.




June 15, 2020


Jeff Moncrease called the monthly meeting of the Faulkner County Library board to order on April 20, 2020, at 5:38PM. Joining the Zoom meeting remotely were board members Ben Thompson, Stephanie Vanderslice, and Jeff Whittingham; , as well as Director John McGraw, branch managers Shelia Finch, and Misty Henry; Systems Administrator Deanna Dillon; and Circulation Manager Jen Beretiech;


Minutes of the May 18 meeting were reviewed. Ben moved to approve the minutes. Jeff Whittingham seconded the motion, which passed.


Summary Statements of operations were reviewed. There was a call for comments. John noted that 2020 Revenues were ahead of previous years. John noted that the RFID tags and water fountain expenses had created deficits in two supply budget lines, which would need to be corrected by budget amendments.


Bookkeeper's Reports were reviewed. Ben asked about Miscellaneous spending under Fines and Donations. John explained that the Friends of the Library secretary had been in ICU and now rehab for COVID19 and we had paid some Friends of the Library bills that were due and expect to be repaid for those expenses.


Statistics were reviewed. John reported that curbside service continues growing, with May ahead of April numbers, and June averaging higher than May thus far. Video storytimes continue to do very well. Kanopy is having issues authenticating cards and we have not been happy with the communication with Kanopy as we await a resolution. Overdrive is actually declining in use, and ebook spending has recently been determined to be taxable, so that will cut into the number of titles we can purchase.


Purchase orders were reviewed. Jeff asked if more hotspots had been acquired, John said they had not. Stephanie moved to approve the Purchase Orders as presented. Jeff Whittingham seconded the motion, which passed.


Fines and Donations spending was reviewed. Ben moved to approve the expenditures. Stephanie seconded the motion, which passed.


Regional expenditures were reviewed. It was asked what had happened at the last Regional meeting. John said he couldn't recall anything beyond discussing COVID-related closure and how that impacts Summer Reading and downloadable content, but he would forward the minutes around.


Old Business:


There was no old business.


New Business:


John reported that county administrator Tom Anderson called Friday to ask about reopening plans. John presented two plans:


(1)Continue as is for another month providing curbside service to patrons, due to the disruption that RFID tagging creates for patrons who would like to browse the collection. Reopen meeting rooms to the state police to administer driving tests and to the census to train Numerators. End furloughs for staff and get as much tagging done as possible in June and July.


(2)Reopen in a limited capacity with a host of restrictions including but not limited to requiring masks to enter, time limits for being in the building, and limiting the number of people in the building at one time. Issues with this option include training staff for door work, finding a software solution that tracks occupancy and time limits, and the need for disposable masks for patrons lacking them. The board directed John to approach the county about PPE grants that might provide masks, thermometers, and sanitizer, as well as discuss what other county offices are doing. No motions were made and the issue will be revisited in July with the hope that reopening might occur in some fashion on August 1.


John asked the board to amend the 2020 budget to redirect Improvement funds to the budget lines the county had recoded expenses. RFID tags totaling $32,000 had been paid out of General Supplies, and water fountains totaling $8,000 had been paid out of Plumbing and Electrical. Jeff Whittingham moved to transfer funds from the Buildings and Improvements line to cover these costs. Ben seconded the motion, which passed.


There being no other business, Jeff moved to adjourn. Ben seconded the motion and the board voted to adjourn at 6:14PM.




July 20, 2020


Jeff Moncrease called the monthly meeting of the Faulkner County Library board to order on July 20, 2020, at 5:38PM in the main library. Suzann Waggoner and Director John McGraw joined him. Joining the Zoom meeting remotely were board members Stephanie Vanderslice, and Jeff Whittingham; , as well as Assistant Director Judy Lovell; branch managers Shelia Finch, and Misty Henry; Systems Administrator Deanna Dillon; and Children's librarians Kara Dyer and Mary Spears Polk.


Minutes of the June 15 meeting were reviewed. Suzann moved to approve the minutes. Jeff Whittingham seconded the motion, which passed. 


Summary Statements of operations were reviewed. There was a call for comments. John noted that 2020 Revenues were ahead of previous years. John reported that the budget amendments approved last month had been approved by the Budget committee and go to the full Quorum Court the next day.


Bookkeeper's Reports were reviewed. 


Statistics were reviewed. John reported that curbside service continues growing, with June ahead of May numbers, and July averaging higher than June thus far. Jeff Moncrease asked if all locations were doing curbside now, and John replied that they are.


Purchase orders were reviewed. Asked about the Innerplan payment for shelving, John said that covered the new children's shelving and DVD shelving. Jeff Whittingham moved to approve the Purchase Orders as presented. Suzann seconded the motion, which passed.


Fines and Donations spending was reviewed. Suzann moved to approve the expenditures. Stephanie seconded the motion, which passed. 


Regional expenditures were reviewed. 


Old Business:
COVID related closures were discussed. Kara discussed the difficulties of holding ComiConway under the restrictions imposed by the Expo Center, plus the uncertainties of getting guests, vendors, and attendees to come. Asked about sunk costs, Kara said that a $1000 deposit to the Expo Center was it. While generally agreeing with her that cancellation seemed prudent, the board decided by acclamation that the decision is Kara's and the board would support her.
John outlined the number of staff awaiting test results, as well as the larger number of staff in quarantine due to exposure to those staff awaiting tests. Misty confirmed one of her staff had just tested positive. She said remaining staff would be tested the next day and a cleaner would be tasked with cleaning the building.
John reviewed the progress of peer libraries in reopening. The board, satisfied with services currently being provided and mindful of the increasing number of cases of COVID, took no action to further reopen the library.


New Business:
John requested flattening the rate for faxes in advance of a new cash register arriving. Currently the first page is $1 and subsequent pages are $0.50 each. Stephanie moved to charge $0.50 per page for faxes. Jeff Whittingham seconded the motion, which passed.


John mentioned that Van Buren county was moving to reopen its meeting room with a $25 cleaning fee. The board took no action on the proposal, prefering to keep meeting rooms closed to the public for the time being.


The board considered three bids for a site survey of the Mount Vernon property. The architect had given all three bidders the same brief and said there was nothing to recommend one over the other. The board was attracted to the detail in the Tyler bid. Suzann moved to accept the Tyler bid. Stephanie seconded the motion, which passed. 


John presented a proposal from a Ussery Construction to serve as project manager for the construction of a Mount Vernon library. The board discussed the merits of hiring a Mount Vernon firm to manage a Mount Vernon project, but considered that bids should be taken. John was also tasked with discussing project management with the architect and the county administrator before bids are solicited.


There being no other business, Jeff moved to adjourn. Stephanie seconded the motion and the board voted to adjourn at 6:23 PM.