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Van Buren County Library Board Minutes

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Van Buren County Library Board Meeting

Jan - March 2020


 April 8, 2020
Phillip Ellis called the monthly meeting of the Van Buren county library board to order on April 8, 2020, at 5PM. Board members Phillip Ellis, David Emmerling, and Kelly Tester were present, as well as Regional Director John McGraw. Joining by phone were board members Kristy Eastridge and Stephanie Treece. 


Minutes of the March 11 meeting were reviewed. Kelly moved to approve the minutes. Stephanie seconded the motion, which passed.


The financial report was taken up. Phillip noted that payroll is 26% expended and supplies 14% expended. There was a question about the payment for FOIA request, which was to compensate staff for the time and materials needed to copy the video footage from the parking lot on election day. David moved to accept the financial report and expenditures. Stephanie seconded the motion, which passed.


Old Business:
Phillip reported that talks with Arvest had not progressed much. There was broad discussion about approaching other banks or attempting another ballot question.


There was a review of the issue around Andrea's pay. The February 2019 minutes indicate that the position was offered at $25.24 per hour. The May 2019 minutes indicate the board elected to make the position a salaried position. The Quorum Court appoved the 2020 budget. The county clerk indicated she would be willing to meet with the board to resolve any questions. 


Board bylaws were taken up. Kelly moved to accept the bylaws as presented. Kristy seconded the motion, which passed.


New Business:
Staffing during the closure had been informed by county directives, which has since changed. At the time of the meeting the directive was to work normal schedules if possible. Kelly moved that the library offer limited curbside services Monday through Saturday on a skeleton crew based on willingness to work. Kristy seconded the motion, which passed.


John reported that the Regional board was meeting April 22. Email accounts for Van Buren county library board members is on the agenda.


There being no other business, the meeting adjourned at 5:22PM.



May 20, 2020.
Phillip Ellis called the monthly meeting of the Van Buren county library board to order on May 20, 2020, at 4PM. Board members Phillip Ellis, and David Emmerling were present, as well as Regional Director John McGraw, Lisa Nelson, and Deborah Meyer. Joining by Zoom were board members Kristy Eastridge, Kelly Tester and Stephanie Treece, as well as Library Administratory Andrea Singleton


Minutes of the April 8 meeting were reviewed. David moved to approve the minutes. Stephanie seconded the motion, which passed.


Statistics were reviewed. There was a call for comments.


The financial report was taken up. David moved to accept the financial report and expenditures. Kelly seconded the motion, which passed.


Old Business:
Phillip reported that refinancing talks continue.


New Business:
Summer Reading programming would be online at least through June. 


Services impacted by COVID19 were discussed. The need for computer access was highlighted as an unmet need. Policies for sanitizing machines and maintaining social distancing were discussed and the board recommended staff explore how to safely provide computer access. John suggested recommending masks on patrons. That issue was tabled until June. 


The county's new Personnel manual was discussed. Existing leave accumulated would be grandfathered in, but going forward the library would be in compliance with county policy. John was asked about having a library benefits policy that exceeds the county's. John reported that Saline County had recently been faulted by Legislative Audit for this, and that at present state law mandates that county benefits are across the board, no more and no less.


There being no further business, David moved to adjourn. Kristy seconded the motion and the meeting adjourned at 5:22PM.




July 8, 2020
Phillip Ellis called the monthly meeting of the Van Buren county library board to order on June 10th, 2020, at 4:08PM.  Board members David Emmerling, Kelly Tester and Stephanie Treece were present, as well as Lisa Nelson, David Jeffries, library administrator Andrea Singleton and Regional Director John McGraw Board member Kristy Eastridge joined by Zoom.


Minutes of the June 10 meeting were reviewed. David moved to approve the minutes. Stephanie seconded the motion, which passed.


David asked about the phone bill. Andrea explained about the number of lines the library maintains for phone, internet, and alarm services, as well as e-rate refunding a great deal of the charges.


Statistics were reviewed. Curbside service is increasingly popular, both in Clinton and Damascus. 


The financial report was taken up. The millage is running below 2019 collections, though the last two months have improved. Andrea highlighted that there is no path to making a full payment on the building in 2021 by austerity measures alone. There was discussion of collections on the voluntary tax, and the suggestion that it be promoted more on social media. Stephanie moved to approve the expenditures. Kelly seconded the motion, which passed.


Old Business:
Lacking any report from county officials on efforts to refinance the payment schedule, ballot options were discussed. David moved to pursue a quarter cent sales tax for ten years on the November general election ballot. Stephanie seconded the motion, which passed.


Plans for reopening the library were discussed. Reopening would likely result in reduced hours, as the numbers of staff especially vulnerable to the virus are high and any reopening plan would be labor intensive. It was agreed to continue as is for the present.


New Business:
The need to approve a room policy gave Andrea an opportunity to update the current policy. Andrea asked about instituting a cleaning fee for the duration of the virus outbreak. She promised to send the policy to the board members to review.


David Jeffries reported on the Friends of the Library meeting, and also said that the book sale table had brought in $1,100. Sales, memberships, and grants had brought in a total of $9,000 for the year.


There was discussion about expanding internet availability. Options discussed include a canopy over the patio area, wifi extenders for the parking lot, and a grant to get hotspots which could be checked out by patrons.


Phillip read a brief letter tendering his resignation from the board. 


David moved to adjourn. Stephanie seconded the motion and the meeting adjourned at 5:04PM.


July 8, 2020
David Emmerling called the monthly meeting of the Van Buren county library board to order on June 10th, 2020, at 4:08PM.  Board members Kristy Eastridge, David Emmerling, Kelly Tester and Stephanie Treece were present, as well as library administrator Andrea Singleton, Regional Director John McGraw, Lisa Nelson, Kim Tyler, and Vicki Carver.

Stephanie nominated David to chairman. Kelly seconded the motion, which was approved.

Minutes of the July 8 meeting were reviewed. Stephanie moved to approve the minutes. Kelly seconded the motion, which passed.

Old Business:
Plans for reopening the library were discussed. Andrea said it could be possible to staff a single day per week to the be open to the public. Wifi extenders were discussed but it was agreed that there is no good sense of demand until school starts. The board asked for a plan to reopen one day per week by September 10.

Andrea presented the new meeting room policy. Comments included the need to come up with COVID protocols for the maximum number of attendees.
Kelly moved to approve the policy as presented. Stephanie seconded the motion, which was approved.
 
Statistics were reviewed. Curbside service is increasingly popular, both in Clinton and Damascus. 

The financial report was taken up. Stephanie moved to approve the expenditures. Kristy seconded the motion, which passed.

New Business:
Vicki Carver spoke to everyone about her background and her interest in being on the board. Stephanie moved to recommend her to Judge James for appointment. Kristy seconded the motion, which passed.

A side discussion about the meeting time led the board to agree that 4PM is a difficult start time. Stephanie moved to begin board meetings at 4:30PM. Kelly seconded the motion, which passed.

Andrea discussed the findings of the legislative audit. All of the findings were supplemental findings, and had been reflected in past audits. Efforts had been made where possible to make library practices more amenable to a quick and easy audit.

Andrea discussed upcoming issues, including making a 2021 budget in the absence of information about refinancing.

Stephanie moved to adjourn. Kelly seconded the motion, and the meeting adjourned at 6:21PM.