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Faulkner and Van Buren Regional Library Board Minutes

Click here to veiw 2015-2017 Faulkner & Van Buren Regional Library Board Minutes

Click here to veiw 2018-2019 Faulkner & Van Buren Regional Library Board Minutes




Faulkner-Van Buren Regional Library Board Meetings 


January 29, 2020


The Faulkner-Van Buren Regional Library Board met at 5:30 PM at the Van Buren County Library. In attendance were Regional Board members Kristy Eastridge, Roger Hooper, Kelly Tester and Suzann Waggoner; Andrea Singleton, administrator of Van Buren County libraries; and John McGraw, regional director.


Kristy called the meeting to order. There was a call for nominations to serve as board chair for 2020. Suzann nominated Jeff Whittingham to be board chair. Roger seconded the motion. Kelly nominated Kristy to serve as vice-chair. Rhoger seconded the motion. Roger moved that nominations cease, and Kristy seconded the motion. The slate was approved unanimously. 


The Minutes of the November meeting were read. Andrea noted that the location had been Faulkner county, not Van Buren county. Kristy noted her name was misspelled. Suzann moved that the minutes be approved as amended. Kelly seconded the motion, which was approved.


Bookkeeper reports from November and December were reviewed. John noted that the November decision to end online access to the New York Times had come too late to cancel the contract for 2020. The contract will not be renewed in 2021 unless usage increases to merit renewal.


State aid expenditures were reviewed. Roger asked why outflows exceeded income for the period. John noted that the expenses slated for approval include $30000 for Sirsi-Dynix for the year. Roger moved to accept the expenditures. Suzann seconded the motion, which was approved.


Statistics were reviewed. 


New Business


John presented a resolution giving the current board, plus Andrea and John, the authority to sign Regional checks. Roger moved to accept the resolution. Kelly seconded the motion, which was approved.


Linked or Group accounts were discussed. John discussed issues with patrons abusing the policy as it currently stands, but also questioned whether they are legal under Arkansas laws governing the privacy of library records. A broad discusssion of the existing state law followed. John proposed that we discontinue the feature with Sirsi-Dynix. Suzann moved to end Linked/Family/Group accounts when we move to the Symphony ILS in March. Roger seconded the motion, which was approved.


Andrea discussed replacement charges for cards. John noted that Faulkner county does not do a consistent job with the policy as it currently stands. Suzann moved to make every replacement card $1. Kelly seconded the motion, which was approved.


John discussed another aspect of card policy: the requirement that the card be physically present. While we currently disallow photos or photocopies or scans of cards, the mobile app we will introduce in March generates patrons' barcodes for scanning. Also, as Faulkner county introduces self-check machines, we will be in no position to police that policy. Roger moved to allow patrons to use copies and other representations of their card to access their account. Kelly seconded the motion, which was approved.


John asked that the Region assume the cost to send three staff to the COSUGI conference hosted by Sirsi Dynix for its customers. One staff member was getting conference and lodging fees waived, and John wanted to bill the Regional account for two conference registrations and air fare for three. John explained that this would give the system needed training on circulation, cataloging, and the technical backbone to everything. Kelly moved to create a budget line of $2600 for Conferences in the Regional budget for these three staff members. Roger seconded the motion, which was approved.


There being no other new business from the floor, Roger moved to adjourn. Suzann seconded the motion.
The meeting adjourned at 6:55 PM.



April 22, 2020


Chairman Jeff Whittingham called the  Faulkner-Van Buren Regional Library Board to order on April 22, 2020, at 5:30 PM via Zoom. In attendance were Regional Board members Kristy Eastridge, Kelly Tester, Suzann Waggoner and Jeff Whittingham; as well as Regional Director John McGraw.


Minutes of the January 29 meeting were reviewed. Suzann moved to accept the minutes as presented. Kelly seconded the motion, which passed.


Bookkeepers Reports were reviewed. There was a call for comments or questions.


State aid expenditures were reviewed. Kristy moved to approve the expenditures. Suzann seconded the motion, which passed.


Statistics were reviewed. John noted that Kanopy had been growing well every month, and had 1100 users already for the year. 


Old Business


The COSUGI conference that the Regional board had agreed to pay for was cancelled. A refund is being pursued for the travel costs.


New Business


In response to board training from the state library, the Van Buren county library board would like the Regional board to fund 5 email accounts, such as the Faulkner county board employs for board business. Kristy moved to increase the electronic/online services budget line to accomodate 5 email accounts for the Van Buren county board. Kelly seconded the motion, which passed.


John discussed how the Regional library system was responding to COVID19. While buildings are closed, promotion has turned to the online offerings the Region pays for. The Faulkner County board had agreed to match the Regional funding for Hoopla in April, doubling the funds available for borrowers using that service. Kanopy was doing well and is significantly under-budget. Summer Reading could be a problem and we may have to pivot to online performances. 


Kelly motioned to adjourn at 5:49. Suzann Waggoner seconded the motion and the board adjourned.



September 30, 2020


Chairman Jeff Whittingham called the  Faulkner-Van Buren Regional Library Board to order on September 30th, 2020, at 4:30 PM. In attendance were Regional Board members Kristy Eastridge, Suzann Waggoner and Jeff Whittingham; as well as Regional Director John McGraw. Joining via Zoom was Regional Board member Kelly Tester. 


Minutes of the April 22 meeting were reviewed. Kristi moved to accept the minutes as presented. Suzann seconded the motion, which passed.


Bookkeepers Reports were reviewed. There was a call for comments or questions. John noted that Migration services were a one-time expense that would not be budgeted for in 2021.


State aid expenditures were reviewed. John reported that the state library had ceased subsidies for OCLC, which is critical both for cataloging the collection and for Interlibrary Loans. The result is a larger cost for OCLC than the budget line. Kanopy continues to pull in views far below budget. Kristy moved to approve the expenditures. Suzann seconded the motion, which passed.


Statistics were reviewed. John noted that Hoopla and Overdrive were making additions to their lending models, introducing what the other currently offers. 


Old Business


There was a call for old business.


New Business


There was a call for new business.


John noted that the final meeting of the year should approve a budget for the coming year, and asked board members to look at the existing budget and see if any changes need to be made. John said that the digital offerings at present are offering a good return on investment and provide a wide variety of materials for patrons. 
John also offered to circulate the Regional bylaws, in case anyone saw a need to amend those. 


The budget meeting will be October 28th at 5PM in Conway.


Kristy motioned to adjourn at 5:11. Suzann Waggoner seconded the motion and the board adjourned.



October 28, 2020


Chairman Jeff Whittingham called the  Faulkner-Van Buren Regional Library Board to order on September 30th, 2020, at 5:04 PM. In attendance via Zoom were Regional Board members Kristy Eastridge, Kelly Tester, Suzann Waggoner and Jeff Whittingham; as well as Regional Director John McGraw and Lisa Nelson. 


Minutes of the September 30 meeting were reviewed. Kelly moved to accept the minutes as presented. Suzann seconded the motion, which passed.


Bookkeepers Reports were reviewed. There was a call for comments or questions. 


State aid expenditures were reviewed. Kristy moved to approve the expenditures. Suzann seconded the motion, which passed.


Statistics were reviewed. John noted that the Faulkner county board had authorized matching the Regional cost of Hoopla for two months, which had not produced an immediate doubling of use in the spring, but had allowed an overage that has slowly been spent down over the course of the year.


Old Business


There was a call for old business.


New Business


John presented a budget for 2021. It shows a reduction of $17,000 in state aid, and an increase in costs for OCLC, a vital tool for cataloging and Interlibrary Loan. While the budget shows a deficit of $6369, John noted that only $2,272 had been spent of the $11,000 committed to Kanopy, and believed that even if Kanopy were to double its usage next year, the carryover would still exceed $6369.  Kelly moved to accept the budget as presented. Kristy seconded the motion, which passed.


John thanked Jeff and Kristy for two years of service to the Regional board. He noted that Kelly was due to inherit the chairperson duties in 2021, and Suzann the vice-chair. The board tentatively selected the fourth Wednesday of January (the 27th), April (the 28th), July (the 28th), and October (the 27th) for meeting dates, alternating between Clinton and Conway. John asked Lisa to add board membership to the next Van Buren county board meeting, and he would do the same for Faulkner county. 


Suzann motioned to adjourn at 5:18. Kelly seconded the motion and the board adjourned.



February 24, 2021


Chairwoman Kelly Tester called the  Faulkner-Van Buren Regional Library Board to order on February 24, 2021, at 5:32 PM in the Van Buren county library. In attendance were Regional Board members Vicki Carver, and Joye Hawk, as well as Interim Director of Van Buren county libraries Augie Bernstein. Joining via Zoom were Regional Board members Ben Thompson and Suzann Waggoner as well as Regional Director John McGraw.


Minutes of the October 28, 2020, meeting were reviewed. Ben moved to accept the minutes as presented. Suzann seconded the motion, which passed.


John asked that the board make a decision on the proposed amendment to Article 1 of the bylaws and define membership of the board. Vicki moved to amend Article 1 to state: "The Regional board consist of three representatives from each county board." Ben seconded the motion, which passed.


Bookkeepers Reports were reviewed. There was a call for comments or questions.  John highlighted differences in the budget reports from 2020 and 2021, including a small decrease in state aid, moving the courier to the Regional budget, and the decreased cost of the new ILS. John explained the large amount spent on Overdrive in January as covering the platform fee for the entire year. The amount spent on books was roughly $2500. 


Statistics were reviewed. John discussed Learning Express, a database with test preparation tools for most every age level of school, plus a broad selection of professional exams. Means of promoting it were discussed, including visits to Parent Teacher Organizations, Teach the Teachers sessions, and screencasting.


State aid expenditures were reviewed. Ben moved to approve the expenditures. Suzann seconded the motion, which passed.


Old Business


There was a call for old business.


New Business


There was a call for new business.


Vicki motioned to adjourn at 5:59PM. Ben seconded the motion and the board adjourned.



May 26, 2021


Chairwoman Kelly Tester called the  Faulkner-Van Buren Regional Library Board to order on May 26, 2021, at 5:38 PM in the Faulkner county library. In attendance were Regional Board members Joye Hawk, Jeff Moncrease, Kelly Tester and Ben Thompson, as well as Van Buren county Library Administrator Augie Bernstein and Regional Director John McGraw. 


Minutes of the February 24, 2020, meeting were reviewed. Ben moved to accept the minutes as presented.Jeff seconded the motion, which passed.


Bookkeepers Reports were reviewed. There was a call for comments or questions. 


Statistics were reviewed. John highlighted a decline in downloadables as COVID restrictions have eased.


State aid expenditures were reviewed. Ben moved to approve the expenditures. Suzann seconded the motion, which passed.


Old Business


There was a call for old business.


New Business


John presented a proposal from Sirsi-Dynix to perform authority control on the catalog. John demonstrated with the library records for the author of Curious George titles, showing how uncoordinated cataloging had led to multiple variations on a single name. Authority control would identify areas to consolidate and make the search for items easier. Jeff moved to approve the proposal. Joye seconded the motion, which passed.


John presented a proposal from Advocates For All Arkansas Libraries to pursue grant money to be distributed to the states for COVID recovery. This would be many times more than the $2,000,000 distributed to the state library from IMLS. The state library has agreed to use its distribution infrastructure to award any state monies secured. AAAL is asking for $.025 per capita from libraries, though the award would not be restricted to those who paid for the effort. That would mean $3500, which is most readily available in the Regional board's carryover. Ben moved to fund the effort at the recommended rate. Jeff seconded the motion, which passed.


Jeff motioned to adjourn at 6:04PM. Ben seconded the motion and the board adjourned.



September 29, 2021


Chairwoman Kelly Tester called the  Faulkner-Van Buren Regional Library Board to order on September 29, 2021, at 5:32 PM. In attendance via Zoom were Regional Board members David Emmerling, Joye Hawk, Jeff Moncrease, Kelly Tester and Ben Thompson, as well as Van Buren county Interim Director Deb Meyer and Regional Director John McGraw. 


Minutes of the May 26, 2021, meeting were reviewed. Ben moved to accept the minutes as presented. Joye seconded the motion, which passed.


Bookkeepers Reports were reviewed. John mentioned that Hoopla had exhausted its carry-over. $3500 moved from Kanopy to Hoopla. Problems with Electronic Income have been resolved. The August report shows the first eight months of the year. 


Statistics were reviewed. David asked about social media and website traffic fluctuations. John said that things spike before Summer reading as programs are announced. 


State aid expenditures were reviewed. David moved to approve the expenditures. Ben seconded the motion, which passed.


Old Business


There was a call for old business.


New Business


Fine Forgiveness policy amended to remove specific dates for amnesties, and granting counties leeway to hold other amnesties as county boards deem necessary. Jeff moved to approve the amendments. Kelly seconded the motion, which passed.


Digital Cards will be mailed. Digital cards can only be used to borrow digital material. No fines accrue to these items so there would be no need to come in to pay fines. Cards can be sold to people outside of our service area by putting the fee in the account and blocking use until the fee is paid. Ben moved to approve the policy. David seconded the motion, which passed.


Niche Academy provided training material for staff and the public. It can also host videos recorded for programming. There is enough left in the Kanopy budget line to pay for Niche Academy this year. Jeff moved to approve the Niche Academy bid. Ben seconded the motion, which passed. 




January 26th, 2022


Outgoing Chairwoman Kelly Tester called the Faulkner-Van Buren Regional Library Board to order on January 26, 2022, at 5:30 PM. In attendance via Zoom were Regional Board members Tracy Hastings, Joye Hawk, Kelly Tester, Ben Thompson, and Stephanie Vanderslice, as well as Faulkner County Assistant Director Deanna Dillon, Van Buren county Interim Director Deb Meyer and Regional Director John McGraw.


Ben Thompson was nominated to chair the Regional Board, Kelly Tester to serve as Vice-Chair. Ben moved to approve the slate of officers. Stephanie seconded the motion, which passed.


Minutes of the October 27, 2021, meeting were reviewed. Kelly moved to accept the minutes as presented. Stephanie seconded the motion, which passed.


Bookkeepers Reports were reviewed. John explained overages in digital content as Kanopy spending had been a fraction of that budget line, so the Regional board in 2021 reallocated those funds to Overdrive and Hoopla, but the bookkeeper had not reflected the changes.


Statistics were reviewed. The Arkansas Digital Library Consortium our Region had helped found exceeded 1,000,000 checkouts on Overdrive in 2021, a rare accomplishment. Overdrive will be sending press releases to local papers soon.


State aid expenditures were reviewed. Kelly moved to approve the expenditures. Stephanie seconded the motion, which passed.


Old Business


Deanna gave an update on Niche Academy. Patron deployment is imminent. Staff are working on content to standardize staff training.


New Business


John noted the hundreds of thousands of dollars in grant money secured by Advocates for All Arkansas Libraries for Faulkner and Van Buren Counties, thanks in part to funding from the Regional board in 2021. AAAL is looking at more grant money in 2022, including the first capital improvements grant in decades. John passed along a request from AAAL for $7,000 based on the Regional system's population. Kelly moved to fund AAAL with $7,000. Stephanie seconded the motion, which passed.


The second quarterly meeting will be April 27, 2022 in Conway.


Kelly motioned to adjourn at 5:54 PM. Stephanie seconded the motion and the board adjourned.