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Faulkner County Library Board Minutes

Faulkner County Library Board Minutes - 2024



Minutes for January 22, 2024


Jeff Whittingham called the monthly meeting of the Faulkner County Library board to order on January 22nd, at 5:34 PM. Present were board members Kellie Carden, Cindy Stage, Ben Thompson, Stephanie Vanderslice, and Jeff Whittingham as well as Director John McGraw and Jennifer Wann of the Arkansas State Library.

Chairmanship was discussed. Ben moved that Jeff Whittingham continue to chair the board for another year. Nancy seconded the motion, which passed.

Minutes of the December 18th meeting was reviewed. Ben moved to approve the minutes as presented. Stephanie seconded the motion, which passed.

Stephanie moved to suspend regular order and move to New Business. Ben seconded the motion, which passed.

Jennifer Wann, Manager of Library Development for the Arkansas State Library, provided trustee training. Trustee roles and state library law were reviewed. Recommendations to the trustees included having a “gaspump speech” that could advocate for library services or library needs in a very short period of time. Recommendations to the Director included Name tags and nameplates for board members in the meeting, a roll call to establish for recordings who is present, and that minutes be prepared and circulated as soon as possible while memories are fresh.

Summary Statements of Operations were reviewed. John stated that millage revenue in 2023 was up 9.4% over 2022 collections.

The bookkeeper’s reports were reviewed. The Fines And Donations account merchant fees have exceeded budgeted expectations. Use is up, and use is trending more toward credit and away from cash.

Statistical Report and Programming were reviewed. Circulation in 2023 was up 4%, with Kanopy increasing 61%. Attendance in 2023 climbed 16% overall, with program attendance increasing by 83%.

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

Fines and Donations spending was reviewed. John noted the frequency of the AC-TSYS entries which are credit card transactions for copies. Ben moved to approve the expenditures. Stephanie seconded the motion, which passed.

Regional transactions were reviewed. John reported that the January Regional meeting would have to be delayed to February 28, as the Van Buren County library board had not met in January to select representatives to the Regional board.

Old Business

Building Maintenance: Harrison made repairs to 3 Air-handlers. Middlebrooks replaced can lights in the Storytime room and in Programmers’ office. Carpet in the children’s room is scheduled for February 4.

New Business

2024 Service Contracts: The County Attorney has notified us that the custodial contracts must be awarded through a sealed bid process. Bids will be opened February 5th.

John presented a service agreement from Harrison Energy to maintain the HVAC system. This was the only bid submitted. Harrison has provided excellent service in the last year and John recommends their bid be accepted for service in 2024. Stephanie moved to accept the Harrison bid. Ben seconded the motion, which passed.

John noted that the Faulkner County board will need to appoint new members to the regional board. They will meet in February, April, July, and October of 2024. A proposal for Beanstack and updates on the SirsiDynix app will be the first item on the agenda for the board in 2024. Ben Thompson, Cindy Stage, and Jeff Whittingham volunteered to represent Faulkner County on the Regional board.

Supplemental material included Arkansas State Library Rules Governing Distribution of Scholarship Assistance, as well as the Arkansas State Library’s packet for Trustee Training.

Ben moved to adjourn at 6:58PM. Stephanie seconded the motion. The meeting adjourned.




Minutes for February 19, 2024


Jeff Whittingham called the monthly meeting of the Faulkner County Library board to order on February 19th, at 5:31 PM. Present were board members Kellie Carden, Ben Thompson, and Jeff Whittingham as well as Director John McGraw, Assistant Director DeAnna Dillon, and Mayflower Assistant Branch Manager Hailey Beliew.

Minutes of the January 22nd meeting was reviewed. Ben moved to approve the minutes as presented. Kellie seconded the motion, which passed.

Summary Statements of Operations were reviewed. John stated that millage revenue in Jan 2024 was enormous, 47% larger than the best January on record, 10% of the projected revenue for the entire year.

The bookkeeper’s reports were reviewed. John stated that if the scholarship is awarded, we will need to create a new line item for the income to pass through.

Statistical Report and Programming were reviewed. Circulation of digital collections surpassed the physical collection for the first time.

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

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

Regional transactions were reviewed. John reported that the next meeting will be on February 28th via Zoom.

Old Business

Building Maintenance: John stated that the Guy library is coming along nicely, with plumbing and flooring coming soon.

Personnel: Conway has lost 2 PT staff and will be interviewing over the next few weeks to find replacements.

New Business

Security improvements: John presented a proposal for updating the security cameras and DVR for $13,206.33. This would include 34 cameras and 2 fisheye cameras for better views inside the building. Ben moved to approve the proposal. Kellie seconded the motion, which passed.

2024 Service Contracts: John stated that the county opened the bids for Janitorial services. Superior Janitorial was awarded the contract for 2024.

John presented contracts for Datamax and Summit Fire. There were no other bids for these services. Ben moved to approve the contracts. Kellie seconded the motion, which passed.

John explained the scholarship from the state library that will pay for an employee's master's in library science cost after completing 12 hours. The library will be a pass through for the scholarship. Hailey Beliew spoke about applying for the scholarship and has completed her 12 hours with LSU. Once Hailey completes a course, she will turn in her grades to John and DeAnna to receive the scholarship from the state. Ben moved to accept the scholarship option. Kellie seconded the motion, which passed.

Supplemental material included Beanstack Proposal

Ben moved to adjourn at 6:12PM. Kellie seconded the motion. The meeting adjourned.




Minutes for March 18, 2024


Jeff Whittingham called the monthly meeting of the Faulkner County Library board to order on March 18th, at 5:31 PM. Present were board members Stephanie Vanderslice, Cindy Stage, Kellie Carden, Ben Thompson, and Jeff Whittingham as well as Director John McGraw, Assistant Director DeAnna Dillon, and Network Administrator Chris Bowen.

Minutes of the February 19th meeting was reviewed. Ben moved to approve the minutes as presented. Cindy seconded the motion, which passed.

Summary Statements of Operations were reviewed. John stated that revenue is down for February after a huge January. Several budget lines are empty or ahead of other lines as all service contracts and insurance payments have been paid for the year.

The bookkeeper’s reports were reviewed.

Statistical Report and Programming were reviewed. John made the board aware that we are currently searching for a new Garden programmer so Garden Programming statistics would pause after March until a new hire is in place.

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

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

Regional transactions were reviewed. John reported that the regional board added beanstalk and AAAL to the regional budget. The next meeting will be on April 24th via Zoom.

Old Business

Personnel: Conway is now hiring a new FT Garden Programmer and a Part Time employee for Guy when they open.

John asked the approval to present to the Quorum Court information to add another Full-Time employee to the payroll. Ben moved to approve John asking to add more staff to the payroll. Stephanie seconded the motion, which passed.

New Business

Tablet Proposals: Chris presented a proposal from Envisionware to upgrade the tables and software for the station in Conway. After several minutes of discussion, the proposal was tabled until more quotes were provided.

Supplemental material included Regional Minutes, Garden Programmer Job Description

Ben moved to adjourn at 6:06PM. Stephanie seconded the motion. The meeting adjourned.




Minutes for April 15, 2024


Jeff Whittingham called the monthly meeting of the Faulkner County Library board to order on April 15th, at 5:43 PM. Present were board members Stephanie Vanderslice, Kellie Carden, and Jeff Whittingham as well as Director John McGraw, Assistant Director DeAnna Dillon, and Network Administrator Chris Bowen. Board member Cindy Stage joined via Zoom.

Minutes of the March 18th meeting was reviewed. Stephanie moved to approve the minutes as presented. Kellie seconded the motion, which passed.

Summary Statements of Operations were reviewed. John stated that March revenue is the highest on record. Travel and Lodging budgets reflect sending four staff to PLA Conference. A lot of ideas from PLA sessions will be rolled out in the near future.

Statistical Report and Programming were reviewed. Programming numbers are unusually high due to eclipse glasses distribution. Circulation was almost 40,000, up from 35,000 the previous March. Comics Plus is growing modestly, it is being promoted online and in passive programming of comics brackets.

Purchase Orders were reviewed. T-Mobile has been paid off, though they are still disputing that. Datamax spending represents three months of leasing, as contracts were slow to be recorded. Stephanie moved to approve the Purchase orders. Kellie seconded the motion, which passed.

Fines and Donations spending was reviewed. Funk Fusion was a series of dance classes that drew attendance of 224 people across 4 sessions. The $2600 deposit from USA Technology represents about 15 months of revenue that was not going into the proper account. Stephanie moved to approve the expenditures. Kellie seconded the motion, which passed.

Regional transactions were reviewed. John reported that the regional board’s next meeting will be on April 24th via Zoom. The only thing on the agenda are approving financials.

Old Business

A new tablet proposal to expand the number of tablets is $23,000, which is a bit high based on usage. John saw an alternative at PLA that are dedicated tablets that are subject specific. We could build a collection of 70 or more of them at $100 to $150 each for the cost of the tablet station. These could be taken home, unlike the current tablets.

The current plans for Mount Vernon would cost some $585,000. The board’s priority is to get a new building, and recommended losing the safe room, the glass front, and if necessary square footage more in line with the 2,000 square foot footprint of other branches, possibly with an option to expand later.

Personnel: An added full-time position for Conway passed out of Personnel committee and goes to Budget Committee next month.

New Business

Guy Library may be ready in two weeks. One part-time position needs to be hired. The tentative plan is to be open noon to 6pm along the lines of Twin Groves. The need now is for shelving. Several vendors were approached at PLA, but no pricing is available at present. Stephanie moved to authorize $10,000 for shelving for Guy. Kellie seconded the motion, which passed.

Supplemental material included Playaway top-seller information.

Stephanie moved to adjourn at 6:27PM. Kellie seconded the motion. The meeting adjourned.


Archived Board Minutes