Stephanie Vanderslice called the monthly meeting of the Faulkner County Library board to order on March 20th, 2023, at 5:30pm. Among those present were board members Ben Thompson, Stephanie Vanderslice, and Suzann Waggoner; numerous members of library staff including Director John McGraw, Assistant Director Deanna Dillon, Network Administrator Chris Bowen, and Children’s Services Manager Mary Spears Polk, Children’s Librarian Katie Larson, Children’s Librarian Katie Scott, Adult Services Librarian Jen Beritiech, Circulation managers Jessica Rutherford and Ammie Gilson, along with members of the community.
Minutes of the February 20th meeting were reviewed. Suzann moved to approve the minutes as presented. Ben seconded the motion, which passed.
Summary Statements of Operations were reviewed. John pointed out that the plumbing and electrical line is at 14%. With the plumbing issues at the main branch we will need to move funds around to cover repairs. Statistical Reports and Programming were reviewed. John stated that Adult programming is up 25% over last years numbers and Teen is 20% up.
Bookkeeper's Reports were reviewed. DeAnna stated that each month we should start seeing a $150 income for the Children’s dept line item. Conway Art Walk has received a grant to help reimburse partners in supplies purchased.
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. Suzann seconded the motion, which passed.
Regional transactions were reviewed. John pointed out that the next regional meeting is scheduled for April 26
Stephanie moved to suspend the normal order of business to allow for public comment on old business and any agenda item. Suzann seconded the motion, which passed.
The floor was then open to the community to comment.
2 members of the community discussed the use of the garden area and the progress that needs to be made going forward.
2 members of the community voiced concerns about the public losing the use of the 2 meeting rooms and the 2 seminar rooms.
Speaking policy at Board meetings: John presented a document for individuals to use to sign up to speak before each board meeting. The forms will be available throughout the month and posted outside of the location of the meeting one hour before the monthly meeting begins. Once the meeting has started the board will call individuals up based upon the topic. Additionally, John presented a sign-up sheet that could be posted at the door before the meeting. Discussions of the merits of each concluded with accepting both.
Meeting Room Policy: John Stated that he did not see a way to actively change the current policy to anything different without exposing the county to liability and litigation.
Mary Spears Polk presented the history of the library and its use of the current space for programs. The library was built for slow and steady growth but not is not what happened in Conway. The programs that are being held at the library for teens and adults are increasing in attendance and they are busting at the seams for space. The following proposal would help alleviate much of the stress and challenges that come with library programs, but these changes would also allow our library to further its mission. Mary’s proposal included:
1. Convert Meeting Room 1 into an adult program room that could still accommodate early voting.
2. Convert Meeting Room 2 into a dedicated teen space for structured and non-structured adolescent programs.
3. Move the Literacy Action of Central Arkansas to Seminar rooms 2 & 3, with some activities in Meeting Room 1 as needed.
4. Convert Seminar 1 into office space for Children’s Librarians overseeing Meeting Room 2, which is adjacaent.
5. Create a food & beverage consumption space in the library building by removing the partially empty, free-standing periodical shelves and removing the large, over-stuffed seating. Purchase café style tables & chairs to fill the space.
The Library board ask for staff to come back next board meeting with phases of the project and pricing on the 1st phase.
The board discussed the Food & Drink policy in the library currently. After several minutes of discussion the board made the decision to change the policy to prohibit food or drink only in the Stacks or Computer Bays. Ben made a motion to approve the change and for it to take effect April 1st 2023. Suzann seconded the motion, which passed.
John presented a quote from Missco Interior Concepts for added shelving in Mayflower. Suzann moved to approve the quote. Ben seconded the motion, which passed.
Plumbing Issues: John explained that we have had plumbers here several times over the last month with public restroom issues. The board was presented with a quote from Arrow Plumbing to Jet and Camera the main line for $1845. Suzann made a motion to approve the quote with an added 4 hours of labor if needed. Ben seconded the motion, which passed.
Legislative affairs: John informed the board that SB81 passed the House and now moves to be signed by Governor Sanders. The bill no longer states removal of the items only relocation to a different section.
John explained our current policy on checking out items to minors and explained that the only policy we do not have in place currently is if we leave books in circulation while challenged. John stated that we have only had 4 challenges since he became director in 2015. SB81 is confined to physical collections on, and the appeals will be to the Quorum Court not the Library Board.
Ben made a motion that if a book is challenged for the item to be removed from ciruclation until the challenge process is completed. Suzann seconded the motion, which passed.
Ben moved to adjourn at 7:15 PM. Suzann seconded the motion. The meeting adjourned.
Supplemental materials provided: Proposed Ordinance 23-09 (Carryover of Library funds 2023), ALA’s Meeting Room Q&A, SB81, Correspondence, News Articles, Meeting Room proposal
Jeff Whittingham called the monthly meeting of the Faulkner County Library board to order on April 24th, 2023, at 5:31 PM. Among those present were board members Stephanie Vanderslice, Suzann Waggoner, Jeff Whittingham, Ben Thompson, and Jeff Moncrease; numerous members of library administration including Assistant Director Deanna Dillon, Network Administrator Christopher Bowen, Children’s Services Manager Mary Spears Polk, Youth Services Programmer Katie Scott, and Adult Programmer Jen Beriteich; Mayor Terry Williams of Guy, Arkansas, along with members of the community.
Minutes of the March 20th meeting were reviewed. Suzann moved to approve the minutes as presented. Stephanie seconded the motion, which passed.
Summary Statements of Operations were reviewed.
Statistical Report and Programming were reviewed. Jeff Wittingham asked if there were plans to increase the Hoopla budget. DeAnna said she was going before the regional board at their next meeting on April 26th. DeAnna pointed out the steady growth in programming across Gardening, Adult and Youth. She pointed out that they are gearing up for Summer Reading and expecting to see an increase in attendance.
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. Suzann moved to approve the expenditures. Stephanie seconded the motion, which passed.
Regional transactions were reviewed.
Suzann moved to suspend the order of the board meeting to open the floor to public comment. Stephanie seconded the motion.
PUBLIC COMMENTARY
Two community members discussed the use of the meeting rooms for the public and their concerns about how this will affect the community.
Jennifer Meeks spoke about Act 372 and concerns of programs.
Mayor Terry Williams stated that the community of Guy is ready to move forward with the Guy Public Library once the agreements are signed.
Alissa Smith asked how building the Guy Library will affect Twin Groves. Jeff Moncrease explained that this would not affect the community of Twin Groves but add additional support for the Guy community.
Old Business
Meeting Room Policy: DeAnna presented a proposal for phase 1 of led lights, painting, and flooring. After discussion with several staff about use of the rooms and programs going forward, Ben made a motion to cease offering public meeting spaces, and to proceed with room updates in phase 1 to provide for library programs. Stephanie seconded the motion. The motion passed with a vote of 3 – 2 with Ben, Stephanie, and Jeff Wittingham in favor and Suzanne and Jeff Moncrease opposed.
Reconsiderations Procedures: DeAnna presented concerns about the procedure and overwhelming staff and location of where the items will be placed while waiting to be processed. Jeff Moncrease motioned to amend the reconsideration policy to allow 5 contested books at a time out of circulation until the process is completed. Stephanie seconded the motion. The motion passed with a vote of 4 – 1 with Jeff Moncrease, Stephanie, Suzann and Jeff Whittingham in favor. Ben voted “present”.
New Business
Guy Library: DeAnna explained that the interlocal agreements were sent to Judge Dodson and the County Attorney to look over and draft one for the City of Guy. Once we have received the interlocal agreement, we would reach out to Mayor Williams to discuss the next steps of the process.
Background Checks: DeAnna presented a proposal to perform State, Federal and Child Maltreatment checks on all staff and all volunteers. Stephanie moved to approve performing background checks on Staff and Volunteers. Suzann seconded the motion, which passed.
Vilonia Storage building: DeAnna presented 2 quotes for a shed. After discussion and consideration Suzann moved to approve the Tuff Shed quote. Jeff Moncrease seconded the motion, which passed.
Legislative affairs: DeAnna stated that Act 372 will go into effect on Aug 1, 2023. John will review any changes to the policies at the next regional meeting on April 26th.
Jeff Moncrease moved to adjourn at 7:15 PM. Ben seconded the motion. The meeting adjourned.
Supplemental materials provided: Interlocal Cooperation Agreement Between the City of Mount Vernon and Faulkner County Library System and Interlocal Cooperation Agreement Between the City of Twin Groves and Faulkner County Library System.
Minutes for May 15, 2023
Jeff Whittingham called the monthly meeting of the Faulkner County Library board to order on May 15th, 2023, at 5:31 PM. Present were board members Jeff Moncrease, Ben Thompson, Suzann Waggoner, and Jeff Whittingham, as well as Director John McGraw.
Minutes of the April 24th meeting were reviewed. Ben moved to approve the minutes as presented. Suzann seconded the motion, which passed.
Summary Statements of Operations were reviewed. John noted that millage collection hit 50% of projected revenue already, the earliest that has ever happened. John noted that budget lines for plumbing and electrical had overspent and may require amendment before year’s end.
Statistical Report and Programming were reviewed. Jeff Whittingham asked if there were plans to increase the Hoopla budget. John reported that the Regional Board had moved $6,000 from Overdrive to double the Hoopla budget for May, June, and July. Asked for longer-term solutions, John noted that while the legislature approved a budget for the state library which dramatically increased aid to libraries, the increase had not been funded, so aid remained static for now.
Bookkeeper’s reports were reviewed.
Purchase Orders were reviewed. Jeff Moncrease moved to approve the Purchase Orders as presented. Ben seconded the motion, which passed.
Fines and Donations spending was reviewed. Ben moved to approve the expenditures. Jeff Moncrease seconded the motion, which passed.
Regional transactions were reviewed. Ben asked about the payment to First United Methodist. John explained that that was a pass-through of donations the library solicited and received to help fund summer lunches for children in cooperation with FUMC.
Old Business
John presented a draft on an interlocal agreement for a library in Guy. The city of Guy would maintain the building, the grounds, and provide the utilities. The library would provide a collection and staffing. There has been no communication from the judge’s office about the interlocal agreements with Twin Groves and Mount Vernon, so John took the initiative. There was a discussion of staffing and what are the steps would some alternatives would require. There was discussion of whether, as a speaker suggested in April, the library in Guy would hurt the Twin Groves library. It was agreed that that was neither the intent nor the expectation.
John summarized renovations approved at the April meeting. Literacy Action’s future spaces have been painted and they are beginning to move in. Meeting Rooms have had drywall repair, light fixture replacement, and painting. Some painting remains to be done on the adult space in which the board is meeting. Flooring decisions are in the early stages. John invited the board to tour the spaces after adjournment.
New Business
There was no new business.
Jeff Moncrease moved to adjourn at 5:51PM. Suzann seconded the motion. The meeting adjourned.
Minutes for June 19, 2023
Jeff Whittingham called the monthly meeting of the Faulkner County Library board to order on June 19th, 2023, at 5:45 PM. Present were board members Ben Thompson, Stephanie Vanderslice, and Jeff Whittingham, as well as Director John McGraw and Assistant Director Deanna Dillon.
Minutes of the May 15th meeting were reviewed. Ben moved to approve the minutes as presented. Stephanie seconded the motion, which passed.
Summary Statements of Operations were reviewed. John noted that millage collection in May, which is one of the two peak months, was 20% higher than the previous record. Spending on plumbers and electricians is now past double the budgeted amount for the whole year. It may be necessary to go back to the quorum court for that budget line, as well as amending salary lines to staff a library in Guy.
Statistical Report and Programming were reviewed. Circulation is up 5.5% over the same period last year, Attendance is up 3.5%. Programmers mostly took May off to prepare for Summer programs.
Bookkeeper’s reports were reviewed.
Purchase Orders were reviewed. KnowB4 is a training tool to educate staff on tricks scammers use in emails to compromise our computer systems. Stephanie moved to approve the Purchase Orders as presented. 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 transactions were reviewed. John was asked about the interest on the account. John related that for some time the Regional account was accruing no interest, and then after some complaints, a little interest. The current budget line was based on past performance, so it appears the problem has finally been resolved on the bank’s end.
Old Business
Program rooms have been painted. Floors are very close to being selected but could not be installed during summer in any case. The Programmers asked the Friends of the Library to provide Chromebooks, which are being set up now for use in those rooms.
The county attorney had several questions about the draft of the Guy interlocal agreement. John has responded to those questions, but has not had further word.
New Business
John presented a proposal from Middlebrook electronics that may address the ongoing parking lot light failures. A surge protector will be installed between our 20th century breakers and our 21st century lights. Stephanie moved to approve the work, Ben seconded the motion, which passed.
John presented a proposal to trim trees and holly bushes in Mayflower. The same company did the work in Conway, which looks great. Ben moved to approve the bid from Newton. Stephanie seconded the motion, which passed.
Minutes for July 17, 2023
Jeff Whittingham called the monthly meeting of the Faulkner County Library board to order on July 17th, 2023, at 5:33 PM. Present were board members Ben Thompson, Stephanie Vanderslice, and Jeff Whittingham, as well as Director John McGraw, Assistant Director Deanna Dillon, Network Administrator Christopher Bowen, and Adult Programmer Jen Beritiech.
Minutes of the June 19th meeting were reviewed. Ben moved to approve the minutes as presented. Stephanie seconded the motion, which passed.
Summary Statements of Operations were reviewed. John noted that revenue is up 11.3% over the same period last year. John requested approval to go to the quorum count in August to move $30,000 from line 3018 or 4006 to cover the spending on plumbers and electricians and to amend Part Time salary lines for Guy Library if agreement is approved.
Statistical Report and Programming were reviewed. Summer Reading had a large attendance in June. Teen programming has surpassed 2022 entire year’s numbers. Kanopy has increased 35% over the same period last year.
Bookkeeper’s reports were reviewed.
Purchase Orders were reviewed. Ben moved to approve the Purchase Orders as presented. Stephanie seconded the motion, which passed.
Fines and Donations spending was reviewed. Stephanie moved to approve the expenditures. Ben seconded the motion, which passed.
Regional transactions were reviewed. John stated that the next Regional Board meeting would be held via Zoom on July 26th. With the current agenda items being the Regional Reconsideration Policy to comply with Act 372.
Old Business
Mayflower tree service has been delayed due to all the storms and debris the past month around central AR.
Guy Library: John and the county attorney have created a draft that removed the regional library and moved over to strictly Faulkner County. If the library board approves of the agreement, then we will need the County Judge Allen Dodson and Guy’s Mayor to sign off. The agreement states that the City of Guy will cover the building, maintenance, and utilities. The Faulkner County Library will only cover the items inside the library
(books & computers) and day to day operational supplies. Ben moved to approve the Guy Interlocal Agreement as presented. Stephanie seconded the motion, which passed.
Reconsideration Policy: John presented an updated policy that will go in front of the regional board on July 26th. With ACT 372 it will make all information a part of the public records.
New Business
John presented two proposals for precision floor cleaning. One for $719.42 to deep clean the children’s room and a 2nd for $4,515.78 to deep clean the entire building. There was discussion about the need to replace carpet and repaint all of Conway. That will be a budget priority for 2024, John promised. A motion was made by Stephanie moved to approve the $4,515.78 for the entire building, Ben seconded the motion, which passed.
Christopher and Jen presented a proposal for a BenQ Smartboard for $7,499.73. Jen stated that the smartboard would replace the whiteboard in meeting room 1. This would allow board meetings and events to be more interactive with presentations. Stephanie moved to approve the bid from Howard Technology. Ben seconded the motion, which passed.
Christopher presented information on a locker software update to have the ADA feature added. Christopher presented the idea for this update and Lyngsoe made the software changes anyway. They are asking for reimbursement if possible. The board discussed the issue but made no motions to approve the reimbursement.
John presented a quote to replace the play kitchen in the children’s room. A motion was made by Stephanie to approve the $1,599.55 from Lakeshore, Ben seconded the motion, which passed.
Ben moved to adjourn at 6:20PM. Stephanie seconded the motion. The meeting adjourned.
Minutes for May 15, 2023
Jeff Whittingham called the monthly meeting of the Faulkner County Library board to order on August 21st, 2023, at 5:39 PM. Present were board members Ben Thompson, Stephanie Vanderslice, Suzann Waggoner, and Jeff Whittingham, as well as Director John McGraw, Assistant Director Deanna Dillon, Network Administrator Chris Bowen, and Adult Services Librarian Jen Beritiech.
Minutes of the July 17th meeting was reviewed. Suzann moved to approve the minutes as presented. Stephanie seconded the motion, which passed.
Summary Statements of Operations were reviewed. John noted he has requested to be added to the Quorum Court agenda to move money for plumbers and electricians and to amend Part Time salary.
Statistical Report and Programming were reviewed. Locations serving food saw attendance surge over last summer. Conway saw 33% more people, which is approximately 17,000 visitors. Mount Vernon saw 22% more people, and Twin Groves 49% more people. Aside from a very strong June in Vilonia, other locations were matching their 2022 numbers. Adult Programming has surpassed the 2022 attendance numbers this month.
The bookkeeper’s reports were reviewed.
Purchase Orders were reviewed. Ben moved to approve the Purchase Orders as presented. 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.
Old Business
Mayflower tree service: Has been completed and the supplemental materials show photos of project
Guy Library: They Mayor of Guy has signed off. Judge Alan Dodson has asked that the Guy City Council sign off the project before he signs the agreement. The plan is to open the library with 2 part-time staff.
Program room Renovations: DeAnna showed the floor choice that has been made by the programmers. John presented a proposal from Kordsmeier to add a door and wall in the seed library area and rework the door in Programming Space 2 into a Dutch door for $13,708.41. Ben moved to approve the proposal. Suzann seconded the motion, which passed.
New Business
John presented a proposal from Garretts Plumbing for 4 new cleanouts on the grounds of the Conway location for $2,800 each for a total of $11,200. Suzann moved to approve the proposal for 4 clean outs. Ben seconded the motion, which passed.
John presented a proposal from Harrison to replace bearings for 3 air handler units that they discovered during their annual maintenance for $3,240.00. Suzann moved to approve the proposal. Stephanie seconded the motion, which passed.
John reported to the board that our Greenbrier location has satellite termites. Mid-State Termite has already been out and treated the building and will be doing a more thorough treatment in the coming weeks. Loretta has contacted the roofers to get estimates on repairing the damage this has caused to the roof.
John spoke to the board about the Salary Survey he has submitted to the personnel committee at the Quorum Court. He will be presenting this information on Sept 12th for their approval to be moved to the Budget and Finance committee. All board members agreed on the going forward with the proposal to the Quorum Court.
John presented a proposal for a new mural in the library for $1045.87. This mural was originally planned for programming space 1 but will no longer work in that location. The mural will now be located right before the 1st ramp leaving the building. Suzann moved to approve the proposal. Ben seconded the motion, which passed.
John informed the board that Hailey Beliew will be applying for the state library MLIS (Master of Library and Information Science) scholarship after she has completed 12 hours of her degree.
Ben moved to adjourn at 6:34PM. Suzann seconded the motion. The meeting adjourned.
Archived Board Minutes
