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Faulkner County Library Board Minutes

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January 18, 2021
Jeff Moncrease called the monthly meeting of the Faulkner County Library board to order on January 18, 2021, at 5:45PM. Joining the Zoom meeting were board members Jeff Moncrease, Ben Thompson, Stephanie Vanderslice, Suzann Waggoner and Jeff Whittingham, as well as Director John McGraw.


John offered that this would be a good time to decide who would chair meetings in 2021 and make any other procedural changes that are necessary. Stephanie volunteered to chair meetings. No other candidates were offered and Stephanie was approved by acclamation.  


Minutes of the December 19 meeting were reviewed. Suzann moved to approve the minutes. Jeff Moncrease seconded the motion, which passed. 


Summary Statements of operations were reviewed. John noted that revenue was below average every month from July through December, except October, which contributes the greatest share of millage collection.


Bookkeeper's Reports were reviewed. 


Statistics were reviewed. Online circulation increased slightly for the year. Expected shifts to downloadables during the pandemic hadn't occurred. John reported that the Arkansas Digital Library Consortium had a 10-month trial of some 3,000 magazines, with the hope that a narrower slate of high-circulating titles might be revealed when the consortium is asked to pay for titles late in 2021. 


Purchase orders were reviewed. Jeff Moncrease 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. Jeff Whittingham seconded the motion, which passed. 


Regional expenditures were reviewed. John reported that the first Regional meeting was to be an in-person meeting in Clinton on the 27th.


Old Business:
John presented a revised absenteeism policy with a larger role for the director in approving excused absences. Jeff Moncrease clarified that he had not asked for a larger role for the director in the policy, but as a matter of procedure checking in with branch managers to insure consistency. Jeff Moncrease moved to amend the presented policy to remove revisions presented since the December meeting. Suzann seconded the motion, which was approved. Jeff Whittingham moved to approve the absentee policy as amended. Jeff Moncrease seconded the motion, which was approved.


John presented training opportunities for staff that would lessen the need for deputies providing security. As library security was not a policy as much as a procedure, no official action was taken, but the board supported the decision to move library security responsibilities back to library staff. 


New Business:
John reported that the workhorse book-cover machine has broken and needs replacing. It has saved the library many tens of thousands of dollars and is well worth the replacement cost. Jeff Whittingham moved to replace the book-cover machine. Ben seconded the motion, which was approved.


Jeff Whittingham asked for an update on RFID implementation. John reported that the issue with the desk stations remains unresolved. There had been issues with Sirsi-Dynix getting access to P. V. Supa, and issues with the coders working out of Finland creating communication lags. 


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



February 22, 2021
Stephanie Vanderslice called the monthly meeting of the Faulkner County Library board to order on February 22, 2021, at 5:32PM. Joining the Zoom meeting were board members Ben Thompson, Stephanie Vanderslice, Suzann Waggoner and Jeff Whittingham, as well as Jen Beritiech, Ashlan Pruett, Ellen Scroggins, and Director John McGraw.


Minutes of the January 18 meeting were reviewed. Ben moved to approve the minutes. Suzann seconded the motion, which passed. 


Summary Statements of operations were reviewed. John noted that projected revenue for 2021 was 11% lower than 2020, a loss of some $200,000 that will mean big changes in 2022.


Bookkeeper's Reports were reviewed. John explained the oversized spending in the Regional account on Overdrive as the platform fee for the entire year.


Statistics were reviewed. Online kids' programs and garden programs had huge audiences.


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


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


Regional expenditures were reviewed. John reported that the first Regional meeting was to be an in-person meeting in Clinton on the 24th.


Old Business:
RFID implementation is getting very close, but has had a series of delays including the weather. 


New Business:
John presented a proposal from Harrison to add Needlepoint bipolar ionization units to air handlers in Conway, Greenbrier, Mayflower, and Vilonia. The units have a history in hospitals addressing odors and airborne bacteria. They also kill most of the airborne viruses and mold. Ben asked about throat irritation, a side-effect a client had mentioned some years prior. John promised to get confirmation that this was not a known side-effect of this technology. Jeff Whittingham moved to approve the proposal for the four libraries. Ben seconded the motion, which passed. John promised to pursue whether this technology was compatible with HVAC units servicing Twin Groves and Mount Vernon, and committed to pursuing installation there with the respective cities' blessing.


John asked the board to consider representation to the Regional board. The Van Buren county library board voted to amend section 1 to extend membership to three board members from each county. This was decided to be an improvement and the board endorsed this position to its Regional representatives. 


Kara Dyer presented a budget for 2021 Comiconway. She outlined where she was adjusting spending in this year compared to 2019, and reviewed the successes of 2020 which might be carried forward to a live event. Ben moved to accept the budget as presented. Jeff seconded the motion, which passed.



There being no other business, Ben moved to adjourn. Jeff seconded the motion and the board voted to adjourn at 6:09 PM.



March 15, 2021
Stephanie Vanderslice called the monthly meeting of the Faulkner County Library board to order on March 15, 2021, at 5:42PM. Joining the Zoom meeting were board members Jeff Moncrease, Stephanie Vanderslice, Suzann Waggoner and Jeff Whittingham, as well as Director John McGraw.


Minutes of the February 22 meeting were reviewed. Suzann moved to approve the minutes. Jeff Moncrease seconded the motion, which passed. 


Summary Statements of operations were reviewed. John noted that revenue for February was below average.


Bookkeeper's Reports were reviewed. 


Statistics were reviewed. The state library had provided guidance on counting views for programs available on social media. Also errors had been found in the circulation statistics, so those numbers are provisional.


Purchase orders were reviewed. Jeff Whittingham moved to approve the expenditures. Jeff Moncrease seconded the motion, which passed. 


Fines and Donations spending was reviewed. Jeff Moncrease moved to approve the expenditures. Jeff Whittingham seconded the motion, which passed. 
 
Regional expenditures were reviewed. John reported that the February 24 Regional board meeting had approved amending the bylaws and membership was now constituted by three board members from each county. Jeff Moncrease's name had been mentioned at the February meeting, though no vote occurred. Jeff Moncrease accepted the nomination.


Old Business:
The branches have reopened to brief visits along the guidelines used last fall. Conway reopens on the 22nd. 


New Business:
John had no new business ready for the board. Several items needing their attention had not been realized in quotes for pricing.


There being no other business, Jeff Moncrease moved to adjourn. Suzann seconded the motion and the board voted to adjourn at 6:06 PM.




April 19, 2021
Stephanie Vanderslice called the monthly meeting of the Faulkner County Library board to order on April 19, 2021, at 5:35PM. Joining the Zoom meeting were board members Jeff Moncrease, Ben Thompson, Stephanie Vanderslice, Suzann Waggoner and Jeff Whittingham, as well as Director John McGraw and more than a dozen members of the community and library staff.


Minutes of the March 15 meeting were reviewed. Ben moved to approve the minutes. Suzann seconded the motion, which passed. 


Summary Statements of operations were reviewed. John noted that revenue was matching collections in 2020, though the projections for an 11% decline this year.


Bookkeeper's Reports were reviewed. Ben asked about Garden programming expenses going past yearly totals so early. John noted that a line had been created for Garden income which received and then spent most of that money as a pass-through. The Friends of the Library had agreed to purchase picnic tables for the back garden, structured specifically as a reimbursement to the library's purchase of said tables.


Statistics were reviewed. 


Purchase orders had not been circulated with other financial reports. John sent the list around immediately and rescheduled their review for the May meeting.


Fines and Donations spending was reviewed. Ben moved to approve the expenditures. Jeff Whittingham seconded the motion, which passed. 
 
Regional expenditures were reviewed. John reported that the next Regional meeting is April 28.


Old Business:
COVID restrictions were reviewed. John reported Conway is prepared to reopen to 7PM and would like to do that every weeknight. Sundays present a challenge to schedule, and Saturday numbers do not suggest there would be much traffic on Sundays. Mask mandates will remain in place, but temperature checks and screening questions are likely helping very little. Meeting rooms are ready to reopen, but a new calendar is needed to track reservations and work on that continues. 




New Business:
John had no new business ready for the board. Several items needing their attention had not been realized in quotes for pricing.


There being no other business, Jeff Moncrease moved to adjourn. Suzann seconded the motion and the board voted to adjourn at 6:06 PM.



May 17, 2021
Jeff Moncrease called the monthly meeting of the Faulkner County Library board to order on May 17, 2021, at 5:29PM. In attendace were board members Jeff Moncrease, Ben Thompson, Suzann Waggoner and Jeff Whittingham, as well as Director John McGraw, Childrens Services Librarian Kara Dyer, Circulation Manager Jen Beritiech, and Systems Administrator Deanna Dillon.


Minutes of the April 19 meeting were reviewed. Suzann moved to approve the minutes. Ben seconded the motion, which passed. 


Summary Statements of operations were reviewed. John said that despite projections of 11% decline, 2021 revenue is ahead of 2020 and May has already been the most profitable ever.


Bookkeeper's Reports were reviewed. Ben asked about "miscellaneous" spending on Fines and Donations. John reported that it was promotional materials including Vaccine Passports, glow-in-the-dark pencils, and cups. Pencils and cups are part of summer reading club give-aways.


Statistics were reviewed. April saw gains in attendance, but libraries remain far from where they were before COVID. The board asked for a summary of current restrictions. John reported that screening questions, temperature checks, and time limits have ended. Masks remain a requirement until July, when state law forbidding mandates takes effect.


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


Fines and Donations spending was reviewed. Suzann asked about reopening meeting rooms to the public. John reported that a new calendar is being finalized which will give the public greater transparency as to where meetings are being held. There was a question about $4400 to Treetop Products. That was a pass-through of a contribution from the Friends of the Library to purchase picnic tables for the back garden. A Garden Programming Income line was created for those funds. This will allow more programming for all ages in the garden. Ben moved to approve the expenditures. Suzann seconded the motion, which passed. 
 
Regional expenditures were reviewed. John reported that the next Regional meeting is May 26.


Old Business:
There was a call for any old business.


New Business:
The future of Comiconway after Kara Dyer's resignation was discussed. Kara Dyer expressed a desire to continue as-is but under a structure where she works remotely and handles the financial decisions. John said the two options for such an arrangement would be part-time employment or contract work. Part-time employment would allow for financial decisions about county money, but would be less structured as to what amount would be paid in the course of preparing for and executing a convention. 
The board received assurances that Comiconway would only happen as a library event. There seemed to be little interest in the part-time employment option, and the board requested a time budget and project budget in order to discuss compensation. They requested that someone shadow Kara going forward and transition to that person leading the program going forward. 
John invited the board to a going-away party for Kara and a belated retirement party for Nancy Allen on Friday, May 28th, from noon to 2PM. The Mayflower staff have requested that they be allowed to close to attend. The board approved that request by acclamation. 


John discussed Personnel changes. Kara Dyer has submitted her resignation. Mary Spears will take over as Children's Services Librarian. She will maintain her current duties and take on some of Kara's. Responsibility for teen programming will be spun off to a new position. To cover for the summer, the library has hired two part-time workers, one of whom has experience with teen programming. Another full-time worker is taking a lengthy paid medical leave this summer. As a result, the library has filled three part-time vacancies open since pandemic-closure.


John discussed the ARPA grants being distributed to libraries. The primary proposals are to bring Projectors and sound to meeting rooms and the stage area, as well as to purchase a vehicle to do outreach, programming, and pop-up libraries. Remaining funds might go to making curbside service more secure through programmable lockers. These proposals met with board approval. 


There being no other business,Suzann moved to adjourn and the board voted to adjourn at 6:47 PM.




June 28, 2021 


Stephanie Vanderslice called the monthly meeting of the Faulkner County Library board to order on May 17, 2021, at 5:30PM. In attendace were board members Jeff Moncrease, Ben Thompson, Stephanie Vanderslice, Suzann Waggoner and Jeff Whittingham, as well as Director John McGraw, and some 180 members of the general public whose names went unrecorded. 


 
Normal order was suspended and the public was invited to address the board for up to two minutes. Some twenty people rose to speak in favor of Pride month programming. A majority of the crowd seemed to applaud for the speakers. The crowd was invited to stay for the agenda items and regular order resumed. 


Minutes of the May 17 meeting were reviewed. Suzann moved to approve the minutes. Jeff Whittingham seconded the motion, which passed. Stephanie abstained. 


Summary Statements of operations were reviewed. John said that 2021 revenue is ahead projections. 


Bookkeeper's Reports were reviewed. Ben asked about Symphony spending exceeding the budget line. John attributed this to the Authority Control data clean-up authorized at the last Regional board meeting. This would identify and consolidate multiple entries for the same author or same subject and improve the searchability of the catalog. 


Statistics were reviewed. Numbers continue climbing but are still far below "normal" traffic. Several programs have had huge turn-outs and the seed library is seeing heavy usage. 


Purchase orders were reviewed. Ben moved to approve the expenditures. 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 expenditures were reviewed. John reported that the next Regional meeting is July 28th. 



Old Business: 


Ellen Goff introduced herself to the board and discussed where Comi-Conway planning was at. Guests are being booked. Team meetings have begun, with much of the team from past years taking part this year. Some gaps remain to be filled. John recommended that some of those gaps might be filled if the library was closed on Saturday, November 13th. Jeff Wittingham moved to close the library on November 13th. Jeff Moncrease seconded the motion, which passed.  


Jeff Whittingham asked for an update on the ARPA grant. John reported that the application had been submitted for almost the total allowance: $40,000 for audiovisual upgrades to the meeting rooms and stage area, and $44,000 for a vehicle. The approval is expected the first week of July, and the money begins to arrive in late July. 


New Business: 


John introduced a proposal from Coney Doors to install security measures to the staff door at the Conway library. A brief summary of issues with the door were related. Jeff Whittingham moved to approve the improvements. Jeff Moncrease seconded the motion, which passed.  


John introduced a proposal from the Trent group to survey the acreage north of the library where a trail is being considered. Trent had been selected for the Mount Vernon survey after taking a number of bids. A survey would be necessary before any trail work could begin. Jeff Whittingham moved to approve Trent's proposal. Suzann seconded the motion, which passed. 


John introduced a proposal from GNT Tree Service to trim trees obstructing parking or driving in the lot, as well as trim back trees impacting the building. Ben moved to accept the proposal. Jeff Whittingham seconded the motion, which passed. 


There being no other business, Ben moved to adjourn and the board voted to adjourn at 7:13 PM.   


August 16, 2021
Stephanie Vanderslice called the monthly meeting of the Faulkner County Library board to order on August 16, 2021, at 5:39PM. In attendace via Zoom were board members Jeff Moncrease, Stephanie Vanderslice, Suzann Waggoner and Jeff Whittingham, as well as Director John McGraw.

Minutes of the July 19 meeting were reviewed. Jeff Moncrease moved to approve the minutes. Jeff Whittingham seconded the motion, which passed. Stephanie abstained from voting.

Summary Statements of operations were reviewed. 

Bookkeeper's Reports were reviewed. John reported that a step was discovered between the collection of online fees in the catalog and the transfer of funds to the Regional account. Future bookkeeper reports would show income, with the August report covering the period since automatic renewals were ended when the library reopened to the public.

Statistics were reviewed. 3800 Children attended programs in July, 487 adults and 501 teens attended programs. Numbers were very close to June totals. Branches saw some successes, with Greenbrier in particular having large crowds. 

Purchase orders were reviewed. Jeff Whittingham moved to approve the expenditures. Jeff Moncrease seconded the motion, which passed.

Fines and Donations spending was reviewed. John noted that the first half of the ARPA money had been deposited. Jeff Moncrease moved to approve the expenditures. Suzann seconded the motion, which passed. 
 
Regional expenditures were reviewed. John reported that the July Regional meeting was rescheduled to August 25th in Clinton. Due to requests for a Zoom meeting, John will not be offering shuttle service.

Old Business:
There was a call for Old Business.

New Business:
John presented a proposal from the programmers for equipment to better livestream and record programming. The State library has stated that if the ARPA spending for the vehicle comes in under budget, the budget could be amended to absorb these costs. Jeff Moncrease moved to approve the expenditure. Jeff Whittingham seconded the motion, which passed.

John reported that Zack McCannon has given notice and his resignation is effective on the 27th. His assistant Erica Lunde will be taking his place. Interviews have not yet begun for the Teen Programmer position due to delays. 

There being no other business, Jeff Whittingham moved to adjourn and the board voted to adjourn at 6:46 PM.