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Van Buren County Library Board Minutes

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Van Buren County Library Board Meeting




Minutes for January 12, 2022


Kelly Tester called the monthly meeting of the Van Buren county library board to order on January 12th, 2022, at 5:04PM. Board members Joye Hawk, David Jeffries, and Kelly Tester were present, as well as Tracey Hastings, library volunteer Mark Whitson, interim Director Deborah Meyer and Regional Director John McGraw. Board member David Emmerling joined the meeting by phone. 


Minutes of the December 8 meeting were reviewed. David Emmerling moved to approve the minutes as presented. Joye seconded the motion. The minutes were approved.
Library financial transactions were taken up. David Emmerling asked for prior months' millage collections on the spreadsheets for the board. David Emmerling moved to approve the financials as amended. David Jeffries seconded the motion, which passed. 


Old Business


Trane had completed an inspection of the HVAC system as part of their service agreeement, and had identified $1700 in repairs needed. David Jeffries moved to approve the repairs. Joye seconded the motion, which passed.


The CARES Act grant had disallowed most of funding requests, but book lockers and PPE were funded. A bidding process had settled on Touch Access lockers. It would be necessary to pay for electrical work to run power to the lockers, which could not be paid out of grant funds. NABCO will be doing the electrical work. The quorum court will have appropriating the money on its January agenda. 


John reported that no one had inquired about or applied for the Director vacancy. The board asked Deborah to advertise the vacancy locally.


New Business


Tracy Hastings introduced herself as a candidate for a board position. She asked questions about the board's responsibilities, the Director's responsibilities, and expressed a willingness to serve. Deborah offered to forward her name to the county judge. There was a discussion about getting a swearing-in ceremony for her and David Jeffries. 


There was discussion about the possible sources of funding for an outbuilding. Friends of the Library and the quorum court were among those mentioned. 


Nominations for Board Chair were opened. David Emmerling was nominated for another term by David Jeffries. Joye seconded the motion. No other candidates were advanced and David was approved unanimously.


Deborah confirmed that staff earning minimum wage saw salaries increase to $12/hour.


The next board meeting is February 9th, rather than the 16th as the agenda states.
John asked for three representatives to the Regional board. Tracy, Joye, and Kelly volunteered. The first Regional board meeting is January 26th in Clinton. A Zoom link was requested.


David Emmerling asked that future meeting dates be included in the minutes. Those dates are:
County board: February 9, March 9, April 13, May 11, June 8, July 13, August 10, September 14, October 12, November 9, December 14.
Regional board: January 26, April 27, July 27, October 26.


David Jeffries moved to adjourn. The meeting ended at 5:44PM.




Minutes for February 9, 2022


Kelly Tester called the monthly meeting of the Van Buren county library board to order on February 9th, 2022, at 5:00PM. Board members Tracy Hastings, David Jeffries, and Kelly Tester were present, as well as County Judge Dale James, Deanna Dillon, interim Director Deborah Meyer and Regional Director John McGraw. Board member David Emmerling joined the meeting by phone. 


Judge James administered the oath of office to Tracy Hastings and David Jeffries, and spoke briefly on the value of the library to the community.


Minutes of the January 12 meeting were reviewed. David Jeffries moved to approve the minutes as presented. David Emmerling seconded the motion. The minutes were approved.


Library financial transactions were taken up. Kelly asked about full- and part-time salary lines. John confirmed that part-time salaries were on track to go over budget by year's end. In the absence of a permanent Director, the full-time salaries line can provide the funds to cover the overage. A similar situation occurred late in 2021. It was noted that one of the two part-time staff hired in December had left, so February part-time salaries would be less. David Emmerling moved to approve the financials as amended. David Jeffries seconded the motion, which passed. 


Old Business
Deborah reported that $1,900 had been paid to NABCO to provide electricity to the future site of the CARES Act grant lockers.


Trane had completed repairs and maintenance on the HVAC system. The cost had come to $1,700.


Deborah asked for guidance on the First Security account. She recommended closing the account or using the money to replace computers or fund Summer Reading Club activities. 


The CARES Act grant lockers have been partially paid for. $2,100 of the budgeted $10,000 has been spent to get fabrication started. There is no date as yet for shipping.


There has been one candidate express interest in the Director position. There were concerns about the lack of library experience and the commute. The board directed that the position be re-advertised.


New Business


Deborah requested aligning copy and fax charges in line with Faulkner County rates: $.50 per page for faxes, $.10 per page for black and white prints, $.70 per page for color prints. The hope is that reduced rates would increase rates and make the library competitive. It would also assist people struggling with the costs as they presently stand. David Jeffries moved to reduce copy and fax charges to the proposed rates. David Emmerling seconded the motion, which was approved. 


The meeting room policy was discussed. There were questions as to whether a lawyer taking depositions counted as a commercial entity or not. 


There was discussion of updating signing privileges and account access privileges for the library account at First Service. John and Deanna outlined recent struggles to get Deanna onto accounts when she was named Assistant Director in Faulkner County. John recommended a resolution by the board be entered into the official minutes. Tracy moved to add Deborah Meyer as Interim Director to all library accounts, including First Service. David Emmerling seconded the motion, which passed unanimously. 


Deborah mentioned that Van Buren staff were going to meet at the Twin Groves Public Library on Friday, February 11th, to discuss the Summer Reading Programming for both counties. On February 21st, they are attending training in Conway. 


The Friends of the Library next meet on March 1.
The next county  board meeting is March 9. 
Regional board meets again on April 27


David Jeffries moved to adjourn. The meeting ended at 5:56PM.





Minutes for March 9, 2022.


Kelly Tester called the monthly meeting of the Van Buren county library board to order on February 9th, 2022, at 5:14PM. Board members Tracy Hastings, David Jeffries, and Kelly Tester were present, as well as interim Director Deborah Meyer and Regional Director John McGraw. Board members David Emmerling and Joye Hawk joined the meeting by phone.


Minutes of the February 9 meeting were reviewed. David Jeffries moved to approve the minutes as presented. David Emmerling seconded the motion. The minutes were approved.


Library financial transactions were taken up. Damascus financials are an estimate while Karen in unavailable. David Emmerling moved to approve the financials as amended. David Jeffries seconded the motion, which passed.


Deborah reports access to the accounts at First Security are awaiting some paperwork signed by David Emmerling.


Old Business


John reports someone from Fairfield Bay applied for the Director position. As it was not received by all members of the committee, John promised to re-send the application as soon as possible.


Lockers are still being assembled.


New Business


Deborah covering Damascus Monday & Thursday by Clinton staff. No estimate at this time if or when Karen will be able to return to work. Options for tasking this to part-timers are limited. Staff travelling to Damascus should be compensated for mileage at the county rate.


Trane service call after the snow, a bill to follow. Deb still needs better access to the controls for the building.


Window needs to be replaced, estimated at least $900. David Emmerling moved to approve up to $1200 to replace the window. Joye seconded the motion, which passed.


ECF responded as to devices covered. $3000 check is expected soon.


E-rate proposal submitted. Replacing security router and internal wifi hubs, adding ethernet to the front desk is in the request.


A carpet cleaning is overdue. ChemDry has submitted a bid of $916 to do the work. Other quotes being sought.


The Friends of the Library next meet on April 5.


The next county board meeting is April 13.


Regional board meets again on April 27


David Emmerling moved to adjourn. The meeting ended at 5:41PM.




Minutes for April 9, 2022.


David Emmerling called the monthly meeting of the Van Buren county library board to order on April 9th, 2022, at 5:03PM. Board members David Emmerling, Joye Hawk, David Jeffries, and Kelly Tester were present, as well as County Judge Dale James, interim Director Deborah Meyer and Regional Director John McGraw. Board member Tracy Hastings joined the meeting by Zoom.


Minutes of the March 9 meeting were reviewed. Kelly moved to approve the minutes as presented. David Jeffries seconded the motion. The minutes were approved.


Library financial transactions were taken up. Budget lines for General Supplies, Books, Electricity and Gas are ahead of where we are in the year and will be watched. Kelly moved to approve the financials as amended. Joye seconded the motion, which passed.


Old Business


Many options for staffing Damascus were discussed, but without more information about Karen's return date it is difficult to make concrete plans.


Two people--including Deb--have applied for the Director position.


There was a question about the large deposit with First Security. It was the quarterly Regional Reimbursement check.


Deb has acquired access to the First Security account.


Lockers are still being assembled. No delivery date has been set.


The board-approved window replacement was rescheduled for April 10.


New Business


UPS has no pick-up location in the county and Deb is exploring putting a pick-up location in the library. A scale would have to be acquired, and a 24-month contract signed. But it could attract more visitors to the library.


E-Rate: E-rate reimburses 80% of approved expenditures over a 5-year cycle. The proposal period opened in February, and now requests are out to bid. Jobs may be awarded as early as May. The library's wifi access points are original to the building and nearing the end of their lifecycle. Replacement may cost in the neighborhood of $5,200, prior to reimbursement. Kelly moved to approve the expenditure. David seconded the motion, which passed.


Maintenance expenses: Deb is beginning to explore costs for other maintenance needs, starting with cracking floor in the restroom. Foundation assessment and stabilization may be needed.


Summer programming might be an issue, particularly at Damascus. Volunteers might be a solution. Gloria, a volunteer in Damascus, has been performing excellently and is volunteering as part of a job placement program that seeks to find employment for its participants. Judge James directed Deb to speak with the quorum court about creating another part-time position


The Friends of the Library next meet on May 3rd.


The next county board meeting is May 11th.


Regional board meets again on April 27.


David Jeffries moved to adjourn. The meeting ended at 5:51PM.





Minutes for May 11, 2022


David Emmerling called the monthly meeting of the Van Buren county library board to order on May 11th, 2022, at 5:02PM. Board members David Emmerling, Tracy Hastings, David Jeffries, and Kelly Tester were present, as well as interim Director Deborah Meyer and Regional Director John McGraw.


Minutes of the April 13 meeting were reviewed. Kelly moved to approve the minutes as presented. David Jeffries seconded the motion. The minutes were approved.


Library financial transactions were taken up. Budget lines for General Supplies, Books, Maintenance and Gas are ahead of where we are in the year and will be watched. David Jeffries moved to approve the financials. Kelly seconded the motion, which passed.


Old Business


Karen Martin has retired. Going forward, Damascus will be staffed with part-time staff.


The E-rate proposal detailed in April has been accepted.


UPS station has been set up and is seeing 8 to 10 packages per day. The service has been advertised on social media.


The broken window has been replaced. Carpet cleaning has been scheduled.


Summer Reading Club will feature heavy programming. School visits have advertised summer offerings.


New Business


The meeting room Smartboard may need to be replaced. Some computers fail to connect to it. Dedicating a computer to the meeting room might suffice. Parts could be replaced to deal with some issues but would prevent any computer from linking to it going forward. Total replacement could be $5,000.


The Friends of the Library next meet on June 7th.
The next county board meeting is June 8th.
Regional board meets again on June 22nd.


Kelly moved to adjourn. The meeting ended at 6:01PM.



Minutes for June 8, 2022.


David Emmerling called the monthly meeting of the Van Buren county library board to order on June 8th, 2022, at 5:01PM. Board members David Emmerling, Joye Hawk, and David Jeffries were present, as well as interim Director Deborah Meyer and Regional Director John McGraw.


Minutes of the May 11 meeting were reviewed. Joye moved to approve the minutes as presented. David Jeffries seconded the motion. The minutes were approved.


Library financial transactions were taken up. It was recommended that Deb ask the quorum court to appropriate more money for the Law Library expenses. John estimated that an additional $500 in 6009.0600.3062 for Water, and an additional $1,200 in 6009.0600.3061 for Gas should suffice. David Jeffries moved to approve the financials. Joye seconded the motion, which passed.


Old Business


There was a call for any old business.


New Business


Access to the First Security account was discussed. It was decided that having every board member as a potential co-signer would expedite paying bills. David Jeffries moved to add all board members to the account. Joye seconded the motion. The current board members will be signatories to the account:


David Emmerling


Kelly Tester


David Jeffries


Joye Hawk


Tracy Hastings


The Director position was discussed. Joye moved to name Deborah Meyer the permanent Director of the Van Buren County libraries at $15 per hour. David Jeffries seconded the motion. After further discussion, David Jeffries moved to amend the salary to $15.50 per hour, with annual reviews to consider job performance and salary. Joye seconded the motion. The amendment passed. The motion passed and the board congratulated Deborah on her performance as Interim Director.


Deborah reported that lockers are due to arrive in the following week.


John highlighted an issue for the Regional board warranting input from the county boards: abolishing limits on DVDs and CDs. The limits made sense when the collection is small, but at this point the limits just force more frequent visits from patrons and restricts circulation.


Training opportunities are coming up for beginning cataloging and library management.


Regional board meets again on June 22nd in Conway.


The Friends of the Library next meet on August 2nd


The next county board meeting is July 13th.


The board voted by acclamation to adjourn. The meeting ended at 6:03PM.



Minutes for July 13, 2022.


David Emmerling called the monthly meeting of the Van Buren county library board to order on June 8th, 2022, at 5:08PM. Board members David Emmerling, David Jeffries, and Kelly Tester were present, as well as Director Deborah Meyer and Regional Director John McGraw. Joining via Zoom were board members Tracy Hastings and Joye Hawk.


Minutes of the June 8 meeting were reviewed. Kelly moved to approve the minutes as presented. David Jeffries seconded the motion. The minutes were approved.


Library financial transactions were taken up. Utilities shortfalls were again discussed. Kelly moved to seek appropriation of $6,000 to the Law Library by the Quorum Court. Tracy seconded the motion. The measure passed unanimously.


David Jeffries expressed concern about UPS business in June. The cost to provide the service exceeded revenues by $380 in June alone. Subtracting one-time set-up costs, the deficit was still $100.


David Jeffries moved to approve the financials. Kelly seconded the motion, which passed.


Old Business


There was a call for any old business.


New Business


Lockers are up and running. Very little use as yet. John suggested creating a second pick-up location for holds that would be the outside lockers. Patrons placing holds could select the lockers if that meets their schedule better. John suggested a demonstration for the board in August.


A COVID test site had been acquired from Color Health via the Association of Rural and Small Libraries. One complication is the tests must be shipped out via Fed Ex. Deb is discussing with Color whether she can use UPS. Another complication is the requirement that testers download an app to a smartphone to use the service.


Training opportunities are coming up for Narcan training on August 17th.


John pointed out that summer programming numbers were sky-high: 211 people in Damascus in June, and 570 in Clinton. The future of programming was discussed.


Better World Books consignment service for donations was discussed.


The Friends of the Library next meet on August 2nd


The next county board meeting is August 10th.


Regional board meets again on August 24th in Clinton.


The board voted by acclamation to adjourn. The meeting ended at 5:59PM.