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CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

JANUARY 7, 2012

 

The Craighead County Jonesboro Public Library Board of Trustees met in a called session on Monday, January 7, 2012 at noon.  Present for the meeting were Vice-Chairman, Mrs. Sandra Burns, Mr. James Dunivan, Mr. Hollis Kim Inboden, Mrs. Jean Pasmore and Mr. Ralph Waddell.  From the Craighead County Jonesboro Public Library Staff, Ms. Phyllis Burkett, Director, Mr. David Eckert, Assistant Director, and Mrs. Nancy Dobbins, Business Manager.

 

Minutes from the August 17 & October 25, 2011 Board Meetings were presented for approval.  Mr. Waddell moved that the minutes be approved. 

 

Financial Reports including final expenditure projections for December and a report on the Landscaping Project were presented for approval.  As the Board reviewed the reports, Ms. Burkett explained that the office supplies category was overspent due to having to purchase new library cards.  Over 3,900 were distributed last year.  Staff Development is overspent also and is due to having to do so many DISC Profiles since there was a huge staff turnover and due to the travel expense from sending so many to the American Library Association Conference in New Orleans.  Public Programming had funds left & this was partly due to the position being unstaffed for so long.  The Board reviewed the investment account report.  The Board asked Ms. Burkett if she and Mr. Kochel could make a list of questions regarding the investment accounts.  They suggested asking Mr. Pete Murphy from Wells Fargo Financial Advisors to attend the meeting to answer the questions and offer his advice. 

 

The 2012 revised M & O Budget & salaries were presented for approval.  Ms. Burkett commented that she had spoken with the engineer and Mr. Jerry Brackett, Architect from Brackett Krennerich about the security lighting for the parking lot on Madison Street. In their discussion, the topic of drainage came up and they all agreed that it would be best to slant the parking lot toward the street enough to displace water onto the street rather than onto any neighbor’s lots. Ms. Burkett stated that she had spoken with City officials who indicated that this could cause a drainage issue on the street and the Library could face a bill for installing a new drain at the corner of Madison & Cherry Streets.  The Board moved on to discuss the salaries and the three options which were Option A 3% Flat Rate; Option B 3% Flat Rate and some salary adjustments; and Option C a $3,000 Flat Rate and some adjustments.  After much discussion, the Board chose Option B with the following changes: everyone would receive at least a 3% increase: the position on line #27 under the Circulation Team would be changed to receive a salary adjustment of 40% of the difference of their current salary and $27,000.  The other positions being considered for a salary adjustment were to also receive 40% of the difference of their current salary and the proposed adjustment or a 3% increase whichever was the greater amount.  Mr. Waddell made a motion to adopt Option B giving everyone on staff at least a 3% increase or in some cases 40% of a proposed salary adjustment.  Mr. Dunivan seconded the motion which passed.  Mr. Waddell made a motion to approve the Financial Reports.  Mr. Inboden seconded the motion which passed.

 

Mrs. Burns excused herself from the meeting.  Mr. Waddell stepped in her absence.  The Board reviewed a bid from Roberts-McNutt Waterproofing/Roofing to power wash the curved arches and wall space; to rebuild and reface the arch fronts; to tuck point mortar where needed; and recoat all of the arch surfaces & waterproof the front walls that adjoin the arch areas for the cost of $10,341.  Mr. Dunivan made a motion to approve the bid from Roberts-McNutt Waterproofing/Roofing to do power washing, tuck pointing and waterproofing work to the arches and the immediate area for the cost of $10,341.  Mr. Inboden seconded the motion which passed. 

Ms. Burkett recommended changing the CCJPL Board meeting dates to the third Thursday of each month at 5:15 p.m. in the Civic League Room.  Mrs. Pasmore made a motion to approve changing the CCJPL Board meeting dates to the third Thursday of each month at 5:15 p.m. in the Civic League Room.  Mr. Inboden seconded the motion which passed. 

 

The Board reviewed the bid specifications for bank account interest.  Ms. Burkett commented that it might be better to break the accounts into two or four accounts to hopefully get a better rate of interest.  She asked permission to change the bid specifications to say bidding on one or more collateralized accounts.  Mr. Dunivan made a motion to changing the wording on the bid specifications for Bank Account Interest to state that say you are bidding on one or more collateralized accounts.  Mr. Inboden seconded the motion which passed.

 

The Board reviewed the bid specifications for janitorial service.  Mrs. Pasmore made a motion to approve the bid specifications for janitorial service.  Mr. Inboden seconded the motion which passed. 

 

Ms. Burkett told the Board that the Department of Human Services is requiring background checks on anyone that visits a daycare or comes in contact with children.  In the past the Library has used the Arkansas State Police for background checks.  These were limited in the information covered.  Information from Sterling Infosystems was given to the Board to consider using to do background checks.  Sterling has a $275 setup/maintenance fee and charges $36 for a seven year trace via social security number for all of the counties the employee has lived in plus a Department of Justice Sex Offender search.  A National multi-state multi-jurisdictional criminal search can be added for $7 and an educational verification for $10.  Mrs. Pasmore made a motion to approve using Sterling Infosystems to do basic background checks on all of the current staff and all new hires. Educational verification will be done when needed.  Mr. Dunivan seconded the motion which passed. 

 

Ms. Burkett asked the Board if they felt that the Library should hire an attorney for legal services.  Mr. Waddell commented that from his perspective that he feels part of a civic responsibility to provide free legal service.  He continued that however, if litigation occurs, then the Library may have to discuss hiring an outside lawyer.  The other Board members present and staff expressed their thanks to Mr. Waddell for his generosity. 

 

Ms. Burkett commented that Mr. Stan Langley who served on the Library Board from 1975-1999 had died.  Mr. Langley had served as Chairman & Library Attorney during those years.  Everyone agreed that he will be missed by many. 

 

The meeting adjourned.  

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

FEBRUARY 16, 2012

 

The Craighead County Jonesboro Public Library Board of Trustees met in a regular session on Thursday, February 16, 2012 at 5:15 p.m.  Present for the meeting were Vice-Chairman, Mrs. Sandra Burns, Mr. James Dunivan, Mrs. Jean Pasmore, and Mr. Hollis Kim Inboden.  From the Craighead County Jonesboro Public Library Staff, Ms. Phyllis Burkett, Director, Mr. David Eckert, Assistant Director, and Mrs. Nancy Dobbins, Business Manager.  Mr. Michael Wilkey, reported for the Jonesboro Sun.

 

Minutes from the January 4, 2012 Board Meeting were accepted as mailed.

 

Ms. Burkett reported that Mr. Kochel had resigned since his family was relocating to south Arkansas.  Mrs. Burns asked for nominations for Chair.  She indicated that she would be willing to serve as Vice-Chair but it would be difficult for her to serve as Chair due to her traveling.  Ms. Burkett noted that the CRRL Vice Chair, Mrs. Patsy McClain would serve in the Chair’s absence at regional meetings.  Mrs. Pasmore nominated Mr. Dunivan as Chair of the CCJPL Board.  Mr. Dunivan accepted by acclimation. Mr. Dunivan then presided over the meeting.

 

Ms. Burkett commented that since Ms. Deborah Taylor who was appointed to the CCJPL Board on April 1, 2011 has not responded to any correspondence, Ms. Burkett requested that the Board authorize her to write a letter to Ms. Taylor that according to the AR State Law & the Library By-Laws, she will be removed from the Library Board.  Mrs. Burns made a motion authorizing Ms. Burkett to send a letter to Ms. Taylor informing her that according to AR Law and Library By-Laws she is no longer on the Library Board.  Mr. Inboden seconded the motion which passed unanimously.  Ms. Burkett stated that she would contact the Mayor of Jonesboro & request that he appoint a Board member to replace Mr. Kochel’s position and she would also contact the County Judge to appoint a Board member to replace Ms. Taylor. 

 

Ms. Burkett asked the Board for approval to move the date for the Board to approve the upcoming year budget from December 20 to October 18, 2012.  There was no objection & the Board approved the move without a motion being made.

 

The final financial reports for 2011 were presented.  Mill tax collections were up 2% over the previous year.  Fines were up $6,806 over the projection for the year.  Expenses were in line and it was a good year except for the $37,514 loss incurred due to the bank account fraud.   Ms. Burkett & Mr. Dunivan reported that their meeting with the Liberty Bank officials to discuss the bank account fraud didn’t change anything.  Liberty Bank feels that the breach occurred due to the lack of security on the Library’s part.  Therefore, they are not willing to accept any responsibility for the loss.  The Board agreed with Ms. Burkett’s statement that a separate payroll account should be setup in addition to the operating account if the Library uses direct deposit in the future. Mrs. Burns made a motion to approve the final Financial Reports for 2011.  Mrs. Pasmore seconded the motion which passed. 

 

Financial Reports for 2012 showing the revised Maintenance & Operations Budget, income and expenditures through January 31, 2012 were presented.  The Income report included the amount of the CWL Refund which had been received.  Mrs. Pasmore made a motion to approve the 2012 Financial Reports for CCJPL.  Mr. Inboden seconded the motion which passed. 

 

A report was given on the history of the Capital Improvement Account.  The account balance reflects a 28% growth since it was opened.  Ms. Burkett stated that she & Mr. Kochel had briefly discussed which direction the Library might need to go to gain the most return on the investment accounts.  The Board asked Ms. Burkett to contact Mr. Pete Murphy, Library Financial Advisor from Wells Fargo Financial Advisors and see if he would attend a Board meeting and give his professional advice on the accounts and what the options are for the accounts. 

 

Mr. Eckert presented information on an Employee Assistance Program offered through the Better Life Counseling Center.  He compared this center to the same service offered through St. Bernard’s Wellness Center and found that this Better Life Counseling Center was ranked with a more favorable response among users.  The Better Life Center has three certified counselors on staff to counsel users.  Their fee is $15 per year for each employee with four visits per year for the employee and/or family members.  The fee includes two staff wide training sessions each year and a one hour phone consultation for management per quarter.  The annual cost to include 58 full & part time staff is $870.  Mr. Inboden made a motion to approve implementing an Employee Assistance Program using the Better Life Counseling Center for the Library staff.  Mrs. Pasmore seconded the motion which passed.

 

The next item on the agenda was allocating the Ruth Dacus Income.  Ms. Burkett informed the Board that the Friends of the Library are willing to donate $2,000 for the next two years to sponsor a program for a Senior Reading Project.  Ms. Burkett recommended that the income from the Ruth Dacus account be allocated for this project.  Mr. Inboden made a motion to allocate the 2011 income from the Ruth Dacus Investment Account to a Senior Reading Project.  Mrs. Pasmore seconded the motion which passed. 

 

Bids for Bank Account Interest from six financial institutions were presented to the Board.  Heritage Bank offered the highest rate at .501%.  After discussing the rates and accounts, the Board was in agreement with Ms. Burkett’s recommendation to open four accounts at Heritage Bank for the millage accounts.  Two are for current year collections for the city and county and two are for the maintenance accounts for the city and county funds.  Two accounts will be opened at Bancorp South since it was felt that they could provide the best security for using a direct deposit account.  One of these accounts will be the operating account and one will be the direct deposit account.  The accounts with Liberty Bank will be closed after outstanding checks have had an opportunity to clear the account. Mrs. Pasmore made a motion to setup two accounts at Bancorp South (one for Operations and one for the direct deposit payroll) to receive the interest rate of .050%.  Mr. Inboden seconded the motion which passed.  Mr. Inboden made a motion to move the four accounts at Liberty Bank to Heritage Bank setting up two for current year collections (city & county) and two to be used for maintenance accounts (city & county) to receive interest at the rate of .501%.  Mrs. Pasmore seconded the motion which passed. 

 

Bids for janitorial service from three cleaning services were presented.  The Board & staff discussed the current service and the bids received.  Mrs. Pasmore made a motion to approve the bid to provide janitorial service from Davis Commercial Cleaning at the annual rate of $31,736.28 including sales tax.  Mr. Inboden seconded the motion which passed.

 

Ms. Burkett asked the Board to please work on a “Short List of Needs” for the next five years and bring them to the March CRRL Board meeting for a discussion.

 

Ms. Burkett reported that the design work is being done on the parking lot on Madison Street and hopefully everything will be completed soon.  The lot will accommodate 18 parking places.  Parking has become even a greater issue recently since First United Methodist Church has needed more of the spots to store building supplies on the lot located at the corner of Madison & Warner.  They have graciously agreed that the Library staff can park in some of the spots on their lot located at the corner of Madison & Matthews.  Some of the Library is also parking on the street on Parr & Witt Streets.  The daycare on Warner has offered that staff can park in front of the white building not being used by the daycare on Warner and the Jewish Temple has agreed that staff can use their parking with the exception of Holy Days.  Staff have been made aware of those days and know not to park then. 

 

Ms. Burkett mentioned that new state regulations are requiring that anyone going into a daycare environment have a tuberculosis test and background check done. She commended Mr. Eckert for having successfully completed the NEAR Society for Human Resource Management training and is now a Certified Human Resource Manager.  Mr. Eckert is trying to make sure that the Library is in compliance with state & federal regulations. 

 

Mrs. Pasmore made a motion to adjourn.  Mr. Inboden seconded the motion which passed.

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

APRIL 19, 2012

 

The Craighead County Jonesboro Public Library Board of Trustees met in a regular session on Thursday, April 19, 2012 at 5:15 p.m.  Present for the meeting were Chairman, Mr. James Dunivan, Vice-Chairman, Mrs. Sandra Burns, Mrs. Jean Pasmore, and Mr. Ralph Waddell.  From the Craighead County Jonesboro Public Library Staff, Ms. Phyllis Burkett, Director, Mr. David Eckert, Assistant Director, and Mrs. Nancy Dobbins, Business Manager.  Mr. Pete Murphy & Mr. Jeremy Watson, Financial Advisors from Wells Fargo were also present for the meeting.

 

Mr. Waddell made a motion to accept the minutes as submitted from the February 16, 2012 Board Meeting. Mrs. Burns seconded the motion, which passed.

 

Mr. Murphy & Mr. Watson did a Power Point presentation on the Library Investment accounts.  They indicated that it is best to diversify as the Library has done and advised the Library needs an Investment Policy Statement which will keep the Library on track to make good decisions.  Ms. Burkett asked if Wells Fargo had sample Investment Policy Statements.  Mr. Murphy indicated that they would email Mrs. Dobbins one.  The Board will go over it at the May Board meeting.

 

Financial reports for the first quarter were presented.  Income & spending are on track. Mrs. Pasmore made a motion to approve the financial reports.  Mrs. Burns seconded the motion which passed.

 

Bids from Forrest Office Machines & Ricoh for an office copier for the main library were presented.  Ms. Burkett stated that the current office copier is out of commission.  The Library has another year to satisfy the lease agreement on it.  It currently needs a new electronic board which would cost approximately $1,400.  Instead of spending that much on a machine that is constantly having repair issues, Ms. Burkett stated that the staff felt it might be best to put the money toward purchasing a new one.  She recommended the bid from Forrest Office Machines since they had been kind enough to come & repair the current copier when the other maintenance company became unreliable and Forrest also is the copy that all of the branch copiers have been purchased from.  Mr. Waddell made a motion approving the bid in the amount of $11,100 from Forrest Office Machines to purchase a new office copier. Mrs. Burns second the motion which passed. 

 

Ms. Burkett reported that work had been completed on the barrel vaults and that Roberts McNutt is now working on cleaning the brick on the Freedom Plaza Wall. The workers have encountered issues is getting the wall clean due to the design of the wall  The wall is holding water inside due to no drain holes and will continue to cause the lime to leach from the wall.  The Roberts McNutt proposal to clean the wall & tuck point at the cost of $3,800 could go higher due to this problem.  Mrs. Burns made a motion to approve the proposal from Roberts McNutt to clean the Freedom Plaza wall at the cost of $3,800 and up to $500 if necessary.  Mrs. Pasmore seconded the motion which passed. 

Ms. Burkett presented a proposal from Mr. Phil Stewart for a project to construct a serpentine walkway form the Freedom Plaza to the bus stop on Madison Street at the cost of $8,957.  The project will have an additional cost of approximately $4,000 from S & S Landscaping to add fill dirt and hydro seed the area plus repair and damaged sprinkler system heads during the project.  Mrs. Pasmore mad a motion to approve the Landscaping Project to construct the sidewalk bid from Mr. Phil Stewart at the cost of $8,957 and to include the added cost for fill dirt and hydro seeding at the estimated cost of $4,000 from S & S Landscaping.  Mrs. Burns seconded the motion which passed. 

 

Ms. Burkett reported that there have been some complaints about accessibility in the Cherry Street public restrooms by customers using motorized carts. The estimated cost to remodel the restrooms is $6,159.  Gould Door will install new partitions will relocate the handicapped stall entrance.  Mr. Philip Jones will remove one the current sinks, build a counter to relocate the other sink and relocate the baby changer where the second sink was.  Relocating the stall doors will require installing a supporting wall stud. The project includes repainting bathroom.  The cost for Adams & Cooper Plumbers to reconnect any plumbing will be additional. Mr. Waddell made a motion to approve the project to renovate the public restroom at the Cherry Street entrance to make more handicapped accessible.  Mrs. Burns seconded the motion which passed. 

Ms. Burkett presented a proposal from Corter Consulting to provide a Succession Plan for the Director’s position.  The Board were in agreement that they would like to review the information and make a decision on this at the May 17, 2012 Board meeting. 

Mrs. Burns made a motion to adjourn to executive session.  Mr. Waddell seconded the motion which passed.

Mrs. Pasmore made a motion to return to regular session.  Mrs. Burns seconded the motion which passed.

No action was taken during the executive session.

Mr. Waddell made a motion to suspend McAdams Public Library Librarian, Donna Vickers without pay for 30 days or two pay periods during which time she will remain on the Library Health & Dental Insurance but will not earn paid time off or holiday pay and will not be allowed to use paid time off to cover her suspension.  Upon her return to work, she will be required to take extensive job training administered by the Director & Assistant Director which is to include confidentiality of patron’s records.  Mrs. Burns seconded the motion.  Motion passed unanimously.

Mr. Waddell made a motion to adjourn.  Mrs. Pasmore seconded the motion which passed.

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

MAY 17, 2012

 

The Craighead County Jonesboro Public Library Board of Trustees met in regular session on Thursday, May 17, 2012 at 5:15 p.m.  Present for the meeting were Chairman, Mr. James Dunivan, Vice-Chairman, Ms. Sandra Burns, Mr. Kim Inboden, Ms. Jean Pasmore, and Mr. Ralph Waddell.  From the Craighead County Jonesboro Public Library Staff, Ms. Phyllis Burkett, Director, Mr. David Eckert, Assistant Director, and Ms. Nancy Dobbins, Business Manager. 

 

Ms. Burns made a motion to approve the minutes from the April 19, 2012 Board meeting.  Mr. Inboden seconded the motion which passed.

 

Financial reports through April 30, 2012 were presented.   Mr. Waddell made a motion to approve the financial reports through April 30, 2012.  Ms. Burns seconded the motion which passed.

 

A sample Investment Policy statement was presented.  The Board decided that an Investment Committee would be formed to develop the Investment Policy.  Ms. Pasmore and Mr. Waddell volunteered to serve on the committee along with Mr. Dunivan who will act as Chairman for the committee.

 

Ms. Burkett reported on the progress on the parking lot.  The City of Jonesboro will provide asphalt and paint the lines for the parking spaces. The Library will need to pay $10,192.225 for concrete work for curb & gutter, sidewalk ramps and concrete walks.  The Library will also purchase dirt for landscaping and a sign similar to the Round Room Entrance sign will be placed by the new parking lot designating it for Customer Parking and thanking the Mayor & County Judge for helping with the project.

 

Insurance Network was the only company that submitted a bid for providing building insurance, boiler coverage and workers compensation insurance.  Ms. Burns made a motion to accept the bid from Insurance Network to provide insurance coverage for the building, boiler & workers compensation.  Mr. Inboden seconded the motion which passed. 

 

Revisions to the Employee Handbook included the Library offers counseling service for the staff which includes up to four counseling sessions each year.  The provider for the program is subject to change annually.  Ms. Pasmore made a motion to approve the counseling service for the Library Staff.   Ms. Burns seconded the motion which passed.  Another revision is that as of April 19, 2012, the Library stated that there will be no designated provider for supplemental insurance for the Library staff and the Library will go no higher than six optional payroll deductions.

 

Ms. Pasmore made a motion to adjourn to Executive Session.  Mr. Waddell seconded the motion which passed.  A personnel issue was discussed with no action taken.  Mr. Inboden made a motion to reconvene to regular session.  Ms. Burns seconded the motion which passed.

 

The Board was presented with a Succession Plan for replacing the Library Director’s position from Corter Consulting at the cost of $9,500.  Mr. Waddell made a motion to approve hiring Corter Consulting to perform the Succession Plan for replacing the Library Director at the cost of $9,500.  Ms. Burns seconded the motion which passed.

 

Mr. Waddell made a motion to adjourn.  Ms. Burns seconded and the motion passed.  

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

JUNE 21, 2012

 

The Craighead County Jonesboro Public Library Board of Trustees met in special session on Thursday, June 21, 2012 after the Crowley Ridge Regional Library adjourned.  Present for the meeting were Chairman, Mr. James Dunivan, Vice-Chairman, Ms. Sandra Burns, Mr. Kim Inboden, Ms. Jean Pasmore, and Mr. Ralph Waddell.  Library Staff, Ms. Phyllis Burkett, Director, Mr. David Eckert, Assistant Director, and Ms. Nancy Dobbins, Business Manager.  Proposed City Library Board member Ms. Barbara Winters, PhD., also was in attendance.

 

Options for the Library cleaning service were discussed.  Davis Commercial Cleaning is the current service hired to clean the Library and they have not been able to keep up with the job.  Library staff has meet with them on several occasions and they always commented that they didn’t realize how large the Library is and how much would be required.  Ms. Burkett consulted with Mr. Bob Robinson from Bob Robinson Commercial Flooring on how the vinyl tile should be cleaned & waxed.  Mr. Robinson recommended SG360 as a cleaning service and felt that they are knowledgeable in taking care of the tile and cleaning. A bid from SG360 was presented to the Board for consideration.  Ms. Pasmore made a motion to terminate Davis Commercial Cleaning effective June 30, 2012.  Mr. Waddell seconded the motion which passed.  Ms. Pasmore made a motion to hire SG360 on a month by month basis evaluation and a 45 day out on the contract to provide cleaning service for the Library.  Mr. Inboden seconded the motion which passed. 

 

Mr. Waddell made a motion to adjourn.  Ms. Pasmore seconded the motion which passed. 

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

AUGUST 16, 2012

 

The Craighead County Jonesboro Public Library Board of Trustees met in regular session on Thursday, August 16, 2012.  Present for the meeting were Chairman, Mr. James Dunivan, Vice-Chairman, Ms. Sandra Burns, Mr. Kim Inboden, Ms. Jean Pasmore, Mr. Ralph Waddell, and Ms. Barbara Warner, PhD.  Library Staff, Ms. Phyllis Burkett, Director, Mr. David Eckert, Assistant Director, and Ms. Nancy Dobbins, Business Manager.  Mr. Jeff Wicker, CPA from Thomas Speight & Noble was also in attendance.

 

Ms. Burns made a motion to approve the minutes from the May 17, 2012 and June 21, 2012 CCJPL Board meetings.  Mr. Inboden seconded the motion which passed. 

 

Mr. Wicker presented the 2011 Financial Audit for CCJPL which was done according to General Accounting Principles.  Mr. Wicker reviewed the audit with the Board and stated that in his opinion it was a clean audit which revealed no inconsistencies, irregularities or any incidents of non-compliance.  Ms. Burns made a motion to approve the 2011 Financial Audit as presented by Mr. Wicker.  Mr. Waddell seconded the motion which passed.

 

Ms. Burkett shared copies of a proposal from former Board member Mr. Charles Kochel to become the Library Financial Advisor.  Mr. Kochel is now working as a Financial Advisor with Abacus Wealth Partners.  The Finance Committee (Mr. Dunivan, Ms. Pasmore and Mr. Waddell) agreed to meet and review the information from Mr. Kochel. 

 

Ms. Kay Bauer asked to speak to the Library Board regarding setting up an endowment given by Ms. Bauer and her deceased husband Mr. Larry Bauer to supplement the cost to maintain a 75 gallon salt water aquarium.  Ms. Bauer presented a proposal to the Friends of the Library for the project and the FOL agreed to pay the initial cost of $4,500 for the aquarium and they will commit $1,000 towards the annually for maintenance on the aquarium.  The additional cost over the $1,000 provided by the FOL will come from the Bauer Endowment Account.  The Board reviewed a copy of the Larry and Kay Bauer Charitable Trust.  Ms. Burns made a motion to accept the Bauer Endowment setup for the purpose of maintain a salt water aquarium. Mr. Inboden seconded the motion which passed.  The Board expressed their gratitude to Ms. Bauer for her generosity in funding the project. 

 

Ms. Barbara Warner, PhD., was introduced and welcomed as a new member to the Library Board. 

 

A proposal from Bob Robison Commercial Flooring in the amount of $8,920 was presented to the Board to replace the Round Room carpet and a proposal from Snyder Environmental in the amount of $5,276 to remove the asbestos tile under the carpet.  A discussion was held on the remaining asbestos in the building located in the Technical Services work area.  Ms. Burns made a motion to accept the proposal from Snyder Environmental for asbestos removal in the Round Room and to approve the quote from Bob Robison Commercial Flooring to replace the carpet in the Round Room.  Ms. Warner seconded the motion which passed.  The Board asked Ms. Burkett to get a price from Snyder to remove the last remaining asbestos in the building located in the Technical Services area.  If the price is not more than the price to remove it in the Round Room, she is authorized to have them proceed with the project and to have Mr. Robison to replace the tile with a new vinyl tile in the area. 

 

Quarterly Financial Reports and the Summer Reading reports were presented to the Board.  Mr. Waddell made a motion to approve the Financial Reports and the Summer Reading reports.  Mr. Inboden seconded the motion which passed.  

 

Ms. Burkett reported that the Library received notice that it was named in Ms. Mary A. Wilcockson’s Will to receive $1,000.  Mr. Waddell was thanked for tracking the will for the Library.  Ms. Wilcockson had specified that she would like the money to be used to purchase New England materials for the genealogy area. 

 

Mr. Waddell made a motion to adjourn.  Mr. Inboden seconded the motion which passed. 

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

SEPTEMBER 20, 2012

 

The Craighead County Jonesboro Public Library Board of Trustees met in regular session on Thursday, September 20, 2012.  Present for the meeting were Chairman, Mr. James Dunivan, Vice-Chairman, Ms. Sandra Burns, Ms. Jean Pasmore, Mr. Ralph Waddell, and Ms. Barbara Warner, PhD.  Library Staff, Ms. Phyllis Burkett, Director, Mr. David Eckert, Assistant Director, and Ms. Nancy Dobbins, Business Manager.  Also present was Mr. Jim Corter, from Corter Consulting.

 

A bid from Screenvision in the amount of $10,416 for 12 months of movie screen ads was presented to the Board for approval.  The ads will be produced by a creative team from the Library staff.  The will target a wide age range and will appear before every movie at every showing in every theater.  An updated Maintenance & Operations Budget was presented showing plenty of money left in the programming category to cover the ads.  Ms. Pasmore made a motion to approve the Screenvision bid in the amount of $10,416 for 12 months.  Ms. Burns seconded the motion which passed. 

 

An estimated cost to remove the asbestos in Technical Services was given of $4,984.  In order to provide tighter control over materials being processed, Ms. Burkett requested approval to move the Technical Services area over to the opposite side where the 1988 addition is located and replace all tile in the work area to the same type.  The Board discussed the possibility of adding a new wall between the Administrative office area and Technical Services to create more privacy and control for both departments.  The entire area would be painted or have new wall paper and new carpet in the offices.  The estimated cost to do this additional work is $25,000.  Ms. Burns made a motion to approve having Snyder Environmental include the Technical Services area for the asbestos removal and to approve funding to complete the remodeling project in Technical Services and Administrative office areas.  Ms. Pasmore seconded the motion which passed. 

 

The meeting adjourned without a motion.   

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

OCTOBER 18, 2012

 

The Craighead County Jonesboro Public Library Board of Trustees met in regular session on Thursday, October 18, 2012.  Present for the meeting were Chairman, Mr. James Dunivan, Mr. Kim Inboden, Mr. Ralph Waddell, and Ms. Barbara Warner, PhD.  Library Staff, Ms. Phyllis Burkett, Director, and Ms. Nancy Dobbins, Business Manager. 

 

Since a quorum wasn’t present for the meeting, the Board decided to turn it into a committee meeting to discuss the proposed maintenance & operations budget for 2013. 

 

Financial reports through September 30, 2012 were reviewed.  The investment account report indicates improvement over the previous year, budget spending is on track and mill tax collections are 5% ahead of the previous year collections.  An extraordinary maintenance report for 2012 projects was given showing the cost for the Madison Street parking lot to be $13,147 and the paid to date cost for the Asbestos Removal and Remodel for the Round Room and Technical Services.  It is estimated that the total for 2012 Extraordinary Projects will be $51,868.  A report on future capital improvement issues was presented.  No specific time frame can be placed upon HVAC equipment.  Carrier has recommended that two units dating back to 1988 should be replaced with rooftop package units when they expire.  The warranty on the roof in this area will expire in 2018.  If the units expire before then, the roof will have to be cut into in order to run refrigeration lines which were placed under the concrete when the addition was built. 

 

A proposed M & O Budget for 2013 was reviewed by the Board.  Salaried staff would receive and increase calculated using a step increase system.  The Board discussed the proposed budget and requested that Ms. Burkett & Ms. Dobbins attain salary schedules from other Public Libraries within the state and prepare two or three options for the Board to review at the November Board meeting. 

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

NOVEMBER 15, 2012

 

The Craighead County Jonesboro Public Library Board of Trustees met in regular session on Thursday, November 15, 2012.  Present for the meeting were Chairman, Mr. James Dunivan, Vice-Chairman, Ms. Sandra Burns, Mr. Kim Inboden, Ms. Jean Pasmore, Mr. Ralph Waddell, and Ms. Barbara Warner, PhD.  Library Staff, Ms. Phyllis Burkett, Director, Mr. David Eckert, Assistant Director, and Ms. Nancy Dobbins, Business Manager.  Mr. Jim Corter of Corter Consulting was also present.

 

The Board reviewed three options for the 2013 M & O Budget.  The first option was using a salary schedule based upon comparable positions at other public libraries in Arkansas.  The second option was based upon using half of the salary schedule in option one.  The third option used a flat rate increase of $1,000 for full time salaried staff.  Salaried staff working less than full time will receive a prorated flat rate amount.  After some discussion, the Board decided to choose the third option.  Ms. Burns made a motion to approve Option Three flat rate increase for salaried staff. Ms. Pasmore seconded the motion which passed. 

 

The meeting adjourned without a motion.   

 

The Board met with Mr. Corter to continue the succession plan for replacing the Director.  

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

JANUARY 17, 2013

 

The Craighead County Jonesboro Public Library Board of Trustees met in regular session on Thursday, January 31, 2013.  Present for the meeting were Chairman, Mr. James Dunivan, Vice-Chairman, Ms. Sandra Burns, Ms. Jean Pasmore, and Ms. Barbara Warner, PhD.  Also present was Library Director, Ms. Phyllis Burkett, Director and Business Manager, Ms. Nancy Dobbins. 

 

Minutes from the August 16, September 20, November 15, Board meetings and the October 18 2012 Board discussion were presented for approval.  Ms. Burns made a motion to approve the minutes.  Ms. Warner seconded the motion which passed. 

 

Financial reports completing the calendar year 2012 were presented.  Mill tax collections for 2013 collected during 2012 reflected a 6% increase over the previous year.  The year ended with a carryover of $258,250 for 2013 was better than projected.  The books are kept open through the second week in January to pay invoices for the previous year.  Ms. Pasmore made a motion to approve the 2012 financial reports.  Ms. Burns seconded the motion which passed. 

 

Since the previous year ended with a large carryover, adjustments to the 2013 Maintenance & Operations Budget were made to the categories of website administration, furniture & equipment, janitor supplies and public programming and library promotion which increased the total budget by $22,931.  Ms. Pasmore made a motion to approve the amended 2013 Maintenance & Operations Budget.  Ms. Burns seconded the motion which passed. 

 

A proposal from Pleth, LLC to redesign the Library website using Drupal 7 for the platform was presented for approval.  The current site which was setup and maintained for the past three and a half years by Irish Ninjas will now have three sites – one for adult services, one for youth services and one for young adult services. Off server backups of each virtual server will be maintained by Pleth, LLC.    Ms. Burns made a motion to approve the proposal from Pleth.  Ms. Pasmore seconded the motion which passed. 

 

A proposal from Online Computer Library Center (OCLC) to provide CONTENTdm software for digitizing old photographs and documents in the amount of $13,578.91 was presented to the Board for approval.  Items will be stored on a CONTENTdm server. Ms. Pasmore made a motion to approve purchasing CONTENTdm.  Ms. Burns seconded the motion which passed. 

 

The Board agreed to meet on Thursday, January 31 with Corter Consulting staff to review the candidates applying for the Director’s position. 

 

The meeting adjourned.  

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

JANUARY 31, 2013

 

The Craighead County Jonesboro Public Library Board of Trustees met in executive session on Thursday, January 31, 2013.  Present for the meeting were Chairman, Mr. James Dunivan, Vice-Chairman, Ms. Sandra Burns, Mr. Kim Inboden, Ms. Jean Pasmore, and Ms. Barbara Warner, PhD.  Also present was Library Director, Ms. Phyllis Burkett, Director and Mr. Jim Corter, Consultant from Corter Consulting who was hired to assist in the hiring process. 

 

The Board discussed the ranking of the candidates which have applied for the position of Director.  No one requested that the candidates ranked in the C group should be reconsidered for a B or A ranking.  The ranking system is as follows:  A=Pursue, B=Possibility, and C=Pass. 

 

A ranked candidates are:

Regina Beach-Bertin

David A. Eckert

Robin Flory

Michelle Renee Mears

Kimberly J. Young

 

B ranked candidates are:

Alton “Tony” Hardman

Barbara Alina Morgan

 

C ranked candidates are:

Harold N. Boyer

Lydia F. Kugel

Phil Johnson

Sheila G. Overton

Jacqueline K. Ryan

Thomas Vose

 

Mr. Corter will contact the seven A and B ranked candidates to setup interviews by telephone. 

The Board will set in on all of the phone interviews.   To avoid confusion when having multiple people speak and to stay on a time schedule, Mr. Corter will conduct the interview and Board members will not physically participate other than passing written question on index cards to Mr. Corter to ask of the candidates. 

 

The Board acknowledged that it might be necessary to schedule the physical interviews with two or three people on a Saturday or weekend. 

 

The Board considers Ms. Burkett a resource in this process but not a voting member.  She will be there only to be of assistance when asked. 

 

The Board came out of executive session to discuss the schedule for the interviewing process.  

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

FEBRUARY 28, 2013

 

The Craighead County Jonesboro Public Library Board of Trustees met in executive session on Thursday, February 28, 2013.  Present for the meeting were Chairman, Mr. James Dunivan, Vice-Chairman, Ms. Sandra Burns, Mr. Kim Inboden, Ms. Jean Pasmore, and Ms. Barbara Warner, PhD.  Also present was Mr. Jim Corter of Corter Consulting. 

 

The Board met to discuss the applicants for the Director’s position prior to holding an interview with Mr. David Eckert, Assistant Library Director. 

 

Ms. Burkett, Library Director and Ms. Nancy Dobbins, Business Manager entered the meeting after the interview was conducted.  The Board requested that the Agenda be amended to add the item Hire Director. 

 

The Board came out of executive session and the meeting began in regular session. 

 

Minutes from the January 17, 2013 CCJPL Board meeting were presented.  Mr. Waddell made a motion to approve the minutes from the January 17, 2013 CCJPL Board meeting. Ms. Burns seconded the motion which passed. 

 

The Board was in agreement that they were ready to take action on hiring a new Library Director.  Ms. Pasmore made a motion to hire Mr. David Eckert as the new Library Director to start on June 1, 2013.  Ms. Burns seconded the motion which passed. 

 

The Board discussed a salary range for Mr. Eckert and arrived at a starting salary of $65,000.  Mr. Dunivan phoned Mr. Eckert to offer him the position with the starting salary of $65,000.  Mr. Eckert accepted the position and the Board’s congratulations.  The Board requested that the motion to hire Mr. Eckert be amended to include a starting salary of $65,000.  The motion now reads.  Ms. Pasmore made a motion to hire Mr. David Eckert at a starting salary of $65,000 as the Library Director to start on June 1, 2013.  Ms. Burns seconded the motion which passed. 

 

Mr. Corter will work with Mr. Eckert for one month starting July 1, 2013 and will start the process to hire an Assistant Director. 

 

A proposal to change the janitorial service from using a commercial service to adding one salaried staff person who will work 30 hours a week as a Building Maintenance Supervisor and three part-time workers who will do cleaning work.  The Building Maintenance Supervisor is capable of doing miscellaneous repair work which has required a service company in the past.  This is expected to save the Library in repair costs.  The Board agreed to add the new job description of Building Maintenance Supervisor and try this for a six month period.  Ms. Burns made a motion to add the Building Maintenance Supervisor job description thus hiring Phil Stewart for this position and hiring three part time cleaning staff who he will supervise for a trial period of six months.  Mr. Waddell seconded the motion which passed. 

 

The M & O Budget was amended to add the extra for the Building Maintenance Supervisor to the salaried staff and the hourly category was increased to allow for the three extra part time cleaning workers.  The benefit categories were also amended for this change.  The supervisor will qualify for retirement and paid time off but does not qualify for any insurance.  Mr. Waddell made a motion to approve the amended M & O Budget. Ms. Pasmore seconded the motion which passed. 

 

Ms. Burkett recommended allocating the income from the Ruth Dacus investment account to he project for senior book discussion books.  Ms. Pasmore made a motion to allocate the $3,453.09 income on the Ruth Dacus investment account to the senior book discussion book project.  Ms. Burns seconded the motion which passed.

 

Bid received for bank account interest were presented.  Mr. Waddell abstained from voting since he felt that it was a conflict of interest for him.  Mr. Inboden made a motion accepting the bid for bank account interest from Heritage Bank at the rate of .350% Ms. Pasmore seconded the motion which passed. 

 

Bid specifications for building, boiler and workers compensation insurance were presented for approval.  Mr. Waddell made a motion to approve the bid specifications for the building, boiler and workers compensation insurance.  Ms. Burns seconded the motion which passed. 

 

The Crowley Ridge Regional Board meeting scheduled for Thursday, March 21 will be skipped since this is the week of spring break.  The CCJPL Board will be contacted of the April meeting date. 

 

The meeting adjourned.

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

APRIL 1, 2013

 

The Craighead County Jonesboro Public Library Board of Trustees met in regular session on Monday, April 1, 2013.  Present for the meeting were Chairman, Mr. James Dunivan, Vice-Chairman, Ms. Sandra Burns, Mr. Kim Inboden, Ms. Jean Pasmore, and Ms. Barbara Warner, PhD.  Also present was Mr. Jim Corter of Corter Consulting.   

 

The Board met with Mr. Corter to discuss assignments he had for the Board in selecting a new Assistant Director and to discuss the process he will be using when he meets with Mr. Eckert on July 1, 2013.

 

The Board discussed a personnel issue and decided that Ms. Burkett should contact Mr. Mark Mayfield from Womack, Phelps & McNeill, P. A. to handle the process.

 

The meeting adjourned.

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

MAY 16, 2013

 

The Craighead County Jonesboro Public Library Board of Trustees met in regular session on Thursday, May 16, 2013.  Present for the meeting were Chairman, Mr. James Dunivan, Vice-Chairman, Ms. Sandra Burns, Ms. Jean Pasmore, and Mr. Ralph Waddell.  Also present were Ms. Phyllis Burkett, Library Director, Mr. David Eckert, Assistant Library Director and Ms. Nancy Dobbins, Business Manager. 

 

Ms. Burns made a motion to approve the minutes from the February 28 and April 1, 2013 Board meetings.  Ms. Pasmore seconded the motion which passed.

 

The Board reviewed the bids received from Arthur J. Gallagher and Insurance Network for automobile, building, boiler and workers compensation insurance.  Ms. Burns made a motion to accept the bid from Insurance Network to provide the automobile, building, boiler, and workers compensation insurance.  Mr. Waddell seconded the motion which passed. 

 

A bid from Robison Commercial Carpet to replace the carpet at Caraway Public Library in the amount of $2,818 and a bid to replace the carpet at Kohn Memorial Library in the amount of $6,516 with carpet modules was presented to the Board for approval.  The carpet will be the same color and type at both locations and extra will be included to replace modules that become worn or stained.  Ms. Pasmore made a motion to approve the bids from Robison Commercial Carpet to replace the carpet with carpet modules at the Caraway Public Library and Kohn Memorial Library.  Ms. Burns seconded the motion which passed. 

 

Ms. Burkett reported that the services of Attorney Mark Mayfield are no longer required since the staff issue has been resolved.

 

Job description changes for Mr. Nathan Whitmire, who moved into the position of Supervisor of Technical Services and Ms. Nechia Whittingham, Supervisor of Information Services.  Mr. Whitmire and Ms. Whittingham had shared the responsibility of being the Supervisor of Information Services prior to this change.  He will also help to oversee and maintain the Integrated Library System used by the library.  Ms. Pasmore made a motion to approve the changes to the Supervisor of Technical Services and Supervisor of Information Services.  Ms. Burns seconded the motion which passed.

 

Ms. Burkett and Mr. Eckert recommended a $3,000 salary adjustment for Mr. Nathan Whitmire, a $2,000 salary adjustment for Ms. Nechia Whittingham, and a $3,000 salary adjustment for Ms. Kelly Reding. She reported that Mr. Whitmire has taken on added responsibility in becoming the Supervisor of Technical Services and has also taken on the responsibility of helping to oversee and maintain the Integrated Library System used by the library. He is also heading up the digitization project.  Ms. Reding has taken the initiative and has taken on a lot of the work done by Ms. Griffin in her absence.  Ms. Burkett and Mr. Eckert would like to offer Ms. Reding the position of Assistant Supervisor in Technical Services.  Mr. Waddell made a motion to approve the salary adjustments for Mr. Whitmire, Ms. Whittingham and Ms. Reding and agreed to offer Ms. Reding the position of Assistant Supervisor of Technical Services.  Ms. Burns seconded the motion which passed. 

 

Ms. Burkett informed the Board that the Library had won the John Cotton Dana Award which comes with a $10,000 prize from the American Library Association.  She requested approval to take the five members of the Creative Team responsible for receiving the award and the Director and Assistant Director to the American Library Association meeting in Chicago to accept the award.  She also requested an increase to the travel budget by $7,000 and staff development by $2,000 to cover some of the cost of taking this number of staff to a national meeting. Normally three or four staff would attend a national meeting. Mr. Waddell made a motion to appropriate $9,000 of which $7,000 would go to travel and $2,000 would go to staff development.  The motion includes sending seven staff to the American Library Association meeting in Chicago including Ms. Burkett at the expense of the Library.  Ms. Burns seconded the motion which passed. 

 

Quarterly financial reports were presented.  Mr. Waddell made a motion to approve the quarterly reports.  Ms. Burns seconded the motion which passed. 

 

A discussion was held on the branch libraries.  Ms. Burkett reported that she and Mr. Eckert are unhappy with the performance of the Caraway Public Librarian Ms. Kelsey Faulkner, and will be releasing her. Ms. Lisa Whitehead, Kohn Memorial Librarian will be resigning June 28 to take a position teaching at Blessed Sacrament School. The Board agreed to reduce the hours starting August 1 at the three Craighead County Jonesboro Public Libraries to 25 each week.  Ms. Burkett and Mr. Eckert assured the Board that the adjusted hours will not deprive anyone of Library service.  The Board discussed that in order to continue to give keep Ms. Donna Vickers, McAdams Librarian on the insurance she would need to work 40 hours a week.  She will be given the option of working the remainder of her hours to meet the 40 either at the main library or other branches. Mr. Waddell made a motion to approve reducing the number of hours each of the Craighead County Branches will be open to the public to 25 each week and the existing McAdams Public Library Librarian will be given the opportunity to re-locate to the main library in Jonesboro or another branch in order to work the 40 hours each week required to stay on the health and dental insurance. Ms. Pasmore seconded the motion which passed. 

 

Mr. Eckert reported that he has met with Mr. Jim Corter from Corter Consulting for training and does not feel that additional meetings are needed at this time.  The Board agreed to have Mr. Corter submit his final invoice for the Director Replacement process. 

 

Mr. Eckert shared an updated Library Organization chart. 

 

The meeting adjourned.

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

AUGUST 15, 2013

 

The Craighead County Jonesboro Public Library Board of Trustees met in regular session on Thursday, August 15, 2013.  Present for the meeting were Chairman, Mr. James Dunivan, Mr. Kim Inboden, Ms. Jean Pasmore, Mr. Ralph Waddell, and Dr. Barbara Warner.  Also present were Mr. David Eckert, Library Director, Ms. Nancy Dobbins, Business Manager and Mr. Jeff Wicker, CPA from Thomas Speight & Noble CPAs.

 

Ms. Pasmore made a motion to approve the minutes from the May 16, 2013 Board meeting.  Mr. Inboden seconded the motion which passed.

 

Mr. Wicker presented the 2012 CCJPL Financial Audit.  He stated that the audit was performed according to generally accepted accounting principles and gave the Library audit a clean report.  Mr. Waddell made a motion to approve the 2012 CCJPL Financial Audit report.  Dr. Warner seconded the motion which passed. 

 

Financial reports for the second quarter were presented for approval.  Ms. Pasmore made a motion to approve the financial reports for the second quarter.  Mr. Waddell seconded the motion which passed. 

 

Mr. Eckert reported that the Library has been using Carrier since 2005 to provide HVAC service to the Library and there haven’t been any issues with the service they provide.  However the Building Maintenance Supervisor, Mr. Phil Stewart has recommended to Mr. Eckert that it could save the Library money on maintenance cost if the Library switched to AABLE Service to provide this service. Mr. Stewart felt comfortable recommending AABLE Service since he is familiar with their company. The Board gave their approval to switch to AABLE Service without a motion being required.

 

Mr. Eckert gave an update on the branch schedule change.  Each location will be open at least one night a week.  The new hours will start the Tuesday after Labor Day.  This will allow time for the carpet installation at KOHN Memorial and Caraway Public Library. 

 

A flat screen TV will be ordered for the Civic League Room and Training Lab to update the Library and enable the rooms to be used more effectively during meetings and training. 

 

Mr. Eckert requested permission to close the Main Library on Friday, October 18 for a Staff Development Day.  The Branches will ask a substitute to work to keep their locations open on this day unless a substitute worker cannot be found.  Ms. Pasmore made a motion to approve closing the Main Library with branches remaining open unless a substitute worker cannot be found on Friday, October 18, 2013 for Staff Development Day.  Mr. Waddell seconded the motion which passed. 

 

Mr. Eckert reported that the position of Assistant Business Manager has been filled in house by Ms. Sarah Keath.  Ms. Keath has a back ground in banking and has a degree in psychology from UA at Fayetteville.

 

Mr. Eckert stated that this year will be the 20th anniversary for the Friends of the Library Holiday Open House.  This year it will be shortened to just a few hours of music and holiday cheer rather than a day-long event. 

 

Ms. Dobbins requested that the Board consider switching the CCJPL Board meeting in December with the November CRRL Board meeting.  This would give more time to approve the CCJPL M & O budget for next year.  The Board agreed to discuss it with the CRRL Board at the September Board meeting. 

 

 

The meeting adjourned.  

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

FINANCE COMMITTEE

OCTOBER 28, 2013

 

The Craighead County Jonesboro Public Library Finance Committee met at noon on Monday, October 28, 2013.  Present for the meeting were Chairman, Mr. James Dunivan, Ms. Jean Pasmore and Mr. Ralph Waddell.  Also present were Library Director Mr. David E. Eckert and Business Manager Ms. Nancy Dobbins.

 

The Committee reviewed quarterly reports and a proposed Operations Budget for 2014.  After some discussion the Committee agreed to present the proposed 2014 Operations Budget to the Board for approval on Thursday, November 20, 2013. 

 

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

November 21, 2013

 

The Craighead County Jonesboro Public Library Board of Trustees met in regular session on Thursday, November 21, 2013.  Present for the meeting were Chairman, Mr. James Dunivan, Mr. Kim Inboden, Mrs. Jean Pasmore, Mr. Ralph Waddell, Dr. Barbara Warner.  Also present were Mr. David Eckert, Library Director, Mrs. Nancy Dobbins, Business Manager and Mrs. Valerie Carroll, Outreach Coordinator.

 

Mr. Waddell made a motion to approve the minutes from the August 15 Board meeting and the October 28 Finance Committee Meeting. Mr. Inboden seconded the motion which passed.

 

Financial reports for the third quarter were presented.  Mrs. Pasmore made a motion to approve the financial reports.  Mr. Inboden seconded the motion which passed. 

 

Mrs. Carroll was introduced as the new Outreach Coordinator.  She talked about the items she plans to accomplish which include partnering with head start and promoting more programs to involve the Library in the community. Surveys will be used to gather feedback from the community. 

 

The Outreach Coordinator’s job description was presented to the Board for approval.  Mr. Waddell made a motion to approve the Outreach Coordinator’s job description.  Mr. Inboden seconded the motion which passed. 

 

Financial reports which included the projected income and proposed Operations Budget for 2014 which included up to $40,000 for a new vehicle were presented.  Mrs. Pasmore made a motion to approve the 2014 Operations Budget.  Dr. Warner seconded the motion which passed.

 

A discussion was held on the paid time off policy for the Building Manager.  Mr. Waddell agreed to write up an agreement that if the Building Manager agrees to waive earning paid time off they will be paid up to two weeks of time.  Mrs. Pasmore made a motion to approve paying a max of up to two weeks to the Building Manager in exchange for them signing a waiver that they will not earn paid time off.  Mr. Inboden seconded the motion which passed. 

 

Mr. Eckert commented that he and the Assistant Business Manager, Ms. Sarah Keath are working on revising the employee handbook. 

A discussion was held on a Gamification Rewards System with Mr. Ben Bizzle, Director of IT and Pleth for children who participate in the Summer Reading Club.   The Board opted not to support this program since it could appear to be a potential conflict of interest for the Library. 

 

Mr. Eckert reported that the Library had received bids from three companies to replace the public copy machine.  One of the options on the copier will enable the public to pay for copies with a debit or credit card.  Mrs. Pasmore made a motion authorizing the Director to spend up to $19,000 on a new copier.  Mr. Waddell seconded the motion which passed.  

 

Dr. Warner made a motion to adjourn.  Mr. Waddell seconded the motion which passed. 

 

Future meeting dates:

CCJPL - February 20, 2014, 5:15 p.m. Civic League Room

CRRL – March 20, 2014, 5:15 p.m. Round Room

CCJPL – May 15, 2014, 5:15 p.m. Civic League Room

CRRL – June 19, 2014, 5:15 p.m. Round Room

CCJPL – August 21, 2014, 5:15 p.m. Civic League Room

CRRL – September 18, 2014, 5:15 p.m. Round Room

CCJPL – November 20, 2014, 5:15 p.m. Civic League Room

CRRL – December 18, 2014, 5:15 p.m. Round Room

 

CRAIGHEAD COUNTY JONESBORO PUBLIC LIBRARY

BOARD OF TRUSTEES

February 20, 2014

 

The Craighead County Jonesboro Public Library Board of Trustees met in regular session on Thursday, February 20, 2014.  Present for the meeting were Chairman, Mr. James Dunivan, Mrs. Sandra Burns, Mr. Kim Inboden, Mr. Kevin Mulholland and Mr. Ralph Waddell.  Also present were Mr. David Eckert, Library Director and Mrs. Nancy Dobbins, Business Manager.

 

Mr. Waddell made a motion to approve the minutes from the November 21 Board meeting. Mr. Inboden seconded the motion which passed.

 

Financial reports through the fourth quarter were presented.  It was noted that $9,260 posted under Furniture and Equipment should be moved to Capital Improvement.  Mrs. Burns made a motion to approve the 2013 Financial Reports through the fourth quarter with the correction made to the Furniture & Equipment and Capital Improvement categories.  Mr. Inboden seconded the motion which passed. 

 

A revised 2014 Operations Budget was presented for approval.  The revisions included adding one permanent part-time position to Youth Services and one permanent part-time position to Information Services.  Both positions will work 10 hours a week.  Seven thousand dollars was added to the video gaming and $7,000 to the electronic database categories.  The increase in electronic databases will cover the cost to add Ancestry.com to the Poinsett County Library at Harrisburg.  Mrs. Burns made a motion to approve the Operations Budget revisions which total $37,497.  Mr. Mullholland seconded the motion which passed. 

 

Bids for the mill tax collections and maintenance bank accounts interest were presented.  Centennial Bank offered 0.170% and Heritage Bank offered 0.421%.  Mrs. Burns made a motion to accept the bid from Heritage Bank at 0.421%.  Mr. Inboden seconded the motion which passed.  Mr. Waddell recused himself from voting.

 

The Board supported Mr. Eckert’s decision to have Mrs. Kay Taylor, Director of Youth Services to act as Interim Director if he is not available to fulfill his position. 

 

Mr. Eckert reported that a group of thirteen employees met and conducted a Success Weakness Opportunities & Threats - SWOT analysis with the help of Jim Corter.  The ultimate results of this exercise were to identify things that we do well as a library, things that need improvement, things that might threaten what we are doing now, and most importantly, goals that we want to try to accomplish in the future.  The group was very diverse and consisted of employees from every department, some with many years of experience, some with almost none, some supervisors, and some part-timers.  The idea was to make sure that every type of voice within the organization was represented and heard.  Surveys will be sent out to the full staff to get their opinion. 

As the results started coming in, we quickly realized that there are three or four topics that most of us thought were the most important things to pursue. 

1.   Communication.  We want to do a better job with this. 

2.   Security.  Another area that we think we can improve. 

3.   Bookstore Model.  We want to make the library a more aesthetically pleasing place to visit. 

4.  New Branch in Jonesboro. 

Upcoming activities at the library are:

 “Arts On The Lawn” featuring local artisans selling their items on the lawn Saturday, April 12

“Fines For Food” during National Library Week, April 13-19

A display board by the Oak Street entrance with Library stories submitted by customers.

June Summer Concerts each Tuesday evening

Summer Reading Programs for youth and adults

Four new programs are being added for seniors

Zumba Monday & Tuesday evening

Lunch ‘n Learn Wednesday at noon

Yoga at noon on Thursday

The meeting adjourned.

Upcoming meeting dates:

CCJPL – May 15, 2014, 5:15 p.m. Civic League Room

CRRL – June 19, 2014, 5:15 p.m. Round Room

CCJPL – August 21, 2014, 5:15 p.m. Civic League Room

CRRL – September 18, 2014, 5:15 p.m. Round Room

CCJPL – November 20, 2014, 5:15 p.m. Civic League Room

CRRL – December 18, 2014, 5:15 p.m. Round Room

 

Craighead County Jonesboro Public Library

Board of Trustees

May 15, 2014

 

The Craighead County Jonesboro Public Library Board met on Thursday, May 15, 2014.  Present for the meeting were Chairman, Mr. James Dunivan, Mrs. Sandra Burs, Mr. Kim Inboden, Mr. Kevin Mulholland, Mrs. Jean Passmore, Mr. Ralph Waddell, and Dr. Barbara Warner.  Present from the Craighead County Jonesboro Public Library staff were Mr. David Eckert, Library Director, and Mrs. Nancy Dobbins, Business Manager.

Mr. Dunivan called the meeting to order.

Minutes from the February 20, 2014 Board meeting were presented for approval.  Mrs. Burns made a motion approving the minutes from the February 20, 2014 CCJPL Board meeting.  Mrs. Pasmore seconded the motion which passed. 

Financial reports for the first quarter were presented.  Mr. Waddell made a motion approving the quarterly report for CCJPL.  Mrs. Burns seconded the motion which passed.

A bid from Insurance Network to provide insurance for the main & McAdams Library buildings, contents at the main and three Craighead County branches, boiler at the main, worker’s comp, and auto insurance was the only one received.  It was noted that requests for bids were placed in the legal section of the Jonesboro Sun for two consecutive Sundays.  The Board reviewed the bid from the current carrier.  Mrs. Pasmore made a motion to approve the bid from Insurance Network to provide insurance for the buildings, content, boiler, worker’s comp and auto insurance.  Mr. Inboden seconded the motion which passed. 

Mr. M. G. Meyering, owner of Interiors by Design presented a conceptual design for four reading venues by genre that he and the Library Design Team which consists of five Library staff developed.  The design could be done in phases or all at once.  The Board expressed their concern over some of the furniture choices that the style might not be appropriate for some areas.  Mr. Waddell made a motion to approve the conceptual design as presented by Mr. M.G. Meyering, Interiors by Design.  Mrs. Burns seconded the motion which passed.    The Board requested that Mr. Eckert convey their concerns to the Design Team. 

Mr. John Mixon, Architect at Cromwell Architects Engineers did a presentation on security lighting.  Mr. Eckert stated that staff had expressed concerns about lighting outside of the building.  Mrs. Pasmore made a motion giving Mr. Eckert the authority to work with Mr. Mixon on an outside security lighting project.  Mr. Mixon and Mr. Eckert are also exploring the possibility of reconfiguring inside lights by the windows to provide more security. Mr. Inboden seconded the motion which passed. 

Mr. Waddell agreed to review the Library By-Laws and make recommendations for updating.

Mr. Eckert gave a brief FYI report which included changing the main Library’s hours; still exploring the possibility of a branch location at Hilltop; minor roof repairs are being done by building maintenance staff; changing overhead interior lighting by the windows to add more security; and a new phone system will be implemented July 1. More information on the Library hours and branch location will be provided at the next meeting. 

Meeting was adjourned.

 

Craighead County Jonesboro Public Library

Board of Trustees

July 17, 2014

 

The Craighead County Jonesboro Public Library Board met on Thursday, July 17, 2014.  Present for the meeting were Chairman, Mr. James Dunivan, Mr. Curt Hawkins, Mr. Kevin Mulholland, Mrs. Jean Passmore, and Dr. Barbara Warner.  Present from the Craighead County Jonesboro Public Library staff were Mr. David Eckert, Library Director, and Ms. Sarah Keath.

Mr. Dunivan called the meeting to order.

A new board meeting schedule was proposed.  The new schedule would move the meetings from the months of August, November, February, and May to the months of September, October, December, January, March, and April with no meetings held during June of July.  The new schedule would also move the meetings to the second Thursday of the month.  Dr. Barbara Warner moved to accept the new schedule.  Mr. Curt Hawkins seconded and the motion passed.

The interior design and decorating proposals were submitted for consideration.  Proposals were submitted from Cromwell, Bracket & Kennerich, and Interiors By Design.  Mrs. Jean Passmore moved to use Interiors By Design with the understanding that they will work with us on designs and ideas.  Mr. Curt Hawkins seconded and the motion passed. 

Mrs. Jean Passmore and Dr. Barbara Warner volunteered to work with the renovation committee.

We are moving forward with reworking some of the lights in the windows on Oak Street and with redoing some of the outside lights for safety and security.

We are still looking into having a branch at the mall.

Brought up for discussion was the idea of new library hours to possibly start in January to have more consistent hours during the week.

Mr. Curt Hawkins moved to adjourn.

Meeting was adjourned.

 

Craighead County Jonesboro Public Library

Board of Trustees

September 11, 2014

 

The Craighead County Jonesboro Public Library Board met on Thursday, September 11, 2014.  Present for the meeting were Chairman, Mr. James Dunivan, Mrs. Sandra Burns, Mrs. Janice Griffin, Mr. Curt Hawkins, Mr. Kevin Mulholland, Mrs. Jean Passmore, and Dr. Barbara Warner.  Present from the Craighead County Jonesboro Public Library staff were Mr. David Eckert, Library Director, and Mrs. Nancy Dobbins, Business Manager.  Also present was Mr. John Mixon, AIA, from Cromwell Architect Engineers, LLC.

 

Mr. Dunivan called the meeting to order.

 

Mrs. Burns made a motion to approve the minutes from the July 17, 2014 Board meeting.  Mrs. Pasmore seconded the motion which passed.

 

Mrs. Janice Griffin was introduced and welcomed as a new Board member.  She is the Administrator of the Arkansas Department of Human Services in Jonesboro.

 

A request from two Library staff members, Ms. Victoria Chase and Ms. Kimberly Wells for Board approval for them to apply for the Arkansas State Library Scholarship assistance program which will help them obtain their Masters in Library Science.  The Library policy states that after earning nine hours toward their MLS their salary will increase by 10% until they reach $32,000. Mr. Hawkins made a motion that the Board supports Ms. Chase and Ms. Wells applying for the AR State Library scholarship and agrees that their salaries are to increase by 10% each time they earn nine hours until they reach $32,000.  Mrs. Burns seconded the motion which passed. 

Mrs. Pasmore made a motion to approve closing the main Library on Friday, October 17 for Staff Development Day.  Mr. Hawkins seconded the motion which passed. The branch locations will remain open if they can get a substitute worker to keep the location open.

New hours for the main Library in Jonesboro were presented for approval.  The new hours will reduce the weekly hours by 1.5 and will arrange the hours so that the Library will be open from 9-7 M-F, Saturday 9-5 and Sunday 1-5.  Mr. Hawkins made a motion to approve the new hours at the main Library in Jonesboro.  Mrs. Burns seconded the motion which passed.

Mr. John Mixon, AIA, from Cromwell Architect Engineers, LLC presented proposals to replace the automatic door at the Cherry Street entrance.  The three proposals being presented were from Gould Door and Hardware Company, Inc., in the amount of $17,700, Ditta Enterprises, Inc., in the amount of $17,969 and Union Glass Company in the amount of $18,100.  The automatic doors will be replaced with regular doors with a handicapped accessible button.  Mrs. Burns made a motion to approve the bid from Gould Door and Hardware Company, Inc., to replace the automatic doors on the Cherry Street side entrance of the building.  Mrs. Griffin seconded the motion which passed. 

A revised Library Card Eligibility Policy was presented for approval.  Mr. Hawkins made a motion to approve the revised Library Card Eligibility Policy.  Mrs. Burns seconded the motion which passed. 

Mr. Mixon presented information on the outdoor security lights on the south and east side of the building facing the main parking lot.  The Board meeting adjourned in order for the Board to go outside and look at two examples of lights temporarily installed on the south side of the building.  Board members were asked to vote on their choice of the lights after two more were installed on the east side during the upcoming week.  

 

Craighead County Jonesboro Public Library

Board of Trustees

October 9, 2014

 

The Craighead County Jonesboro Public Library Board met on Thursday, October 9, 2014.  Present for the meeting were Chairman, Mr. James Dunivan, Ms. Janice Griffin, Mr. Kevin Mulholland, Mrs. Jean Pasmore, and Dr. Barbara Warner.  Present from the Craighead County Jonesboro Public Library staff were Mr. David Eckert, Library Director, Mrs. Nancy Dobbins, Business Manager and Mr. Ben Bizzle, Director of Information Technology.  Also present was Mr. J. Alan Rogers, CPA from Thomas Speight Noble, CPA’s.

 

Mr. Dunivan called the meeting to order.

 

Ms. Griffin made a motion to approve the minutes from the September 11, 2014 Board meeting.  Mr. Mullholland seconded the motion which passed.

 

Mr. Rogers presented the 2013 CCJPL Financial Audit noting that there were no findings or issues to be reported and the Library received a clean audit.  Mrs. Pasmore made a motion to approve the 2013 CCJPL Financial audit.  Mr. Mullholland seconded the motion which passed. 

 

Financial reports for the third quarter were presented by Mr. Eckert.  Mrs. Pasmore made a motion approving the third quarter financial reports.  Ms. Griffin seconded the motion which passed.

 

Mr. Eckert gave an update on building improvements to be done.  The doors for the Cherry Street entrance have been ordered and will be installed the end of November.  The entrance will be closed for two days during the installation.  The exterior lights have been ordered and will be installed when they arrive.  The Board requested that the vote outcome for the exterior lights be sent to them via email.  New wooden end caps are being installed on the shelving.  An engineer from Cromwell Architects will be at the Library tomorrow morning to evaluate the roof.

 

In new business, Mr. Bizzle did a presentation for the Online Library Card Registration.  A $1 fee is charged by Merchant eSolutions to verify a registrant’s addresses.  The Library requested Board approval to charge $1 to registrants who apply for a Library card online to cover costs incurred by the Library.  Ms. Griffin made a motion to approve the Online Library Card Registration which will charge applicants $1 to cover processing costs incurred by the Library. Dr. Warner seconded the motion which passed.

Bids were presented from Bennett Nursery in the amount of $6,900, Sartin Services in the amount of $5,211 and Mid-South Nursery in the amount of $4,455 to maintain the Library landscaping and to do a special project to landscape the land around the parking lot on Madison Street.  The Board reviewed the bids and requested that Mr. Eckert contact Mid-South Nursery for a detailed breakdown on their bid. 

 

Mr. Dunivan requested volunteers to serve on the Finance Committee.  Ms. Griffin, Ms. Pasmore, Mr. Mullholland and Mr. Dunivan agreed to serve.

 

Library customer Phillip Philpot requested time to address the Board on several issues.  The Board requested the Mr. Eckert look into each issue and meet with Mr. Dunivan to review the information and report back to the Board. 

 

The meeting adjourned. 

 

Craighead County Jonesboro Public Library

Finance Committee Meeting

November 04, 2014

 

The Finance Committee met after the Crowley Ridge Regional Library Board meeting on Thursday, November 4, 2014.  Members present were Mr. James Dunivan, Ms. Janice Griffin, Mr. Kevin Mullholland and Mrs. Jean Pasmore.  Also present were Mr. David Eckert, Library Director and Mrs. Nancy Dobbins, Business Manager. Mrs. Pasmore made a motion to recommend the 2015 Budget with a 3% increase for staff to be presented by Mr. Eckert to the full Board for passage.  Ms. Griffin seconded the motion which passed. 

 

 

Craighead County Jonesboro Public Library

Board of Trustees

November 13, 2014

 

The Craighead County Jonesboro Public Library Board met in special session after the Crowley Ridge Regional Library Board meeting on Thursday, November 13, 2014.  Present for the meeting were Chairman, Mr. James Dunivan, Mrs. Sandra Burns, Ms. Janice Griffin, Mr. Curt Hawkins, Mr. Kevin Mulholland, Mrs. Jean Pasmore, and Dr. Barbara Warner.  Present from the Craighead County Jonesboro Public Library staff were Mr. David Eckert, Library Director and Mrs. Nancy Dobbins, Business Manager. Mr. Mark Miller from Mid-South Nursery was also present. 

Mr. Miller presented plans for upgrading and maintaining the landscaping for the main ground and the ground around the parking lot on Madison Street.  After some discussion, the Board agreed to postpone the parking lot landscaping since there is no irrigation in the immediate area for plants.  Mrs. Burns made a motion to approve the bid from Mid-South Nursery to do the grounds around the building only.  Ms. Griffin seconded the motion which passed.  Mr. Hawkins recused himself from the vote. 

Mr. Eckert gave an update on the doors and lighting. 

 

The meeting adjourned. 

 

Craighead County Jonesboro Public Library

Board Minutes

January 8, 2015

5:15 p.m.

Board Members:

Present: Chairman, Mr. James Dunivan, Mrs. Sandra Burns, Ms. Janice Griffin, Mr. Curt Hawkins, Mr. Kevin Mulholland, Mrs. Jean Pasmore, and Dr. Barbara Warner. 

Quorum present? Yes

Others Present:

Library Director: Mr. David Eckert

Business Manager: Mrs. Nancy Dobbins

Mr. Mark Miller, Mid-South Nursery

Proceedings:

Meeting called to order at 5:15 p.m. by Chairman, Mr. Dunivan

Minutes from the October 9 Board meeting, November 4 Finance Committee meeting and November 13, 2014 Board meeting were presented for approval.  Mr. Hawkins made a motion to approve the minutes from the October 9 Board meeting, the November 4 Finance Committee meeting and the November 13, 2014 Board meeting.  Mrs. Pasmore seconded the motion which passed.

The final financial reports for the 2014 budget year were presented.  Mr. Mullholland made a motion approving the 2014 final financial reports.  Mr. Hawkins seconded the motion which passed. 

The 2015 budget recommended by the Finance Committee was presented to the Board for approval.  Mrs. Pasmore made a motion approving the 2015 budget.  Mrs. Burns seconded the motion which passed. 

Mr. Eckert asked the Board to consider designating the income of $2,495.46 received in 2014 from the Dacus investment account toward purchasing a large flatbed scanner to be used for the digitization project.  Mr. Eckert stated that he is considering asking the Friends of the Library, DAR, SAR, and the Genealogy Society for donations to purchase the scanner which cost approximately $20,000.  Mrs. Burns made a motion

The meeting adjourned. 

 

 

Craighead County Jonesboro Public Library

Board Minutes

February 5, 2015

Board Members:

Present: Chairman, Mr. James Dunivan, Mr. Kevin Mulholland, Mrs. Jean Pasmore, and Dr. Barbara Warner. 

Absent:  Mrs. Sandra Burns, Ms. Janice Griffin and Mr. Curt Hawkins

Quorum present? Yes

Others Present:

Library Director: Mr. David Eckert

Business Manager: Mrs. Nancy Dobbins

Proceedings:

Meeting called to order at 5:15 p.m. by Chairman, Mr. Dunivan

A discussion was held on bank account interest for tax collection accounts.  In the past, the Board approved the rate and decided where the funds would be placed.  Since the highest rate being offered has always been accepted, the Board agreed that the Library Director has the authority to make the decision without Board approval.  The Board stated that the Director should continue to request bids annually from financial institutions, review the bids received, and place the funds with the institution offering the best rate.  They also agreed that this falls under the Director’s responsibility and the Board shouldn’t necessarily be involved in the process unless there is a concern about the institution offering the best rate. 

Mr. Eckert posed a hiring question to the Board.  He asked if it is acceptable to hire an employee related to someone on staff since his wife Claudia is interested in working at the Library. The Board discussed the issue and decided that as long as she was working in another department and not being supervised by him it shouldn’t be an issue.  The main issue would be how the general public might perceive it. The Board stated that if a position presented itself and she applied then the Board would decide if there was a conflict.

Mr. Eckert reported that various staff from each department has been taking turns visiting the seven branches over the past several weeks.  They reported back on the condition of the building, shelves, friendliness of the librarian and any other issues that they noted. The report was from June 2014-Janaury 2015.  The three Craighead County locations received good reports.  The only issue was at Caraway with a substitute worker being improperly dressed. That issue has since been addressed. The Poinsett County Board will be given the report on the Poinsett County branches. 

A booklet with distributed to the Board containing 11 pending Library policies.  The Board discussed the Code of Conduct policy and made the following revisions.  Under General Rules number 9 was changed to Dispose of all litter outside including cigarette butts and pet waste. Number 10 was changed to No skateboarding on Library property.  Number 13 was corrected by adding an omitted “t” to the second word no. Mrs. Pasmore made a motion to adopt the Code of Conduct policy with the revisions and correction. Dr. Warner seconded the motion which passed. 

The meeting adjourned.

Next meeting:  March 12, 2015

 

Craighead County Jonesboro Public Library

Board Minutes

March 12, 2015

5:15 p.m.

Board Members:

Present: Chairman, Mr. James Dunivan, Ms. Janice Griffin, Mr. Curt Hawkins, Mr. Kevin Mulholland, and Mrs. Jean Pasmore. 

Absent:  Mrs. Sandra Burns, Dr. Barbara Warner

Quorum present? Yes

Others Present:

Library Director: Mr. David Eckert

Business Manager: Mrs. Nancy Dobbins

Proceedings:

Meeting called to order at 5:15 p.m. by Chairman, Mr. Dunivan

The Board reviewed the Meeting Room Policy.  Ms. Griffin made a motion approving the Meeting Room Policy as presented.  Mr. Hawkins seconded the motion which passed. 

The Board discussed the Donations Policy.  Mrs. Pasmore made a motion to approve the Donations Policy with a statement to be “at the Director’s discretion, an attempt will be made to contact donors of equipment, art or furniture if an item is no longer suited or needed by the Library.”  Mr. Hawkins seconded the motion which passed.

The Board reviewed the Exhibits and Display Policy.  Mr. Hawkins made a motion to approve the Exhibits and Display Policy as presented.  Mr. Mullholland seconded the motion which passed. 

The Internet Access Policy was also reviewed by the Board.  Mr. Hawkins made a motion approving the Internet Access Policy as written.  Mrs. Pasmore seconded the motion which passed. 

Mr. Hawkins moved to adjourn.  

 

Craighead County Jonesboro Public Library

Board Minutes

May 14, 2015

5:35 p.m.

 

Board Members:

Present: Chairman, Mr. James Dunivan, Mr. Curt Hawkins, Mrs. Jean Pasmore and Dr. Barbara Warner

Absent:  Mrs. Sandra Burns, Ms. Janice Griffin and Mr. Kevin Mulholland

Quorum present? Yes

Others Present:

Library Director: Mr. David Eckert

Business Manager: Mrs. Nancy Dobbins

Proceedings:

Meeting called to order at 5:35 p.m. by Chairman, Mr. Dunivan

Minutes from the January 8, February 5 and March 12, 2015 Craighead County Jonesboro Public Library Board meetings were presented for approval.  Dr. Warner noted that a correction needed to be made to her name to include her title.  Mr. Hawkins made a motion to approve the minutes from the January 8, February 5, and March 12, 2015 CCJPL Board meetings with the correction to be made of removing Mrs. and adding Dr. to Dr. Barbara Warner’s name.  Mrs. Pasmore seconded the motion which passed.

The first quarter financial report for CCJPL was presented for approval.  Mr. Hawkins made a motion to approve the quarterly financial report.  Mrs. Pasmore seconded the motion which passed. 

The Board continued a discussion on the cuts to state aid.  Mr. Hawkins made a motion that Mr. Eckert should contact the Arkansas State Library and find out who was responsible for the cuts to state aid.  Dr. Warner seconded the motion which passed. 

Mr. Eckert mentioned that various local insurance agencies were contacted by phone, email and a legal ad was placed in the Jonesboro Sun requesting bids for building, boiler and workers compensation insurance.   Two bids for building insurance, boiler and workers compensation coverage was received from Insurance Network to provide coverage under Travelers Insurance in the amounts of $35,650 and $35,985. The slight difference in cost was due to a lower cost of workers compensation premium. A third bid was received from Nationwide Insurance in the amount of $51,251.  Mr. Hawkins made a motion for the Library to accept the bid from Travelers in the amount of $35,650.  Dr. Warner seconded the motion which passed. 

Mr. Eckert mentioned that he’s been trying to get the City of Jonesboro and Craighead County to work together to fix the sidewalks around the Library.  He believes that he is making progress and hopes that they will start on the project shortly.

The meeting adjourned.

Craighead County Jonesboro Public Library

Board Minutes

August 13, 2015

6:00 p.m.

 

Board Members:

Present: Chairman, Mr. James Dunivan, Mrs. Sandra Burns, Ms. Janice Griffin, Mrs. Jean Pasmore and Dr. Barbara Warner

Absent:  Mr. Curt Hawkins and Mr. Kevin Mulholland

Quorum present? Yes

Others Present:

Library Director: Mr. David Eckert

Business Manager: Mrs. Nancy Dobbins

 

Proceedings:

Meeting called to order at 6:00 p.m. by Chairman, Mr. Dunivan

Minutes from the May 14, 2015 Board meeting was presented for approval.  Dr. Warner made a motion to approve the minutes from the May 14, 2015 Board meeting. Mrs. Burns seconded the motion which passed.

The Board reviewed the Library Board Meetings Policy.  Corrections were noted to the first sentence in the second paragraph under Meeting Agenda adding the word “business” after “at least 10”  and to the second sentence by adding the word “be” after “this request should”. The Board also discussed adding a sentence to state that “If the item is placed on the agenda and the individual wishes to address the board, they will be limited to eight minutes to present their concerns.”  Mrs. Pasmore made a motion to approve the Library Board Meetings policy as amended.  Mrs. Burns seconded the motion which passed.

The Board reviewed the Library Card Eligibility Policy.  Ms. Griffin made a motion to approve the Library Card Eligibility Policy.  Mrs. Burns seconded the motion which passed.

Mrs. Burns commended the staff for the positive publicity that the Library has received recently. 

Mrs. Pasmore made a motion to adjourn.  Dr. Warner seconded and the motion passed.

 

Craighead County Jonesboro Public Library

Board Minutes

September 10, 2015

5:15 p.m.

 

Board Members:

Present: Vice-Chair, Mrs. Sandra Burns, Ms. Janice Griffin, Mr. Curt Hawkins, Mr. Kevin Mulholland, Mrs. Jean Pasmore and Dr. Barbara Warner

Absent:  Mr. James Dunivan

Quorum present? Yes

Others Present:

Library Director: Mr. David Eckert

Business Manager: Mrs. Nancy Dobbins

 

Proceedings:

Meeting called to order at 5:40 p.m. by Vice-Chair, Mrs. Sandra Burns

Minutes from the August 13, 2105 Board meeting was presented for approval.  Ms. Griffin made a motion to approve the minutes from the August 13, 2015 Board meeting. Mr. Hawkins seconded the motion which passed.

The Board reviewed the following Library Policies; Lending, Material Reconsideration, Patron Confidentiality and Public Notices.

Mr. Hawkins made a motion to adopt the Lending Policy as drafted.  Mr. Mulholland seconded the motion which passed. 

Mr. Hawkins made a motion to adopt the Material Reconsideration Policy as drafted.  Ms. Griffin seconded the motion which passed.

Mrs. Pasmore made a motion to adopt the Patron Confidentiality Policy with the change to be made under Disclosure from Arkansas Title to Arkansas Code.  Dr. Warner seconded the motion which passed. 

Mr. Hawkins made a motion to adopt the Public Notices Policy as drafted.  Mr. Mulholland seconded the motion which passed.

Mr. Eckert mentioned that due to some unfortunate circumstances Ben Bizzle had been terminated as the IT Manager. 

Mr. Eckert invited the Library Board to a reception at 1 p.m. on Wednesday, September 16 at the Library to honor Mrs. Kay Bauer.  Kay was instrumental in establishing the Friends of the Library Bookshop and has been a dedicated volunteer in running the shop for several years.  The Bookshop has generated over $200,000 in income since it opened in 1998.

Mr. Eckert asked for volunteers to serve on the Finance Committee.  Ms. Griffin, Mrs. Pasmore and Mr. Mulholland agreed to serve alongside Mr. Dunivan. 

Mr. Hawkins made a motion to adjourn.  Mr. Mulholland seconded and the motion passed. 

 

Craighead County Jonesboro Public Library

Board Minutes

October 22, 2015

5:15 pm

Board Members:

Present: Chairman, James Dunivan, Janice Griffin, Kevin Mulholland, and Jean Pasmore

Absent: Vice-Chair, Sandra Burns, Dr. Barbara Warner and Curt Hawkins

Quorum present? Yes

Others Present:

Library Director, David Eckert

Assistant Information Services Manager, Rebecca Rasnic

Mr. Jeff Wicker, CPA, Thomas Speight and Noble

 

Meeting called to order at 5:41 p.m. by Chairman, James Dunivan.

Auditor Jeff Wicker presented the Board with the Craighead County Jonesboro Public Library’s “Audited Financial Statements for the Years Ended December 31, 2014 & 2013.”

James Dunivan congratulated David Eckert and Nancy Dobbins for a successful financial audit.

Janice Griffin made a motion to approve the audit as presented. Jean Pasmore seconded the motion, which passed 4-0.

The minutes from the September 10, 2015 Board meeting were presented for approval. Janice Griffin made a motion to approve the minutes from the September 10, 2015 Board meeting. Kevin Mulholland seconded the motion, which passed 4-0.

David Eckert presented the board with the 2015 Financial Report and the 2015 Investments Report. Jean Pasmore made a motion to approve these reports as presented. Kevin Mulholland seconded the motion, which passed 4-0.

The Board reviewed the Collection Development Policy.

Janice. Griffin made a motion to adopt the Collection Development Policy as drafted.Kevin Mulholland seconded the motion, which passed 4-0.

David Eckert requested to know if the board would like to review the new employee handbook for approval. The Board opted to review the new employee handbook, to be approved at a future Board meeting. David Eckert distributed physical copies of the new employee handbook and offered to email electronic copies to the Board members.

David Eckert presented the Board with several projects he would like to tackle using the library’s rollover money, including: cosmetic updates to the Cherry Street restrooms, the construction of a new library branch near the Allen Park Community Center, and the construction of glassed-in study rooms on the Oak Avenue side of the building. These proposals were met with interest by the Board.

The Board plans to review David Eckert’s proposal for an additional library branch at a future meeting, when the entire Board is present.

Jean Pasmore made a motion to adjourn. Kevin.Mulholland seconded, and the motion passed.

 

Craighead County Jonesboro Public Library

Board Minutes

November 12, 2015

6:30 pm

Board Members:

Present: Chairman, James Dunivan, Sandra Burns, Janice Griffin, Curt Hawkins, Kevin Mulholland, and Jean Pasmore

Absent: Dr. Barbara Warner

Quorum present? Yes

Others Present:

Library Director, David Eckert

Business Manager, Nancy Dobbins

 

Meeting called to order at 6:41 p.m. by Chairman, James Dunivan.

David Eckert led a discussion on the possibility of a millage increase for another branch library which would house the newest DVD’s, a creative zone with a stage area, and classes for arts and crafts.  David mentioned that Wixon Hufstetler, Director of Parks and Recreation in Jonesboro thought that there might be some land available behind Parker Park on Race Street. The Board encouraged him to find out if the land would be approved by the City for the Library to build on. James Dunivan commented that David needs to meet with Dr. Warner and inform her of tonight’s discussion. The Board agreed that it would be best to go for the millage increase in 2017 which isn’t a presidential election year and will be the 100th anniversary for the Library.

The Board agreed to review the Employee Handbook and vote on it at the December 10 meeting.

David stated that John Mixon architect from Cromwell Associates is working on the cosmetic updates to the Cherry Avenue restrooms and design for glassed-in study rooms on the Oak Avenue side of the building.

Jean Pasmore made a motion to adjourn. Curt Hawkins seconded, and the motion passed.

 

Craighead County Jonesboro Public Library

Board Minutes

January 14, 2016

5:15 pm

Board Members:

Present: Chairman, James Dunivan, Janice Griffin, Curt Hawkins, Kevin Mulholland, and Jean Pasmore and Dr. Barbara Warner

Absent: Sandra Burns

Quorum present? Yes

Others Present:

Library Director, David Eckert

Business Manager, Nancy Dobbins

 

Meeting called to order by Chairman, James Dunivan.

The minutes from the Board meetings on October 22 and November 12 and the Finance Committee meeting on November 16, 2015 were presented for approval.  Curt made a motion to approve the minutes.  Janice seconded the motion which passed. 

The final financial reports for 2015 were presented for approval.  Jean made a motion to approve the 2015 final financial reports.  Curt seconded the motion which passed.

David presented a revised 2016 budget which included adding a security guard at the instruction of the Finance Committee.  Jean made a motion to approve the 2016 budget.  Barbara seconded the motion which passed. 

The Board discussed the Employee Handbook which had been provided to each member at the November 12, 2015 meeting and in an electronic format for their review.  Curt made a motion to approve the Employee Handbook.  Jean seconded the motion which passed.

A discussion was held on a millage increase, new branch locations and updates to the main library.  Janice made a motion to authorize David to proceed with gathering information on acquiring land for branch locations, cost to build and bids for updating the main library.  Curt seconded the motion which passed.

Curt moved to adjourn.

Craighead County Jonesboro Public Library

Board Minutes

February 11, 2016

5:30 pm

 

Board Members:

Present: Chairman, James Dunivan, Sandra Burns, Jean Pasmore and Dr. Barbara Warner

Absent: Janice Griffin, Curt Hawkins and Kevin Mulholland

Quorum present? Yes

Others Present:

Library Director, David Eckert

Business Manager, Nancy Dobbins

 

Meeting called to order by Chairman, James Dunivan.

Bids for bank account interest were presented for approval.  Six bids were received with Integrity First Bank offering the highest rate at .96%.  Sandra made a motion to accept the bid from Integrity First Bank.  Dr. Warner seconded the motion which passed.

David presented statements for the Library Core Values, Vision and revised Mission Statement for approval.  He praised the staff who worked on the committee and the other staff for contributing to this project.  Sandra made a motion to adopt the Library Core Values, Vision and Mission statements.  Jean seconded the motion which passed.

David reported on the public restroom renovation stating that some changes would need to be made to make the current restrooms ADA compliant.  John Mixon, Architect is working on plans to present at the next Board meeting. 

David mentioned that some of the outside wooden benches were vandalized recently.  A report was filed with the police department and with building insurance.  Library staff contacted the City to find out the brand of metal benches placed downtown and found out that to replace the wooden benches with the metal it would cost over $10,000.  The insurance paid $2,713.72 to replace the wooden furniture and will pay more for installation of the replacement furniture if a cost is incurred. Sandra made a motion to approve taking the benches out of the current furniture and equipment budget and allowing for an adjustment to the budget if one is needed for this unexpected cost. Dr. Warner seconded the motion which passed.

Sandra made a motion to adjourn. Jean seconded the motion which passed.

 

Craighead County Jonesboro Public Library

Board Minutes

March 10, 2016

5:15 pm

 

Board Members:

Present: Chairman, James Dunivan, Sandra Burns, Curt Hawkins, Kevin Mulholland and Dr. Barbara Warner

Absent: Janice Griffin and Jean Pasmore

Quorum present? Yes

 

Others Present:

Library Director, David Eckert

Business Manager, Nancy Dobbins

John Mixon, AIA, from Cromwell Architect Engineers, LLC

 

Meeting called to order by Chairman, James Dunivan.

Minutes from the January 14 and February 11, 2016 Board meetings were presented for approval. Curt made a motion to approve the minutes.  Sandra seconded the motion which passed.

David presented financial reports through February 29, 2016.  Curt made a motion approving the financial reports.  Sandra seconded the motion which passed.

John Mixon reported on the condition of the current public and staff restrooms stating there are appearance, exhaust issues and they barely meet ADA requirements. He presented two options for remodeling the public restrooms.  Option #1 will relocate the ladies restroom across the hall on the left in a space currently by the Outreach Coordinator’s office and locate the men’s on the right of the entrance. It involves building a new wall and doorway in the area outside of the current Administrative offices to replace the space being taken. This option will provide an office area on the backside of the men’s room for the Information Supervisor.  Option #1 would cost approximately $90,000. Option #2 would get rid of the vestibule area where the water fountain is located and use that space to expand the ladies restroom on that side.  The men’s room would be relocated where the ladies is currently.   Option #2 would cost approximately $65,000.  Both options will gain more room if the HVAC unit currently located between the restrooms can be relocated or if the area it serves can be tied into another existing unit. The Board agreed that due to the age on the HVAC unit it’s best to deal with this issue now. Sandra Burns made a motion authorizing David Eckert to work with John Mixon moving forward with the project under Option #1 not to exceed $150,000 and to be completed by a date set by Library Director David Eckert. Curt Hawkins seconded the motion which passed.

David attended the State Library Board meeting and learned that state aid will remain at the current level and the Governor has no immediate plans to restore it to the previous level.

Curt Hawkins reported that David approached him for clarification on language used in Arkansas statues pertaining to Public Libraries use of mill tax money.  Curt will pull the statutes and prepare a brief on usage of mill tax money for the Board.

Curt made a motion to adjourn. Sandra seconded the motion which passed.

 

Craighead County Jonesboro Public Library

Board Minutes

April 14, 2016

5:15 pm

Board Members:

Present: Vice-Chairman, Sandra Burns, Janice Griffin, Jean Pasmore and Dr. Barbara Warner

Absent: James Dunivan, Curt Hawkins and Kevin Mulholland

Quorum present? Yes

Others Present:

Library Director, David Eckert

Business Manager, Nancy Dobbins

Information Services Manager, Nechia Whittingham

 

Meeting called to order by Vice-Chairman, Sandra Burns.

Minutes from the March 10, 2016 Board meetings were presented for approval. Jean made a motion to approve the minutes.  Barbara seconded the motion which passed.

David presented financial reports for the first quarter.  Barbara made a motion approving the financial reports.  Janice seconded the motion which passed.

David disclosed that his wife Claudia Eckert, had been hired by Nechia Whittingham, Manager of Information Services to fill a 15 hour a week position in her department.  Nechia reported that three other candidates were interviewed for the position and she and her staff chose Claudia due to her impressive qualifications.  Claudia has over 20 years of customer service experience and is bilingual.  Being bilingual is an asset to the Library since it will be offering two new classes – Conversational English and Beginning Spanish.  Nechia and Rebecca Harrison will be Claudia’s immediate supervisors. The Board discussed the hiring and encouraged David to document the reason behind the hiring decision to hire her in case there were future questions.

David presented a revision to the Patron Code of Conduct to add the restriction of using tobacco products only in designated areas to item #8 under General Rules.  Three options to include this were given. The Board chose option #3 with the inclusion of smokeless tobacco.  The addition states:  Janice made a motion to revise Item 8 under General Rules to read: Restrict use of tobacco products, including cigarettes, e-cigarettes, and smokeless tobacco to designated smoking areas.  Jean seconded the motion which passed.

David requested that since Martin Luther King, Jr. Day is a federal holiday it be added to the list of paid holidays that the permanent staff receives.  He suggested that either the Library could close on that day or it could be treated like President’s Day with staff opting to either take the day or have eight hours added to their paid time off. Barbara made a motion to add Martin Luther King Jr., Day to the list of employee paid holidays treating it the same way as President’s Day with staff either opting to take the day off or having eight hours added to their paid time off.

Janice seconded the motion which passed.

David reported that the Poinsett County Library Board had an emergency meeting to discuss merging with Craighead County Jonesboro Public Library due to an issue with the Affordable Healthcare Act.  Poinsett County Library staff is paid by Poinsett County and their payroll taxes are filed under the County’s federal and state tax ID numbers.  They are not however included in the group for health insurance since Poinsett County treats them like they are a separate entity.  Two of the Librarians applied for healthcare under the Affordable Healthcare Marketplace which will trigger a penalty for Poinsett County if they aren’t in compliance with the regulations that 95% of their full time staff has to be covered.  The PCL Board voted to approach the CCJPL Board about merging. The CCJPL Board members discussed the possible options.  1. If the Libraries became an entity of Poinsett County, the County would dissolve the Library Board and would control each library. The staff still might not have health insurance if the County has met the 95% requirement. 2. Poinsett County Library could apply for the own federal and state tax ID.  The County would no longer pay their bills and the Administrative Assistant from Poinsett County Library would be responsible for paying the bills.  The Libraries wouldn’t have to adhere to regulations under the Affordable Healthcare Act since they only have four full time employees.  They would still have to pay the 2% administration fee to the County for collecting their mill tax money. 3. Poinsett County and Craighead County could join and become Crowley Ridge Regional Library.  Each county government would have to agree to the merger and mill tax and other income would be combined.  All bills would be paid by CRRL and benefits would be provided equally to staff. The CCJPL Board agreed to have David explore and gather more information to bring to the CRRL Board meeting in May. 

Jean made a motion to adjourn. Barbara seconded the motion which passed.

 

Craighead County Jonesboro Public Library

Board Minutes

May 12, 2016

5:30 pm

 

Board Members:

Present: Chairman, James Dunivan, Janice Griffin, Curt Hawkins and Dr. Barbara Warner

Absent: , Sandra Burns, Kevin Mulholland and Jean Pasmore

Quorum present? Yes

Others Present:

Library Director, David Eckert

Business Manager, Nancy Dobbins

Meeting called to order by Chairman, James Dunivan.

David reported that bids were received from four companies to provide the auto, building, boiler and workers compensation insurance.  The companies are Insurance Network (Chubb), Insurance Network (Travelers – current provider), Nationwide and United Insurance Agency(EMC Insurance).  The Board reviewed the bids and chose the bid from Insurance Network (Travelers) to provide the coverage for 2016-2017.  Barbara made a motion to approve the Travelers bid from Insurance Network to provide insurance coverage for auto, building, boiler and workers compensation coverage from June 15, 2016-June 15, 2017.  Curt seconded the bid which passed.

The meeting adjourned.

Craighead County Jonesboro Public Library

Board Minutes

August 11, 2016

5:30 pm

 

Board Members:

Present: Chairman, James Dunivan, Sandra Burns, Curt Hawkins and Jean Pasmore

Absent: Janice Griffin and Kevin Mulholland

Quorum present? Yes

 

Others Present:

Library Director, David Eckert

Business Manager, Nancy Dobbins

 

Meeting called to order by Chairman, James Dunivan.

A discussion was held on flood insurance.  David reported that Dave Davidson from Insurance Network indicated that McAdams Library in Lake City is the only library at risk for flooding in Craighead County.  To cover the McAdams Library with a $5,000 deductible on the building and another $5,000 deductible on contents would cost the library $6,335 annually. This deductible was the one recommended by Dave as a good compromise point for the deductible and cost. The Board requested that David get more information on the history of flooding in Lake City before they make a decision on including flood insurance.  David will also get information on the flooding history for the Poinsett County locations.

David informed the Board that Dr. Warner has moved out of the area and will no longer be serving on the Library Board.  The members present agreed not to request a replacement at this time since the Board will need to be reduced in the number if the merger with Poinsett County Library occurs.

David requested approval to place a 4’ x 4’ post on the Library ground that would hold a Little Free Pantry 2’ X 2’ x 18” box for the homeless.  The box would contain basic hygiene items and no food or perishables.  The box will be maintained and filled by a local non-profit taskforce (name of organization) at no cost to the Library.  The Board asked David to bring some more information on the project details to the September Board meeting. 

David reported that the scanner project has received over $6,000 and a promised donation of $10,000 in memory of the Betty T. Sloan.  He requested permission to purchase the scanner.  Sandra made a motion authorizing David to use Library funds with the amount raised to purchase scanner.  Jean seconded the motion which passed.

David gave an update on the public restroom project.  The office area in the administration area is almost complete with minor items to finish.  The restrooms are at a standstill until an exhaust fans arrive and are installed. 

David mentioned that Margo Reiser, Education Specialist has submitted a letter of resignation with her retirement date being September 30.  She has worked for the Library for over 20 years and has been a valuable asset to the Library.  David stated that he intends to hire another person qualified to fill her position since it enables the Library to offer continuing education programs for the public school librarians.  He also mentioned that Valerie Carroll, Outreach Coordinator has submitted her resignation and her last day is September 2.  She too is a valuable asset to the Library.  David commented that he is considering hiring an Assistant Director instead of replacing her position.  David felt that there wasn’t as great a demand for an Assistant Director when he first took on the responsibility of being Director.  However, considering the possibility of building another branch, upcoming projects and future growth he now feels that having someone in this position is necessary.  Valerie has been successful in the outreach programs to nursing and retirement centers and the Information Services staff is ready to take on the responsibility of continuing those programs.

The meeting adjourned.