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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.
Craighead County Jonesboro Public Library
Board Minutes
September 8, 2016
5:30 pm
Board Members:
Present: Chairman, James Dunivan, Janice Griffin, Curt Hawkins and Jean Pasmore
Absent: Sandra Burns and Kevin Mulholland
Quorum present? Yes
Others Present:
Library Director, David Eckert
Business Manager, Nancy Dobbins
Auditor, Jeff Wicker, CPA, Thomas Speight and Noble
Gary Harpole, Managing Partner, Hasley Thrasher Harpole, LLC
Meeting called to order by Chairman, James Dunivan.
Jeff Wicker presented the 2015 CCJPL Financial Statement. He reported that in the past public libraries were classified with non-profit organizations. The Government Accounting Standards Board has reclassified public libraries to be a government agency. The Board had no questions about audit detail. Jeff thanked the staff for providing information in a timely manner to his staff and commented that it was a clean audit. Janice Griffin made a motion to approve the 2015 Financial Statement presented by Jeff Wicker. Curt Hawkins seconded the motion which passed.
Gary Harpole shared information on the Greensborough Village area and mentioned a lot suitable for a branch library. James Dunivan commented that he feels the Board needs to decide if they want to commit to a new building. David will continue to gather additional information so that a decision can be made in the future.
Minutes from the April 14, May 12 and August 11, 2016 Board meetings were presented for approval. Janice Griffin made a motion to approve the minutes from the April 14, May 12 and August 11, 2016 Board meetings. Curt Hawkins seconded the motion which passed.
Financial reports were presented through August 31, 2016 for approval. David reported that spending is on target and the only two categories that are expected to go over are health insurance and the security service. Jean Pasmore made a motion to approve the financial reports. Curt Hawkins seconded the motion which passed.
David reported that he attended a meeting with the Poinsett County Judge and Prosecuting Attorney for the county and country workers. The county workers indicated that originally the Library employees weren’t going to be allowed to join the county health insurance but they have reconsidered and are going to allow them to be covered on their plan. Getting the library staff covered, was the purpose behind the merger. Since they can now be covered by the Poinsett County insurance, the merger with Poinsett County Library has been called off.
David will contact the Mayor of Jonesboro and request that an appointment be made to replace Dr. Warner since the merger has been cancelled and CCJPL needs a Board member replacement.
David reported that JETS has agreed to allow the Little Pantry box to be placed by the bus stop. He will bring additional information to the October Board meeting.
Staff investigated the need for flood insurance at the branch libraries and determined that there never has been a problem in the past. Considering this, the Board decided to not add on this coverage.
David requested approval to purchase the large scanner since the Library has been promised a $10,000 donation from the Sloan family for this purpose. With this donation, the Library will have received $16,265 in donations and sales from promotional products for the scanner purchase. The scanner is expected to cost over $20,000. The Board agreed that no motion was required since a motion to approve the purchase was approved in 2015 and were in agreement to purchase the scanner now.
David reported that the bathroom project is at a standstill waiting on an exhaust fan. He also stated that John Mixon, architect from Cromwell Architects Engineers will be at the October meeting to present plans for adding study areas on the north side windows by the book stacks.
Curt Hawkins moved to adjourn.
Craighead County Jonesboro Public Library
Board Minutes
December 15, 2016
5:30 pm
Board Members:
Present: Chairman, James Dunivan, Sandra Burns, Janice Griffin, Curt Hawkins, Jean Pasmore and Dr. Lily Zeng
Absent:
Quorum present? Yes
Others Present:
Library Director, David Eckert
Assistant Library Director, Morgan Sallee
Business Manager, Nancy Dobbins
John Mixon, Architect, Cromwell Architects Engineers
Lindsay Rogers, Administration, Cromwell Architects Engineers
Meeting called to order by Chairman, James Dunivan.
David introduced Morgan Sallee, Assistant Library Director and Dr. Lily Zeng, newly appointed Board member.
Minutes from the September 8, 2016 Board meeting were presented for approval. David noted that there was a spelling error in the minutes. Curt Hawkins made a motion to approve the minutes from the September 8, 2016 Board meeting. Janice Griffin seconded the motion which passed.
Financial reports were presented for the third quarter covering July 1-September 30, 2016 for approval. Curt Hawkins made a motion to approve the financial reports. Sandra Burns seconded the motion which passed.
James Dunivan, Sandra Burns, Curt Hawkins and Jean Pasmore volunteered to serve on the Finance Committee.
John Mixon and Lindsay Rogers reported that the bathroom project finished under budget and presented a project for three demountable glass study rooms to be located on the northwest side of the Library. The current study rooms will be made into offices. The new rooms will provide privacy and sound control and will use a power thread with a thin copper wire underneath carpet squares to provide a solution to having electricity in the rooms. The subtotal for the project is $114,500 with a 10% contingency of $11,450 making the total project $125,950.
Curt Hawkins made a motion to approve the plans as presented with the caveat that the amounts may fluctuate within 10% of the architect’s proposal. Sandra Burns seconded the motion which passed.
David reported that the IT staff put out a request for bids for security cameras and three bids were received. The Board requested that a revised bid be requested adding two additional cameras to the Cherry Street side of the building and that May Security be contacted for a bid.
James Dunivan noted that new officers would need to be elected since he has served his allowable time as Chairman. Jean Pasmore made a motion to appoint Sandra Burns as Chairperson. Sandra declined the positon due to availability. Sandra Burns moved to appoint Curt Hawkins as Chair by acclimation. Dr. Lily Zeng nominated Jean Pasmore as Vice-Chair by acclimation.
David reported that the Library will be celebrating our 100th anniversary in 2017 and noted that an additional $10,000 will be requested for the PR budget to pay for special billboard and other items to promote the celebration. On January 9 the Mayor will present a proclamation to the Library to kick off a year of events for the Centennial Celebration.
The meeting adjourned.
Craighead County Jonesboro Public Library
Board Minutes
February 9, 2017
5:30 pm
Board Members:
Present: Chairman, Curt Hawkins, James Dunivan, Janice Griffin, Jean Pasmore, Rick White, and Dr. Lily Zeng
Absent: Sandra Burns
Quorum present? Yes
Others Present:
Library Director, David Eckert
Assistant Library Director, Morgan Sallee
Business Manager, Nancy Dobbins
Meeting called to order by Chairman, Curt Hawkins.
The Board reviewed bids for bank account interest from seven different financial institutions. Since the highest bid received was .01% over the current rate at Integrity Bank, the Board decided that it wouldn’t be worthwhile to move the funds. James Dunivan made a motion to approve the bid of .096% from Integrity Bank. Jean Pasmore seconded the motion which passed.
A discussion was held on allocating the Dacus Investment account income. In the past the income was added to the large print materials budget. David mentioned that since it’s difficult to find titles in large print and the demand for emedia has increased, perhaps the Board might want to consider placing some of the funds into emedia. Janice Griffin made a motion allocating $1,500 of the Dacus Investment account income to large print and the balance of $1,023.07 into emedia. Jean Pasmore seconded the motion which passed.
David informed the Board that he had spoken with Curt regarding investing the CWL reimbursement and fine income paid in 2016 into the Capital Improvement account. Curt stated that since the funds aren’t specifically allocated from a legal perspective it would be fine to invest them into the Capital Improvement account. Janice Griffin made a motion to place the $30,416 CWL reimbursement and $25,448 fine income received in 2016 into the Capital Improvement account with a notation made that the Board will vote to approve this allocation each year. James Dunivan seconded the motion which passed.
David stated the staff is reviewing information from four vendors on RFID technology using smart tags for security on library materials. Since the public restroom project came in under budget by $26,881 and the projected bank account balance is $1,225,132 after paying for the study room project, he requested approval to replace the current security system with the RFID technology which is estimated to cost $137,000 to $200,000 for the first five years. The Board agreed in principal to adopt this technology, and will wait for an exact cost once David and his committee have concluded vetting the four prospective RFID companies. He will present a recommendation at the next board meeting.
James Dunivan made a motion to adjourn. Rick White seconded the motion which passed
Craighead County Jonesboro Public Library
Board Minutes
March 9, 2017
5:15 pm
Board Members:
Present: Chairman, Curt Hawkins, Sandra Burns, Janice Griffin, Jean Pasmore, Rick Williams, and Dr. Lily Zeng
Absent: James Dunivan and Jean Pasmore
Quorum present? Yes
Others Present:
Library Director, David Eckert
Assistant Library Director, Morgan Sallee
Business Manager, Nancy Dobbins
Meeting called to order by Chairman, Curt Hawkins.
Minutes from the December 15 Board meeting, December 15, 2016 Finance Committee meeting and February 9, 2017 Board meeting were presented for approval. Sandra Burns made a motion to approve the minutes. Lily Zeng seconded the motion which passed.
The 2016 final operations budget report was presented. Janice Griffin made a motion to approve the 2016 final operations budget report. Sandra Burns seconded the motion which passed.
For informational purposes, a year to date report on the 2017 operations budget was provided.
David reported that several staff met with four RFID vendors to review their company’s security system. The two highest companies were $20,000 higher than the two lower priced ones. The staff liked the second least expensive company. David indicated that there have been some unexpected costs for a connection to the current integrated library system. David asked the Board for their electronic approval to proceed with signing the contract if the figures are in place. Curt Hawkins was ok with this if an email is sent for the Board to vote by email for approval. Rick White asked where the RFID security system will be paid from in the budget. David explained that the Library will have an estimated $1,226,814 in the bank account after the study room project is paid for and the RFID system will come out of the amount in the bank account. This will leave approximately the same amount at the end of 2017 as was in the account at the start of 2016.
David reported that architect, John Mixon, is trying to find a system that will work with minimal metal and long expansive glass panels for the study room. John suggested to David that the Library might want to ask for one bid for the general construction to run the electrical and framework and a second bid for furnishings, finishing and equipment (FFE). He expects that asking for one bid on the project would cost more since the general contractor would turn around and bid out himself for the FFE and add on his percentage to that amount. He expects to have the plans ready to be put out for bid in two or three weeks. Sandra Burns made a motion based on the architect’s recommendation that the study room project be bid out as two projects. Janice Griffin seconded the motion which passed.
David reported that the security cameras purchased from May Security have been installed and are working great.
David gave a report on Staff Development Day. About fifty staff received CPR training from St. Bernards and two AED machines will be purchased for the library. John Mixon and Lindsay Rogers gave the staff an update on the study room construction project. A time management speaker held a session on priorities and what’s most important in life. Staff participated in a fun team building exercise with balloons, duct tape and straws.
Iberia Bank has offered the Library an opportunity to obtain a credit card which will pay 1% back on purchases from participating vendors. There is no limit on the number of cards and limits can be placed upon cards for control.
Sandra Burns expressed her thanks to the staff for working so hard on the RFID system.
Rick White made a motion to adjourn. Sandra Burns seconded the motion which passed.
Craighead County Jonesboro Public Library
Board Minutes
March 27, 2017
At the March 9, 2017 Craighead County Jonesboro Public Library Board meeting, the Board were in agreement to do an electronic approval to proceed with signing the contract if the figures are in place.
David Eckert notified the Board on March 27, 2017 that after much negotiating and haranguing we finally received comparable quotes back from the RFID vendors. Initially the lowest bid for five years of coverage was $127,203.38 from Envisionware. Both MK and Bibliotheca were much higher, but made counter offers of $130,648.91 and $135,849.70 respectively which allowed us to reconsider them as viable possibilities. Bibliotheca, which is backed by 3M, has the most experience in the industry, and they are currently used in the Fayetteville and Bentonville public libraries. The Central Arkansas Library System in Little Rock just installed their self-checkout machines, and went from a 30% usage rate to 80%. They were using Envisionware machines before.
Our committee is recommending that we use Bibliotheca for our RFID needs. There is a connection fee from our current library software of $18,000 that we will need to pay regardless of which RFID company we use. With both fees, the total cost would be $153,849.70 to cover the first five years.
The following votes were received back from the Board members:
March 27, 2017
David,
I vote that the committee's recommendation that we app9rove the bid from Billotheca for our RFID be accepted.
Sandra Burns
March 28, 2017
Dave,
Thanks so much for the information. I’m glad to see that the Bibliotheca bid panned out as I, for one, feel much more comfortable with their track record. Folks, if you were at the last meeting, you may recall that we prepped for a digital vote approving a bid once Dave received the final figures and made a recommendation. That plan for a digital vote reflects the discussion we had at the prior meeting as well. Should you require additional information on the matter prior to casting a vote or abstaining, please let Dave know, and I’m sure he’ll be happy to discuss the matter; otherwise, please send Dave and Nancy your vote on accepting the Bibliotheca bid. For the record Nancy, I’m voting in the affirmative. Thanks everyone and have a great day!
W. Curt Hawkins
March 28, 2017
Hello,
I just spoke with Ms. Pasmore over the phone as she is having some problems with her computer, and she has given me permission to inform you that she is also in favor of our decision to hire Bibliotheca for this RFID project.
Thank you all very much.
David A. Eckert
Library Director
Crowley Ridge Regional Library
March 28, 2017
My vote is: Yes to accept the Bibliotheca bid based upon the committee's recommendation. Thank you for all you hard work.
Rick Williams
Jonesboro, Arkansas
March 28, 2017
I vote YES. Thank you all for the hard work!
Lily Zeng
March 29, 2017
Ok sounds good to me.
Janice Griffin
Craighead County Jonesboro Public Library
Board Members:
Present: Chairman, Curt Hawkins, James Dunivan, Janice Griffin, Jean Pasmore, Rick Williams, and Dr. Lily Zeng
Absent: Sandra Burns
Quorum present? Yes
Others Present:
Library Director, David Eckert
Assistant Library Director, Morgan Sallee
Business Manager, Nancy Dobbins
Meeting called to order by Curt at 5:15 p.m.
Minutes from the March 9, 2017 Board meeting were presented for approval. Janice made a motion to approve the minutes. Jean seconded the motion which passed.
Financial reports for the first quarter were presented. James made a motion to approve the financial reports. Rick seconded the motion which passed.
David reported that the study room project has not been put out for bid since the architect is making sure there aren’t any problems with doing all glass walls with metal supports and now the holdup is with figuring out a way to get electricity to the rooms. He hopes to have more information at the May board meeting.
The future of the library with three options was discussed a.) Use a book mobile to increase our reach b.) Have 24 hour libraries with free Wi-Fi, a vending machine similar to a Red Box with DVD’s, and hold items available to customers via lockers and c.) Build traditional branches.
A discussion was held on the Library forming a LLC as a disregarded independent administrative entity. Jean made a motion for the Library to form a disregarded independent administrative entity. Lily seconded the motion which passed.
David will look into pricing for a book mobile and for the vending machine for the 24 hour library.
James made a motion to adjourn. Lily seconded the motion which passed
Craighead County Jonesboro Public Library
Board Minutes
May 4, 2017
Board Members:
Present: Chairman Curt Hawkins, James Dunivan, Rick Williams and Dr. Lily Zeng
Absent: Sandra Burns, Janice Griffin and Jean Pasmore
Quorum present? Yes
Others Present:
Library Director: David Eckert
Assistant Library Director: Morgan Sallee
Business Manager: Nancy Dobbins
Mike Egan and Richard Rogers from Travelers Insurance
Proceedings:
Meeting was called to order at 6 p.m. by Curt.
Two bids from Insurance Network to provide building, content, boiler, vehicle and workers compensation insurance coverage from Travelers and Chubb and a bid from United Insurance were presented for the Board to review. James made a motion to approve the Insurance Network Travelers bid to provide the coverage. Lily seconded the motion which passed.
Three different styles of chairs for the magazine and entrance areas on Oak Street were available for the Board to try out for approval. Two color and layout schemes on poster board for new furniture in the staff breakroom were also shown to the Board. Staff had voted on their choice for the breakroom furniture and layout #1 and color scheme #1 received the most votes. The furniture will be purchased through the Texas-Arkansas Purchasing System (TAPS) program which offers deep purchasing discounts and buying direct without a lengthy bidding process. Lily made a motion to approve the furniture for the magazine and front entrance areas and the breakroom layout/color scheme #1. Rick seconded the motion which passed.
David reported that the RFID project is moving along and the staff is doing a great job.
Davis also reported that Stewart Electric was consulted for a price to run conduit outside of the building which will provide electricity for the study rooms. The cost is $7,000 which will cause the project to run over by $2,500. David stated that he expects there to be money left in the building maintenance budget and the overage could be taken from there if there were no objections. James made a motion to approve having Stewart Electric provide the electricity to the study rooms. Lily seconded the motion which passed.
An ad will run two consecutive Sundays in the Jonesboro Sun advertising for bids for the study room project.
James made a motion to adjourn. Rick seconded the motion which passed.
Craighead County Jonesboro Public Library
Board Minutes
August 10, 2017
Board Members:
Present: Chairman Curt Hawkins, James Dunivan, Rick Williams and Dr. Lily Zeng
Absent: Sandra Burns, Janice Griffin and Jean Pasmore
Quorum present? Yes
Others Present:
Library Director: David Eckert
Assistant Library Director: Morgan Sallee
Business Manager: Nancy Dobbins
Assistant Business Manager: Sarah Keath
Jeff Wicker, CPA, Thomas, Speight & Noble
Proceedings:
Meeting called to order by Curt at 6 p.m.
Jeff Wicker presented the financial audit for the calendar year ending December 31, 2016. He reported that the audit was a clean audit with no deficiencies with internal control. Rick made a motion to approve the financial audit as presented. Lily seconded the motion which passed.
The meeting adjourned.
Craighead County Jonesboro Public Library
Board Minutes
November 9, 2017
Board Members:
Present: Chairman Curt Hawkins, Sandra Burns, James Dunivan, Rick Williams, and Dr. Lily Zeng
Absent: Janice Griffin and Jean Pasmore
Quorum present? Yes
Others Present:
Library Director: David Eckert
Assistant Library Director: Morgan Sallee
Business Manager: Sarah Keath
Rebecca Mixon, Friends of the Library Liaison
Proceedings:
The meeting was called to order by Curt at 5:29 pm.
Minutes from the September 14, 2017 meeting were presented for approval. James made a motion to approve the minutes. Sandra seconded and the motion passed.
Financial reports for the third quarter were presented. Sandra made a motion to approve the reports. Lily seconded and the motion passed.
Curt, James, and Sandra volunteered to serve on the finance sub-committee.
A list of days the library would be closed in 2018 was proposed. James moved to accept the proposed dates. Sandra seconded the motion and the motion passed.
David spoke about a master facilities plan for the future. The library is running out of room so all expansion options are being discussed and considered. If we stay on property, a millage increase is not necessary. David has met with John Mixon, our architect, about our options. A sample master facilities plan proposal that was created for an area hospital was passed around to help further explain. David talked about our current expansion options if we were to stay on property and what it would entail if we wanted to move off property. Sandra made a motion to spend $7400 on a master plan. James seconded the motion and the motion passed.
David spoke about a possible branch in Brookland. Brookland is in the process of buying a building to house a museum and a library. David has spoken to the mayor about possibly helping them out with the branch and was planning on attending the next city council meeting. David created an information sheet telling a little about our three other branches in Craighead County and the costs involved in running a branch. There were questions about whether having a branch there would increase our per capita, which it would not. Statistically, opening a new branch would increase card holder numbers. After a lot of discussion on stewardship and reaching children in the community that might not be able to make it to Jonesboro for our services, it was decided that it would be a great idea to reach out to Brookland to offer the option of being part of this network.
David invited the board to look at the seven new study rooms plus a bigger meeting room. Each room will be named by an author and a quote by each author will be on each door.
There is a snag with the RFID system, but the gates will be turned on soon.
Sandra made a motion to adjourn the meeting. Rick seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
December 15, 2017
Board Members:
Present: Sandra Burns, Janice Griffin, Jean Pasmore, Rick Williams, and Dr. Lily Zeng
Absent: Chairman Curt Hawkins, and James Dunivan
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Library Director: Morgan Sallee
Assistant Business Manager: Jordan Wilson
Proceedings:
The meeting was called to order by Sandra at 5:18 pm.
Minutes from the November 9, 2017 meeting were presented for approval. Rick made a motion to approve the minutes. Janice seconded and the motion passed.
Minutes from the December 11, 2017 finance subcommittee meeting were presented.
There was discussion about the young adult e-media budget. The young adult e-media will be a new materials budget for the teen section, since the teen librarian is now ordering the teen e-books herself. David spoke about new vendor, Baker & Taylor. We have procured a partnership with them and our local elementary schools. The children’s e-books will be helpful for both the teachers and our existing patrons.
Janice made a motion to approve the finance committee minutes. Lily seconded the motion. The motion was passed.
There was a discussion about the current security provider, which is currently Boling Security. The new budget would allow the library to hire an in-house security guard. Boling would still work occasionally to fill in any gaps. We may consider hiring a police officer within the next few years.
David spoke about the 2018 budget including the projected income from taxes, 3% raise for staff, and decreasing the maintenance and operations cost. The bank account balance estimates for January 1, 2018 and January 1, 2019 were reviewed. Staff raises were discussed.
Janice asked about the cut in the advertising budget. David explained that many of the library programs were being taken out of the Public Relations budget such as music and arts on lawn programs. Those funds have now been moved into the programming budget, so there really isn’t a cut in advertising or programming.
Jean moved to approve the 2018 budget. Lily seconded the motion. The motion was passed.
David reported on his meeting with the Brookland City Council about a future library branch. They would buy the building and asked what else the city could do to help. David proposed the startup costs they could assist with would be furniture and computers/office equipment. The ongoing costs they could help with would be utilities and phone/internet services. The library would provide the material and staffing. The size of the space is 30 x 90 feet. The library would be an estimated 2,700 sq. ft. The city will talk about it in January and hope to purchase the building by May.
David reported on the new glass study rooms and shared the author quotes that will go on the walls.
Jean made a motion to adjourn the meeting. Lily seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
February 12, 2018
Board Members:
Present: Chairman Curt Hawkins, Sandra Burns, James Dunivan, Janice Griffin, Jean Pasmore, Rick Williams, and Dr. Lily Zeng
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Library Director: Morgan Sallee
Business Manager: Sarah Keath
Proceedings:
The meeting was called to order by Curt at 5:20 pm.
Minutes from the December 14, 2017 meeting were presented for approval. Janice made a motion to approve the minutes. James seconded and the motion passed.
Financial reports for the fourth quarter/ end of the year were presented. James made a motion to approve the reports. Janice seconded and the motion passed.
A revised budget for 2018 was brought up for discussion. David explained that because we didn’t receive as much from mill tax as was originally thought, we needed to rework part of the budget. Sandra made a motion to accept the revised budget. Lily seconded the motion and the motion passed.
The bids received for the bank interest accounts were presented and discussed. Seven bids were received and ranged between .85% and 1.79%. Sandra moved to remain with Integrity 1st Bank. Janice seconded the motion and the motion passed.
David spoke about the conference call he and Morgan had with Michael Swendrowski from Specialty Vehicle Services, LLC regarding the book mobile the library is looking into. A truck style is recommended and the estimated cost ranges between $250,000 - $275,000. It will take 8-12 months to build. A discussion was had about proceeding with a proposal. Questions were brought up regarding a warranty of the vehicle and where a vehicle of this nature could be serviced. James made a motion to move forward with a call for proposal. Janice seconded the motion and the motion passed.
Three policies were updated and brought up for review.
- Changes to the Lending Policy include combining sections, clarifying procedures, and basic clean up. Janice made a motion to accept the changes. Jean seconded the motion and the motion passed.
- Changes to the Library Card Eligibility Policy include getting rid of online applications and general clarification and clean up. James made a motion to accept the changes as written. Jean seconded the motion and the motion passed.
- Changes to the Meeting Room Policy were minimal and only touched on groups charging fees to participants. Janice made a motion to accept the changes as written. Rick seconded the motion and the motion passed.
The Extension Office received a grant to fund their Community Mile project, which is part of My Healthy Jonesboro. They would like to place signs (which we design) in each corner of our property indicating how many laps around our block would equal one mile. Similar signs will be placed at various other locations around Jonesboro. The Board was okay with the placement of these signs.
The library is now looking into using Securitas for our security guard needs as using the Jonesboro Police Department would be too expensive.
The glass study rooms have been well received and the public seem to enjoy using them. Staff voted on popular authors to name each room and the marketing committee is working on quotes by each specific author to add to the wall of each room.
Five plans were presented to the staff for feedback as part of our Masters Facilities Plan. Pros and cons about each plan were discussed and will be taken back to the architect who will then come back with one plan for consideration.
The self-checkout machines will hopefully be in place soon. The pay element of the machines is the holdup at the moment. We’re already using the security gates and everything is running smoothly.
Sandra made a motion to adjourn the meeting. Janice seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
April 9, 2018
Board Members:
Present: Chairman Curt Hawkins, Sandra Burns, James Dunivan, Janice Griffin, Jean Pasmore, and Rick Williams
Absent: Lily Zeng
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Library Director: Morgan Sallee
Business Manager: Sarah Keath
Proceedings:
The meeting was called to order by Curt at 5:15 pm.
Minutes from the February 2018 meeting were presented for approval. Janice made a motion to approve the minutes. James seconded and the motion passed.
Financial reports for the first quarter were presented. Sandra made a motion to approve the reports. Jean seconded and the motion passed.
The bids received for insurance were presented and discussed. Two bids were received and David explained the differences between them. James moved to accept the bid from Chubb. Sandra seconded the motion and the motion passed.
The Glass Room (named the Shakespeare Room) was added to the Meeting Room Policy and that change was brought up for review. Jean made a motion to accept the policy change. Rick seconded the motion and the motion passed.
David and Morgan presented the Masters Facility Plan, a video rendering of what the outside of the building will look like, and an estimated cost of the project. There was a long discussion about the plans and the costs involved, and the board asked David to set up a meeting with the architect to further discuss the plans.
In other news, the self-checkout machines are up and running and the staff is doing a great job assisting patrons using them.
Sandra made a motion to adjourn the meeting. James seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
May 21, 2018
Board Members:
Present: James Dunivan, Janice Griffin, Jean Pasmore, Rick Williams, Lily Zeng
Absent: Chairman Curt Hawkins, Sandra Burns
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Library Director: Morgan Sallee
Business Manager: Sarah Keath
FOL Liaison: Rebecca Mixon
Cromwell & Associates: Jon Mixon, and Hrand DuValian
Proceedings:
The meeting was called to order by James at 5:41pm.
Minutes from the April 2018 meeting were presented for approval. Janice made a motion to approve the minutes. Rick seconded and the motion passed.
David gave an update on the branch in Brookland. The Mayor of Brookland called to say they have successfully purchased the building and things are moving right along.
Jon Mixon and Hrand from Cromwell & Associates presented the Masters Facility Plan, and explained the thought behind the floor plan and the estimated financial cost of the project.
Meeting was adjourned at 7:11 pm.
Craighead County Jonesboro Public Library
Board Minutes
August 13, 2018
Board Members:
Present: Chairman Curt Hawkins, James Dunivan, Janice Griffin, Rick Williams, Lily Zeng
Absent: Sandra Burns, Jean Pasmore
Quorum present: Yes
Others Present:
Library Director: David Eckert
Business Manager: Sarah Keath
Stephens, Inc.: Michael McBryde
Proceedings:
Curt called the meeting to order at 5:45pm.
Minutes from the May 2018 meeting were presented for approval. James made a motion to approve the minutes. Janice seconded the motion and the motion passed.
Michael McBryde from Stephens, Inc. gave a presentation on our financing options for the proposed additions and renovations to our current building. Several options were presented and each one was discussed. There is still a lot to research, look into, and think about before any final decisions are made.
David presented an idea to go down to one customer service desk. Patrons sometimes confused about where to go for the help they need and are bouncing between the circulation desk and the information desk. Going down to one desk would be better from a customer service point of view. This project would cost between $50,000 and $60,000. Better plans to come in September.
Janice made a motion to adjourn. James seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
September 10, 2018
Board Members:
Present: Vice Chair Sandra Burns, James Dunivan, Janice Griffin, Jean Pasmore, Rick Williams, Lily Zeng
Absent: Chairman Curt Hawkins
Quorum present: Yes
Others Present:
Library Director: David Eckert
Business Manager: Sarah Keath
FOL Liaison: Rebecca Mixon
Proceedings:
Sandra called the meeting to order at 5:13pm.
Minutes from the August 2018 meeting were presented for approval. Janice made a motion to approve the minutes. Rick seconded the motion and the motion passed.
The financial report for the second quarter was presented for approval. Jean made a motion to accept the minutes. James seconded the motion and the motion passed.
Bids for the revised bookmobile RFP were due by the end of August. Summit Bodyworks was the only company to submit a proposal. They were also the only company to submit a proposal for the original RFP that was sent out earlier this year. Despite David reaching out to the other companies who had expressed interest, no other companies responded to the RFP. After going through the bid packet and discussing what was needed, Jean made a motion to accept Summit Bodyworks’ proposal with the following add-ons: full walkthrough from cab to body, Summit Bodyworks 3rd year uplift warranty, celestial windows, aromatherapy system, and exterior 70” compartment and TV. Lily seconded the motion and the motion passed.
More specific plans and costs for the front desk renovations will be presented at the next meeting.
Janice made a motion to adjourn. Jean seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
October 8, 2018
Board Members:
Present: Chairman Curt Hawkins, James Dunivan, Janice Griffin, Rick Williams, Lily Zeng
Absent: Sandra Burns, Jean Pasmore
Quorum present: Yes
Others Present:
Library Director: David Eckert
Business Manager: Sarah Keath
FOL Liaison: Rebecca Mixon
Jon Mixon of Cooper Mixon Architects
Proceedings:
Curt called the meeting to order at 5:01pm.
Minutes from the September 2018 meeting were presented for approval. Janice made a motion to approve the minutes. Rick seconded the motion and the motion passed.
The financial report for the third quarter was presented for approval. James made a motion to accept the report. Janice seconded the motion and the motion passed.
Jon Mixon presented plans for improvements to the customer service desk and surrounding areas that would take us from two help and service desks down to one. Options for redoing the floors in the public areas and in the Round Room were also presented. Costs for each project were also presented. After some discussion, the board decided to go ahead and do all three options in the same project. James made a motion to proceed with the project, setting a spending cap at no more than $160,000. Rick seconded the motion and the motion passed.
David will be putting a committee together soon to look at and test drive vans with the idea of replacing our current 2008 Dodge Caravan.
James made a motion to adjourn. Janice seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
November 12, 2018
Board Members:
Present: Vice Chair Sandra Burns, Janice Griffin, Jean Pasmore (by speaker phone), Rick Williams
Absent: Chairman Curt Hawkins, James Dunivan, Lily Zeng
Quorum present: Yes
Others Present:
Library Director: David Eckert
Business Manager: Sarah Keath
Thomas, Speight, Noble: Jeff Wicker and Melissa Brothers
Proceedings:
Sandra called the meeting to order at 5:14pm.
Jeff Wicker and Melissa Brothers presented the 2017 Financial Audit Statement. Everything looks fine. Janice made a motion to accept the statement as presented. Rick seconded the motion and the motion passed.
David is looking into another savings account that would house the extra money used for special projects.
A budget sub-committee is needed to meet before the next board meeting to go over the 2019 budget proposal.
Janice made a motion to adjourn. Rick seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
December 10, 2018
Board Members:
Present: Chairman Curt Hawkins, Sandra Burns, James Dunivan, Janice Griffin, Jean Pasmore, Rick Williams, Lily Zeng
Quorum present: Yes
Others Present:
Library Director: David Eckert
Business Manager: Sarah Keath
FOL Liaison: Rebecca Mixon
Cooper Mixon Architects: John Mixon
Proceedings:
Curt called the meeting to order at 5:00pm.
The minutes for the October, November, and Finance meetings were presented for approval. Janice made a motion to accept the minutes. Sandra seconded and the motion passed.
The new budget for 2019 was presented. James made a motion to accept the proposal. Janice seconded the motion and the motion passed.
John Mixon, from Cooper Mixon Architects, presented the three bids that were submitted for our front desk renovation project. Bailey Contractors came in with the lowest bid. There was discussion to make the Round Room renovations its own project. Sandra made a motion to accept the bid from Bailey Contractors without the option of alternate three (Round Room proposal). James seconded the motion and the motion passes.
A house across the street at 1001 Haven St. is for sale. David thinks it might be worth looking into for an additional parking lot or to even house the Friends of the Library.
A WIFI acknowledgment form was brought up for discussion. We felt we needed to have patrons agree to terms before being able to connect to our WIFI. The form presented is the same form used by a lot of big name companies such as Coca Cola and Pepsi. Rick moved to adopt the acknowledgement form. Lily seconded the motion and the motion passed.
Rick made a motion to adjourn. Lily seconded and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
February 11, 2019
Board Members:
Present: Janice Griffin, Jean Pasmore, Rick Williams, Lily Zeng
Absent: Chairman Curt Hawkins, Sandra Burns, James Dunivan
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Sarah Keath
FOL Liaison: Rebecca Mixon
Proceedings:
Janice called the meeting to order at 5:28pm.
The minutes for the December meeting were presented for approval. Jean made a motion to accept the minutes. Rick seconded the motion and the motion passed.
The 2018 year-end budget was presented for approval. Lily made a motion to accept the budget. Jean seconded the motion and the motion passed.
The 2018 year-end statements for the investment accounts were brought up for approval. Lily made a motion to accept the statements. Rick seconded the motion and the motion passed.
David asked if we could deposit the refund we received from City Water & Light into the Capitol Improvement investment account. Jean made a motion to accept the request. Lily seconded the motion and the motion passed.
Revisions to the 2019 budget were brought up for review. More mil tax was collected and more interest was earned than was anticipated when the budget was originally presented in December. Increases to personnel, programming, and furniture were added, as was the anticipated start-up cost for the Brookland branch. Rick made a motion to accept the revisions. Lily seconded the motion and the motion passed.
The bids received for the bank interest accounts were presented and discussed. Seven bids were received and ranged between .25% and 2.61%. Lily made a motion to accept the bid from Simmons Bank. Jean seconded the motion and the motion passed.
The flooring project is well underway. David shared samples of the flooring, desk panels, and paint colors that had been chosen. There have been a few change orders already and they have pushed us close to the allotted amount set aside for this project. Jean made a motion to set aside an additional $8000 to give us some extra room in case something happens unexpectedly. Lily seconded the motion and the motion passed.
The Literacy League is in the process of making a comeback and we are trying to help make that happen. They need an office space for receiving mail, writing grants, giving lessons, etc. Is that something the library could provide? We have the space for it, but a few questions and concerns were brought up. Would this open the door for other non-profits to come to us asking for space? Could we use taxpayer allocated money and let another entity use our space and utilities? Could we charge minimal rent or charge for their phone line and a portion of the utilities? Rebecca spoke up and said maybe the Friends of the Library could step in and offer a space as this organization goes along with the FOL mission statement.
Rebecca gave an update on happenings with the FOL. They are revamping everything and are planning to hold a membership drive soon. Good things are coming!
Lily made a motion to adjourn. Jean seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
April 8, 2019
Board Members:
Present: Chairman Curt Hawkins, Sandra Burns, James Dunivan, Janice Griffin, Rick Williams
Absent: Jean Pasmore, Lily Zeng
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Sarah Keath
FOL Liaison: Rebecca Mixon
Proceedings:
Curt called the meeting to order at 5:02pm.
The minutes for the February meeting were presented for approval. Janice made a motion to accept the minutes. Sandra seconded the motion and the motion passed.
The 2019 first quarter financials were presented for approval. James made a motion to accept the statement. Rick seconded the motion and the motion passed.
The Donations Policy and the Exhibits & Display Policy were brought up for review. James made a motion to continue with the policies as written. Janice seconded the motion and the motion passed.
A Disaster Preparedness Plan was presented. Sandra made a motion to adopt the plan. Rick seconded the motion and the motion passed.
Because the current timeline of bidding out for building, car, etc. insurances is a little inconvenient with everything else that goes on during that time of year, David proposed asking for a six month policy when our current policy is up in June of this year and asking for bids again in the fall to have our policy run from January to December of the next calendar year. Sandra made a motion to shift the insurance bid process as proposed. Rick seconded the motion and the motion passed.
David proposed closing the library for one day in the fall so the staff could have a professional development day. Five dates were presented and the staff will be polled to see which one best works for the whole. Janice made a motion to allow the library to be closed for one day for a staff development day. Sandra seconded the motion and the motion passed.
David checked in with the board to make sure meeting on the second Monday of the month was still a good time for everyone to meet. Everyone agreed this was still a good time to have the meetings.
Other announcements include David sharing the staff-chosen backdrop that will be at the newly updated circulation desk. The library is also hosting “Connect @ 4” on Tuesday, April 16 from 4p-6p so show off the new renovations. We would love to see everyone there!
Sandra made a motion to adjourn. James seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
May 13, 2019
Board Members:
Present: Sandra Burns, James Dunivan, Janice Griffin, Jean Pasmore, Rick Williams, Lily Zeng
Absent: Chairman Curt Hawkins
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Sarah Keath
John Mixon of Cooper Mixon Architects
FOL Liaison: Rebecca Mixon
Proceedings:
Sandra called the meeting to order at 5:21pm.
The minutes for the April meeting were presented for approval. James made a motion to accept the minutes. Rick seconded the motion and the motion passed.
Insurance bids for building and auto were presented. Bids were due by 3 pm on Friday, May 10th. One bid was received and offered a 6 month and 18 month option. Because the coverage period is being changed up, no matter which option is chosen, the budget allotment is not enough. Lily made a motion to accept the 18 month option from Chubb. Janice seconded the motion and the motion passed.
John Mixon spoke about possible options for bookmobile parking. The loading dock is the best location because it’s on property and close to the building. With this location in mind, two options were presented. The first option would cost $150,000 - $165,000. The roof would be brought out and would mimic the arches on the Oak Street side of the building. The enclosure would have a tightly woven screen around the side and lots of lights inside for security. The ramps would be gated off, but would still have an entrance for staff to use for access the back door. We would lose the three staff-only parking spaces that are used to house the Edge and the Escape, and it would cause stress for the tree that lives close to the sidewalk. A second dock would be constructed for deliveries. The second option is much of the same as the first, but proposes to widen the loading dock to twice its current size. This would allow housing for the bookmobile and straight, direct access for delivery trucks. This option would also take the three staff-only/library vehicle parking spaces and would most likely damage and/or kill the tree. The cost for this option would be around $200,000. This project would need to be bid out. Janice made the motion to engage John and his company and to have him accept bids. Jean seconded the motion and the motion passed.
James made a motion to adjourn. Lily seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
October 14, 2019
Board Members:
Present: Chairman Curt Hawkins, James Dunivan, Janice Griffin, Mike Johnson, Jean Pasmore, Rick Williams, Lily Zeng
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Sarah Keath
FOL Liaison: Rebecca Mixon
Also in attendance: 25-30 members of the community
Proceedings:
Curt called the meeting to order at 4:55pm.
The first item up for discussion was the YA author event scheduled for October 22nd. This is a long standing annual event and is always approached the same way each year. The authors chosen to come speak are award winning authors with book topics relating to current events. Each student who wishes to participate in the author event at the library is given a permission slip to take home to their parent or guardian to sign. Once the signed approval form is returned to their teacher, they are given a copy of the book to read before the event. This year the author coming to speak is Meredith Russo. She has won several awards for her novel If I Was Your Girl, including the Arkansas Teen Book Award for 2018. This award is voted on by high school students across the state. Because Ms. Russo is transgender, there has been a lot of community feedback, both positive and negative, about the upcoming event. Several members of the community came to the meeting to voice their views. Some are opposed to that lifestyle and don’t want our children exposed to it, while others don’t want their tax dollars going to support someone of this lifestyle. David spoke up and reminded everyone that because the library is funded by everyone’s tax dollars, it should offer programs that represent everyone in the community. Other members of the community are very much looking forward to the event and are excited to bring their children to meet Ms. Russo. Due to safety concerns, the schools will not bus students in for the morning sessions like they have done in the past. The library will still offer the two sessions during the day, and only students and parents or guardians coming with their child will be allowed to attend. The session open to the public will still happen at 7pm. Extra security will be on hand as well. Curt opened up the floor for a motion to be made, but reminded board members that we are under contract with the author. No motion was made. The event will continue as planned.
Since Sandra Burns rolled off the Board in August, a new vice chair is needed to finish out the year. Lily nominated Rick for the position. James seconded the nomination and the nomination passed.
The minutes from the September meeting were presented for approval. James made a motion to approve the minutes. Mike seconded the motion, and the motion passed.
The third quarter budget update was presented for approval. Lily made a motion to accept the budget update as presented. Janice seconded the motion, and the motion passed.
A budget sub-committee is needed to meet before the next board meeting to go over the 2020 budget proposal. James and Janice volunteered to be on the committee along with Curt.
The Collection Development Policy was brought up for review. Romantic Times Book Review is no longer published so it needs to be removed from the policy as a source of reviews. Rick made a motion to accept the policy update. Jean seconded the motion, and the motion passed.
It looks like it will be closer to the end of the year before the bookmobile is completed and in our possession.
Janice made a motion to adjourn. Lily seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Members:
Present: Chairman Curt Hawkins, James Dunivan, Mike Johnson, Jean Pasmore, Rick Williams, Lily Zeng
Absent: Janice Griffin
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Sarah Keath
FOL Liaison: Rebecca Mixon
Cooper Mixon Architects: John Mixon
Thomas, Speight, Noble: Melissa Brothers
Proceedings:
Curt called the meeting to order at 5:10pm.
Melissa Brothers presented the 2018 Financial Audit Statement. Everything looks fine. Jean moved to accept the statement as presented. Lily seconded the motion, and the motion passed.
The minutes from the October meeting were presented for approval. James made a motion to accept the minutes. Rick seconded the motion, and the motion passed.
The minutes from the budget sub-committee meeting were presented for approval. Lily made a motion to approve the minutes. Rick seconded the motion, and the motion passed.
The 2020 Budget proposal was presented. James made a motion to accept the proposal. Lily seconded the motion, and the motion passed.
John Mixon presented the re-bid results for the bookmobile garage. Bids were received from Olympus Construction, RGL Construction, Tate General Contractors, and Vance Construction Solutions. Vance was the lowest bid at $259,317. Jean made a motion to accept the bid from Vance Construction. Rick seconded the motion, and the motion passed. The motion was amended by claim to include a 10% reservoir for any possible changes.
Lily made a motion to adjourn. James seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
February 10, 2020
Board Members:
Present: Chairman Curt Hawkins, Janice Griffin, Mike Johnson, Jean Pasmore, Rick Williams
Absent: Mark Nichols, Lily Zeng
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Sarah Keath
Proceedings:
Curt called the meeting to order at 5:49pm.
The first order of business was to elect a new chairperson. Rick nominated Janice. Mike seconded the nomination, and the motion passed. Curt turned the meeting over to Janice to continue.
The minutes from the November meeting were presented for approval. Curt made a motion to accept the minutes. Jean seconded the motion, and the motion passed.
The 2019 year-end budget was presented for approval. Curt made a motion to accept the financial report as presented. Rick seconded the motion, and the motion passed.
The 2020 budget amendments were presented. More money was collected in taxes than originally anticipated which made room for another full time position to be added to the personnel portion of the budget. Jean made a motion to accept the amendments. Mike seconded the motion, and the motion passed.
There is a new microfilm scanner/printer in the building! Make sure to stop by and check it out.
Curt made a motion to formalize Rick as Vice-Chairman for a full term. Mike seconded the motion, and the motion passed.
Curt made a motion to adjourn. Mike seconded the motion and the motion passed.
Craighead County Jonesboro Public Library Board
March 9, 2020
We were not able to get a quorum together for this month, but we did have great discussions about the following items:
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The Library Card Eligibility Policy needs to be updated to reflect a statute change.
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The Children’s department is running out of room. More space is needed for shelving, programming, and work space for staff. This might need to be the next big project to focus on.
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Circulation numbers are declining, so we need to start thinking of different ways to market the books.
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Is going fine free an option? We would still charge for lost or damaged items, but would not charge for late returns. Libraries that have gone this route have seen an increase in circulation.
Craighead County Jonesboro Public Library
Board Minutes
May 11, 2020
*Due to the current COVID-19 restrictions, this month’s meeting was conducted via video-conference.
Board Members:
Present: Chairman Janice Griffin, Mark Nichols, Rick Williams, Lily Zeng
Absent: Curt Hawkins, Mike Johnson, Jean Pasmore
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Sarah Keath
Proceedings:
Janice called the meeting to order at 5:32pm.
The February meeting minutes and the March meeting summary were presented for approval. Rick made a motion to accept them as presented. Mark seconded the motion, and the motion passed.
The first quarter financial update was presented for approval. Lily made a motion to accept the financial report as presented. Rick seconded the motion, and the motion passed.
The Card Eligibility Policy update was presented. The only change made was to reflect a statute number change. Rick made a motion to accept the policy update as presented. Mark seconded the motion, and the motion passed.
The Meeting Room Policy update was presented for approval. Wording was updated to reflect the following: our entire property is tobacco free, Round Room is not available for outside use during June – August, and the number of people the Shakespeare Room can accommodate. Lily made a motion to accept the policy updates as presented. Rick seconded the motion, and the motion passed.
Finally, the Lending Policy updates were presented for approval. Additions to the policy include requiring a photo ID attached to each patron account, and limits for the Bookmobile and Caregiver kits. A change to overdue fines was brought up for discussion. Three options were presented. Option 1 would completely eliminate fines charged on overdue materials. Option 2 would not charge fines to overdue Bookmobile items. Option 3 would continue to charge fines for overdue materials and would add in a $1 for overdue Bookmobile items. Circulation numbers are down as a whole, and libraries that went completely fine-free saw an increase in circulation. We want to be more user-friendly and want more people to be able to use our services. After a discussion, Rick made a motion to accept the policy updates and include Option 1 as presented. Lily seconded the motion, and the motion passed.
In other news, the Bookmobile garage is coming along nicely, and the furniture for the Brookland branch has been delivered.
Lily made a motion to adjourn. Rick seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
July 20, 2020
*Due to the current COVID-19 restrictions, this month’s meeting was conducted via video-conference.
Board Members:
Present: Chairman Rick Williams, Curt Hawkins, Mike Johnson, Mark Nichols, Lily Zeng
Absent: Janice Griffin, Jean Pasmore
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Sarah Keath
*Meeting was conducted via Zoom
Proceedings:
Rick called the meeting to order at 5:09pm.
David asked the board to change our current integrated library system to a new vendor, because our current system is almost eleven years old. The library put out an RFP requesting bids. Four companies responded and demos were set up for the staff. The staff narrowed it down to a product called Atrium through Booksystems. After a brief discussion, Curt made a motion to switch to Atrium. Lily seconded the motion, and the motion passed.
Curt made a motion to give David discretionary authority during the pandemic to modify library hours and policies as necessary to ensure the safety of the staff and patrons. Mike seconded the motion and the motion passed.
Curt made a motion to adjourn. Lily seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
August 10, 2020
*Due to the current COVID-19 restrictions, this month’s meeting was conducted via video-conference.
Board Members:
Present: Chairman Janice Griffin, Curt Hawkins, Mike Johnson, Mark Nichols, Jean Pasmore, Rick Williams, Lily Zeng
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Sarah Keath
Proceedings:
Janice called the meeting to order at 5:15pm.
The May meeting minutes and the July special meeting minutes were presented for approval. Curt made a motion to accept them as presented. Jean seconded the motion, and the motion passed.
The second quarter financial update was presented for approval. Lily made a motion to accept the financial report as presented. Curt seconded the motion, and the motion passed.
We have the opportunity to move our investment accounts from Wells Fargo to the Benjamin F. Edwards Company. Our account managers have changed companies and have reached out to us. Curt made a motion to transfer our accounts to Benjamin F. Edwards Company to stay with our account managers. Jean seconded the motion and the motion passed.
The Parental Leave Policy was presented. After a discussion, the board decided to table it for a later date.
Rick made a motion to adjourn. Jean seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
*Due to the current COVID-19 restrictions, this month’s meeting was conducted via video-conference.
Board Members:
Present: Chairman Janice Griffin, Curt Hawkins, Mike Johnson, Jean Pasmore, Rick Williams, Lily Zeng
Absent: Mark Nichols
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Sarah Keath
Proceedings:
Janice called the meeting to order at 5:07pm.
The October meeting minutes were presented for approval. Curt made a motion to accept them as presented. Jean seconded the motion, and the motion passed.
The third quarter budget update was presented for approval. Rick made a motion to accept the update as presented. Lily seconded the motion and the motion passed.
Jean and Rick volunteered to be on the budget sub-committee with Janice so we can start working on the 2021 budget.
A bid for building and auto insurance was sent out and Chubb was the only company to submit a proposal. Mike made a motion to accept the insurance proposal from Chubb. Rick seconded the motion and the motion passed.
More than likely, there will be no meeting in December.
Jean made a motion to adjourn. Lily seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
January 11, 2021
*Due to the current COVID-19 restrictions, this month’s meeting was conducted via video-conference.
Board Members:
Present: Chairman Janice Griffin, Mike Johnson, Mark Nichols, Jean Pasmore, Rick Williams, Lily Zeng
Absent: Curt Hawkins
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Sarah Keath
Proceedings:
Janice called the meeting to order at 5:01pm.
The November meeting minutes were presented for approval. Jean made a motion to accept them as presented. Rick seconded the motion, and the motion passed.
The December budget sub-committee meeting minutes were presented for approval. Jean made a motion to accept them as presented. Mike seconded the motion, and the motion passed.
The proposed budget for the 2021 fiscal year was presented for approval. Lily made a motion to accept the budget as presented. Mark seconded the motion, and the motion passed.
Soon, we will send out a bid for the children’s department expansion. David is thinking of ways to incorporate the two trees that will have to come down because of the expansion.
Rick made a motion to adjourn. Lily seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
February 8, 2021
*Due to the current COVID-19 restrictions, this month’s meeting was conducted via video-conference.
Board Members:
Present: Chairman Janice Griffin, Curt Hawkins, Mike Johnson, Jean Pasmore, Rick Williams, Lily Zeng
Absent: Mark Nichols
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Sarah Keath
Thomas, Speight, Noble: Jeff Wicker
Proceedings:
Janice called the meeting to order at 5:11pm.
The January meeting minutes were presented for approval. Curt made a motion to accept them as presented. Jean seconded the motion, and the motion passed.
The 2020 year-end budget report was presented for approval. Lily made a motion to accept the report as presented. Rick seconded the motion and the motion passed.
Jeff Wicker presented the 2019 Financial Audit Statement. No issues were noted. Mike moved to accept the statement as presented. Rick seconded the motion and the motion passed.
A revised budget for the 2021 fiscal year was presented for approval. More millage tax was collected and more interest was earned than was anticipated when the budget was originally presented in January. Increases to the electronic materials and audit lines were added. Due to pandemic delays, the audit was started later in the year than normal and the library wasn’t billed until early this year. Curt made a motion to accept the budget as presented. Jean seconded the motion, and the motion passed.
The bids received for the bank interest accounts were presented and discussed. Three bids were received and ranged between 0.05% and 0.20%. Curt made a motion to accept the bid from Simmons Bank which had the highest interest rate. Mike seconded the motion and the motion passed.
Curt brought new business to the board. He was approached by a city council member with two concerns: one was a personnel issue and the other was to verify the library still owned some specialized equipment the library owns. David explained a possible reason for the personnel issue and he verified that library still owns the equipment in question.
Lily made a motion to adjourn. Curt seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
*Due to the current COVID-19 restrictions, this month’s meeting was conducted via video-conference.
Board Members:
Present: Chairman Janice Griffin, Curt Hawkins, Mike Johnson, Jean Pasmore, Rick Williams, Lily Zeng
Absent: Mark Nichols
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Sarah Keath
Cooper Mixon Architects: John Mixon
Proceedings:
Janice called the meeting to order at 5:03pm.
The first order of business was to elect a chairperson. Curt nominated Janice for a second term. Jean seconded the nomination and the motion passed.
The second order of business was to elect a new vice chair. Jean nominated Mike. Curt seconded the nomination and the motion passed.
The library had approached Curt about a legal dispute with our former integrated library system, Innovative Interfaces Inc. The termination date of service is in question. Curt presented the board with two options. One option is to choose not to fight and pay the early termination fee they claim we owe. The other option is to send a formal letter disputing the claim. Lily made a motion to move forward with legal action and send a letter of dispute. Mike seconded the motion and the motion passed.
The February meeting minutes were presented for approval. Lily made a motion to accept them as presented. Jean seconded the motion, and the motion passed.
John Mixon presented the three bids received for the children’s expansion. The bids ranged between $738,850 - $850,000. Mike made a motion to accept the bid from Tate General Contractors, which was the lowest bid. Jean seconded the motion and the motion passed. It is noted that Janice abstained from the vote.
Revisions to the Disaster Preparedness Plan were presented for approval. Lily made a motion to accept the changes as presented. Jean seconded the motion and the motion passed.
The library will resume normal business hours in May.
We are mapping out the bookmobile routes and hope to have it start in early September.
Mike made a motion to adjourn. Jean seconded the motion and the motion.
Craighead County Jonesboro Public Library
Board Minutes
*Due to the current COVID-19 restrictions, this month’s meeting was conducted via video-conference.
Board Members:
Present: Chairman Janice Griffin, Amanda Escue, Curt Hawkins, Mike Johnson, Jean Pasmore, Lily Zeng
Absent: Mark Nichols
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Sarah Keath
Proceedings:
Janice called the meeting to order at 5:08pm.
The April meeting minutes were presented for approval. Curt made a motion to accept them as presented. Jean seconded the motion, and the motion passed.
The first quarter budget update was presented for approval. David let the board know that the line for the security guard would go over budget by the end of the year because we decided to have a guard at the library during all open hours. Lily made a motion to accept the budget update as presented. Jean seconded the motion and the motion passed.
Construction has started on the children’s expansion.
We have started the process to update our website. The RFP has been sent out and now we are waiting for the bids to come back.
We will not meet in June and July.
Please welcome Amanda Escue to the board.
This is Jean’s last meeting. She has served a total of 20 years on the board.
Lily made a motion to adjourn. Curt seconded the motion and the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
Board Members:
Present: Vice-Chair Mike Johnson, Amanda Escue, Curt Hawkins, Lily Zeng (attended via conference call), Mark Nichols
Absent: Chairman Janice Griffin
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Business Manager: Jordan Wilson
Approximately 316 members of the public
Proceedings:
Mike called the meeting to order at 5:41 p.m.
The May meeting minutes were presented for approval. It was noted that the website discussion from the May meeting was addressed in the Crowley Ridge Regional Library board meeting as it would be funded through a grant through the CRRL. Mark made a motion to accept them as presented. Curt seconded the motion, and the motion passed.
The second quarter budget update was presented for approval. David informed the board that the line for the security guard would go over budget by the end of the year as we decided to have a guard present during all open hours. In addition, the line item for the audit may go over as the library is conducting the audit through a new CPA firm this year. While that line may go over, that particular section should be on or under budget. It was noted that we are under on ‘other employee expenses’ and David explained that this was due to that funding being set aside to pay out an employee’s PTO when they retire or if they quit under good circumstances. Lily made a motion to accept the budget update as presented. Mark seconded the motion, and the motion passed.
David discussed the fixed asset list for the library. The new auditors discussed the list with him and suggested that we maintain such a list but that we must set a limit. They recommended that we include assets costing at or over $2,500 although we could set the limit at $5,000. No motion is required on this but David wanted to discuss the matter with the board to receive their input. Curt suggested that we abide by the auditor’s suggestion and have the limit set at $2,500.
The next item on the agenda was a proposed amendment to the CCJPL Board of Trustees Bylaws. This agenda item and proposal were submitted by Mark Nichols. Curt stated that he wanted to ensure that the amendment was legal and made a motion that the board table the amendment until the next meeting pending Curt’s legal review. Amanda seconded the motion. All were in favor and the motion passed.
Mark had submitted an agenda item for a proposed policy regarding library displays and guest speakers. He provided an explanation of his reasoning for this proposal. The full explanation, discussion, and crowd comments can be heard on the recording. David explained the items in the board booklet, including a full list of promotional and marketing items and performers, partial lists regarding displays which included a full 2021 display calendar for adults, and the library’s planned display procedure changes moving forward. There was more discussion, the full audio of which is available. Mark made a motion to accept the proposal he made. Amanda seconded the motion. Voting proceeded as follows: Mike – nay, Amanda – yea, Curt – nay, Mark – yea, and Lily – nay. The motion did not pass. Curt suggested that the board review the matter at the next meeting and work together as a group to write a policy.
Mark had submitted an agenda item for a proposed policy to govern children’s acquisitions. Mark provided an explanation of his reasoning for this proposal. David provided an explanation of the items in the board booklet including a sample of what this proposal would look like in action and the existing collection development policy. The board and David discussed the matter with occasional public comment. The full audio of this discussion is available. Mark made a motion to accept the proposal he made. Amanda seconded the motion. Voting proceeded as follows: Mike – nay, Amanda – yea, Curt – nay, Mark – yea, and Lily – nay. The motion did not pass.
Mark had submitted an agenda item for public comment. The board discussed the existing board meeting policy and what it states about the public addressing the board. Full discussion and public commentary can be heard on the recording. Mark made a motion to hear 10 statements from each side of the issue with an 8-minute limit. Curt seconded the motion. The motion passed. The board heard public comments from Sharon Stallings (had previously emailed the board/administration), Slade Hendrix, Robin Martin (had previously emailed the board/administration), Brady Morgan, Stephanie Nichols (had previously emailed the board/administration), Leo Morlin, Dan Sullivan, Shunqetta Cunningham, Deann Copeland, Valerie Carroll (had previously emailed the board/administration), Brandt Smith, Derrick Coleman (had previously emailed the board/administration), Leann Tacker (had previously emailed the board/administration), Abigail Medlin, Robert Reece, Olivia Ferris (had previously emailed the board/administration), Beth Tennison (had previously emailed the board/administration), Jim Essman, Kayla Henick, and Ali Conn (had previously emailed the board/administration). The audio recording is available for full comments.
Amanda had submitted an agenda item and proposed drug and alcohol policy. Given the duration of the meeting, she stated that the matter could wait until the next board meeting. Mark made a motion that the library move the 33 displayed items that are of a sexual nature be moved into the adult section. There was a discussion about if it was acceptable to make a motion without a corresponding agenda item. Curt stated that he felt it was appropriate. Amanda seconded the motion. Voting proceeded as follows: Mike – nay, Amanda – yea, Curt – nay, Mark – yea, and Lily abstained. The motion failed. Amanda moved that the board go into executive session to discuss the matter. There was a lot of discussion but no second was made. Full audio of the discussion is available.
Mike made a motion to adjourn. Lily seconded the motion. The meeting adjourned at 8:32 p.m.
Craighead County Jonesboro Public Library
Board Minutes
September 13, 2021
Board Members:
Present: Chairman Janice Griffin, Vice-Chair Mike Johnson, Shalon Tate, Amanda Escue, Curt Hawkins, Lily Zeng (attended via conference call), Mark Nichols
Absent: None
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Approximately 111 members of the public
Proceedings:
Janice called the meeting to order at 5:00 p.m.
Janice opened the meeting by discussing questions she had heard from members of the public about the last meeting. She stated that she was on a vacation she had planned four months prior and was out of the state at the last meeting. She was unsure if she would be back in the state at the point that Amanda called for an emergency meeting. She did not believe that an emergency meeting was necessary and told Amanda she would not authorize a meeting.
The August meeting minutes were presented for approval. Mike made a motion to accept them as presented. Curt seconded the motion, and the motion passed.
David presented a report from the director. The full report can be heard in the audio recording of the meeting. He provided background information on the Pride display. It was up for 3 weeks before a complaint was made; the library has had Pride displays in June for decades. Favorable comments outweighed negative 2 to 1. The display went down at the end of June. Complaints heard included residents not wanting their tax dollars to fund those items, surprise at the items, surprise at the location of the display, and the location of the poster providing a description of the different Pride flags in conjunction with the tween program sign up box. David provided all feedback to the board. He tried to answer all of the concerns while being fair to everyone. Everyone pays tax dollars so we need a little of everything. He provided an update to display procedures to the board but that was not addressed although he hopes it can be reconsidered. It started as an issue about displays but became an issue of censorship. He reviewed some of the issues surrounding falsehoods, allegations, and distrust. He addressed comments made by Amanda Escue, the audits, Dr. Seuss materials, and parental responsibility. David then reviewed the experience of the library staff and provided a list of some of the improvements made since he joined the library staff. Following his report, there was a discussion from Mark and Amanda regarding public comment and censorship.
The auditors from HCJ CPAs & Advisors, Melissa Williams and Jeremy Watson, provided information regarding past audits and answered questions that had been brought up by board members and patrons. They discussed the difference between a qualified and an unqualified opinion. The county as a whole has a retirement plan, APERS, and APERS puts the money into investments. The state does a calculation each year to determine recommendations for funding levels and the funding amount may be either over- or under-estimated. According to generally accepted accounting principles, this amount would be recorded as a liability; however, the county does not have to follow this principle and does not record this liability. The auditors would have to estimate the liability and the estimate has not previously been recorded. Jeremy noted that this is the first year they have conducted the audit and cannot speak to why decisions were made for past audits but wanted to provide information on why the audit is a qualified opinion. They discussed what it means to have a management discussion and analysis. Jeremy stated that the management discussion and analysis does not alter the findings of the audit but provides general information about the organization, including the type of information David provided in his director’s report about improvements made to the building, circulation numbers, and the like. Audit findings go to upper levels such as the board, quorum court, city council, and state legislative audit. At that point, if people at those levels requested a management discussion and analysis, they could but have never requested it. Jeremy does not know when the decision was made to forgo the management discussion and analysis. They next discussed internal controls and Jeremy stated that this is a cost-benefit issue. Organizations can spend as much money as they like on increasing internal controls and auditors can make suggestions. He stated that solving issues would not be worth the amount it would cost to improve those internal controls but the audit will make suggestions about how to resolve issues. If there is a material issue, they will address it with the board.
The board entertained some questions from the public about the audit. Full public questions can be heard in the recording. There were questions about the APERS liability and the county’s role, the role of a treasurer on the board, and the role of the finance committee. The board discussed what a treasurer would do and how we have staff fulfilling the role and David provided information on the checks and balances. The finance committee meets to work on developing the budget. Curt stated that the entire board currently fulfills the general role of what the treasurer would do as they review the quarterly budget information at meetings. The current bylaws concerning the position of treasurer will be reviewed.
The board reviewed a bylaw amendment suggested by Mark, which was held over from the August meeting pending Curt’s legal review. Curt stated that since the board is subject to Freedom of Information Act requests, meetings must take place in a public setting and voting cannot take place over email. Mark acknowledged this and stated that he was trying to improve the efficiency of decisions. Mark withdrew the amendment from consideration.
Janice stated that the drug and alcohol policy proposed by Amanda would be reviewed by an appointed committee made up of Amanda, Shalon, and Mike. She asked that Amanda take the lead on it. The board would table the matter until the committee could meet and present findings at the October meeting. Curt stated that the committee should be mindful of HIPPA and privacy laws. Janice pointed out that there are existing policies and David stated that there is information on this in three places in the employee handbook along with information about safety-sensitive positions.
Janice called for the next agenda item, which included public comments from eight members of the public who requested to speak to the board in accordance with the board-approved Board Meeting Policy. There was a discussion about allowing additional speakers. Mark made a motion that the board hears public comments from the opposing sides of the issue with equal representation. Amanda seconded the motion. Voting was as follows: Mark – yes; Amanda – yes; Shalon – no; Mike – no; Curt – no; Janice – no; and Lily – no. The motion did not pass. Amanda asked if there would be public comment following the permitted public comment speakers. Janice said no and proceeded with the public comment portion. The board heard from Valerie Carroll, Lexie Brenton, John Abernathy, David McAvoy, John Caldwell, Bernard Smith, Dean MacDonald, and Sarah Ellzey. Full comments are available on the recording.
Janice stated that the policies proposed by Amanda on Children’s, Tween and Teen Sensitive Materials and Oversight of Guest Speakers, Guest Authors, Demonstrations and Performances would be tabled. They will go to the appointed committee made up of Curt, Mark, and Lily. She asked that Curt take the lead. The committee will meet and present findings at the October meeting.
Janice called for new business and Amanda asked to address some of the comments made in the meeting. Her full comments are available in the recording. She stated that she does not want to be perceived as an ideologe. She asked for information about drag queen storytime and if David would permit one. David stated that he has no plans to do so and does not believe that the library should do anything just to make a point. He could only see having such an event if there were a group or person who had won an award for performing storytimes. She asked for clarification about awards and there was further discussion. She stated that the board should have oversight as they are the ones receiving calls and questions. She wants to be proactive and not reactive. She said there were several FOIA requests that were long overdue for responses and stated that she would ask questions and not receive quick responses. She went on to say that she was not making accusations but trying to make it clear what the public perception is. She went on to state that she had received a glitter bomb and sack of feces in the mail. She went on to say that she does not approve of hate and believes there are assumptions made about her. There have been questions recently about her two property addresses and she is awaiting a decision from the quorum court about how to proceed. She then announced her decision to resign from the board. She addressed the board about the book L8R G8R and stated that there was work to be done by the board and she would continue to be involved and try to make changes.
Janice then said she would entertain one question per person. One person had a question about the book And to Think That I Saw it on Mulberry Street and how it appears under the ‘adult’ category in the catalog. The library will look into this matter but David stated it is an issue associated with this being an ebook so it is not a record that we would catalog. The board clarified a question about the tabling of the policies.
Mike moved that meeting be adjourned at 7:22 p.m. and the motion passed.
Craighead County Jonesboro Public Library Board
Proposed Drug and Alcohol Policy Subcommittee Minutes
September 27, 2021
Board Members: Janice Griffin, Mike Johnson, Shalon Tate
Others Present:
Library Director: David Eckert
HR Associate / Assistant Business Manager: Katherine Huss
Proceedings:
The meeting began at 4:29 P.M.
Discussion of either making revisions to the existing policy regarding drugs, alcohol, and substance abuse, or writing a new policy began.
Mr. Johnson proposed grouping all the polices currently in the employee handbook relating to drugs and alcohol under one specific heading.
Members discussed that a policy already existed which prohibited the use of medical marijuana at work and for employees who held a “Safety Sensitive” position.
Members decided to add new material to the existing policy as additions. They decided to insert definitions for terms such as “legal drugs” and “illegal drugs” into the existing “Standards of Conduct” handbook policy. They decided to insert details regarding drug testing at the end of the “Substance Abuse” handbook policy.
A discussion of who should be able to authorize drug testing, and how this and other drug testing related policies should be worded took place, since the proposed addition used the term “Library Director.” Decisions were made to change this to “Library Administration” as a more general term, except in cases when “Library Director” was the appropriate term. Members discussed the wording of the last sentence in the proposed additions, and decided to leave it as it was.
David said he would type up and add the additions to the handbook policy so the committee members could review it.
The meeting concluded at 5:04 P.M.
Craighead County Jonesboro Public Library
Subcommittee Meeting Minutes
October 6, 2021
Board Members:
Present: Vice-Chair Mike Johnson, Lily Zeng (attended via conference call), Mark Nichols
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Collection Development Librarian: Kristy Gates
3 members of the public
The meeting started at 5:03 p.m. October 6, 2021. A full audio recording of the meeting is available. These minutes are intended to reflect the main points discussed during the meeting.
Mike went over the goal of the meeting and asked David to provide the history regarding what they are considering. David explained that the proposal came from a previous board member and Janice formed the subcommittee. Mike opened the table for discussion. Mark discussed that the policy does not include ebooks and he would like to have them added to the policy. David discussed Axis360 and its nature. David discussed Overdrive/Libby and the nature of the consortium. There was discussion about the ‘tween’ specification in the policy and it was stated that the tween department does not exist. Mark stated that the wording would need to be modified. Mark wants to add the word ‘expose’ [“possess a clear intention to ‘expose,’ educate, promote, or propagate the following topics.”]. Mark wants to add ‘experiences’ in addition to ‘attraction’ for point 1. Mark wants to add ‘sex education’ to the list on line 3. There was a discussion about the consideration of accepting donations from Kristy. Kristy also discussed purchasing and the process of how a book goes into different collections. There was a discussion about the existing role of the collection development policy. Mark stated that he thinks we need a policy to disregard our current policy because of ‘inappropriate content’ coming in. Mike asked for clarification about if Mark is including teens in this proposed policy. Mark said includes child, juvenile, and teen within all of this. Mark stated that he would like to require staff to provide a list of all current materials on this topic. Lily asked about the last sentence of the first paragraph and discussed the parent’s role in this policy as compared to the role of the board as the gatekeeper. Lily stated that we need a policy saying that it’s up to the parent to choose. There was discussion about promoting the ideas within the books as compared to providing the information. Mike said that they needed to find the dividing line of what is appropriate material is for parents to use with their children. He asked if any other sensitive subjects needed to be included or if it was just focusing on sexual stuff. Lily stated that they need to figure out what we are analyzing to make a decision: title, the entire book, reviews, subject, etc as the library staff cannot read the entire book before purchasing so it is an impossible mission for the staff to notify the board of it. Lily said we instead need a process of allowing patrons to flag the books. There was further discussion regarding including teen books. Mark said the patron flagging allows them to catch things that slip through the cracks. Mike said they need to have some kind of consensus to show the community that we’re trying to do better but that the community also has a role in being responsible. Lily said that maybe we need to educate the users. Mark stated that things aren’t slipping through the cracks and that ‘staff knows what’s going on.’ David will work on making some updates to the proposed policy and send it out to the subcommittee for their review. Mark said he will do some research into review sites. The committee was unable to come to a decision to provide a recommendation to the full board. The meeting ended at 6:45 p.m.
Craighead County Jonesboro Public Library
Board Minutes
Board Members:
Present: Chairman Janice Griffin, Vice-Chair Mike Johnson, Kailey Luster, Mark Nichols, Shalon Tate (attended via conference call), Michael Watkins, and Lily Zeng (attended via conference call)
Absent: None
Quorum present: Yes
Others Present:
Library Director: David Eckert
Business Manager: Sarah Keath
Jeremy Watson and Melissa Williams of HCJ CPAs and Advisors
Approximately 100 members of the public
Proceedings:
Janice called the meeting to order at 5:30 p.m.
Please welcome Kailey Luster and Michael Watkins to the board.
The October 11, 2021 meeting minutes were presented for approval. Mike made a motion to accept them as presented. Shalon seconded the motion, and the motion passed.
The minutes from the subcommittee meeting on sensitive materials were presented for approval. Mike made a motion to accept them as presented. Mark seconded the motion, and the motion passed.
The third quarter budget update was presented for approval. Mike made a motion to accept the update as presented. Michael seconded the motion and the motion passed.
Jeremy Watson and Melissa Williams from HCJ CPAs and Advisors presented the 2020 Financial Audit Statement. While no issues were found, additional checks and balances systems were suggested. Since this was the first year for HCJ to handle the audit, the statement was presented in draft form to make sure the format was what the board wanted.
David presented a report from the director about library statistics. The full report can be heard in the audio recording of the meeting. David stated that, so far this year, 160,573 people have used the library, 300,000+ items have circulated, 15,000 items have been added to the collection, 22,000 items have been weeded from the collection, 34,000 members of the community have library cards, and make and take craft kit numbers are up in all departments.
The board heard comments from 15 members of the public. Full comments can be heard in the recording.
The board heard recommendations from Mike regarding the sensitive materials subcommittee. It is their recommendation that the full board does not adopt the sensitive materials policy proposal and that the current way in which the books are purchased and selected remain in effect. Janice then called for a vote. Voting was as follows: Mike – no, Michael – no, Kailey – yes, Mark – yes, Shalon – no, Lily – no. Sensitive materials policy proposal failed.
Mark brought new business to the board. He wanted to discuss the statement David released in response to an article in The Sun that he (Mark) had written. David’s statement was intended to clarify a few of the points Mark made in his opinion piece. Mark states that David’s points are incorrect and after a discussion among the board, Mark made a motion to have David publicly correct his statement. Kailey seconded the motion. Voting was as follows: Mike – no, Michael – no, Kailey – yes, Mark – yes, Shalon – no, Lily – no. Motion failed.
The board opened the floor for limited public comments. 10 members of the public spoke. Full comments can be heard in the recording.
There being no other business, Janice called for a motion to adjourn. Michael made a motion to adjourn the meeting. Mike seconded. All were in favor, the motion passed.
Craighead County Jonesboro Public Library
Board Minutes
Board Members:
Present: Chairman Janice Griffin, Vice-Chair Mike Johnson, Shalon Tate (attended via conference call), Lily Zeng, Mark Nichols, and Kailey Luster
Absent: Michael Watkins
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Approximately 7 members of the public
Proceedings:
Janice called the meeting to order at 4:03 p.m.
Janice opened the meeting to discuss the hiring process for the Library Director position. A full recording of the meeting is available. David submitted his formal resignation to the board on November 11 with his final day to be at the end of December. The board discussed various aspects of the job posting. They will not seek the assistance of a hiring firm to assist with the advertising, recruiting, or interviewing for the position. It was determined that David and Tonya would work on drafting a posting for the board’s review. The board discussed appointing a subcommittee or waiting until there were resumes to review before forming one. They could make suggestions via email and meet at 1 p.m. on November 29 to approve it. The board will be in a trustee training session on November 29 from 1:30 to 3:30. The board determined they would set the salary range at $70,000-120,000 with a minimum of 7 years of supervisory experience, preferably in a library setting. Lily suggested that we bring someone in as a temporary Assistant Director. Mike made a motion that Tonya be the interim director and receive an additional $500 per pay period and that she appoint someone to act as the assistant director who would receive a commiserate salary; Lily seconded the motion. All board members present voted aye and the motion carried. The board again discussed appointing a subcommittee. Lily moved that the subcommittee be made up of three board members (Janice, Mike Johnson, and Michael Watkins) and two staff members (Tonya Ryals and one staff of the administration’s choosing); Mike seconded. There was discussion about the selection of the staff member. All board members present voted aye and the motion carried. Mike made a motion to adjourn the meeting; Mark seconded. All members voted aye and the meeting adjourned at 5:17 p.m.
Craighead County Jonesboro Public Library
Board Minutes
Board Members:
Present: Chairman Janice Griffin, Vice-Chair Mike Johnson, Shalon Tate, Lily Zeng (attended via conference call), Michael Watkins, and Kailey Luster
Absent: Mark Nichols
Quorum present: Yes
Others Present:
Interim/Assistant Director: Tonya Ryals
Approximately 5 members of the public
Proceedings:
Janice called the meeting to order at 1:00 p.m.
Janice opened the meeting to discuss the approval of the posting ad for the Director position. Prior to starting the discussion, Tonya stated that immediately following the board meeting, there would be a trustee training session, which would last approximately two hours and would be conducted by Jennifer Wann, the Manager of Library Development for the Arkansas State Library. She also informed the board that, pursuant to the settlement of the lawsuit filed by Amanda Escue, the board must undergo Freedom of Information Act training. That training will take place in January 2022. The board reviewed the job posting and noted some adjustments made by Janice, including adding information about Arkansas State University, the number of board members, and Spanish fluency is preferred but not required. The board set the salary range at $80,000-120,000 per year. The board discussed how the resumes would be received. It was determined that resumes would be sent to Kate Huss, Assistant Business Manager/HR Associate, and then immediately forwarded to the search committee. It was noted that the search committee will consist of Janice Griffin, Michael Johnson, Michael Watkins, Tonya Ryals, and Stacie Madkins. Michael Watkins made a motion that the board approve the job posting with noted changes; Michael Johnson seconded the motion. All were in favor and the motion carried. Tonya will finalize the changes and submit the posting. Michael Johnson made a motion that the meeting adjourn; Shalon seconded the motion. All were in favor and the meeting adjourned at 1:07 p.m.
Craighead County Jonesboro Public Library
Board Minutes
Board Members:
Present: Chairman Janice Griffin, Mike Johnson, Shalon Tate, Michael Watkins, Kailey Luster, Mark Nichols, and Lily Zeng (attended via teleconference)
Absent: None
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Members of the public: Approximately 40 members of the public
Proceedings:
Janice called the meeting to order at 5:01 pm.
The board reviewed meeting minutes for the regular November 8 meeting. Mike made a motion to accept the minutes, Michael seconded the motion. All were in favor and the motion passed.
The board reviewed meeting minutes for the special November 17 meeting. Shalon made a motion to accept the minutes, Mike seconded the motion. All were in favor and the motion passed.
The board reviewed meeting minutes for the special November 29 meeting. Michael made a motion to accept the minutes, Mike seconded the motion. All were in favor and the motion passed.
The board heard public comments from three speakers who had asked to be on the board’s agenda. Full comments can be heard in the audio recording of the meeting.
The board reviewed the insurance bid they received from Bancorp South. This was the only bid received for insurance coverage. David stated that he thought the coverage was for two years but that the premiums quoted in the bid were for one year. The board asked if the premiums were more than last year. David and Tonya were unsure but said that it was likely as we had to add in the bookmobile garage, Brookland branch contents, and the expansion to the children’s library. Mike made a motion that we accept the insurance bid, Lily seconded the motion. All were in favor and the motion passed.
Tonya discussed questions from the auditing firm regarding their draft version of the 2020 audit report. The auditor asked if they would like to include the calculation for the library’s allocation to the retirement plan and the management discussion and analysis. Adding one or both of these elements would result in additional costs beyond the estimated amount as the auditors did not include the time for this work in their estimate. There was discussion regarding both topics. Mark asked if the retirement allocations would be covered by the county’s audit and Tonya said she thought that was likely but was unsure. David discussed how the library did not have a history of including the management discussion and analysis. David and Tonya described what would be included in that portion. Tonya said she had not given one previously at her past library but had read what other libraries have prepared for their audits. Tonya stated that the auditors informed her that if no decision was made by the board, they would issue their draft as a final on December 17. Mike made a motion to not ask the firm to do the two extra items, Michael seconded the motion. All were in favor and the motion passed. The draft version the board reviewed at the November meeting will be issued as the final.
David and Tonya split up the director’s report. David thanked those who hired him, first as assistant director and then as director. Tonya reported that all branches were reported undamaged after Friday’s tornadoes. She reported that the library has been sued by Darrel Cook. Following the lawsuit made by Amanda Escue in conjunction with ongoing FOIA questions and assistance, the Mixon law firm is no longer able to offer pro-bono service but they will be able to charge us their reduced fee for nonprofits. During the Love Your Library event, we had 12,395 checkouts, 1,661 people visited a library location, and there were 70 new library cards issued. Tonya provided a brief update regarding the director search; there have been 9 applicants so far and 4 of them meet the degree qualification. Finally, Tonya gave some information regarding the transition time period after her final day at the CCJPL. She will be here through the February board meeting. After that time, the library would need someone to act as MLS of record. It is possible that she will be able to act in that capacity but there are some details that will need to be lined out with her new employer. She will spend the next month detailing specifics of what would need to happen in terms of shifting responsibilities and what would be required of the MLS of record. She will have more information in the coming months.
The board reviewed the library’s Code of Conduct. Tonya noted no changes excluding the updates regarding past review and upcoming renewal dates. Mike moved that the board accept the Code of Conduct policy with the updated dates, Shalon seconded the motion. All were in favor and the motion passed.
The board reviewed the library’s Computer and Internet Access Policy. Tonya noted clarifications made about the library’s filtering software being CIPA compliant, updated wording regarding staff assistance for computers not necessarily being guaranteed and permitted as time allows, and added the state law regarding disclosing information about a patron’s confidential library records. She also updated the dates at the top. Mike moved that the board accept the policy as revised. Lily seconded the motion. All were in favor and the motion passed.
The board reviewed the library’s COVID-19 Pandemic Policy. Mike noted that the board approved the policy in October and it is due for renewal every 2 months. He asked for the vaccination and test rates. Tonya reported that, as of that morning, Craighead County’s full vaccination rate was 45% with 9% being partially vaccinated, Poinsett County’s full vaccination rate was 44% with 8% being partially vaccinated. Craighead County’s 14-day test positivity rate average was 7%. Mike noted that the standards in the policy were not met (60% of the eligible population fully vaccinated and average test positivity rate below 5%). Mike moved that the board accept the policy and review it again in February, Shalon seconded the motion. Voting was as follows: Mark – no, Kailey – no, Michael – yes, Shalon – yes, Mike – yes, Lily – yes. The motion passed.
The board next heard public comments. Eight people requested to speak and the board agreed without a vote to permit them 2 minutes to speak. Full comments can be heard in the audio recording of the meeting.
Mike made a motion to adjourn the meeting, Shalon seconded. All were in favor and the meeting adjourned at 5:56 p.m.
Craighead County Jonesboro Public Library
Budget Subcommittee Minutes
December 23, 2021
Board Members:
Present: Chairman Janice Griffin, Mike Johnson, Mark Nichols
Absent: None
Quorum present: Yes
Others Present:
Library Director: David Eckert
Assistant Director: Tonya Ryals
Four members of the public; two members of the press
Proceedings:
Janice called the meeting to order at 9:07 a.m.
The board reviewed the proposed budget for 2022. Included in their packet was the top sheet for the budgets from 2018-2021. The board discussed the retirement system for employees (APERS) and the personnel budget, specifically the need for a wage schedule. There was discussion regarding inflation and the need to pay staff members competitively, particularly those in supervisory positions. It was noted that the city has included in their budget proposal to start all full-time employees at $14 per hour. The library’s current starting rate for full-time employees is $13 per hour. Even with a 5% raise to accommodate inflation rates, some staff would still be making less than $14 per hour. It was also discussed that there are two staff members who have been at the library for more than one year who, with a 5% raise, would be making only slightly more than $14 per hour and that perhaps they should receive a slightly larger raise to acknowledge their years of experience. The board also discussed the pay rate for the assistant circulation supervisors. They all have degrees and many years of experience. The board additionally discussed whether or not we should continue having a security guard during all open hours. David and Tonya spoke about some of the benefits of having the guard here, including acting as a deterrent for some of the issues that may occur. It was determined that we should revisit the matter in about 6 more months to determine if we may want to decrease the number of hours for the security guards. The board also discussed putting the cleaning service and lawn service out to bid to receive more competitive rates. David spoke about some of the history of the cleaning service and how we previously hired two part-time staff members to clean. The board felt that we will want to look at bidding out cleaning services in the coming months. The board also asked that a wage scale be created in the coming year. Mike moved that the subcommittee recommend to the full board to accept the budget as is with a personnel raise of 5%, moving the starting pay rate to $14 per hour, and adding an additional .01 or .02% for select other staff members. Mark seconded the motion. The motion carried. These adjustments will be made to the budget proposal for the full board to review.
Mike moved that the meeting adjourn, Mark seconded. The meeting adjourned at 9:53 a.m.
Craighead County Jonesboro Public Library
Director Search Committee Minutes
Board Members:
Present: Chairman Janice Griffin, Mike Johnson, and Michael Watkins
Absent: None
Quorum present: Yes
Others Present:
Interim Library Director: Tonya Ryals
Staff Committee Member: Stacie Madkins
Approximately 8 members of the public
Proceedings:
Janice called the meeting to order at 4:02 pm.
The subcommittee noted that there were 11 applicants to the director position. Five of those applicants had the necessary degree qualification. Two of them had since withdrawn from the search. There are three qualified candidates remaining. Tonya addressed the board regarding the responsibilities of the director’s position. She stated that the director oversees 60+ staff members across 9 physical locations. The director is in charge of overseeing the entire budget, oversees special projects (including building projects), oversees building maintenance, oversees a fleet of vehicles that include the bookmobile, and functions as the director of the Crowley Ridge Regional Library. The director also leads the management team, which consists of the 7 department heads; since the library conducts a variety of services, we have seven departments to handle the various aspects of the library including maintenance, cataloging, IT, circulation, PR, adult services, and youth services. While the board oversees the director, the director is responsible for all day-to-day running of the library as there is no organization above this position (such as a regional or state manager) that provides that direction. This is particularly notable in instances of setting procedures, switching to new computer software, starting new projects, applying for grants, and setting COVID test protocols for staff. The director is the first person called in the event of any library emergency and is responsible for directing the response. In terms of overseeing personnel, the director is responsible for the hiring, firing, and disciplining of all employees. This position is the primary representative of the library and is responsible for all aspects of the library. Tonya wanted the subcommittee to be aware of these key details regarding the responsibility of this position and to consider what type of person they think about best suits the role. She went on to say that she thinks the person should be decisive, policy-oriented, able to work well with groups, an effective communicator both verbally and in writing to diverse groups of people, potentially with a business-related background, and experience in personnel management, especially for a comparably sized staff with diverse departments. Since there are only three candidates remaining, the subcommittee discussed how they would proceed. They determined that all three candidates would be interviewed in person. They discussed if they should interview before the subcommittee or the full board. The subcommittee decided that they would interview all three and make a recommendation to the board. The board would then interview from there. It was discussed that the full board should at least interview the top two candidates. The subcommittee also discussed if the managers should be permitted to conduct an interview with the candidates and make a recommendation to the subcommittee. The subcommittee determined that the management staff could conduct an interview with each of the three candidates and make their suggestions to the subcommittee. The subcommittee selected January 22, 2022 as the date to interview each of the three candidates at staggered times starting at 9 a.m. The library will reimburse the candidates for their travel. Michael Watkins moved the meeting adjourn and Mike Johnson seconded the motion. The meeting adjourned at 4:31 p.m.
Craighead County Jonesboro Public Library
Board Minutes
January 10, 2022
Board Members:
Present: Chairman Janice Griffin, Mike Johnson, Shalon Tate, Michael Watkins, Kailey Luster, Mark Nichols, and Lily Zeng (attended via teleconference)
Absent: None
Quorum present: Yes
Others Present:
Interim Library Director: Tonya Ryals
Business Manager: Sarah Keath
Members of the public: Approximately 45 members of the public
Proceedings:
Janice called the meeting to order at 5:01 pm.
The board reviewed meeting minutes for the regular December meeting. Mike made a motion to accept the minutes, Shalon seconded the motion. All were in favor and the motion passed.
The board reviewed the meeting minutes for the budget subcommittee meeting. Mark gave a brief report of the meeting. Mark made a motion to accept the minutes, Michael seconded the motion. All were in favor and the motion passed.
The board reviewed the proposed 2022 budget. There was a discussion regarding the changes requested from the budget subcommittee. It was noted that full-time staff members received a 5% raise due to increasing inflation rates and the minimum rate was raised to $14 per hour. There were two staff members whose 5% raise would put them only slightly above $14 an hour and the subcommittee authorized putting their rate slightly higher. The subcommittee had also requested an additional raise for the three assistant circulation supervisors and that was included. It was also discussed that the board would like for there to be a salary schedule created in the coming months. Mike made a motion to accept the 2022 proposed budget, Shalon seconded the motion. All were in favor and the motion passed.
Tonya stated that there had been a statement made at the December meeting. It was stated that the insurance bid was for a two-year period and she wanted to give a correction to that. The bid is for one year. The library had previously opted to extend one previous year so that we could send the bid out earlier due to the work load for the business department in January.
The board received the final version of the 2020 audit for the CCJPL. There were updates made including issuing 1099s to vendors and not pre-paying for cleaning services. The library will begin issuing w9s to all new vendors so we ensure all applicable parties receive 1099s at the end of the year and we will not pre-pay for services in the future. Michael made a motion to accept the audit report and Mike seconded the motion. All were in favor and the motion passed.
Tonya informed the board about funds received through the CARES Act grant. The library received a reimbursement for PPE and ebook purchases made in 2020 and 2021. For our system, that totaled to about $400,000. These funds have already been received.
The board heard public comments from three members of the public. Full comments may be heard in the recording. One item to note is that the board heard an appeal from a member of the public regarding the decision made by the staff committee on a request for reconsideration for the title All Boys Aren’t Blue.
The board heard a proposed Media Policy presented by Dr. Lily. She stated that the policy is based on her past experiences with media inquiries via the board email address. Mark asked if this policy allowed board members to interact with the media as long as they contact the board chair and director. Lily stated that yes, they can. Mike asked to clarify if the notification should come before or after the interaction with media. Lily said they could notify the chair/director after but initial media requests should be referred to the chair. Lily expressed that the policy ensures more consistency in talking with media sources and providing consistent messages. Kailey said she wanted there to be a line about notifying the board when the director communicates with the media. Brandi, the library’s public relations manager, spoke about the frequency of media requests and sending out press releases. She stated that she would send press releases to the board along with information about any upcoming interviews. The board discussed how to include the line about notification to the board and how it should be phrased. Kailey made a motion to pass the policy but incorporate the line about the director at the end of the policy. Mark made a motion to table the policy until changes are made. Michael seconded the motion. All were in favor. The policy will be tabled. Lily and Tonya will communicate regarding the phrasing of the requested addition.
The board reviewed the board meeting policy as it currently stands. Tonya stated that she had heard there were some on the board who felt it needed to be revised. Mark stated that he thought the board chair should be the one who accepts the requests to speak at board meetings. Kailey stated that the code of conduct should be reiterated in the policy regarding behavior at meetings. Mike suggested changing information in the purpose of the policy to add another item. He said that there is plenty of time until the policy is due for renewal so they have time to decide what they would like to have the policy say. They could send suggested changes to the board chair. Michael agreed regarding speaker requests and Shalon said she could see requests going to the board chair and the director. Mike suggested that we add the one adjustment about requests to speak now and edit the rest later. Mike made a motion to add chair person to the contact for speaking requests in the second to last paragraph. Kailey seconded the motion. All were in favor and the motion passed.
Janice asked if everyone had read All Boys Aren’t Blue. There were some board members who had not yet read it. The appeal decision would be tabled to the next meeting. There were questions regarding the collections and reconsideration process. Janice asked Tonya to research how other libraries separate their collections by age.
Following a review of the bylaws, it was determined that chair and vice chair nominations would not be made until October. The board voted by ballot for the treasurer position. Kailey was elected treasurer.
The board next heard limited public comments. They agreed without vote to hear from the two people who asked to speak for two minutes each. Full comments can be heard in the audio recording.
Mike moved to adjourn the meeting. Michael seconded the motion. All were in favor and the meeting adjourned at 6:31 p.m.
Craighead County Jonesboro Public Library
Director Search Committee Minutes
January 22, 2022
Board Members:
Present: Chairman Janice Griffin and Michael Watkins
Absent: Mike Johnson
Quorum present: Yes
Others Present:
Interim Library Director: Tonya Ryals
Staff Committee Member: Stacie Madkins
Candidates: Philip Shackleford, Vanessa Adams, and Jay Strickland
Proceedings:
Janice called the meeting to order at 9:06 a.m.
The subcommittee noted that there were 3 applicants to the director position who would be interviewed that day. Those candidates are Philip Shackleford, Vanessa Adams, and Jay Strickland. Michael then moved that the committee go into executive session to conduct interviews. Interviews for the committee were scheduled for 9 a.m., 10:30 a.m., and 1 p.m. Following the final interview, the board left the executive session. Janice stated that she felt the committee should remain in executive session for the purpose of discussing the applicants. Tonya sought legal advice from the library’s attorney who confirmed that the discussion of the applicants is an extension of the interview and it is appropriate to remain in executive session. The board then returned to executive session to discuss the candidates and their interviews. Michael made a motion that the committee leave executive session and Janice seconded. Michael made a motion to bring Philip and Vanessa back for an interview with the full board and Janice seconded. Michael made a motion to adjourn at 2:50 p.m.
Craighead County Jonesboro Public Library
Board Minutes
February 2, 2022 Special Meeting
Board Members:
Present: Chairman Janice Griffin, Mike Johnson, Shalon Tate, Michael Watkins, Kailey Luster, Mark Nichols, and Lily Zeng
Absent: None
Quorum present: Yes
Others Present:
None
Proceedings:
Janice called the meeting to order at approximately 4:06 pm.
The board announced that they were meeting for the purpose of interviewing Philip Shackleford and Vanessa Adams for the Library Director position. They went into executive session to conduct the interviews. Following the interviews and their discussion about the interviews, they returned to regular session. Michael Watkins made a motion to hire Vanessa Adams for the Director position, Kailey seconded the motion. All were in favor excluding Shalon, who abstained from the vote. Mike Johnson voted to adjourn, Michael Watkins seconded the motion. All were in favor and the meeting adjourned.
Craighead County Jonesboro Public Library
Board Minutes
Board Members:
Present: Chairman Janice Griffin, Mike Johnson, Michael Watkins, Kailey Luster, Mark Nichols, and Lily Zeng (attended via teleconference)
Absent: Shalon Tate
Quorum present: Yes
Others Present:
Library Director: Vanessa Adams
Assistant Library Director: Tonya Ryals
Members of the public: Approximately 74 members of the public
Proceedings:
Janice called the meeting to order at 5:30 pm.
The board reviewed meeting minutes for the January 10 Director Search Committee meeting. Michael Watkins moved the board accept the minutes as written. Mark seconded the motion. All were in favor.
The board reviewed meeting minutes for the January 10 meeting. Mark moved the board accept the minutes as written. Lily seconded the motion. All were in favor.
The board reviewed meeting minutes for the January 22 Director Search Committee meeting. Michael Watkins move the board accept the minutes as written. Lily seconded the motion. All were in favor.
The board reviewed meeting minutes for the February 2 Special Meeting. Michael Watkins moved the board accept the minutes as written. Mike Johnson seconded the motion. All were in favor.
The board then heard comments from 5 members of the public. Full comments can be heard in the recording.
The board reviewed the library’s current holiday closing to determine how they might want to handle the addition of the Juneteenth holiday. Mike Johnson moved that the library remain open on Juneteenth but give an additional 8 hours of PTO to staff who work that day, Michael Watkins seconded the motion. All were in favor and the motion passed.
The board reviewed the Media Policy proposed by Dr. Lily. The policy had been tabled from the last meeting. Since that meeting, Lily and Tonya added the request line regarding the director communicating media contacts to the board. Dr. Lily the policy and how she had seen media inquiries coming in and that it was unclear who should be handling those. This policy helps resolve that. Mark asked if this policy meant he could still talk to the press about his personal views. Mike responded that, yes, he could, he just couldn’t speak on behalf of the board. Lily confirmed what Mike said. Mike Johnson made a motion to accept the media policy as written. Michael Watkins seconded. Kailey then asked if she was still allowed to speak about the library. It was confirmed that, yes, she could. Voting was as follows: Kailey – no, Mark – no, Michael Watkins – yes, Mike Johnson – yes, and Lily – yes. The motion passed and the policy was approved.
At this point in the meeting, there was an interruption resulting from a member of the public who had removed their face mask. Janice permitted the patron to speak to the board. The patron refused to put their mask back on and was ejected from the meeting.
The board discussed the reconsideration request regarding the title All Boys Aren’t Blue. After some discussion, Mark made a motion that the title be moved to the adult section. Kailey seconded the motion. Voting was as follows: Mark – yes, Kailey – yes, Mike Johnson – no, Michael Watkins – no, and Lily Zeng – no. The motion failed. Mike Johnson made a motion that the board move forward with the committee’s recommendation to retain the title in its current location. Michael Watkins seconded the motion. Voting was as follows: Kailey – no, Mark – no, Mike Johnson – yes, Michael Watkins – yes, and Lily – yes. The motion passed. The title will be retained in its current location.
The board reviewed the Pandemic Policy. Current vaccination rates for Craighead County are 48% of the population 5 and up. The current 14-day average test positivity rate for Craighead County is 28%. Mike stated that he would like to see this policy up for renewal each month rather than every other month. Mike Johnson made a motion to renew the Pandemic Policy for another month. Michael Watkins seconded the motion. Voting was as follows: Kailey – no, Mark – no, Mike Johnson – yes, Michael Watkins – yes, and Lily – yes. The motion passed. The policy was renewed.
The board reviewed the Social Media Policy. Lily stated that there was a heated discussion on the library’s social media pages. While this is a public forum, not everyone was using their manners. She proposed this policy for the purpose of handling these issues. Michael Watkins stated that he would like to have more time to study the policy before voting. Mike Johnson said he would like Vanessa to have an opportunity to review it and make suggestions. Michael Watkins made a motion to table the policy until next month. Mike Johnson seconded the motion. All were in favor and the motion passed. The policy is tabled until March.
The board reviewed the Sexually Graphic/Explicit Materials Policy. The policy was proposed by Mark and he discussed it. Mike stated that he thought Vanessa needed time to learn the policies, meet with the staff, and then she could write a policy. There was discussion about the policy but it included many interruptions from the public and back-and-forth between the board members. Mark stated that there are not that many books that would fall into this category and, consequently, not all books would have to be read. He stated that the teen librarian reads all the books that are purchased. Michael Watkins pointed out that parts of the Bible may go against this policy. Mark disagreed and said that those scenes would not fit his definition of sexually explicit. Mark also threatened that the issue would not go away if the board did not agree to the compromise he made on his own. Mike Johnson made a motion to reject the policy. Michael Watkins seconded the motion. Voting was as follows: Kailey – no, Mark – no, Mike Johnson – yes, Michael Watkins – yes, and Lily Zeng – yes. The motion passed and the policy was rejected.
The board then heard two public comments.
Mike Johnson made a motion that the board adjourn. Michael Watkins seconded the motion. All were in favor and the meeting adjourned at 6:49 p.m.
Craighead County Jonesboro Public Library
Board Minutes
Board Members:
Present: Chairman Janice Griffin, Mike Johnson, Kailey Luster, Mark Nichols, Shalon Tate, Michael Watkins, and Lily Zeng (attended via teleconference)
Absent: None
Quorum present: Yes
Others Present:
Library Director: Vanessa Adams
Business Manager: Sarah Keath
Members of the public: Approximately 65 members of the public
Proceedings:
Janice called the meeting to order at 5:04 pm.
The board reviewed meeting minutes for the February 14 meeting. Michael moved the board accept the minutes as written. Mike seconded the motion. All were in favor.
The board reviewed the 2021 Year-End financial report. Shalon moved the board accept the report. Michael seconded the motion. All were in favor.
The board reviewed the 2021 Investment report. Sarah said all investment account balances saw an increase over the previous year and recommended leaving the accounts as is. Mike moved the board accept the report as presented. Shalon seconded the motion. All were in favor.
Kailey spoke about our attorney-client communication. She has had problems getting a response from our lawyer, Don Mixon. Vanessa relayed that Don preferred to speak to the library director and not individual board members because he represents the library, not the board. The board should send all issues and questions to Vanessa and she will pass them on to him. Vanessa will ask Don if he is able to attend the next board meeting.
The board then heard comments from 4 members of the public. Full comments can be heard in the audio recording of the meeting.
The board reviewed the Pandemic Policy. Mike made a motion to remove the mask mandate until the next meeting and to review it again then. Kailey seconded the motion. All were in favor.
The board reviewed the Social Media Policy. This policy has been tabled since the last meeting. After a discussion about copyright protection and fair use, it was suggested that our lawyer review the policy. Kailey voted to table the policy until the next meeting. Mike seconded the motion. All were in favor. The policy is tabled until April.
Vanessa presented a report from the director. She spoke about her first month and that she is working to find a compromise for the current issues. The full report can be heard in the audio recording.
Mark addressed a recent news article that stated he lived in Randolph County. He stated there had been some miscommunication, and while he does own property in Randolph County, he actually resides in Craighead County.
The board then heard one public comment.
Kailey asked to go into executive session (employment) and by concession, the rest of the board agreed.
After the board came out of executive session, Mike made a motion that the board adjourn. Shalon seconded the motion. All were in favor.
Craighead County Jonesboro Public Library
Board Minutes
Board Members:
Present: Chairman Janice Griffin, Mike Johnson, Kailey Luster, Mark Nichols, Shalon Tate, Michael Watkins.
Absent: Dr. Lily Zeng
Quorum present: Yes
Others Present:
Library Director: Vanessa Adams
Library Assistant Director: Sara Stuart
Library Attorney: Donn Mixon of Mixon & Worsham
Members of the public: Approximately 49 members of the public
Proceedings:
Janice Griffin called the meeting to order at 5:00pm.
The board reviewed the minutes from the March 14th, 2022 meeting. Michael Watkins moved the board accept minutes as written. Shalon Tate seconded the motion. All were in favor. The motion passed.
Absent from vote: Mike Johnson
Johnson arrived at 5:04pm
Donn Mixon, the lawyer for the library, took the floor to address the board. The board discussed FOIA (Freedom of Information Act) rules. Mixon addressed questions from Kailey Luster regarding email communications she sent to him. Mixon explained that he cannot respond to an individual on the board, because he represents the library, not the board. He reiterated that the board should contact Director Vanessa Adams and she will forward the questions to him. Mixon also addressed the issue of social media. He explained that board members speak in an official capacity, so he recommends they be reticent about their engagement in public forums. Mark Nichols addressed Mixon about censorship and discretion regarding social media and books in the collection. Watkins asked for clarification about what is covered by FOIA and Mixon offered elaboration.
The board reviewed the Social Media Policy. The policy has been tabled since the last meeting. They discussed what type of personal patron information is collected for marketing purposes. Johnson moved that the board accept the Social Media Policy. Watkins seconded the motion.
In favor: Johnson, Tate, Watkins
Opposed: Luster, Nichols
The motion passed.
The board then heard from four members of the public. Full comments can be heard in the recording of the meeting.
The board reviewed a change to the Library Board Meetings Policy. An addition to the policy introduces a rule that if a policy does not receive a yes vote, there must be a six month wait before it can be reintroduced for a vote. Tate moved to accept the policy. Johnson seconded the motion. All voted in favor. The motion passed.
The board reviewed the library’s lending policy. Movies with a Motion Picture Association rating of R may not be checked out by patrons under the age of 17 without parental approval under the proposed change. Johnson moved to approve the policy. Tate seconded the motion. All voted in favor. The motion passed.
The board reviewed the Pandemic Policy. They reviewed Covid-19 statistics for Craighead County. After discussion, the board decided no vote was required and the current policy will continue.
Adams presented the director’s report. She spoke of the ribbon-cutting ceremony and grand opening celebration of the Brookland Public Library, the water leak in the Friends of the Library Bookshop, the Arts and Crafts Festival on April 23rd, the storm damage to the Lepanto library, and the Women’s Leadership Conference at Arkansas State University. She presented a personal statement addressing the community regarding the Pride display and displays in general. Full statement can be heard in the audio recording of the board meeting.
Watkins made a motion that the board adjourn. Tate seconded the motion. All voted in favor. Meeting adjourned 6:35pm.
Prepared by Sara Stuart.
Craighead County Jonesboro Public Library
Board Minutes
Board Members:
Present: Chairman Janice Griffin, Mike Johnson, Kailey Luster, Mark Nichols, Shalon Tate, Michael Watkins.
Absent: Dr. Lily Zeng
Quorum present: Yes
Others Present:
Library Director: Vanessa Adams
Library Assistant Director: Sara Stuart
Members of the public: Approximately 50 members of the public
Proceedings:
Janice Griffin called the meeting to order at 5:30pm.
The board reviewed the minutes from the April 11, 2022 meeting. Shalon Tate moved to accept the minutes as written. Mark Nichols seconded the motion. All were in favor. The motion passed.
Vanessa Adams provided the financial report for the first quarter of 2022. Adams asked if there were any questions regarding the budget. Nichols asked if the cost of a new roof was considered. Adams replied that the roof can be patched rather than replaced at this time. Michael Watkins moved to accept the budget as written. Mike Johnson seconded the motion. All were in favor. The motion passed.
Mandy Bashaw, from the Marketing and PR Department, presented information about summer events scheduled at the library.
The board then heard from two members of the public. Full comments can be heard in the recording of the meeting.
The board discussed the possibility of an informal committee to train Kailey Luster in her duties as board treasurer. Adams said she would assist in scheduling an informal meeting.
The board reviewed the Material Reconsideration Policy. There was discussion regarding changes to the policy about the board’s procedure if they receive an appeal to a reconsideration decision. Johnson moved to accept the changes to the policy. Watkins seconded the motion. All were in favor. The motion passed.
The board then considered the appeal to the decision made by the reconsideration committee for L8r G8r. There was discussion from the board about the location and content of the book. The board decided to read the book and discuss it at the August 2022 meeting.
The seventh item on the agenda was for informational purposes only, regarding AR Code § 13-2-703. The code concerns confidentiality of patrons’ records. No action was required.
The board then reviewed AR Code § 25-19-106 for informational purposes. The code concerns executive sessions. No action was required.
The board reviewed the Pandemic Policy. They decided no vote was required and the current policy will continue.
The board opened the floor for limited public comments. Full comments can be heard in the recording of the meeting.
Johnson made a motion that the board adjourn. Watkins seconded the motion. All voted in favor. The meeting adjourned at 6:34pm.
Prepared by Sara Stuart.
Craighead County Jonesboro Public Library Board Meeting Minutes
Present: Chairman Janice Griffin, Mike Johnson, Kailey Luster, Mark Nichols, Shalon Tate, Michael Watkins. Dr. Lily Zeng was absent. A quorum was present.
Others Present were Vanessa Adams, Library Director; Sara Stuart, Assistant Director; and approximately 81 members of the public.
Janice Griffin called the meeting to order at 5:31pm.
The board reviewed the minutes from the May 9, 2022 meeting. Mark Nichols moved to accept the minutes as written. Shalon Tate seconded the motion. All were in favor. The motion passed.
Vanessa Adams provided the financial report for the second quarter of 2022. Mike Johnson made a motion to approve the report. Nichols seconded the motion. All were in favor, and the motion passed.
Kailey Luster provided the treasurer’s report. She explained the details of the training meeting for the treasurer position that she attended, and presented some of the suggestions from that meeting. Full comments can be heard in the recording of the meeting. Luster confirmed she would send a written report to the board following the board meeting.
The board heard from six members of the public. Full comments can be heard in the recording of the meeting.
The board reviewed the library’s meeting room policy. No changes were requested. Johnson moved to accept the policy as written, and Tate seconded the motion. All voted in favor and the motion passed.
The board discussed the library’s Covid-19 policy. No vote was required.
The next item on the agenda was the material reconsideration appeal for the book L8r G8r. The board decided to weed the book based on circulation statistics prior to the book reconsideration complaint. Luster motioned to remove the book based on these statistics and the book being “dated” instead of the content of the book, overturning the library reconsideration committee’s recommendation to keep the book. Nichols seconded the motion. All voted in favor and the motion passed.
Adams presented the director’s report. She gave information and statistics on the programs and attendance of the library’s summer events. Adams requested that the library be closed on November 9, 2022 for the annual staff development day. Michael Watkins moved to close the library on that day as requested. Tate seconded the motion and all voted in favor. The motion passed.
The board opened the floor for limited public comments. Full comments can be heard in the recording of the meeting.
The meeting adjourned at 7:01pm.
Prepared by Sara Stuart
Craighead County Jonesboro Public Library Board Minutes
Board members present were: Chairman Janice Griffin, Vice-chairman Mike Johnson, Kailey Luster, Mark Nichols, Michael Watkins, Dr. Lily Zeng. Shalon Tate was absent.
A quorum was present.
Others present included Library Director Vanessa Adams, Youth Services Manager Stephanie Sweeney, and approximately 49 members of the public.
Janice Griffin called the meeting to order at 5:04pm.
The board reviewed the minutes from the August 8, 2022 meeting. Mike Johnson moved the board approve the minutes as written. Michael Watkins seconded the motion. All were in favor. The motion passed.
No Treasurer’s Report was given. Griffin instructed Vanessa Adams to devise and present specific duties to the library board treasurer.
The board heard from two members of the public. Full comments can be heard in the recording of the meeting.
Griffin acknowledged the Material Reconsideration Appeal on the agenda and stated that although the procedure was not handled properly at the August 8 board meeting, she would defer to the advice of counsel. Griffin asked Adams to explain. Adams stated that the library’s attorney, Donn Mixon, advised that since the vote was cast on the issue at the August board meeting, there was no need to re-vote on the decision. Griffin stated that there would be no vote and that the matter was settled.
Adams presented the director’s report. She spoke of the ribbon-cutting ceremony that will be held Thursday, September 15, at 10:00am. Adams gave statistics for the month of August, including 541 new library cards issued, bringing the total library cardholders to 45,030. Adams also mentioned the library will be represented at the Chamber of Commerce’s Business Expo on September 14, and the library will hold its fall Arts and Crafts Fair on September 17.
The board heard brief comments from the public.
Johnson made a motion that the board adjourn. Watkins seconded the motion. All voted in favor. Meeting adjourned at 5:45pm.
Prepared by Vanessa Adams.