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STATE LIBRARY BOARD REGULAR MEETING First Quarter 2017-2087 November 3, 2017

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STATE LIBRARY BOARD REGULAR MEETING First Quarter 2017-2087 November 3, 2017 STATE LIBRARY BOARD REGULAR MEETING First Quarter 2017-2087 November 3, 2017 AGENDA 10:00 a.m. Call to Order: JoAnn Campbell, Chairperson A. Approval of Minutes [August 11, 2017] Unfinished Business B. Administration Report/FY2018 Agency Funding C. State Aid and Scholarships D. Grants and Special Projects Other Unfinished Business New Business E. State Aid FY2018/Scholarships F. Reports/Travel and Correspondence Other New Business G. Board Information/Election of Officers/Dates for 2018 meetings This page intentionally left blank. STATE LIBRARY BOARD MINUTES Regular Meeting Fourth Quarter 2016-2017 August 11, 2017 The State Library Board convened on August 11, 2017, in the Bessie B. Moore Conference Room at the Arkansas State Library. Members present were JoAnn Campbell (Chair), Deborah Knox (Vice Chair), Deborah Kirby, George ‘Bucky’ Ellis and JoAnn Cooper. Board members Dr. Jo Bell and Martine Ferguson were absent. Staff members present were State Librarian Carolyn Ashcraft, Brooke Crawford, and Dwain Gordon. Morgan Aldrich, liaison with the Governor’s office, was present. Campbell called the meeting to order at 10:08 a.m. Campbell asked for corrections or additions to the minutes from the May 12, 2017, meeting. A motion was made by Kirby and seconded by Cooper to approve the minutes as presented. Motion carried. Crawford presented the report from Administration in Tab B, beginning with a report that the FY16 audit was conducted by Jorge Perez of Legislative Audit June 2-28 with no findings to report. She reported that Melanie Doshier & Joani Feimster from Legislative Audit were in the agency July 10-21 to perform a review of the federal program (the Grants to States federal funding we receive via IMLS). At this time the work is being finalized and we are awaiting the preliminary exit interview. Crawford updated the board on various ‘human resources’ issues. A new employee has been hired to fill the Fiscal Support Specialist position. There are currently 41 full-time staff, 1 permanent extra help, and 11 vacant positions. This summer there were 3 extra help employees. Harry Lah and Christian Fuel assisted with digitization efforts and in BPH. Adain Luckadue assisted with IT. On July 2 the State’s new pay plan went into effect which gave every state employee a minimum of 1% pay increase OR an increase up to the new ‘entry level rate’ for their grade. The new grade scale [B5] and assigned grades for ASL [B4} were provided in this section. With the new pay plan, a few changes were made to align duties and pay with recent educational achievements. Wendy Briley’s position (Digital Services) was reclassified from a Librarian to Library Coordinator and Trish Luckadue’s position (Business Office) was changed from Administrative Specialist III to Fiscal Support Analyst. There was an article in the AR Democrat-Gazette in July regarding the release of the Hiring Freeze on August 1. However, notification from DFA reported the news was not accurate. Individual agencies are being required to submit a personnel plan for approval. Once approved, the Hiring Freeze will be lifted for that agency. Crawford reported Fiscal year 2017 (which ended June 30, 2017) has closed and the staff are working on the Closing Book, with various deadlines imminent. The Federal Closeout is coming up on Sep. 30. She anticipates all deadlines will be met. She provided an update [B6] on the claim filed by Pitney Bowes against ASL for an unpaid bill of $1,144.22. This was for a postage machine with a 5-year lease (2011- 2016) and the balance was actually from 2011. This matter was turned over to the Arkansas State Claims Commission for payment. August 11, 2017 1 Crawford reported Ken Geisbrecht, Information Systems Coordinator, has been working on an IT Assessment as result of a directive from the Governor and DIS to all agencies. A news release is provided with more information [B7]. Crawford referred the board to the revenue reports for the state general [B2] and federal LSTA [B3] revenues and commented that the agency is in good shape financially. Morgan Aldrich, liaison with the Governor’s office, reported that she finds the agency ‘very good to work with’ and that the State Library goes ‘above and beyond’ whenever she asks for information. She has checked on the applications for board appointments and hopes to see action in the near future to fill the current two positions that are available. Aldrich reported that the agency’s Strategic Plan is being reviewed at this time. The agency is receiving positive comments on the training that is being provided in order to help with the requirements of Act 781. She is pleased to report that she is hearing positive comments from various contacts about the work being done by the State Library and the staff. It is apparent that word is spreading of the great resource the State Library has in its’ collection and its’ staff. Ashcraft reviewed Tab C and the Standards for State Aid [C1], the Rules Governing Distribution of Scholarship Assistance [C2], and the Scholarship Assistance Application [C3]. Ashcraft referred the board to the report from Grants & Special Projects [D1], and Hall reported that the 2018-2022 LSTA Grants to Sates 5-year plan was submitted to IMLS on June 23. IMLS will have 90 days to review and approve the plan. Once approved, it will be posted to the ASL website. Hall reported the federal grant for FY17 (beginning Oct. 1, 2017) has been awarded. The award amount is $1,783,844, which is $9,775 less than the previous year. The State match is $918,949.94. [D3] The FY2015 State Program Report has been reviewed and approved. [D2] As previously mentioned by Aldrich, the ASL State Strategic Plan has been completed and submitted to the Office of the Governor. Once approved, it will be posted to the ASL website. Ashcraft covered the items behind Tab E, beginning with the list of ‘Public Library Systems Qualifying for State Aid’ [E1]. She reported that Lowell Walters has accepted the position as director of the Mississippi/Crittenden County Regional Library and should be on the job by the end of August. The position at the Pine Bluff/Jefferson County Library is vacant with the departure of Laura Simon Whitehead. It has also been learned that Caroline Redfern departed the West Memphis Public Library and Rebecca Bledsoe has been hired. Ms. Bledsoe plans to work on the MLS degree in the near future. Ashcraft reported that the new addition to the list is the Clark County Library, with Ashley Parker- Graves as director. Clark County Library has now met all the standards for state aid. A motion to approve the list was made by Ellis, seconded by Knox. The motion carried. Ashcraft stated the population used to calculate State Aid has been updated by Crawford to 2016 estimates. A spreadsheet reflecting the difference between 2013 and 2016 was provided [E2]. The FY2018 State Aid spreadsheet was presented [E3]. Ashcraft reported that the total projection amount is only the portion of State Aid made available in Category A [$4,641,919]. The $1 million in Category B is not reflected at this time. When/if Category B is released, those funds will also be made available for distribution, but that will most likely not be until June of 2018. Ashcraft further stressed for the benefit of the audience that all of the libraries will see a decrease in funding due to three factors: the addition of the Clark County Library to the list of qualifying libraries, the increase/decrease in population, and the August 11, 2017 2 release of only $4.6 million in Category A. A motion to approve the first quarter payment was made by Kirby, seconded by Ellis. Motion carried. Ashcraft presented the board with scholarship assistance applications [E4] from the Faulkner County Library (for Adrianna Davis), the Newton County Library (for Kenya Windel) and the East Central AR Library System (for Asti Ogletree). She recommended approval of the applications. A motion to approve the applications was made by Cooper, seconded by Ellis. Motion carried. The Recommendation for Scholarship Assistance [E5] was reviewed. A motion to approve the recommendation was made by Cooper and seconded by Ellis. Motion carried. An update on the Scholarship payments made between 1977 and 2017 was provided. [E6] Total paid out to date is $803,773. The board moved on to the reports and correspondence [Tab F]. Ashcraft reported [F1] on the various events in which she participated. She reiterated the work done by the staff on numerous projects and emphasized she appreciated that many of the staff have taken on additional responsibilities due to the hiring freeze. She encouraged the board members to participate in the upcoming Arkansas Library Association conference to be held in Rogers, Sep. 24-26. Deputy Director Gordon reviewed his report [F2] and commented briefly on his participation in various meetings and continuing education opportunities. He is serving as Chair of the Awards Committee for ArLA and the Awards dinner will be Sunday, Sep. 24th. Ruth Hyatt presented her report [F3] and commented on a couple of items. She reported that she will be providing a pre-conference session at ArLA on customer service. Library Development is continuing to maintain the historical files for the public libraries and she encouraged the librarians to send in reports and information to be contained in those files. The rest of her report highlighted the various visits and meetings/training sessions during the quarter. Ashcraft referred the board to the rest of the reports [F4 – F12] for their review, pointing out highlights on future events/conferences.
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