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STATE LIBRARY BOARD REGULAR MEETING Fourth Quarter 2018-2019 August 9, 2019

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STATE LIBRARY BOARD REGULAR MEETING Fourth Quarter 2018-2019 August 9, 2019 STATE LIBRARY BOARD REGULAR MEETING Fourth Quarter 2018-2019 August 9, 2019 AGENDA 10:00 a.m. Call to Order: Deborah Knox, Chairperson A. Approval of Minutes (May 9, 2019) Unfinished Business B. Administration Report/FY2019 Agency Funding C. State Aid and Scholarships D. Grants and Special Reports -- No report New Business E. State Aid FY2020/Scholarships F. Reports/Travel and Correspondence G. Board Information This page intentionally left blank. STATE LIBRARY BOARD MINUTES Regular Meeting Third Quarter 2018-2019 May 9, 2019 The State Library Board convened on May 9, 2019, in the Bessie B. Moore Conference Room at the Arkansas State Library. Members present were Deborah Knox (Chair), JoAnn Cooper (Vice Chair), George ‘Bucky’ Ellis, Donna McDonald and Donnette Smith. Staff members present were State Librarian Carolyn Ashcraft, Brooke Crawford, and Jennifer Chilcoat. Lacie Kirchner, liaison with the AG’s office, was also present. Knox called the meeting to order at 10:05 a.m. She extended a welcome to all in attendance. Knox asked for corrections or additions to the minutes from the February 8, 2019, meeting. There being none, a motion was made by Cooper and seconded by McDonald to approve the minutes. Motion carried. Crawford presented the report from Administration in Tab B, beginning with explanation that the FY20 Annual Operations Plan (AOP) was received on May 2. The funding level for our agency of FY2020 is: State Library Public School Fund (State Aid) $5,641,919 and State Library General Education (Operations) $3,615,572. This is the same as in FY19. Crawford reported the agency is currently at 40 full-time staff, 1 permanent extra help, and 12 vacant positions. Jennifer Wann was hired as our new State Library Manager – Library Development. She started on April 22. Zoe Butler, Center for the Book Coordinator, retired on March 29. The CFB Coordinator position has been advertised and interviews are scheduled for next week. Performance Evaluations for all staff for FY19 have been completed. The agency expects to receive notification in June as to whether the funds are available for salary increases based upon the PE’s. Crawford provided a list of legislation that passed in the recent Legislative Session that are of specific interest to the agency. These included Act 153 [the State Library Appropriation Bill], Act 565 [the Transformation & Efficiencies Act]; Act 910 [the Transformation Bill] and Act 1028 [FOIA, open public meetings recorded for audio]. A brief descriptions of these and other Acts was provided. 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. 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 stated that Dennis Nangle, our IMLS Senior Program Officer, had visited Arkansas on March 6-8, meeting with staff and attending the annual Children’s Services Workshop in Ferndale. Staff on the communications team of ADE attended the workshop and took pictures. Their pictures were utilized in publicizing the event on Facebook [see D3]. Hall and Chilcoat attended the IMLS LSTA Grants to State Convening held in Denver, CO, April 23-24. A shortened book camp on Foundational Principles, Allowable Costs, and Match and Maintenance of Effort were presented. May 9, 2019 1 In concluding Hall’s report, Ashcraft pointed the board members to the letter from Teri DeVoe, Associate Deputy Director, that the review of our State Program Report for FY2019 has been completed. [D2]. Ashcraft covered the items behind Tab E, beginning with the list of ‘Public Library Systems Qualifying for State Aid’ [E1]. There was one change to the list – Jennifer Ballard is now the director of the Jackson County Library. A motion to approve the list was made by Cooper, seconded by Ellis. The motion carried. The FY2019 State Aid spreadsheet was presented [E2]. A motion to approve the fourth quarter payment was made by Smith, seconded by Cooper. Motion carried. There were three scholarship applications [E3] for consideration: Crawford County Library System (Margaux Burleson) and Bentonville Public Library (Rebekah Lawler & Anna Sharon).. A motion to approve the applications was made by McDonald, seconded by Cooper. Motion carried. Ashcraft presented the recommendation for scholarship assistance [E4]. A motion to approve the recommendation as presented was made by Cooper, seconded by McDonald. Motion carried. The board moved on to the reports and correspondence [Tab F]. Ashcraft reported [F1] on the various events in which she participated during the previous quarter. She reported on the work with ADE’s Strategic Communications team on the Together We Are effort. Gayle Morris (Public Information Officer) and Kevin Briggs (Production Artist) have been assisting with development and posting of social media graphics promoting libraries and library efforts. Ashcraft attended the Texas Library Association 2019 Conference in Austin, TX, and participated in two panel discussions on April 16 and 17. Ashcraft distributed a 2-page handout of “Legislation Passed by the 92nd General Assembly in Regular Session, 2019” and commented on a couple of the Acts that were successfully passed and the bills which died on the House/Senate floor. Deputy Director Chilcoat reviewed her report [F2] and commented briefly on meetings and continuing education opportunities since the February meeting. She reported work is proceeding on the 2018 data collection and as of May 8th all public libraries have submitted their report. On March 28 Chilcoat facilitated a one-day informational session on construction and building projects, utilizing several professionals from the field. There were 28 public and academic librarians in attendance. Chilcoat announced that interviews have been completed for the Manager of Library Development position. Jennifer Wann of Mississippi was selected for the position and was present to be introduced. To avoid confusion (as we now have 3 Jennifer’s on staff), Jennifer Wann will be referred to as Jenn. Jenn presented the Library Development report [F3] and commented on a couple of items. The AR Dept. of Education is now overseeing the voting for the Charlie May Simon and Arkansas Diamond Primary Book awards. The Children’s Services Workshop was held on March 8 at the Ferndale 4-H Center. Featured presenter was Sherry Norfolk and there were 242 in attendance. The theme for 2019 is “A Universe of Stories”. The 202 these will be “Imagine Your Story”. Storytelling is Ms. Norfolk’s specialty and, as she was so well received, we have asked her to ‘pencil us in’ for the workshop in 2020. It is scheduled for Friday, March 13. May 9, 2019 2 Amber Gregory is overseeing the If All Arkansas Read the Same Book, which features Delia Owens and “Where the Crawdads Sing”. Ms. Owens will be in Arkansas July 19-21. Gregory’s update on E-rate Services was provided [F4]. J.D. Hall’s reported on the Library for the Blind [F5] circulation for the six months from Oct. 2018 – March 2019 was 97,241 audio books. Patron downloads accounted for 15.3% of all circulation. Michael Strickland reported [F6] that Information Services staff have celebrated Arkansas’s pre-history and birth as a US territory in 1819 with displays of artifacts and materials from the Arkansas Geological Survey, the University of Arkansas Museum, Archaeological Society, Arkansas State Parks and the Department of Arkansas Heritage. Strickland and Natalie Marlin attend the maker faire in North Little Rock on May 11th. Katie Jones reported for Collection Management [F7]. The Arkansas Digital Library Consortium now has 46,565 titles in the shared collection. More libraries are expected to join the ADLC in the coming months. Staff are reviewing the existing Collection Development policy. Debbie Hall has been assisting with tracking agency changes affected by Act 910 of 2019. Spreadsheets are being created to track the new hierarchies and name changes. This project is a huge undertaking and a true team effort between Digital Services and Cataloging. Lynn Valetutti presented an overview of effort in Digital Services [F8]. In regards to Traveler, the Network Advisory Committee met to review current subscription. They recommended the Credo Reference should not be renewed and ProQuest’s Public Video Online (PAV) should be added, beginning June 1st. A motion to that affect was made by Ellis, seconded by Cooper. Motion carried. Ashcraft moved into the correspondence portion of the packet [F9] There was notice that Jennifer Ballard is now the Jackson County Library director. An email from Robin Morris, Conference and Events Planner, sent an email thanking Ashcraft for speaking at the TLA Annual Conference in Austin. There were news clippings from Poinsett County and Prairie Grove. The map of Public Library Systems [F10] was provided, along with the list of public libraries by Library Development District [F11]. Knox moved the board to Tab G, and Ashcraft referred to the contact information of the board members [G1] and liaisons [G2] and asked if any information needed correction/addition. There were no corrections. The board by-laws, as approved on 2/9/2018, were provided [G3]. Ashcraft provided the board a list of the current committee assignments [G4]. For 2019, the assignments are as follows: Executive Committee: Chair, Knox; Vice Chair, Cooper and Ashcraft Nominating Committee: Ellis and Smith Policies & By-Laws Committee: Vice Chair, Cooper; Smith and McDonald Government Liaison Committee: Chair, Knox; Campbell and Kirby Personnel Committee: Chair, Knox; McDonald and Cooper The updated staff directory was provided [G5]. In reviewing the calendar for 2019 [G6], Ashcraft noted the future regular meeting dates would be Aug.
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