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STATE LIBRARY BOARD REGULAR MEETING Second Quarter 2019-2020 Feb. 14, 2020 AGENDA 10:00 a.m. Call to Order: Donna McDonald, Chairperson A. Approval of Minutes [Nov. 8, 2019] Unfinished Business B. Administration Report/FY2020 Agency Funding C. State Aid and Scholarships D. Grants and Special Projects Other Unfinished Business New Business E. State Aid FY2020/Scholarships F. Reports/Travel and Correspondence Other New Business G. Board Information This page intentionally left blank. A1 STATE LIBRARY BOARD MINUTES Regular Meeting First Quarter 2019-2020 November 8, 2019 The State Library Board convened on November 8, 2019, in the Bessie B. Moore Conference Room at the Arkansas State Library. Members present were JoAnn Cooper (Vice Chair), Donna McDonald, Donnette Smith and JoAnn Campbell. Board members Deborah Knox and Bucky Ellis were absent. Lacie Kirchner, Assistant Attorney General’s from the Arkansas Attorney General’s office was present. Staff members present were State Librarian Carolyn Ashcraft, Deputy Director Jennifer Chilcoat, Brooke Crawford, and Debbie Hall. Cooper called the meeting to order at 10:13 a.m. Cooper asked for corrections or additions to the minutes from the August 9, 2019, meeting. A motion was made by McDonald and seconded by Smith to approve the minutes as submitted. Motion carried. Crawford presented the report from Administration in Tab B, beginning with information on the staffing situation. The agency is authorized for 52 staff, with budget for 51. As of Nov. 1 there were 38 full-time, 1 extra help and 14 vacant positions. Due to the transformation, the hiring freeze and caps are no longer valid. ADE has requested that we hire essential personnel and make certain they are aware of the positions prior to filling. Sharee Burns has been hired as the Fiscal Support Specialist, and started with the agency on October 7. Danielle Butler has been offered the Digital Services Manager position and is scheduled to begin on Dec. 2. JD Hall, Emma Stewart and Inell Stigall have submitted their Intent to Retire letters for Dec. 31st. [See B2, B3, and B4] Concerning IT, migration efforts continue. Our acronym has changed from ASL to ASLIB. Email has changed to a format of [email protected]. Any connection interruptions experienced by the DIS infrastructure could affect our connection and/or speed of our email, phones, internet, etc. Office 365 migration is currently on hold until DIS and ADE conclude discussions regarding the cloud structure. Crawford reminded the board that the Fiscal Session of the 93nd General Assembly will convene on Wednesday, April 8. The session will end on Monday, May 7, unless extended by legislative vote. Crawford referred the board to the revenue reports for the state general [B5] and federal LSTA revenues. [B6] 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]. Debbie Hall had no update report from Grants & Special Projects. Ashcraft covered the items behind Tab E, beginning with the list of ‘Public Library Systems Qualifying for State Aid’ [E1]. There were two changes to the list, with Deborah Moore at Lonoke County Library completing her MLS at LSU and with Judy Mays stepping in as consultant to the Pope County Library. A motion to approve the list was made by Campbell, seconded by McDonald. The motion carried. The FY2020 State Aid spreadsheet was presented [E2]. A motion to approve the second quarter payment was made by Campbell, seconded by Smith. Motion carried. November 8, 2019 1 Ashcraft stated there were no scholarship applications to consider at this meeting [E3]. The ‘Recommendation for Scholarship Assistance’ [E4] was presented which reflected the work of 14 individuals to earn the MLS degree. A motion to approve the recommendation was made by McDonald, seconded by Smith. Motion carried. Ashcraft noted that seven of the recipients are scheduled to graduate in December (Rebekah Lawler, Nate Coulter, Sarah Munguia, Allison Harrison, Robin Egerton, Hollie Locke and Adriana Martinez). The board moved on to the reports and correspondence [Tab F]. Ashcraft directed the board to her report. [F1] She stated that the Channel 7 tapes which have been stored in the basement since 2009 were removed recently. Randy Dixon with the Pryor Center has expressed appreciation to the State Library for their cooperation on this effort. Governor Hutchinson established the Arkansas Census 2020 Complete Count Committee in August. The CCC is to promote statewide participation in the 2020 Census. Thirty (30) volunteer members were appointed by the Governor from state, municipal and county government, as well as citizen and private sector representatives. Ashcraft is one of the appointees. The Arkansas CCC voted to meeting on the second Wednesday of each month. Carolyn is already committed to meetings on that day with the AR AARP Executive Council, so Deputy Director Chilcoat will attend the Arkansas CCC meetings and represent Ashcraft. Ashcraft referred the board to the rest of the reports [F2 – F11] for their review. Chilcoat provided her report [F2], beginning with an update on the success of the EXCITE Transformation for Libraries Bootcamp held Oct. 8-10 at ASL. The six four-person teams were from the Saline County Library, Lonoke County Library, Rogers Library, and Laman Library from Arkansas; Rutherford County (Murfreesboro) and Kingsport libraries from Tennessee. Chilcoat provided an update on the partnership with Arkansas Counts, a statewide Complete Count Committee (CCC) led by Arkansas Impact Philanthropy. Final details on a $40,000 grant from the Beacon Fund and Arkansas Impact Philanthropy will allow us to provide both live and remote training about the census to public library staff throughout the state, to provide printed materials, such as posters and bookmarks, to all of Arkansas’ public libraries, and to provide 23 libraries in the Mississippi River delta with iPad kiosks, plus any additional capacity they need to ensure reliable Internet access, so they can effectively assist their patrons with the Census 2020 website A list of various meetings, site visits and training that she has attended was also provided. Jennifer Wann, Manager of Library Development, provided an overview of reports from her area [F3 – F6]. The latest version of Arkansas Library Laws is in production and will be distributed to library directors and trustees later in the fall. From the Arkansas Center for the Book, the 2019 Arkansas Gems poster and bookmarks debuted at the National Book Festival, and were distributed at the 2019 ArLA/SELA conference in Hot Springs. Board member Donna McDonald attended the National Book Festival and assisted O’Connell with working the Arkansas table. O’Connell is in the process of selecting the title for the 2020 If All Arkansas Read the Same Book project. Amber Gregory, Coordinator of E-Rate Services, will be providing E-Rate training at the State Library on Nov. 19th, followed by training in Northwest AR at the Springdale Public Library on Dec. 5. November 8, 2019 2 Ashcraft announced that Gregory has been nominated as the representative for libraries to serve on the Universal Service Administrative Company (USAC) Board of Directors. The Honorable Ajit Pai, Chairman of the Federal Communications Commission, will review the nominations. The Youth Services Workshop will be held on Friday, March 13, at the Ferndale 4-H Center. Sherry Norfolk will be the featured speaker for a second year. The Summer Reading theme for 2020 will be Imagine Your Story! The report from JD Hall and the Library for the Blind [F7] reflects a circulation of 201,597 books. Patrons who utilize the Braille collection have now been receiving the items from the Utah State Library for the Blind for the past year and no instances of complications have been reported. Katie Walton reported for Sarah Lipsey, Division Manager of Collection Management, that the position of Digital Services Manager has been offered to and accepted by Danielle Butler, who will begin her employment at ASL on Dec. 2. The Arkansas Digital Library Consortium (ADLC) celebrated its’ one year anniversary in September and is now up to 31 members. There are over 57,767 titles available to share among the ADLC members. Fifty (50) digital magazines were added to the collection in September. The ADLC voted unanimously to boycott Macmillan titles and a letter to Macmillan CEO John Sargent was written and sent. Lipsey continues efforts with Information Network of Arkansas (INA) for a complete overhaul and modernization of the existing agency website. The ASL is terminating the FirstSearch/WorldCat Discovery consortium contact effective Aug. 1, 2020. Following extensive review, it was determined that the usage was poor, the costs were ballooning and there is a free alternative in the form of WorldCat’s public interface. Acquisitions Senior Librarian Elizabeth Clements and Digital Services Librarian Jennifer Razer will undergo training in order to participate in the in-house digitization efforts. News clippings and correspondence [F10]included the Governor’s official announcement of the Arkansas Census 2020 Complete Count Committee, an email from Randy Dixon, and thank you notes from the Eureka Springs Carnegie Library and Berryville Public Library for book donations. The updated map of Arkansas public library systems [F11] and list of public libraries and contact information [F12] completed the section. Cooper moved the board to Tab G, and Ashcraft stated she continues to reach out to the Governor’s office concerning board appointments. Contact information for the board was updated. [G1] Contact information for key ADE personnel, as well as our liaisons with the Governor’s and Attorney General’s offices was provided. [G2] Lacie Kirchner, our liaison with the Attorney General’s office, was present and greeted the board.
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