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STATE LIBRARY BOARD REGULAR MEETING First Quarter 2019-2020 Nov. 8, 2019 AGENDA 10:00 a.m. Call to Order: Deborah Knox, Chairperson A. Approval of Minutes [August 9, 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. STATE LIBRARY BOARD MINUTES Regular Meeting Fourth Quarter 2018-2019 August 9, 2019 The State Library Board convened on August 9, 2019, in the Bessie B. Moore conference room at the State Library. Members present were Chair Deborah Knox, Vice Chair JoAnn Cooper, George ‘Bucky’ Ellis, Donna McDonald, and Donnette Smith. Board members Deborah Kirby and JoAnn Campbell were absent. Staff members present were State Librarian Carolyn Ashcraft, Brooke Crawford, and Jennifer Chilcoat.. Chair Knox called the meeting to order at 10:05 a.m. She extended a welcome to those in attendance. Knox asked for corrections or additions to the minutes from the May 9, 2019, meeting. Chilcoat noted one misspelled word on page 1. A motion was made by Cooper and seconded by Smith to approve the minutes as corrected. Motion carried. Crawford presented the report from Administration in Tab B, beginning with a report that the State FY2019 was closed on June 28th. Staff are working on the Closing Book, with portions due in July and in August. The SEFA report was due on July 29. Federal closeout is expected on Sep. 30. Actual funding levels were announced on July 19, 2019. The funding level for the agency for FY2019 includes $5,641,919 for State Aid and $3,615,572 for Operations. These are the same amounts for our FY20 Forecast. Crawford reported the annual assessment from Legislative Audit was performed on FY18. The auditor was on site from June 10-July 3. The Draft report reflects there were no written findings and only a couple of verbal recommendations. [See B4 and B5]. As an update, the agency is currently at 40 full-time staff, 3 extra help and 12 vacant positions. Karen O’Connell started her position as Center for the Book Coordinator on July 29. The State Library Manager for Digital Services position is currently being advertised and accepting applications. Jerry Fields, Mail Clerk, has turned in his notice of retirement, effective August 30. [B6] Annual Performance Evaluations were done in April. On May 8th a Performance Pay Increase for FY19 was approved and agencies were given a cap amount of 2.4% of their annual base salaries (not including Directors). This amount was spread based upon the scores in the performance evaluations. Our 2.4% cap = $37,407.52. The increase amount was determined by the scoring below: Score: 2 Increase: 1.5% // Score: 3 Increase: 2.4% // Score: 4 Increase: 3% All eligible staff received the increase. Ineligible classifications included those with written disciplinary actions, those classed as part-time/extra help or those not employed as of April 1, 2019. Agency Directors for all agencies received a 2% increase. 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. August 9, 2019 1 At this time, Chair Knox recognized Secretary Johnny Key with the Arkansas Department of Education. Accompanying Secretary was Gina Windle, Chief Operating Officer. Secretary Key brought greetings and provided positive remarks on the Transformation effort being undertaken across State government. The State Library is continuing under the umbrella of the ADE, and is officially a Division of ADE. Ashcraft and others have been participating in numerous meetings in an effort to facilitate the Transformation. Secretary Key assured the Board that he has no intentions to undermine the ASL Board and their functions in overseeing the State Library. He is very open to working together to improve and strengthen the relationship, seek opportunities for collaboration, and expand our services. He stated that he has always seen libraries as an educational resource. In closing, a short video prepared by ADE staff was shown which highlights the Transformation effort. Chair Knox thanked Secretary Key and Ms. Windle for attending the meeting and making themselves available to the board, staff and library community. 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, Manager of Grants & Special Projects [D1] , had no report to provide for the meeting. Ashcraft covered the items behind Tab E. Ashcraft referred the board to the list of ‘Public Library Systems Qualifying for State Aid’ [E1]. A motion to approve the list was made by Ellis, seconded by Cooper. The motion carried. Ashcraft presented the State Aid 2020 distribution recommendation summary [E2]. The total reflected for distribution is $5,700,000. A motion was made by Cooper, seconded by McDonald, to approve the State Aid 2020 distribution as recommended. Motion carried. The FY2020 State Aid spreadsheet was presented [E3]. A motion to approve the first quarter payment was made by Cooper, seconded by Ellis. Motion carried. Ashcraft presented the board with scholarship assistance applications [E4] from Central AR Library System (Jessica Butkovic, Amanda Hayes and Elizabeth Newbern), Saline County Library (Hollie Locke) and Springdale Public Library (Tammie Evans) She recommended approval of the applications. A motion to approve the applications was made by Cooper, seconded by McDonald. Motion carried. The Recommendation for Scholarship Assistance [E5] was reviewed. A motion to approve the recommendation was made by Cooper and seconded by Smith. Motion carried. An update on the Scholarship payments made between 1977 and 2019 was provided. [E6] Total paid out to date is $989,173. At this time, a motion was made by McDonald, seconded by Smith, to move into Executive Session for the purpose of discussing a personnel issue. Motion carried and the board retired to Meeting Room B. A motion to return to Regular Session was made by McDonald, seconded by Ellis. Motion carried. August 9, 2019 2 Ashcraft reported to the audience that during the Executive Session she had notified the Board of her intentions to retire in 2020, no later than Sep. 1. While that is almost a year away, the time will pass quickly and she will work with staff to see that everyone is prepared to carry the agency forward. Discussion of when to advertise will be held at the November meeting. The board moved on to the reports and correspondence [Tab F]. Ashcraft reported [F1] on the various events in which she participated. Most of these events were tied to the Transformation efforts, with weekly meetings in July with Secretary Key and other division heads within ADE. She also reported that ASL staff Debbie Hall and Natalie Marlin are representing the agency on the Transformation Action Team (TAT) and will have a role in fostering sustainable change. Deputy Director Chilcoat is also being included in many of these meetings in order to assist Ashcraft and provide continuity of information. Ashcraft reported she received communication from Randy Dixon at the Pryor Center for Oral and Visual History that, in September, they plan to remove the KATV tapes from the basement where they have been stored since 2010. Diane Brownstone with the Brownstone Book Fund in New York reached out to Ashcraft to notify her that Brownstone has selected Arkansas for the next round of giving. BBF will provide funding to place 100 books (Pre-K-early readers) in 100 of the smallest public libraries in the state. Brownstone says her goal is to ‘foster an interest in and love of books and reading’. Ashcraft and staff will be working together with the Brownstone Book Fund and Brodart (book supplier) to complete this effort. David Johnson, Director of the Fayetteville Public Library, made introductions via email between Ashcraft and Margi Conrad at Crystal Bridges. Ms. Conrad stated that Alice Walton is interested in placing a set of art books in libraries in order to infuse art into everyone’s daily life. There could possibly be some additional future programming or educational components that could be developed. Deputy Director Chilcoat will be going to NW Arkansas soon to visit with Conrad and discuss this effort in more detail. Ashcraft also noted that Dr. Wendy Richter, director of the Arkansas State Archives, has announced her intentions to retire her position before the end of August. Deputy Director Chilcoat presented her report [F2] and reported that the submission of Arkansas library data has been completed, submitted and certified with IMLS. The EXCITE Transformation for Libraries Bootcamp will be held in Arkansas Oct. 8-10 at the State Library. Six teams (4 from AR and 2 from TN) will participate. Staff from the CT State Library will lead the Bootcamp. Chilcoat is serving on the Complete Count Committee (CCC) for Arkansas, also known as Arkansas Counts, in an effort to make certain that Arkansas libraries are equipped to assist their communities with the Census 2020. If resources are available, she will be working on providing training about the census to libraries across the state, specifically in the Hard to Count (HTC) areas. Jennifer Wann provided her report [F3] and commented that she was enjoying consulting and had found everyone very welcoming since she joined the ASL team. She is studying the Arkansas Library Law to better understand the organization of Arkansas libraries. August 9, 2019 3 The ALL-in participants will have a follow-up session on Sep.
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