CCJPL Board Minutes
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Craighead County Jonesboro Public Library Board Minutes
December 18, 2023
Board members present: Chairman Mike Johnson, Vice Chairman Michael Watkins, Janice Griffin, Beth Smith, and Kailey Luster
Absent: Shalon Tate, excused; Mark Nichols, excused
Others present: Library Director Vanessa Adams, Assistant Library Director Sara Stuart; Business Manager Sarah Keath, members of the press and members of the public
Chairman Johnson called the meeting to order at 5:00 pm.
The board reviewed the minutes from the November 13, 2023 meeting. Smith moved to accept the minutes as written, Griffin seconded the motion; the motion passed unanimously. The board reviewed the minutes from the November 30, 2023 budget committee meeting. Watkins moved to accept the minutes as written, Griffin seconded
the motion; the motion passed unanimously. The board reviewed the minutes from the December 7, 2023 budget committee meeting. Smith noted a typographical error to be corrected, Johnson made a motion to accept the minutes, Griffin seconded the motion; the motion passed unanimously.
Luster stated in the Treasurer’s Report she found no issues or discrepancies in the library’s bank account statements. No action was taken.
Adams presented the budget committee’s recommendations for the 2024 library budget. Adams noted the $75,000 listed as estimated interest income for 2024 was from the interest expected from the library’s working budget. This does not include estimated interest from the special projects account or the endowments accounts. Adams also stated that since this is the budget recommended by the budget committee, she did not include the estimated income from library room rentals. She will present an adjusted budget in February, after all of the 2023 revenue has been received. The board agreed to approve the budget with the exception of the request on line 58 of the budget for $275,000 to be added to the budget from the 2023 surplus. Smith stated she would prefer to see the adjusted numbers in February 2024 before accepting a request for additional funds from the 2023 surplus. With all in agreement, Griffin made a motion to accept the 2024 budget, Smith seconded the motion; the motion passed unanimously. Adams presented a request to reduce the library’s operating hours in 2024 due to staff and budget cuts. The new proposed hours are Monday-Friday: 9 a.m. to 6 p.m.; Saturday: 12 p.m. to 4 p.m.; Sundays: Closed. The new hours will begin on December 26 since the staff cuts take place on December 21 and the library is closed Dec. 25. Smith made a motion to accept the 2024 reduced hours, Watkins seconded the motion; the motion passed unanimously.
Adams presented the Director’s Report, including library statistics for November and the Jonesboro Sun library mentions, which were included in the library board packet. Adams also requested that the library board change its meeting schedule in 2024 to meet quarterly, at 5:30 p.m., following the CRRL Board meetings at 5 p.m. on the following dates:
February 12, 2024
May 13, 2024
August 12, 2024
November 11, 2024
Smith made a motion to accept the change in the library board’s 2024 meeting schedule from monthly to quarterly, Watkins seconded the motion; the motion passed with Luster, Smith, Johnson, and Watkins voting “yes” and Griffin voting “no.” Adams presented the bid proposal from Woods Masonry in the amount of $35,800 for the repair of Freedom Circle in the front of the library on Oak Street. Woods’s proposal was the only bid the library received for the repair. Smith made a motion to accept the bid from Woods Masonry for $35,800; Griffin seconded the motion; the motion passed unanimously.
Keath presented the board with the building insurance proposal from Cadence Insurance. The 2024 premium proposal is $64,992.52 and was the only bid received. Griffin made a motion to accept the bid from Cadence Insurance; Smith seconded the motion; the motion passed unanimously.
Smith made a motion that the meeting be adjourned; Watkins seconded the motion; the motion passed unanimously. Johnson adjourned the meeting at 5:31 pm.
Submitted by Vanessa Adams
Craighead County Jonesboro Public Library
Budget Committee Meeting Minutes
December 7, 2023
Budget committee members present: Board Chairman Mike Johnson, Janice Griffin, Mark Nichols
Absent: Michael Watkins
Others present: Library Director Vanessa Adams, Assistant Library Director Sara Stuart, Business Manager Sarah Keath, Caraway Mayor Bo James, Lake City Mayor Cameron Tate, Monette Mayor Bob Blankenship, members of the media, and members of the public
Chairman Johnson called the meeting to order at 11:00 a.m.
Adams stated that she and Chairman Johnson met with County Judge Marvin Day, Mayors Tate, Blankenship, James, and Jones on December 5 and agreed that all the branch libraries in the Craighead County system should remain open at their current hours. Day and Jones left the meeting early. Mayors Tate, Blankenship, and James agreed that their cities would offer some financial assistance to help offset the expenses of their respective library buildings. Griffin asked if this could be in writing, and the Mayors stated that once it was in their city council meeting minutes, it would be legally binding.
Adams then presented the committee with a revised budget proposal for 2024 to reflect the salaries of the county’s branch libraries added back into the budget as full-time. Upon the advice of Judge Day, Adams also increased the estimated millage income from $1.8m previously presented to the budget committee, to $2,021,758. The total budget proposal was $2,652,159.54, which is $255,233.54 over budget. Adams requested that $275,000 of the library’s surplus be transferred into the operating budget at the beginning of 2024. Adams also stated she would ask the board to reevaluate the budget in mid-2024, once the library has operated for four or five months and all the revenue from 2023 has been received, to determine how much more of the surplus will be needed to operate for the remainder of 2024.
Adams stated that the Jonesboro branch will need to reduce its hours as suggested in the November 30 meeting.
A complete recording of the meeting is available upon request.
Janice Griffin made a motion that the committee agree upon the proposed budget and recommend it to the full library board at its December 18 meeting, Mark Nichols seconded the motion. The motion passed.
Griffin made a motion to adjourn the committee meeting and Nichols seconded the motion. The
motion passed, and Chairman Johnson adjourned the meeting at 11:17 a.m.
Submitted by Vanessa Adams
Craighead County Jonesboro Public Library
Budget Committee Meeting Minutes
November 30, 2023
Budget committee members present: Board Chairman Mike Johnson, Vice Chairman Michael Watkins, Janice Griffin, Mark Nichols
Others present: Library Director Vanessa Adams, Assistant Library Director, Sara Stuart; Sarah Keath, Business Manager, County Judge Marvin Day, Caraway Mayor Bo James, Monette Mayor Bob Blankenship, members of the media and members of the public
Chairman Johnson called the meeting to order at 12:15 pm.
Adams presented the committee with a budget proposal for 2024. Adams stated that the library has reduced its workforce by 11 part-time and 2 full-time staff in order to help compensate for the millage decrease. Adams noted that the total revenue for the 2023 year, collected in 2022, was $4,365,047.00. She estimated that the millage revenue collected this year, which will fund the library in 2024, will be $1.8m. Adams suggested reducing the hours in the Jonesboro branch, reducing the days open in the Lake City branch, and closing the Monette and Caraway branches.
After a lengthy discussion with the committee and comments from Judge Day and Mayors James and Blankenship, no decision was made to finalize the budget. Adams and Johnson agreed to meet with the Mayors of Caraway, Lake City, and Monette on December 5 at Lake City’s City Hall to discuss options to keep the branch libraries open.
A complete recording of the meeting is available upon request.
No further action was taken and Johnson declared an end to the meeting at approximately 1:45 p.m.
Submitted by Vanessa Adams
Board members present: Chairman Mike Johnson, Vice Chairman Michael Watkins, Janice Griffin, Mark Nichols, and Beth Smith
Absent: Shalon Tate, excused, Treasurer Kailey Luster, unexcused
Others present: Library Director Vanessa Adams, Assistant Library Director, Sara Stuart; Sarah Keath, Business Manager, Melissa Williams and Jeremy Watson from HCJ CPA Firm, members of the public
No members of the media were present.
Chairman Johnson called the meeting to order at 5:30 pm.
The board reviewed the minutes from the October 9, 2023 meeting. Smith moved to accept the minutes as written, Tate seconded the motion; the motion passed unanimously.
Melissa Williams, HCJ CPAs, presented the auditor’s report. The full report is available on the library’s website, libraryinjonesboro.org. Smith moved to accept the audit report, Griffin seconded the motion; the motion passed unanimously.
Adams awarded staff recognition certificates to the following for their conference presentations in 2023: Stephanie Sweeney, Youth Services Manager; Nathan Whitmire, Acquisitions Manager; Lauren Rose-Thompson and Ali Tran, Adult Services Staff.
Stephanie Sweeney awarded Amanda Stogdill, Youth Services Assistant Manager, the Outstanding Employee of 2023 award. Sweeney presented Stogsdill with a plaque.
Sarah Keath, Business Manager, presented the third quarter financial report. While our collections on the report stated $1,181,618, Keath stated the actual collections to-date were $1,400.000. Griffin moved to accept the financial report, Smith seconded the motion; the motion passed unanimously.
No treasurer’s report was given as Treasurer Luster was absent and had not signed off on the September bank statements.
Adams presented the Director’s Report, including library statistics for October. Adams included content numbers available from OverDrive through consortium access our patrons have, which are: 109,480 eBooks, 31,625 e-audiobooks, and 3,327 copies of digital magazines.
Adams also asked the board to approve changes in the Meeting Room Policy to include charges for public use of the Round Room, Civic League Room, and the Training Lab. After much discussion, the board agreed to the following charges:
Round Room: $50 for the first four hours, and $25 for each additional hour.
Civic League Room: $25 for the first four hours, and $20 for each additional hour.
Training Lab: $25 for the first four hours, and $20 for each additional hour.
The board also requested to add in the policy that food served in the Round Room and Civic League by outside parties much be approved by the Library Director or her assignees when the reservations are made. Also, the Shakespeare Meeting Room was removed from the public room list and will be available to library staff only. The updated policy goes into effect on January 1, 2024 and will be posted on the library’s website. Watkins made a motion to accept the updated Meeting Rooms Policy with the changes they recommended; Smith seconded the motion; the motion passed unanimously.
Other items Adams mentioned:
- Requests for bids for construction of a new Freedom Circle in the front of the library are being advertised. John Mixon, the library’s architect, is handling the bids.
- The Brookland Library expansion is continuing. There is no set date for an opening yet.
- The Jonesboro Sun library mentions were included in the library board packet.
Griffin made a motion that the meeting be adjourned; Nichols seconded the motion; the motion passed unanimously. Johnson adjourned the meeting at 6:30 pm.
Submitted by Vanessa Adams
Craighead County Jonesboro Public Library Board Minutes
October 9, 2023
Board members present were Chairman Mike Johnson, Vice Chairman Michael Watkins, Janice Griffin, Shalon Tate, Treasurer Kailey Luster, and Beth Smith.
Board member Mark Nichols was absent, excused.
Others present included Library Director Vanessa Adams, Library Architect John Mixon, and 3 members of the public. No media representatives were present.
Chairman Johnson called the meeting to order at 5:01 pm.
Johnson welcomed the library board’s new member, Beth Smith, who will fulfill Dr. Lily Zeng’s term on the board that ends August 1, 2024. Adams stated that Smith will be able to serve up to two full five-year terms on the library board after August 1, 2024, according to the library board’s bylaws. Other board members welcomed Smith to the library board and expressed their gratitude to her for accepting the appointment.
The board reviewed the minutes from the August 14, 2023 meeting. Watkins moved to accept the minutes as written, Tate seconded the motion; the motion passed unanimously.
Architect John Mixon presented some information regarding Freedom Circle, the brick circular wall in the library’s front lawn, and a solution to the damage the wall has experienced for several years due to moisture causing lime leakage on the wall. According to Mixon the wall cannot be repaired with any permanence, since the leakage will continue. The best solution would be to tear down the wall and rebuild. By rebuilding Mixon can also improve the design to accommodate library visitors during outdoor events. Woods Masonry and Repair gave Mixon an estimate of $35,800 to rebuild an exact replica of the wall. Extra designs will cost more, but Mixon was unable to give an estimate for an increase. Adams asked the board if they would like for her to work with Mixon to advertise for bids. Griffin made a motion to allow Adams and Mixon to seek bids for the construction, Smith seconded the motion; the motion passed unanimously.
Treasurer Luster stated she had signed off on the library’s bank statements and there were not issues to discuss. No action was taken.
Adams presented the Director’s Report, including library statistics for August and September. Adams also asked the board to approve changes in the Patron Confidentiality Policy, which will include an amendment required by Arkansas Code § 13- 2-704 to require library personnel to disclose confidential library records to the parent or legal guardian of a patron who is younger that eighteen years of age. Griffin made a motion to accept the updates to the policy, Watkins seconded the motion; the motion passed unanimously.
Other items Adams mentioned:
- The budget committee (Johnson, Griffin, Watkins, Nichols) will need to meet at the beginning of December. Adams will send them a poll to see when they can meet and a meeting date will be set.
- The library’s new Facilities Manager is John Brown.
- The library contracted Jones Lawn Care of Trumann to perform regular lawn care duties to the library.
- The Jonesboro Sun library mentions were included in the library board packet.
- Sara Stuart, Assistant Library Director, and Holly Stormes, Brookland Branch Manager met tonight with the Brookland Mayor and City Council to discuss expanding the Brookland library.
Johnson expressed his gratitude to the Jonesboro Sun for its fair and accurate reporting on library activities.
Smith made a motion that the meeting be adjourned; Tate seconded the motion; the motion passed unanimously. Johnson adjourned the meeting at 5:39 pm.
Submitted by Vanessa Adams
Craighead County Jonesboro Public Library Board Minutes
August 14, 2023
Board members present were Chairman Mike Johnson, Vice Chairman Michael Watkins, Janice Griffin, Treasurer Kailey Luster, and Mark Nichols.
Board members absent were Shalon Tate, excused, and Lily Zeng, excused.
Others present included Library Director Vanessa Adams, Assistant Director Sara Stuart, Business Manager Sarah Keath, Teen Librarian Michaela Huss, 1 member of the press, and approximately 10 members of the public
Chairman Johnson called the meeting to order at 5:30 pm.
The board reviewed the minutes from the May 8, 2023 meeting. Nichols moved to accept the minutes as written, Griffin seconded the motion; the motion passed unanimously.
Keath presented the 2023 second quarter financial report. Watkins moved to accept the first quarter financial report. Griffin seconded the motion; the motion passed unanimously.
Adams presented the Director’s Report, including library statistics. Johnson asked if future statistical reports could include eBooks statistics. Adams said she would include them in future statistical reports for the board meetings.
Michaela Huss, new Teen Librarian, introduced herself and told the board about her qualifications and her ideas for programming for the library’s Teen Hub. She also serves the library’s “tween” patrons and discussed programming for that age group. The board welcomed her and thanked her for her work in developing a large group of teen participants.
Adams gave an update on ACT 372, including the injunction on parts 1 and 5 of the act and an explanation of part 6, which went into effect on August 1, 2023. It was not known at the time of the board meeting when an appeal will be made to the injunction.
Adams requested some changes be made to the Material Reconsideration Policy, including the addition of: Patron must be a registered borrower in good standing with the Craighead County Jonesboro Public Library. Nichols suggested a change to word the sentence: Patron must be a resident of Craighead County. Luster made a motion to accept the changes to the policy with Nichol’s suggested change, Nichols seconded the motion; motion failed 3-2. Griffin then made a motion to accept the changes as initially presented, Watkins seconded; motion passed 3-2.
Adams requested a change in the Collection Development Policy, but after some discussion Nichols moved to keep the policy as is, Luster seconded the motion; motion passed unanimously.
Other items Adams mentioned:
- 75 members of the public attended the focus groups hosted by LibraryIQ, the strategic planner, the first week of August.
- The reroofing work was completed on August 1.
- The Brookland branch is growing and interviews will begin soon for a part-time employee to help Holly at the branch three days per week.
- There will be no library board meeting in September.
Johnson assigned the following board members to the FY2024 budget committee: Griffin, Johnson, Nichols, and Watkins. The committee will meet after the October 9 board meeting.
Griffin made a motion that the meeting be adjourned; Watkins seconded and all approved. Johnson adjourned the meeting at 6:23 pm.
Submitted by Vanessa Adams
Craighead County Jonesboro Public Library Board Minutes
May 8, 2023
Board members present were Chairman Mike Johnson, Vice Chairman Michael Watkins, Janice Griffin, and Treasurer Kailey Luster. Dr. Lily Zeng attended via conference call.
Board members absent were Mark Nichols, unexcused, and Shalon Tate, excused.
Others present included Library Director Vanessa Adams, Sarah Keath, Business Manager, 1 member of the press, and approximately 3 members of the public
Mike Johnson called the meeting to order at 5:30 pm.
The board reviewed the minutes from the April 10, 2023 meeting. Michael Watkins moved to accept the minutes as written. Kailey Luster seconded the motion; the motion passed unanimously.
Luster presented the Treasurer’s report. Luster reviewed the bank statements and the library’s credit card statement for April 2023. Luster found no issues with the statements. Lily Zeng made a motion to accept the Treasurer’s Report. Griffin seconded the motion; the motion passed unanimously.
Sarah Keath presented the first quarter financial report. Johnson requested that all future quarterly budget reports include a column for current collections, which will determine the budget for 2024. Keath stated she would include that column in the quarterly report beginning with the August board meeting. Watkins moved to accept the first quarter financial report. Griffin seconded the motion; the motion passed unanimously.
Vanessa Adams presented the Director’s Report, including library statistics. A full report of March statistics can be heard in the audio recording of the meeting. Adams stated that the LibraryIQ consultants met via Zoom with the library’s strategic planning committee on April 18. The library has several information forms to complete for the consultants, and Adams and Chrissy Holbrook, the library’s PR & Marketing Manager, are compiling a list of community members for two to three focus groups the consultants want to meet with in August. Adams stated that Jonesboro Roofing will begin setup for the reroofing construction project on Wednesday, May 10. Also, on May 10, the library will be closed for Staff Development Day. Adams told the board that she would be presenting them with a new Materials Reconsideration Policy at the August board meeting, which will reflect the new Act 372 that is expected to become an Arkansas law on August 1, 2023.
No further business was discussed. Watkins made a motion that the meeting be adjourned; Griffin seconded and all approved. Johnson adjourned the meeting at 5:50 pm.
Submitted by Vanessa Adams
Board members present were Chairman Mike Johnson, Vice Chairman Michael Watkins, Janice Griffin, and Treasurer Kailey Luster. Dr. Lily Zeng attended via conference call.
Board members absent were Mark Nichols, unexcused, and Shalon Tate, excused.
Others present included Library Director Vanessa Adams, architect John Mixon, 1 member of the press, and approximately 7 members of the public
Mike Johnson called the meeting to order at 5:02 pm.
The board reviewed the minutes from the March 13, 2023 meeting. Michael Watkins moved to accept the minutes as written. Janice Griffin seconded the motion; the motion passed unanimously.
Kailey Luster presented the Treasurer’s report. Luster reviewed the bank statements and the library’s credit card statement for March 2023. Luster found no issues with the statements. Watkins made a motion to accept the Treasurer’s Report, Griffin seconded the motion; the motion passed unanimously.
Architect John Mixon explained that he received one bid for the new roof project, from Jonesboro Roofing. The base price is $490,410 with a built-in contingency of $10,000. Mixon explained that there is a deductive alternative of $75,359, provided the windows do not need to be replaced. This would leave the total at $415,051. Mixon suggested that they remove one window to see if the windows are causing water leaks. If the window is not the cause of the water leak, they will replace that one window for about $4,187, then take the remainder of the $75,359 deductive, approximately $71,172. Johnson stated that the board could meet as soon as the window has been removed so that they could determine whether they need to replace all 18 windows or just the one window that has been removed. Griffin made a motion to accept the bid with the first deductive alternative, provided the windows do not need to be replaced. Watkins seconded the motion; the motion passed unanimously. The board will hear results of the window removal at a date in the near future and the contract may need to be adjusted according to the results.
Johnson presented the Library Consultant Committee’s choice to the board, Watkins made a motion that the library accept the committee’s recommendation and hire Library Systems as library consultants to formulate a five-year strategic plan for the library. Dr. Lily Zeng seconded the motion; the motion passed unanimously.
Adams presented the Director’s Report, including library statistics. A full report of March statistics can be heard in the audio recording of the meeting. Adams also presented an updated Computer and Internet Access Policy for the board’s review and stated that the library uses CIPA-compliant (Children’s Internet Protection Act) filtering software to block pornographic content and other sites that pose a threat to the network. Adams also requested the board cancel the September 11 board meeting, as she will be out of town. Watkins agreed to cancel the meeting and stated he would call a meeting later in the month if needed.
Watkins made a motion that the meeting be adjourned; Griffin seconded. Johnson adjourned the meeting at 5:55 pm.
Submitted by Vanessa Adams
Board Members Present: Chairman Mike Johnson, Michael Watkins, Janice Griffin, Mark Nichols, Shalon Tate. Dr. Lily Zeng attended via conference call. Kailey Luster was absent.
Others Present included Library Director Vanessa Adams and approximately 8 members of the public
Mike Johnson called the meeting to order at 5pm.
The board reviewed the minutes from the February 13, 2023 meeting. Michael Watkins moved to accept the minutes as written. Janice Griffin seconded the motion; the motion passed unanimously.
Vanessa Adams presented the Treasurer’s report for Kailey Luster. Luster reviewed the bank statements for February 2023, and the library’s credit card statement. Luster found no issues with the statements. Mark Nichols made a motion to accept the Treasurer’s Report, Shalon Tate seconded the motion; the motion passed.
Adams acknowledged Chrissy Holbrook from PR & Marketing, and Lauren Rose from Adult Services, for winning the NEA American Advertising Awards’ Mosaic Award for the creation of the library’s 2022 Fall campaign, Support Your Library. Holbrook and Rose are accepting a national Mosaic Award in April in Austin, Texas for their Fall 2022 campaign.
Adams presented the Director’s Report, including library statistics. Adams also presented an updated Computer and Internet Access Policy for the board’s review. The full report can be heard in the audio recording of the meeting.
Johnson appointed Griffin and Nichols to join him in a selection committee to interview two library consultant firms. Adams will contact the two firms and schedule interviews for the committee.
Johnson adjourned the meeting at 5:20pm.
Submitted by Vanessa Adams