Category Archives: Meeting Minutes

February 19, 2014 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

February 19, 2014

 

Board Members Present:

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Ginny Gardner

Anne Page

Darlene Richardson

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

Pamela Hale, Christiansburg Library Branch Supervisor

Karen Martin, Library Service Specialist, Christiansburg Library

 

Board Members Absent:

Karen Drake, Chair

Ann-Margaret Shortt

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

Call to Order:  Vice Chair Margaret Christle called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, February 19, 2014 at the Blacksburg Library.

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Ginny Gardner and seconded by Trustee Anne Page to accept the agenda.  The motion passed unanimously as amended.

 

Approval of Minutes:  The motion was made by Trustee Alison Armstrong, seconded by Trustee Darlene Richardson and the board voted to approve the January 19, 2014 minutes.

 

Public Address:  None.

 

Resolution for Karen Martin:  Vice-chair Margaret Christle presented a resolution to Karen Martin, Library Service Specialist from Christiansburg Library, who will be retiring March 31, 2014 after nearly 30 years of service.  Christiansburg Branch Supervisor, Pamela Hale, also spoke about Ms. Martin’s dedication to Montgomery-Floyd Regional Library over the years saying that Ms. Martin will truly be missed.

 

Unfinished Business: None.

 

New Business:

Heafner Donation

There was a $22,000 donation given to the Jessie Peterman Library from the estate of Jessie T. Heafner.  The check was made to Jessie Peterman Library, but a letter from Ms. Heafner’s close friend Marie V. Thomas, who has power-of-attorney, stated that Ms. Heafner’s intent was to leave the money to the Endowment Fund.  Trustee Ginny Gardner made a motion that the board approve the money be transferred from the Jessie Peterman Library to the Floyd Endowment.  Trustee Alison Armstrong seconded the motion and the motion passed unanimously.  The document will be given to Angie Hill with Montgomery County Finance Department to have the funds transferred.

 

Director’s Report

 

Financial

We have finished the seventh month of the fiscal year and should be at 58% of budget.

 

The large number on the maintenance service contract line in both counties is our annual payment to SIRSI.

 

All of our book money is encumbered into purchase orders.  Director, Paula Alston reminded board members that the library pays a majority of its materials bills from purchase orders.  We leave a small amount to purchase items from Amazon that we cannot get anywhere else.

 

Ms. Alston had a meeting with Floyd County Administrator Dan Campbell scheduled for last Thursday.  The meeting was cancelled due to the weather.  The meeting has been rescheduled for next Thursday, February 27.  Therefore, there is no update at this time.

 

Ms. Alston mentioned last month, that both money committees of the General Assembly have proposed an increase to state aid. Currently in the budget proposal for the Senate is an additional $500,000 in each year of the biennium; in the house version, the amount is a total of $500,000 so most likely $250,000 each year since, according to our lobbyist, “Neither committee likes to fund an increase only in the first year of a biennium and leave a hole in the second year that they must come back and fill.”   He also said, “I think this is a very good outcome for public libraries and, once again, these proposals exceed those for the peer ‘other education’ agencies with whom we compete.  Public libraries owe particular thanks to Senator Tommy Norment who sponsored our amendment on the Senate side (and who chairs the Education Subcommittee of Senate Finance), Delegate Tag Greason who sponsored our amendment on the House side and to Delegate Kirk Cox who chairs the Higher Education Subcommittee of House Appropriations and who has become a solid voice for the need to support public libraries.  All three of these legislators are budget conferees which should help.”

 

Statistics

We are pleased that the ebook numbers continue to grow.

 

Programming / Collections

NRV Beekeepers made their rounds in January doing programs in all four libraries.  This is their fourth or fifth year in a row and they are successful every year.  This year, in total, 127 people attended the programs. That is 127 potentially new bee keepers.

 

We will soon have a Children’s e-reading room at our OverDrive site.  We already buy children’s titles, this will just put them all together where it will be easy for the kids to find  them.  It should be up and running in the next few weeks.

 

We have increased our outreach to Warm Hearth, doing a monthly craft program, a monthly readers theater, a semi-monthly library night, where they can check out books and also a semi weekly movie night.  Coming soon, we will start a monthly “short talks program” where a staff member will prepare a 20 minute Powerpoint talk on a variety to topics, complete with short movie clips, music, photos, whatever the topic need.

 

Facilities / Technology

There have been major heating issues in both Christiansburg and Blacksburg in January.  It is still not totally corrected in either building.  We are awaiting parts in Blacksburg. In Christiansburg, we are running the baseboard heat in the community room until they figure out what the issue is there. At various times, it has been as low as 58 degrees in different places in the building.

 

The buildings and grounds crew did a great job in getting the parking lots and sidewalks cleared during last week’s snow storm.  We closed at 1:00 p.m. on Wednesday and remained closed on Thursday and Friday.  We kept Floyd closed on Saturday to give VDOT extra time to clear roads in that area.  All items that were due on February 12, 13 and 14 were moved to February 15.

 

We met with Citizens in late January to see where we stand with completing the implementation of our phone system.  Blacksburg and Floyd are done but Christiansburg and Meadowbrook are pending.  For the longest time, they were telling us it was because they were not receiving cooperation from Verizon in order to import our phone numbers.  They were recently given the ability to import our numbers.  They will test this by the end of February.  The current issue is the e911. As it stands now, if we were to dial 911 from any of the libraries, instead of going to the town dispatches, it would go to Montgomery County dispatch, which will delay the response time.  Once we have the regional 911 authority up and running, this will not be an issue.  However, for the next year, it is an issue. They are working with Verizon to resolve this.  They are going to credit us $375 per month on our bill until they complete our phone installation.

 

The IT staff installed new content filters on all staff and public networks.  Our old filter, which was cheap, maybe free, was installed at the desktop level, making it cumbersome to update.  The new content filter is installed at the network level so when they need to update, make changes, or get a report, they are doing it once, not 60 times.  It can still be easily disabled by staff upon request by a patron.

 

The Buildings and Grounds staff rewired the circulation desk at Blacksburg to accommodate the new desk.  We had to push the desk out a bit more so they need to move some wires.

 

They also replaced the wireless access points in Blacksburg with a new model.

 

We updated the website, giving the kids and the teens their own page that is easier to find. There are other tweaks we want to make and consider it a work in progress.

 

The Virginia Department of Emergency Management is running a statewide tornado drill on March 11 at 9:45.  The libraries have signed up for it and so we will participate.

 

Staff and Trustees

We received approval from the hiring freeze committee to replace Ms. Martin at Christiansburg.  We are just awaiting Administrator Criag Meadows’ final approval.  We would like to get it advertised soon so that the person is ready to start on April 1.

 

We have hired a new courier, Don Roop.  He came highly recommended and is a long time library user.  Cindy Minnick used to help him on the bookmobile back in the day.  He started last week and is training with John Martinkosky.  John will continue as our substitute.

 

There will be a reception for Mary Ann Hinshelwood, hosted by the Foundation Board and the Museum Board on Friday night, March 7.  We are sending out e-vites and all board members are on the list. Look for those sometime next week.

 

Incidents

There are no incidents to report this month.

 

Reconsiderations

There are no reconsiderations this month.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

 

 

Policy Committee

The Policy Committee met to discuss the possibility of raising fines.  The option that was considered was to raise fines on new books to .20 per day.  After some research it was found that this would only bring in about $600.00 in revenue system wide.  Ms. Richardson recommended on behalf of the Policy Committee that there not be a raise in fines at this time, as the increase would be minimal.  The board agreed and fines will not be raised at this time.

 

Montgomery and Floyd Friends of the Library

Both Friends groups had a membership drive in January.  The outcomes of the drives have not yet been reported.  Hopefully the weather did not hinder members from signing up during the drives.

 

Their annual joint meeting will be May 8 in Blacksburg.

 

MFRL Foundation

The reception for Mary Ann Hinshelwood will be held on March 7 at 7:00 p.m. at Christiansburg Library.

 

The 2014 Basket Auction planning will begin in March.  Let Ms. Alston or Gail Billingsley know if you know of donors who might like to contribute.  They are looking for big ticket items such as a week at a vacation home, etc.

 

Ms. Richardson moved to adjourn the meeting and Ms. Page seconded the motion.

The meeting was adjourned at 7:47 p.m.

Approved by the Library Board

Margaret Christle, Vice-Chair

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

January 2014 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

January 15, 2014

 

Board Members Present:

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Anne Page

Darlene Richardson

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

 

Board Members Absent:

Karen Drake, Chair

Ginny Gardner

Ann-Margaret Shortt

 

County and Affiliate Liaisons Absent:

Gail Billingsly, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Call to Order:  Vice Chair Margaret Christle called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, January 15, 2014 at the Christiansburg Library.

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Allison Armstrong and seconded by Trustee Anne Page to amend the agenda to add a resolution for retiring Christiansburg employee Karen Martin. The motion passed unanimously as amended.

 

Approval of Minutes:  The motion was made by Trustee Alison Armstrong, seconded by Trustee Natalie Cherbaka and the board voted to approve the December 18, 2013 minutes.

 

Public Address:  None.

 

Unfinished Business:

 

Floyd County Budget

We received the instructions for the Floyd budget late last week.  The deadline for the budget is January 24.  The board reviewed the budget again, noting that there is a need to increase the lump sum from Floyd County to be able to increase the salaries of the Jessie Peterman employees.  A comparison was done to other close localities and their pay scales, as well as a quick study of comparable positions from the Floyd County pay scale.  Jessie Peterman employees make considerably less than these and a salary increase is needed.

 

Director Paula Alston plans to schedule meetings with Floyd County Administrator Dan Campbell and then with other Board of Supervisor members individually to talk about the budget.

 

Trustee Darlene Richardson made the motion to accept the Floyd County Budget, Ms. Armstrong seconded the motion and a roll call vote was taken.  The motion passed unanimously.

Roll Call Vote:

Aye     Nay

 

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Anne Page                            X

Darlene Richardson             X

Larry Spencer                       X

 

New Business:

 

Approval of Resolution for Karen Martin

Trustee Larry Spencer made a motion to approve the resolution to honor Christiansburg Library’s employee Karen Martin for her 29 years of service to the library.  She will retire March 31, 2014.  Ms. Page seconded the motion and the motion passed unanimously.   The board will invite Ms. Martin to the February Board meeting to present the resolution to her at that time.

 

March Reception for Floyd County Politicians

After a brief discussion it was agreed that the board will host the Floyd County Board of Supervisors along with County and Town Officials for a reception at the Jessie Peterman Library. This will take place March 19 with a very brief board meeting to be held prior to the reception.  Ms. Alston will speak with Trustee Ann-Margaret Shortt and Trustee Ginny Gardner to discuss plans for food for the reception.

 

Mary Biggs Vice-Chair of the Montgomery County Board of Supervisors

Ms. Alston congratulated Ms. Biggs on her new position as the Vice-Chair of the Montgomery County Board of Supervisors, as well as being added to the Governor’s Transition Team.   Ms. Biggs thanked everyone for the congratulations and said that the meeting with the Governor’s Transition Team went very well.  The Governor-elect was there and listened intently.  The library along with other community services were discussed.

 

Report of the Director

 

Financial

We have finished the sixth month of the fiscal year and should be at 50% of budget.

 

This week, we received the form from Blacksburg so we can submit our fiscal year 2015 donation request to them.  It is due January 31.  Ms. Alston has the form for Christiansburg with a due date of February 1 and has mailed the request to the Town of Floyd.

 

Good news on the state front.  There have been several bills introduced to increase state aid.  One bill that has been introduced would increase it by $1,000,000 and another by $1,500,000.  These are in the very preliminary stages but are cause for excitement.  It could mean an increase for us between $9,000 and $15,000.   Board members received a point paper explaining the importance of public libraries to be used in advocacy with state representatives.

 

Statistics

There is a noticeable difference in the attendance number for children’s program.  We have craft tables in each library and we have previously counted those in the children’s programs which  inflated our actual program numbers.  We are itemizing the crafts on internal documents now.  They will always be reported on the branch board reports that are sent in the Library Board Packets.

 

Programming / Collection

Christiansburg moved one of their little libraries out of the Christiansburg Recreation Center to the reception area at the Department of Social Services location on Pepper’s Street, in Christiansburg.  They are expecting it to be successful there.  In the first 30 minutes, several children’s book and one adult book had already been taken.  We will be taking more children’s items to that location.

 

We had book Christmas trees in Blacksburg, Christiansburg and Meadowbrook.  They are always popular.  There has been such positive response from the one in Christiansburg that we may leave it up and decorate it for other holidays throughout the year.

 

Facilities / Technology

The Christiansburg Library once again experienced leaks with the rain last Thursday and Friday.  The roof is still under warranty so it is up to the roofing contractor to do the repairs.  He was out on Tuesday to take a look at it and was back with workers to seal the leaks today.

 

Blacksburg had a power outage a few weeks ago when a tree fell on a power line, which meant our phones were down both in Blacksburg and Floyd. SIRSI was also down system wide since the SIRSI server is located at the Blacksburg Library.  We had a power surge in Floyd in December that wiped out a surge protector but did not harm the four computers plugged into it.

 

We were not as lucky in Meadowbrook when another surge there took out the electronic sign TV.  We did not file an insurance claim since our deductible is the price of a TV.  The TV has been replaced and now has surge protection.  There appears to be no building wide surge protection in Meadowbrook.

 

We are setting up a meeting between Citizens, the county purchasing department and library staff to determine why they have not completed the phone system installation.  They have been saying it is an issue with Verizon but it has been a year since we signed the contract so we want a few more answers.

 

One complaint we have had from our patrons who use our online services is that their library cards expire and they are no long able to download a book or place a hold.  We are now able to send an email message one month before their card expires reminding them to renew it at one of the libraries.  Cards expire every two years. Chris Elledge ran a report and found that 24% of patrons now have emails on file.  This is up from 8% a couple of years ago.  We are also looking into having the ability to email check out and payment receipts.

 

We have two new self-checkout machines in Blacksburg and Christiansburg, replacing the 10 year old machines that have been patched together for the last several years.  We will take the best of the two old machines to Floyd to test the market there.

 

Staff and Trustees

There are two other library related bills before the general assembly that the library community is tracking. HB 992 as an amendment reads, “Nothing in this section shall prohibit a locality from adopting an ordinance that prohibits firearms, ammunitions, or components, or a combination thereof, in libraries owned or operated by the locality.”  This bill has been sent to the House Militia, Police and Public Safety subcommittee #1 Information.

 

The second is  SB384 reads, “provides that any adult who is convicted of an offense prohibiting proximity to children, when the offense occurred on or after July 1, 2014, shall as part of his sentence be forever prohibited from knowingly and intentionally having any contact whatsoever with children that are not in his custody on the premises of any place that he knows or has reason to know is a public library.”

 

Mary Ann Hinshelwood has been named the 2013 Citizen of the Year by the Blacksburg Rotary Club.  She will be presented with the award at the meeting in Blacksburg tomorrow.

 

Incidents

There was one incident with a patron who displayed erratic behavior.  He approached two teenage girls telling them not to come into the library.  One of the girls called her mother who called library staff to report the issue.  The man also came in and talked with staff with erratic conversation.   The man has been identified by camera footage, the police have been contacted and the man is banned from the library.  The police knew who he was and will find him and serve the banning paperwork on him.

 

 

Reconsideration

There were no reconsiderations this month.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – Did not meet

 

Leadership Committee – Did not meet.

 

Policy Committee – Met and are working on some items.  Nothing to report at this time.

 

Floyd Friends of the Library

Minutes from the October Floyd Friends meeting were distributed in board member’s folders. Our wish list was approved.  The total amount is $4,125.

 

Montgomery Friends of the Library

The entire wish lists for the libraries was approved.  The total amount is $28,700.

 

MFRL Foundation

The Montgomery Museum and the MFRL Foundation will work together to hold a reception to honor Ms. Hinshelwood.  This will take place sometime between March 1 and March 15.  It will be held at Christiansburg Library.

 

Ms. Christle read a thank you card to the Library Board from Ms. Hinshelwood.

 

Ms. Page moved to adjourn the meeting and Ms. Armstrong seconded the motion.

The meeting was adjourned at 7:51 p.m.

Approved by the Library Board

Margaret Christle, Vice-Chair

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

December 18, 2013 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

December 18, 2013

 

Board Members Present:

Karen Drake, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Darlene Richardson

Ann-Margaret Shortt

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

MaryAnn Hinshelwood, MFRL Foundation

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

 

Board Members Absent:

Ginny Gardner

Anne Page

 

County and Affiliate Liaisons Absent:

Lauren Yoder, Floyd County Board of Supervisors

Mary North, Montgomery Friends of the Library

 

Call to Order:  Chair Karen Drake called the monthly meeting of the MFRL Board of Trustees to order at 7:08 p.m., on Wednesday, December 18, 2013 at the Christiansburg Library.

 

Roll Call:  Ms. Drake

 

Acceptance of Agenda:   A motion was made by Trustee Margaret Christle and seconded by Trustee Ann-Margaret Shortt to amend the agenda to add a resolution for MaryAnn Hinshelwood. The motion passed unanimously as amended.

 

Approval of Resolution for MaryAnn Hinshelwood:

Trustee Darlene Richardson made a motion to approve the resolution to honor MFRL Foundation President MaryAnn Hinshelwood’s many years of service to the library.  Ms. Armstrong seconded the motion and the motion passed unanimously.  Ms. Hinshelwood has served the library since 1984 in many capacities throughout the years.  Ms. Drake presented the resolution to Ms. Hinshelwood thanking her for her faithful service to the Library.  Ms. Hinshelwood will be moving out of the area in April.

 

 

New Business:

 

Floyd Childress, Jr. Memorial

Mr. Floyd Childress passed away recently and the family has requested donations be made to the library in his memory.  To date, we have received $600.00.

 

Staff Day 2014

Staff day is scheduled for April 11, 2014 at the Jessie Peterman Library in Floyd.  One of the main speakers will be Wanda Osborne from EAP who will be sharing tips for handling patrons with issues, mostly mental. Our other guest speaker will be Scott Crawford from MemberOne Credit Union who will be discussing customer service and marketing.  Other topics will be Christian Fiction and genealogy databases.  Director Paula Alston requested that the board close the library on April 11 for Staff Day.  Ms. Richardson made the motion to allow the libraries to close on April 11, Ms. Armstrong seconded the motion and the motion passed unanimously.

 

Holiday Schedule

Our holiday schedule is based on the Montgomery County schedule, which is based on the state schedule; if the Governor gives extra time off, Ms. Alston will confer with the Board chair to determine if the libraries will be closed.  This year the original schedule did not include Monday December 23 but two weeks ago the Governor determined the state offices would be closed on that day.  Montgomery County is closing also.  Ms. Alston conferred with Ms. Drake and decided to close the libraries on that day as well.

 

Ms. Alston asked the board to approve the 2014 Holiday Schedule as it currently stands.  Ms. Shortt made the motion to approve the holiday schedule, Ms. Cherbaka seconded the motion and the motion to approve the 2014 Holiday Schedule as it stands passed unanimously.

 

Montgomery County Budget

Ms. Alston reviewed the Montgomery County FY2015 Budget with the board.

 

A question was raised about the Gates Grant.  We received grants from the Gates Foundation three different times.  The initial grant was to purchase public PCs for all the libraries and was in the late 1990’s.  Approximately five years later, we received another grant to update software.  The third grant was in 2008 where they determined, based on the poverty level around Floyd and Blacksburg, that we needed more public PCs in those two libraries.  That grant was for almost $50,000 and had very few strings attached.  The Gates Foundation has moved on to polio and world health issues but we are forever hopeful that they will come around to public libraries at some point in the future.

 

We always begin the year with $187,530 in the book budget and after the start of the next fiscal year, it will increase somewhat based on purchase orders roll over.  In years past, we have used any carry forward money we have to augment the book budget.    It is possible that we may not have access to carry forward money in the future.  We may have the opportunity late in the fiscal year to ask that our salary money (the bulk of our carry forward money) be shifted to other line items.  We may need to ask for an increase to the book budget line item in the future. A decent book budget for a library system of our size should be around $250,000.  Currently we have $227,000.00.    We immediately use approximately $100,000 at the beginning of each fiscal year for standing orders and magazines.

 

We are going to request $10,950 to replace the SIRSI server and migration the data.  The current server is antiquated and needs to be replaced.  If it should crash, it will be devastating to our operation.  This happened in Chesapeake about a year ago and they are still recovering.  They lost everything.  Ms. Cherbaka suggested that we add a line about the consequences of a total failure to the budget form.

 

Also, we are looking to upgrade the Digital Services Specialist position from a grade 110 to a grade 115.  He handles all of the website coding, updates and changes, technology zoo, training for digital resources, public training, new databases from the state, staff training, etc.

 

One of the goals of the County Administrator is to have a Master Plan for Parks and Rec and for the library.  He would like to have the study done together to see where we should go next in relation to facilities and services.  The total cost for the study is estimated to be $60,000, which will be $30,000 per entity.  It may cost more, but if we don’t put it in the budget process, it will be overlooked.  Mr. Spencer asked why we would do this together. The Parks and Recreation Departments are often looped together with libraries because they have a similar mission.  Ms. Alston said it is to take stock in what we have and see what the county’s needs are.  The feasibility study would be done by a consultant.

 

Maintenance issues are handled by an email to Steve Phillips listing major projects. Last year we had several items, including roofing the Christiansburg Library which was completed.  Issues for FY 2015 include a crosswalk with painted in the parking lot between the library and the park;  external electrical outlets in the amphitheater behind the Christiansburg Library, more outlets in the Community room and pavers to make a path to get around to the amphitheater.

 

Blacksburg’s outside doors need to be replaced.   Meadowbrook has no requests.

 

A car has been requested to replace the Escort that has been taken off the road for safety reasons.  We are currently using an older van from the motor pool.   Ms. Alston is requesting a small SUV.

 

Circulation Specialist starting pay is $8.54 per hour.  We are lower than Washington County ($11.50 per hour), Franklin County (over $11.00), Blue Ridge Regional in Martinsville and the schools ($10.00 per hour).  The starting rate of pay has not increased in the last 10 years.   Minimum wage has increased 30% over this time period, but our starting salaries have not.  We would like to ask that our lump sum be increased to allow increases for Circulation Specialists and the courier.  The only other choice to increase their pay would be to cut back on hours.  Also, we would like to address compression for the folks who have been here for years to increase their pay accordingly based on longevity.

 

Ms. Drake asked how often are employee positions being turned over and how long does it take to get the new person trained versus advertising and lost time.  Ms. Alston said there is a 90 day training period.  However, it can take almost a full year to get them completely trained with the intricacies of the job.

 

The lump sum is currently at $211,000, but with de-classifying the courier position there will be another approximately $10,000 in the lump sum.  The three department heads with the majority of non-classified employees met with Karen Edmonds and Marc Magruder in October.  The Library wanted to see a county-wide step plan, similar to what we have, but after discussion, it was determined that there is not one plan that fits all.  The committee made the recommendation to the County Administrator that when classified employees are given a raise, the county will increase the non-classified lump sum for each department.

 

Ms. Drake made the comment that when the Executive Committee met recently, it was noted that paper sales and fines are declining and perhaps increasing fines it should be considered.  This will be sent to the Policy Committee.

 

Ms. Cherbaka made the motion to accept the Montgomery County FY15 Budget.  Ms. Armstrong seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:

Aye     Nay

 

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Karen Drake                         X

Darlene Richardson             X

Ann-Margaret Shortt           X

Larry Spencer                       X

 

 

 

Floyd County Budget

We have not received budget instructions from Floyd County yet.  We feel we need to ask for $244,000 for the FY15 year.  The most we have ever received from Floyd County was $224,000.

 

Staff looked at the salaries for the Floyd County Library employees.  There are no other jobs in Floyd County that are similar to the library positions, so we used the Solid Waste Department as a comparison.

 

Starting pay for Manager of Floyd County Solid Waste is $33,686; the manager of the Jessie Peterman Library has 10 years’ experience and is making $34,195.  So, if that Library Manager with 10 years of experience was also a grade 13 on their pay plan, she could possibly be making over $40,000.

 

The Floyd County Solid Waste Assistant Manager starting salary is $29,736.  The Library Assistant Manager is making $25,835 after five years on the job and almost three years in the position.

 

We compared the LSS position in the library to the EMS Clerk on the Floyd County pay chart.  Our LSS start at $9.00 per hour and the EMS Clerk starts at $11.35.   A grade 2 Floyd County Solid Waste equipment operator starts at $9.90 and we start our CS’s at $8.34.  As you can see, the salaries do not come close to matching even the Floyd County pay scale.   The eligible Jessie Peterman employees do receive VRS and health insurance from Floyd County.

 

Ms. Christle asked if the Floyd County Supervisors understood that these employees are actually Floyd County employees?  Is the confusion because their paychecks come from Montgomery County? Do they feel Montgomery County is responsible to give raises and to fix this?  The Floyd Board of Supervisors gives the regional library a lump sum and it is up to the library as to how we spend it.  It’s just that in the past they have not given us enough money to pay the employees a decent salary that is comparable to what others in the Floyd County government earn.

 

The question was asked, what makes the library employees Floyd County employees?  Ms. Alston responded that technically, they are not because they are not on the Floyd County pay plan.  All the employees who work in Montgomery County libraries are on the Montgomery County pay plan or are non-classified employees of Montgomery County. The Floyd County Library employees are not on either pay plan.  But, the money to pay the Floyd County Library employees comes from Floyd County.  Montgomery County is only the fiscal agent per the contract that was signed in 1975.

 

It was decided that Ms. Alston, Ms. Shortt and Trustee Ginny Gardner should schedule individual meetings with the Dan Campbell, Floyd County Administrator and then Board of Supervisor members to explain the situation.  They will include simple bullet points, the comparisons that have been discussed in this meeting, and information as to what being a regional library means from the perspective of the state library to try to help them gain a better understanding of the situation.  Mr. Spencer suggested we also include an information sheet that shows that the request of how $240,000 will effect Floyd County library services.  Then if we receive $230,000 then what services will be cut.  If $220,000, then what will be cut and so on.  The board will need to see how each cut / loss of income to the library will affect the community / county as a whole.

 

Ms. Drake suggested that we email faithful donors to bring community members up to date about what is and what is not happening.  Patrons do not fully understand.  We should begin with Floyd Endowment members.

Report of the Director

 

Financial

 

We have finished the month fifth of the fiscal year and should be at 41% of budget.

 

We have been given access to 60% of our rollover money. The Board of Supervisors approved this Monday night.  For us that is $31,436.  Instructions were to use it for onetime, non-recurring items, non-personnel and will not result in future funding in FY 2015.  We must spend the total before June 30, 2014

 

Ms. Alston submitted the request to cover the items we would still like to do complete the modest renovation of the Blacksburg Library.  Six more tables, new shelving for the self-service holds, lap top tables, a handyman to rebuild the inside book drop and trim it to match the desk, and items to add to the children’s area.

 

Ms. Alston believes this may be the last year for carry forward funds in this fashion.  A majority of our carry forward funds are in salaries.  We may be able to reallocate those monies before the end of each fiscal year.

 

Programming / Collections

Meadowbrook deployed their first Little Library.  The Little Library in located in Dr. Hemphill’s clinic across from the library.  In the first 2 weeks, they had 24 items taken so it was well received.

 

Facilities / Technology

The new circulation desk is installed in Blacksburg, along with 2 tables, a credenza behind the desk, a new matching coffee bar and base for the self check out machine.

 

Staff and Trustees

Ms. Alston emailed the information from Kim Armentrout giving the website, login and password for the trustee academy to Board members.  She encouraged members to take a look at the courses and take them as part of the professional growth as board members.

 

The budget hearing for the Governor’s 2014-2016 biennial budget is scheduled for Friday, January 3 at 12:00 Noon in the Graduate Life Center at VT should board members want to attend.  The budget is showing no increase to state aid.  Our state aid went up $900 based on the preliminary figures, but state wide it is flat for FY 2015.

 

Incidents

At Meadowbrook, we had a staff member trip and fall on the pavement.  We called the Nurse hotline and all is well.

 

Committee Reports

Executive Committee

The executive committee met about the budget.

 

Development Committee

Did not meet.

 

Leadership Committee

Did not meet.

 

Policy Committee

Did not meet.

 

Floyd Friends of the Library

The next meeting is January 9 and the membership drive will be the last week in January, 2014.

 

Montgomery County Friends of the Library

The 2014 requests from the libraries were approved by the Friends.

 

MFRL Foundation

The Basket Auction netted $10,000.  Gail Billingsley headed up the effort along with others and it was a huge success.  The 2014 Basket Auction will be scheduled for the first week in November.  The foundation hopes to double the number of baskets.

 

Ms. Cherbaka moved to adjourn the meeting and Ms. Armstrong seconded the motion.

The meeting was adjourned at 9:03 p.m.

Approved by the Library Board

Karen Drake, Chair

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

October 16, 2013 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

October 16, 2013

 

Board Members Present:

Karen Drake, Chair

Natalie Cherbaka

Ginny Gardner

Anne Page

Larry Spencer

 

County and Affiliate Liaisons Present:

Kit Haggard, Floyd Friends of the Library

MaryAnn Hinshelwood, MFRL Foundation

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

Cindy Minnick, Branch Supervisor

 

Board Members Absent:

Ann-Margaret Shortt

Alison Armstrong

Margaret Christle

Darlene Richardson

 

County and Affiliate Liaisons Absent:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

Mary North, Montgomery Friends of the Library

 

Call to Order:  Chair Karen Drake called the monthly meeting of the MFRL Board of Trustees to order at 7:09 p.m., on Wednesday, October 16, 2013 at the Meadowbrook Public Library.

 

Roll Call:  Ms. Drake

 

Acceptance of Agenda:   Trustee Ginny Gardner made the motion to approve the agenda; Trustee Anne Page seconded the motion. The motion carried unanimously and the agenda was approved.

 

Approval of Minutes:  The motion was made by Trustee Anne Page, seconded by Trustee Natalie Cherbaka and the board voted to approve the September 18, 2013 minutes.

 

Public Address:  None.

 

Unfinished Business:

 

Floyd Budget

Paula met with the Floyd endowment committee two weeks ago and explained how the budget process works, some of the issues we are seeing and to get their ideas on how to handle it.  One suggestion was to meet with some of the members of the Board of Supervisors individually to give them a full update on the issue.  Also, to talk statistics with them, let them know how many people use the library and the areas where we are financially lacking; spreadsheets should be used and maybe compare our budget to other departments within Floyd County.  Then maybe once individual meetings have taken place, meet with the board as a whole.

 

The Board is in favor of these suggestions and wants to be sure that the library concerns are communicated to the Floyd Board of Supervisors.  We should do some research and look at stats from other Floyd County Departments to see how we compare.  Ms. Alston will ask for a copy of the Floyd County budget.

 

When we plan meetings with Board of Supervisors members, Ms. Drake wondered who should attend.  The board was asked to think about this and report back.  Also, if there are other ideas please send to Ms. Alston.

 

New Business:

VLA Legislative Agenda Endorsement

Ms. Alston asked the board to endorse the legislative agenda for the Virginia Library Association.  Once endorsed, she will send it to both Counties so they can include it in their agendas that will go to the General Assembly.

 

There are two agenda items:

 

The first is to strengthen state funding for public libraries for digital materials.  VLA is asking for a total of $2.5 million over the next two fiscal years so that they can purchase additional materials on a state-wide basis and provide public libraries with more digital material.  Currently they are providing eBooks, digital magazines through Zinio and several databases for us.

 

The second is to support the Library of Virginia.  When the state cut state agency budgets in the past, the Library of Virginia received severe cuts.  This hurt their ability to complete their mission.  They are the keepers of all the Governor’s papers as well as other historical documents, artifacts and newspapers.  They provide records management for the state and are the premiere research facility for the Commonwealth.  The General Assembly should do all in their power to restore the strength and luster to the Library.

 

Trustee Larry Spencer made the motion to endorse the VLA Agenda for 2014.  Ms. Gardner seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

 

 

Roll Call Vote:

Aye     Nay

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Larry Spencer                       X

 

Report of the Director

Financial

We have finished the third month of the fiscal year and should be around 24% of budget.

 

Statistics

Ms. Drake asked how MFRL compares to other libraries in the state in circulation numbers.  Ms. Alston said most libraries are down in circulation from 2 to 10 percentage points.

 

Programming / Collection

Christiansburg Library is working with Parks and Recreation for the Town of Christiansburg on “StoryWalks.”  A story walk is literally a story on a walking path.  Our StoryWalk will be along the path in the park behind the Christiansburg Library.  The story will be on 18 posts and the first and last post will include information about the national StoryWalk Project, the library and the Parks and Recreation department.  They will line the path from the beginning of the park to where the park ends, at our parking lot.  The posts will mostly be on the side of the path with the playground, except for the last bit that touches the property of our neighbor — those will be on the other side.  The posts will be about 3feet tall and the plexi-glass that covers the pages will be angled down.  There will be a little exercise/movement activity included on each page.    The Parks and Recreation Department will cover the cost of the posts and install them.  We would like to switch out the stories every month.

 

There is not a date for the kick off yet.  The posts most likely will not be installed until March because of the cold ground in the winter.  We will ask our maintenance people to paint a kid-friendly crosswalk between the park and our sidewalk.  Ms. Alston believes this is a great collaboration between the library and the town.  Kudos to Jenny Barrowclough, Assistant Branch Supervisor for Christiansburg Library for discovering StoryWalks.

 

We had Blacksburg staff at Gobblerfest at Virginia Tech on September 6.  They talked to over 300 students and signed 97 up for new library cards.

 

Facilities / Technology

We have upgraded/replaced the old and failing Windows 2000 Domain Controls (servers) at each branch.  We are currently running windows 2008 R2 Server as an “in between” as there is no direct upgrade from 2000 to 2012.  These will be upgraded to Server 2012 at some point in the future.

 

We have also upgraded the Wireless from “home” grade devices to proper business class devices.  We have implemented staff wireless that allows staff laptops to use the staff network.  Patron wireless is now separate from our network.  We put in multiple access points to provide better coverage.

 

We have replaced the old routers that were no longer compliant with today’s standards and were not able to communicate well with patron wireless devices.  We segmented out networks such as staff, phone, public, and guest wireless.  This will allow future provisioning (rationing) and better monitoring of network bandwidth.

 

Floyd is now operating with the new phone system.  Training went smoothly and staff did a fabulous job with the learning curve.  Citizens Phone Company is still working with Verizon to get the Verizon numbers imported for Christiansburg and Meadowbrook.

 

There has been more rain and still no leaks in Christiansburg, thanks to the new roof.  Maintenance staff did a wonderful job repairing the wallboard where there was damage.  And all the stained ceiling tiles have been replaced.

 

The new van arrived in late September and Sign-A-Rama put the new lettering on within a week of its arrival.  It looks very good.

 

The county gave us a 1997 Ford Escort five years ago when we requested a car to get the IT staff and the Children’s librarian around the County.  It is now rusted through and the garage says it will not pass inspection.  It is due for inspection in February so we will drive it until then, and surplus it.  It has 117,000 miles on it.  Ms. Alston would like to request a replacement car through the FY 2015 budget process.

 

We got a quote to install security cameras in Christiansburg, using a system similar to what we have in Blacksburg.  This includes four stationary cameras and a monitoring computer where it copies the images to a hard drive.  We have always lost material at the Christiansburg branch, so one of the cameras will be right over the DVDs.  This is a cheaper solution than door security. Ms. Alston has requested that the County cover this expense since it is building related.  We have not received a response yet.

 

We’ve had several door issues at the Blacksburg Library.  The community room door did not shut all the way and we have gotten that repaired.  Also, the front entrance door would not shut all the way unless pushed.  That was repaired by Carolina Door, but it took almost a week to have this completed.

 

The Christiansburg STEMA programs on robotics had 46 participants. Members from the robotics club, both high school and middle schoolers, were on hand to demonstrate their robots.  Members of this club will be back in November to help kids build a robot out of Legos.

 

Christiansburg library staff members were on hand for the Food Truck rodeo in downtown Christiansburg on September 27.

 

Meadowbrook sent staffer Cathy Espley to EastMont Elementary to demonstrate Literati to fourth and fifth graders.  Over the course of 4 days, she saw 193 students.

 

Lori Kaluszka gave a database presentation to Floyd Elementary sixth graders and later to staff at Floyd Elementary.  We are getting out to the schools and spreading the word about our databases.

 

We had an issue with the electronic sign in Blacksburg.  The thin computer behind the TV gave out.  The part was under warranty and it just took a bit of time to get it replaced.  It is now up and running again.

 

Staff and Trustees

Ms. Alston attended the Montgomery County Rotary Club meeting on October 9 to talk about the library and she is scheduled to visit the Blacksburg Hosts Lions Club on October 29.

 

Historically, we have closed the libraries at 5:00 p.m. between Christmas and New Year’s.  Ms. Alston asked the board if:  1) they would like to continue that practice;  2) would they consider closing at 5:00 p.m. on Monday December 23; 3) would they consider closing at 5:00 p.m. on Thursday, January 3?  This would involve Monday and Thursday of Christmas week and Monday, Tuesday and Thursday of the next week.

 

We follow the County’s schedule for holiday closings and they follow the state schedule.  The Governor has been known to include an extra day at the last minute.  If that happens, the County routinely includes it.  Ms. Alston’s process is to confer with the Board chair and together they decide if we will follow the modified State/County schedule.

 

Ms. Gardner made the motion to close the libraries at 5:00 p.m. from Monday December 23 through Thursday, January 3 (with the exception of the days closed.)  Ms. Page seconded the motion.  A vote was taken and the motion passed unanimously.

 

Incidents

There was one incident this past month.  A patron in Blacksburg felt faint after giving platelets.  Staff gave her something to eat and 20 minutes later she felt better and was able to walk out.  We applaud her for the fact that she is a regular platelet donor.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee – Did not meet.

 

Floyd Friends of the Library – Floyd Friends had their quarterly meeting last Thursday.  They pre-approved the money to be donated for libraries for 2014.  The book sales are going strong.  There are no activities planned in the near future.  Kit Haggard, President of the Floyd Friends reported that a longtime supporter, Jackie Vangunten, has passed away.

 

Montgomery Friends of the Library

The Friends of the Library annual meeting will be Tuesday, October 29 at the Blacksburg Library.   Author Ann Goette will be speaking.

 

MFRL Foundation

President Mary Ann Hinshelwood shared that the foundation had received a donation from the Floyd Friends of the Library in the amount of $2,500.  This donation will make the Floyd Friends a Title sponsor for the Bountiful Basket Auction to be held on November 7.

 

Ms. Hinshelwood mentioned that she had received a question from a patron asking why we are buying a new circulation desk and other furniture for the Blacksburg Library, but cutting hours in the Floyd library.  This question was prompted by the donation mailing that went out a few weeks ago.  Ms. Alston answered that the two counties have different budgets.  The Floyd library had their budget cut by Floyd County by 10% in 2011.  This is the reason for the cut in hours at Jessie Peterman Library.  Ms. Hinshelwood will respond to the patron’s question.

 

Ms. Page moved to adjourn the meeting and Ms. Gardner seconded the motion.

The meeting was adjourned at 8:18 p.m.

Approved by the Library Board

Ginny Gardner, Secretary

Ruthie Bellman, Recorder

 

 

 

Category: Board, Meeting Minutes

September 2013 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

September 18, 2013

 

Board Members Present:

Karen Drake, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Ginny Gardner

Anne Page

Darlene Richardson

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

Cathy Whitten, Branch Supervisor

 

Board Members Absent:

Ann-Margaret Shortt

 

County and Affiliate Liaisons Absent:

Lauren Yoder, Floyd County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

MaryAnn Hinshelwood, MFRL Foundation

 

Call to Order:  Chair Karen Drake called the monthly meeting of the MFRL Board of Trustees to order at 7:04 p.m., on Wednesday, September 18, 2013 at the Jessie Peterman Library.

 

Welcome to new member:  Ms. Drake and board members welcomed Mr. Larry Spencer to the board.

 

Roll Call:  Ms. Drake

 

Acceptance of Agenda:   Trustee Ginny Gardner made the motion to approve the agenda; Trustee Darlene Richardson seconded the motion. The motion carried unanimously and the agenda was approved.

 

Approval of Minutes:  The motion was made by Trustee Darlene Richardson, seconded by Trustee Anne Page and the board voted to approve the August14, 2013 minutes.

 

Public Address:  None.

 

Unfinished Business:

Library Emergency Action Plan

The plan was reviewed in the spring.  A section on an active shooter has been added to the plan.  This is based on the RUN-HIDE-FIGHT video from Houston, Texas.  In light of the events this past Monday at the Naval Yard in Washington, D.C., staff will be reviewing the document in an effort to keep our staff members ever vigilant.

 

Trustee Alison Armstrong made the motion to accept the Library Emergency Action Plan with revisions.  Trustee Margaret Christle seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:

Aye     Nay

Alison Armstrong                X

Margaret Christle                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Larry Spencer                       X

 

Floyd Budget

Expenses that are incurred for a combination of Montgomery County libraries and Jessie Peterman Library are split at 85% for Montgomery County and 15% for Floyd County.  The questions of how much money is spent by Montgomery County to cover the excess of the 15% for Floyd County and how to address this were raised.  There are several items in question, namely maintenance on the existing van, rotation items, and training for staff.

 

All expenses for van maintenance have previously been covered by the Montgomery County portion of the library’s budget.  After some discussion by the board, this will now change.  Fifteen percent of the maintenance expenses will be covered by the Floyd County portion of the budget.  There is a gas allotment from Floyd County for the van and the library car.  Floyd County did contribute 25% of the cost of the new van.

 

Rotation items, mainly audio visual items, are covered with the 85/15 split in the budget.  We have previously continued to rotate items between counties, even after we spent all the money allotted to the Floyd County line item.  We will now stop rotating once the allotted amount has been exhausted.

 

Jessie Peterman Library employees have no funding for training opportunities.  Also, Floyd County is not paying any portion of expenses for training and travel for Director Paula Alston and other regional staff members.

 

It was noted that we do receive donations from all the towns.  Also, we receive in-kind services for garbage disposal and recycling from the Town of Christiansburg; recycling, parking lot maintenance and landscaping from the Town of Blacksburg.  Floyd County covers garbage disposal and cleaning of the building, as well as building maintenance for the Floyd Library.  Montgomery County covers the cleaning and all maintenance issues for the three Montgomery County buildings, as well as parking lot maintenance and landscaping for Christiansburg and Meadowbrook.

 

Ms. Alston addressed a question that was asked by Trustee Natalie Cherbaka in the August 14 meeting.  Ms. Cherbaka asked what the benefits are of being a regional library system.  Ms. Alston answered there is more state aid for regional systems.  Also there is resource sharing: one director, IT staff, cataloging, and library software as examples.   Ms. Alston stated that if the Jessie Peterman Library were to separate from the regional system, they would need their own director with a Master’s Degree in Library Science.  When compared to two other libraries in the state with approximately the same population of Floyd County, one has a budget similar to Floyd’s, the other, Radford, has a budget four times the amount we receive from Floyd.  Ms. Alston reminded the board that the purpose of the discussion is not to break apart the regional system but to strategize how to help Floyd County realize they need to fully support their library.  This includes funding raises for the staff members who work in the Floyd County, live in Floyd County and receive their benefits as part of Floyd County.  Montgomery County is our fiscal agent so they do write the paychecks for the Floyd employees, but the money for those paychecks comes from Floyd County.

 

The board asked that we do an accounting of how much money that Montgomery County has contributed on behalf of Floyd County.   In this accounting we should remember that Floyd County contributed one-quarter of the price of the new van and they did recently repair the 30-year old air handling system.

 

It was suggested that we arrange a meeting between the two counties’ Boards of Supervisors via the County Administrators to discuss these matters.  This will help make them aware of the numbers of people who use the Floyd County Library and give the Library Board the opportunity to ask that the Jessie Peterman employees receive the same treatment as other Floyd County employees.  Trustee Larry Spencer mentioned that the Administrators know their budgets and should be able to begin to address these issues.

 

Ms. Drake suggested we continue working on this and mulling things over.

 

New Business:

Courier Position

Jessica Tabor, the courier for the system, was promoted to an LSS at Christiansburg Library.  She will spend 20 hours working in the LSS position and 10 hours working in Technical Services.  She was a 30 hour person and she was allowed to keep those extra 10 hours.

 

John Martinkosky had been our substitute courier and is willing to do the run 4 days a week.  He has a scheduling conflict on Thursdays.  We will do a modified run on Thursdays, moving items between Christiansburg and Blacksburg and collecting money.  We are going to try this on a trial basis and see how it works.  Sometime after Christmas, we will reevaluate and see if both parties are happy with the way it is working.  If we are, we’ll offer him the job; if not, we’ll look for someone else.

 

The Courier position is currently a classified position, a 106 on the pay scale, with a range of $9.71 – $15.05 per hour.  Ms. Alston would like to declassify the position.  John currently makes $8.75 an hour as a sub.  If he wants the job permanently, we would keep him at that level.  If we hire someone else, we would probably start them at 8.50.  The position is a physical one but not necessarily too demanding.  He probably moves 50 bins a day with an average weight of 20-25 pounds.

 

Ms. Richardson made the motion to declassify the Courier position and have the beginning pay set at $8.50 per hour.  Ms. Cherbaka seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:

Aye     Nay

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Larry Spencer                       X

 

Strategic Plan Update and Goals

Ms. Alston referred the board to the Strategic Plan Goals for 2014 that she previously had emailed to each of the board members.  She reviewed these with the board.  After brief discussion Ms. Richardson made the motion to accept the Strategic Plan Goals for 2014 and have them added to the Strategic Plan.  Ms. Armstrong seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:

Aye     Nay

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Larry Spencer                       X

 

Report of the Director

 

Financial Report

We have finished the second month of the fiscal year and should be at 16% of budget.  We have not heard officially about our Montgomery County carry forward funds yet, but we are hopeful to be able to keep them.  The Floyd County gas line item is incorrect and will be corrected.

 

Statistics

Circulation went up in Blacksburg, Christiansburg and our e-books statistics continue to climb.

 

Programming and Collection

Last month Ms. Alston mentioned Christiansburg and their “little library” service they started in July at the Christiansburg Rec Center and the Aquatic Center.  These are racks with books for people to take.  We use donated books to stock the racks and it is not a book swap.  We do not want people to swap because then we cannot get a good count. Also, we do not want people to think they can bring several boxes and drop them off.  Christiansburg staff refreshes the books every week.

 

Several members of the Friends of the Library board had some concern that we would be infringing on their book sales with the argument that if people can get books for free, why would they want to come into the library to buy a book.  The little library movement is country-wide and is just another way to put books in the hands of our residents. It is a way to encourage reading and educating one’s self anywhere and anytime.  We believe it is as an extension of the services we already provide.  Ms. Alston met with the Friends of the Library board on Tuesday and had a great discussion.  She answered their questions and realized there was support from President, Mary North and several others.  They now understand why we are doing it.  Their book sales remain strong and the belief is that we are serving two different markets.

 

In keeping with our goals for this year, we want to expand the program.  The Friends of the Library gave us some suggestions as to where we could place little libraries, and some ideas about having someone build an outdoor little library, since that is mostly what the rest of the country is doing.

 

We received a copy of four documentaries and a $1,200 stipend from the National Endowment for the Humanities for a program called Created Equal: America’s Civil Rights Struggle. We will show the documentaries and follow with a discussion.  These powerful documentaries are The Abolitionists, Slavery by Another Name, Freedom Riders, and The Loving StoryFreedom Riders received an Emmy in 2012, and The Loving Story and The Abolitionists have been nominated for Emmys in 2013.

 

Blacksburg Library also received a $500 grant from the National Endowment for the Humanities for Civil War programming.

 

Ms. Alston directed board members to flyers in their folders regarding upcoming programs at the Christiansburg Library.  Also, there was a copy of the annual report for FY13.  This year we featured Floyd on the cover.  This is the 4th in the series.  We have now featured each of the four buildings during a different season on the annual report.

 

Christiansburg Library received a NACo award for their Science and Art program.  Ms. Alston attended the Board of Supervisors meeting where she was presented with the award.  While she was there she thanked the Board for their contributions toward the new cargo van, the new desk at the Blacksburg Library, and the new roof at the Christiansburg Library.

 

It was requested we send copies of the annual report to all of the localities. Ms. Alston visits each of the localities annually and takes copies of the annual report to hand out when she goes.  We will look into sending them out sooner, as she visits usually in the spring.

Facilities / Technology

The re-roofing of Christiansburg Library was completed in August.  The next week we had a torrential downpour and no leak was detected. Mary Biggs, liaison from the Montgomery County Board of Supervisors asked if there was a warranty on the roof.  Ms. Alston will find out and report back to the board.

 

We have corrected all items on the four Fire Marshal reports

 

Our new van will be delivered on Friday.  We have an estimate to letter the side of the new van.    It will take a few days for Sign-A-Rama to finish so it is anticipated to be on the road late next week.  Ms. Alston showed the board a proof of what the finished product will look like.

 

The circulation desk for Blacksburg has been ordered. We are waiting on a schedule for when it should arrive and when the installation will take place.

 

We are having some issues with connecting the rest of the library system up to the new phone system.  Floyd should be online by next week.  Christiansburg and Meadowbrook are taking longer because Citizens is having a difficult time getting clearance from Verizon to import the numbers.  They are required to do this by the FCC but unfortunately it seems they do not have to do it in a timely manner.

 

We are also having an issue with the wireless connection in the four buildings.  After struggling a bit, we discovered the problem is routers—one in each building.  Chris Elledge has one more idea to try and if that does not work, then the routers will need to be replaced.

 

Staff and Trustees

Ms. Alston welcomed new Board member Larry Spencer.  Mr. Spencer’s orientation was completed on Tuesday with Ms. Drake and to Trustee Ginny Gardner attending as well.

 

At today’s Montgomery County Leadership team meeting with County Administrator Craig Meadows, there was the start of a conversation about how to handle non-class part time positions.  Karen Edmonds with Human Resources suggested using a pay step plan similar to what we have now.  This is a start.  There were no conclusions reached, but now that it is on the table, Ms. Alston will keep pushing for the next step.

 

Tomorrow afternoon Ms. Alston will be meeting with some of Ms. Cherbaka’s students in her ISE Design class at Virginia Tech.  They have taken us on as a project to study the cost effectiveness of implementing RFID in the libraries.

 

Ms. Alston will be attending the Library Director’s meeting next Wednesday in Williamsburg, followed by VLA on Thursday and Friday.

 

Incidents

Blacksburg had an incident of a child bumping his head on a table in the children’s area.  The mother was aware of the situation and no further response was needed by staff.

 

Blacksburg also had an incident with a patron losing a document when the computer the patron was using timed out because the mouse had not been touched in a period of time that exceeded the five minute limit.  The patron was very upset.

 

Christiansburg had a patron who made inappropriate comments to a young woman.  The man was identified.  We will consider banning him with the next incident.

 

Reconsideration -None.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee – Did not meet.

 

Floyd Friends of the Library

Floyd Friends are still using Bookholders with some success.

 

Montgomery Friends of the Library

The garden tour cleared $7,900.00.

 

MFRL Foundation

Save the date of November 7 from 6:00 to 8:00 p.m. for the first annual Bountiful Basket auction at the VCOMII building at the CRC.  This will benefit some immediate needs for the library but will also go to build the endowment.

 

Foundation members are collecting items and creating themed baskets, based around a book, for either a silent auction or a live auction.  Tickets for admission to the event will be $10 each and will go on sale soon.  We are still looking for large ticket items for the live auction so if you know of someone with a vacation home who could donate a week, or something else large, please let Ms. Alston know.

 

Ms. Richardson moved to adjourn the meeting and Ms. Cherbaka seconded the motion.

The meeting was adjourned at 8:32 p.m.

Approved by the Library Board

Ginny Gardner, Secretary

Ruthie Bellman, Recorder

 

 

 

 

Category: Board, Meeting Minutes

October 16 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Meadowbrook Public Library (Shawsville)

7:00 PM

 

October 16, 2013

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

-          September 18, 2013 minutes

 

Public Address

 

Unfinished Business

-          Floyd Budget

 

New Business

-          VLA Legislative agenda endorsement

 

Report of Director

-          Financial Report

-          Statistics

-          Programming / Collection

-          Facilities / Technology

-          Staff / Trustees

-          Other

 

Committee Report

-          Executive

-          Development

-          Leadership

-          Policy

-          Floyd Friends of the Library

-          Montgomery Friends of the Library

-          MFRL Foundation

 

Adjourn

 

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Dates to Remember:

 

v  November 7, 2013 – MFRLF’s Bountiful Basket Auction, VCOM II, 6:00 p.m.

v  November  2013 – No Board of Trustees meeting in November

v  November 26, 2013 – Thanksgiving holiday, libraries close at Noon on Wednesday

v  November 27-28, 2013 – Thanksgiving holiday, libraries are closed Thursday and Friday

v  December 23 – January 2, 2014 – Libraries close at 5:00 p.m.

v  December 24-25, 2013 – Libraries closed for Holidays

v  January 1, 2014 – Libraries closed for New Year’s

August 14, 2013 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

August 14, 2013

 

Board Members Present:

Karen Drake, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Ginny Gardner

Anne Page

Darlene Richardson

Ann-Margaret Shortt

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

MaryAnn Hinshelwood, MFRL Foundation

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

 

County and Affiliate Liaisons Absent:

Lauren Yoder, Floyd County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Call to Order:  Chair Karen Drake called the monthly meeting of the MFRL Board of Trustees to order at 3:17 p.m., on Wednesday, August 14, 2013 at the Blacksburg Library.

 

Roll Call:  Ms. Drake

 

Acceptance of Agenda:   Trustee Alison Armstrong made the motion to approve the agenda; Trustee Darlene Richardson seconded the motion. The motion carried unanimously and the agenda was approved.

 

Approval of Minutes:  The motion was made by Trustee Darlene Richardson, seconded by Trustee Alison Armstrong and the board voted to approve the June 19, 2013 minutes.

 

Public Address:  None.

 

Unfinished Business:

Floyd Budget

Director Paula Alston discussed the Floyd budget for fiscal year 2014.  Ms. Alston asked the Board to look at the initial budget that she and Trustee Ann-Margaret Short took to the Floyd County Board of Supervisors in December 2012.  Some of our costs have risen in the last several years; our telephone costs are going up in this fiscal year due to the new phone system and increased bandwidth.  Since our budget was cut by 10% in 2011, we have had to zero out several line items, omit sending staff to any training that required registration fees, have Montgomery County pick up more of the cost for some of the shared items like dues, vehicle repair, the print management system used in all four libraries, travel and salaries for regional employees and books that are rotated to Jessie Peterman, all of which Floyd County benefits from.  We have also slashed the starting book budget to $24,000.  We presented two budgets to the Board of Supervisors.  The first FY 13-14 proposed budget of $209,136 is to cover telephone costs.  The second proposed budget for FY 13-14 of $213,466 is to cover the telephone and the cost of a 3% raise for staff.

 

One of the things we do when we put the budget together is to ask Floyd County what salary increase they expect to give their staff so that we can match that.  They did not know in December, so we used 3% and that is the figure in the second proposed budget for FY 13-14.  In the spring, we were informed that Floyd County staff received a 3% increase this year.

 

The figure we received from Floyd County in June was a $3,000 increase to the amount from previous budgets.  The increase is much appreciated, and it helped but it did not cover the increase to the phone line item.

 

The current budget Ms. Alston is proposing to the Board works with the amount Floyd County approved.  In order to cover the increases we are facing and to give our Floyd County staff a raise, we have zeroed out several more line items and taken another $1,100 out of the book budget.  One line item unfunded is for the maintenance and repair of office equipment.  This is the line item we use to replace computers, servers and other IT items.  We have been augmenting this line item with Gates grant money from three years ago.  However, there will come a time when that is gone.

 

What Ms. Alston is proposing for staff salary increases is that we use the Montgomery County matrix of 3, 2, or 1% depending on time in service for the Floyd County Staff.

 

Ms. Shortt made the motion to accept the budget proposed by Ms. Alston that will cover the increases we are facing and will give Floyd County staff a raise with the same matrix of 3, 2, or 1% depending on time of service.  Ms. Richardson seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:

Aye     Nay

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Ann-Margaret Shortt           X

Darlene Richardson             X

 

 

Ms. Drake asked if closing Jessie Peterman Library more often would free up more money.  Ms. Alston replied that the only way to do that would be to cut staff hours.

 

Trustee Cherbaka asked what the overriding mission is for the regional system.  Ms. Alston stated that we receive more funding from State Aid because of having the regional system.

 

After brief discussion, the board agreed to check the numbers to see how much Montgomery County financially covers Floyd County.  We can also cut everything that is rotated to Floyd County.

 

New Business:

Board Committee Appointments

Policy Committee:  Anne Page, Darlene Richardson, Ann-Margaret Shortt

Development Committee:  Karen Drake, Natalie Cherbaka, Alison Armstrong

Leadership Committee:  Ginny Gardner, Margaret Christle, new member (yet to be appointed)

 

 

Report of the Director

 

Financial Report

We have finished the first month of the fiscal year and should be at 8% of budget.

 

The insurances are paid in full at the front end of the fiscal year so those line items will be showing close to 100% obligated this month or next.

 

The three 570 line items on the financial statement are line items that are funded only when we need to pay something out of them.  The line item for furniture and fixtures is showing the money for the circulation desk at Blacksburg, the motor vehicle line item is for the new van which should arrive soon, and the lease/rental line item is the lease on the copiers.

 

Floyd carry forward money was made in July; we had $8,946 left in our operating and maintenance line item and $6,977 left in revenues.

 

The money left in the book budget for Montgomery County will roll over.  Our revenues (fines and fees) are down.  Any other funds left on the table usually become “carry-forward” funds in Montgomery County.  We haven’t heard about this carry forward yet but we are hopeful to be able to keep it.

 

We completed FY 2013 at 97.5% in Montgomery County and 96% in Floyd County.  We were over by 6,000+ in both counties in our revenues however, we missed our fine collection estimate by 15% in both counties.

 

Statistics

We are off to a good start, with circulation and door counts up a bit in several of the libraries.

Our eBooks and downloadable audio counts continue to increase.  Our decrease in circulation for the last couple of fiscal years is keeping in line with what is happening around the state with libraries that did not open new buildings.  Everyone is experiencing a decrease of between 5 and 10%.  Ours decreased by 3% from FY2012.

 

 

 

Programming / Collection

The Summer Reading Program was completed at the end of July.  New this year was online registration encouraged by Library of Virginia in order to give the Department of Education more statistics to show the relationship between children who read during the summer and their readiness for classes in the fall.  Librarians have been saying for years that there is a correlation but we did not have statistical proof.  This is designed to give us the proof.

 

In Christiansburg and Blacksburg, we allowed both paper and online registrations, but in Floyd and Meadowbrook, we only wanted them to use the online version.  It seems to have hurt our statistics a bit and hopefully the Library of Virginia will make adjustments to the process as they receive the data.  There is a three year commitment to collect the statistics.

 

Christiansburg started their “little library” service in July.  They have placed racks in the Christiansburg Recreation Center and the Aquatic Center with books for people to take.  These are donated books and it is not a swap.  We don’t necessarily want people to swap because of a concern that they may drop off more than the site can handle and will make it harder to get a good count.  They will refresh the books every week.  In July, 72 books were taken.

 

This year, we will be stepping up our outreach efforts to daycares and assisted living/nursing homes, adding more eBooks, improving our wireless, creating quiet comfortable places for patrons to enjoy, and promoting books-by mail for the blind and handicapped.  Also, we will offer storytimes 6 days a week in Blacksburg and 5 days a week in Christiansburg.

 

Ms. Alston emailed the board in July about an ex-employee who wrote a letter to the Roanoke Times, commenting on the fact that libraries were asked to promote the Affordable Care Act (ACA.)  Libraries are not being asked to promote the ACA, only help people find the website, navigate around the site if they are confused and assist with their computer skills if those are lacking.  The American Library Association (ALA) is working in conjunction with the Institute of Museums and Libraries Services (IMLS) and Webjunction to provide resources and training.  Our staff is in the process of being trained.

 

Facilities / Technology

The re-roofing of Christiansburg Library started in July and continues today.  They did experience a rather serious leak two weeks ago on a Friday night when we had a torrential downpour.  The leak was located where they had stopped for the day which left a weak spot between the old roof and the new roof.  Unfortunately, it was over the musical CDs and we lost 130 CDs.  We have filed an insurance claim with VACo.

 

The State Fire Marshal inspected Jessie Peterman Library in Floyd on August 9 and Meadowbrook Library on July 12.  We had a few hits but nothing critical.  We have to pay $51 per hour for these two inspections.  That includes their drive time, inspection, report writing and any research they need to do.   We will have these two libraries inspected every two years.  We are on the schedule for the Blacksburg and Christiansburg Fire Marshal to inspect those buildings on an annual basis.

 

Christiansburg had their inspection and fire drill on July 12.  Again, we have a few items to correct and most have been completed.  In Blacksburg, we are waiting on just a few more items to be finished and we will be ready for a re-inspection there.

 

The Town of Blacksburg has five maintenance bike racks they will be placing around town.  They have approached the Blacksburg library requesting to put one there.  Ms. Gardner made the motion to allow the Town of Blacksburg to place one of the bike racks at the Blacksburg Library, Trustee Margaret Christle seconded the motion and the motion passed with one abstention.

 

Staff and Trustees

Several comments from board members have been made that the scanning and emailing of publicity items for their review was preferable.  We are getting much more coverage by the News Messenger and even though their circulation is lower, we are happy with the coverage. Ms. Alston wants Board Members to know about it since there is no way to keep up with whether board members have a personal subscription to that newspaper. We are doing our best to get information about our programs in the hands of our patrons.

 

Incidents

A child fell at the Blacksburg Library and injured his chin. Staff helped get the bleeding covered and the mother took the child to the hospital.

 

There was an incident in Blacksburg with a tutor in the quiet study room and another patron’s child crying.  The tutor went and spoke to the parent directly.  The parent was upset by the conversation.  The tutor was asked by staff to come and speak with library staff with complaints and not to other patrons directly.

 

A Jessie Peterman patron attempted to pick up an interlibrary loan from the hold shelf without checking it out.  Staff stopped the patron; he paid for the ILL and checked out the book.

 

In Christiansburg, a gentleman in distress briefly lost consciousness. Staff and other patrons assisted him until EMS arrived and took him to the hospital.

 

In Blacksburg, a patron with an NRPLCoop card but not registered in our system, wanted to check out some DVDs.  She was unwilling to register the card and was very ugly with staff, using foul language and hurling insults before she left the building.

Committee Reports

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee – Did not meet.

 

Floyd Friends of the Library

The Floyd Friends have been selling used books through Better World Books.  This seems to be going well.

 

Montgomery Friends of the Library

The Montgomery Friends looked into a program similar to Better World Books to sell books, but after more research decided not to pursue it at this time.

 

The Garden Tour was a big success.

 

The Friends of the Library want to give the libraries more money.  Pamela Hale, Branch Supervisor for Christiansburg Library is going to try to use some of this money and put on a series of concerts.

 

Montgomery Floyd Regional Library Foundation

The foundation is working on the Bountiful Basket Auction.  The event will take place November 7 from 6:00 p.m. – 8:00 p.m. at the Virginia College of Osteopathic Medicine, building II.  Tickets for the event are $10.00 per person.  They hope to make this an annual signature event.

 

Ms. Richardson moved to adjourn the meeting and Ms. Page seconded the motion.

The meeting was adjourned at 4:39 p.m.

Approved by the Library Board

Ginny Gardner, Secretary

Ruthie Bellman, Recorder

 

Category: Board, Meeting Minutes

June 19, 2013 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM
BOARD OF TRUSTEES
MINUTES

June 19, 2013

Board Members Present:
Ann-Margaret Shortt, Chair
Alison Armstrong
Natalie Cherbaka (late)
Margaret Christle
Karen Drake
Ginny Gardner
Gene Hyde
Anne Page
Darlene Richardson

County and Affiliate Liaisons Present:
Mary Biggs, Montgomery County Board of Supervisors

Staff Members Present:
Paula Alston, Library Director
Ruthie Bellman, Sr. Programs Assistant

County and Affiliate Liaisons Absent:
Lauren Yoder, Floyd County Board of Supervisors
Kit Haggard, Floyd Friends of the Library
MaryAnn Hinshelwood, MFRL Foundation
Mary North, Montgomery Friends of the Library

Call to Order: Chair Ann-Margaret Shortt called the monthly meeting of the MFRL Board of Trustees to order at 7:04 p.m., on Wednesday, June 19, 2013 at the Christiansburg Library.

Roll Call: Ms. Shortt

Acceptance of Agenda: Trustee Alison Armstrong made the motion to approve the agenda; Trustee Gene Hyde seconded the motion. The motion carried unanimously and the agenda was approved.

Approval of Minutes: The motion was made by Trustee Darlene Richardson, seconded by Trustee Anne Page and the board voted to approve the May 15, 2013 minutes.

Unfinished Business:
Board Self-Evaluation
Two observations were made concerning the Board self-evaluation. Continuing education: Director Paula Alston sends out continuing education links for webinars on a monthly basis. She will send out the Trustee module link again for board members. We are also members of ALTAFF and all board members should have the login information. That is a wonderful resource for information concerning library boards. Touring all facilities at least once per year: the board meets at all libraries at least one time per year. Ms. Alston would be happy to provide a more formal tour if that is the pleasure of the board, however, members are encouraged to look around each library during the visit. After brief discussion, board members agreed that formal tours were not necessary.

New Business:
August Meeting Date
There will be a records management training on August 14 at 1:00 p.m. in Blacksburg. The board is encouraged to attend this training. Ms. Alston asked board members if they would like to have a short board meeting immediately following this training, in lieu of the meeting that would normally be scheduled August 21. A motion was made by Anne Page to have the board meeting immediately following the records management training on August 14 at the Blacksburg Library. Trustee Margaret Christle seconded the motion and the motion passed unanimously.

FY 2014 Meeting Schedule
The proposed FY 2014 meeting schedule was reviewed by the board. Trustee Alison Armstrong motioned to accept the FY 2014 meeting schedule, Ms. Richardson seconded the motion and the FY 2014 Library Board meeting schedule was unanimously accepted.

Election of Officers for FY2014
Trustee Richardson made the motion for Trustee Karen Drake to be Chair for FY 2014. Mr. Hyde seconded the motion and it passed unanimously.

Mr. Hyde made the motion for Ms. Christle to be the Vice-Chair for FY 2014. Ms. Armstrong seconded the motion and it passed unanimously.

Ms. Richardson made the motion for Trustee Ginny Gardner to be the Secretary for FY 2014. Ms. Christle seconded the motion and it passed unanimously.

The new officers for FY2014 are: Karen Drake, Chair; Margaret Christle, Vice-Chair and Ginny Gardner, Secretary.

Report of the Director
Financials
We have finished the 11th month of the FY and should be at 92% of budget. We are in good shape with one month left. Ms. Alston is hoping to have some roll-over in both counties to we can start FY 2014 with a healthy book budget.

We are falling behind in revenue collection due to the drop in circulation and increase of people using downloadables where there are no fines attached. It’s good for the public, but not so much for us since we depend on collecting almost $88,000 in fines. We have estimated the same amounts for FY 2014 but when we start the process for FY 2015 budget, we will need to lower the projection, which may affect our expenditure amount.

We were fortunate enough to receive some one time money from both counties in order to replace our courier van. Floyd County gave us $5,200 and Montgomery County gave us $20,000. The van has been ordered and will be here in about 8 weeks.

The new van will actually be a cargo van and not a passenger van with the seats removed. It is a Ford E150 series and will have a bulk head between cab and the cargo space which will keep the driver safe should there be sudden stops. The sides and roof also have a plastic coating and straps so items can be strapped down if we are moving big pieces of equipment. We paid a little extra to have a non-skid flooring material installed on the floor. That should be helpful to keep our plastic books bins for sliding around. Trustee Karen Drake suggested we send a thank you note to the Board of Supervisors for each county along with a picture of the van when it arrives.

Montgomery County also appropriated money to re-roof the Christiansburg Library. The schedule for this is unknown at this time, but the bids are in and we have selected the color of the shingles. They also gave us $30,000 for the circulation desk in Blacksburg. Ms. Alston is working with Melos, located in Hampton. They are on state contract. We hope the desk will be in place by early fall.

We received notice from the town of Blacksburg that they are going to increase their donation to us from $12,000 to $13,000 in FY 2014. Ms. Alston will thank them during her annual visit with the Town Council, scheduled for June 25.

Ms. Alston directed the board to a letter from County Administrator Craig Meadows that went out to all staff last week, letting them know that Montgomery County will be giving salary increases this year. Many thanks to the Board of Supervisors. They will use a sliding scale, so if an employee worked less than 3 years, they will get a 1%; if they worked 3 years but less than 7, there will be a 2% increase and if the employee worked over 7 years, they will get a 3% increase. This will help with compression at all steps on the pay plan. However, in his letter is does mention that this excludes non-classified employees. We have 23 non-classified employees out of 45 total employees, so 51% of our workforce in Montgomery County.

The library board also received a spreadsheet used to track the budget for the non-classified employees. After looking at the lump sum amount given for the non-classified employees, Ms. Alston believes we will be able to give them a raise using the same sliding scale. We had some money reserved after Judy Dickerson retired last spring and we always try to set aside $2000 to cover the increased expense of bringing everyone in on one day for our staff training day in the spring. We also allot some money to bring in a substitute courier when our courier is on leave. By eliminating the cushion for staff day and trimming the hours for the courier, we will be able to give the non-classified members of our staff a comparable raise.

Ms. Richardson made the motion to accept the proposed raises for non-classified employees with the same sliding scale that is being given to the classified employees. Mr. Hyde seconded the motion and the motion passed unanimously.

By using hours from a circulation specialist who will leave at the end of June, we have created a Youth Services assistant for the Blacksburg Library that will allow us to offer story times 6 days a week at that library. He or she will also be responsible for other children’s programming, craft programs, and keeping the bulletin board filled. This person will work under Sarah Pahl, the children’s librarian. This will free Sarah up to do more in Floyd and Meadowbrook, more outreach to day cares, head starts and schools and to create an early literacy and every child ready to read initiative in our area.

Statistics
Blacksburg lost some computer statistics in May due to a failure in the main circulation computer that controls the public computers.

Programming / Collection
In May, all the libraries had tours with elementary students, international students and special education students.

We are now having blood drives at three of the four libraries. In May, Blacksburg had 17 donors.

Visiting the Christiansburg Library, author Rosalie Turner talked about her book March with Me on May 22 for 17 patrons.

Floyd has been very successful in their partnership with the Humane Society and adopting pets in front of the library. They had 35 people stop by at their May event.

Ricky Cox is a favorite in all the libraries. He presented a program in Meadowbrook called “Ballads and Folklore of Appalachia” on May 18 and had 30 people in attendance.

The Narrows Library sent a “thank-you” letter to MFRL. When we weeded our large print collection two months ago, we gave them all our discards, which updated their collection tremendously.

This Friday night the Christiansburg Library will hold a concert by NO STRINGS ATTACHED at 7:00 p.m.

Facilities / Technology
The previously mentioned re-roofing project in Christiansburg is in the works. We hope this will stem the number of leaks we have when there are hard rains.

We invited the Blacksburg Fire Marshal to inspect the Blacksburg library. The inspection was held on June 4. There were several infractions but not as bad as we feared considering it has been years since we were last inspected. They have now put us on the schedule for an annual inspection. We are in the process of correcting our hit list. Some of the items listed are: daisy-chaining extension cords at public computers and circulation desk, we need to install an outlet behind the electronic sign instead of using an extension cord run through the wall, we need to keep the doors leading to the attic space closed so we are purchasing signs that say “Keep doors closed” so we have a reminder, Housekeeping will do an annual cleaning of all bathroom exhaust fans, all holes in electrical room need to be fire caulked – with APPROVED fire caulking, we need to install spring-loaded hinges/closures for all doors leading to the attic and upstairs in the attic (so that doors automatically fall closed), we need Fire Department Connection signs on the outside wall next to the connectors, then we need the connectors covered with a proper cover and be Knox box installed for BFD access.

They came back the next morning before the library opened and tested the fire alarms and put the staff through a fire drill.

Christiansburg has their inspection and fire drill scheduled for July 12.

On the Information Technology front: The installation of phone system at Blacksburg went well and staff members are adjusting. There have been a few issues between Verizon and Citizens. Once Citizens has an agreement with Verizon for importing numbers, we will be able to implement Christiansburg. Floyd may be completed next, instead of Christiansburg.

There will be an upgrade to SIRSI in the next few weeks.

Yanni Cooper and Chris Elledge took the “Technology petting zoo” on the road to Craig County.
We deployed netbooks (three branches) for summer reading program signups. These will turn into netbooks that patrons may check out to be used in house in the fall.

We have been able to use a free service to rid the library of eWaste, thanks to Montgomery County IT staff for pointing us in this direction, as disposing of IT waste was always a problem for us in the past.

In Blacksburg, we are moving the OPACs from the public PC area to stands back in the stacks where it will be useful for patrons to have the catalog much closer to where they are looking for items. (One is completed and one is in progress.)

Digital Services Specialist handled 12 Overdrive support questions from public. We are now set up stat reporting for LexisNexis. We had 11 people with 60 searches on the database in May. We have set up One Click Digital and Zinio, the digital magazine site.

Staff and Trustees
Ms. Alston has asked the Library of Virginia for an extension to the July 1 deadline to have updates to the strategic plan on file with them. They have given us to November 1, so the process that is envisioned is having staff work on updates this summer; bring suggestions to the Board at the September meeting, using the October meeting if needed, then smooth it up and email to LVA by November 1. Ms. Alston will still present the FY 14 library goals to the board in September. Normally this happens in August, but she would like to delay this by a month so that we can have adequate discussion and not be hurried by the shorter meeting in August.

Ms. Alston made her annual presentation to the Christiansburg Town Council on June 4. They were most complementary of the story times and other programming, the electronic sign, the customer service of the staff and the upcoming concert by NO STRINGS ATTACHED.

Ms. Alston will talk to the Blacksburg Town council on June 25 and the Floyd Town Council on June 26.

Articles Discussed
“The Useable Library” was cited in the “So you think you want to be a librarian” so they go hand-in-hand: so it’s not so much about becoming a librarian, although it does a great job of giving a wanna-be librarian things to think about. A lot of what is said in the rest of the article resonated and clarified some of Ms. Alston’s thoughts recently and a slight shift in her philosophy. It is important the board and the director share the same philosophy.

With the advent of digital books, digital magazines and digital everything else, the library model is shifting. The article states that it isn’t about what we have, it is about what we do. It’s about the interaction with the customer and the service we provide to him or her. We want our patrons to have the best experience possible in our libraries. Ms. Alston believes this is how we should feel and act so she has asked staff to move out from behind the desk more often, to help patrons on the floor; to be visible and accessible to them and to the best of their ability, greet each patron as they enter into the building.

We do a great job of customer service, but this just takes it to a different level. We are fairly progressive already: we have not asked patrons to be quiet in a very long time, we allow food and drink in the buildings and we do not ban cell phones.

The idea is to create a culture where we have the patron first and foremost in our mind with every service, procedure or policy we create or offer. And we need to consider that the library will change over the next few years. We need to change to stay relevant. Change is not always easy for some people—patron or staff—and there will be some resistance and some unhappy people. We still need to provide guidelines for staff and we still need procedures and policies, and unfortunately, we need fines, but we hope we are patron-centric in what we do as a board and library system.

The board had a lengthy discussion about these ideas and was very much in favor of moving forward with changes that will enable the library system to become more patron-centric.

Blacksburg Incidents
Elizabeth Sensabaugh received a call from the Blacksburg Police Department around 10:15 p.m. on Monday, June 10, saying they suspected there was a female juvenile runaway hiding in the public restroom of the library. Elizabeth met the police at the building and after searching the building and finding no one, they left. Apparently on another occasion, this same juvenile had reportedly stayed overnight in the public restroom of the library after closing before she contacted the police for assistance.

Closed Meeting – At 8:23 p.m., Mr. Hyde moved that the Montgomery-Floyd Regional Library Board enter into Closed Meeting as stipulated in Agenda under Section 2.2.3711 Code of Virginia, Discussion, Consideration or Interviews of Prospective Candidates for Employment; Assignment, Appointment, Promotion, Performance, Demotion, Salaries, Disciplining or Resignation of Specific Officers, Appointees or Employees of Any Public Body, seconded by Ms. Page and the Board voted unanimously to enter into a Closed Meeting.

Roll Call Vote:
Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Return to open session – Ms. Richardson moved, seconded by Ms. Armstrong and the Board voted unanimously to return to open meeting at 8:45 p.m.

Ms.Richardson moved to Certify that the Montgomery-Floyd Regional Library Board members in Closed Meeting, to the best of each member’s knowledge, discussed only public business matters lawfully exempted from open meeting requirements by Virginia Law, and only such matters as are identified in the Resolution to enter into Closed Meeting, seconded by Ms. Armstrong, and the Board voted unanimously certification of Closed Meeting.

Roll Call Vote:
Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Committee Reports

Executive Committee: Approved FY14 Schedule via email.

Development Committee: Did not meet.

Leadership Committee: Met to compile a slate of officers.

Policy Committee: The Policy Committee met to review four policies. Each policy was presented to the board and voted on by roll call vote.

Policy 107 – New River Public Libraries Cooperative (NRPLCoop) Reciprocal Borrowing Agreement: Ms. Christle made the motion to accept Policy 107 after its review. Ms. Gardner seconded the motion, a roll call vote was taken and the motion passed unanimously.

Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Policy 108 – Fees for Service: Ms. Armstrong made the motion to accept Policy 108 after its review. Ms. Page seconded the motion, a roll call vote was taken and the motion passed unanimously.

Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Policy 206 – Volunteer Program: Mr. Hyde made the motion to accept Policy 206 after its review. Ms. Page seconded the motion, a roll call vote was taken and the motion passed unanimously.
Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Policy 308 – Hiring of Family Members: Ms. Richardson made the motion to accept Policy 308 after its review. Ms. Armstrong seconded the motion, a roll call vote was taken and the motion passed unanimously.
Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Floyd Friends of the Library: President Kit Haggard was not present.

Montgomery Friends of the Library: The garden tour will be July 6. The cost is $12.00 per person in advance, or $15.00 at the door.

MFRL Foundation: The Foundation is planning to do a fundraiser to assist with the cost of the new tables/chairs and other items in Blacksburg. They asked for permission from the library board to send invitations to foundation fundraisers to those who use the community rooms. The library board agreed and permission was granted.

Mr. Hyde moved to adjourn the meeting and Ms. Page seconded the motion.
The meeting was adjourned at 8:55 p.m.

Approved by the Library Board
Ginny Gardner, Secretary
Ruthie Bellman, Recorder

Category: Board, Meeting Minutes

May 15, 2013 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

May 15, 2013

Board Members Present:

Ann-Margaret Shortt, Chair

Alison Armstrong

Karen Drake

Ginny Gardner

Gene Hyde

Darlene Richardson

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

MaryAnn Hinshelwood, MFRL Foundation

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

Cathy Whitten, Jessie Peterman Library Branch Supervisor

 

Board Members Absent:

Natalie Cherbaka

Margaret Christle

Anne Page

County and Affiliate Liaisons Absent:

Mary North, Montgomery Friends of the Library

 

Call to Order: Chair Ann-Margaret Shortt called the monthly meeting of the MFRL Board of Trustees to order at 7:03 p.m., on Wednesday, May 15, 2013 at the Jessie Peterman Memorial Library.

 

Roll Call: Ms. Shortt

 

Acceptance of Agenda: Trustee Ginny Gardner made the motion to approve the agenda; Trustee Gene Hyde seconded the motion. The motion carried unanimously and the agenda was passed.

Approval of Minutes: The motion was made by Trustee Alison Armstrong, seconded by Trustee Ginny Gardner and the board voted to approve the April 17, 2013 minutes.

 

Unfinished Business: None.

 

New Business: None.

Report of the Director:

Financial Report

We have finished the 10th month of the FY and should be at 83% of budget.

 

Trustee Karen Drake asked about the status of the van. Director Paula Alston responded that the van had another mechanical issue today, which appears to be a blown gasket. MaryAnn Hinshelwood, liaison to the MFRL Foundation asked what the van is used for. Ms. Alston responded that it is used as a courier between the four libraries and the Government Center on a daily basis, Monday through Friday. Ms. Alston further explained that the van is a 2003 and has approximately 173,000 miles on it.

 

We are doing okay with the sale of paper, but not with collection of fines. This is due somewhat to e-books and downloadable audio, as there are no fines with these items. Ms. Shortt asked if ebooks are more expensive to purchase. Ms. Alston answered that they are. With discount, an average hardback book costs the library $15.00; the average eBook can be as high as $75.00.

 

Statistics

The board reviewed the statistics for the month of April. There were no questions.

 

Programming / Collection

Branch Supervisor, Cathy Whitten reported that Assistant Branch Supervisor, Lori Kaluszka, met with Lisa Pluska, the Director of Instruction for Floyd County Schools to discuss our databases. She was impressed with Tumblebooks for the younger children that gives them online / screen experience. This will help prepare them for third grade SOLs which will be done on computer. Also, she liked Universal Class. She said that possibly some of these courses could be offered for class credit for students.

 

Ms. Whitten also shared information about upcoming programs at Jessie Peterman Library. Money wise, which will include couponing and information on understanding your credit scores; a program by Barbara Pleasant on organic gardening; and Ham Radio by David Larsen. We will also take part in a program offered by the Library of Virginia to provide scanners for a period of time to scan items in the genealogy room to digital format.

 

We received two awards from the Virginia Public Library Directors Association meeting in April. The Prom Dress Extravaganza won for the Outstanding Young Adult Program for a population over 100,000. Also, the Sharing America program won the Outstanding Adult Program for a population over 100,000. Congratulations to Cindy Minnick and June Sayers for their awards.

 

Sarah Pahl, our children’s librarian, talked to students at Christiansburg Middle School and the Gifted Advisory committee, to promote the Summer Reading Program to 80 students and 160 students/parents respectively.

 

We will soon have two new online services. The first is Zinio which offers online magazinesthat can be read on an iPad, phone or other devices. The Library of Virginia is providing the platform plus 50 of the most popular titles to all public libraries around the state. We can add additional content and may at some point, but first Ms. Alston plans to gage our usage.

 

The other service is called OneClickDigital by Recorded Books and will provide additional audio books that patrons can download to MP3 players, phones and computers. This will provide new and older titles. The new titles will be available in the one title/one user, similar to OverDrive. The older titles will be available in multiple user format.

 

Facilities / Technology

We are currently upgrading the wireless in each building. Ms. Alston mentioned that we have received an anonymous donation for $2100 for the Meadowbrook Library. This donation will provide the two wireless routers for Meadowbrook. Branch Supervisor Cindy Minnick will use the rest of the donation to refresh the teen collection and provide gaming equipment for a gaming cart. MFRL will buy the cart and the donation will purchase the TV and the equipment. Ms. Alston mentioned many thanks to the donor for such a generous donation.

 

We have replaced three public PCs in Blacksburg and 10 public PCs in Christiansburg

We had a circ terminal in Blacksburg that failed and it happened to be the one that controls the reservation system and the print management. The library was without public computers for a few days but a new computer has been installed and all is well.

 

Systems Administrator, Chris Elledge, has been testing the inventory system and we will start an inventory of the A/V after the Summer Reading Program ends in July. Mr. Elledge also installed the last two electronic signs in Christiansburg and Floyd.

 

Mr. Elledge is investigating new self check out computers for Blacksburg and Christiansburg. We will use our eRate money to purchase them. Our current machines, made by 3M, are at least 8 years old and workhorses. However, they are out-of-warranty workhorses and periodically go on strike.

 

In the past three years we have benefited from a service call eRate Central. It was originally funded with Gates money so only a few libraries around the state had access to them. eRate is complicated, there are many forms and when filling them out you are dealing with three different fiscal years at once. If you do something wrong, they are likely to not fund you that year. eRate Central did our forms for us, got us filed on time and correctly and all that needed to be done was have Ms. Alston sign them. The Gates money for this service is gone and the Library of Virginia would like eRate Central to provide the service to the rest of the state. In order to fund this, each library will be charged 7% of their eRate earnings. For us, that is approximately $1,400. Well worth it to us to keep this service!

 

A request for purchase for a new roof for the Christiansburg Library went out last week. Ms. Alston is hopeful it will be replaced in the next few months. Last week, with all the heavy rains, they were running out of trashcans.

 

In Meadowbrook, Ms. Minnick has requested that the door from the children’s area into the courtyard remain locked at all times. It is currently unlocked at 10 a.m. and locked at 5:00 p.m. They do not have a clear view of the door and for safety reasons Ms. Alston agrees that it should stay locked. It would be marked as emergency exit only and eventually have a crash bar installed. The board agreed the door should remain locked and Ms. Alston will contact Ms. Minnick to inform her of the board’s agreement.

 

We have corrected all the issues discovered during our OSHA inspection in March. The OPAC computer in Christiansburg has been moved. Our biggest violation was probably our need for appropriate paint storage. We now have a paint locker in the Blacksburg Library. It will be moved upstairs and the paint stored inside soon. Once this has been done, Ms. Alston will contact the fire marshal for a voluntary inspection.

 

Blacksburg Branch Supervisor, Elizabeth Sensabaugh and Ms. Alston met with two different library interior companies to discuss redesigning the circulation desk in the Blacksburg Library. We have already shortened it by removing an unused section and moving the self-checkout machine along the wall with the holds. Ms. Alston would like to have these other items done in that Library:

  • Have a smaller footprint for the circ desk – U-shaped
  • Turn the desk so the primary computer used by staff is facing the front door. This will enable the staff to be able to greet people as they come in and make eye contact with them. This will mean moving the existing queuing line.
  • Position the desk in front of the door to the back workroom so it will not be easily accessible to anyone other than staff
  • One solid surface of the counter, not broken into stations
  • Install more useable space under the desk in terms of drawers and cupboards
  • Possibly an in-desk book drop to alleviate the issue of the books not sliding down the shoot that is 18 inches long
  • Along with the desk, replace the 10 heavy wooden tables. They have had a long life and they are beaten up. They are very heavy. We have configured three of them for electricity but it is definitely a home job. We would like to replace those with 10 or so lighter, smaller tables, wired for electricity, that we can scatter around the library, over the electrical floor boxes instead of lined up in a row.
  • We also have thoughts of moving some of the collections around, especially magazines and newspapers in order to open up the library a bit and get a majority of our soft seating around the windows.

 

Ms. Shortt asked if the book return drop at the Jessie Peterman Library could be looked at and possibly be re-evaluated in its security. The design of the shoot allows for smaller hands to reach in and be able to take items that might be still in the shoot.

 

Ms. Drake asked when the collection at Blacksburg will be moved. Ms. Alston answered that it will most likely take place within the next year. Suggestions were made to invite a school group, rotary club, Corp of Cadets from VT or even trustees come and help with the moving of the collection.

 

We want to ask the Board of Supervisors for the money for the desk. We may also ask the MFRL Foundation to hold a fundraiser to help with the costs. The cost will be approximately $60,000.

Staff and trustees

The management staff had a Strategic Plan brainstorming session yesterday. Some great ideas are developing from that session. Ms. Alston hopes to do another session with them next month and then work on revising the plan in July. She would like to include the board in the conversation with the draft of the staff ideas before a vote is asked for. Ms. Alston requested the Board’s input in the process. The Library of Virginia would like revisions to our Strategic Plan prior to August 1, but we can request an extension. The board agreed they would like to be involved in the process. There will be a discussion on what staff generates in the August meeting and the goal will be to approve the Strategic Plan at the September meeting. Ms. Alston will ask for an extension for November 1.

 

Ms. Alston reviewed information regarding records management that was handed out to members. The board requested we have someone come in and speak about what is required to meet the regulations for records management correctly.

 

Ms. Alston will be working on Saturday, June 15 and will be off on June 17 to work the Blacksburg Rotary Club’ golf tournament. She will not be taking annual leave.

She also reminded the board that she will be on annual leave May 23-27. She will be available by phone if she is needed during this time.

 

Incidents

There were three incidents this month.

 

First, our courier witnessed a bit of parking lot rage between a handicapped bus and who was waiting for passengers and a patron who thought he should be where the bus was. He blew his horn, which encouraged the bus driver to back up enough to let him pass.

 

The second incident did not happen on library property but staff handled it well. A woman, walking up Preston Street, tripped on the uneven sidewalk and fell. She caught herself with her hands and knees and hurt her wrist. She came into the library and rested in the ladies room. Staff called the paramedics and they took her to the hospital for x-rays.

 

The third happened in Christiansburg and involved someone who felt faint. Staff got her to a chair and she perked back up. Staff called her son to drive her home.

 

Reconsideration

There were no reconsiderations.

Committee Reports:

Executive Committee –Did not meet.

Development Committee – Did not meet.

 

Leadership Committee – Did not meet. Will meet next month.

 

Policy Committee

Policy 303 – Community Rooms has been revised and was reviewed and updated by the committee. Ms. Drake made the motion to accept the policy as revised, Ms. Armstrong to approve the policy as revised. A roll call vote was taken and Policy 303 was approved.

 

Roll Call Vote: Aye Nay

Ann-Margaret Shortt X

Alison Armstrong X

Karen Drake X

Ginny Gardner X

Gene Hyde X

Darlene Richardson X

 

Ms. Drake asked if forms need to be filled out again after they had been filled out online. The answer is that they should not be filled out twice, but they do need to be signed. A suggestion was made to insert a box on the online form that says “by clicking here you agree to the terms of the contract.”

 

Policy 110 – Proctoring Services

The Policy Committee reviewed the Proctoring Services policy and the board agreed to send it back to the library supervisors for more discussion and research.

 

Floyd Friends of the Library

Will meet on July 11 at 3:30 p.m. The request of a netbook for the Jessie Peterman Library to use for the Summer Reading Program has been made.

 

Montgomery Friends of the Library

The Garden Tour is scheduled for July.

 

MFRL Foundation

The next meeting of the Foundation will be June 3 at the Jessie Peterman Library. The foundation is looking for a new board member and working on ideas for new fundraisers.

 

Ms. Alston reminded the board that the Board Self-Evaluation should be completed by June 10 and returned by mail or email to Ms. Alston.

 

At 8:26 p.m. Ms. Drake moved that the Montgomery-Floyd Regional Library Board enter into a Closed Meeting as stipulated in the Agenda under Section 2.2.3711 Code of Virginia, discussion, Consideration or Interviews of Prospective Candidates for Employment; Assignment, Appointment, Promotion, Performance, Demotion, Salaries, disciplining or resignation of specific Officers, appointees of Employees of Any Public Body, seconded by Mr. Hyde and the Board voted unanimously to enter into a Closed Meeting.

 

Roll Call Vote: Aye Nay

Ann-Margaret Shortt X

Alison Armstrong X

Karen Drake X

Ginny Gardner X

Gene Hyde X

Darlene Richardson X

 

Return to Open Session

Ms. Drake moved, seconded by Ms. Richardson, and the Board voted unanimously to return to open meeting at 8:48 p.m.

 

Ms. Gardner moved to Certify that the Montgomery-Floyd Regional Library Board members in Closed meeting, to the best of each member’s knowledge, discussed only public business matters lawfully exempted from open meeting requirements by Virginia law, and only such matters as are identified in the Resolution to enter into Closed Meeting, seconded by Mr. Hyde, and the Board voted unanimously certification of Closed Meeting.

 

Ms. Gardner moved to adjourn the meeting and Ms. Richardson seconded the motion.

The meeting was adjourned at 8:52 p.m.

Approved by the Library Board

Gene Hyde, Secretary

Ruthie Bellman, Recorder

 

 

Category: Board, Meeting Minutes

May 15, 2013 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

April 17, 2013

Board Members Present:

Ann-Margaret Shortt, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Ginny Gardner

Anne Page

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

 

Board Members Absent:

Karen Drake

Gene Hyde

Darlene Richardson

County and Affiliate Liaisons Absent:

Kit Haggard, Floyd Friends of the Library

MaryAnn Hinshelwood, MFRL Foundation

Mary North, Montgomery Friends of the Library

 

National Library Week / National Volunteer Week Presentation

Director Paula Alston presented Board members with books that have been added to the collection in their names in honor of National Volunteer and National Library Week. The National Library Week proclamations from both counties were given to the board in their board folders for review.

 

Call to Order: Chair Ann-Margaret Shortt called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, April 17, 2013 at the Meadowbrook Public Library.

 

Roll Call: Ms. Shortt

 

Acceptance of Agenda: Trustee Margaret Christle made the motion to approve the agenda; Trustee Ginny Gardner seconded the motion. The motion carried unanimously and the agenda was passed.

Approval of Minutes: The motion was made by Trustee Anne Page, seconded by Trustee Allison Armstrong and the board voted to approve the March 20, 2013 minutes.

 

Unfinished Business:

Board Self-Evaluation Form

The board discussed the possibility of revising the board self-evaluation form. The Leadership Committee reviewed a self-evaluation from another library for comparison. Ms. Gardner said the two documents were similar. The questions were mostly the same, but with slightly different wording. The decision was made to keep the current self-evaluation and revisit it again next year. Ms. Alston will get more evaluations to look at from her peer Directors.

 

New Business:

Accomplishments and Goals

Ms. Alston reviewed the goals with accomplishments that have taken place in FY13.

 

Trustee Natalie Cherbaka commented that she had concerns with the amount of snow that accumulated on the roof in Blacksburg and how it is situated in a way that ice and snow can fall off of the roof on to the sidewalk on the Clay Street side of the library.

 

The new phone system will be installed in this order: Blacksburg, Christiansburg, Jessie Peterman and Meadowbrook. Meadowbrook will mostly likely not be connected to fiber until mid-summer.

 

The digitizing the Floyd Press was also discussed. We have been denied permission from the publisher to digitize. Mrs. Gardner commented that the group that owns the Floyd Press was recently purchased by Warren Buffet’s company and perhaps board members should write to Mr. Buffet. Ms. Alston said that a State Library employee who leads the newspaper project will research the copyright holdings of the Floyd Press.

 

Director’s Evaluation Form and Process

Ms. Alston reviewed the director evaluation form and the process for completion. The board will receive an email copy of the form. Please fill out and return to Karen Drake by May 1. Each block needs a score or checkmark; please add comments.

 

Report of the Director:

Financial

We have finished the 9th month of the FY and should be at 75% of budget.

 

Montgomery County voted to raise the tax rate to $ .89 and the personal property rate will increase by $ .10. This will allow the county to set money aside for future school building.

 

Floyd County has been holding public hearings and work sessions. Floyd County Board of Supervisor’s liaison to the library board, Lauren Yoder said the Board of Supervisors should be setting the tax rate next week. They have discussed raising the amount for the library. He said it may not be as much as requested, but it should go up.

 

We received a nice surprise in the mail today in the form of a check from the Margot Sebba estate for $2889.99. Ms. Alston read a bit of the note that came with the donation. “Margot believed to never doubt that a group of sharing, caring and serving people, as yourselves, can achieve the impossible. She believed the wise spread their wings and embrace the winds of change. And the winds of change will blow you away or take you to new heights. ‘Enough of talking: let’s get on with it!’ ”

 

We’ve had both vehicles in the garage this last week. The van had a broken brake line and the Escort had an exhaust leak. The van is 10 years old and the Escort is 16 so they are not going to last too much longer.

 

Mary Biggs Montgomery County Board of Supervisor’s liaison to the library board said there was not a budget for replacing the vehicles at this time.

 

The question was raised about security issues in the libraries. Ms. Alston stated that the library as an emergency action plan in place and we have recently added an “active shooter” section. Staff have been trained on the plan and have viewed the “Run, Hide, Fight” video created by the city of Houston. We had a panic button installed in Blacksburg in February. Also, Ms. Alston will be meeting with a library interior designer tomorrow in the Blacksburg library to discuss reconfiguring the front desk to enable staff to face the front door so they are better able to make eye contact with patrons entering the building.

 

Statistics

The board reviewed the statistics.

 

Programming / Collection

Blacksburg sent staff members to Price’s Fork Elementary School and Head Start for their outreach this month.

 

Christiansburg celebrated women’s history month with a trivia contest and an activity table.

 

Meadowbrook’s Prom dress Extravaganza had 46 eager teens to try on donated dresses and win prizes. Meadowbrook Branch supervisor Cindy Minnick mentioned that they are still helping girls with dresses. She showed a poster of pictures created Linda Spivey.

 

In Floyd, the 4-H Cloverbuds gardening program for children met three times with a total of 70 in attendance. It is taught by the Master Gardeners.

 

Christiansburg donated a box of children’s books to CHIP of the New River Valley for their program. The folks at CHIP were most grateful.

 

We have a weeding schedule so that we do not neglect any one section of the collection. This year we are scheduled to weed the 800s, 900s, biographies, adult fiction, teen fiction and A/V.

 

Snapshot Virginia will take place tomorrow, April 18.

Facilities and Technology

Christiansburg has had issues with their alarm system and one door in the children’s area. Weather causes the door to react and trigger an alarm. They have completely bypassed the door in an effort to prevent Branch Supervisor, Pamela Hale from getting calls at 2:00 a.m. The building also continues to struggle with roof leaks. Every new rain storm brings on a new leak. We have requested that the building be considered for reroofing in the upcoming budget year.

 

VACORP performed risk control assessments on the three Montgomery County libraries. In all three libraries, they found two common infractions: not having every outlet covered with a child safety cap and not having exit signs within the stacks to direct patrons to the nearest exit. We have ordered a small supply of the caps and are looking for a supplier where we can buy them a couple hundred at a time. As for the exit signs, the inspector suggested we check with the fire marshal to see what the code states. Ms. Alston is going to contact the fire marshal for the two towns in May. The inspector was very complementary about the Meadowbrook building, saying the maintenance and housekeeping staffs were doing an “awesome job” on a facility that is as old as the Meadowbrook building.

 

For the other two libraries, Ms. Alston mentioned the violation and the corrective action. In Blacksburg: sprinkler clearance in the attic. Any item placed on top shelves should have between 18-24 inches of clearance between the sprinkler head and the item. We moved the boxes from the top shelves.

 

Space heaters: we were using unapproved space heaters in small areas. Those have been removed from the building and replaced with ceramic heaters.

 

Electrical panel clearance: we had a cardboard box stored in the area of an electrical panel and it has been removed.

 

Paint storage: we have several gallons of paint in the attic; we are purchasing a paint locker to store them in.

 

In Christiansburg, we also had an issue with combustible material stored in front of an electrical panel. The material has been removed.

 

In the adult area, we have an OPAC at the end of a book range and an extension cord running from the computer to the wall 18 feet away. This one has not been corrected yet but will be as soon as IT has time on their schedule to move it. We will push the computer to the wall for the time being.

 

Staff and Trustees

Staff day was a great success. Ms. Alston thanked the board again for allowing the libraries to close. The training sessions were very good. All the afternoon sessions were conducted by staff members. The staff appreciated seeing Mr. Meadows and the four library board members who were able to attend.

Our computer technician, Jason Finnigan, started on April 1. Chris Elledge has already been impressed with his skills and knowledge. There will be a learning curve as he is indoctrinated into the library world but by all appearances, he is going to be a quick study.

 

Incidents

There was an incident at the Blacksburg Library with the same patron who has complained about the County maintenance men. This incident involved the housekeeper at Blacksburg who stepped out of the building to smoke at 6:30 a.m. The patron asked him to smoke elsewhere. He moved but not far enough. Words were exchanged. We discussed with housekeeping supervisor, Jack Raffensburger, that we do not allow patrons to smoke in front of the libraries so even at 6:30 a.m. it is not good for staff to be smoking there. Housekeeping was not aware of our policy.

 

In Meadowbrook we had a child attempt to stand on a display shelf and the support underneath broke and he stumbled. He scratched his arm. Mrs. Minnick’s husband was able to weld the support piece back together.

At Christiansburg we had a minor hit and run in the parking lot. A pickup backed into another car, then left. The owner of the car called the police.

 

Reconsideration

A patron put in a consideration of the DVD Candy. The patron did not request that the movie be removed from the collection; she simply wanted to give her opinion about having a movie that glorifies illegal drug use. The committee reviewed the reconsideration and recommended that the movie be retained in the collection.

 

Committee Reports:

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – met via phone and email regarding the Board Self-evaluation form.

 

Policy Committee – Did not meet. They are scheduled to meet in May.

 

Floyd Friends of the Library – Met in January.

 

Montgomery Friends of the Library – The Barter Theater event was a success. There were 477 in attendance. The annual meeting of the combined Floyd and Montgomery Friends will be April 20 at the Christiansburg Library.

 

MFRL Foundation – Met with the Executive Director of the Community Foundation at the March meeting. They are researching ideas for a signature fundraising event.

 

Ms. Gardner moved to adjourn the meeting and Ms. Page seconded the motion. The meeting was adjourned at 8:17 p.m.

Approved by the Library Board

Ann-Margaret Shortt, Chair

Ruthie Bellman, Recorder

Category: Board, Meeting Minutes