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June 15 Library Board Meeting Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

Meadowbrook Library

7:00 PM

 

June 15, 2016

 

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • May 18, 2016 minutes

 

Public Address

 

Unfinished Business

  • Board Self-evaluation

 

New Business

  • Slate of officers for FY 2017
  • Search committee

 

Report of Director

  • Financial Report
  • Statistics
  • Programming / Collection
  • Facilities / Technology
  • Staff / Trustees
  • Other

 

Committee Report

  • Executive
  • Development
  • Leadership
  • Policy

Policy 304 Solicitation

Policy 307 Community Service

  • Floyd Friends of the Library
  • Montgomery Friends of the Library
  • MFRL Foundation

 

 

 

Adjourn

 

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Dates to Remember:

 

  • June – September 4, 2016 – Libraries closed on Sundays
  • June 24, 2016 – Director on annual leave
  • July 4, 2016 – Libraries closed for Independence Day

 

Category: Agenda, Board

April 20, 2016 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

April 20, 2016

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Cynthia Saunders, Secretary

Natalie Cherbaka

Karen Drake

Ginny Gardner

Curtis Jones

Larry Spencer

 

County and Affiliate Liaisons Present:

Ellen Hall, Montgomery Friends of the Library

Linda Devito, Floyd County Board of Supervisors

Mary Biggs, Montgomery County Board of Supervisors

 

Board Members Absent

Tim Thornton

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

 

Paula recognized the Board by presenting books that are placed in the collection in their individual names.  She thanked them for all of their work with the Board.

 

Ms. Alston congratulated Board Chair Margaret Christle who was voted Montgomery County Teacher of the Year.

 

Call to Order:  Trustee Margaret Christle called the monthly meeting of the MFRL Board of Trustees to order at 7:15 p.m., on Wednesday, April 20, 2016 at the Christiansburg Library.

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Natalie Cherbaka and seconded by Trustee Alison Armstrong to accept the April 20, 2016 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Alison Armstrong, seconded by Ginny Gardner and the board voted to approve the March 16, 2016 minutes.

 

Public Address: None.

 

Unfinished Business:  Feasibility Study

The Board received a copy of the RFP for the Feasibility Study.   Library Director Paula Alston asked for comments and suggestions for wording, etc.

 

The study will be out for bid for 30 days.   It will go out to two firms and a couple of other companies that are earmarked.   We have $35,000 budgeted for the study which only includes Blacksburg and Christiansburg Libraries.  Trustee Larry Spencer and Ms. Christle along with Ms. Heather Hall, Procurement Manager and Steve Phillips, General Services Manager from Montgomery County and Ms. Alston will be the committee to work on this project.  We asked for one original and 4 copies of the study.    We are asking for 19 copies of the final approval to go to the Library Board members, the Board of Supervisors, Ms. Alston, Ms. Hall and one each to the Town of Blacksburg and the Town of Christiansburg.

 

Ms. Alston asked Board members if there was anything to add to the study that has not already been covered. She stated that we are looking for some sense of the direction that these two libraries should go.  The prevalent questions are if we should renovate, build, or re-build and if so, where?

 

Ms. Alston stated that the useful life of a library is about 20 years.  We will check to see if there was a feasibility study done for the current Christiansburg Library.     Ms. Alston suggested the board look over the RFP and send suggestions or comments to her.  Mr. Spencer said that they should do a specific status of the current buildings as part of the evaluation.  Trustee Karen Drake suggested that this will help with the Board of Supervisors in their decision making on this.  Ms. Cherbaka offered that this will make the statement of need a bit more clear.

 

Mr. Spencer made the motion to move ahead with the RFP for the Feasibility Study, Ms. Armstrong seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote

Aye                 No

 

Margaret Christle                                  X

Alison Armstrong                                 X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Curtis Jones                                           X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

 

New Business: None.

 

Evaluation

Ms. Alston reviewed the Accomplishments for FY16 with the Library Board.  These will directly coincide with the Evaluation of the Director.

 

After review of the Accomplishments and brief discussion, the Board was pleased with the accomplishments of the library system.

 

 

 

Report of the Director

Financials

We have completed nine months of the fiscal year and should be at 72% of budget.

 

We are in good shape in Floyd.

 

We are doing better on revenue collections since we dropped the library fines on the revenue report.  We did not estimate for passport fees at the beginning of the fiscal year.  We will do that for FY17.  We hope to ask the county for the overage at the end of the year.

 

We received a letter from Unique Management Solutions that effective June 15, 2016, they will no longer be able to report fines to the credit bureaus.  They do not see this as an issue and the consensus among libraries around the state using UMS is that most will take a “wait and see” approach.  Ms. Alston recommends we do this as well.  We will then reassess the effectiveness of UMS for us in January of next year to see if we continue to use them.  We have made money, but we are also getting our materials back.  We pay $8.95 per account.

 

 

Statistics

We added Niche Academy in March.  (MFRL Academy) This is the service that offer videos to demonstrate how to use various databases or download books.  Patrons are able to navigate to it from our elibrary page.  There is a little blue “HELP” slider on the right side.  It is now called “MFRL Academy.”  We have had well over 1,000 people view the videos in the last two months.

 

My Heritage is a new database.  We do not have the stats on it yet.  We are working to get them.

 

Programming / Collection

Ms. Alston showed an example of the Nature backpack we are making available in conjunction with LVA and Virginia State Parks.  We have 10 backpacks available to patrons and currently nine are checked out.  There was an article in the paper last weekend about the backpacks.

 

The Backpack Program in Meadowbrook will continue this summer.  Branch Supervisor Cindy Minnick has made some changes for this year’s program.  It will run from June –August 4.  This year they will do it on Tuesdays at the Library and will run the in library program the same as last year.

 

On Thursdays, they will take the library van and tent and set up at the Mountain View Community Mobile Home Park in Shawsville, as well as the Riverview Mobile Home Park in the Lafayette area.  They will be passing out bags of food to families with kids, have crafts for the children, and the VA Extension office will also be participating and handing out healthy snacks. They will take Little Library books so the kids have a book option.  On the last day, kids will receive school supplies provided by the Ladies Circle in Christiansburg and Advantage Title of Christiansburg as well as a few other private donors.  Children will also receive a free book from donations, hardbacks from Soho Center that targets libraries that participate in feeding programs.  The school will send out announcements all summer via their phone tree and the schedule will be in the LINCLetter.  Ms. Minnick has lined up volunteers to pack the bags and will be shopping at Feeding America with the funds that they receive to make their dollars go farther.  She will be meeting also with Feeding America to make sure that we are still up to code for storing the food.  Funding for the Backpack Program will come from the Shawsville Lay Ministerial Association, Shawsville Ruritans, Mt. Valley Charitable Foundation, and the Blacksburg Kiwanis.  Ms. Minnick worked with Debbie Pluckett who is in charge of the Backpack Program for EastMont Elementary School and she said the donors supporting the Backpack Program at the school will continue to support it in the summer months for the library.

 

Ms. Alston has had two requests to have fine forgiveness periods.  One request was for during the Summer Reading Program (SRP) for teens.  Sarah Pahl, Youth Services Coordinator description of the program is to have the teens be asked to complete a Bingo sheet for the Summer Reading Program.  Bingo is achieved by completing five activities in a row.  Activities range from reading to attending programs.    Teens that get Bingo can turn their card in for a chance at a grand prize awarded at the end of SRP. (Amazon Fires, one per branch.)  Ms. Pahl would like to offer teens an additional incentive.  In addition to completing Bingo, teens that write three Book reviews can choose from either fine forgiveness for up to ten dollars or be entered in another raffle (for a different prize, to be determined).  These incentives will only be redeemable once.”  The Library Board agreed that this would be an acceptable avenue for fine forgiveness for teens.

 

The other was a request from the Blacksburg Library to have a fine forgiveness week during either National Library Week or Library Card signup week, which is in September.  After some discussion the Board agreed not to move forward with a fine forgiveness program at this time.

 

There was a second request from a patron who would like us to consider a three week check out for new material and a four week check out for older items.  We’ve had two weeks for new and three for older throughout the duration of Ms. Alston’s tenure with the library.  After much discussion, the Board agreed to leave things as they are and remind the patron that she can renew the materials she has (as long as there is no prior hold placed on the item.)  Ms. Alston will speak with the patron and let her know.

 

Ms. Alston reminded the Board of the All Staff Day to be held on April 29.  The committee that planned the day has asked that everyone bring an item to be sent to the Women’s Resource Center.

 

Facilities / Technology

We are having more air conditioning issues in the Christiansburg Library.  A part has been ordered and should be in next week.  It is the unit that covers the front desk area and part of the adult section of the library

 

Jessie Peterman will be receiving $400 from the Floyd Rotary Club to buy a new train table for the children’s area.  The table they currently have is very popular but old, very dirty and missing parts.

 

The IT staff have replaced network switches in Christiansburg and Floyd and have reimaged all public computers in Meadowbrook and Blacksburg to update the web browsers and plug ins.

 

Our Lexis Nexis subscription, which is paid for by the law library fund and only on one computer in Blacksburg, expired in January.  We don’t get the renewal notices so it took a few days for us to realize we no longer had access to it, then a few weeks to find our rep again.  It is now working but we don’t have access to stats.  Chris Elledge is working to rectify that.

 

Ms. Alston pointed out that our website slider area is now larger and only features slides promoting services, not programs.  We also have the next three days of programs listed on the front page.  There is a new engine driving the calendar entries.

 

We have had some internet connectivity issues over the last 30 days. Our DNS server became unstable.  The server is the Virtual Machine/Server.  The unstable DNS caused system wide outages. The upshot to this is that we may be replacing the server soon since downtime is unacceptable.  Our goal is to provide consistent, fast internet access for our patrons. The fast part has also been an issue of late so we are looking into the cost for providing more bandwidth, too.

 

Mr. Elledge has been encouraged to replace the current server.  He is also checking into the cost of increasing band width from Citizens.

 

Trustees

We currently have two Circulation Specialists positions vacant, one in Christiansburg and one in Blacksburg.   We are not looking forward to the departure of Jenny Barrowclough, the Assistant manager in Christiansburg.  Her husband finished his PhD and found a job in Illinois.  Ms. Barrowclough has been a creative and dedicated employee for almost five years. She gave us three months’ notice so we are delighted to have her until early July.

 

Incidents

A bag of marijuana was found on the floor of the Blacksburg Library by the display unit.  The police came and picked up the item for evidence / storage.

 

A Blacksburg patron was viewing pornography on the public computers.  Staff reminded the patron of the library policy.  The patron ceased using the computer immediately and voluntarily.  The patron has been banned for three months.

 

A Christiansburg patron has been asking other patrons to use their phones and also has used the circulation desk phone.  He also has been observed getting uncomfortably close to young female patrons.  Staff will observe him and call the non-emergency police number if the issues consist.

 

Committee Reports

 

Executive Committee:   Did not meet.

 

Development Committee:  Did not meet.

 

Leadership Committee: Did not meet.

 

Policy Committee: 

Policy 101 Registration of Patrons

This policy has been revised adding Radford University and including the City of Radford.

Ms. Drake made the motion to accept the revision, Trustee Curtis Jones seconded the motion and the motion passed unanimously.

 

Policy 107 – New River Public Libraries Cooperative (NRPLCoop) Reciprocal Borrowing Agreement

Ms. Drake made the motion to accept the policy as revised, Ms. Armstrong seconded the motion and the motion passed unanimously.

 

Policy 115 – Patron Behavior

After discussion and a few revisions to be made to the policy, Ms. Armstrong made the motion to accept the policy with the revisions Ms. Gardner seconded the motion and the motion passed unanimously.

 

Policy 303 – Community Rooms

The Community Room policy was revised by allowing alcoholic beverages be sold in libraries for fundraising library programs only.   It also clarifies the equipment that is available to the public and adjusted some of the wording to be more clear.  Ms. Armstrong made the motion to accept the Community Room Policy with revisions as stated, Ms. Gardner seconded the motion and it passed unanimously.

 

Policy 304 – Solicitation

Ms. Drake made the motion to continue the matter of the Solicitation Policy, Ms. Armstrong seconded the motion and the motion passed unanimously.

 

Floyd Friends of the Library:

The Floyd Friends of the Library held joint meeting with Montgomery County Friends of the Library.

 

Montgomery Friends of the Library:

The Garden Tour will be July 9.  All gardens to be toured will be in Blacksburg this year.  The event will be held from 9:00 – 5:00.  The plan is to advertise broadly.  We would like to raise $6000 from this event.

 

The Montgomery Friends added a line on the membership form to add additional donations.  Donations of around $3,000 were received by the Friends by adding the line.

 

The membership software company that is used by the Montgomery County Friends of the Library has gone out of business.  We will have to find a new software program before October.

 

MFRL Foundation

The next Foundation meeting is May 5.

 

Motion to adjourn

Trustee Cynthia Saunders motioned to adjourn the meeting and Ms. Drake seconded the motion.  The motion passed unanimously and the meeting was adjourned at 9:16 p.m.

 

 

Approved by the Library Board

Cynthia Saunders, Chair

Ruthie Bellman, Recorder

 

 

 

 

Category: Board, Meeting Minutes

March 16, 2016 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

March 16, 2016

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Cynthia Saunders, Secretary

Natalie Cherbaka

Ginny Gardner

Curtis Jones

Larry Spencer

Tim Thornton

 

County and Affiliate Liaisons Present:

Ellen Hall, Montgomery Friends of the Library

Linda Devito, Floyd County Board of Supervisors

Mary Biggs, Montgomery County Board of Supervisors

 

Board Members Absent

Karen Drake

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

 

Public:

Jan Gillie

 

Call to Order:  Trustee Margaret Christle called the rescheduled monthly meeting of the MFRL Board of Trustees to order at 7:02 p.m., on Wednesday, March 16, 2016 at the Christiansburg Library.

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Ginny Gardner and seconded by Trustee Alison Armstrong to accept the March 16, 2016 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Armstrong, seconded by Ms. Gardner  and the board voted to approve the February 17, 2016 minutes.

 

Public Address: Mr. Jan Gillie attended the meeting with concerns in the Blacksburg Library.  There are some people who are in the library for the majority of the day, six days a week.  He felt that they may have psychiatric issues and it might not be safe for other patrons.  He also mentioned that these patrons park their vehicles in the parking lot for extended periods of time and cause parking issues for other patrons.  Ms. Christle asked if Mr. Gillie had observed behavior that is disruptive to him from those individuals.   He also stated that one of the patrons had skin issues and another patron comes to the library, parks his car and then leaves on foot.  He also noted that one of the gentlemen drives in “from Giles County.”

 

Ms. Christle repeated back the concerns to him to be sure the Board was clear.  He stated that she was correct.  Ms. Christle also mentioned that we are limited in what we can do as long as patrons are not breaking code of conduct, we cannot ask them to leave.  The Library is a public building and is open to the public as long as they do not break the Code of Conduct.  Mr. Gillie asked “what if 10 people are there and taking up space?” Paula Alston, Library Director reiterated that unless the Code of Conduct was broken, we are a public building available for public use.

 

Ellen Hall, Friends of the Library President told Mr. Gillie that she had worked in public libraries in St. Paul, MN.  She said that they had many folks who were there with odd behaviors.  It’s a difficult situation for public libraries.  Public libraries are safe, warm, and have bathrooms, etc.

Ms. Alston stated that the staff at the Blacksburg Library does a very good job monitoring the behavior of their patrons.

 

Mr. Gillie thanked the Board for their time, said he was going to bring up this issue with the Blacksburg Police and left the meeting.

 

Unfinished Business: None.

 

New Business: None.

 

Report of the Director

Financials

We have completed seven months of the fiscal year and should be at 64% of budget.

 

Ms. Gardner and Ms. Alston attended a work session of the Floyd County Board of Supervisors on March 1.  They listened intently and Board member Linda Devito Kuchenbuch asked several questions.  The request for an additional $3,500 to add to the regional salaries to get Floyd County back up to the 15% after several years of lagging below 15% was defended by Ms. Alston and Ms. Gardner.  The County Administrator prepared a level budget as those were her instructions, then the board makes the decision on any increases.

 

On the Montgomery side, County Administrator Craig Meadows sent out a letter with information about the budget for FY17.  There were over $7.4 million in requests from the county departments and the schools and only $3.1 million in new undesignated revenues.

 

He is recommending that $1.1 million of that $3 million go to the county side and $1.2 to the schools.  Then over $800,000 be put towards capital projects (both county and school.)

 

Only two new positions in General Services are being recommended: a full time housekeeper and a full time senior program assistant.  Mr. Meadows is recommending a 3% compensation adjustment as well as a scale adjustment; this will include 3% being added to departments with lump sums used to pay non-classified part time employees.

 

Also included is $152,000 in his recommendation for library maintenance projects.  This includes re-carpeting the Blacksburg Library, repairing the sidewalk around the building and building a ramp to the backdoor at the Christiansburg Library and repaving the parking lot in front of the Meadowbrook Library. He is recommending that the tax rate remain at $ .89.

 

This is the County Administrator’s proposed budget.  The Board of Supervisors will have several work sessions where they could make changes.   They will establish a tax rate to advertise on March 21 and adopt the budget on April 18.

 

There is good news with State aid.  It looks like $500,000 per biennium made it into the conference report.  The State Library sent a proposed adjustment to state aid for FY 2017 so if it holds, it could mean an additional $16,707 for MFRL.

 

Statistics

Feasibility study:  Ms. Alston has the paperwork for the RFP and will work with Heather Hall in Finance to get it filled out.  The intention is to have it ready for the Board to review at the April meeting.

 

Incidents

In the pawn shop incident, charges are being pursued for the woman per the Commonwealth Attorney’s office.  Warrants are being served for petty larceny and obtaining money under false pretenses.  The first step is to find her in order to serve her.

 

There has been more graffiti on the playground at Meadowbrook.  There is some issue as to who owns the playground.  We are stuck with the issues.  Ms. Alston will try to get it taken care of.

 

Ms. Alston sent the Board an email about the other incident on Election Day.  Trustee Larry Spencer suggested the Board look at the policy.  There could be some other potential approaches.

 

Ms. Hall asked if there are other Government buildings that have policies like this?  Mr. Spencer stated that the Town of Blacksburg does not allow petitions in the building as it is deemed to be disruptive.

 

Motion to adjourn

Trustee Curtis Jones motioned to adjourn the meeting and Trustee Cynthia Saunders  seconded the motion.  The motion passed unanimously and the meeting was adjourned at 7:28 p.m.

 

 

Approved by the Library Board

Cynthia Saunders, Chair                     DRAFT

Ruthie Bellman, Recorder

 

 

 

Category: Board, Meeting Minutes

February 17, 2016 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

February 17, 2015

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Cynthia Saunders, Secretary

Natalie Cherbaka

Karen Drake

Ginny Gardner

Larry Spencer

Tim Thornton

 

County and Affiliate Liaisons Present:

Ellen Hall, Montgomery Friends of the Library

Linda Devito, Floyd County Board of Supervisors

Mary Biggs, Montgomery County Board of Supervisors

 

Board Members Absent

Curtis Jones

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

Elizabeth Sensabaugh, Blacksburg Library Branch Supervisor

Sarah Pahl, Youth Services Manager

 

Call to Order:  Trustee Margaret Christle called the rescheduled monthly meeting of the MFRL Board of Trustees to order at 7:00 p.m., on Wednesday, February 17, 2016 at the Blacksburg Library.

 

Margaret welcomed Linda Devito, Floyd County Board of Supervisors liaison, who shared a little about herself.  Margaret thanked her for accepting the liaison position on the board.

 

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Ginny Gardner and seconded by Trustee Alison Armstrong to accept the February 17, 2016 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Gardner, seconded by Trustee Armstrong and the board voted to approve the January 25, 2016 minutes.

 

Public Address: None.

 

Unfinished Business:

Holding Basket Auction at Blacksburg Library

Ms. Alston thanked the Board for endorsing the idea of holding the MFRL Foundation Basket Auction the Blacksburg Library.  Ms. Alston spoke with County Administrator Craig Meadows and he has no concerns about the Foundation using the Blacksburg Library and serving wine and beer.  Ms. Alston is in the process of updating the community room policy by getting suggested wording from the policy committee and will check with management staff for any other changes.  We will bring it back to the policy committee in March and then to the Board in April.

 

Karen Drake will be heading up the Basket Auction.  Ms. Alston, Ms. Drake and Foundation President Gail Billingsley will meet at the Blacksburg Library to assess how best to use the space for the event.

 

New Business:

Position Report

Ms. Alston has asked Regional staff members to attend a board meeting from time to time.  This month’s regional staff member, Youth Services Manager, Sarah Pahl attended the meeting.  Ms. Pahl shared that she has been with MFRL for just over eight years.  She and staff plan and conduct children’s and teen programs throughout the year.  Some programs are ongoing while others may be unique one-time special events.  A few of the special programs include a life size  Candyland program held at Christiansburg,  the Annual Prom Dress Extravaganza and the Halloween costume exchange both held at Meadowbrook Public Library.   There is also a monthly Lego challenge held at the libraries as well as several STEM programs which are held in libraries and also done as outreach programs.  Another program called 1,000 Books before Kindergarten is in progress, which currently has 137 participants signed up.  Books for Babies is a program that targets children of lower economic status. We deliver those to the local Free clinic and CHIP.  Storytimes are held daily at Blacksburg and Christiansburg.  They are held weekly at Jessie Peterman and Meadowbrook.  Another of her duties is to work with teen volunteers with the Teen Advisory Group and summer volunteers for SRP.

 

Ms. Pahl also organizes the Summer Reading Program (SRP) for the system.   This includes staff run programs and scheduling performers each summer.  She has four performers lined up for this summer.  A theater group that will perform a condensed version of the Wizzard of Oz,  Professor WizPop a magician, Farmer Miner and Daisy the pig and Dakoda and Friends (lifesize dinosaur puppets and animatronic dinosaurs.)  She mentioned that we will not use the Evance tracking system for SRP that we have used the past two years.  MFRL will be going back to a paper tracking system this year.

 

The Youth Services Staff does monthly outreach to local day cares and Adventure Clubs, Public Schools and also promotes SRP and databases to them.

 

Ms. Pahl is in charge of the children and teen collection development for the system (children and teen books.)  This includes ordering and deciding what will fit for our system, as well as weeding and updating items.  Ms. Pahl is currently working on creating additional literacy kits.  We have 25 created now with 25 more in the works.

 

Ms. Gardner commented the scope of her duties and execution is amazing.  Ms. Christle thanked Ms. Pahl for her work and let her know that the board appreciates everything she does.

 

 

Feasibility Study

We have $35,000 from the Board of Supervisors to conduct a feasibility study for the Blacksburg and Christiansburg Libraries.  A study should help us realize the direction we need to go with libraries services.  One question we hope to have answered is: do we need new buildings or should we renovate one or both buildings?  We will put out an RFP for the study.  The Board was asked if we want to pursue this study now or later.  After some discussion the Board agreed we should move forward now with the study.

 

Report of the Director

Financials

We have completed seven months of the fiscal year and should be at 58% of budget.

Ms. Alston commented on the book line item that most of the money in both counties is committed to purchase orders, so large amounts will be encumbered at times.

 

Revenue:

There is a new line item for listing revenue from passport fees.

 

Statistics

The board reviewed the statistics for January.

 

Ms. Ellen Hall asked about the number of Interlibrary loans noting that there were not too many.  Ms. Alston noted that we don’t lend items but only borrow.

 

Floyd Budget

Floyd budget was turned in on time, using the one day extension granted to us due to the rescheduled meeting in January.  Ms. Alston did request a face to face meeting with the Floyd County Board of Supervisors during a work session. Ms. Alston should hear from County Administrator Terri Morris for a date.  Ms. Devito noted that the Board of Supervisors are currently working on setting session dates.

 

Town Council Meetings

Ms. Alston will be meeting with the Floyd Town Council on March 3 at 6:30 p.m. She meets with the Town of Blacksburg on Tuesday March 22 at 7:30 and the Town of  Christiansburg on March 8 at 7:00 p.m.

 

Programming / Collection

Blacksburg Branch Supervisor Elizabeth Sensabaugh spoke about some of the programs that have taken place and are planned for the Blacksburg Library.  Blacksburg had an interesting program called Lattes and Libraries that was offered by a Mill Mountain Coffee & Tea (MMCT) employee, barista Jacquelyn Anderson.  Ms. Anderson gave a presentation about the history of coffee. She brought 4 different MMCT coffee samplings to have on hand for 27 attendees to try.

 

The Third Annual Chile Crawl is next Thursday, February 25 from 12:00-2:00 p.m.  Ms. Sensabaugh invited Board members to attend.

 

The Science Resource Hubs are completed and available for check out.  We are working on a plan to market them.

 

  1. Buckley Moss will be presenting a program on March 6 at 2:00 p.m.

 

Blacksburg Library started a “color me happy” coloring group with 16 people at the first meeting. We have a retired art teacher on staff who was there to work with patrons.

 

Christiansburg had a 1,000 piece jigsaw puzzle out in January and a total of 42 people helped put it together.

 

The Scrabble club is still going strong in Floyd with an average of 12 scrabblers.

 

Meadowbrook’s Scratch program was held on three Saturdays in January with 30 people making a video game or animated film using the computer lab.

 

Ms. Alston reminded Board members of Meadowbrook’s Tenth Anniversary celebration on Saturday from 11:00 a.m. – 1:00 p.m. The program will start at 11:00.  We will dedicate the frog that day as well.  He will be installed this week. The plaque may not be there by Saturday.

 

Systemwide we completed or have appointments scheduled for 79 passports in February.  We had seven people either not show or cancel their appointments and we reviewed three applications for people doing renewals.  We do not process renewals. If a person needs to renew his/her passport, they can do that online without an agent involvement.  However, we do not mind looking at applications if people want the peace of mind.  We already have 2 people signed up for application appointments for March.

 

Facilities / Technology

We had several leaks in Christiansburg building with the snow and rain on Monday night.  These are not new leaks.  The parking lot draining issue in Christiansburg is better.

 

The IT staff is working on bringing up several new databases.  We had a genealogy database called Fold3 and we are changing that to one called MyHeritage.  We are adding one called Niche Academy which produces YOUTUBE type videos for patrons to learn how to use their devices and perhaps our databases.  We will rename this MFRL Academy.   A third database will assist patrons with finding the right book.  It’s called SelectReads and will allow for readers advisory, as well as, newsletters that patrons can sign up for featuring different types of genres.  SelectReads will replace Bookbrowse.  All of those plus the new components to SIRSI should be up and running in the next two to six months.

 

Yanni, our Digital Service Specialist has held three programs for patrons in Floyd, Blacksburg and Christiansburg where they can bring in their new e-readers or phones and helps them better understand them.  We try to do this every year after Christmas.

 

We have had more issue with patrons taking library items.  Ms. Alston spoke with County Attorney Marty McMahon who said it would be appropriate to post a sign in all buildings that says “all Bags are Subject to Search.”   We haven’t had to search bags as of yet.

 

We installed outdoor cameras at Meadowbrook Library.  They have had some incidences on the playground behind the building and in the courtyard.  The cameras are working fine.

 

Staff and Trustees

We are fully staffed in all the libraries and have been since mid-January.

 

Ms. Alston thanked everyone who emailed or called Delegate Rush concerning his support for an increase to state aid for the biennium starting July. The General Assembly is still meeting and working on the budget.

 

 

Incidents

There were no incidents in January.

 

Ms. Alston had nothing new to report on the pawn shop incident.  We have not heard back from the police on this for several weeks.  They been busy with weather and other crimes but Ms. Sensabaugh will be checking with them to see how their investigation is going.  Both patrons are in collections.  Mr. McMahon suggested we put out warrants in debt.

 

Reconsideration – None.

 

Committee Reports

 

Executive Committee:   Did not meet.

 

Development Committee:  Will be reaching out to board members regarding the Dessert Reception.  Invitations will be sent out to all officials from Montgomery and Floyd County Board of Supervisors and Christiansburg, Blacksburg and Town of Floyd officials.  We will host one big event at the Christiansburg Library.

 

Leadership Committee: Did not meet.

 

Policy Committee:  Did not meet.

 

Floyd Friends of the Library:  The Friends membership drive went well.  It is on-going with a sign up sheet at the desk.

 

Montgomery Friends of the Library:

Ms. Hall reported that the Montgomery Friends have 213 paid members and there are 30-35 new members from Montgomery County.  We are at 81% of last year’s membership.

 

MFRL Foundation

There is a meeting scheduled in for March 2 at the Christiansburg Library.  The new Chair of the Basket Auction Committee, Karen Drake and Ms. Alston will get together next week to work on details of holding the auction at the Blacksburg Library.

 

Motion to adjourn

Ms. Armstrong motioned to adjourn the meeting and Mr. Spencer seconded the motion.  The motion passed unanimously and the meeting was adjourned at 8:00 p.m.

 

 

 

Approved by the Library Board

Cynthia Saunders, Secretary

Ruthie Bellman, Recorder

 

Category: Board, Meeting Minutes

April 20, 2016 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

Christiansburg Library

7:00 PM

 

April 20, 2016

 

6:30 p.m. Policy Committee meeting

 

National Library Week celebration

 

Call to Order

 

Roll Call / Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • March 16, 2016 minutes

 

Public Address

 

Unfinished Business

  • Feasibility study RFP

 

New Business

  • Director’s evaluation
  • Accomplishments for FY 2016

 

Report of Director

  • Financial Report
  • Statistics
  • Programming / Collection
  • Facilities / Technology
  • Staff / Trustees
  • Other

 

Committee Report

  • Executive
  • Development
  • Leadership
  • Policy
  • Policy 101 Registration of Patrons
  • Policy 107 New River Public Library Cooperative
  • Policy 115 Patron Behavior
  • Policy 303 Community Rooms
  • Floyd Friends of the Library
  • Montgomery Friends of the Library
  • MFRL Foundation

 

 

Adjourn

 

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Dates to Remember:

 

  • April 21-22, 2016 – VPLDA meeting in Staunton, VA
  • April 29, 2016 – Staff day at the Blacksburg Library, 9:00 a.m. – 5:00 p.m.
  • May 9 – 17, 2016 – Director out on S/L
  • May 18, 2016 – Library Board meeting, Christiansburg Library, 7:00 p.m.
  • May 29, 2016 – Libraries closed on Sundays during the summer, starting with 5/29/16
  • May 30, 2016 – Libraries closed for Memorial Day Holiday
  • June 15, 2016 – Library Board meeting, Meadowbrook Library, 7:00 p.m.
Category: Agenda, Board

March 16, 2016 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

Christiansburg Library

7:00 PM

 

March 16, 2016

 

 

Call to Order

 

Roll Call / Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • February 17, 2016 minutes

 

Public Address

 

Unfinished Business

 

New Business

 

Report of Director

  • Financial Report
  • Statistics

 

Adjourn

 

7:30 Reception for elected officials in community room

 

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Dates to Remember:

 

  • March 18, 2016 – Director on annual leave
  • March 22, 2016 – Director to meet with Blacksburg Town Council, 7:30 p.m.
  • April 6-9, 2016 – Public Library Association conference in Denver
  • April 10-16, 2016 – National Library Week
  • April 11-13, 2016 – Director on annual leave
  • April 20, 2016 – Library Board meeting, Christiansburg Library 7:00 p.m.
  • April 21-22, 2016 – VPLDA meeting in Staunton, VA
  • April 29, 2016 – Staff day at the Blacksburg Library, 9:00 a.m. – 5:00 p.m.

 

Category: Agenda, Board

February 17, 2016 Library Board Meeting Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

Blacksburg Library

7:00 PM

 

February 17, 2016

 

 

Call to Order

 

Roll Call / Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • January 20, 2016 minutes

 

Public Address

 

Unfinished Business

  • Holding basket auction at Blacksburg Library

 

New Business

  • Position report: Youth Services Manager
  • Feasibility study discussion

 

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:

 

  • February 22-23, 2016 – Director on sick leave
  • March 4, 2016 – Director on annual leave
  • March 16, 2016 – Library Board meeting, 7:00 p.m.; reception for government officials at 7:30 p.m. Christiansburg
  • March 18, 2016 – Director on annual leave
  • March 22, 2016 – Director to meet with Christiansburg Town Council, 7:30 p.m.
  • April 6-9, 2016 – Public Library Association conference in Denver
  • April 10-16, 2016 – National Library Week
  • April 11-13, 2016 – Director on annual leave
  • April 21-22, 2016 – VPLDA meeting in Staunton, VA
  • April 29, 2016 – Staff day at the Blacksburg Library, 9:00 a.m. – 5:00 p.m.

 

Category: Agenda, Board

January 25, 2016 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

January 25, 2015

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Cynthia Saunders

Larry Spencer

Tim Thornton

 

County and Affiliate Liaisons Present:

Ellen Hall, Montgomery Friends of the Library

 

Board Members Absent

Curtis Jones

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Linda Devito, Floyd County Board of Supervisors

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

Monena Hall, Christiansburg Library Branch Supervisor

 

Call to Order:  Trustee Margaret Christle called the rescheduled monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Monday, January 25, 2016 at the Christiansburg Library.

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Alison Armstrong and seconded by Trustee Karen Drake to accept the January 25, 2016 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Trustee Ginny Gardner, seconded by Ms. Armstrong and the board voted to approve the December 16, 2015 minutes.

 

Public Address: None.

 

Unfinished Business:

Lease with Meadowbrook Museum

The lease with Meadowbrook Museum is an exact duplicate of the lease that was signed with in 2007.  We changed the name from Montgomery Museum to Meadowbrook Museum.  While it was part of the Montgomery Museum, we never received a payment for the utilities.  Last month, Mrs. Poole paid us $100 for the first 5 months of this year so maybe we will receive most of the $240 owed each year.  We are waiting on the proof of insurance.  The county will take care of structural issues and purchased them two de-humidifiers.

 

Trustee Larry Spencer asked if the Board would want to make the lease for periods longer than one year.  Ms. Alston stated that we could do that.

 

Mr. Spencer made the motion to change the period of the lease to three years (instead of one year) and then to accept the lease with Meadowbrook Museum.  Ms. Armstrong seconded the motion, a roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote

Aye                 No

 

Margaret Christle                                  X

Alison Armstrong                                 X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Cynthia Saunders                                  X

Larry Spencer                                        X

Tim Thornton                                        X

 

Strategic Plan Update

The Board looked at the original Strategic Plan that was signed in 2011.  Ms. Alston stated that the plan is updated each year showing what has been completed and with new goals added.  Currently, we have two points not completed from the original plan: build a new Blacksburg Library and renovate the Christiansburg Library.  We have several that are ongoing and several that are listed in progress.

 

Ms. Armstrong made the motion to accept the Strategic Plan, Ms. Drake seconded the motion and the motion passed unanimously.

 

At this time, Ms. Alston introduced Monena Hall, the new Christiansburg Library Branch Supervisor.  Ms. Christle welcomed her to the Montgomery-Floyd Regional Library System.

 

New Business:

Floyd County Budget

Ms. Alston explained several of the line items to the board stating that we have an agreement with Floyd County to cover 15% of our Regional salaries.  However it has fallen under 15% in the last year or so and is currently at 13.2%.  We need to work to get that number back up to 15%.  Therefore, we will need to increase the total contribution to bring the regional salaries back up to 15%.   Ms. Alston stated that it would be difficult to take funds from one line item to add to another.  Ms. Gardner suggested we speak with Floyd County Board of Supervisors’ Liaison Linda Devito to see if she can help with this.

 

Ms. Christle commented that Floyd County is responsible for the 15% and the Library Board should communicate this information to them.  We have always done a flat budget with Floyd County.  The question was raised if Floyd County will not increase to 15%, what can we do to make up the difference?  Ms. Alston said we will look at some of the line items and see if we can pull from there.

 

After some discussion Trustee Gardner made the motion to approve the Fiscal Year 2017 proposed budget for Floyd County. Trustee Armstrong seconded the motion, a roll call vote was taken and it was passed unanimously.

 

Roll Call Vote

Aye                 No

 

Margaret Christle                                  X

Alison Armstrong                                 X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Cynthia Saunders                                  X

Larry Spencer                                        X

Tim Thornton                                        X

 

Holding the Basket Auction at Blacksburg Library

Ms. Alston spoke with County Attorney Marty McMahon about the possibility of serving alcohol in the Library for a private function (ie: the Basket Auction.)  Mr. McMahon suggested a request be sent by email to County Administrator, Craig Meadows. Ms. Alston sent this last Thursday asking for his approval.  She has not heard back from him yet.  We may need to re-write the community room policy to include alcohol.  The Foundation wants this settled so they can start their plans for the auction, which will be held on a Friday night this year.  Library Board endorsement was given.

 

Report of the Director

Financials

We have completed six months of the fiscal year and should be at 50% of the budget.  We received the donations from the Montgomery County and Floyd County Friends.

 

Statistics

The board reviewed the statistics for December.

Passports are doing well.

 

Programming / Collection

There were many great programs in December at all the libraries. In Blacksburg, there were 3 programs held on Friday nights after the library closed.  The library has been participating in the Town of Blacksburg Art Walk, which is the first Friday night of each month. There were 48 people through the library, with 24 also attending the Meet the Artist reception for Aili Wang. Ms. Wang’s work was displayed on the art wall. During the reception there was caroling through the stacks, led by employee Richard Sherman with his singing group, the Kingspost.

 

We are trying some adult color and chat programs.  To go along with this current craze, we bought adult coloring books to circulate with a note to please color in our books—adults only.

 

The DMV To Go bus was at the Meadowbrook Library on December 7 with 8 citizens stopping in.  It was also at the Floyd Library on December 15 where they assisted 54 citizens. The bus comes monthly to both locations and it has been very popular.

 

This was the month for gingerbread house programs.  The program in Meadowbrook had 21 participants, while the program in Christiansburg had 58, Blacksburg had 72 and the one at Jessie Peterman had 49.

 

Facilities / Technology

In December, Blacksburg held a field day in the library with the help of the Corp of Cadets.  They had 24 cadets in the building to assist with window washing, cleaning out the attic space, some touch up painting, and major dusting of high spaces.  They contributed 72 hours of labor and completed tasks that staff could not get to.  This was a huge help.

 

The Christiansburg High School Art students completed another mural on the wall in the children’s area of the Christiansburg Library to compliment the first mural that was completed four years ago.  The mural additions were necessary to cover holes created by anchoring a display unit to the wall. We also removed the end unit of each shelving unit for the J and JNF books to eliminate the dead ends.  Once we removed those sections, we needed the tree mural to have a trunk and the painting of the giraffe to have a body so the students completed work on that part of the old mural as well.

 

Meadowbrook and Blacksburg both received new chairs for their public computers.  These chairs have no arms and are on casters.  They are very popular with the patrons.  We did have one complaint that they rolled too easily.

 

The Christiansburg Library, without a small conference room or individual study rooms, is at a disadvantage with its tutoring population.  They are seeing more tutors and because they have no place but the main floor for the tutors to do their tutoring, they have had some complaints from both patrons and tutors.  Christiansburg staff allow tutors to use the meeting rooms if they are available and we have a table in the kids area, away from the public computers and reading area that they use.  This is just one of the challenges of an inadequate building.

 

We are replacing the blinds in the community room, the conference room and the history room in the Floyd Library.  They were supposed to do it today but as of noon they had not come.

 

Ms. Alston brought the Board’s attention to the invitations for the Tenth Anniversary of the Meadowbrook Library. We are working to have the Frog statue dedicated at the same time.  The frog has been named Elwood.

 

In December, our 7 passport agents facilitated 37 passport applications and in January we did 64 for a total of 101.  We already have 12 scheduled for February.

 

Mary Biggs was re-appointed as the Montgomery County Board of Supervisors’ Liaison to the Library Board.  Linda Devito is the new Floyd County representative.

 

Staff and Trustees

Ms. Alston has scheduled her annual visits to the town council meetings.  She will be meeting with Floyd Town Council on Thursday March 17 at 6:30 and the Town of Blacksburg on Tuesday, March 22 at 7:30.  Christiansburg is pending.  Ms. Alston uses this time to let them know how their library is doing, what we are doing differently, and to thank them for their donation to us.

 

Ms. Drake asked if we were still planning to do the reception for all elected officials in March.  Ms. Alston answered that we are planning to do that in March and include all officials from the Towns and Counties.  Ms. Christle will be in touch with Board members about the details of the event.

 

Trustee Natalie Cherbaka asked about how the load of accepting passport applications is effecting staffing.  Ms. Alston replied that the largest impact is on Ruthie Bellman who is taking all of the calls to set up appointments.  Other than that it seems to be going fairly smoothly.

 

Incidents

Two patrons checked out some items and sold them to a local pawn shop.  We have contacted the police.  Both patrons’ accounts are in collections.  We may press charges.

County Attorney McMahon suggested we use collections court.  One patron owes $124.00 in fees.  The other patron owes over $700.00.  We are waiting on the police investigation.  Ms. Alston will keep the board informed.

 

Reconsideration

We received a reconsideration request for the film Come Undone which is an unrated foreign film.  We told patron that we were going to keep the film in the collection.

 

Committee Reports

 

Executive Committee:   Did not meet.

 

Development Committee:  Did not meet. Will be meeting regarding the Dessert Reception in March.

 

Leadership Committee: Did not meet.

 

Policy Committee:  Did not meet.

 

Floyd Friends of the Library:

We received the annual donation from the Floyd Friends of the Library.

 

Montgomery Friends of the Library:

President Ellen Hall tracked the membership growth from last year.  The Friends started to push the Membership Drive to the beginning of October.  The plan is to communicate with all members by email and most have renewed.  The week in January is important because this is how we get new members.

 

At the end of 2014 we had 160 paid members, but we were sending newsletters out to over 400.  This has been cleaned up through 2014.  The ones who haven’t paid were dropped and the new ones were added.  We now have 270 and slightly more than half have renewed.

 

Combined meetings – We are going to move the meeting time for the combined meetings to mid-afternoon.  We are planning on working with Sherry (at Montgomery Museum) and have the theme of How to Take Care of your Family Treasures.  Other programming can roll off of this initial program.  We are working with the Black House as well.  This meeting will be at Christiansburg (combined with Floyd) for the April combined meeting.

 

MFRL Foundation

The Foundation is starting the planning process for the 4th annual Basket Auction.

 

 

Training

Ms. Christle did a webinar on serving patrons with a disability.

 

The Board received an updated roster.

 

Ms. Christle commended the staff for the great job the day before the snow.  She also mentioned that the Buildings and Grounds crew did a great job clearing the parking lots.  The back lot at the Jessie Peterman Library needed additional work.

 

Motion to adjourn

Ms. Drake motioned to adjourn the meeting and Mr. Spencer seconded the motion.  The motion passed unanimously and the meeting was adjourned at 8:15 p.m.

 

 

Approved by the Library Board

Cynthia Saunders, Chair

Ruthie Bellman, Recorder

 

Category: Board, Meeting Minutes

January 20, 2016 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

Christiansburg Library

7:00 PM

 

January 20, 2016

 

 

Call to Order

 

Roll Call / Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • December 16, 2015 minutes

 

Public Address

 

Unfinished Business

  • Lease with Meadowbrook Library
  • Strategic Plan update

 

New Business

  • FY 2017 Floyd County budget
  • Holding the Basket Auction at the Blacksburg Library

 

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:

 

  • January 27 – February 3, 2016 – Library Director on annual leave
  • February 15, 2016 – Libraries closed for Presidents Day
  • February 17, 2016 – Library Board meeting, 7:00 p.m. Blacksburg

 

Category: Agenda, Board

October 28, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

October 28, 2015

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Curtis Jones

Cynthia Saunders

Larry Spencer

Tim Thornton

 

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

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

Cathy Whitten, Jessie Peterman Library Supervisor

 

Public

Kafi Howard, Blacksburg Town Engineer

Terri Morris, Floyd County Administrator

 

Call to Order:  Trustee Margaret Christle called the monthly meeting of the MFRL Board of Trustees to order at 7:00 p.m., on Wednesday, October 28, 2015 at the Jessie Peterman Memorial Library.

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Alison Armstrong and seconded by Trustee Ginny Gardner to accept the October 28, 2015 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Trustee Curtis Jones, seconded by Ms. Armstrong and the board voted to approve the September 16, 2015 minutes.

 

Public Address:  Floyd County Board of Supervisor’s Representative, Lauren Yoder introduced Terri Morris to the group.  Ms. Morris is the new Floyd County Administrator.

 

Unfinished Business: None.

 

New Business:

Presentation by Blacksburg Town Engineer regarding the Huckleberry Trail

The town is making plans to expand the Huckleberry Trail past the library on Draper Road.  The Town received funding from VDOT and revenue sharing to continue the trail.  This is currently in the preliminary stages.

 

Director Paula Alston invited Blacksburg Town Engineer, Ms. Kafi Howard to the October Library Board meeting to explain the project to Board members.  Ms. Alston asked the Board members to review the project and determine what impact it may have on library operations.    There are plans for a continuance to the old middle school property.  The trail would go across Draper Road and up Miller Street past the cleaners.

 

There would need to be a retaining wall built between the library and the trail.  The wall would need to be 4’ tall in order to make the slope along Draper Road flat.  The wall will most likely be built out of stacked block.  The entire wall will be below the patio with a railing to protect anyone from falling and to deter skateboarders, etc.  There will be a disconnected area between the library and the wall that will need to be landscaped and maintained.  Ms. Howard stated that there is money for landscaping.  When the wall is in place, the emergency exit on the front of the library will still be functional.  It will not be blocked.  There are no plans to eliminate the current sidewalk.

 

Trustee Karen Drake asked about the possibility of putting a Storywalk in along the trail.  The Storyboards are too large so it would not be feasible to put a Storywalk in.  Trustee Larry Spencer asked if the proposal has been approved by the town and Ms. Howard answered that it has been approved.  The land is listed as belonging to the Library Board, however, it really belongs to the Board of Supervisors.

 

Ms. Armstrong made the motion to approve the extension of the Huckleberry Trail on the Draper Street side of the Blacksburg Library, contingent on landscaping.  Trustee Larry Spencer seconded the motion.  The motion passed unanimously.

 

Once passed by the Library Board, the extension plan will go to Steve Phillips, Montgomery County General Services Director, for review.  The final review would be the Board of Supervisors and the County Attorney.

 

Jessie Peterman Programming

Branch Supervisor Cathy Whitten thanked everyone for coming and mentioned how nice it is to have the opportunity to have Board members visit.

 

The DMV to Go is executing about 90 transactions at each visit.  They are coming almost monthly.

 

There will be an Herb series in conjunction with the Wild Gardeners of Floyd on November 8.  They will be showing patrons how to create a family medicine chest using local materials.

 

Jessie Peterman Library has been hosting Big Screen Classics on Sunday afternoons and this has been going well.

 

Nancy McIntyre, an octogenarian who raised a wolf cub, will be talking about her book called Rush of River Over Rock on November 16.

 

There will be an eReader and Tablet Petting Zoo on November 23 for patrons to have hands on experience before Black Friday.

 

 

 

Report of the Director

Financials

We have completed three months of the fiscal year and should be at 24% of budget.

 

Montgomery County expenditures for September Repair and Maintenance in the amount of $876 was used to get the chairs re-upholstered in Blacksburg.  This should have come out of last year’s money, however the bill was delayed.

 

The merchandise for resale line item refers to items that we sell (headphones, thumbdrives.)  Those items used to be placed in the office supply line item.  Montgomery County has asked it be listed as merchandise for resale.  We have done the same in Floyd County.

 

Currently we are good on both fines and paper in revenues.

 

Unique Management System collection report shows that 563 patrons were placed into collections in FY2015 and just under half of those accounts were cleared.

 

Statistics

Ms. Drake noted the decline in circulation and library visit numbers and asked if other libraries are seeing the same trend.  Ms. Alston answered that others are seeing the same decline noting that for MFRL we are not seeing students in the libraries as in past years due to online access.  Also, teachers are not assigning library tasks as they have done in the past.  Ms. Christle concurred stating that the public schools are experiencing a decline as well.  Ms. Alston mentioned that the library’s focus is on programming to bring the community in.  She feels a new building is the only thing that will bring up stats.  Ms. Drake wondered if the recession recovery is causing the decrease in numbers.

 

Programming / Collection

On September 29 we had seven people trained to be passport acceptance agents.  This will make applying for passports available in the Blacksburg, Christiansburg and Jessie Peterman libraries.  We have not heard when we will be able to start.  We still need to purchase the supplies, but getting the training under our belt was a major hurdle.  Ms. Alston emailed the State Department to find out what comes next.  We are looking into buying a passport camera for the Jessie Peterman Library.  Trustee Curtis Jones asked what the fee for photos will be. Ms. Alston responded we will charge whatever CVS is charging for the photos.  Ms. Drake asked if the library keep any of the fees for passport applications.  Ms. Alston replied that the library keeps $25.00 per application. That fee is set by the State Department.

 

We partnered with several other libraries in the area for The Big Read and featured the book The Things They Carried by Tim O’Brien.  They have sent moderators to the book clubs to help facilitate this.  All book groups read the book this month and we hosted a panel of Vietnam vets on Monday.  They talked about the things they carried, their impressions of the war and how they feel about it some 45 years later.  There were 52 people in attendance.  Students from a history class from Virginia Tech were in attendance but most notably, at least half the audience was Viet Nam vets.  It was apparent that this is still highly emotional for them.   One gentleman brought items that he carried.  Several veterans talked about what they carried.  BIG READ goes through November 14.  Tim O’Brien will close the program at Tech that evening and tickets are free.

 

 

September Programs

 

Read to Guess was held on September 3 at Floyd with 10 children reading. Guess is a most patient Doberman.

 

Pirate Day at the Blacksburg library (in September) had 77 kids talking and acting like pirates.

 

CeCe Bell put on an illustration clinic at the Christiansburg library and had 36 people in attendance.  She and her husband Tom Angleberger both presented programs at VLA last week.  Ms. Alston noted that they did a great job.

 

The Science in a Bag program had 15 participants on Saturday, September 12 at Meadowbrook, which is a great number for a Saturday program.

 

For the first time in the seven year run, Meadowbrook cancelled Fall Harvest due to rain.

 

The Nannie Hairston Oral History project is moving along well.  Business Manager June Sayers continues to look for additional money to use to finish the project once all the interviews are conducted.  Ms. Sayers has discovered in all her dealings with Nannie that she has a treasure trove of memorabilia and documents concerning the civil rights movement in this area and nationwide.  There is some concern that once Nannie is gone, all of these items will disappear.  Through Ms. Sayer’s connection with Dr. Cline, they are in discussions with Ms. Hairston and the Special Collections department at Newman Library to see if they would be willing to take the items should Ms. Hairston be willing to donate them. If she agrees, leaving her legacy at Tech will be a great accomplishment for her and the library.  The book will be a nice end result.  We still need about $7500 for the project.   Ms. Sayers has asked for $2,000 from the Friends.  Ms. Alston asked the Board to let us know if they are aware of any available grants.  The county has a new person who has access to a grant database.

 

Facilities / Technology

The County has hired a new HR director.  Her name is Stacye Broce.  Stacye is a native of Blacksburg, and worked for UXB International in Blacksburg since 2005.  Prior to her service at UXB, she worked with Anderson & Associates, Inc. She has degrees from Bluefield College and Virginia Tech.

 

We had seven new leaks in the Christiansburg Library that came with the hard rains the week of September 29.  There was just one leak reported in Meadowbrook and there were several leaks reported in Blacksburg. Floyd had one leak.

 

We have raised the $5000 we needed for the frog sculpture in Meadowbrook.  It was delivered yesterday. We are now working on the donor plaque with Sign Systems The cement pad for the statue was poured a couple of months ago.  Hopefully it will be installed soon.  We will let the board know when it will be unveiled.

 

Another sign we are working on with Sign Systems will replace the large overhead sign leading into the Children’s area at the Blacksburg Library. We have wanted to make it more appealing and inviting for a while and Ms. Alston wants to incorporate the children’s area underwater theme.  Duncan Hall, a staff member at Blacksburg, created a design that has a ship incorporated into the book from the library logo.  Ms. Alston approached Sign Systems to see if they can create it.

 

Staff and Trustees

Meadowbrook hired one person and is still looking for one. We re-advertised the job this week.

 

A job advertisment for the Christiansburg Library supervisor has been placed on the VLA jobline and on joblines in West Virginia and Tennessee.   We will begin reviewing applications in early November.  The preferable candidate will be someone who can come in from another library system who can look at things with fresh eyes.

 

Blacksburg and Floyd are currently fully staffed.

 

Ms. Alston discussed a press release from Petersburg Library about their director, Wayne Crocker, winning the James A. Partridge Outstanding African-American Information Professional presented by the College of Information Studies at the University of Maryland. Ms. Alston nominated Mr. Crocker for this award.  Petersburg is a disadvantaged area with the Library being housed in 110 year old house.  Mr. Crocker formed a foundation in 2005.  They were able to receive $6,000,000 from the town and raised the final $8,000,000 for a new library.

 

Ms. Alston was awarded The Elizabeth M. “Libby” Lewis Award for 2015 at the Directors Meeting last week.  The award is named for the former director of public library development at the Library of Virginia, and is awarded annually to the Virginia library director who most embodies the qualities of enthusiasm for, nurturing spirit and love of libraries. This award was selected by Ms. Alston’s peers and was a great honor.

 

Christiansburg Library received a comment card that read – “Please pay employees $10 – $12 an hour.  They do Great work!”

 

Incidents

In Blacksburg a child cut herself with children’s scissors. She received first aid from staff.

 

At Meadowbrook, a patron cut her finger on an outdoor plant.  She received first aid from staff.

 

In the Meadowbrook courtyard  some teenagers were jumping on the old wooden bench and it fell apart. The teenagers are fine.  We have $1,000 from Mt. Valley to replace the bench.

 

Committee Reports

 

Executive Committee: Did not meet.

 

Development Committee:  Ms. Armstrong thanked members for donations for the auction baskets (we should have 4 baskets this year.)   Ms. Christle thanked Ms. Armstrong for doing the legwork on this.

 

Leadership Committee: Did not meet.

 

Policy Committee:  The Policy Committee met tonight. They will have policies to discuss at the December meeting.

 

Floyd Friends of the Library: Has pre-approved the budget.

 

 

 

Montgomery Friends of the Library:

The Montgomery Friends had their annual meeting two weeks ago with a good program presented by Chelsea and Bill Adams.  Ms. Adams read her poetry and Mr. Adams accompanied her on the guitar.  The Friends elected a new president, Ellen Hall.  Ms. Hall will start her term in January.  She is a retired university librarian.

 

MFRL Foundation: The Basket auction is next Thursday, November 5. The event will be held at VTLS in the CRC in Blacksburg.  We will mail out tickets to Board members.  Ms. Alston encouraged members to show up early to help if possible.

 

Ms. Alston would like to consider moving the 2016 Auction to the Blacksburg Library also possibly changing the event to a Friday night.    Ms. Alston thanked Ms. Armstrong for putting the baskets together and Ms. Christle for donating stays at her Grayson County cabin as two of the auction items.

 

Motion to adjourn

Ms. Armstrong motioned to adjourn the meeting and Ms. Drake seconded the motion.  The motion passed unanimously and the meeting was adjourned at 8:30 p.m.

 

Approved by the Library Board

Cynthia Saunders, Chair

June Sayers, Recorder

Category: Meeting Minutes