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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

December 16, 2015 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

Christiansburg Library

7:00 PM

 

December 16, 2015

 

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • October 28, 2015 minutes

 

Public Address

 

Unfinished Business

 

New Business

  • Holiday schedule for 2016
  • FY 2017 Montgomery County budget

 

Report of Director

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

 

Committee Report

  • Executive
  • Development
  • Leadership
  • Policy
  • Policy 305 – Exhibits and Displays
  • Policy 113 – Institutional Library Cards
  • Floyd Friends of the Library
  • Montgomery Friends of the Library
  • MFRL Foundation

 

 

Adjourn

 

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Dates to Remember:

 

  • December 24-26, 2015 – Libraries closed for Christmas
  • December 28-31, 2015 – Libraries close at 5:00 p.m.
  • January 1, 2016 – Libraries closed for New Years
  • January 4-5, 2016 – Library Director on annual leave
  • January 15, 2016 – Lee-Jackson Day, Libraries open, FT off
  • January 18, 2016 – Libraries closed for Martin Luther King, Jr. Day
  • January 20, 2016 – Library Board meeting, Christiansburg, 7:00 p.m.

 

Category: Agenda, Board

September 16, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

September 16, 2015

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Curtis Jones

Cynthia Saunders

Tim Thornton

 

Board Members Absent:

Larry Spencer

 

County and Affiliate Liaisons Absent:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

June Sayers, Recorder

Pamela Hale, Christiansburg Library Supervisor

Elizabeth Sensabaugh, Blacksburg Library Supervisor

 

Guest Present:

Erica Jones

 

Call to Order:  Trustee Margaret Christle called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, September 16, 2015 at the Blacksburg 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 September 16, 2015 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 August 19, 2015 minutes.

 

Public Address:  None.

 

 

 

 

 

Unfinished Business:

Resolution for Erica Jones

A resolution for Erica Jones, Master Gardner was presented by the Library Board, Christiansburg Library Supervisor Pamela Hale and Director Paula Alston for her continued work on the gardens at Christiansburg Library.

 

Resolution for Pamela Hale

A resolution for Pamela Hale, Christiansburg Library Supervisor who is retiring at the end of September was presented by the Library Board and Ms. Alston for her exemplary work ethic and accomplishments at the Christiansburg Library.

 

New Business:

Review of Mission Statement, Service Responses and Core Values

Ms. Alston reviewed the Library Mission Statement, Service Responses and Core Values.  This review will take place each September at the Library Board Meeting.
The Service Responses were created by PLA.

 

Report of the Director

Financials

We have completed two months of the fiscal year and should be at 16% of budget.

 

Monday night the Board of Supervisors appropriated our $32,252.00 worth of e-rate and other grant money to the library.

 

Ms. Alston reviewed the UMS report for the new board members.

 

Statistics

The Board reviewed the August Library statistics.

 

Programming / Collection

Christiansburg and Floyd have been accepted as Passport facilities.  We have our all day training scheduled for September 29th.  We have submitted paperwork for Blacksburg to also be a facility but we have not heard back yet.  We may just go ahead and have the two Blacksburg staff members trained on that day as well.  We will have two people from Roanoke County joining in the training.

 

The Library of Virginia, along with the Science Museum of Virginia, offered what they are calling “Stem Resource Hubs.”  They placed the hubs in nine libraries last spring, and have five more to find homes for.  Elizabeth Sensabaugh, Blacksburg Library Supervisor, has requested a hub for Blacksburg and was awarded one of the five.  We will be required to catalog and loan out the various parts to other libraries in our region and other organizations in our area. We do quite a bit of STEM programming and we have committed to keep that up.

 

Staff will need to attend a STEM training offered by LVA.  We have seven people scheduled to attend the October 1 training in Wytheville.  The hubs are valued at $4,000 and come with an iPad full of apps, a mobile microscope, magnifying lenses and several other kits.  Ms. Sensabaugh mentioned that we have been in touch with Virginia Tech and some other organizations that will come in and help with programming.  A biology club has contacted us and is interested in the hubs as well.

 

Sarah is currently scheduling monthly outreach to five of the six Adventure Clubs in the area: Falling Branch, Kipps, Christiansburg Primary, Belview and Auburn; Cindy Minnick, Meadowbrook Library Supervisor, will be doing the sixth in Eastern Montgomery County.

 

Duncan Hall is now a Notary so we have a Notary in all four libraries.  The notaries are full time staff in Christiansburg, Blacksburg and Floyd and part time staff in Meadowbrook.

 

We have new library cards for children using art work from CeCe Bell.  We had our kickoff Tuesday at Meadowbrook with a kindergarten class from Eastmont Elementary.  CeCe Bell was there to read to them.  The first card was issued to Audrey Mae Barrowclough on Friday, shortly after the cards arrived.  Audrey Mae is the toddler daughter of Jenny, the Assistant Branch head in Christiansburg.

 

Ms. Sensabaugh told about upcoming Blacksburg programs.   The second Gluten Free Expo is scheduled.  Also the Club Membership Expo inviting different clubs in the area to come out and speak about what they do.  Eighteen different clubs are planning to attend on October 10.   Another program on November 8 is with Jennifer Carr Davis, who traveled the Appalachian Trail.  It is funded by the Friends of the Library.

 

The Frozen Fever program at Christiansburg at the end of August, drew 80 people.

 

The Tomato Festival in Meadowbrook was held on August 15.  The library provided crafts and a magician.  The festival was a success and we had 161 for the magician and 147 for the crafts.  We also co-sponsored an art contest with the EastMont Art Association and had 47 participants.

 

Floyd held their hunter safety course in August with 24 people attending.

 

Our annual report for FY15 is completed.  We did it online only this year so it is on the webpage under the ABOUT tab.

 

We have been circulating one iPad mini since last April and it has a  lengthy hold lists.  We will be adding three more to the collection.  Each time the iPad mini is checked out and returned, it is wiped clean before it is circulated again.  They should be in circulation by the end of the week.

 

The IT staff replaced eight computers in Meadowbrook  last month.

 

We are doing well on the fundraising for the sculpture.  We have raised $3,950.  This week, with a commitment from the Friends of the Library for $200 and a challenge made to the Foundation to match that, we will have a total of $4,350.  We put a down payment on the sculpture to reserve one for us.  There will be an article in the Friends’ newsletter and the LINCletter this month

 

Floyd had their piece of art installed in August as part of the “Art Works for Us” with the Jacksonville Center.  It will stay in place until it is sold for or a year, whichever comes first.

 

Facilities / Technology

Blacksburg is down 2 Circulation Specialists and will be hiring soon.  Cathy Espley from Meadowbrook resigned last week.  We are unclassifying her position and Meadowbrook will get two employees at 17 hours each and be able to increase their existing staff to 25 hours each.  That will help with weekend schedules.   Christiansburg will need to fill Pamela’s position.

 


 

Staff and Trustees

Marybeth Lanier, who was on the Library board in the 1990’s and was a Board Member of both the Floyd Endowment and the MFRL Foundation, is moving to Oregon in the next month to be nearer family.  She was such a strong library supporter and worked so hard for the expansion of the Jessie Peterman Library and later, with the Basket Auction.  We will miss her terribly but we are happy for her.

 

Incidents

Christiansburg Library had a patron who was reading the paper and was bullied by another man.  The camera was able to capture a picture of the man.  We don’t have the name of the person who was bullying the patron.  The patron didn’t want to pursue charges.

 

Blacksburg Library had a man in the public bathroom, who was found “huffing.”  The police were in the parking lot.  The man was banned from the library for the next three months.

 

Committee Reports

 

Executive Committee: Did not meet.

 

Development Committee:  Ms. Armstrong asked members to let her know if there are donations to the Library Board’s basket donation for the Foundation Basket Auction.  Have all items to the October meeting.  The foundation needs the slip by the end of September that lists what will be in the basket.

 

Leadership Committee: Did not meet.

 

Policy Committee:  Ms. Drake made the motion to accept Policy 311, Trustee Curtis Jones seconded the motion.  A Roll Call vote was taken and the policy was approved 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

Tim Thornton                                        X

 

 

Floyd Friends of the Library: Did not meet.

 

Montgomery Friends of the Library:  They sold 457 for the Garden Tour and made $5,800 before expenses.  Their annual meeting and program will be on Wednesday, October 14 at 7:00 p.m. at the Blacksburg library.  The program will be Chelsea Adams, a poet, who will accompanied by Bill Adams on guitar.

 


 

MFRL Foundation: The Foundation made $1,900 on selling the parking spaces for the VT / Ohio State football game. Everything went very well.  There was not a lot of interest in selling more spots during the rest of the football season.  The Friends and Foundation split the money earned.

 

Motion to adjourn

Mr. Jones motioned to adjourn the meeting and Ms. Armstrong seconded the motion.  The motion passed unanimously and the meeting was adjourned at 7:50 p.m.

 

Approved by the Library Board     DRAFT

Cynthia Saunders, Chair

June Sayers, Recorder

Category: Board, Meeting Minutes

August 19, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

August 19, 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

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

Cindy Minnick, Meadowbrook Branch Supervisor

 

Call to Order:  Trustee Margaret Christle called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, August 19, 2015 at the Meadowbrook Library.

 

Roll Call:  Ms. Christle

 

Ms. Christle welcomed new board members Trustee Curtis Jones and Trustee Tim
Thornton.

 

Acceptance of Agenda:   A motion was made by Trustee Alison Armstrong and seconded by Trustee Ginny Gardner to accept the August 19, 2015 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 June 17, 2015 minutes.

 

 

Public Address:  None.

 

 

Unfinished Business: None.

 

New Business:

Resolution for Erica Jones

 

Master Gardner Erica Jones has given much time and talents to the Christiansburg Library for the past seven years. She has refreshed the landscaping in the front of the library, directed a group of VT students in the removal of several scrubby bushes, and replanted butterfly bushes along with flowers. She kept the water garden going each year and she’s done an annual planting program with students from Christiansburg Elementary for several years.  The staff of the Christiansburg Library would like to thank her for all she has done.  She will be at our meeting next month in Blacksburg.

 

Ms. Gardner motioned to approve a resolution to honor Erica Jones, Ms. Armstrong seconded.  The motion passed unanimously.

 

Parking for Blacksburg Library on Labor Day

There is a VT football game on Labor Day with Ohio State and we are closed on Labor Day. Ms. Alston received a suggestion that we open the parking lot at the Blacksburg Library for football parking.  Ms. Alston checked with County Attorney Marty McMahon and General Services Director Steve Phillips to be sure this would be okay.  She suggested this to the Friends of the Library and the Foundation and they want to sell the spots on game day as a fund raiser.  There are a total of 59 spots between our upper and lower lots.  Ms. Alston asked for the Board’s endorsement for this and it was endorsed.

 

The spots are being marketed on the internet with pre-sales of $30 per spot.  The spots, if any are left, on game day will sell for $25.  Tailgating is permitted but consuming alcohol is not.  Purchasers will receive a parking pass with information about alcohol, trash, etc.  Ms. Alston sent an email to Blacksburg Police Chief Anthony Wilson, Town Manager Marc Verniel, and Public Works Director Kelly Mattingly to inform them of the plans to sell spots.  Library due dates for the system have been adjusted so that nothing is due on Saturday through Tuesday of that weekend.  Trustee Karen Drake asked if trash receptacles will be available.  Purchasers are to take their trash with them, but we will try to get a couple of extra bins from the Town of Blacksburg.

 

Along with this, Blacksburg staff mentioned the difficulty they have with ‘policing’ the parking lot during game days and other events such as Summer Solstice, and Stepping Out.  They mentioned how parking spaces are regularly lost to people not using the library. Other than putting a staff member outside all day for this, they have not formed a solution. One staff member suggested setting aside 10 spaces on game days and having volunteers sell these spots. This would quickly generate funds and also provide an active (volunteer) presence in the parking lot to deter others in parking there without using the library. Spots will be lost anyway to folks who just park there, so it would be nice to generate more funds and also have volunteer supporters turn away non-library users.  Ms. Alston asked the Board their thoughts on that, noting she has not yet asked the Friends of the Library or the Foundation if they want to take this on and she does not think it will necessarily provide a volunteer in the parking lot on game day.  After some discussion the Board agreed that selling 10 spots each game day would be appropriate.  Ms. Drake suggested also opening up the parking lot for the October 9 game.  The game is on a Friday night and begins at 8:00 p.m.  The library closes at 5:00, so this should free up the parking lot to sell the spots.  Paula will check with the Friends and the Foundation to see if they would like to take on another game day.

 

Trustee Cynthia Saunders made the motion to have 10 parking spots per VT football game day be set aside to be sold, Ms. Drake seconded the motion and a roll call vote was taken.  The motion passed unanimously.

Roll Call Vote                                                 Aye                 No

 

Margaret Christle                                  X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Curtis Jones                                           X

Cynthia Saunders                                  X

Larry Spencer                                        X

Tim Thornton                                        X

 

 

2016 Legislative Agenda

Ms. Alston explained the each year VLA puts together a legislative agenda that she sends to both counties to include with their legislative agenda if they so choose.  In the last 10 years, it has not deviated much from the message to “please fund state aid and to do no further harm to the Library of Virginia by continuing to cut their budget.”  This year state aid is currently funded at 55% of full funding so they are asking for an increase in state aid of $2.5 million for the next two fiscal years.  That will not bring full funding but it should put us back to where we were around 2003 or 2004, which would give us an addition $30 thousand or so.  These additional funds would go to the book budget.  Mary Biggs will put this on the VACO agenda to include more money.  Trustee Larry Spencer motioned to approve the 2016 Legislative Agenda, Ms. Armstrong seconded the motion and the 2016 Legislated Agenda was approved.

 

Lease with the Meadowbrook Museum

The library signed a lease with the Montgomery Museum in 2006 when the Meadowbrook Museum was first conceived.  The Meadowbrook Museum has since decided to part ways with the Montgomery Museum and so we need a new lease to cover the space they use in the Meadowbrook Center.  Fran Poole is the director of the Meadowbrook Museum and has a copy of this lease.  Ms. Alston has not heard back from her to see if there are any changes they want to make.  Ms. Alston noted that the museum owes $20 per month in utilities, which has never been collected for the approximately 10 years of back utilities.  The museum also needs to provide the library with proof of insurance coverage.

 

After some discussion it was agreed that a year to year lease is fine.  Mr. Spencer motioned to approve the lease, Ms. Gardner seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle                                  X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Curtis Jones                                           X

Cynthia Saunders                                  X

Larry Spencer                                        X

Tim Thornton                                        X

 

 

Library Goals

The FY16 Goals list is shorter than in years past.  The lists in the past 4 or 5 years have been heavy, and at times, staff has really been stretched to get through them all and still conduct business.

 

This year’s goals include several rather time consuming goals such as the Marketing Plan and it is also IT heavy.  The goals are fairly large therefore, the list is smaller.

 

Ms. Alston explained the goals in more detail.  After discussion it was agreed that the language on the goal “Invite businesses to provide their services at the library” should be adjusted to use the word “agencies” instead of “businesses.” Ms. Drake suggested we also create a policy to cover this to be clear on what type of agencies would be welcomed.  Curtis Jones motioned to approve the FY 2016 Library Goals with corrected language and a new policy put in place, Karen Drake seconded.  The motion passed unanimously.

 

Report of the Director

Financials

We have completed one month of the fiscal year and are already planning the budget for FY 2017.  We pay some things at the beginning of the year (ie: insurances, etc.) so those line items are already at 100%.  We do not have any control over the salary line items.  Purchase Orders from FY15 have not rolled over yet.  They should show up in sometime in September.

 

Trustee Natalie Cherbaka asked if everything is going well after Floyd County assumed the payroll for Jessie Peterman employees.  Ms. Alston answered that it seems to be going well.

Floyd County Supervisor Lauren Yoder suggested Ms. Alston double check to be sure the raises were received by Floyd County staff. [Note: raises were received in Floyd County.]

 

We have received word from Montgomery County that we will receive 75% of our end of the year money, which is a total of $41,795.

 

As in the past, the spending guidelines for the money were received and include one-time, non-recurring items.  If for personnel, it can only be used for seasonal.  Requests cannot result in future funding in FY 2017. The items must be purchased or encumbered before June 30. We would like to get new computer chairs for Blacksburg and Meadowbrook like the ones in Christiansburg.  We would also like to replace Community Room tables.  Ms. Alston has asked the libraries to send her more ideas of what is needed.

 

Statistics

The Board reviewed the July 2015 statistics.  Ms. Saunders mentioned the great job Youth Services Manager, Sarah Pahl and Meadowbrook Supervisor Cindy Minnick did with programming to the Adventure Clubs in the Auburn Schools over the summer.  Ms. Alston will pass the accolades on to Ms. Pahl.

 

Programming / Collection

Ms. Minnick told the Board about the success of the Backpack Program that was facilitated by the Meadowbrook staff this summer.  There were 107 children who participated.  She said through this program it afforded a great opportunity to share more about the library and the  programs offeredMPL partnered with the Waldron Wellness Center and VA Extension on this program.  The children received a free paperback and were invited to exercise for a small period of time at the Wellness Center.  The final Thursday MPL staff pooled together and purchased school supplies for these children.  There was a private donor and many volunteers who came and put together the backpacks with food, etc.  She mentioned that MPL plans to work with Eastern Montgomery Elementary next year and already have support from Blacksburg Kiwanis.

 

Jessie Peterman Library is working with the Agency on Aging to be their satellite office twice per month.  They would use the small conference room from approximately 10:00 a.m. to 6:00 p.m. The agency has lost the office space where had been set up.  The first session went well.

 

The DMV2Go was in the Floyd parking lot with their smaller bus on July 10.  They completed 95 transactions between 10:00 a.m. and 4:00 p.m. and are excited to make that a monthly stop.

DMV2Go will also be setting up at MPL as well.

 

The Meadowbrook Library Blood Drive will take place next Saturday.  A donor has generously agreed to pay $10 in library fines for everyone who donates blood.

 

The bridge on the trail behind the Jessie Peterman Library is now complete and had its first hikers cross it within minutes of being completed.

 

Also in Floyd, the library has partnered with the Humane Society to offer adoptions and a chance for patrons to interact with and read to the animals.  They offered a program on July 25 and had 61 interested parties.

 

The Summer Reading Program (SRP) had 1,053 children and 179 teens sign up.   There were 2,025 children in total attend the SRP programs throughout the summer.

 

MPL is currently fundraising for a sculpture we hope to install in the Meadowbrook Courtyard.  A letter requesting donations for the sculpture was sent out a week and a half ago and already we are up to $2,275.00.  Ms. Alston encouraged Board members to contribute as they see fit.

 

We are designing a children’s library card so we will have a “my first library card.”  We have gotten permission from CeCe Bell to use her Sock Monkey art.  She re-worked a piece for us and we hope to have these ordered in the next few weeks.  We would like to have it by September which is National Library Card Sign-up Month.  Ms. Alston told the Board that we normally charge $1.00 to replace a lost card and are more lenient on charging for well-worn library cards.  She asked if we should waive the cost for children who would like to have the new card.  Ms. Alston would like to do some publicity with Ms. Bell to advertise the new cards for our youngest patrons.  She explained that she is leaning towards not charging the $1.00 if a parent wants to replace their child’s old card with the new one for a selected period of time (ie: six months) and then charging after that time has been expired.  The Board agreed that no charge would be necessary for children to replace their current card with the new one.

 

Facilities / Technology

 

At the meeting on August 10, the Montgomery County Board of Supervisors agreed to reserve $35,000 for a library study at a future date.  Once the library board decides how it wants to move forward with that project, the money will be appropriated.   Ms. Alston and Ms. Christle thanked Ms. Biggs for explaining the need for the study to the Board of Supervisors.

 

We won’t know the true cost of doing a building study until we issue the RFP.  This study would  only cover Christiansburg and Blacksburg as things are set at Meadowbrook and Jessie Peterman.

 

Christiansburg has room to expand and be renovated, however, at Blacksburg there is nothing that can be done at the current location to expand.

 

Staff and Trustees

Ms. Alston welcomed new board members Curtis Jones and Tim Thornton, mentioning they had orientation sessions last week and the week before.  She noted that they will be fine additions to our board.

 

Ms. Alston mentioned that Terri Morris has been appointed County Administrator for Floyd County.  Terri has been the Assistant County Administrator for quite a while and we have an excellent working relationship. Her new Assistant County Administrator is Cindy Ryan.

 

We are fully staffed in every library except one position at the Blacksburg Library.

 

Library staff would like to send their many thanks to both the Floyd County Supervisors and the Montgomery County Supervisors for the pay increases everyone received on July 1 and on anniversary dates in Montgomery County.  County Administrator Craig Meadows says, “our greatest asset it our staff” and Ms. Alston stated we are so lucky to have the caliber of people we have working for the library.  They do a terrific job day in and day out and she is delighted that their hard work and dedication to the library and the counties was noticed and appreciated.

 

Incidents

A Meadowbrook staff member dropped a poster frame on her ankle and cut her foot.  She is fine.

 

At Blacksburg during storytime a child fell on a toe of the staff member leading storytime.  She has been to the doctor and looks to be okay.   Also at Blacksburg a patron had a couple of seizures.  EMS was called.  One other incident at Blacksburg involved a patron who was looking at inappropriate things on the computers.  This patron has been banned from the library for a period of three months.

 

In Christiansburg a staff member noticed a small plastic bag on the floor and the contents were identified as marijuana.  The police were called and the video from surveillance cameras was reviewed.

 

Reconsideration – None.

 

Committee Reports

 

Executive Committee:  Did not meet.

 

Development Committee:  Did not meet.

 

Leadership Committee: Did not meet.

 

Policy Committee:  Did not meet.

 

Ms. Christle requested the Board Committees be completed for the new fiscal year.

The new members for each committee are as follows:

 

Executive Committee:  Ms. Christle, Ms. Armstrong and Ms. Saunders

Development Committee:  Mr. Thornton, Ms. Armstrong, and Ms. Christle

Leadership Committee:  Mr. Jones, Ms. Drake and Ms. Saunders

Pollicy Committee:  Mr. Spencer, Ms. Cherbaka and Ms. Gardner

 

Ms. Armstrong will be the new liaison to the Foundation.

 

The new Library Board Roster reflecting these changes will be handed out at the September meeting.

 

Floyd Friends of the Library – Did not meet.

 

Montgomery Friends of the Library

The Garden Tour was a success and the Friends are excited about the parking fundraiser.

 

MFRL Foundation

The Foundation is working on Basket Auction to be held at the VTLS Building at the CRC.  The event will take place on November 5.  Ms. Christle mentioned that the Board did a basket last year.  Ms. Alston suggested the Board do one again this year and that the details of the basket need to go to the foundation as soon as possible.

 

Motion to adjourn

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

 

Approved by the Library Board   DRAFT

Cynthia Saunders, Chair

Ruthie Bellman, Recorder

Category: Board, Meeting Minutes