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May 20, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

May 20, 2015

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Anne Page

Cynthia Saunders

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

 

Board Members Absent:

Darlene Richardson

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Mary North, Montgomery Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

 

Call to Order:  Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:14 p.m., on Wednesday, May 20, 2015 at the Jessie Peterman Library.

 

Roll Call:  Chair Margaret Christle

 

Acceptance of Agenda:   A motion was made by Trustee Alison Armstrong and seconded by Trustee Ginny Gardner to accept an amended agenda that added the Library Board Self-evaluation to Unfinished Business and included activating the Leadership Committee to be the nominating committee for new officers for the 2016 fiscal year.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Trustee Karen Drake, seconded by Ms. Armstrong and the board voted to approve the April 15, 2015 minutes.

 

Public Address:  None.

 

Unfinished Business:

Library Board Self-Evaluation

Ms. Alston gave the board a paper copy of the Board Self-Evaluation and will also send an electronic copy.  She requested that it be mailed or emailed to her by June 10.  The Board will review it at their June meeting.

 

Slate of Officers for fiscal year 2016

The Nominating Committee will present a slate of officers at the June meeting.

 

New Business:

No new business.

 

Report of the Director

 

Financial Report

We should be at 83% of budget.  There are two months left in the fiscal year.

The telephone bills have been lower than expected as we finish the first full year of the Voice over IP phone system.  In the next fiscal year, we will be able to move some money from the telephone line item to the mileage budget to help cover the rising mileage expense due to outreach.

 

Director Paula Alston requested that we be able to use some of our salary savings to re-cover chairs in Blacksburg.  We will do five now and hope to be able to do the other three shortly after July 1.  We also plan to use some of the money requested to make a Storytime space in the children’s area of the Christiansburg Library. Whatever monies we have left in the O & M, will be put into library materials purchase orders that we keep open.

 

We have finally made revenues in both counties.  We continue to struggle with fines, however patrons are still printing and that helps.

 

Statistics

Ebooks continue to go up.  Ms. Alston mentioned the long list of outreach visits that we participate in monthly.  This is part of the reason our mileage budget is exhausted.

 

Programming / Collection

We took part in Snapshot VA again this year.  Snapshot VA is a statewide program where, on one specified day, libraries across the Commonwealth document how they are used and collect anecdotal information.  We chose April 16.  Ms. Alston showed a poster with several of the pictures that were taken in the MFRL system on that day.

 

Congratulations go to the Christiansburg Library for being awarded top honors from the Virginia Public Library Directors Association for the best service innovation (over 80,000 in population) for their Story Walk. We also submitted a nomination to NACo for the Story Walk.

 

The Christiansburg Library has been working with the Farmers market to bring a Little Library to the site for the four hours that the market is open.  They are also taking crafts, music and a pop-up Storytime.  They will start taking the library’s wireless hotspot to be able to sign folks up for library cards.

 

Christiansburg Library held a very nice reception for the Christiansburg Police last Friday, in honor of Peace Officer’s Memorial Day.  The Mayor was there, Mr. Hubbard, the Chief of Police and officers, along with support staff from the department. The Friends of the Library provided the food and little goody bags for the officers, including their two canine officers, Ringo and Odin.  Chief Sisson was pleased with the event.  Officers and staff came throughout the day.

 

Our outreach to assisted living facilities continues with short talks programs at Warm Hearth, Wheatland Hills and the Crossings.  We also have library days and craft programs at Warm Hearth and Wheatland and movie nights at Warm Hearth.  We are also helping Warm Hearth and the Crossings stock their libraries.

 

Hoopla is now offering eBooks and comic books as part of their platform.  It is slowly catching on.

 

We recently purchased an iPad mini with early literacy apps installed on it and are circulating it.  Anyone can check it out.   We will wipe it clean each time it is returned before the next patron can check it out.

 

Pamela Hale, manager of the Christiansburg Library, gave a presentation to the Belmont II Ruritan Club in mid-April.

 

We will be a partnering agency with Virginia Tech for their Big Read program in the fall.  They have chosen The Things They Carried as their book and are working to get Tim O’Brien, the author, to Tech for a program on campus and in two of the high schools.  Other agency partners include Radford University, New River Community College, Glencoe Museum, Montgomery County Public Schools and Radford Library. One of the Blacksburg book clubs is going to discuss the book in October.  Blacksburg is also working on a program to invite Vietnam Vets to come and talk about their time in Vietnam.

 

We have sent two letters to the State Department requesting to become a passport facility.  We have not heard back yet.  Business Manager June Sayers continues to try to track down the right person to find out where we stand.

 

Blacksburg currently has the travel display board for the Virginia Women in History.  It features eight notable Virginia women, among them, Nikki Giovanni.  Ms. Giovanni was on hand two weeks ago to kick off the display and to do a reading from her latest book.

 

Facilities / Technology

Blacksburg has had a panic button that goes directly into the Police department for four or five years now.  It has been jammed of late and it is now repaired.

 

Christiansburg also has alarm issues.  The fire alarm panel is sensitive and will go off if there is an electric surge.  This has happened three times in the last month.  Branch Supervisor Pamela Hale is the one who receives a call when the alarm sounds.  She usually called the duty person for the county and in one case they called the Christiansburg Police and Fire Department.  Everyone walked to building and found nothing. We have submitted a work order to test the sensitivity of the alarm.  We have the doors and windows wired for the burglar alarm and those have also been so sensitive that a gust of wind or rain will cause the alarm to go off. Because of these things, the alarm has not been set in months. County maintenance and TempletonVest have all looked at the system but have been unable to correct it.  The County pays the bills for the alarm.

 

The scanning equipment has been set in Christiansburg and right now volunteers are scanning the entire run of yearbooks from Christiansburg High School. Once completed, the equipment will be moved to Floyd to continue scanning the history collection. We hope to be able to have the scanned copies of the yearbooks accessible from our website.

 

Staff / Trustees

Systems Administrator Chris Elledge attended the SIRSI User’s Group meeting in Portland, Oregon in April.  This conference is always very beneficial for him and Ms. Alston appreciates the County allowing him to travel to these events.  The meetings are held every year and it would be great to be able to send him every year, however, to maximize our travel money, he goes on the odd years since PLA is held on even years and that’s one national conference the director needs to attend.

 

Incidents

Christiansburg Library – A car left in the parking lot over the weekend was towed.

 

Blacksburg Library – Two incidents of out-of-control children in Storytime.  One parent complained that another child was shoving the children during bubble time.  The mother of the child apologized.  We have decided that the Storytime person should ask the parents to remove their child when there is an issue like this.

 

Christiansburg  – The fire alarm at 12:57 a.m. on April 23.  Upon a search of the building no issues were found.

 

Meadowbrook  – One of the folks at the wellness center noticed kids in the shelter engaging in physical activity.  They contacted Branch Supervisor Cindy Minnick.  The police and parents were called.

 

Reconsideration

Lust Caution – A patron submitted a reconsideration for this movie.  The movie is rated NC17.  The recommendation of the committee is to keep the movie since it has won 15 awards and was directed by award winning director Ang Lee. The packaging is clearly marked as to the rating and what it contains.

 

 

Committee Reports

 

Executive Committee:

Did not meet.

 

Development Committee:

Did not meet.

 

Leadership Committee:

Did not meet.

 

Policy Committee:

 

Policy 105 – Public Participation in Library Decision Making

A motion was made by Trustee Natalie Cherbaka and seconded by Ms. Drake to accept the revisions on Policy 105.  A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

 

 

Policy 106 – Hours of Operations

 

A motion was made by Trustee Anne Page and seconded by Ms. Gardner to accept the revisions on Policy 106.  A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 115 – Patron Behavior

 

A motion was made by Ms. Page and seconded by Ms. Christle to accept the revisions on Policy 115.  A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote                                                 Aye                 No

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 204 – Interlibrary Loan

 

A motion was made by Ms. Gardner   and seconded by Ms. Armstrong to accept the revisions on Policy 204.  A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 309 – Naming Facilities, Rooms, etc.

 

A motion was made by Trustee Cynthia Saunders and seconded by Ms. Gardner to accept the

Policy 309 with grammatical amendments.

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 109 – Fines and Recovery

 

A motion was made by Ms. Armstrong and seconded by Ms. Page to accept the revisions on Policy 109 including eliminating a refund for lost items that had been previously paid for, as well a few grammatical changes.  The Board decided they did not want to charge patrons fines on magazines or for magazine issues not returned.  A roll call vote was taken and the motion passed unanimously.

 

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 111 – Claims Returned

 

A motion was made by Ms. Christle and seconded by Ms. Armstrong to repeal Policy 111.  A roll call vote was taken and the motion passed unanimously.

 

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

 

 

Policy 112 – Acceptable Internet Use

 

A motion was made by Ms. Armstrong and seconded by Ms. Gardner to accept the revisions on Policy 112.  A roll call vote was taken and the motion passed unanimously.

 

 

Roll Call Vote                                                 Aye                 No

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Floyd Friends of the Library

Kit Haggard said they have approved a scholarship award in the amount of $500 for Chris Shaver to help with ongoing studies towards a Masters of Library Science.

 

Montgomery Friends of the Library

Joe Tennis spoke at the annual meeting in April.  There was a good turnout for the meeting.

 

MFRL Foundation

The foundation is working on the basket auction. The auction will be the first Thursday in November.

 

At 8:15 p.m. Ms. Armstrong made the motion to go into closed meeting to discuss the performance of the Executive Director pursuant to the personnel exemption at§ 2.2-3711(A)(1) of the Code of Virginia, Ms. Drake seconded the motion and a roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Cynthia Saunders                 X

Larry Spencer                       X

 

At 8:15 p.m. Mr. Spencer made the motion to re convene into open session. Ms. Gardner seconded the motion, a roll call vote was taken and passed unanimously.

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Cynthia Saunders                 X

Larry Spencer                       X

Motion to Certify Closed Meeting:

 

Ms. Saunders made a motion to certify that only public business matters lawfully exempted from open meeting were discussed in the Closed Meeting and only such public business matter as were identified in the motion by which the said Closed Meeting was convened were heard, discussed or considered by the Board.  Mr. Spencer seconded the motion.  A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Cynthia Saunders                 X

Larry Spencer                       X

 

 

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

The meeting was adjourned at 8:27 p.m.

 

Approved by the Library Board

Ginny Gardner, Chair

Ruthie Bellman, Recorder

 

 

Category: Board, Meeting Minutes

June 2015 Library Board Meeting Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

Meadowbrook Library

7:00 PM

 

June 17, 2015

 

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • May 20, 2015 minutes

 

Public Address

 

Unfinished Business

  • Slate of officers for FY 2016
  • Board self-evaluation
  • Holiday Schedule for 2015

 

New Business

  • Board of Trustees calendar for FY 2016

 

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:

 

  • Libraries closed on Sundays from Memorial Day to Labor Day weekend
  • June 22; 26-30; July 17, 2015 – Director on annual leave
  • NO BOARD MEETING IN JULY
  • July 3-5, 2015 – Libraries closed for Independence Day
  • July 11, 2015 – Friends of the Library Garden Tour
  • August 19, 2015 – Library Board meeting in Meadowbrook, 7:00 p.m.

 

Category: Agenda, Board

April 15, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

April 15, 2015

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Anne Page

Darlene Richardson

Cynthia Saunders

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Cathy Whitten, Branch Supervisor Jessie Peterman Library

Ruthie Bellman, Recorder

 

Paula presented Board Members with books that will be placed into the collection in their honor for volunteer week.

 

Call to Order:  Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:04p.m., on Wednesday, April 15, 2015 at the Jessie Peterman Library.

 

Roll Call:  Chair Margaret Christle

 

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

 

Approval of Minutes:  The motion was made by Ms. Armstrong, seconded by Trustee Larry Spencer and the board voted to approve the March 18, 2015 minutes.

 

Public Address:  None.

 

Unfinished Business:

Trustee Anne Page asked about the progress of the library becoming a passport agency.   Director Paula Alston answered that we sent the initial letter in mid-February and we have yet to hear.  June Sayers will follow-up with her contact at the State Department.

 

Trustee Karen Drake commented that the Christiansburg Aquatic Center held a passport day with a large amount of folks turning out.

 

New Business:

Director Evaluation

Each board member was given a copy of the Director’s evaluation form.  Some of the items on the form are weighted and some are not.  The evaluation will go out electronically tomorrow to Board members.

 

Goals and Accomplishments

The Board was given a list of the goals and accomplishments for FY 2015.  These are in line with the Strategic Plan.  Ms. Alston covered many of these items during the monthly Board meetings, but this is a way to remind them of all of the things the libraries do throughout the year.

 

Some highlights are the Little Libraries, the start of the Reading Garden that was put in place at Meadowbrook Library last Monday, the permanent art project, Maker Spaces set up in the Christiansburg Library and the pending quilting maker space in Meadowbrook.

 

Report of the Director

 

Financials

We should be at 75% of the FY 2015 budget.

 

There is a possibility of some one-time windfall funds to be used for two library projects.  We have had an ongoing drainage problem with the back parking lot at the Christiansburg Library. It was in our budget maintenance requests for FY2014, with a carryover to this year.  It was added to this list of possibilities with an estimated cost of $15,000.

 

The other item is a library master plan with an estimated cost $35,000.  (The range of $10,000 – $35,000 for the library master plan study is based on that of the Parks and Rec and the Public Schools.)  This has not been finalized or approved yet.  There was an interesting discussion in the Board of Supervisor’s work session concerning the study between Supervisor Matt Gabriele and Supervisor Chris Tuck.  There was no decision made during the work session.

 

Floyd Friends of the Library President Kit Haggard asked if there is a study of the projected growth of both counties.  Ms. Alston stated that this is what a study would show.

 

Trustee Natalie Cherbaka asked what the life cycle is of a study of this type.  Ms. Biggs stated that usually after a study it would be acted upon soon after the study. Ms. Alston stated that if it was done it would be a base to keep things in the forefront and to be able to know what the possibilities are and the direction the libraries should go.

 

Supervisor and liaison to the Library Board Mary Biggs, stated that the county does not have the borrowing capacity until 2023.  However she believes this should be kept in the forefront for the Board of Supervisors to continue to be aware of the need.

 

Ms. Biggs asked the Library Board what their feelings are about the study.  Mr. Spencer felt there could be other ways to fund a public building if the County is unable to borrow money for eight years.  He felt it should definitely be kept in the forefront with the Board of Supervisors.  Chair Margaret Christle was in agreement with Mr. Spencer, stating that if Parks and Rec and the Schools are keeping it out there, we should, too.  Ms. Gardner felt it would be good if we could get a more concrete idea of the actual cost of the study, which could possibly elevate the possibility of getting it done sooner.

 

Ms. Biggs asked what the Library Board believes the study would accomplish.  Mr. Spencer stated it would be an honest evaluation of the Christiansburg and Blacksburg buildings and the needs for them in the next five to 10 years.  He felt we should focus on those two items.  Ms. Armstrong suggested that the study would be helpful for future library board members (as the current ones would not be sitting on the board in eight years) to know the direction the library seeks for the future.

 

Trustee Karen Drake asked if there is a possibility of doing a smaller study that would focus more strictly on maintenance needs and identify them.  She asked how much longer the library should keep funding building repairs and how will it affect the location of future buildings.

 

Ms. Alston replied that we are talking mostly about the Christiansburg and Blacksburg Libraries.  These are older buildings.  Blacksburg is not designed for good workflow as it was not originally designed to be a library at all.  She also asked if we should stick with the two library idea or put in a large mega library and combine the two libraries midway between the two towns.  This would be looked at if a study was done.

 

Statistics

E-books have almost doubled since last year.  Ms. Alston placed an order of e-books with OverDrive and one title already has 45 holds on it.  They are very popular.

 

Floyd County Board of Supervisor’s liaison to the Library Board, Lauren Yoder commented on the Floyd County circulation of around 100,000 in a county of 15,000, is amazing and speaks well of the library.

 

Programming / Collection

The Prom Dress Extravaganza was held last week at Meadowbrook Library.  It was a big success with 88 girls attending and everyone leaving with a dress.  Several girls from Christiansburg High School attended as well.  Meadowbrook’s Circulation Specialist Molly Upthegrove went to RU and presented the program to the PanHellenic Council, which ended in their Sorority representatives coming to help armed with 24 dresses to add to the collection.  There was good coverage in the News Messenger of the program.  Ms. Alston commended Branch Supervisor Cindy Minnick and the Meadowbrook staff for taking on this program.

 

Blacksburg has added another little library at the Uncommonly Gifted Retail Store on Main Street in Blacksburg. The Seuss program on March 10 at the Blacksburg Library had 41 in attendance.

 

The concert with Paul Little and Pete Hastings had 41 enjoying the concert at the Christiansburg Library.

 

Meadowbrook staff attended the job fair at Eastern Montgomery High School on March 28 and chatted with 45 people.  Staff collected used professional clothing to give to students for job interviews.

 

The Virginia Boat licensing class held at Jessie Peterman Memorial Library (JPL) in Floyd had 24 adults attending on March 17. Cathy Whitten, Branch Supervisor for JPL mentioned the class is an all-day class in which participants can be certified to operate watercraft.  They also do hunting safety class in the fall.

 

Another program coming up this weekend is Buying a Horse or Not. There is an author,, a local woman who owns a stable, a long time horse owner and a person who shoes horses will all be available to answer questions.

 

A new program Floyd Fiber Friends had the first meeting this past week with 10 people attending.  The attendees were very excited and have already begun to plan events. There are a couple of medical programs coming up with Rural Health Nurses from the VA. The programs are Alzheimer’s and Other Dementias, Heart Attack and Stroke and a CPR course. There will be a Historical Fiction writer coming. Life Coach, Janelle Anderson will be at Jessie Peterman presenting a program for women entitled Living life on Purpose after 50.

 

The Jacksonville Center is starting a program called Art Works for Us. The plan is to have a sculpture trail through local businesses where a piece of artwork would be displayed for at least a year. Jessie Peterman has applied to be a part of the program.  We will know by June 1 if we will be granted a piece of artwork to display.  If so, it will be displayed next to the front door.

 

Several months ago Ms. Alston mentioned our 1,000 Books Before Kindergarten program.  We currently have 70 children signed up.

 

Board members each received a copy of the Storytime brochure for the next session that will begin on June 1.

 

Ms. Alston discussed a current issue that is happening with the Blacksburg Storytimes.  We hold the Storytimes in the Storytime room off the children’s department.  It holds around 40 people and is more intimate with fewer distractions.  The preference is to keep Storytime in that room.

The Monday TOT Storytime had gotten so big that it was moved it to the community room.  We don’t want to continue using the Community Room as it is too close to the front door, and too large a space. When Youth Services Director, Sarah Pahl started to put together her summer schedule, she decided to move the Storytime back into the Storytime room and move from Mondays to Fridays.

 

We are going to manage the size rather than give it a larger space to grow into.  Last Monday there were 71 people in that Storytime.  There may be some criticism of the change and Ms. Alston wanted to make the Board aware of the details,  feeling this is not one of the occasions where bigger is better.

 

It is difficult to keep the interest of even a few children between the ages of 13-24 months, let alone 30 children with 30 parents who are sometimes occupied with other devices or conversations throughout the Storytime.  In the past few years, we have had six Storytimes in Blacksburg and there are still six.  There will be no Storytime on Mondays as they really need this day to plan, do outreach and so they are not as structured as they are when they have six Storytimes on six days.

 

Because the room is smaller we may get to the point where as soon as there are 40 people in the room, we will close the doors. It might seem the solution would be to add another TOT Storytime, but as it is, Ms. Pahl’s staff are already doing 12 Storytimes per week in three locations, three stay-and-play groups, other regularly scheduled programs such as GameOn and Legos, other special programs, outreach and the summer reading program with three employees and an FTE of 2.3.  It is not feasible that they can do any more.

 

Ms. Biggs suggested closing the Storytime off at 40 and using the room capacity as the reasoning.  Ms. Christle added that if we could have more staff, then we could have more Storytimes, but that is not an option.

 

Ms. Alston stated that we will not cancel a Storytime due to personnel issues.

 

Facilities / Technology

Specialty Garden Designs completed the spring cleanup of the landscaping around the building in Floyd.  They were also at Meadowbrook on April 6 to install the reading garden.  The trees and shrubs along the building and in the island are the first phase.  The hope is to get some donated perennials to add in early June.  If not, they will be phase two, along with some hardscape.  A logo bench purchased with grant money from the Mountain Valley Foundation is on order and will hopefully be installed in the next month. Pamela Cadmus designed the garden.

 

Ms. Minnick had five volunteers from the VT Chi Delta Alpha Sorority for a service day on March 28.  They assisted with the garden clean up for the Karen Cronin garden in front of Meadowbrook.  We do have a little bit of money in the foundation for the Karen Cronin garden.  Some of the money we have in that fund will go to the back as well.

 

The other big service day, the Big Event was held last Saturday.  Christiansburg had four volunteers in to help shift the non-fiction collection.

 

Also at the Christiansburg Library, the bollard lights leading up the sidewalk were replaced with new fixtures.  They provide much better lighting.

 

At the Blacksburg Library, Buildings and Grounds, repaired a parking space bumper that was damaged in one of the many snow plowings of the parking lot in February.

 

We have upgraded the camera system in Meadowbrook.  This was the last project we had to complete with FY2014 end of the year money.  We had five cameras replacing the four they had before.  Their monitor was upgraded and the system now records to a hard drive whereas before it did not record.

 

We also added two more cameras to Christiansburg.

 

We have added a bistro table in the window well in the teen area at Blacksburg Library and had a laptop counter built.  Last week, the Buildings and Grounds staff was able to add outlets just above the counter.  Unfortunately, they were not able to recess them into the wall like we had originally thought would happen.  There is not enough room between the wallboard and the concrete wall behind it.

 

Staff and Trustees

Ms. Alston will be in court this Friday for the continuation of the Christine Sullivan case.

 

Also on Friday, Ms. Alston will be attending a forum at the Hotel Roanoke called the Star City Reads ACHIEVE forum, hosted by Mayor Bowers.  There will be a panel on literacy development and early intervention, table talks concerning those topics then a discussion on the All-American City Award, which Roanoke has won five times.

 

Ms. Alston will be going to Abingdon this Saturday to attend the Washington County Public Library Foundation’s basket auction and will report to the Foundation board at next week’s meeting.

 

 

Incidents

No Incidents.

 

Committee Report

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee

Policy 304 Solicitation

The Solicitation policy (304) has been revised and reviewed by the Policy Committee.

After brief discussion, Ms. Drake moved to accept the Solicitation Policy (304) with revisions.

Ms. Armstrong seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

 

Policy 110 – Proctoring Services

The Proctoring Services Policy (110) has been revised and reviewed by the Policy Committee.   One thing added was the possibility of scanning the exam and emailing it back to the university instead of emailing to avoid postage costs.  Ms. Alston mentioned that we keep track of the stats of how many tests we proctor.  Ms. Biggs asked if a proctor be held liable if the test was not done by correctly following the instructions.  Staff signs an agreement that says we will follow the directions put forth by the university.

 

Trustee Darlene Richardson made the motion to approve the revised Proctoring Services Policy (110), Ms. Armstrong seconded the motion and a Roll Call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

 

Code of Conduct

The Code of Conduct is an attachment to our Patron Behavior policy.  The format has been changed to be less wordy. Mr. Spencer noted that the new format is more user friendly.  After brief discussion some typos were noted.  Mr. Spencer moved to approve the revised Code of Conduct as corrected, Ms. Gardner seconded the motion and a Roll Call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

Floyd Friends of the Library

Ms. Haggard told the board that the Floyd Friends met last week.  The Friends did approve the payment of the $250 fee for the Art Works for Us program.

 

The Floyd Friends approved a scholarship for Blacksburg Library’s Circulation Specialist Catherine Fae.  There is possibly another employee who may apply for a scholarship. The Floyd Friends contribute to the scholarships as do the Montgomery Friends.  Montgomery is giving $1,000 and Floyd will contribute $500.  If the second applicant is approved, Floyd County will help with that staff member as well.

.

Ms. Haggard spoke about the Little Library located in her office saying they are thrilled to have it. She says that staff and patients love it.

 

Montgomery Friends of the Library

The Friends of the Library annual meeting will be April 23.  Joe Tennis will be the speaker.

 

The Friends of the Library held their annual production presented by the Barter Players at the Lyric on March14.  They had a full house of 487 people for the production of Velveteen Rabbit and had to turn people away.  This is their eighth year of presenting at the Lyric and they have decided to end the run.  They spend approximately $1,100 a year on this endeavor and feel they could use their money for other projects such as the Nannie Hairston book. (They have committed $1,000 to this program.)  The Nannie Hairston book is starting out as an oral history project, but will become a book about Ms. Hairston and her civil rights work in the New River Valley.

 

 

MFRL Foundation

The MFRL Foundation will meet next Wednesday.  Joe and Linda Powers attended NRV Cares Basket Auction and brought back good ideas to the Foundation for the 2015 Basket Auction to be held in the fall.

 

Give Big – NRV Campaign. The foundation is included in this campaign. Information can be found on our website.

 

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

The meeting was adjourned at 8:14 p.m.

 

Approved by the Library Board

Ginny Gardner, Chair

Ruthie Bellman, Recorder

 

 

Category: Board, Meeting Minutes

March 18, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

March 18, 2015

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Anne Page

Cynthia Saunders

Larry Spencer

 

Library Board Members Absent

Darlene Richardson

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery 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

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

 

Call to Order:  Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:00 p.m., on Wednesday, March 18, 2015 at the Christiansburg Library.

 

Roll Call:  Chair Margaret Christle

 

Acceptance of Agenda:   A motion was made by Trustee Alison Armstrong and seconded by Trustee Anne Page to accept the agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Trustee Cynthia Saunders, seconded by Ms. Armstrong and the board voted to approve the February 25, 2015 minutes.

 

Public Address:  None.

 

Unfinished Business: None.

 

New Business:

Ms. Saunders mentioned that the new Little Library at Willis Village Mart is in place now.  Folks seem to be pleased with it.

 

Report of the Director

 

Financials

We should be at 58% of budget.  The UMS report shows that we have recovered 50% of the accounts we put into collections this year.  This is better than in the previous years.

 

Statistics

The statistics were presented to the board.

 

Facilities / Technology

Director Paula Alston will be making an appearance at the Town Councils meetings this month.  She meets with them once a year to thank them for their donation to their town library. She met with the Christiansburg Council on March 10, with the Floyd Town Council tomorrow night and with the Blacksburg Town Council next Tuesday.

 

Incidents

We have taken out a Warrant in Debt against Christine Sullivan and Ms. Alston has been summoned to appear in court on April 17 at 8:30 a.m.

 

We had a child fall into a display shelf and bump her head at the Christiansburg.

 

A gentleman fainted in the Blacksburg Library.  EMT’s were called and took him to the hospital.

 

Jessie Peterman Library smelled of smoke on March 4.  The fire department responded and discovered that it could be from a light ballast about to burn out or dirt on the heating element.  They determined that there were no hot spots.

 

 

Committee Report

Policy Committee

The policy committee will meet to review the three policies that were discussed last month and also look at the next couple of policies in line to be updated.

 

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

The meeting was adjourned at 7:11 p.m.

 

Approved by the Library Board

Ginny Gardner, Chair

Ruthie Bellman, Recorder

 

 

Category: Board, Meeting Minutes

February 25, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

February 25, 2015

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Anne Page

Darlene Richardson

Cynthia Saunders

Larry Spencer

 

Library Board Members Absent

Karen Drake

Ginny Gardner

 

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

Chris Elledge, Systems Administrator

Ruthie Bellman, Recorder

 

Call to Order:  Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:10 p.m., on Wednesday, February 25, 2015 at the Christiansburg Library.

 

Roll Call:  Chair Margaret Christle

 

Acceptance of Agenda:   A motion was made by Trustee Darlene Richardson and seconded by Trustee Alison Armstrong to accept the agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Armstrong, seconded by Trustee Cynthia Saunders and the board voted to approve the January 21, 2014 minutes.

 

Public Address:  None.

 

Unfinished Business: None.

 

New Business:  None.

 

Position Report:  Systems Administrator

Systems Administrator, Chris Elledge, spoke and answered questions regarding his duties and the workings of the Information Technology system for the library.  Mr. Elledge explained that there are three employees in the IT department and they are responsible for all the hardware / software, other equipment like routers and switches, the wireless,  the phone system,  the website, databases and e-services.

 

He explained how the library software SIRSI functions from a technical standpoint, and how the software is now set up to send patron hold messages by text.

 

Ms. Christle thanked Mr. Elledge for his hard work in keeping things running technically in the library system.

 

Report of the Director

Financial Report

We should be at 58% of budget.  We are behind in fines, but are ahead in printing.

 

Statistics

We are now collecting stats from the four new children’s computers in Blacksburg and in Christiansburg.  We will estimate for the two computers at Floyd and the one at Meadowbrook until we determine if we can pull stats from them.

 

Our e-book statistics continue to grow.  We will be offering 3M e-books to the public next week.

 

Programming / Collection

The Christiansburg program “Have you seen art” held on January 12 had 53 attendees.    Christiansburg also held “Creative Ideas for the New Year” on January 10.  This program was a reception for “area artists, writers, musicians, dancers and imaginative neighbors” and offered them opportunity to share their creative plans for 2015.  Twenty-one people attended.

The blood drive in Meadowbrook on January 31 had a total of 42 blood donors with 4 returning vouchers to the library to have their fines reduced.  We received our $40 donation from Mountain Valley Foundation.

 

Also in Meadowbrook, the “What do we really know about the June 1756 attack on Fort Vause” presented by Jim Glanville had 45 in attendance.

 

We had a total of 73 people attend the four bee keeping programs.  There is current a large interest in beekeeping.

 

 

 

Facilities / Technology

Town of Christiansburg has a new fire inspector who completed a fire inspection of the Christiansburg Library in mid-January.  There were no major hits. The items found were two exit lights not working, a new battery in the emergency lights in the community room, a cover on the breaker box slot and an outlet cover.  We also needed the street numbers on the building. All have been corrected.

 

The Town Council of Christiansburg has directed Valarie Tweedy, their finance head, to do a feasibility study on the economic impact of becoming a city.   Director Paula Alston, emailed Ms. Tweedy last week to let her know the library would be happy to provide her with any library data she might need.  Of course any library service will depend on the contract developed between the County and the newly formed City.

 

Ms. Alston and Christiansburg Branch Supervisor Pamela Hale spoke with a reporter from the New River Valley bureau of the Roanoke Times regarding our Little Libraries.  We are considering placing one in Riner (possibly sponsored by the Montgomery County Rotary Club) and one in at the park below Kroger off of Depot Street.

 

Ms. Alston was contacted by a reported for the News Messenger seeking statistics on the library’s copies of Fifty Shades of Grey.  The system has 11 copies of the book with eight of them missing at this time.

 

Staff and Trustees

We received this from the library lobbyist last week: “The House Appropriations and Senate Finance Committees released their proposed budgets today.  I am pleased to report, as was our objective for this Session, there were no further cuts proposed to State Aid to Local Public Libraries.  In addition, the Senate proposes to restore the reversion of $30,000,000 in FY 2016 that is included in the current budget from general state aid to localities that included the authority for local governments to cut State Aid to Local Public Libraries in meeting their reduction targets.  The House did not take similar action.”

 

Another bill tracked this General Assembly session was HB2066.  The VLA legislative committee reports that this bill was brought forth by a delegation from Fairfax and seems to have gotten a cool reception, but libraries were warmly received.   The purpose of the bill was to deem libraries as essential service; however, VLA did not endorse this bill.  The legislation is a “feel good bill” and if it were to pass there is no State mandate to go along with it benefiting libraries, i.e. money. VLA was hesitant to endorse it because it originated with a group called Fairfax Library Advocates who apparently have their own agenda against the Fairfax Library administration. They approached VLA to endorse the bill after it was drafted and without consulting the Legislative Committee that already has an official VLA Legislative Agenda.

 

In the end, HB2066 was sent to appropriations by a vote of 13-6 for review of the possible funding implications the bill might have. If the bill is heard in Appropriations, their next meeting was this past Monday.

 

 

Incidents

Ms. Alston gave an update on the Pulaski resident who we feel has pawned the items she checked out last summer.  She had written us a letter in September saying she would pay $15 a month until February 1, then she would pay either $100 monthly or pay it off and she understood that we could pursue legal action if it were not paid off by February 28.  We did receive $15 a month for five months, including February.   After consulting with Montgomery County Attorney, Marty McMahon, we decided to put her back into collections.  Ms. Alston also wrote her one more letter saying we were going to take legal action if we did not see $100 or the balance, which is $1339, by February 28.

 

Blacksburg had one incident where a child ran into a door and had a gash on his forehead.  Staff helped with simple first aid and the father took the child to the doctor.

 

Christiansburg had a patron who was acting in an erratic manner.  The police were called. After the police left, the man continued his odd behavior and was told if the behavior did not subside, the police would be called again and a no trespassing notice would be issued.  The patron left and staff have not seen him back in the library.

 

Committee Reports

Executive Committee – Did not meet.

 

Development Committee

The Development Committee is planning the Desert Reception for government officials to take place March 18.  MFRL will supply the paper products and drinks.  The committee members will provide an “anchor” dessert and other members are asked to sign up to bring something to add to the items that will be served.  It was also noted that Friends of the Library and Foundation board members, as well as some staff members have been invited as well.

 

Leadership Committee  – Did not meet.

 

Policy Committee

The policy committee met to review policy numbers 110-Staff Proctoring, 304-Solicitation and the Code of Conduct.

 

The suggestion was made to amend the Staff Proctoring policy to give staff the ability to scan and email the information, instead of mailing the information back to the college / university.

 

The Solicitation policy should be updated  and some minor changes may need to be made to the Code of Conduct.

 

These will be discussed in the April 2015 meeting.

 

Floyd Friends of the Library

The Floyd Friends met in January.

 

 

Montgomery Friends of the Library

The Friends held their annual membership drive during the last week of January.  The actual figures are not out yet, but they seem to be pleased with the increase.  They added some business sponsors; Imagination toys, National Bank, and Rainbow Riders.  Each business’ sponsor fee is $200 which will go toward the upcoming Summer Reading Program’s programs.

 

MFRL Foundation – Did not meet due to weather.

 

Montgomery County Board of Supervisor’s liaison Mary Biggs asked who cleans the parking lots for the libraries.  Ms. Alston responded that Montgomery County does Meadowbrook and Christiansburg libraries’ parking lots, The Town of Blacksburg does Blacksburg Library’s parking lot and Floyd County does the parking lot for Jessie Peterman Library.

 

Ms. Armstrong moved to adjourn the meeting and Trustee Larry Spencer seconded the motion.

The meeting was adjourned at 8:10 p.m.

 

Approved by the Library Board

Margaret Christle, Chair

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

May 20, 2015 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

Christiansburg Library

7:00 PM

 

May 20, 2015

 

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • April 15, 2015 minutes

 

Public Address

 

Unfinished Business

 

New Business

 

Report of Director

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

 

Committee Report

  • Executive
  • Development
  • Leadership
  • Policy
  • Policy 105 – Public Participation in Decision Making
  • Policy 106 – Hours of Operations
  • Policy 109 – Fines and Recovery
  • Policy 111 – Claims Returned
  • Policy 112 – Acceptable Internet Use Policy
  • Policy 115 – Patron Behavior
  • Policy 204 – Interlibrary Loans
  • Policy 309 – Naming Facilities, Rooms, etc.

 

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

 

Closed Session

  • 2-3711 Code of Virginia, Discussion, Consideration or Interviews of Prospective Candidates for Employment; Assignment, Appointment, Promotion, Performance, Demotion, Salaries, Disciplining or Resignation of Specific Officers, Appointees or Employees of Any Public Body

 

 

Adjourn

 

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Dates to Remember:

 

  • May 24-25, 2015 – Libraries closed for Memorial Day; the start of summer hours (closed Sundays)
  • June 25-26, 2015 – Director on annual leave

 

Category: Agenda, Board

January 21, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

January 21, 2015

 

Board Members Present:

Margaret Christle, Chair

Ginny Gardner

Karen Drake

Anne Page

Darlene Richardson

Cynthia Saunders

 

Library Board Members Absent

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Larry Spencer

 

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

June Sayers, Business Manager

 

Call to Order:  Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:00 p.m., on Wednesday, January 21, 2015 at the Christiansburg Library.

 

Roll Call:  Chair Margaret Christle

 

Acceptance of Agenda:   A motion was made by Trustee Darlene Richardson and seconded by Trustee Anne Page to accept the agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Richardson, seconded by Ms. Page and the board voted to approve the December 17, 2014 minutes.

 

Public Address:  None.

 

Unfinished Business: None.

 

New Business:

 

Floyd County Budget

We are not asking for an increase to our Floyd County budget for FY 2016.  The telephone costs were not as much in FY 2015 as we projected so we are able to readjust line items to cover shortfalls in other line items, mainly mileage reimbursement and gasoline.  The increases here are due to providing more outreach to the community. In revenues, our state aid went down about $800 for the system.  We are projecting that we will continue to receive a $5,000 donation from the Town of Floyd.  Fine revenue continues to drop.

 

Trustee Karen Drake made a motion to accept the proposed Floyd County FY2016 budget.  Ms. Gardner seconded the motion, a roll call vote was taken and the motion passed.

 

Roll Call Vote:                                                Aye     Nay

Karen Drake                         X

Margaret Christle                 X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

 

 

Review of Fee Schedule

Last reviewed in 2012

 

There have been changes to postage that may impact the postage for ILL.

 

The postal service is doing away with library rate this Sunday, January, 25, unless packages have a smart barcode.  This requires software that we don’t have. We will send them back first class.

 

Currently we pay between $3.02 and $3.48 to mail an ILL back to the lending library.  New rates will be between $5.32 and $5.49, so a little over $2 increase per package.  We average between 100-110 ILLs a year, 40% of those come from Floyd.

 

Looking at the financials, you can see that we have $6,000 in our MC postage line item, and $680 in Floyd

 

Out of these line items, we pay for box rentals for Floyd and Meadowbrook and the rest is loaded on to the Pitney-Bowes machine.  We buy a small amount of stamps for Floyd.  We mail approximately 500 overdue notices and bills each month, we do mail books belonging to other libraries but returned to us but we are now finding people who can deliver those for us.

 

We are estimating that it will cost us an additional $250 to return ILLs.

 

This FY we did increase the postage line item in both counties to accommodate several postage hikes.  If we have any extra money in the line items at the end of the year, we buy more postage for the machine.

 

Ms. Christle asked the Board to review the fee schedule to see if there are any other items that should be adjusted.  Ms. Drake asked about the collection fee.  Ms. Alston said that the fee of $12.00 was decided by the board in 2012 when we began.

 

Trustee Karen Drake made a motion to adjust the fee schedule to show the change of ILL fees from $3.00 to $5.00 effective immediately and the collection fee be raised to $15.00.  Ms. Gardner seconded the motion, a roll call vote was taken and the motion passed.

 

Roll Call Vote:                                                Aye     Nay

Karen Drake                         X

Margaret Christle                 X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

 

Passport Agency

We have investigated this, not really as a revenue stream but more a service to our residents and as another way to introduce more people to the library.  Currently the main Post Office in Blacksburg and the Circuit Court in Christiansburg are passport agencies.  The Post Office has limited hours, Circuit court will issue them during working hours; the court does approximately 100 a month and the contact we talked to indicated they would welcome the competition.

 

Each agency receives a $25.00 fee as set by the State Department.  Out of that fee, we would need to pay for the postage to mail the documents to Washington.  Staff members need to be certified to be an agent. The training can be completed online and takes approximately 8 hours; they would need to be recertified each year.  We thought we would start with two staff members and make it by-appointment-only and start with morning hours.

 

Benefits to offering this to the public would be that it is easier to park and gain access to the Christiansburg Library than it is the courthouse and that applications can be completed during non-traditional work hours.  We would not start with those hours but gradually work into them after we gaged the demand.

 

Poquoson Library has been offering this service since fiscal year 2007 (4 staff members, over 12,300 passports processed, average $40,000/yr, over $300,000 in a 8 year period.)  It takes 15 – 30 minutes per customer.

 

Another non-traditional service that we offer at Christiansburg and Floyd is a notary. Ruthie Bellman and Cathy Whitten are both notaries and it is a service needed and appreciated by the public. There is no charge for this service.

 

Report of the Director

Financial Report

We should be at 50% of budget.  Line items are in different locations.  Last fall the county and the schools combined their MUNIS functions and that required new line item numbers.

 

We received the Friends of the Library donation this month.

 

Statistics

Ebooks continue to go up.  Circulation is still trending down.

 

Programming / Collection

The IRS is cutting back on the number of tax forms they are mailing out to libraries this year due to a $325 million cut from Congress. We will get about 30% less in the number of 1040, 1040A and 1040EZ forms, no other forms will be sent and no instruction booklets.  We will have the reproducible forms and of course, tax payers can go online and download forms and instructions themselves.  We have sent out a press release with this information and staff has been instructed to tell patrons to call or email Rep. Griffith’s office with any complaints.

 

We have renewed our movie license with Movie License USA for another year.  Each library shows a movie at least once a month.

 

There were some wonderful programs in December.

 

Facilities / Technology

For the last month, we have been testing several new ways to notify patrons of their holds.  The patron can pick text, email or automatic calls. We are naming these types of calls automatic or courtesy calls, not robo calls, since there is a negative connotation associated with the term robo calls. This was tested in Blacksburg in December and rolled out to the other three branches this month.  So far, it is being received well by the patrons.

 

Also, starting in February, we will have the ability to email a check out receipt to patrons if they would like.  This is a courtesy to them.  They will also receive a paper copy.  We believe that SIRSI is working on allowing us to turn off the paper copy as one step towards going green but right now, it will print as well as email.

 

Let me give you some stats.  Seventy-two percent of our card holders have email addresses on their records; 59% have signed up for pre-due and overdue emails.  Here’s what they get: (3 day pre-due, 1 day pre-due, 2 day overdue, 8 day overdue; they will still get USPS notices at 2 weeks, 4 weeks and a bill at 6 weeks etc.)  Thirty-four percent of our card holders have signed up for email notification for holds and we have 66 people (less than 1%) who have signed up for text messages for holds but we have only had that available for less than 6 weeks.

 

The IT staff has installed seven new computers in the public area in the Blacksburg Library and they have installed four new AWE children’s computers- two each in Blacksburg and Christiansburg.  We purchased these with our end of the year money.

We completed a survey to see how our patrons felt about using the self-checkout computers and to learn why they are not using them.  We average about 20% in Blacksburg, 11-12% in Christiansburg and 7% in Floyd.  We had around 59 responses.  A majority of the folks knew that that there was a self-checkout out in Blacksburg and Floyd, but 44% did not know there was one in Christiansburg.  Most of the comments were along the lines of: “ if I’m in a hurry, I’ll use it but I like to have the human interaction with the people at the desk.”   Several said they love the option and several said it was great and their kids loved using it.  We didn’t really learn much.  Staff has been asked to promote it from the desk, not just during busy times, but other times as well and to say something like “we are always happy to help you but we do have a

self -checkout computer if you would rather do it yourself.”

 

Staff and Trustees

Congratulations to Mary Biggs for being re-elected as vice-chair of the Montgomery County  Board of Supervisors.

 

We will be moving an employee from the Blacksburg Library to the Floyd Library.  Floyd had an opening and the employee lives next door to the library.

 

Blacksburg filled four Circulation Specialist positions in December and still has three to go.  Their full time Library Services Specialist position closed on January 16 so they will be interviewing this week for that position.

 

The Youth Services Assistant for the Christiansburg Library is also resigning effective February 5.   She cannot afford to continue to pay a babysitter for what we pay her, which is $10.00 for 26 hours.  It’s an unclassified position so no other benefits.  She has an MLS and has excellent experience so we are very sorry to see her leave.

 

Incidents

Follow up on an incident with the homeless fellow we had in Blacksburg in the fall.  He was arrested by the Blacksburg Police Department for something unrelated to his library use and we did not see for several months.  He has now turned up at the Christiansburg Library.  While inside the library, he is a good patron for the most part.  Reads, naps occasionally but does not bother anyone else.  They have had some difficulty getting him to leave at closing and he has taken to sleeping on the bench in the book drop area at night.  This, of course, startles patrons who return the materials in the late evening or early morning hours. Pamela spoke to him several times and told him he cannot sleep on the bench after dark.  Last Sunday at 2:30 a.m. Branch Supervisor Pamela Hale received a call from the Christiansburg Police Department saying he was there asleep and she should come down and take out a trespassing order against him.  Unfortunately, she was not in town and wasn’t able to do it.  They suggested that the next time he is in, she call them and do it at that time.  So far this week, he has not been in.  Ms. Alston e-mailed County Attorney Martin McMahon about this incident.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – It is time to do the reception for the Montgomery County politicians.  Ms. Christle asked if we would like to do this again?  Ms. Drake asked if it is worth the while to continue.  Ms. Biggs and Mr. Lauren Yoder Floyd County Board of Supervisor’s representative felt this was a positive thing to do.  After short discussion the group agreed to continue the receptions at least for this year in the same format.  The reception will be at Christiansburg Library on March 18.  Ruthie Bellman will do the invitations and we will try to get in the mail the first of March. We will dedicate a book to each entity instead of individual members.  Ms. Christle will send out an email for sign up / ideas of what to bring or serve.  Also, there was discussion about inviting some staff or folks from the Friends of the Library and Foundation.

We will finalize this at the next meeting.  The Development Committee will organize the specifics.

 

Leadership Committee  Did not meet.

 

Policy Committee – Will meet prior to the February meeting.

 

Floyd Friends of the Library – we got our check from them a couple of weeks ago.

 

Montgomery Friends of the Library – Planning the Barter Theater presentation for March.  The Garden Tour is coming up in July.

 

MFRL Foundation – No news.

 

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

The meeting was adjourned at 8:06 p.m.

 

Approved by the Library Board

Margaret Christle, Chair

June Sayers, Recorder

 

 

 

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

February 25, 2015 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Christiansburg Library

7:00 PM

 

February 25, 2015

(Rescheduled)

 

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • January 21, 2015 minutes

 

Public Address

 

Unfinished Business

 

New Business

 

Position report: Systems Administrator

 

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 16, 2015 – Libraries closed for Presidents Day
  • March 18, 2015 – Board of Trustees meeting, Christiansburg 7:00 p.m.
  • March 18, 2015 – Reception for Montgomery County/Blacksburg/Christiansburg officials,

7:30 p.m., Christiansburg Library

  • April 12-18, 2015 – National Library Week
  • April 12-18, 2015 – National Volunteer Week
  • May 24-25, 2015 – Libraries closed for Memorial Day; the start of summer hours (closed Sundays)
  • June 25-26, 2015 – Director on annual leave
Category: Agenda, Board

February 18, 2015 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Blacksburg Library

7:00 PM

 

February 18, 2015

 

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • January 21, 2015 minutes

 

Public Address

 

Unfinished Business

 

New Business

 

Position report: Systems Administrator

 

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 16, 2015 – Libraries closed for Presidents Day
  • March 18, 2015 – Board of Trustees meeting, Christiansburg 7:00 p.m.
  • March 18, 2015 – Reception for Montgomery County/Blacksburg/Christiansburg officials,

7:30 p.m., Christiansburg Library

  • April 12-18, 2015 – National Library Week
  • April 12-18, 2015 – National Volunteer Week
  • May 24-25, 2015 – Libraries closed for Memorial Day; the start of summer hours (closed Sundays)
  • June 25-26, 2015 – Director on annual leave

 

Category: Agenda, Board

December 17, 2014 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

December 17, 2014

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Ginny Gardner

Karen Drake

Darlene Richardson

Cynthia Saunders

Larry Spencer

 

Library Board Members Absent

Anne Page

 

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

June Sayers, Business Manager

Ruthie Bellman, Sr. Program Assistant

 

Call to Order:  Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, December 17, 2014 at the Meadowbrook Public Library in Shawsville.

 

Roll Call:  Chair Margaret Christle

 

Acceptance of Agenda:   A motion was made by Trustee Darlene Richardson and seconded by Trustee Alison Armstrong to accept the agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Armstrong, seconded by Ms. Richardson and the board voted to approve the October 21, 2014 minutes.

 

Public Address:  None.

 

Unfinished Business: None.

 

New Business:

Meadowbrook Public Library Named Business Partner of the Year

Meadowbrook Public Library was named Business Partner of the year by the Shawsville Middle School for its help and contributions with several school programs.

 

Montgomery County FY 2016 Budget

The Board reviewed the budget submission for FY16.  Changes were made to several line items.

We are saving money in phone costs and those savings have been moved to the gas and mileage line items.  A new line item for copier charges / overages has been added per the request of the county.  The funds for this line item will come from the office supplies line. The library materials line item will increase due to salary savings from an employee who retired in FY 2014.

 

We have not received state aid numbers from the State Library as of yet.  Trustee Larry Spencer asked if County Administrator Craig Meadows had heard of anything that might affect the budget.  Ms. Alston replied that we may have a second year of returning a portion of our state aid.  Montgomery Board of Supervisor’s member Mary Biggs stated that all representatives know this is an issue.

 

Ms. Alston reviewed the Library Maintenance requests for FY16 with the Board.

 

Mr. Spencer made a motion to accept the proposed FY2016 budget.  Ms. Gardner seconded the motion, a roll call vote was taken and the motion passed.

 

Roll Call Vote:                                                Aye     Nay

Karen Drake                         X

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Ginny Gardner                     X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

 

Report of the Director

 

Financial Report

We should be at 41 percent of budget.  Copy and printing sales are on track but fines continue to drop.

 

We were approved to use our end of the year money, which totaled $21,921.   We asked for display furniture for the Blacksburg Library.  In Christiansburg, we requested items to create a makerspace and in Meadowbrook, we requested to be able to update the camera system.  We also asked to replace four children’s computers in Christiansburg and Blacksburg.  All requests have been approved and we are in the process of purchasing the items.

 

Statistics

The board reviewed the statistics from November.

 

Programming / Collection

Ms. Minnick shared that Meadowbrook has been approached to host three Red Cross blood drives.  They would be held in January, May and August.  Mountain Valley has offered to pay $10 on patrons’ library accounts for participants (up to a total of 50 patrons.)  Ms. Richardson made the motion to approve the blood drives with the patron incentive, Ms. Armstrong seconded the motion and the motion passed unanimously.

 

The Blacksburg Library held a Gluten-Free Expo on November 8 with 437 attendees sampling gluten-free food items from eight restaurants and venders.

 

The She Surprised Shakespeare Mystery Theater held at the Christiansburg Library on November 22 had 31 participants.  This is the seventh year they have held a dinner theater.  This program is sponsored by the Friends of the Library.

 

A Veteran’s program co-sponsored by Elliston-Shawsville Post 4920 and, Ladies Auxiliary Post 4920 was held at Meadowbrook on Saturday, November 8 with 34 attendees.  Also the VFW post worked with the library to collect over 10 boxes of items for veterans.

 

Friends and Family CPR was held in Floyd with the Rural Health Nurse Association had 19 participants on November 7.

 

In January, we will begin a “1000 books before Kindergarten” reading program that goes on year round with the goal that parents read 1,000 books to their child before he/she starts kindergarten.  There will be rewards with each 100 books read.

 

The Children’s department will begin a baby story time in Christiansburg in January.  They will drop one of the toddler story times to make space for it on the schedule.

 

Facilities/Technology

The IT department upgraded our library software on the Wednesday before Thanksgiving.  It went smoothly and puts us on the latest version of SIRSI.  A new feature being tested now is the emailing of receipts.  The upgrade will provide the groundwork for new online catalog abilities such as a new look, customizable colors, new search / browse features like faceted searches that filter results.

On Monday, December 22, we will go live with the new hold notification options (text, email, automated calling) at the Blacksburg Library.  It will be tested there for a period of time before implementing it system-wide.

 

We have a survey on website regarding self-service checkout use.  IT has done quite a bit of work to reorganize the staff intranet. They also created a notice that is emailed to patrons when their cards are 30 days from expiring.

 

We will begin offering e-books from3M in January.  The 3M books can be downloaded to iPads, Apple and Android phones, Nook tablet and Kindle Fires.  They appear to have good support for patrons.

 

Trustee Karen Drake suggested the libraries add trainings in January on electronic items / e-readers.  Ms. Alston responded that libraries have Book-a-Librarian available daily in all libraries for patrons who have questions and need assistance.

 

We have our new van complete with MFRL logo.  It is in use now.

 

Staff and Trustees

There are 5 Circulation Specialist openings in Blacksburg and one in Christiansburg.  Christiansburg just hired a new Library Service Specialist (LSS) for a position vacated by the death of Sallye Kennedy.  We are also running an ad to replace the full time LSS in Blacksburg.  Emily Anderson is out on maternity leave and has decided to come back part time, freeing up her position.

 

Incidents

There were four incidents since the October Meeting.

 

Meadowbrook had a staff member trip over a file drawer. That staff member is fine.

 

Christiansburg had the heating units freeze up causing the building to be filled with smoke.  Branch Supervisor Pamela Hale worked closely with the fire department and the police department, as well as the county representative with building and grounds to fix the issue.

 

Jessie Peterman Library was contacted by the Floyd County Sheriff’s office about a library card being found at the scene of a crime.

 

Jessie Peterman Library was also contacted by a sheriff’s deputy about “multiple men” lingering in the parking lot during overnight hours using the wireless internet service to view pornography.  The deputy suggested the library take out trespassing warrants against people in the parking lot after hours.  After a discussion, the board agreed that it is a County issue, not a library issue, since the building and parking lot belong to the County.  Ms. Alston will look into the possibility of adding a filter to the wireless connection but the board is not in favor of shutting off the wireless after hours.

 

Reconsiderations

There was one reconsideration submitted.  The book Girl Stuff was requested to be removed from the collection due to some of the subject matter.  The reconsideration committee reviewed the submission and opted to leave the book in the collection.

 

 

Committee Reports

 

Executive Committee – Met to review the FY2016 budget.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee – Did not meet.

 

Floyd Friends of the Library

The membership drive will take place in January.

 

Montgomery Friends of the Library

The membership drive will take place in January

 

MFRL Foundation

The estimated amount made from the November Basket Auction is around $10,000.

 

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

The meeting was adjourned at 8:05 p.m.

 

Approved by the Library Board

Ginny Gardner, Secretary

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

 

 

 

 

Category: Board, Meeting Minutes