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May 21, 2014 Library Board Meeting

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

May 21, 2014

 

Board Members Present:

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Anne Page

Darlene Richardson

Ann-Margaret Shortt

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

Elizabeth Sensabaugh, Blacksburg Library Branch Supervisor

 

Board Members Absent:

Karen Drake, Chair

Ginny Gardner

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

Call to Order:  Vice-Chair Margaret Christle called the monthly meeting of the MFRL Board of Trustees to order at 7:08 p.m., on Wednesday, May 21, 2014 at the Christiansburg Library.

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Ann-Margaret Shortt and seconded by Trustee Alison Armstrong to accept the agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Shortt, seconded by Trustee Anne Page and the board voted to approve the April 16, 2014 minutes.

 

Public Address:  None.

 

Unfinished Business: None.

 

New Business:

 

Closing the Libraries on July 5

The fourth of July is on Friday this year.  We are already closed on Sunday.  Ms. Alston would like to request that the board consider closing the libraries on Saturday, July 5.  This will allow all staff to experience a three day weekend. Last year, July fourth was on a Thursday and the Friday after, we were busier than normal.  The Saturday of July 6 was normal.  In our area, this year Pulaski County will be closed but Radford and Roanoke County are open.  Most of the other libraries around the state are open.  After a short discussion Ms. Shortt made the motion to close the libraries on July 5 and Trustee Larry Spencer seconded the motion.  A roll call vote was taken and the vote passed unanimously.

 

Roll Call Vote:

Aye     Nay

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Anne Page                            X

Darlene Richardson             X

Ann-Margaret Shortt           X

Larry Spencer                       X

 

Final Report from VT ISE Students

The group of students researched various ways to protect DVD’s from being stolen.  The group came up with three solutions:

1)      RFID – based on conversations / interviews with other libraries it was determined this would not be the best way to go.  It is not cost effective.

2)      Hubcap device – This device basically places a plug in the DVD case.  Without the use of a very powerful magnet, the DVD cannot come out of the case.  If someone tries to pry it out, the DVD will break.  Hopefully this will deter patrons from attempting to steal the DVD.

3)      The third and final solution was using a “redbox” type machine to dispense the DVDs.  It was suggested that these only go to Christiansburg and Blacksburg  Libraries. The combined cost for the libraries would be $71,000.  This would eliminate the theft of DVDs altogether.

 

Ms. Page asked what percentage of the book budget is allotted for DVD purchases.  Ms. Alston answered that about 10% of the book budget is set aside for DVD’s.   Ms. Alston also noted that we have been impacted by streaming and the ready supply of Redboxes.  Ms. Page asked how we would finance such a venture.  Ms. Alston said we do not have a line item that could handle this amount, nor could we save this amount from year-end so we would have to ask the Board of Supervisors for the money.  She also noted that we would definitely have to look at the footprint of the buildings to see where such a piece of equipment would fit.  Trustee Natalie Cherbaka asked how important it is to invest in the protection of these materials with all of the electronic offerings that are currently available.

 

Ms. Shortt asked about the inventory of items we currently have.  Ms. Alston said we are trying to gradually do inventory, and have begun with DVD’s.  Ms. Shortt suggested having a Service Group / Fraternity come and do the inventory for us.  Ms. Alston responded that the problem is that there is not enough equipment to properly inventory and it would be difficult to have enough for a group to do the inventory.

 

Strategic Plan

In our current Strategic Plan, we only have one goal for FY15 and it is to create a reading garden in the Meadowbrook courtyard in conjunction with the Meadowbrook Center.  Other suggestions from staff are just thoughts in need of refining at this point.

 

  • Explore connections with local groups to provide some sort of ESL support
  • Expand our online reader’s advisory services
  • Continue to create comfortable and flexible spaces in our buildings
  • Develop maker spaces (offering tools for patrons to make things. Possibly a resource center for quilting at Meadowbrook Public Library.  A woman wants to donate her collection of quilting books to be housed at Meadowbrook.)
  • Continue the scanning project
  • Enhance the existing early literacy kits and come up with more subjects
  • Expand services to local assisted living centers

 

Ms. Alston asked the board if there were any items they feel could be added to the list to be explored. The board felt the items listed were appropriate and had no other suggestions at this time.  Board members were asked to let Ms. Alston know if there are more suggestions to add before the next Management Staff meeting on June 10.

 

Report of the Director

Financial

We have finished the tenth month of the fiscal year and should be at 83% of budget.

 

We are down $15,000 due to the electronic downloads.  We will need to adjust this in the coming fiscal years.

 

We received the funding letter from Blacksburg for FY 2015 that states their donation will be $15,000.

 

On Monday, the state announced that there is a $300M shortfall in revenue collections. This is from Phil Abraham, the VLA Lobbyist, “This is not good news for the budget negotiations and it remains unclear how this may impact the ultimate conference report and, specifically, our state aid budget amendment.”  There will also be serious implications if the state does not have a budget on July 1. The schools receive more than $50M from the state and the County will not be able to appropriate their budget if the state has not approved their budget.  Montgomery County Board of Supervisors Liaison to the Library Board, Mary Biggs stated that if Montgomery County goes through the reserves we can find budget for three months only.

 

We will leave money in the expenditure accounts for a possible bonus for staff in the fall if County Administrator Craig Meadows chooses to give bonuses to staff.

 

Angie Hill with Finance is still working to get the credit card machines for the libraries.  We have lost money because folks do not carry cash and checkbooks much anymore.  We will hopefully know more in a couple of weeks.

 

We will be adding Hoopla sometime in July. Hoopla is a way for patrons to stream music, movies and audiobooks.  MFRL will be charged from .99 – $2.49 per item as it is checked out.  We will put up money first, then as items are checked out the amount will be debited from this money.  We can put a cap on how many items individual patrons can check out per month.

Ms. Cherbaka asked if we could make a core amount of items available at no charge per patron and then add a fee for any past the five items.  Ms. Alston said we need to keep our core services free of charge.  We should shy away from charging for more.

 

Statistics

The board reviewed the statistics with no questions.

 

Programming and Collection

Board members were encouraged to review the other library programming news they were given in the Library Board packet earlier this month.

 

Facilities

Elizabeth Sensabaugh, Branch Supervisor for Blacksburg Library shared about some changes at that location.  The wall of magazines is now gone.  This opens up the library for a better view across the library.  There have been more pockets of seating put in place.  The newspapers have been moved to this area.  The DVDs have been moved and more new furniture has been put in place.  We are currently working on signage, quotes for study rooms and a Dr. Seuss quote for the children’s area.  All audio-visual items are together now.  Ms. Alston said that these are very positive changes. Staff is still working on weeding fiction and shifting it back so we can create a bit more space for the teens where the books on CD used to be.  We have gotten a little bit of push back from patrons because we put the books on CD on the 42 inch shelving and they don’t like anything on the bottom shelves.  We brought in stools and put items on the canopy, using the very bottom to display books on CD.  We haven’t had any other complaints since.

 

Ms. Alston shared the students from Virginia Tech’s Big Event, assisted by a Master Gardner, spruced up around the front of the Christiansburg Library.

 

The Air Conditioning unit at Christiansburg was repaired today with the part we have been waiting for over the past month. We may have other issues with another one of the four air conditioning units.  We will monitor that closely and be a little more demanding if it continues to fail.

 

Phones were delivered to Meadowbrook today and staff will be trained on them next Friday.  They should be delivered to Christiansburg in the next week and that staff will be trained on June 6. We are hopeful that the phone system at both libraries will go live shortly thereafter.

 

 

Staff and Trustees

The Floyd County Board of Supervisors agrees with the idea of  transiting the Jessie Peterman Libray staff to the Floyd County Plan.  Mr. Campbell is currently reviewing the agreement we have with Montgomery County and he and Ms. Alston will begin draft an agreement with FC.  Ideally, it would make the most sense to have it completed by July 1.

 

We won two awards at the Virginia Library Directors meeting in April.  Christiansburg won the best adult programming for the over 80,000 population for their artist-in-residence and Musicians in Performance series.  So far they have had 2 artists, a photographer, a sewist and several bands.  It will continue on May 31at 6:00 p.m. with their Barn Dance and County Connection.  Blacksburg Library won for the best program in conjunction with another group for the Chili Crawl they had in March where 250 people sampled chili provided by eight local restaurants.  Congratulations to both libraries.

 

Last month Ms. Alston reported that we were able to create a 25 hour unclassified position to assists in cataloging.  The full time cataloging assistant position was vacated in 2008 when the employee in the position retired.  It was then immediately frozen and we eventually lost the funding so cataloging has been short-handed for six years.  The previous courier provided some help for 10 hours a week but once she moved to the staff of the Christiansburg Library, we needed to give Vicki Reedy some relief. Tory Leahy, the children’s assistant, applied for the position and was the successful candidate so she started on Monday.   Now we are looking for another children’s assistant.

 

Incidents

There were two incidents this month.

 

A child fell in the parking lot at Meadowbrook Library and skinned her cheek and had a bloody nose.  Staff helped clean her up.  The mother refused to have the rescue squad called.

 

Blacksburg library had a patron who wanted to check out a new magazine, which we do not allow and angrily stormed out.  Ms. Christle asked how often this patron is in the library to which Ms. Sensabaugh answered most every day.  Trustee Alison Armstrong knows the patron’s sister and offered to talk with her to see if it would be helpful.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee

The Library Board Self-evaluation will be emailed tomorrow.  Fill out the form and send it back to Ms. Alston by date noted on the email.

 

 

Policy Committee

The Policy Committee met today regarding the Library Code of Conduct.  It was recommended that we add the use of electronic cigarettes is not permissible in libraries and the words  “or recording” other users of the library without their permission and permission of the library staff.

After a short discussion Ms. Armstrong made the motion to make these corrections to the Library Code of Conduct and Ms. Shortt seconded the motion.  A roll call vote was taken and the vote passed unanimously.

 

Roll Call Vote:

Aye     Nay

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Anne Page                            X

Darlene Richardson             X

Ann-Margaret Shortt           X

Larry Spencer                       X

 

 

At 8:02 p.m. Ms. Armstrong moved that the Montgomery-Floyd Regional Library Board enter into a Closed Meeting as stipulated in the Agenda under Section 2.2.3711 Code of Virginia, discussion, Consideration or Interviews of Prospective Candidates for Employment; Assignment, Appointment, Promotion, Performance, Demotion, Salaries, disciplining or resignation of specific Officers, appointees of Employees of Any Public Body, seconded by Ms. Richardson and the Board voted unanimously to enter into a Closed Meeting.

 

Roll Call Vote:                                                Aye                 Nay

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Anne Page                            X

Darlene Richardson             X

Ann-Margaret Shortt           X

Larry Spencer                       X

 

 

Return to Open Session

Ms. Shortt moved, seconded by Ms. Armstrong, and the Board voted unanimously to return to open meeting at 8:23 p.m.

 

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

 

Ms. Christle thanked Ms. Alston and commended her for a job well done, especially in such tight budget years.

 

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

The meeting was adjourned at 8:26 p.m.

Approved by the Library Board   DRAFT

Margaret Christle, Vice-Chair

Ruthie Bellman, Recorder

 

Category: Board, Meeting Minutes

Library Board Agenda for June 18, 2014 meeting

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Christiansburg  Library

7:00 PM

 

June 18, 2014

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

-          May 21, 2014 minutes

 

Public Address

 

Unfinished Business

-          Transition of JPL employees to Floyd County Pay Plan/Personnel policies

-          Board self evaluation

 

New Business

-          Approval of FY 2015 calendar

 

Report of Director

-          Financial Report

-          Statistics

-          Programming / Collection

-          Facilities / Technology

-          Staff / Trustees

-          Other

 

Committee Report

-          Executive

-          Development

-          Leadership

-          Policy

-          Floyd Friends of the Library

-          Montgomery Friends of the Library

-          MFRL Foundation

 

 

Adjourn

 

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Dates to Remember:

 

v  May 25, 2014 – August 31, 2014 – Libraries closed on Sundays

v  June 23, 2014 – Library Director off

v  July – NO BOARD MEETING

v  July 1,2014 – Start of Fiscal Year 2015

v  July 4-6, 2014 – Independence Day, Libraries Closed

v  July 16-22, 2014 – Library Director on annual leave

v  August 21, 2014 – Board of Trustees meeting, Christiansburg

v  September 1, 2014 – Labor Day holiday, libraries closed

Category: Agenda, Board

April 16, 2014 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

April 16, 2014

 

Board Members Present:

Karen Drake, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Ginny Gardner

Ann-Margaret Shortt

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

Cindy Minnick, Meadowbrook Library Branch Supervisor

 

Board Members Absent:

Darlene Richardson

Anne Page

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Call to Order:  Chair Karen Drake called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, April 16, 2014 at the Meadowbrook Public Library.

 

Roll Call:  Ms. Drake

 

Acceptance of Agenda:   A motion was made by Trustee Ann-Margaret Shortt and seconded by Trustee Alison Armstrong to amend the agenda to add Policy 115 discussion regarding e-cigarettes and to approve the agenda with the amendment.  The motion passed unanimously.

 

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

 

Public Address:  None.

 

Unfinished Business: None.

 

New Business:

 

FY14 Library Goals

Library Director Paula Alston reviewed the FY14 Library Goals and Accomplishments with the Board.

 

Director’s Evaluation Form

Ms. Alston and Ms. Drake went over the evaluation form with the Board.   Ms. Drake stressed that including detailed comments on the evaluation will be extremely helpful.  Ms. Alston will email a copy of the form to board members tomorrow.  The forms should be emailed or mailed to Trustee Margaret Christle by May 9.  She will email everyone her mailing address tomorrow.  All Board members should bring the signed copy to the May 9 meeting.  There will be a closed session at the end of the May 21 meeting to discuss the evaluation.  Ms. Drake will meet with Ms. Alston after that with the results of the evaluation.

 

Possibility of Moving Floyd County Employees to Floyd County Plan

Ms. Alston will be meeting with Floyd County Administrator Dan Campbell this coming Friday to start this conversation. Ms. Alston asked the Board for their point of view on this situation to be able to clearly present the wishes / views of the board on this.

 

Ms. Alston told the board that there is no reason from the Library of Virginia’s point of view to prevent us from moving them from Montgomery County to Floyd County.  There are no compelling issues from Montgomery County to stop us from doing this.  MFRL employees are currently all paid and reported under Montgomery County FEIN (Federal Employer Identification Number.)  Floyd employees are currently covered by the Montgomery County personnel policies by mutual agreement (includes leave and benefit provisions for classified full time and part time employees.)  They would be placed under Floyd County employee policies should the switch be made.

 

Jessie Peterman employees not on Montgomery County pay plan or Floyd County pay plan.  MFRL has tried to mirror Floyd County pay increases when possible.  We have tried to keep up with Montgomery County raises for Floyd County employees by taking the money from the book budget to do this.

 

Floyd employees often feel disenfranchised when Montgomery County employees have increased wages/benefits, especially since starting pay is less than that of  Montgomery County employees.  Currently all MFRL part-time classified employees have some paid benefits and earn leave; perhaps we would grandfather in current part-time employees.  Montgomery County  part time classified benefits include partial payment of health insurance premiums by MFRL.  Also, we would need to find out if they would keep their tenure or be required to have a new start date.

 

Montgomery County allows Floyd County employees to participate in training and this would probably still stand should the change be made.

 

Ms. Gardner asked if the Jessie Peterman employees were to be taken under the Floyd County Pay Plan, would they be guaranteed to receive pay raises?  Lauren Yoder, Floyd County Board of Supervisor’s Liaison to the Library Board answered that he was not sure, but couldn’t imagine they would not.

 

Ms. Gardner made the comment that it would give the Board of Supervisors ownership to add the employees to the Floyd County pay plan.

 

Ms. Shortt stated that we would have to have an agreement that is well written.  Ms Alston told board members that the Library of Virginia says not to alter the original contract.

 

Mr. Yoder stated that it would simplify things if we could move these employees into the Floyd pay plan.

 

Ms. Drake asked how doing this would affect the budget.  Ms. Alston said we would work that out.

 

Ms. Drake stated that the library has support of the board to begin conversations to make this move.

 

Code of Conduct and Policy 115 Change

The Code of Conduct and Policy 115 do not list e-cigarettes specifically.  There have been some patrons recently coming in to the library using e-cigarettes.  Therefore, we need to give staff clear guidance on how to handle this.  Trustee Larry Spencer said that the Town of Christiansburg’s policy was amended to add e-cigarettes. Ms. Christle made the motion to add specifically e-cigarettes to the list of irresponsible use of the library items in the line stating

“Consumption of alcohol, intoxicants, or tobacco” to Policy 115.  Trustee Ginny Gardner seconded the motion and the motion passed unanimously.

 

Report of the Director

 

Financial Report

We have finished month number 9 of the fiscal year and should be at 75% of budget.

Ms. Drake asked about the “refunds to patrons” line item.  Ms. Alston explained that this is for patrons who have lost and paid for a book, but then found the book and returned it to the library.  We then refund the patron the money they paid for the lost book.

 

The County will not be accepting credit cards through the Treasurer’s Office after April 25.  Director of Fiscal Management, Angie Hill is working on getting an agreement to allow us to take credit cards.  This will likely include fees of between $1,000 – $1,500 per year that we will pay.  However, there may be a lapse in use of the credit card machines.  She is working to get things set up to allow patrons to be able to pay online.

 

Statistics

Ms. Alston mentioned the continuous rise in ebooks.  We have added more ebooks and audio books with OneClickdigital.

 

Ms. Drake asked if the snow days have hurt circulation numbers.  Ms. Alston stated that the snow days have affected circulation noting that the libraries were closed five days in February.

 

Programming/Collection 

Blacksburg partnered with the Newman Library at Virginia Tech for the third annual edible book contest.  This is always popular and always creative.

 

Terry Ellen Carter was the artist in residence in March at the Christiansburg Library.  She is a sewist who displayed some of her work, as well as helped patrons with particular sewing problems or questions.

 

Ms. Alston introduced Meadowbrook Library Branch Supervisor Cindy Minnick to the Board.  Ms. Minnick shared about the Prom Dress Extravaganza that was held last week.  There were 150 dresses donated.  Girls from Floyd County, Christiansburg, Blacksburg, Auburn, some homeschoolers as well as Eastmont students came to the event.  There were 80 attendees for the event and 25 dresses were taken.  The staff and community folks worked well together to make the event happen.  There were donations of haircuts, manicures, and Ponnie’s Boutique donated jewelry for the event.  There was a woman there who did alterations on the dresses for the girls, if needed. The Meadowbrook café served refreshments.  This event was the second annual event and we are looking forward to next year.

 

Ms. Minnick also shared about the Egg Hunt held today that brought in 50 eager patrons.  The Easter Bunny was in attendance and Ms. Alston read a story to the children.  It was a great event.

 

The AARP came to Meadowbrook and did their annual tax preparation for seniors.  The event served 40 people.

 

Facilities / Technology

We installed a new kid’s AWE computer in Floyd.  The old one was 5 years old.  They are now touch screen with better graphics.  We have a cheaper version from a new company called Kids Computers on order for Meadowbrook.

 

We installed a new enterprise grade wireless system in Floyd for better buildingwide internet coverage.

 

All buildings participated in the state-wide tornado drill on March 18.  It was held before the libraries opened in Meadowbrook and Floyd, but while Christiansburg and Blacksburg were open.  No incidents to report. Everyone cooperated.

 

We were able to have additional electrical outlets installed outside at the Christiansburg Library. One outlet is in the book drop area, one is where we will install the Mary Ann Hinshelwood table and one in the amphitheater area.

 

Blacksburg Library now has a new staff refrigerator, complete with ice maker. This was purchased with Friends of the Library money to replace their smaller, 18 year old refrigerator.

 

The rest of the tables for the Blacksburg Library were delivered last week.  The solid cord channels did not arrive with the tables so they were shipped separately and should have arrived today.  The installer will be here tomorrow to get them in place.  We are still waiting for the sign company to give us proofs of the additional signs.

 

The electoral board visited the Meadowbrook Library last week to review it as a polling place because voters have had to wait outside in the cold and wet weather in order to vote.  Ms. Minnick had other options for them but no decision was made yet whether it would remain a polling place.

 

Staff and Trustees

The kick off for the storywalk was held today.  Ms. Alston thanked those board members who attended.  There has been much excitement about the storywalk and we have gotten good publicity about it.

 

Ms. Alston attended the Town of Floyd council meeting on April 3 and the Town of Christiansburg council meeting on April 8 to thank them for the donation.  Ms. Alston thanked  Ms. Shortt for attending with her.  Town of Floyd may increase their donation and it looks positive for the Town of Blacskburg to do the same.

 

Christiansburg LSS Karen Martin retired effective March 31.  Jessica Tabor was hired to replace her, leaving a part-time LSS position available in Christiansburg.  Stacy Cole was promoted to that position, leaving her CS position available.

 

With Jessica’s promotion to a full time employee, that leaves Tech Services Acquisition Manager, Vicki Reedy without assistance in technical services.  We are now able to create a non-classified cataloging assistant position and are advertising that now.  It will be on par with the two children’s positions we currently have and will start a $10.00 per hour with a 25 hour work week.  We hope that the position will be ready to go in the May-June timeframe.  H.R. Director Karen Edmonds has the draft job description.

 

Incidents

There were no incidents reported this month.

 

Reconsideration

There were no formal reconsiderations submitted.  However we did receive a letter from a patron asking us to add a label to the DVD Sixteen Candles.  It’s rated PG but there is some frontal nudity, some foul language and lots of sex talk.  She did not want to fill out a reconsideration, but she wrote a nice letter explaining why she wanted it labeled.  We declined to label it.  She asked whether children can check out anything they want and the staff member explained we do not act in place of the parent or guardian, whose responsibility it is to decide what their children check out from the library.  She did not seem totally satisfied with that answer but we have not heard from her again.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

Ms. Drake did state that she is now the Planning Director for Montgomery County and that the Planning meetings often fall on the same night as the library board.  Therefore, we will need to replace her on the slate of nominees for Board Chair.

 

Policy Committee – Did not meet.

 

Floyd Friends of the Library – Did not meet.

 

Montgomery Friends of the Library

The Montgomery Friends Annual meeting will be on May 8.  The speaker has cancelled and they are currently looking for a local author to speak.  Please let Ms. Alston know if you know of anyone.

 

The Garden Tour is coming up with some mini-tours this month.

 

MFRL Foundation

The Foundation Basket Auction committee met to begin planning for the 2014 2nd Annual Basket Auction.  Save the date for the auction which will be on November 6 at VCOMII.  They are looking for big ticket items and hoping for 120 baskets this year.  Ms. Alston would like the board to donate a basket this year.

 

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

The meeting was adjourned at 8:17 p.m.

Approved by the Library Board

Ginny Gardner, Secretary

Ruthie Bellman, Recorder

 

Category: Board, Meeting Minutes

May 21, 2014 Board Meeting Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Christiansburg  Library

7:00 PM

 

May 21, 2014

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

-          April 16, 2014 minutes

 

Public Address

 

Unfinished Business

 

New Business

-          Consideration of closing the libraries on Saturday, July 5

-          Final report from VT ISE Senior Design Group 10

-          Strategic Plan  2014-2019

 

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

 

Closed Session

-          2.2-3711 Code of Virginia, Discussion, Consideration or Interviews of Prospective Candidates for Employment; Assignment, Appointment, Promotion, Performance, Demotion, Salaries, Disciplining or Resignation of Specific Officers, Appointees or Employees of Any Public Body

 

Adjourn

 

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Dates to Remember:

 

v  May 25, 2014 – August 31, 2014 – Libraries closed on Sundays

v  May 26, 2014 – Memorial Day, Libraries closed

v  June 23, 2014 – Library Director off

v  July 1,2014 – Start of Fiscal Year 2015

v  July 4, 2014 – Independence Day, Libraries Closed

Category: Agenda, Board

March 19, 2014 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

March 19, 2014

 

Board Members Present:

Karen Drake, Chair

Alison Armstrong

Natalie Cherbaka

Ginny Gardner

Anne Page

Ann-Margaret Shortt

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

 

Board Members Absent:

Margaret Christle

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

 

Call to Order:  Chair Karen Drake called the monthly meeting of the MFRL Board of Trustees to order at 7:03 p.m., on Wednesday, March 19, 2014 at the Jessie Peterman Memorial Library.

 

Roll Call:  Ms. Drake

 

Acceptance of Agenda:   A motion was made by Trustee Natalie Cherbaka 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. Cherbaka and the board voted to approve the February 19, 2014 minutes.

 

Public Address:  None.

 

Unfinished Business:

Review of Director’s Evaluation Form

The executive committee recommended a few adjustments to the director’s evaluation form.  They suggested that several of the annual goals should be weighted instead of a yes or no.  The rest of the trustees agreed.  The evaluation will be given to board members at the April meeting and a copy emailed to them. Once the evaluations are completed, they are to be sent to Margaret Christle.  At the May meeting the board will go into a closed session to discuss the results of the evaluation.  The board members were asked to make detailed comments on the evaluations.

 

There were some questions about some of the goals listed on the evaluation.

 

In regards to the goal “Create a dedicated outreach coordinator position or provide a more coordinated effort to deliver service to the community” Kit Haggard, Liaison for the Floyd Friends, asked how the libraries deal with checking out books to institutions.  Books are checked out to an institution card.  Sr. Program Assistant Ruthie Bellman takes books to Warm Hearth and checks them out to the residents so there is a record of which resident has what book.  This has been successful in the past year.

 

Also, there was a question about expanding the Little Libraries.  The books and items in the Little Libraries are free to the public.  Anyone can take a book from the Little Libraries and not return the book.  The books used to stock the Little Libraries are either donated or discarded books.  Nothing comes from the collection.  Mary Biggs suggested we check with hospitals to see if we could put little libraries in there.

 

Regarding the Books for Babies program, we are considering giving the Books for Babies kits to mothers who use the Free Clinic.  We may ask DSS to assist in distributing them.

 

Another question was asked about the click and pledge option on the foundation page of our website. The Foundation will provide the link to their “click and pledge” account.

 

Ms. Armstrong moved to make the eight goals weighted and keep them as they are currently worded.  Trustee Anne Page seconded the motion and the motion passed unanimously.

 

New Business:  None.

 

Director’s Update:

 

Ms. Alston met with Dan Campbell on February 27.  Trustee Ann-Margaret Shortt and Ms. Alston attended the Floyd County Board of Supervisors budget meeting on March 11.  It seems they all have a better understanding of our budget.  The possibility of an increase to the budget is still an unknown.

 

Ms. Alston will be appearing before the Blacksburg Town Council on March 25.  Anyone requesting more than $10,000 has been asked to come and speak.  Ms. Alston will use the opportunity to thank them for their donation this year and to explain what we will use the donation for.

 

Ms. Alston will be attending the Town of  Floyd council meeting on April 3 and the Town of Christiansburg council meeting on April 8.

 

The Montgomery County budget is tight this year.  No addenda items were granted this year.    Ms, Alston will be meeting with Marc Magruder in the Montgomery County Finance Department tomorrow to see what can be done about getting the needed SIRSI server.  The current server is eight years old and if it should crash we will lose everything.  It could take more than a year to recover.  This would be a one-time expense.

 

Programming / Collection

The Library of Virginia picked up their scanning equipment from the Floyd library in February.  We set a new record while using their equipment—over 13,700 images for a total of 157 gigabytes. And we still have more to scan.  We have asked the Friends of the Library for a scanner to continue this work.

 

Facilities / Technology

Here is the latest word from Citizens concerning our phone system, “We believe the e911 issues have been resolved.  We will do some more testing once we port some numbers into our system but the test number we are using now is working beautifully.  We are working with Verizon now to complete the Porting Process (integrating their Verizon Software into our Billing system etc…) we hope to have that finished very soon.”  They are working on a time frame on what numbers to start porting and in the meantime, they have credited our account for the services we are not receiving fully from them

 

We have added a self-checkout computer in Floyd.  It has a touch screen.  It is one that the IT staff created using shareware provided by a large library system.  Several Floyd patrons got on Facebook to let us know they appreciated the personal touch of having staff check out their books.  Branch Supervisor Cathy Whitten did let them know it’s not mandatory to use the self-checkout, It is just there for their convenience.

 

The remaining tables for Blacksburg should be in next week.

 

Staff and Trustees

The board has been invited to the kickoff of the Storywalk at Christiansburg Library.  It is scheduled for April 16 at 11:00 a.m.

 

The Spanish Welcome Brochure is completed and now in all libraries.  Also, a new combined Friends of the Library / Foundation bookmark is available. The board received a copy of the brochure and a bookmark.

 

 

Incidents

There were two incidents this month to report.

 

The first incident happened at Jessie Peterman Library.  A staff member found two people in the parking lot having a spat.  The employee called the Sheriff and they left.

 

The second incident took place at Meadowbrook Public Library.  A 15 month old child along with his mother and grand-mother were playing in the fenced playground area.  Somehow the child got away from the adults, got out of the fenced area and fell through a separate fence down an embankment and into the creek.  The women got him out of the creek and brought him to the library.  Staff called 911.  The paramedics treated the boy for bruises and scratches.  They also suggested that the mother take the child to the emergency room.  The mother refused to take him.  The mother made the comment that that is a “lawsuit waiting to happen.”  Ms. Alston met with Steve Phillips, who will send a crew out to block off the old fence.

 

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

The meeting was adjourned at 7:31 p.m.

Approved by the Library Board

Ginny Gardner, Secretary

Ruthie Bellman, Recorder

 

Category: Board, Meeting Minutes

April 16, 2014 Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Meadowbrook  Library

7:00 PM

 

April 16, 2014

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

-          March 19, 2014 minutes

 

Public Address

 

Unfinished Business

 

New Business

-          FY 2014 Library goals

-          Director’s Evaluation

-          Possibility of moving Floyd County employees to Floyd County plan

 

Report of Director

-          Financial Report

-          Statistics

-          Programming / Collection

-          Facilities / Technology

-          Staff / Trustees

-          Other

 

Committee Report

-          Executive

-          Development

-          Leadership

-          Policy

-          Floyd Friends of the Library

-          Montgomery Friends of the Library

-          MFRL Foundation

 

Adjourn

 

 

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Dates to Remember:

 

 

v  April 20, 2014 – Spring Holiday, Libraries closed

v  April 24-25, 2014 – Director at Graves Mountain, State Library Director’s meeting

v  April 28-May 5 – Library Director on A/L

v  May 25, 2014 – August 31, 2014 – Libraries closed on Sundays

v  May 26, 2014 – Memorial Day, Libraries closed

v  June 23, 2014 – Library Director off

v  July 4, 2014 – Independence Day, Libraries Closed

Category: Agenda, Board

February 19, 2014 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

February 19, 2014

 

Board Members Present:

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Ginny Gardner

Anne Page

Darlene Richardson

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

Pamela Hale, Christiansburg Library Branch Supervisor

Karen Martin, Library Service Specialist, Christiansburg Library

 

Board Members Absent:

Karen Drake, Chair

Ann-Margaret Shortt

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

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

 

Roll Call:  Ms. Christle

 

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

 

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

 

Public Address:  None.

 

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

 

Unfinished Business: None.

 

New Business:

Heafner Donation

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

 

Director’s Report

 

Financial

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

 

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

 

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

 

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

 

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

 

Statistics

We are pleased that the ebook numbers continue to grow.

 

Programming / Collections

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

 

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

 

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

 

Facilities / Technology

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

Staff and Trustees

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

 

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

 

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

 

Incidents

There are no incidents to report this month.

 

Reconsiderations

There are no reconsiderations this month.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

 

 

Policy Committee

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

 

Montgomery and Floyd Friends of the Library

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

 

Their annual joint meeting will be May 8 in Blacksburg.

 

MFRL Foundation

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

 

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

 

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

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

Approved by the Library Board

Margaret Christle, Vice-Chair

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

March 19, 2014 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Jessie Peterman Library, Floyd

7:00 PM

 

March 19, 2014

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

-          February 19, 2014 minutes

 

Public Address

 

Unfinished Business

-          Review of Director’s Evaluation form

 

New Business

 

Adjourn

 

 

Reception for the Floyd Board of Supervisors, Floyd Town Council, Invited Guests

 

 

 

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Dates to Remember:

 

v  April 11, 2014 – Staff Day, Floyd Library, 10:00 a.m. – 2:00 p.m. Please come!   Libraries closed

Theme: Many Happy Returns: Exploring Customer Service

v  April 20, 2014 – Spring Holiday, Libraries closed

v  April 28-May 5 – Library Director on A/L

v  May 25, 2014 – August 31, 2014 – Libraries closed on Sundays

v  May 26, 2014 – Memorial Day, Libraries closed

v  June 23, 2014 – Library Director off

v  July 4, 2014 – Independence Day, Libraries Closed

 

Category: Agenda, Board

February 19, 2014 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Blacksburg  Library

7:00 PM

 

February 19, 2014

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

-          January 15, 2014 minutes

 

Public Address

 

Resolution for Karen Martin presentation

 

Unfinished Business

 

New Business

-          Resolution for Heafner donation to JPL endowment

 

Report of Director

-          Financial Report

-          Statistics

-          Programming / Collection

-          Facilities / Technology

-          Staff / Trustees

-          Other

 

Committee Report

-          Executive

-          Development

-          Leadership

-          Policy

-          Floyd Friends of the Library

-          Montgomery Friends of the Library

-          MFRL Foundation

 

Adjourn

 

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Dates to Remember:

 

v  April 11, 2014 – Staff Day, Libraries closed

v  April 20, 2014 – Spring Holiday, Libraries closed

v  May 25, 2014 – August 31, 2014 – Libraries closed on Sundays

v  May 26, 2014 – Memorial Day, Libraries closed

 

Category: Agenda, Board

January 2014 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

January 15, 2014

 

Board Members Present:

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Anne Page

Darlene Richardson

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

 

Board Members Absent:

Karen Drake, Chair

Ginny Gardner

Ann-Margaret Shortt

 

County and Affiliate Liaisons Absent:

Gail Billingsly, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

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

 

Roll Call:  Ms. Christle

 

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

 

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

 

Public Address:  None.

 

Unfinished Business:

 

Floyd County Budget

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

 

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

 

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

Roll Call Vote:

Aye     Nay

 

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Anne Page                            X

Darlene Richardson             X

Larry Spencer                       X

 

New Business:

 

Approval of Resolution for Karen Martin

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

 

March Reception for Floyd County Politicians

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

 

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

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

 

Report of the Director

 

Financial

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

 

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

 

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

 

Statistics

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

 

Programming / Collection

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

 

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

 

Facilities / Technology

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

 

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

 

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

 

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

 

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

 

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

 

Staff and Trustees

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

 

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

 

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

 

Incidents

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

 

 

Reconsideration

There were no reconsiderations this month.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – Did not meet

 

Leadership Committee – Did not meet.

 

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

 

Floyd Friends of the Library

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

 

Montgomery Friends of the Library

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

 

MFRL Foundation

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

 

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

 

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

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

Approved by the Library Board

Margaret Christle, Vice-Chair

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Category: Board, Meeting Minutes