Category Archives: Board

September 17, 2014 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

September 17, 2014

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Darlene Richardson

Cynthia Saunders

 

Library Board Members Absent

Karen Drake

Ginny Gardner

Anne Page

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery 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

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Elizabeth Sensabaugh, Blacksburg Branch Supervisor

Ruthie Bellman, Sr. Program Assistant

Vicki Reedy, Acquisitions Manager

 

 

Call to Order:  Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:07 p.m., on Wednesday, September 17, 2014 at the Christiansburg Library.

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   Director Paula Alston asked that the agenda be amended to include an update on the Pulaski incident under unfinished business. A motion was made by Trustee Darlene Richardson and seconded by Trustee Cynthia Saunders to accept the amended  agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Richardson, seconded by Trustee
Alison Armstrong and the board voted to approve the August 20, 2014 minutes.

 

Public Address:  None.

 

Unfinished Business:

 

Update on the Pulaski Incident

 

Police have not been able to locate items in the largest pawn shop in Pulaski, as reported by them saying “they are not part of the database.”  The total value of the items in question is $1,900.00. The fines on these are $660 and growing until items are returned.

 

The detective with the Christiansburg Police Department suggested we call the patron one more time and inform her that we will to take legal action if we do not get the items back.  Branch Supervisor Pamela Hale made the call on September 12.  The detective also suggested that we send a certified letter with the same information to the patron.  County Attorney Marty McMahon concurred with the advice we were given by the police department and that letter was mailed on September 15 giving the patron 30 days to return the items in the same condition she checked them out in, including having all their labels and barcodes attached.  We received the certified letter signature card back in the mail.  If we do not receive the items by October 15, then we will take out a criminal warrant against her.  In the meantime, Director Paula Alston consulted with the policy committee and they recommended we limit the number games, adult DVDs and devices that a patron can check out at one time.  The limits agreed upon are four video games, 20 DVDs and one device.  Since we catalog the Kindles differently than we do the handheld games, it has to be one of each.  We have a total of four kindles and two gaming devices.  Chris Elledge, System Administrator, has made these changes in SIRSI.  He also ran a report that showed that 90% of patrons who check out DVDs check out between 1-20 items.

 

New Business: None.

 

Position Report:  Acquisitions Manager – Collection development and cataloging.

Vicki Reedy talked to the board about her position at the library and the process each item goes though from selection until they are shelf-ready.  She showed the Board what a MARC record (Machine Readable Cataloging Record) looked like.  She explained that this is the format that is used to breakdown the information about an item so that a computer can read it and transfer it to what is published in the catalog.  She discussed the length of time that it takes to process each item and also the time it takes to process donations.

 

The system will be changing by 2018 to have the catalogs look more like Google.  This is a Library of Congress change.

 

Trustee Margaret Christle thanked Ms. Reedy for coming and for her work calling it the “lifeblood of the library.”

 

 

Report of the Director:

 

Ms. Alston welcomed Elizabeth Sensabaugh, Blacksburg Branch Supervisor to the meeting.

 

Financial Report

We should be at 16 percent of total budget at this point.  Ms. Alston noted that we pay insurances in the first quarter for the entire year.  Therefore the insurance line items are large for the month of August.

 

We received an annual donation from the Floyd Endowment in the amount of $7,500.00.  This goes to the book budget and could be used to digitize the Floyd Press, should we get to that point.

 

Statistics

Ms. Christle noted the increase in website hits from 2013 to 2014.  Ms. Alston elaborated that unfortunately, we miss the count of patrons who go directly to Hoopla and OverDrive and don’t seek them through our website.

 

Programming / Collection  

Ms. Sensabaugh shared about the Civil War Program that took place on August 23.  The attendance was 740.  Stations were set up outside and inside the building.  There were re-enactors dressed in period costumes, clothing displays, a working blacksmith, horse drawn artillery carriages, and Robert E. Lee (re-enactor) who gave a speech.  This was a large hit.  There were several positive patron responses given to the library about the event.  Ms. Biggs commented that with Heritage Day in Christiansburg going on at the same time, the attendance at the Civil War event was remarkable.  Ms. Sensabaugh mentioned the great job Assistant Branch Supervisor, Cathy Prati did putting together the event.

 

Another terrific program happened this past Sunday.  The Christiansburg Library celebrated the 200th anniversary of the Star Spangled Banner by having four groups perform.   The Christiansburg High School chorus and band, the Shaffer Memorial Choir and the Wilderness Choir all participated.  They all performed patriotic songs then joined together to perform the Star Spangled Banner.  An added benefit to the event is that Mrs. Charlotte Davis, a longtime patron, called on Monday to say she was so impressed with the program that she was meeting with her attorney to change her will to leave $10,000 to the Christiansburg Library.

 

The Christiansburg artist in residence last week was Larry Bechtel. He has loaned the Christiansburg Library a sculpture of a female lying in bed reading.  He is willing to sell it to us for $2,000. Ms. Hale is working to raise the money to purchase the sculpture.

 

The Fall Harvest event at the Meadowbrook Library will be held on Saturday, October 4 from 10:00 – 2:00 p.m.  There will be a cake walk, pie contest, games and much to do during the four hours.  Ms. Alston invited the board to attend.

 

 

 

 

Facilities / Technology

We have added the rest of the signs to the Blacksburg Library.  Now all of the major collections are marked.  We still hope to do something different to the entrance of the Children’s area and so we are exploring several options.

 

The Buildings and Grounds crew worked hard a few weeks ago to tear up the worst section of the asphalt path in the courtyard at the Meadowbrook Center and Library and poured a cement path.  They plan to do the other half at some point.  They did an excellent job.   Ms. Alston thanked Ms. Biggs for bringing this to the Board of Supervisors’ attention.

 

We have once again upgraded the wireless in Meadowbrook and Christiansburg Libraries.

 

Staff and Trustees

Ms. Alston directed board members to a training form that was placed in their folders.  This offers a way for members to track any training classes they take and to better enable them to share information from the trainings at future board meetings.

 

Board members were given an updated board roster and an updated calendar.

 

System Administrator, Chris Elledge will be interviewing for his full time computer tech person next week.  He has received five or six applications and will be interviewing three of them.

 

We will have the Montgomery County Board of Supervisors and the Christiansburg Town Council reception at the Christiansburg Library this coming March.

 

Incidents

There was one incident in Christiansburg this past month.  The emergency door in the juvenile  area has a bad leak when it rains.  The roof is fine, but the water is coming in around the top and bottom of the door.  Buildings and grounds folks vacuumed up the water and are currently trying to rectify the situation.  Ms. Alston will let Ms. Biggs know if it happens again.

 

Committee Reports:

 

Executive Committee – Did not meet.

 

Development Committee

The Development Committee met regarding the basket for the Basket Auction.  The board will donate a basket with local items, such as a night’s stay at the Inn at Virginia Tech, gift cards from local restaurants, and possibly wine from local wineries.  They will send a detailed list to Ms. Alston by October 1.

 

Leadership Committee – Did not meet.

 

Policy Committee – Did not meet.

 

Floyd Friends of the Library – Did not meet.

 

Montgomery Friends of the Library

The Montgomery Friends met September 16.  They discussed the coffee situation in the libraries.  They have decided to purchase coffee pots and return the rental equipment that has been used to date.  The hope is that this will save money in overhead while still offering the coffee service in the Montgomery County libraries.

 

MFRL Foundation

The Basket Auction will take place November  6 from 6:00 – 8:00 p.m. at VCOM II building in the CRC at Virginia Tech.  The tickets will go on sale on October 1 in each library.

 

Ms. Alston visited former Foundation president MaryAnn Hinshelwood.  She is doing very well.

 

Trustee Natalie Cherbaka moved to adjourn the meeting and Ms. Armstrong seconded the motion. The meeting was adjourned at 8:08 p.m.

 

Approved by the Library Board

Margaret Christle, Chair

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

August 20, 2014 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

August 20, 2014

 

Board Members Present:

Karen Drake, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

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

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Program Assistant

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Mary North, Montgomery Friends of the Library

 

Call to Order:  Karen Drake, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:10 p.m., on Wednesday, August 20, 2014 at the Christiansburg Library.

 

Roll Call:  Ms. Drake

 

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

 

Approval of Minutes:  The motion was made by Trustee Darlene Richardson, seconded by Trustee Anne Page and the board voted to approve the May 21, 2014 minutes.

 

Ms. Drake took a moment to welcome new Library Board Member Cynthia Saunders.

 

Public Address:  Mike Maslaney and Jack Wall with the Partnership for Floyd were on hand to inform the Library Board of a plan for a walking trail behind the Jessie Peterman Memorial Library.  They mentioned the possibility of placing a picnic table near the library end of the trail and of a small bridge over the stream that flows just beyond the parking lot in the back of Jessie Peterman Memorial Library.  They stated that the trail will be mulched.  They would chip up any trees that would need to come down to allow the trail to be placed and use the chips for mulch.  Mr. Dennis Anderson will use his bulldozing equipment to help shape and place the trail.  They explained that a bull dozer is necessary to help with the engineering of the trail to achieve the proper slope for walking and drainage.  The hope is that it will be wide enough to drive a gator through for maintenance purposes.

 

There is funding for the trail and volunteer help is readily available.  There is also a possibility of receiving a planning grant from the Department of Forestry of up to $5,000.00.  The County owns the property and the Town of Floyd has agreed to hold the easements.  There will be parking on the opposite end of the trail, possibly at an old animal clinic near the park.  There is a town road right next to the property which will allow entrance to the proposed parking.  Mr. Wall stated that there are still a lot of details to be worked out, but the land owners who own the land the trail would go through are in agreement with the plan.   Ms. Drake suggested placing a Storywalk© on the trail and make it similar to the one currently in Christiansburg.

 

Ms. Alston asked Floyd County Board of Supervisor Liaison Lauren Yoder what the next step would be.  His thoughts were that if the town will hold the easements, it will help the Board of Supervisors with their decision.  Mr. Yoder asked if there will be a design / engineering firm involved.  The answer was that the partnership is working with Mr. Anderson.  The Department of Forestry grants, if acquired, will help pay for the planning.

 

Ms. Armstrong made the motion to endorse the construction of the trail in Floyd located behind the Jessie Peterman Library, 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

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                                   X

 

 

Unfinished Business:

Election of New Officers

Ms. Drake announced the slate of officers for FY15.  They are as follows:  Margaret Christle – Chair, Alison Armstrong – Vice Chair, and Ginny Gardner – Secretary.

 

 

 

Ms. Page made the motion to accept the slate of officers as listed, Ms. Gardner seconded the motion, a roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote:

Aye     Nay

Karen Drake                         X

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

Ms. Christle took over the meeting following the vote.

 

FY15 Board Committee Choices

The new Library Board Committee members are as follows:

 

Executive Committee:  Margaret Christle, Alison Armstrong and Ginny Gardner

Leadership Committee:  Karen Drake, Cynthia Saunders and Anne Page

Development Committee:  Margaret Christle, Alison Armstrong and Darlene Richardson

Policy Committee:  Larry Spencer, Natalie Cherbaka and Ginny Gardner

 

New Business:

Library Goals

Ms. Alston reviewed the Library Goals for FY 2015 with the Board.

One of the goals that were discussed was the development of the teen area in the Blacksburg Library.  The plan is to use money that was gifted for the Blacksburg Library specifically to put in a gaming cart, comfortable seating and a television in a teen area.

 

Another goal discussed in detail was the creating of a reading garden in the Meadowbrook Library courtyard in partnership with the Meadowbrook Center.  The plan is to use fundraising and some money from the Mt. Valley Charitable Foundation to create a garden with a sculpture for visual interested without taking away from the grassy areas. This will take approximately 2-3 years to complete.  We would like to remove two older benches, move the newer of the existing benches and purchase two of our library benches to place near the courtyard door to the Meadowbrook Library.  We would work with a Master Gardener to create the garden and work with the island / median as well.

 

The goal to investigate ways to enhance floor space and outdoor utility at the Christiansburg Library was also discussed.  Ms. Alston said the library would like to build an amphitheater type structure with an awning over it and work on the path that leads from the front of the library around to the amphitheater area.  There is a group at Virginia Tech that will do the labor, but we need approximately $100,000 to complete the project.  We will investigate possible grants to assist with this project.  Inside the library we would like to move shelves and create a raised Storytime area in the Children’s area.

 

Ms. Drake made the motion to approve the Library Goals as presented, Trustee Larry Spencer seconded and the motion passed unanimously.

 

Strategic Plan Review

Ms. Alston reviewed the Updated FY14 – FY17 Strategic Plan with the Board.

The Library will send copies of the updated Strategic Plan to the Montgomery and Floyd County Board of Supervisors.

 

Report of the Director:

Financial Report

Ms. Alston said there is a large hole in the state budget.  Affiliate Liaison for the Montgomery County Board of Supervisors, Mary Biggs spoke about meeting with the Governor while at the annual VACO summer meeting.  The Governor shared with the members that things look bad financially.  He told them that for FY14 the state budget was $300,000,000 short and for FY15 it is over $500,000,000 short.  He said that he wants to work with local Government officials to help with this situation.  The officials asked that no formulas be tampered with.  He was open to that and to suggestions from VACO.  The hope is that they will find a successful way to get localities’ input back to the Governor.  The committee asked for no cuts in library funding.  The Governor told the group that the cut in spending is due to Virginia’s economy relying on defense and federal government jobs.  The Governor is upbeat about all of this, said he was up for the challenge.

 

Mr. Yoder asked that hypothetically if there was a 5% cut in library funding, how would that trickle down to our local libraries.  Where would the money be cut / come from?  Ms. Alston answered that it would only be book budget or staffing.

 

Statistics

Ms. Drake asked about the overall trend of circulation statistics declining.  The question was asked is this happening at other libraries.  Ms. Alston stated that it is happening nationwide.  EBooks and website traffic is going up.

 

Community Accolades

Ms. Alston noted a Community Accolades flyer that she received from Montgomery County Administrator Craig Meadows. The flyer shows several lists that are generated by various organizations that show accolades about places and businesses in Montgomery County.

 

Hoopla

A new service that will be premiered on September 5 in the MFRL system is Hoopla.  This offers music, movies, and TV series.  These are not the most current series.  There are checkout periods.  The books are fairly current and the music is current.  This is a pay by use service.  So we have banked some money with Midwest and as items are checked out, money is deducted.  Each patron has access to everything right away with no waiting periods.

 

Programming / Collection

The summer reading program was short this year, only 6 weeks. This was due to the reduced summer for the schools.

 

We had less children sign up than in previous years, but we had more complete the program.

 

This is year two of requiring them to fill out their reading logs on line.  This is a requirement of the State library.  They have a three year contract with Evance to track summer reading results.  We have teen volunteers who will record the minutes for patrons but it is an obstacle for many.  We have one more year and we are not sure what LVA will do after that.

 

For the teens this year, we doubled the number of signups over last year and more than doubled the number that completed so that is good news.

 

Each summer we have between 18-22 programs, some with paid performers, but this year we had a 20% increase in the number of people who attended the programs.  Ms. Alston mentioned that the paid performers are all made possible by the donation we receive from the Friends of the Library.  Without that, we would not be able to host any of these programs.

 

We have three additional little libraries at the Blacksburg Rec Center, the Blacksburg Aquatic Center and the VT Adult Day Care center.  We also have a staff member that wants to create a little library to put in the Auburn area.  This one would be a traditional little library.  We are looking into possibly working with Auburn High School to create this.

 

This Saturday, the Blacksburg Library will have a Civil War Living History Day from 1:00 -5:00 pm.  Board members are invited to stop by.

 

The Christiansburg Library had a great turn out for the Researching your African American Ancestors workshop presented by the Library of Virginia.

 

On Sunday, September 14 at 3:00 p.m., the Christiansburg Library will celebrate the Star Spangled Banner with the Christiansburg High School’s choir and band along with several other community and church choirs singing patriotic songs.

 

Sarah Pahl, Pamela Hale, Lauren Soucy and Ms. Alston participated in a podcast yesterday, talking about early literacy and libraries in general.  It was facilitated by Dennis Cogswell, a retired professor from Radford University.  We pulled in our local expert on early literacy, Saroj Ghoting.

 

Facilities / Technology

We removed a range and a half of shelving last month in the Blacksburg Library to make room for the Teen area in front of adult fiction.  We found a home for the shelving with the new library volunteers are establishing in Newport.

 

Other signs were also added to Blacksburg by Signarama.  We had 2 quotes added to the quiet study rooms and one in the children’s area. We also added signs for the self-service area, magazines, large print and book drop.

 

We had two art students from Virginia Tech create truffula trees for us at the entrance to the children’s area. They looked wonderful for the two weeks they were up.  Part of the trunk was painted on the wall; the 3D effect was created out of swimming noodles.  Unfortunately, they could not hold up against all the people who wanted to touch them and they started to droop and bend under the weight so they were removed and the tufts will be painted on instead of being soft and touchable.

 

With all the rain last week, we had a serious leak in the Christiansburg Library around the emergency exit door in the kids’ area. Not roof related but serious none-the-less.

 

We are still dealing with air conditioning issues in the Christiansburg Library.  There are four units that cool the building; one gets fixed and another one fails.

 

Staff and Trustees

We migrated all data to our new server on August 12.  There was one hiccup with our firewall but it was resolved.  SIRSI actually did the move for us for this reason.

 

We have one full time vacancy effective August 7, that of our Computer Technician.  We are currently advertising for this.  It closes September 5.

 

Incidents

 

There were a couple of bee stings, one at Meadowbrook and one at Blacksburg. Stings were treated.

 

Blacksburg Library had an incident of a child visiting the library alone and being noisy and somewhat rowdy.  The parent was called.

 

Blacksburg had a homeless man sleeping near the entrance of the library and sometimes inside the library.  Staff was advised to ask him to leave if he is violating the Code of Conduct.  However, since we are a public building, sleeping on the bench in front of library is not a violation as long as he is not impeding the entrance.

 

Christiansburg had an incident with a patron that found keys and wanted library staff to tell him who they belonged to by using the library card attached to the keys.  Staff kept the keys and called the patron who they belonged to.  The man who brought them in was very upset we wouldn’t return them to him.  Police were called and the man was removed from the library.

 

Christiansburg received a call regarding patrons who had bragged that they had checked out several items and were pawning the items at Pulaski pawn shops.  Items included DVDs, Video games, a Kindle and a Nintendo 2DS.  Police were called and gave instruction on how to proceed.

 

There was a question as to the number of items that can be checked out on one card and the possibility of lowering the number.  After some discussion the board agreed that they did not want to make a quick decision based on the behavior of one patron. They don’t want to penalize the vast majority of patrons but would like the library to consider limits on new DVD’s and games / electronic devices.  They will check with other libraries to see their policies and the Policy Committee will meet and look at it further.

 

Committee Reports:

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

Leadership Committee

Did not meet.

 

Policy Committee

Did not meet.

 

Floyd Friends of the Library

Did not meet.

 

Montgomery Friends of the Library

The Montgomery Friends of the Library had a very successful Garden Tour.

 

MFRL Foundation

The Second Annual Basket auction is scheduled for November 6, 2014.  Ms. Alston asked the board if they would put together a basket to donate to the auction.    The Development Committee will put together a basket for the auction.

 

Ms. Drake moved to adjourn the meeting and Mr. Spencer seconded the motion.

The meeting was adjourned at 8:37 p.m.

 

Approved by the Library Board

Margaret Christle, Chair

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

September 17 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Blacksburg Library

7:00 PM

 

September 17, 2014

 

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • August 20, 2014 minutes

 

Public Address

 

Unfinished Business

 

New Business

 

Position report: Acquisitions Manager – collection development and cataloging

 

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:

 

  • October 13, 2014 – Columbus Day holiday, Libraries open
  • October 15, 2014 – Board of Trustees meeting, Meadowbrook
  • October 22, 2014 – Directors Meeting in Williamsburg
  • October 23-24, 2014 – Virginia Library Association conference, Williamsburg
  • November 11, 2014 – Veteran’s Day – Libraries Closed
  • November 25-December 1, 2014 – Director on annual leave
  • November 26, 2014 – Libraries close at 12:00 Noon
  • November 27-28, 2014 – Libraries closed for Thanksgiving
Category: Agenda, Board

June 18,2014 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

June 18, 2014

 

Board Members Present:

Karen Drake, Chair

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

 

Board Members Absent:

Alison Armstrong

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:  Karen Drake, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:04 p.m., on Wednesday, June 18, 2014 at the Christiansburg Library.

 

Roll Call:  Ms. Drake

 

Acceptance of Agenda:   A motion was made by Trustee Darlene Richardson and seconded by Trustee Ann-Margaret Shortt to amend the agenda to add the Floyd County Budget and to accept the agenda as amended.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Shortt, seconded by Trustee Margaret Christle and the board voted to approve the May 21, 2014 minutes.

 

Ms. Drake thanked outgoing Trustee Ann-Margaret Shortt for her service on the Library Board.

 

Public Address:  None.

 

Unfinished Business:

Transition of Jessie Peterman Library employees to Floyd County Plan

Director Paula Alston shared a copy of the draft of the Memorandum of Agreement with Floyd County.  Once approved by the Floyd County Board of Supervisors and signed by all parties, the employees of Jessie Peterman Memorial Library will then become employees of Floyd County.

 

Trustee Larry Spencer asked if the library has its own grievance procedure.  Ms. Alston stated that the library does have its own policy.  Also, she mentioned that the Floyd County rules and regulations are consistent with Montgomery Personnel Policies and Procedures.  The draft agreement includes a codicil of the benefits that the employees currently receive, including leave.  Floyd County will honor the leave balances they have accrued.   Trustee Natalie Cherbaka asked how new employees will be handled in regard to leave time and benefits.  Part time employees hired after July 1 will not have benefits.  Ms. Alston pointed out that the current Circulation Specialists do not have benefits or leave time.  Trustee Karen Drake asked if a current employee leaves and is rehired would the benefits then be the same.  Ms. Alston answered that there would be no benefits offered should an employee leave and be rehired.  Ms. Drake also asked if the employees of Jessie Peterman are aware of this change.  Ms. Drake asked what the full time employees think about this change.  Ms. Alston said there is a bit of apprehension.  The Board of Supervisors is scheduled to act on this at their June 24 meeting.  Ms. Alston will attend that meeting in case they have questions or comments.

 

The board had a few minor changes to the memorandum of agreement.  In item number 2, they added the words “in regards to personnel matters”.  In item 3, they added “or the next fiscal year, whichever time period is greater.”  Mr. Spence made the motion to accept the Memorandum of Agreement with the corrections, Ms. Christle seconded the motion, a roll call vote was taken and the motion passed unanimously.

Roll Call Vote:

Aye     Nay

Karen Drake                         X

Natalie Cherbaka                 X

Margaret Christle                 X

Anne Page                            X

Darlene Richardson             X

Ann-Margaret Shortt           X

Larry Spencer                       X

 

FC Budget –  DRAFT

The Floyd County Board of Supervisors is scheduled to adopt their budget on June 24, but if the Commonwealth has not passed a budget, they may have to call a meeting for June 30.

 

Board members received a copy of the fiscal year 2014 budget plus the fiscal year 2015 budget that we proposed as a reminder of what was requested.  Also included was a sheet that showed what will be proposed after the salary/fringes are pulled out.

 

Both Mr. Campbell and Floyd County Board of Supervisors’ liaison Lauren Yoder indicated that their budgeted number for us is $223,000.  So we took that number, subtracted the salary/fringes and that’s how we came up with the $72,325 as a starting place.  This coupled with our revenues, and state aid, gives us enough to fill some of the line items that we zeroed out for the last few fiscal year.  The most important line item is Repair and Maintenance.  That line item is the one from which our computers are replaced.   We also increased office supplies and professional services.  The professional services line item is the one we pay the collection agency from.  It has been in the negative for a while and we stopped paying out of it.  We also put $10,000 in books and lowered the amount we said we would collect in fines.  Fines have dropped from $16,000 to $12,000.  The operational and maintenance portion of the budget is $63,500.

 

Board Self-evaluation

Ms. Alston shared copies of the FY 2014 Board Self-Evaluation. An observation on the evaluation showed that scoring was consistent with years past.  One of the concerns is that each year there is not enough training taking place within the board.  Ms. Alston asked what she could do to help facilitate more training for members beyond sharing the list of trainings circulated by the Library of Virginia.  It was suggested that board members attend library programs and/or trainings and report back to the Board with what the experienced. Another suggestion was to have employees come to a board meeting to talk about their job.  Ms. Alston will set up a schedule.

 

New Business:

Approval of FY2015 Calendar

Ms. Alston presented the calendar for fiscal year 2015 for the board to review and approve.  Ms. Shortt made the motion to accept the calendar and Ms. Cherbaka seconded the motion.  The motion passed unanimously.

 

Report of the Director

Financial Report

 

We have finished the eleventh month of the fiscal year and should be at 91% of budget.

 

Ms. Drake asked why fines are down. Ms. Alston answered that circulation is down and e-book circulations are increasing but there are no fines for them.  Also, the libraries are becoming more of a community center; therefore patrons do not always check items out but are there to use computers, Wi-Fi, study rooms, magazines, etc.  Ms. Alston stated that Roanoke County is charging for meeting room usage.  Ms. Short asked if we could politely ask for donations from recurring groups who use the community rooms.  Ms. Alston stated that some of the folks who use the room do make a donation to the library.  Ms. Drake asked if there was a report that would show how many recurring groups use the community rooms and who they are.  Ms. Alston answered that she will request this report from System Administrator, Chris Elledge.

 

We will leave $10,300 in salaries/fringes and $18,800 plus in revenue.  Ms. Alston clarified the “plus” is because we still have 11 days of the month that we will be collecting revenues. If there is a 2% staff bonus given in the fall as suggested by Mr. Meadows, the library requires approx. $21,000 so we want to leave our share.  Ms. Alston will request the revenue money if staff members do not receive a bonus.

 

Statistics

The board reviewed the statistics.  There were no questions.

 

Programming / Collection

Blacksburg was an active participant in the first annual Rotary Club of Blacksburg Chocolate Festival held on May 10.  They created the history of chocolate brochure that was handed out at the library and the Alexander Black House, offered a chocolate craft and a trivia contest the day of the event and had a total of 68 people participate.

 

Christiansburg’s Musicians in Performance series held another concert on May 31.  It was a perfect evening, weather-wise and there were 100 on the hill to enjoy the music.  The next concert will be this Friday, June 20 at 7:00 p.m. with the Floorboards.  Ms. Alston invited board members to attend.

 

Meadowbrook sponsored a tractor show as part of the East-Mont Garden Day on May 3.  They had seven tractors and had 100 people.  The show generated much interest and people are now offering their tractors for next year’s show and there may be a tractor store willing to sponsor.

 

Floyd started a scrabble club, and had 8 players at their first meeting.

 

Story times started back up this week after their summer break.  And the summer reading program started on Saturday.

 

Facilities / Technology

We replaced the children’s game computers in Floyd and Meadowbrook.  Both needed updating.

 

We have a new SIRSI server on order.  We will buy the hardware from SIRSI and have them do the migration of data. It’s a little more expensive but it insures we do not have an issue.

 

We spent last week getting the remaining two branches on the phone system.  There were a few issues at Christiansburg.  The phone lines did not roll over as projected.  We are still waiting for a part that will allow us to divide off the regional employees.  Regional employees will have their own number, 540-382-6969 and there will be an auto attendant for that number so our calls do not have to go through the front desk.  We are hoping that will be corrected this week.

 

The air conditioning coil was finally replaced in Christiansburg, shortly after we had the week of very hot weather.  The building is cool now.

 

Floyd is in the process of having all their burned out lights replaced.  The fixtures take a special bulb and a 20 foot ladder.  While the maintenance person is up that high, he is dusting them and cleaning out 5 years’ worth of bugs.

 

The furniture purchased for the Christiansburg Library by the Foundation in honor of Mary Ann Hinshelwood is in and in the corner of the patio.  Pamela is still looking for the perfect table top and we hope to have that on the table in the next few weeks.  Nevertheless, patrons are using it without a topper.

 

Staff and Trustees

Ms. Drake and Ms. Alston met two weeks ago to go over Ms. Alston’s evaluation.  Ms. Alston thanked the board for the support given to her and the library staff.  Ms. Alston stated that we have a terrific board and it is a pleasure to work with them.

 

Ms. Aston took a day and assisted the City of Salem with their interviews for their new library director.  Their current director, Janis Augustine, is retiring with 39 years with the Salem Public Library, 35 as their director.

 

We have a new children’s assistant starting in Christiansburg this week, Lauren Soucy.  Her last job was that of a school librarian at a private school in New York City.  They also have a new CS staffer, Chris Shaver, who is a veteran of the Air Force. We are delighted to have them.

 

We had a patron stop in at the Blacksburg Library last week and give us a donation of $10,000.  He wants it spent on projects rather than an operational expense.  We are going to use it to add some furniture to the Teen area we are creating, some new interactive pieces in the children’s area and we’ll put together 20-30 new literacy kits.  Ms. Drake asked for an address of the donor so she could send a thank you on behalf of the library board.

 

Blacksburg Branch Supervisor, Elizabeth Sensabaugh, is working with two graduate students to create some visual interest to the children’s area.  They will be creating the fish with the blue star from One Fish, Two Fish and the truffula trees from Dr. Seuss for the entrance.

 

The Friendly Garden tour is Saturday, July 12 from 9:00 a.m. – 5:00 p.m.  Ms. Alston asked the board to support the Friends by buying tickets and inviting their friends to purchase tickets.

 

Committee Reports

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee

A new policy number 207 Digital Preservation of Materials was presented to the board.  The purpose of this policy is to provide online access to local history and genealogy materials

by converting them to digital form.  Ms. Shortt moved to approve the policy, Mr. Spencer seconded the motion and a roll call vote was taken and the motion passed unanimously.

Roll Call Vote:

Aye     Nay

Karen Drake                         X

Natalie Cherbaka                 X

Margaret Christle                 X

Anne Page                            X

Darlene Richardson             X

Ann-Margaret Shortt           X

Larry Spencer              X

 

Floyd Friends of the Library – Did not meet.

 

Montgomery Friends of the Library

The Montgomery Friends of the Library met yesterday.  They have been offering a program presented by the Barter Theater each March and are considering whether to continue this. The Garden Tour is coming up in early July.

 

 

MFRL Foundation

The Foundation has already been working on the basket auction.  The auction is planned for November.

 

Ms. Drake thanked board members for their service to the library.

 

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

The meeting was adjourned at 8:25 p.m.

Approved by the Library Board

Margaret Christle, Vice-Chair

Ruthie Bellman, Recorder

 

 

 

Category: Board, Meeting Minutes

August 20 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Christiansburg Library

7:00 PM

 

August 20, 2014

 

Board Photograph

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

–          June 18, 2014 minutes

 

Public Address

 

Unfinished Business

–          Election of Officers

–          Board committee choices

 

New Business

–          Library goals FY 2015

–          Strategic plan review

 

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  September 1, 2014 – Labor Day holiday, libraries closed

v  September 7, 2014 – Sunday hours resumes

v  September 14, 2014 – Community Celebration of the Star Spangled Banner,

Christiansburg Library, 3:00 p.m.

v  September 17, 2014 – Board of Trustees meeting, Blacksburg

v

Category: Agenda, Board

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