Category Archives: Board

January 20, 2016 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

Christiansburg Library

7:00 PM

 

January 20, 2016

 

 

Call to Order

 

Roll Call / Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • December 16, 2015 minutes

 

Public Address

 

Unfinished Business

  • Lease with Meadowbrook Library
  • Strategic Plan update

 

New Business

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

 

Report of Director

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

 

Committee Report

  • Executive
  • Development
  • Leadership
  • Policy
  • Floyd Friends of the Library
  • Montgomery Friends of the Library
  • MFRL Foundation

 

Adjourn

 

 

 

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Dates to Remember:

 

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

 

Category: Agenda, Board

October 28, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

October 28, 2015

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Curtis Jones

Cynthia Saunders

Larry Spencer

Tim Thornton

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

Cathy Whitten, Jessie Peterman Library Supervisor

 

Public

Kafi Howard, Blacksburg Town Engineer

Terri Morris, Floyd County Administrator

 

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

 

Roll Call:  Ms. Christle

 

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

 

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

 

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

 

Unfinished Business: None.

 

New Business:

Presentation by Blacksburg Town Engineer regarding the Huckleberry Trail

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

 

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

 

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

 

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

 

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

 

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

 

Jessie Peterman Programming

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

 

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

 

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

 

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

 

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

 

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

 

 

 

Report of the Director

Financials

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

 

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

 

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

 

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

 

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

 

Statistics

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

 

Programming / Collection

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

 

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

 

 

September Programs

 

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

 

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

 

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

 

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

 

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

 

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

 

Facilities / Technology

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

 

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

 

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

 

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

 

Staff and Trustees

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

 

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

 

Blacksburg and Floyd are currently fully staffed.

 

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

 

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

 

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

 

Incidents

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

 

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

 

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

 

Committee Reports

 

Executive Committee: Did not meet.

 

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

 

Leadership Committee: Did not meet.

 

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

 

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

 

 

 

Montgomery Friends of the Library:

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

 

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

 

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

 

Motion to adjourn

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

 

Approved by the Library Board

Cynthia Saunders, Chair

June Sayers, Recorder

Category: Meeting Minutes

December 16, 2015 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

Christiansburg Library

7:00 PM

 

December 16, 2015

 

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • October 28, 2015 minutes

 

Public Address

 

Unfinished Business

 

New Business

  • Holiday schedule for 2016
  • FY 2017 Montgomery County budget

 

Report of Director

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

 

Committee Report

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

 

 

Adjourn

 

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Dates to Remember:

 

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

 

Category: Agenda, Board

September 16, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

September 16, 2015

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Curtis Jones

Cynthia Saunders

Tim Thornton

 

Board Members Absent:

Larry Spencer

 

County and Affiliate Liaisons Absent:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

June Sayers, Recorder

Pamela Hale, Christiansburg Library Supervisor

Elizabeth Sensabaugh, Blacksburg Library Supervisor

 

Guest Present:

Erica Jones

 

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

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Alison Armstrong and seconded by Trustee Karen Drake to accept the September 16, 2015 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Trustee Ginny Gardner, seconded by Ms. Armstrong and the board voted to approve the August 19, 2015 minutes.

 

Public Address:  None.

 

 

 

 

 

Unfinished Business:

Resolution for Erica Jones

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

 

Resolution for Pamela Hale

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

 

New Business:

Review of Mission Statement, Service Responses and Core Values

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

 

Report of the Director

Financials

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

 

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

 

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

 

Statistics

The Board reviewed the August Library statistics.

 

Programming / Collection

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

The IT staff replaced eight computers in Meadowbrook  last month.

 

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

 

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

 

Facilities / Technology

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

 


 

Staff and Trustees

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

 

Incidents

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

 

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

 

Committee Reports

 

Executive Committee: Did not meet.

 

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

 

Leadership Committee: Did not meet.

 

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

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle                                  X

Alison Armstrong                                 X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Curtis Jones                                           X

Cynthia Saunders                                  X

Tim Thornton                                        X

 

 

Floyd Friends of the Library: Did not meet.

 

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

 


 

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

 

Motion to adjourn

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

 

Approved by the Library Board     DRAFT

Cynthia Saunders, Chair

June Sayers, Recorder

Category: Board, Meeting Minutes

August 19, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

August 19, 2015

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Curtis Jones

Cynthia Saunders

Larry Spencer

Tim Thornton

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

Cindy Minnick, Meadowbrook Branch Supervisor

 

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

 

Roll Call:  Ms. Christle

 

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

 

Acceptance of Agenda:   A motion was made by Trustee Alison Armstrong and seconded by Trustee Ginny Gardner to accept the August 19, 2015 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Armstrong, seconded by Ms. Gardner and the board voted to approve the June 17, 2015 minutes.

 

 

Public Address:  None.

 

 

Unfinished Business: None.

 

New Business:

Resolution for Erica Jones

 

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

 

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

 

Parking for Blacksburg Library on Labor Day

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

 

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

 

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

 

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

Roll Call Vote                                                 Aye                 No

 

Margaret Christle                                  X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Curtis Jones                                           X

Cynthia Saunders                                  X

Larry Spencer                                        X

Tim Thornton                                        X

 

 

2016 Legislative Agenda

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

 

Lease with the Meadowbrook Museum

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

 

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

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle                                  X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Curtis Jones                                           X

Cynthia Saunders                                  X

Larry Spencer                                        X

Tim Thornton                                        X

 

 

Library Goals

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

 

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

 

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

 

Report of the Director

Financials

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

 

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

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

 

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

 

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

 

Statistics

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

 

Programming / Collection

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

 

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

 

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

DMV2Go will also be setting up at MPL as well.

 

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

 

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

 

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

 

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

 

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

 

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

 

Facilities / Technology

 

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

 

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

 

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

 

Staff and Trustees

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

 

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

 

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

 

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

 

Incidents

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

 

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

 

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

 

Reconsideration – None.

 

Committee Reports

 

Executive Committee:  Did not meet.

 

Development Committee:  Did not meet.

 

Leadership Committee: Did not meet.

 

Policy Committee:  Did not meet.

 

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

The new members for each committee are as follows:

 

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

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

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

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

 

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

 

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

 

Floyd Friends of the Library – Did not meet.

 

Montgomery Friends of the Library

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

 

MFRL Foundation

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

 

Motion to adjourn

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

 

Approved by the Library Board   DRAFT

Cynthia Saunders, Chair

Ruthie Bellman, Recorder

Category: Board, Meeting Minutes

June 17, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

June 17, 2015

 

Board Members Present:

Alison Armstrong, Vice-Chair

Karen Drake

Ginny Gardner

Anne Page

Darlene Richardson

Cynthia Saunders

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

 

Board Members Absent:

Margaret Christle, Chair

Natalie Cherbaka

 

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

Ruthie Bellman, Recorder

Cindy Minnick, Meadowbrook Branch Supervisor

 

Call to Order:  Trustee Allison Armstrong, Vice-Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, June 17, 2015 at the Meadowbrook Library.

 

Roll Call:  Ms. Armstrong

 

Acceptance of Agenda:   A motion was made by Trustee Larry Spencer and seconded by Trustee Ginny Gardner to accept the June 17, 2015 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Trustee Cynthia Saunders, seconded by Trustee Anne Page and the board voted to approve the May 20, 2015 minutes.

 

Ms. Armstrong recognized Trustee Darlene Richardson and Ms. Page who are leaving the Board.  She thanked them for their service to the Board.

 

Public Address:  None.

 

 

Unfinished Business:

Slate of Officers for fiscal year 2016

A motion was made by Ms. Richardson and seconded by Mr. Spencer to accept the proposed slate of officers with Margaret Christle as Chair, Alison Armstrong as Vice Chair, and Cynthia Saunders as Secretary.    A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote                                                 Aye                 No

 

Alison Armstrong, Vice-Chair              X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Darlene Richardson                              X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Library Board Self-Evaluation

Director Paula Alston reviewed the Board Self-Evaluation compilation with the Board, noting that we will annually review the mission statement, Core Values and Service Responses.

 

Holiday Schedule for 2015

Ms. Alston mentioned that when the holiday schedule was approved last October, the state calendar was showing December 24 as a half day for employees. However, it has been since changed to a full day. Ms. Alston verified that both Montgomery County and Floyd County will be closed the entire day of December 24.  Ms. Richardson made the motion to close the libraries for the full day on December 24, 2015, Ms. Gardner seconded the motion.  The motion passed unanimously.

 

New Business:

Board of Trustees Annual calendar for FY 2016

Due to a scheduling conflict with VLA and the Director’s meeting the Board decided to move the October 21 meeting to October 28, 2015.

 

County Receptions

Ms. Alston mentioned to the Board that we have now done a reception three times in each county.  She asked if this is something we would like to continue.   After discussion it was agreed to continue the receptions, but do them in Christiansburg and invite all representatives from both counties.  This will take place in March 2016.

 

Report of the Director

Financials

We should be at 92% of budget.  Ms. Alston stated that we will shift monies from the phone line item to the mileage line item.  This will help boost the mileage budget in FY16 to help accommodate increasing outreach.

 

We were given the go ahead to move $10,000 of salary.  We are hoping to have end of the year money to complete small projects and add to the book budget.  We will be leaving almost $50,000 on the table (after $10,000.)  There are several projects we would like to complete.  We have purchased new computer chairs for Christiansburg.  We would like to purchase some for Meadowbrook and Blacksburg, as well.  We also need to replace some of the community room tables.  We have three more chairs in Blacksburg to re-cover.  We would also like to have the Meadowbrook and Christiansburg upholstered furniture cleaned.  What funds are left after these items will go to the book budget.

 

All Montgomery County staff will receive a 2% increase on July 1 and a 2% merit increase on their anniversary date as long as the employee has a satisfactory evaluation.  Our lump sum for our non-classified employees will be increased by 2% and we were able to eliminate a few hours so that we can also give the non-classified employees a 2% increase on their anniversary.

 

The Digital Services Specialist position will be upgraded from a job class 110 to a job class 114.

 

Floyd County full time employees will receive a 5% increase if their salary is currently over $25,000.  Full time staff making under $25,000 will receive a 10% increase.  We also have received a lump sum for part time salaries and it is large enough to give five employees a 10% increase and start the vacant position at $9.00 per hour, as well as increase the four positions to 25 hours a week.  This will give them an additional 20 man hours each week.

 

Noting this change, Ms. Alston asked the Board to consider restoring some of the 10 hours that were cut in 2010.  The library is currently closed at 5:00 p.m. on Monday and Wednesday and 7:00 p.m. on Tuesday and Thursday.  She recommended that the library close at 7:00 p.m. Monday through Thursday stating that this will give more staff hours to use for outreach and other programming.  Jessie Peterman’s current Saturday hours are 10:00 a.m.-3:00 p.m.  We did not have any complaints when we first went to those hours over the 10:00 – 5:00 and Ms. Alston recommended we continue with the Saturday hours of 10:00 a.m. – 3:00 p.m.   After some discussion Ms. Richardson made the motion to change the Monday – Thursday hours to 10:00-7:00 p.m.  Ms. Page seconded the motion.  A Roll Call vote was taken and the motion passed.

 

Roll Call Vote                                                 Aye                 No

 

Alison Armstrong, Vice-Chair              X

Karen Drake                                                                 X

Ginny Gardner                                      X

Anne Page                                             X

Darlene Richardson                              X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Statistics

The computer statistics include the children’s computers now.  This number does not include the catalog computers.

 

Programming / Collection

Meadowbrook Backpack Program

Meadowbrook Branch Supervisor, Cindy Minnick shared about the Backpack feeding program happening this summer.  Meadowbrook Library staff is working with Eastern Montgomery Elementary School to offer food for their families throughout the summer.  The children are invited to come to the library on Thursdays to pick up food.  Meadowbrook Library had to be approved by the Feeding America program as a site.  There have been several donations from private individuals as well as the Blacksburg Kiwanis.  The program started the first Thursday in June and there are activities for the children, the Virginia Extension office is offering healthy snacks and the Waldron Wellness Center take the kids to the facility for fun fitness.  Each child receives a new paperback book.  Ms. Minnick is already working on next year’s summer backpack program and hopes to include the area’s middle school and high school students.  There were 15 families with 48 in attendance last week.

 

Christiansburg Library held a concert last Friday night with a group called Wound Tight.  This was part of the Crooked Road Mountains of Music celebration.  There were 92 in attendance.  The group’s performance was sponsored by The Friends of the Library, as was their follow-up performance on Saturday at the Montgomery Museum.

 

The Summer Reading Program (SRP) is going well.  One hundred eighteen adults have signed up so far.  Some of the programs for adults include a steel drum concert and a barbershop quartet.  Board members were given the Adult Summer Reading Program flyer and were encouraged to sign up.

 

The children’s SRP is also full of terrific programs.  The balloon lady presented a program in all libraries last week with a total of 345 people attending.   Musical Stuntology, a musical petting zoo (where you can try different musical instruments), a magic show and a puppet show are all on schedule for July.  So far we have 664 children signed up.

 

For the teens, there will be lock-in on July 24, an open mic night and several Game On! Tournaments.  We have 136 teens signed up.

 

We have many sponsors this year. The Friends of the Library and Montgomery County Parks and Recreation are always wonderful partners in all we do. This year we also have National Bank, Rainbow Riders Childcare Center, IHOP, Virginia Museum of Transportation, Pizza Hut and Imaginations Toy and Furniture Company sponsoring Summer Reading.

 

Other outstanding programs that took place in May were: the Jedi Academy at the Blacksburg Library with 46 in attendance, 18 had tea with their mothers for the Mother’s Day tea in Christiansburg, Scrabble Club met in Floyd with 12 players, and the tractor show in Meadowbrook was held in conjunction with Garden Day with 112 participants and at least 7 tractors. This was the second annual tractor show with a great turnout.  There is a tractor company that wants to be the sponsor for the tractor show next year.  We had a request for lawn mowers to be included and we will add them next year.  This was in conjunction with garden day.

 

Last Saturday, Christiansburg had a flag retirement ceremony and buried flags in the flower bed area by the front corner of the building.  They’ve added a nice marker and the plan is to open the buried box each year to add more flags.

 

Ms. Alston has applied for a grant for $400 through the Virginia Breast Cancer Foundation.  We are eligible for this grant every two years and it allows us to refresh our collection of breast cancer books.

 

It has taken us longer than expected to get our accounts set up with Ingram. We will be using them as our main book vendor but will still receive some books from Baker and Taylor, mainly the authors we receive automatically.

 

Facilities / Technology

We are having the annual issues with air conditioning units, mostly in Christiansburg.

 

There was a leak in the Floyd library two weeks ago, apparently an on-going design flaw issue.  When something gets clogged, it flows into a water pan.  Unfortunately, this time the pan was full and water came through the light fixture near the restrooms.  The pan has been emptied.

 

We were able to surplus equipment we are no longer using and have made $543 for FY2015.

 

Systems Administrator Chris Elledge worked with Citizens to replace and reconfigure the fiber connection to the Christiansburg Library, reducing our fiber route to a much closer point of redundancy, reducing exposure to cuts in fiber such as the one that resulted in an outage in late April.

 

We will be getting five chairs re-upholstered in Blacksburg.

 

Ms. Alston gave an update on the proposed trail in Floyd.  The permits were received in May and things are progressing quickly in hopes to have the trail completed within a month.  The plan is to build a little bridge across the culvert into the grass next to the parking lot at Jessie Peterman Library and put up a sign at the end of the trail informing people where the trail goes.  Trail planners will keep the Floyd Library up-to-date on the project.  We may need to consider a sign that directs trail users to park somewhere other than the library parking lot.

 

Staff and Trustees

Floyd County Administrator, Dan Campbell, resigned.  He has moved to Madison County to be Administrator there.  The search for his replacement is ongoing and Terri Morris is interim Administrator.

 

We’ve hired two new circulation specialists and a Youth Services Assistant for the Blacksburg Library.  We are currently advertising for a part time position in Floyd and a Circulation Specialist position in Christiansburg.

 

Ms. Alston reminded the Board that we will be closed on Friday and Saturday, July 3 and 4.

 

Ms. Alton also mentioned that there is no meeting in July.

 

Incidents

Blacksburg

A child fell in the community room and cut his head.  The child’s father was right there. Staff administered first-aid.

 

Reconsideration

Lust and Caution

Ms. Alston shared her response to this reconsideration from last month.

 

Committee Reports

 

Executive Committee:

Did not meet.

 

Development Committee:

Did not meet.

 

Leadership Committee:

Met briefly to put together the FY16 slate of officers.

 

Policy Committee:

Did not meet.

 

Floyd Friends of the Library

Have a meeting scheduled in the fall.

 

Montgomery Friends of the Library

The Montgomery Friends of the Library Garden Tour will be held on July 11.

 

MFRL Foundation

Preparations are continuing for the Basket Auction on November 5.

 

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

The meeting was adjourned at  8:08 p.m.

 

Approved by the Library Board

Ginny Gardner, Chair

Ruthie Bellman, Recorder

 

Category: Board, Meeting Minutes

Library Board Agenda for August 19, 2015

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

Meadowbrook Library

7:00 PM

 

August 19, 2015

 

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • June 17, 2015 minutes

 

Public Address

 

Unfinished Business

 

New Business

  • Resolution for Erica Jones
  • Parking at Blacksburg Library on Labor Day
  • 2016 Legislative Agenda
  • Lease with the Meadowbrook Museum
  • Library Goals

 

Report of Director

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

 

Committee Report

  • Executive
  • Development
  • Leadership
  • Policy
  • Floyd Friends of the Library
  • Montgomery Friends of the Library
  • MFRL Foundation

 

 

Adjourn

 

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Dates to Remember:

 

  • Libraries closed on Sundays from Memorial Day to Labor Day weekend
  • September 7, 2015 – Libraries closed for Labor Day
  • September 16, 2015 – Library Board meeting in Blacksburg, 7:00 p.m.
  • October 12, 2015 – Columbus Day, Libraries open, FT off
  • October 21-23, 2015 – Virginia Library Association conference, Richmond
  • November 2015 – NO BOARD MEETING
  • November 25, 2015 – Libraries close at 12 Noon
  • November 26-27, 2015 – Libraries closed for Thanksgiving holiday

 

Category: Agenda, Board

May 20, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

May 20, 2015

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Anne Page

Cynthia Saunders

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

 

Board Members Absent:

Darlene Richardson

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Mary North, Montgomery Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

 

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

 

Roll Call:  Chair Margaret Christle

 

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

 

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

 

Public Address:  None.

 

Unfinished Business:

Library Board Self-Evaluation

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

 

Slate of Officers for fiscal year 2016

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

 

New Business:

No new business.

 

Report of the Director

 

Financial Report

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

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

 

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

 

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

 

Statistics

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

 

Programming / Collection

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

Facilities / Technology

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

 

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

 

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

 

Staff / Trustees

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

 

Incidents

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

 

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

 

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

 

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

 

Reconsideration

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

 

 

Committee Reports

 

Executive Committee:

Did not meet.

 

Development Committee:

Did not meet.

 

Leadership Committee:

Did not meet.

 

Policy Committee:

 

Policy 105 – Public Participation in Library Decision Making

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

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

 

 

Policy 106 – Hours of Operations

 

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

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 115 – Patron Behavior

 

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

 

Roll Call Vote                                                 Aye                 No

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 204 – Interlibrary Loan

 

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

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 309 – Naming Facilities, Rooms, etc.

 

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

Policy 309 with grammatical amendments.

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 109 – Fines and Recovery

 

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

 

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 111 – Claims Returned

 

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

 

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

 

 

Policy 112 – Acceptable Internet Use

 

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

 

 

Roll Call Vote                                                 Aye                 No

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Floyd Friends of the Library

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

 

Montgomery Friends of the Library

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

 

MFRL Foundation

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

 

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

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Cynthia Saunders                 X

Larry Spencer                       X

 

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

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Cynthia Saunders                 X

Larry Spencer                       X

Motion to Certify Closed Meeting:

 

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

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Cynthia Saunders                 X

Larry Spencer                       X

 

 

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

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

 

Approved by the Library Board

Ginny Gardner, Chair

Ruthie Bellman, Recorder

 

 

Category: Board, Meeting Minutes

June 2015 Library Board Meeting Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

Meadowbrook Library

7:00 PM

 

June 17, 2015

 

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

  • May 20, 2015 minutes

 

Public Address

 

Unfinished Business

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

 

New Business

  • Board of Trustees calendar for FY 2016

 

Report of Director

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

 

Committee Report

  • Executive
  • Development
  • Leadership
  • Policy
  • Floyd Friends of the Library
  • Montgomery Friends of the Library
  • MFRL Foundation

 

 

Adjourn

 

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Dates to Remember:

 

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

 

Category: Agenda, Board

April 15, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

April 15, 2015

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Anne Page

Darlene Richardson

Cynthia Saunders

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Cathy Whitten, Branch Supervisor Jessie Peterman Library

Ruthie Bellman, Recorder

 

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

 

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

 

Roll Call:  Chair Margaret Christle

 

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

 

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

 

Public Address:  None.

 

Unfinished Business:

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

 

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

 

New Business:

Director Evaluation

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

 

Goals and Accomplishments

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

 

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

 

Report of the Director

 

Financials

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

Statistics

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

 

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

 

Programming / Collection

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

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

 

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

 

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

 

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

 

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

 

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

 

Facilities / Technology

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

 

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

 

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

 

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

 

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

 

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

 

We also added two more cameras to Christiansburg.

 

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

 

Staff and Trustees

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

 

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

 

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

 

 

Incidents

No Incidents.

 

Committee Report

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee

Policy 304 Solicitation

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

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

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

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

 

Policy 110 – Proctoring Services

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

 

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

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

 

Code of Conduct

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

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

Floyd Friends of the Library

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

 

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

.

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

 

Montgomery Friends of the Library

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

 

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

 

 

MFRL Foundation

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

 

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

 

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

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

 

Approved by the Library Board

Ginny Gardner, Chair

Ruthie Bellman, Recorder

 

 

Category: Board, Meeting Minutes