MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM
BOARD OF TRUSTEES
February 17, 2015
Board Members Present:
Margaret Christle – Chair
Alison Armstrong, Vice-Chair
Cynthia Saunders, Secretary
County and Affiliate Liaisons Present:
Ellen Hall, Montgomery Friends of the Library
Linda Devito, Floyd County Board of Supervisors
Mary Biggs, Montgomery County Board of Supervisors
Board Members Absent
County and Affiliate Liaisons Absent:
Gail Billingsley, MFRL Foundation
Kit Haggard, Floyd Friends of the Library
Staff Members Present:
Paula Alston, Library Director
Ruthie Bellman, Recorder
Elizabeth Sensabaugh, Blacksburg Library Branch Supervisor
Sarah Pahl, Youth Services Manager
Call to Order: Trustee Margaret Christle called the rescheduled monthly meeting of the MFRL Board of Trustees to order at 7:00 p.m., on Wednesday, February 17, 2016 at the Blacksburg Library.
Margaret welcomed Linda Devito, Floyd County Board of Supervisors liaison, who shared a little about herself. Margaret thanked her for accepting the liaison position on the board.
Roll Call: Ms. Christle
Acceptance of Agenda: A motion was made by Trustee Ginny Gardner and seconded by Trustee Alison Armstrong to accept the February 17, 2016 agenda. The motion passed unanimously.
Approval of Minutes: The motion was made by Ms. Gardner, seconded by Trustee Armstrong and the board voted to approve the January 25, 2016 minutes.
Public Address: None.
Holding Basket Auction at Blacksburg Library
Ms. Alston thanked the Board for endorsing the idea of holding the MFRL Foundation Basket Auction the Blacksburg Library. Ms. Alston spoke with County Administrator Craig Meadows and he has no concerns about the Foundation using the Blacksburg Library and serving wine and beer. Ms. Alston is in the process of updating the community room policy by getting suggested wording from the policy committee and will check with management staff for any other changes. We will bring it back to the policy committee in March and then to the Board in April.
Karen Drake will be heading up the Basket Auction. Ms. Alston, Ms. Drake and Foundation President Gail Billingsley will meet at the Blacksburg Library to assess how best to use the space for the event.
Ms. Alston has asked Regional staff members to attend a board meeting from time to time. This month’s regional staff member, Youth Services Manager, Sarah Pahl attended the meeting. Ms. Pahl shared that she has been with MFRL for just over eight years. She and staff plan and conduct children’s and teen programs throughout the year. Some programs are ongoing while others may be unique one-time special events. A few of the special programs include a life size Candyland program held at Christiansburg, the Annual Prom Dress Extravaganza and the Halloween costume exchange both held at Meadowbrook Public Library. There is also a monthly Lego challenge held at the libraries as well as several STEM programs which are held in libraries and also done as outreach programs. Another program called 1,000 Books before Kindergarten is in progress, which currently has 137 participants signed up. Books for Babies is a program that targets children of lower economic status. We deliver those to the local Free clinic and CHIP. Storytimes are held daily at Blacksburg and Christiansburg. They are held weekly at Jessie Peterman and Meadowbrook. Another of her duties is to work with teen volunteers with the Teen Advisory Group and summer volunteers for SRP.
Ms. Pahl also organizes the Summer Reading Program (SRP) for the system. This includes staff run programs and scheduling performers each summer. She has four performers lined up for this summer. A theater group that will perform a condensed version of the Wizzard of Oz, Professor WizPop a magician, Farmer Miner and Daisy the pig and Dakoda and Friends (lifesize dinosaur puppets and animatronic dinosaurs.) She mentioned that we will not use the Evance tracking system for SRP that we have used the past two years. MFRL will be going back to a paper tracking system this year.
The Youth Services Staff does monthly outreach to local day cares and Adventure Clubs, Public Schools and also promotes SRP and databases to them.
Ms. Pahl is in charge of the children and teen collection development for the system (children and teen books.) This includes ordering and deciding what will fit for our system, as well as weeding and updating items. Ms. Pahl is currently working on creating additional literacy kits. We have 25 created now with 25 more in the works.
Ms. Gardner commented the scope of her duties and execution is amazing. Ms. Christle thanked Ms. Pahl for her work and let her know that the board appreciates everything she does.
We have $35,000 from the Board of Supervisors to conduct a feasibility study for the Blacksburg and Christiansburg Libraries. A study should help us realize the direction we need to go with libraries services. One question we hope to have answered is: do we need new buildings or should we renovate one or both buildings? We will put out an RFP for the study. The Board was asked if we want to pursue this study now or later. After some discussion the Board agreed we should move forward now with the study.
Report of the Director
We have completed seven months of the fiscal year and should be at 58% of budget.
Ms. Alston commented on the book line item that most of the money in both counties is committed to purchase orders, so large amounts will be encumbered at times.
There is a new line item for listing revenue from passport fees.
The board reviewed the statistics for January.
Ms. Ellen Hall asked about the number of Interlibrary loans noting that there were not too many. Ms. Alston noted that we don’t lend items but only borrow.
Floyd budget was turned in on time, using the one day extension granted to us due to the rescheduled meeting in January. Ms. Alston did request a face to face meeting with the Floyd County Board of Supervisors during a work session. Ms. Alston should hear from County Administrator Terri Morris for a date. Ms. Devito noted that the Board of Supervisors are currently working on setting session dates.
Town Council Meetings
Ms. Alston will be meeting with the Floyd Town Council on March 3 at 6:30 p.m. She meets with the Town of Blacksburg on Tuesday March 22 at 7:30 and the Town of Christiansburg on March 8 at 7:00 p.m.
Programming / Collection
Blacksburg Branch Supervisor Elizabeth Sensabaugh spoke about some of the programs that have taken place and are planned for the Blacksburg Library. Blacksburg had an interesting program called Lattes and Libraries that was offered by a Mill Mountain Coffee & Tea (MMCT) employee, barista Jacquelyn Anderson. Ms. Anderson gave a presentation about the history of coffee. She brought 4 different MMCT coffee samplings to have on hand for 27 attendees to try.
The Third Annual Chile Crawl is next Thursday, February 25 from 12:00-2:00 p.m. Ms. Sensabaugh invited Board members to attend.
The Science Resource Hubs are completed and available for check out. We are working on a plan to market them.
- Buckley Moss will be presenting a program on March 6 at 2:00 p.m.
Blacksburg Library started a “color me happy” coloring group with 16 people at the first meeting. We have a retired art teacher on staff who was there to work with patrons.
Christiansburg had a 1,000 piece jigsaw puzzle out in January and a total of 42 people helped put it together.
The Scrabble club is still going strong in Floyd with an average of 12 scrabblers.
Meadowbrook’s Scratch program was held on three Saturdays in January with 30 people making a video game or animated film using the computer lab.
Ms. Alston reminded Board members of Meadowbrook’s Tenth Anniversary celebration on Saturday from 11:00 a.m. – 1:00 p.m. The program will start at 11:00. We will dedicate the frog that day as well. He will be installed this week. The plaque may not be there by Saturday.
Systemwide we completed or have appointments scheduled for 79 passports in February. We had seven people either not show or cancel their appointments and we reviewed three applications for people doing renewals. We do not process renewals. If a person needs to renew his/her passport, they can do that online without an agent involvement. However, we do not mind looking at applications if people want the peace of mind. We already have 2 people signed up for application appointments for March.
Facilities / Technology
We had several leaks in Christiansburg building with the snow and rain on Monday night. These are not new leaks. The parking lot draining issue in Christiansburg is better.
The IT staff is working on bringing up several new databases. We had a genealogy database called Fold3 and we are changing that to one called MyHeritage. We are adding one called Niche Academy which produces YOUTUBE type videos for patrons to learn how to use their devices and perhaps our databases. We will rename this MFRL Academy. A third database will assist patrons with finding the right book. It’s called SelectReads and will allow for readers advisory, as well as, newsletters that patrons can sign up for featuring different types of genres. SelectReads will replace Bookbrowse. All of those plus the new components to SIRSI should be up and running in the next two to six months.
Yanni, our Digital Service Specialist has held three programs for patrons in Floyd, Blacksburg and Christiansburg where they can bring in their new e-readers or phones and helps them better understand them. We try to do this every year after Christmas.
We have had more issue with patrons taking library items. Ms. Alston spoke with County Attorney Marty McMahon who said it would be appropriate to post a sign in all buildings that says “all Bags are Subject to Search.” We haven’t had to search bags as of yet.
We installed outdoor cameras at Meadowbrook Library. They have had some incidences on the playground behind the building and in the courtyard. The cameras are working fine.
Staff and Trustees
We are fully staffed in all the libraries and have been since mid-January.
Ms. Alston thanked everyone who emailed or called Delegate Rush concerning his support for an increase to state aid for the biennium starting July. The General Assembly is still meeting and working on the budget.
There were no incidents in January.
Ms. Alston had nothing new to report on the pawn shop incident. We have not heard back from the police on this for several weeks. They been busy with weather and other crimes but Ms. Sensabaugh will be checking with them to see how their investigation is going. Both patrons are in collections. Mr. McMahon suggested we put out warrants in debt.
Reconsideration – None.
Executive Committee: Did not meet.
Development Committee: Will be reaching out to board members regarding the Dessert Reception. Invitations will be sent out to all officials from Montgomery and Floyd County Board of Supervisors and Christiansburg, Blacksburg and Town of Floyd officials. We will host one big event at the Christiansburg Library.
Leadership Committee: Did not meet.
Policy Committee: Did not meet.
Floyd Friends of the Library: The Friends membership drive went well. It is on-going with a sign up sheet at the desk.
Montgomery Friends of the Library:
Ms. Hall reported that the Montgomery Friends have 213 paid members and there are 30-35 new members from Montgomery County. We are at 81% of last year’s membership.
There is a meeting scheduled in for March 2 at the Christiansburg Library. The new Chair of the Basket Auction Committee, Karen Drake and Ms. Alston will get together next week to work on details of holding the auction at the Blacksburg Library.
Motion to adjourn
Ms. Armstrong motioned to adjourn the meeting and Mr. Spencer seconded the motion. The motion passed unanimously and the meeting was adjourned at 8:00 p.m.
Approved by the Library Board
Cynthia Saunders, Secretary
Ruthie Bellman, Recorder