MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM
BOARD OF TRUSTEES
September 17, 2014
Board Members Present:
Margaret Christle, Chair
Alison Armstrong, Vice-Chair
Library Board Members Absent
County and Affiliate Liaisons Present:
Mary Biggs, Montgomery County Board of Supervisors
County and Affiliate Liaisons Absent:
Gail Billingsley, MFRL Foundation
Kit Haggard, Floyd Friends of the Library
Mary North, Montgomery Friends of the Library
Lauren Yoder, Floyd County Board of Supervisors
Staff Members Present:
Paula Alston, Library Director
Elizabeth Sensabaugh, Blacksburg Branch Supervisor
Ruthie Bellman, Sr. Program Assistant
Vicki Reedy, Acquisitions Manager
Call to Order: Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:07 p.m., on Wednesday, September 17, 2014 at the Christiansburg Library.
Roll Call: Ms. Christle
Acceptance of Agenda: Director Paula Alston asked that the agenda be amended to include an update on the Pulaski incident under unfinished business. A motion was made by Trustee Darlene Richardson and seconded by Trustee Cynthia Saunders to accept the amended agenda. The motion passed unanimously.
Approval of Minutes: The motion was made by Ms. Richardson, seconded by Trustee
Alison Armstrong and the board voted to approve the August 20, 2014 minutes.
Public Address: None.
Update on the Pulaski Incident
Police have not been able to locate items in the largest pawn shop in Pulaski, as reported by them saying “they are not part of the database.” The total value of the items in question is $1,900.00. The fines on these are $660 and growing until items are returned.
The detective with the Christiansburg Police Department suggested we call the patron one more time and inform her that we will to take legal action if we do not get the items back. Branch Supervisor Pamela Hale made the call on September 12. The detective also suggested that we send a certified letter with the same information to the patron. County Attorney Marty McMahon concurred with the advice we were given by the police department and that letter was mailed on September 15 giving the patron 30 days to return the items in the same condition she checked them out in, including having all their labels and barcodes attached. We received the certified letter signature card back in the mail. If we do not receive the items by October 15, then we will take out a criminal warrant against her. In the meantime, Director Paula Alston consulted with the policy committee and they recommended we limit the number games, adult DVDs and devices that a patron can check out at one time. The limits agreed upon are four video games, 20 DVDs and one device. Since we catalog the Kindles differently than we do the handheld games, it has to be one of each. We have a total of four kindles and two gaming devices. Chris Elledge, System Administrator, has made these changes in SIRSI. He also ran a report that showed that 90% of patrons who check out DVDs check out between 1-20 items.
New Business: None.
Position Report: Acquisitions Manager – Collection development and cataloging.
Vicki Reedy talked to the board about her position at the library and the process each item goes though from selection until they are shelf-ready. She showed the Board what a MARC record (Machine Readable Cataloging Record) looked like. She explained that this is the format that is used to breakdown the information about an item so that a computer can read it and transfer it to what is published in the catalog. She discussed the length of time that it takes to process each item and also the time it takes to process donations.
The system will be changing by 2018 to have the catalogs look more like Google. This is a Library of Congress change.
Trustee Margaret Christle thanked Ms. Reedy for coming and for her work calling it the “lifeblood of the library.”
Report of the Director:
Ms. Alston welcomed Elizabeth Sensabaugh, Blacksburg Branch Supervisor to the meeting.
We should be at 16 percent of total budget at this point. Ms. Alston noted that we pay insurances in the first quarter for the entire year. Therefore the insurance line items are large for the month of August.
We received an annual donation from the Floyd Endowment in the amount of $7,500.00. This goes to the book budget and could be used to digitize the Floyd Press, should we get to that point.
Ms. Christle noted the increase in website hits from 2013 to 2014. Ms. Alston elaborated that unfortunately, we miss the count of patrons who go directly to Hoopla and OverDrive and don’t seek them through our website.
Programming / Collection
Ms. Sensabaugh shared about the Civil War Program that took place on August 23. The attendance was 740. Stations were set up outside and inside the building. There were re-enactors dressed in period costumes, clothing displays, a working blacksmith, horse drawn artillery carriages, and Robert E. Lee (re-enactor) who gave a speech. This was a large hit. There were several positive patron responses given to the library about the event. Ms. Biggs commented that with Heritage Day in Christiansburg going on at the same time, the attendance at the Civil War event was remarkable. Ms. Sensabaugh mentioned the great job Assistant Branch Supervisor, Cathy Prati did putting together the event.
Another terrific program happened this past Sunday. The Christiansburg Library celebrated the 200th anniversary of the Star Spangled Banner by having four groups perform. The Christiansburg High School chorus and band, the Shaffer Memorial Choir and the Wilderness Choir all participated. They all performed patriotic songs then joined together to perform the Star Spangled Banner. An added benefit to the event is that Mrs. Charlotte Davis, a longtime patron, called on Monday to say she was so impressed with the program that she was meeting with her attorney to change her will to leave $10,000 to the Christiansburg Library.
The Christiansburg artist in residence last week was Larry Bechtel. He has loaned the Christiansburg Library a sculpture of a female lying in bed reading. He is willing to sell it to us for $2,000. Ms. Hale is working to raise the money to purchase the sculpture.
The Fall Harvest event at the Meadowbrook Library will be held on Saturday, October 4 from 10:00 – 2:00 p.m. There will be a cake walk, pie contest, games and much to do during the four hours. Ms. Alston invited the board to attend.
Facilities / Technology
We have added the rest of the signs to the Blacksburg Library. Now all of the major collections are marked. We still hope to do something different to the entrance of the Children’s area and so we are exploring several options.
The Buildings and Grounds crew worked hard a few weeks ago to tear up the worst section of the asphalt path in the courtyard at the Meadowbrook Center and Library and poured a cement path. They plan to do the other half at some point. They did an excellent job. Ms. Alston thanked Ms. Biggs for bringing this to the Board of Supervisors’ attention.
We have once again upgraded the wireless in Meadowbrook and Christiansburg Libraries.
Staff and Trustees
Ms. Alston directed board members to a training form that was placed in their folders. This offers a way for members to track any training classes they take and to better enable them to share information from the trainings at future board meetings.
Board members were given an updated board roster and an updated calendar.
System Administrator, Chris Elledge will be interviewing for his full time computer tech person next week. He has received five or six applications and will be interviewing three of them.
We will have the Montgomery County Board of Supervisors and the Christiansburg Town Council reception at the Christiansburg Library this coming March.
There was one incident in Christiansburg this past month. The emergency door in the juvenile area has a bad leak when it rains. The roof is fine, but the water is coming in around the top and bottom of the door. Buildings and grounds folks vacuumed up the water and are currently trying to rectify the situation. Ms. Alston will let Ms. Biggs know if it happens again.
Executive Committee – Did not meet.
The Development Committee met regarding the basket for the Basket Auction. The board will donate a basket with local items, such as a night’s stay at the Inn at Virginia Tech, gift cards from local restaurants, and possibly wine from local wineries. They will send a detailed list to Ms. Alston by October 1.
Leadership Committee – Did not meet.
Policy Committee – Did not meet.
Floyd Friends of the Library – Did not meet.
Montgomery Friends of the Library
The Montgomery Friends met September 16. They discussed the coffee situation in the libraries. They have decided to purchase coffee pots and return the rental equipment that has been used to date. The hope is that this will save money in overhead while still offering the coffee service in the Montgomery County libraries.
The Basket Auction will take place November 6 from 6:00 – 8:00 p.m. at VCOM II building in the CRC at Virginia Tech. The tickets will go on sale on October 1 in each library.
Ms. Alston visited former Foundation president MaryAnn Hinshelwood. She is doing very well.
Trustee Natalie Cherbaka moved to adjourn the meeting and Ms. Armstrong seconded the motion. The meeting was adjourned at 8:08 p.m.
Approved by the Library Board
Margaret Christle, Chair
Ruthie Bellman, Recorder