Category Archives: Board

April 16, 2014 Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Meadowbrook  Library

7:00 PM

 

April 16, 2014

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

-          March 19, 2014 minutes

 

Public Address

 

Unfinished Business

 

New Business

-          FY 2014 Library goals

-          Director’s Evaluation

-          Possibility of moving Floyd County employees to Floyd County plan

 

Report of Director

-          Financial Report

-          Statistics

-          Programming / Collection

-          Facilities / Technology

-          Staff / Trustees

-          Other

 

Committee Report

-          Executive

-          Development

-          Leadership

-          Policy

-          Floyd Friends of the Library

-          Montgomery Friends of the Library

-          MFRL Foundation

 

Adjourn

 

 

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Dates to Remember:

 

 

v  April 20, 2014 – Spring Holiday, Libraries closed

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

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

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

v  May 26, 2014 – Memorial Day, Libraries closed

v  June 23, 2014 – Library Director off

v  July 4, 2014 – Independence Day, Libraries Closed

Category: Agenda, Board

February 19, 2014 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

February 19, 2014

 

Board Members Present:

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Ginny Gardner

Anne Page

Darlene Richardson

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

Pamela Hale, Christiansburg Library Branch Supervisor

Karen Martin, Library Service Specialist, Christiansburg Library

 

Board Members Absent:

Karen Drake, Chair

Ann-Margaret Shortt

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

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

 

Roll Call:  Ms. Christle

 

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

 

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

 

Public Address:  None.

 

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

 

Unfinished Business: None.

 

New Business:

Heafner Donation

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

 

Director’s Report

 

Financial

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

 

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

 

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

 

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

 

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

 

Statistics

We are pleased that the ebook numbers continue to grow.

 

Programming / Collections

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

 

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

 

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

 

Facilities / Technology

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

Staff and Trustees

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

 

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

 

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

 

Incidents

There are no incidents to report this month.

 

Reconsiderations

There are no reconsiderations this month.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

 

 

Policy Committee

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

 

Montgomery and Floyd Friends of the Library

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

 

Their annual joint meeting will be May 8 in Blacksburg.

 

MFRL Foundation

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

 

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

 

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

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

Approved by the Library Board

Margaret Christle, Vice-Chair

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

March 19, 2014 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Jessie Peterman Library, Floyd

7:00 PM

 

March 19, 2014

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

-          February 19, 2014 minutes

 

Public Address

 

Unfinished Business

-          Review of Director’s Evaluation form

 

New Business

 

Adjourn

 

 

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

 

 

 

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Dates to Remember:

 

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

Theme: Many Happy Returns: Exploring Customer Service

v  April 20, 2014 – Spring Holiday, Libraries closed

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

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

v  May 26, 2014 – Memorial Day, Libraries closed

v  June 23, 2014 – Library Director off

v  July 4, 2014 – Independence Day, Libraries Closed

 

Category: Agenda, Board

February 19, 2014 Library Board Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Blacksburg  Library

7:00 PM

 

February 19, 2014

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

-          January 15, 2014 minutes

 

Public Address

 

Resolution for Karen Martin presentation

 

Unfinished Business

 

New Business

-          Resolution for Heafner donation to JPL endowment

 

Report of Director

-          Financial Report

-          Statistics

-          Programming / Collection

-          Facilities / Technology

-          Staff / Trustees

-          Other

 

Committee Report

-          Executive

-          Development

-          Leadership

-          Policy

-          Floyd Friends of the Library

-          Montgomery Friends of the Library

-          MFRL Foundation

 

Adjourn

 

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Dates to Remember:

 

v  April 11, 2014 – Staff Day, Libraries closed

v  April 20, 2014 – Spring Holiday, Libraries closed

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

v  May 26, 2014 – Memorial Day, Libraries closed

 

Category: Agenda, Board

January 2014 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

January 15, 2014

 

Board Members Present:

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Anne Page

Darlene Richardson

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

 

Board Members Absent:

Karen Drake, Chair

Ginny Gardner

Ann-Margaret Shortt

 

County and Affiliate Liaisons Absent:

Gail Billingsly, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

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

 

Roll Call:  Ms. Christle

 

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

 

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

 

Public Address:  None.

 

Unfinished Business:

 

Floyd County Budget

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

 

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

 

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

Roll Call Vote:

Aye     Nay

 

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Anne Page                            X

Darlene Richardson             X

Larry Spencer                       X

 

New Business:

 

Approval of Resolution for Karen Martin

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

 

March Reception for Floyd County Politicians

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

 

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

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

 

Report of the Director

 

Financial

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

 

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

 

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

 

Statistics

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

 

Programming / Collection

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

 

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

 

Facilities / Technology

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

 

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

 

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

 

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

 

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

 

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

 

Staff and Trustees

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

 

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

 

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

 

Incidents

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

 

 

Reconsideration

There were no reconsiderations this month.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – Did not meet

 

Leadership Committee – Did not meet.

 

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

 

Floyd Friends of the Library

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

 

Montgomery Friends of the Library

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

 

MFRL Foundation

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

 

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

 

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

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

Approved by the Library Board

Margaret Christle, Vice-Chair

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

December 18, 2013 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

December 18, 2013

 

Board Members Present:

Karen Drake, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Darlene Richardson

Ann-Margaret Shortt

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

MaryAnn Hinshelwood, MFRL Foundation

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

 

Board Members Absent:

Ginny Gardner

Anne Page

 

County and Affiliate Liaisons Absent:

Lauren Yoder, Floyd County Board of Supervisors

Mary North, Montgomery Friends of the Library

 

Call to Order:  Chair Karen Drake called the monthly meeting of the MFRL Board of Trustees to order at 7:08 p.m., on Wednesday, December 18, 2013 at the Christiansburg Library.

 

Roll Call:  Ms. Drake

 

Acceptance of Agenda:   A motion was made by Trustee Margaret Christle and seconded by Trustee Ann-Margaret Shortt to amend the agenda to add a resolution for MaryAnn Hinshelwood. The motion passed unanimously as amended.

 

Approval of Resolution for MaryAnn Hinshelwood:

Trustee Darlene Richardson made a motion to approve the resolution to honor MFRL Foundation President MaryAnn Hinshelwood’s many years of service to the library.  Ms. Armstrong seconded the motion and the motion passed unanimously.  Ms. Hinshelwood has served the library since 1984 in many capacities throughout the years.  Ms. Drake presented the resolution to Ms. Hinshelwood thanking her for her faithful service to the Library.  Ms. Hinshelwood will be moving out of the area in April.

 

 

New Business:

 

Floyd Childress, Jr. Memorial

Mr. Floyd Childress passed away recently and the family has requested donations be made to the library in his memory.  To date, we have received $600.00.

 

Staff Day 2014

Staff day is scheduled for April 11, 2014 at the Jessie Peterman Library in Floyd.  One of the main speakers will be Wanda Osborne from EAP who will be sharing tips for handling patrons with issues, mostly mental. Our other guest speaker will be Scott Crawford from MemberOne Credit Union who will be discussing customer service and marketing.  Other topics will be Christian Fiction and genealogy databases.  Director Paula Alston requested that the board close the library on April 11 for Staff Day.  Ms. Richardson made the motion to allow the libraries to close on April 11, Ms. Armstrong seconded the motion and the motion passed unanimously.

 

Holiday Schedule

Our holiday schedule is based on the Montgomery County schedule, which is based on the state schedule; if the Governor gives extra time off, Ms. Alston will confer with the Board chair to determine if the libraries will be closed.  This year the original schedule did not include Monday December 23 but two weeks ago the Governor determined the state offices would be closed on that day.  Montgomery County is closing also.  Ms. Alston conferred with Ms. Drake and decided to close the libraries on that day as well.

 

Ms. Alston asked the board to approve the 2014 Holiday Schedule as it currently stands.  Ms. Shortt made the motion to approve the holiday schedule, Ms. Cherbaka seconded the motion and the motion to approve the 2014 Holiday Schedule as it stands passed unanimously.

 

Montgomery County Budget

Ms. Alston reviewed the Montgomery County FY2015 Budget with the board.

 

A question was raised about the Gates Grant.  We received grants from the Gates Foundation three different times.  The initial grant was to purchase public PCs for all the libraries and was in the late 1990’s.  Approximately five years later, we received another grant to update software.  The third grant was in 2008 where they determined, based on the poverty level around Floyd and Blacksburg, that we needed more public PCs in those two libraries.  That grant was for almost $50,000 and had very few strings attached.  The Gates Foundation has moved on to polio and world health issues but we are forever hopeful that they will come around to public libraries at some point in the future.

 

We always begin the year with $187,530 in the book budget and after the start of the next fiscal year, it will increase somewhat based on purchase orders roll over.  In years past, we have used any carry forward money we have to augment the book budget.    It is possible that we may not have access to carry forward money in the future.  We may have the opportunity late in the fiscal year to ask that our salary money (the bulk of our carry forward money) be shifted to other line items.  We may need to ask for an increase to the book budget line item in the future. A decent book budget for a library system of our size should be around $250,000.  Currently we have $227,000.00.    We immediately use approximately $100,000 at the beginning of each fiscal year for standing orders and magazines.

 

We are going to request $10,950 to replace the SIRSI server and migration the data.  The current server is antiquated and needs to be replaced.  If it should crash, it will be devastating to our operation.  This happened in Chesapeake about a year ago and they are still recovering.  They lost everything.  Ms. Cherbaka suggested that we add a line about the consequences of a total failure to the budget form.

 

Also, we are looking to upgrade the Digital Services Specialist position from a grade 110 to a grade 115.  He handles all of the website coding, updates and changes, technology zoo, training for digital resources, public training, new databases from the state, staff training, etc.

 

One of the goals of the County Administrator is to have a Master Plan for Parks and Rec and for the library.  He would like to have the study done together to see where we should go next in relation to facilities and services.  The total cost for the study is estimated to be $60,000, which will be $30,000 per entity.  It may cost more, but if we don’t put it in the budget process, it will be overlooked.  Mr. Spencer asked why we would do this together. The Parks and Recreation Departments are often looped together with libraries because they have a similar mission.  Ms. Alston said it is to take stock in what we have and see what the county’s needs are.  The feasibility study would be done by a consultant.

 

Maintenance issues are handled by an email to Steve Phillips listing major projects. Last year we had several items, including roofing the Christiansburg Library which was completed.  Issues for FY 2015 include a crosswalk with painted in the parking lot between the library and the park;  external electrical outlets in the amphitheater behind the Christiansburg Library, more outlets in the Community room and pavers to make a path to get around to the amphitheater.

 

Blacksburg’s outside doors need to be replaced.   Meadowbrook has no requests.

 

A car has been requested to replace the Escort that has been taken off the road for safety reasons.  We are currently using an older van from the motor pool.   Ms. Alston is requesting a small SUV.

 

Circulation Specialist starting pay is $8.54 per hour.  We are lower than Washington County ($11.50 per hour), Franklin County (over $11.00), Blue Ridge Regional in Martinsville and the schools ($10.00 per hour).  The starting rate of pay has not increased in the last 10 years.   Minimum wage has increased 30% over this time period, but our starting salaries have not.  We would like to ask that our lump sum be increased to allow increases for Circulation Specialists and the courier.  The only other choice to increase their pay would be to cut back on hours.  Also, we would like to address compression for the folks who have been here for years to increase their pay accordingly based on longevity.

 

Ms. Drake asked how often are employee positions being turned over and how long does it take to get the new person trained versus advertising and lost time.  Ms. Alston said there is a 90 day training period.  However, it can take almost a full year to get them completely trained with the intricacies of the job.

 

The lump sum is currently at $211,000, but with de-classifying the courier position there will be another approximately $10,000 in the lump sum.  The three department heads with the majority of non-classified employees met with Karen Edmonds and Marc Magruder in October.  The Library wanted to see a county-wide step plan, similar to what we have, but after discussion, it was determined that there is not one plan that fits all.  The committee made the recommendation to the County Administrator that when classified employees are given a raise, the county will increase the non-classified lump sum for each department.

 

Ms. Drake made the comment that when the Executive Committee met recently, it was noted that paper sales and fines are declining and perhaps increasing fines it should be considered.  This will be sent to the Policy Committee.

 

Ms. Cherbaka made the motion to accept the Montgomery County FY15 Budget.  Ms. Armstrong seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:

Aye     Nay

 

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Karen Drake                         X

Darlene Richardson             X

Ann-Margaret Shortt           X

Larry Spencer                       X

 

 

 

Floyd County Budget

We have not received budget instructions from Floyd County yet.  We feel we need to ask for $244,000 for the FY15 year.  The most we have ever received from Floyd County was $224,000.

 

Staff looked at the salaries for the Floyd County Library employees.  There are no other jobs in Floyd County that are similar to the library positions, so we used the Solid Waste Department as a comparison.

 

Starting pay for Manager of Floyd County Solid Waste is $33,686; the manager of the Jessie Peterman Library has 10 years’ experience and is making $34,195.  So, if that Library Manager with 10 years of experience was also a grade 13 on their pay plan, she could possibly be making over $40,000.

 

The Floyd County Solid Waste Assistant Manager starting salary is $29,736.  The Library Assistant Manager is making $25,835 after five years on the job and almost three years in the position.

 

We compared the LSS position in the library to the EMS Clerk on the Floyd County pay chart.  Our LSS start at $9.00 per hour and the EMS Clerk starts at $11.35.   A grade 2 Floyd County Solid Waste equipment operator starts at $9.90 and we start our CS’s at $8.34.  As you can see, the salaries do not come close to matching even the Floyd County pay scale.   The eligible Jessie Peterman employees do receive VRS and health insurance from Floyd County.

 

Ms. Christle asked if the Floyd County Supervisors understood that these employees are actually Floyd County employees?  Is the confusion because their paychecks come from Montgomery County? Do they feel Montgomery County is responsible to give raises and to fix this?  The Floyd Board of Supervisors gives the regional library a lump sum and it is up to the library as to how we spend it.  It’s just that in the past they have not given us enough money to pay the employees a decent salary that is comparable to what others in the Floyd County government earn.

 

The question was asked, what makes the library employees Floyd County employees?  Ms. Alston responded that technically, they are not because they are not on the Floyd County pay plan.  All the employees who work in Montgomery County libraries are on the Montgomery County pay plan or are non-classified employees of Montgomery County. The Floyd County Library employees are not on either pay plan.  But, the money to pay the Floyd County Library employees comes from Floyd County.  Montgomery County is only the fiscal agent per the contract that was signed in 1975.

 

It was decided that Ms. Alston, Ms. Shortt and Trustee Ginny Gardner should schedule individual meetings with the Dan Campbell, Floyd County Administrator and then Board of Supervisor members to explain the situation.  They will include simple bullet points, the comparisons that have been discussed in this meeting, and information as to what being a regional library means from the perspective of the state library to try to help them gain a better understanding of the situation.  Mr. Spencer suggested we also include an information sheet that shows that the request of how $240,000 will effect Floyd County library services.  Then if we receive $230,000 then what services will be cut.  If $220,000, then what will be cut and so on.  The board will need to see how each cut / loss of income to the library will affect the community / county as a whole.

 

Ms. Drake suggested that we email faithful donors to bring community members up to date about what is and what is not happening.  Patrons do not fully understand.  We should begin with Floyd Endowment members.

Report of the Director

 

Financial

 

We have finished the month fifth of the fiscal year and should be at 41% of budget.

 

We have been given access to 60% of our rollover money. The Board of Supervisors approved this Monday night.  For us that is $31,436.  Instructions were to use it for onetime, non-recurring items, non-personnel and will not result in future funding in FY 2015.  We must spend the total before June 30, 2014

 

Ms. Alston submitted the request to cover the items we would still like to do complete the modest renovation of the Blacksburg Library.  Six more tables, new shelving for the self-service holds, lap top tables, a handyman to rebuild the inside book drop and trim it to match the desk, and items to add to the children’s area.

 

Ms. Alston believes this may be the last year for carry forward funds in this fashion.  A majority of our carry forward funds are in salaries.  We may be able to reallocate those monies before the end of each fiscal year.

 

Programming / Collections

Meadowbrook deployed their first Little Library.  The Little Library in located in Dr. Hemphill’s clinic across from the library.  In the first 2 weeks, they had 24 items taken so it was well received.

 

Facilities / Technology

The new circulation desk is installed in Blacksburg, along with 2 tables, a credenza behind the desk, a new matching coffee bar and base for the self check out machine.

 

Staff and Trustees

Ms. Alston emailed the information from Kim Armentrout giving the website, login and password for the trustee academy to Board members.  She encouraged members to take a look at the courses and take them as part of the professional growth as board members.

 

The budget hearing for the Governor’s 2014-2016 biennial budget is scheduled for Friday, January 3 at 12:00 Noon in the Graduate Life Center at VT should board members want to attend.  The budget is showing no increase to state aid.  Our state aid went up $900 based on the preliminary figures, but state wide it is flat for FY 2015.

 

Incidents

At Meadowbrook, we had a staff member trip and fall on the pavement.  We called the Nurse hotline and all is well.

 

Committee Reports

Executive Committee

The executive committee met about the budget.

 

Development Committee

Did not meet.

 

Leadership Committee

Did not meet.

 

Policy Committee

Did not meet.

 

Floyd Friends of the Library

The next meeting is January 9 and the membership drive will be the last week in January, 2014.

 

Montgomery County Friends of the Library

The 2014 requests from the libraries were approved by the Friends.

 

MFRL Foundation

The Basket Auction netted $10,000.  Gail Billingsley headed up the effort along with others and it was a huge success.  The 2014 Basket Auction will be scheduled for the first week in November.  The foundation hopes to double the number of baskets.

 

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

The meeting was adjourned at 9:03 p.m.

Approved by the Library Board

Karen Drake, Chair

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

January 15, 2014 Library Board Meeting Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Christiansburg  Library

7:00 PM

 

January 15, 2014

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

-          December  18, 2013 minutes

 

Public Address

 

Unfinished Business

-          Floyd County budget approval

 

New Business

-          March reception in Floyd County

 

Report of Director

-          Financial Report

-          Statistics

-          Programming / Collection

-          Facilities / Technology

-          Staff / Trustees

-          Other

 

Committee Report

-          Executive

-          Development

-          Leadership

-          Policy

-          Floyd Friends of the Library

-          Montgomery Friends of the Library

-          MFRL Foundation

 

Adjourn

 

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Dates to Remember:

 

v  January 17, 2014 – Lee-Jackson Day, Libraries open, classified employees off

v  January 20, 2014 – Martin Luther King Jr. Day, Libraries closed

v  February 17, 2014 – Presidents’ Day, Libraries closed

v  April 11, 2014 – Staff Day, Libraries closed

Category: Agenda, Board

October 16, 2013 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

October 16, 2013

 

Board Members Present:

Karen Drake, Chair

Natalie Cherbaka

Ginny Gardner

Anne Page

Larry Spencer

 

County and Affiliate Liaisons Present:

Kit Haggard, Floyd Friends of the Library

MaryAnn Hinshelwood, MFRL Foundation

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

Cindy Minnick, Branch Supervisor

 

Board Members Absent:

Ann-Margaret Shortt

Alison Armstrong

Margaret Christle

Darlene Richardson

 

County and Affiliate Liaisons Absent:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

Mary North, Montgomery Friends of the Library

 

Call to Order:  Chair Karen Drake called the monthly meeting of the MFRL Board of Trustees to order at 7:09 p.m., on Wednesday, October 16, 2013 at the Meadowbrook Public Library.

 

Roll Call:  Ms. Drake

 

Acceptance of Agenda:   Trustee Ginny Gardner made the motion to approve the agenda; Trustee Anne Page seconded the motion. The motion carried unanimously and the agenda was approved.

 

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

 

Public Address:  None.

 

Unfinished Business:

 

Floyd Budget

Paula met with the Floyd endowment committee two weeks ago and explained how the budget process works, some of the issues we are seeing and to get their ideas on how to handle it.  One suggestion was to meet with some of the members of the Board of Supervisors individually to give them a full update on the issue.  Also, to talk statistics with them, let them know how many people use the library and the areas where we are financially lacking; spreadsheets should be used and maybe compare our budget to other departments within Floyd County.  Then maybe once individual meetings have taken place, meet with the board as a whole.

 

The Board is in favor of these suggestions and wants to be sure that the library concerns are communicated to the Floyd Board of Supervisors.  We should do some research and look at stats from other Floyd County Departments to see how we compare.  Ms. Alston will ask for a copy of the Floyd County budget.

 

When we plan meetings with Board of Supervisors members, Ms. Drake wondered who should attend.  The board was asked to think about this and report back.  Also, if there are other ideas please send to Ms. Alston.

 

New Business:

VLA Legislative Agenda Endorsement

Ms. Alston asked the board to endorse the legislative agenda for the Virginia Library Association.  Once endorsed, she will send it to both Counties so they can include it in their agendas that will go to the General Assembly.

 

There are two agenda items:

 

The first is to strengthen state funding for public libraries for digital materials.  VLA is asking for a total of $2.5 million over the next two fiscal years so that they can purchase additional materials on a state-wide basis and provide public libraries with more digital material.  Currently they are providing eBooks, digital magazines through Zinio and several databases for us.

 

The second is to support the Library of Virginia.  When the state cut state agency budgets in the past, the Library of Virginia received severe cuts.  This hurt their ability to complete their mission.  They are the keepers of all the Governor’s papers as well as other historical documents, artifacts and newspapers.  They provide records management for the state and are the premiere research facility for the Commonwealth.  The General Assembly should do all in their power to restore the strength and luster to the Library.

 

Trustee Larry Spencer made the motion to endorse the VLA Agenda for 2014.  Ms. Gardner seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

 

 

Roll Call Vote:

Aye     Nay

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Larry Spencer                       X

 

Report of the Director

Financial

We have finished the third month of the fiscal year and should be around 24% of budget.

 

Statistics

Ms. Drake asked how MFRL compares to other libraries in the state in circulation numbers.  Ms. Alston said most libraries are down in circulation from 2 to 10 percentage points.

 

Programming / Collection

Christiansburg Library is working with Parks and Recreation for the Town of Christiansburg on “StoryWalks.”  A story walk is literally a story on a walking path.  Our StoryWalk will be along the path in the park behind the Christiansburg Library.  The story will be on 18 posts and the first and last post will include information about the national StoryWalk Project, the library and the Parks and Recreation department.  They will line the path from the beginning of the park to where the park ends, at our parking lot.  The posts will mostly be on the side of the path with the playground, except for the last bit that touches the property of our neighbor — those will be on the other side.  The posts will be about 3feet tall and the plexi-glass that covers the pages will be angled down.  There will be a little exercise/movement activity included on each page.    The Parks and Recreation Department will cover the cost of the posts and install them.  We would like to switch out the stories every month.

 

There is not a date for the kick off yet.  The posts most likely will not be installed until March because of the cold ground in the winter.  We will ask our maintenance people to paint a kid-friendly crosswalk between the park and our sidewalk.  Ms. Alston believes this is a great collaboration between the library and the town.  Kudos to Jenny Barrowclough, Assistant Branch Supervisor for Christiansburg Library for discovering StoryWalks.

 

We had Blacksburg staff at Gobblerfest at Virginia Tech on September 6.  They talked to over 300 students and signed 97 up for new library cards.

 

Facilities / Technology

We have upgraded/replaced the old and failing Windows 2000 Domain Controls (servers) at each branch.  We are currently running windows 2008 R2 Server as an “in between” as there is no direct upgrade from 2000 to 2012.  These will be upgraded to Server 2012 at some point in the future.

 

We have also upgraded the Wireless from “home” grade devices to proper business class devices.  We have implemented staff wireless that allows staff laptops to use the staff network.  Patron wireless is now separate from our network.  We put in multiple access points to provide better coverage.

 

We have replaced the old routers that were no longer compliant with today’s standards and were not able to communicate well with patron wireless devices.  We segmented out networks such as staff, phone, public, and guest wireless.  This will allow future provisioning (rationing) and better monitoring of network bandwidth.

 

Floyd is now operating with the new phone system.  Training went smoothly and staff did a fabulous job with the learning curve.  Citizens Phone Company is still working with Verizon to get the Verizon numbers imported for Christiansburg and Meadowbrook.

 

There has been more rain and still no leaks in Christiansburg, thanks to the new roof.  Maintenance staff did a wonderful job repairing the wallboard where there was damage.  And all the stained ceiling tiles have been replaced.

 

The new van arrived in late September and Sign-A-Rama put the new lettering on within a week of its arrival.  It looks very good.

 

The county gave us a 1997 Ford Escort five years ago when we requested a car to get the IT staff and the Children’s librarian around the County.  It is now rusted through and the garage says it will not pass inspection.  It is due for inspection in February so we will drive it until then, and surplus it.  It has 117,000 miles on it.  Ms. Alston would like to request a replacement car through the FY 2015 budget process.

 

We got a quote to install security cameras in Christiansburg, using a system similar to what we have in Blacksburg.  This includes four stationary cameras and a monitoring computer where it copies the images to a hard drive.  We have always lost material at the Christiansburg branch, so one of the cameras will be right over the DVDs.  This is a cheaper solution than door security. Ms. Alston has requested that the County cover this expense since it is building related.  We have not received a response yet.

 

We’ve had several door issues at the Blacksburg Library.  The community room door did not shut all the way and we have gotten that repaired.  Also, the front entrance door would not shut all the way unless pushed.  That was repaired by Carolina Door, but it took almost a week to have this completed.

 

The Christiansburg STEMA programs on robotics had 46 participants. Members from the robotics club, both high school and middle schoolers, were on hand to demonstrate their robots.  Members of this club will be back in November to help kids build a robot out of Legos.

 

Christiansburg library staff members were on hand for the Food Truck rodeo in downtown Christiansburg on September 27.

 

Meadowbrook sent staffer Cathy Espley to EastMont Elementary to demonstrate Literati to fourth and fifth graders.  Over the course of 4 days, she saw 193 students.

 

Lori Kaluszka gave a database presentation to Floyd Elementary sixth graders and later to staff at Floyd Elementary.  We are getting out to the schools and spreading the word about our databases.

 

We had an issue with the electronic sign in Blacksburg.  The thin computer behind the TV gave out.  The part was under warranty and it just took a bit of time to get it replaced.  It is now up and running again.

 

Staff and Trustees

Ms. Alston attended the Montgomery County Rotary Club meeting on October 9 to talk about the library and she is scheduled to visit the Blacksburg Hosts Lions Club on October 29.

 

Historically, we have closed the libraries at 5:00 p.m. between Christmas and New Year’s.  Ms. Alston asked the board if:  1) they would like to continue that practice;  2) would they consider closing at 5:00 p.m. on Monday December 23; 3) would they consider closing at 5:00 p.m. on Thursday, January 3?  This would involve Monday and Thursday of Christmas week and Monday, Tuesday and Thursday of the next week.

 

We follow the County’s schedule for holiday closings and they follow the state schedule.  The Governor has been known to include an extra day at the last minute.  If that happens, the County routinely includes it.  Ms. Alston’s process is to confer with the Board chair and together they decide if we will follow the modified State/County schedule.

 

Ms. Gardner made the motion to close the libraries at 5:00 p.m. from Monday December 23 through Thursday, January 3 (with the exception of the days closed.)  Ms. Page seconded the motion.  A vote was taken and the motion passed unanimously.

 

Incidents

There was one incident this past month.  A patron in Blacksburg felt faint after giving platelets.  Staff gave her something to eat and 20 minutes later she felt better and was able to walk out.  We applaud her for the fact that she is a regular platelet donor.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee – Did not meet.

 

Floyd Friends of the Library – Floyd Friends had their quarterly meeting last Thursday.  They pre-approved the money to be donated for libraries for 2014.  The book sales are going strong.  There are no activities planned in the near future.  Kit Haggard, President of the Floyd Friends reported that a longtime supporter, Jackie Vangunten, has passed away.

 

Montgomery Friends of the Library

The Friends of the Library annual meeting will be Tuesday, October 29 at the Blacksburg Library.   Author Ann Goette will be speaking.

 

MFRL Foundation

President Mary Ann Hinshelwood shared that the foundation had received a donation from the Floyd Friends of the Library in the amount of $2,500.  This donation will make the Floyd Friends a Title sponsor for the Bountiful Basket Auction to be held on November 7.

 

Ms. Hinshelwood mentioned that she had received a question from a patron asking why we are buying a new circulation desk and other furniture for the Blacksburg Library, but cutting hours in the Floyd library.  This question was prompted by the donation mailing that went out a few weeks ago.  Ms. Alston answered that the two counties have different budgets.  The Floyd library had their budget cut by Floyd County by 10% in 2011.  This is the reason for the cut in hours at Jessie Peterman Library.  Ms. Hinshelwood will respond to the patron’s question.

 

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

The meeting was adjourned at 8:18 p.m.

Approved by the Library Board

Ginny Gardner, Secretary

Ruthie Bellman, Recorder

 

 

 

Category: Board, Meeting Minutes

December 18, 2013 Library Board Meeting Agenda

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD MEETING

 

Christiansburg  Library

7:00 PM

 

December 18, 2013

 

Call to Order

 

Roll Call/Quorum

 

Acceptance of Agenda

 

Approval of Minutes

-          October 16, 2013 minutes

 

Public Address

 

Unfinished Business

 

New Business

-          Staff Day 2014

-          2014 Holiday Schedule

-          MC Budget approval

-          FC Budget approval

 

Report of Director

-          Financial Report

-          Statistics

-          Programming / Collection

-          Facilities / Technology

-          Staff / Trustees

-          Other

 

Committee Report

-          Executive

-          Development

-          Leadership

-          Policy

-          Floyd Friends of the Library

-          Montgomery Friends of the Library

-          MFRL Foundation

 

Adjourn

 

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Dates to Remember:

 

v  December 26 – January 2, 2014 – Libraries close at 5:00 p.m.

v  December 23-25, 2013 – Libraries closed for Holidays

v  January 1, 2014 – Libraries closed for New Year’s

v  January 17, 2014 – Lee-Jackson Day, Libraries open, classified employees off

v  January 20, 2014 – Martin Luther King Jr. Day, Libraries closed

Category: Agenda, Board

September 2013 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

September 18, 2013

 

Board Members Present:

Karen Drake, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Ginny Gardner

Anne Page

Darlene Richardson

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

Cathy Whitten, Branch Supervisor

 

Board Members Absent:

Ann-Margaret Shortt

 

County and Affiliate Liaisons Absent:

Lauren Yoder, Floyd County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

MaryAnn Hinshelwood, MFRL Foundation

 

Call to Order:  Chair Karen Drake called the monthly meeting of the MFRL Board of Trustees to order at 7:04 p.m., on Wednesday, September 18, 2013 at the Jessie Peterman Library.

 

Welcome to new member:  Ms. Drake and board members welcomed Mr. Larry Spencer to the board.

 

Roll Call:  Ms. Drake

 

Acceptance of Agenda:   Trustee Ginny Gardner made the motion to approve the agenda; Trustee Darlene Richardson seconded the motion. The motion carried unanimously and the agenda was approved.

 

Approval of Minutes:  The motion was made by Trustee Darlene Richardson, seconded by Trustee Anne Page and the board voted to approve the August14, 2013 minutes.

 

Public Address:  None.

 

Unfinished Business:

Library Emergency Action Plan

The plan was reviewed in the spring.  A section on an active shooter has been added to the plan.  This is based on the RUN-HIDE-FIGHT video from Houston, Texas.  In light of the events this past Monday at the Naval Yard in Washington, D.C., staff will be reviewing the document in an effort to keep our staff members ever vigilant.

 

Trustee Alison Armstrong made the motion to accept the Library Emergency Action Plan with revisions.  Trustee Margaret Christle 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

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Larry Spencer                       X

 

Floyd Budget

Expenses that are incurred for a combination of Montgomery County libraries and Jessie Peterman Library are split at 85% for Montgomery County and 15% for Floyd County.  The questions of how much money is spent by Montgomery County to cover the excess of the 15% for Floyd County and how to address this were raised.  There are several items in question, namely maintenance on the existing van, rotation items, and training for staff.

 

All expenses for van maintenance have previously been covered by the Montgomery County portion of the library’s budget.  After some discussion by the board, this will now change.  Fifteen percent of the maintenance expenses will be covered by the Floyd County portion of the budget.  There is a gas allotment from Floyd County for the van and the library car.  Floyd County did contribute 25% of the cost of the new van.

 

Rotation items, mainly audio visual items, are covered with the 85/15 split in the budget.  We have previously continued to rotate items between counties, even after we spent all the money allotted to the Floyd County line item.  We will now stop rotating once the allotted amount has been exhausted.

 

Jessie Peterman Library employees have no funding for training opportunities.  Also, Floyd County is not paying any portion of expenses for training and travel for Director Paula Alston and other regional staff members.

 

It was noted that we do receive donations from all the towns.  Also, we receive in-kind services for garbage disposal and recycling from the Town of Christiansburg; recycling, parking lot maintenance and landscaping from the Town of Blacksburg.  Floyd County covers garbage disposal and cleaning of the building, as well as building maintenance for the Floyd Library.  Montgomery County covers the cleaning and all maintenance issues for the three Montgomery County buildings, as well as parking lot maintenance and landscaping for Christiansburg and Meadowbrook.

 

Ms. Alston addressed a question that was asked by Trustee Natalie Cherbaka in the August 14 meeting.  Ms. Cherbaka asked what the benefits are of being a regional library system.  Ms. Alston answered there is more state aid for regional systems.  Also there is resource sharing: one director, IT staff, cataloging, and library software as examples.   Ms. Alston stated that if the Jessie Peterman Library were to separate from the regional system, they would need their own director with a Master’s Degree in Library Science.  When compared to two other libraries in the state with approximately the same population of Floyd County, one has a budget similar to Floyd’s, the other, Radford, has a budget four times the amount we receive from Floyd.  Ms. Alston reminded the board that the purpose of the discussion is not to break apart the regional system but to strategize how to help Floyd County realize they need to fully support their library.  This includes funding raises for the staff members who work in the Floyd County, live in Floyd County and receive their benefits as part of Floyd County.  Montgomery County is our fiscal agent so they do write the paychecks for the Floyd employees, but the money for those paychecks comes from Floyd County.

 

The board asked that we do an accounting of how much money that Montgomery County has contributed on behalf of Floyd County.   In this accounting we should remember that Floyd County contributed one-quarter of the price of the new van and they did recently repair the 30-year old air handling system.

 

It was suggested that we arrange a meeting between the two counties’ Boards of Supervisors via the County Administrators to discuss these matters.  This will help make them aware of the numbers of people who use the Floyd County Library and give the Library Board the opportunity to ask that the Jessie Peterman employees receive the same treatment as other Floyd County employees.  Trustee Larry Spencer mentioned that the Administrators know their budgets and should be able to begin to address these issues.

 

Ms. Drake suggested we continue working on this and mulling things over.

 

New Business:

Courier Position

Jessica Tabor, the courier for the system, was promoted to an LSS at Christiansburg Library.  She will spend 20 hours working in the LSS position and 10 hours working in Technical Services.  She was a 30 hour person and she was allowed to keep those extra 10 hours.

 

John Martinkosky had been our substitute courier and is willing to do the run 4 days a week.  He has a scheduling conflict on Thursdays.  We will do a modified run on Thursdays, moving items between Christiansburg and Blacksburg and collecting money.  We are going to try this on a trial basis and see how it works.  Sometime after Christmas, we will reevaluate and see if both parties are happy with the way it is working.  If we are, we’ll offer him the job; if not, we’ll look for someone else.

 

The Courier position is currently a classified position, a 106 on the pay scale, with a range of $9.71 – $15.05 per hour.  Ms. Alston would like to declassify the position.  John currently makes $8.75 an hour as a sub.  If he wants the job permanently, we would keep him at that level.  If we hire someone else, we would probably start them at 8.50.  The position is a physical one but not necessarily too demanding.  He probably moves 50 bins a day with an average weight of 20-25 pounds.

 

Ms. Richardson made the motion to declassify the Courier position and have the beginning pay set at $8.50 per hour.  Ms. Cherbaka seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:

Aye     Nay

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Larry Spencer                       X

 

Strategic Plan Update and Goals

Ms. Alston referred the board to the Strategic Plan Goals for 2014 that she previously had emailed to each of the board members.  She reviewed these with the board.  After brief discussion Ms. Richardson made the motion to accept the Strategic Plan Goals for 2014 and have them added to the Strategic Plan.  Ms. Armstrong seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:

Aye     Nay

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Larry Spencer                       X

 

Report of the Director

 

Financial Report

We have finished the second month of the fiscal year and should be at 16% of budget.  We have not heard officially about our Montgomery County carry forward funds yet, but we are hopeful to be able to keep them.  The Floyd County gas line item is incorrect and will be corrected.

 

Statistics

Circulation went up in Blacksburg, Christiansburg and our e-books statistics continue to climb.

 

Programming and Collection

Last month Ms. Alston mentioned Christiansburg and their “little library” service they started in July at the Christiansburg Rec Center and the Aquatic Center.  These are racks with books for people to take.  We use donated books to stock the racks and it is not a book swap.  We do not want people to swap because then we cannot get a good count. Also, we do not want people to think they can bring several boxes and drop them off.  Christiansburg staff refreshes the books every week.

 

Several members of the Friends of the Library board had some concern that we would be infringing on their book sales with the argument that if people can get books for free, why would they want to come into the library to buy a book.  The little library movement is country-wide and is just another way to put books in the hands of our residents. It is a way to encourage reading and educating one’s self anywhere and anytime.  We believe it is as an extension of the services we already provide.  Ms. Alston met with the Friends of the Library board on Tuesday and had a great discussion.  She answered their questions and realized there was support from President, Mary North and several others.  They now understand why we are doing it.  Their book sales remain strong and the belief is that we are serving two different markets.

 

In keeping with our goals for this year, we want to expand the program.  The Friends of the Library gave us some suggestions as to where we could place little libraries, and some ideas about having someone build an outdoor little library, since that is mostly what the rest of the country is doing.

 

We received a copy of four documentaries and a $1,200 stipend from the National Endowment for the Humanities for a program called Created Equal: America’s Civil Rights Struggle. We will show the documentaries and follow with a discussion.  These powerful documentaries are The Abolitionists, Slavery by Another Name, Freedom Riders, and The Loving StoryFreedom Riders received an Emmy in 2012, and The Loving Story and The Abolitionists have been nominated for Emmys in 2013.

 

Blacksburg Library also received a $500 grant from the National Endowment for the Humanities for Civil War programming.

 

Ms. Alston directed board members to flyers in their folders regarding upcoming programs at the Christiansburg Library.  Also, there was a copy of the annual report for FY13.  This year we featured Floyd on the cover.  This is the 4th in the series.  We have now featured each of the four buildings during a different season on the annual report.

 

Christiansburg Library received a NACo award for their Science and Art program.  Ms. Alston attended the Board of Supervisors meeting where she was presented with the award.  While she was there she thanked the Board for their contributions toward the new cargo van, the new desk at the Blacksburg Library, and the new roof at the Christiansburg Library.

 

It was requested we send copies of the annual report to all of the localities. Ms. Alston visits each of the localities annually and takes copies of the annual report to hand out when she goes.  We will look into sending them out sooner, as she visits usually in the spring.

Facilities / Technology

The re-roofing of Christiansburg Library was completed in August.  The next week we had a torrential downpour and no leak was detected. Mary Biggs, liaison from the Montgomery County Board of Supervisors asked if there was a warranty on the roof.  Ms. Alston will find out and report back to the board.

 

We have corrected all items on the four Fire Marshal reports

 

Our new van will be delivered on Friday.  We have an estimate to letter the side of the new van.    It will take a few days for Sign-A-Rama to finish so it is anticipated to be on the road late next week.  Ms. Alston showed the board a proof of what the finished product will look like.

 

The circulation desk for Blacksburg has been ordered. We are waiting on a schedule for when it should arrive and when the installation will take place.

 

We are having some issues with connecting the rest of the library system up to the new phone system.  Floyd should be online by next week.  Christiansburg and Meadowbrook are taking longer because Citizens is having a difficult time getting clearance from Verizon to import the numbers.  They are required to do this by the FCC but unfortunately it seems they do not have to do it in a timely manner.

 

We are also having an issue with the wireless connection in the four buildings.  After struggling a bit, we discovered the problem is routers—one in each building.  Chris Elledge has one more idea to try and if that does not work, then the routers will need to be replaced.

 

Staff and Trustees

Ms. Alston welcomed new Board member Larry Spencer.  Mr. Spencer’s orientation was completed on Tuesday with Ms. Drake and to Trustee Ginny Gardner attending as well.

 

At today’s Montgomery County Leadership team meeting with County Administrator Craig Meadows, there was the start of a conversation about how to handle non-class part time positions.  Karen Edmonds with Human Resources suggested using a pay step plan similar to what we have now.  This is a start.  There were no conclusions reached, but now that it is on the table, Ms. Alston will keep pushing for the next step.

 

Tomorrow afternoon Ms. Alston will be meeting with some of Ms. Cherbaka’s students in her ISE Design class at Virginia Tech.  They have taken us on as a project to study the cost effectiveness of implementing RFID in the libraries.

 

Ms. Alston will be attending the Library Director’s meeting next Wednesday in Williamsburg, followed by VLA on Thursday and Friday.

 

Incidents

Blacksburg had an incident of a child bumping his head on a table in the children’s area.  The mother was aware of the situation and no further response was needed by staff.

 

Blacksburg also had an incident with a patron losing a document when the computer the patron was using timed out because the mouse had not been touched in a period of time that exceeded the five minute limit.  The patron was very upset.

 

Christiansburg had a patron who made inappropriate comments to a young woman.  The man was identified.  We will consider banning him with the next incident.

 

Reconsideration -None.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee – Did not meet.

 

Floyd Friends of the Library

Floyd Friends are still using Bookholders with some success.

 

Montgomery Friends of the Library

The garden tour cleared $7,900.00.

 

MFRL Foundation

Save the date of November 7 from 6:00 to 8:00 p.m. for the first annual Bountiful Basket auction at the VCOMII building at the CRC.  This will benefit some immediate needs for the library but will also go to build the endowment.

 

Foundation members are collecting items and creating themed baskets, based around a book, for either a silent auction or a live auction.  Tickets for admission to the event will be $10 each and will go on sale soon.  We are still looking for large ticket items for the live auction so if you know of someone with a vacation home who could donate a week, or something else large, please let Ms. Alston know.

 

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

The meeting was adjourned at 8:32 p.m.

Approved by the Library Board

Ginny Gardner, Secretary

Ruthie Bellman, Recorder

 

 

 

 

Category: Board, Meeting Minutes