Category Archives: Meeting Minutes

April 15, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

April 15, 2015

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Anne Page

Darlene Richardson

Cynthia Saunders

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Cathy Whitten, Branch Supervisor Jessie Peterman Library

Ruthie Bellman, Recorder

 

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

 

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

 

Roll Call:  Chair Margaret Christle

 

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

 

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

 

Public Address:  None.

 

Unfinished Business:

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

 

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

 

New Business:

Director Evaluation

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

 

Goals and Accomplishments

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

 

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

 

Report of the Director

 

Financials

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

Statistics

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

 

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

 

Programming / Collection

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

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

 

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

 

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

 

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

 

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

 

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

 

Facilities / Technology

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

 

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

 

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

 

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

 

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

 

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

 

We also added two more cameras to Christiansburg.

 

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

 

Staff and Trustees

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

 

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

 

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

 

 

Incidents

No Incidents.

 

Committee Report

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee

Policy 304 Solicitation

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

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

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

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

 

Policy 110 – Proctoring Services

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

 

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

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

 

Code of Conduct

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

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

Floyd Friends of the Library

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

 

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

.

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

 

Montgomery Friends of the Library

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

 

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

 

 

MFRL Foundation

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

 

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

 

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

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

 

Approved by the Library Board

Ginny Gardner, Chair

Ruthie Bellman, Recorder

 

 

Category: Board, Meeting Minutes

March 18, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

March 18, 2015

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Anne Page

Cynthia Saunders

Larry Spencer

 

Library Board Members Absent

Darlene Richardson

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Mary North, Montgomery Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

 

Call to Order:  Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:00 p.m., on Wednesday, March 18, 2015 at the Christiansburg Library.

 

Roll Call:  Chair Margaret Christle

 

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

 

Approval of Minutes:  The motion was made by Trustee Cynthia Saunders, seconded by Ms. Armstrong and the board voted to approve the February 25, 2015 minutes.

 

Public Address:  None.

 

Unfinished Business: None.

 

New Business:

Ms. Saunders mentioned that the new Little Library at Willis Village Mart is in place now.  Folks seem to be pleased with it.

 

Report of the Director

 

Financials

We should be at 58% of budget.  The UMS report shows that we have recovered 50% of the accounts we put into collections this year.  This is better than in the previous years.

 

Statistics

The statistics were presented to the board.

 

Facilities / Technology

Director Paula Alston will be making an appearance at the Town Councils meetings this month.  She meets with them once a year to thank them for their donation to their town library. She met with the Christiansburg Council on March 10, with the Floyd Town Council tomorrow night and with the Blacksburg Town Council next Tuesday.

 

Incidents

We have taken out a Warrant in Debt against Christine Sullivan and Ms. Alston has been summoned to appear in court on April 17 at 8:30 a.m.

 

We had a child fall into a display shelf and bump her head at the Christiansburg.

 

A gentleman fainted in the Blacksburg Library.  EMT’s were called and took him to the hospital.

 

Jessie Peterman Library smelled of smoke on March 4.  The fire department responded and discovered that it could be from a light ballast about to burn out or dirt on the heating element.  They determined that there were no hot spots.

 

 

Committee Report

Policy Committee

The policy committee will meet to review the three policies that were discussed last month and also look at the next couple of policies in line to be updated.

 

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

The meeting was adjourned at 7:11 p.m.

 

Approved by the Library Board

Ginny Gardner, Chair

Ruthie Bellman, Recorder

 

 

Category: Board, Meeting Minutes

February 25, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

February 25, 2015

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Anne Page

Darlene Richardson

Cynthia Saunders

Larry Spencer

 

Library Board Members Absent

Karen Drake

Ginny Gardner

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Chris Elledge, Systems Administrator

Ruthie Bellman, Recorder

 

Call to Order:  Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:10 p.m., on Wednesday, February 25, 2015 at the Christiansburg Library.

 

Roll Call:  Chair Margaret Christle

 

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

 

Approval of Minutes:  The motion was made by Ms. Armstrong, seconded by Trustee Cynthia Saunders and the board voted to approve the January 21, 2014 minutes.

 

Public Address:  None.

 

Unfinished Business: None.

 

New Business:  None.

 

Position Report:  Systems Administrator

Systems Administrator, Chris Elledge, spoke and answered questions regarding his duties and the workings of the Information Technology system for the library.  Mr. Elledge explained that there are three employees in the IT department and they are responsible for all the hardware / software, other equipment like routers and switches, the wireless,  the phone system,  the website, databases and e-services.

 

He explained how the library software SIRSI functions from a technical standpoint, and how the software is now set up to send patron hold messages by text.

 

Ms. Christle thanked Mr. Elledge for his hard work in keeping things running technically in the library system.

 

Report of the Director

Financial Report

We should be at 58% of budget.  We are behind in fines, but are ahead in printing.

 

Statistics

We are now collecting stats from the four new children’s computers in Blacksburg and in Christiansburg.  We will estimate for the two computers at Floyd and the one at Meadowbrook until we determine if we can pull stats from them.

 

Our e-book statistics continue to grow.  We will be offering 3M e-books to the public next week.

 

Programming / Collection

The Christiansburg program “Have you seen art” held on January 12 had 53 attendees.    Christiansburg also held “Creative Ideas for the New Year” on January 10.  This program was a reception for “area artists, writers, musicians, dancers and imaginative neighbors” and offered them opportunity to share their creative plans for 2015.  Twenty-one people attended.

The blood drive in Meadowbrook on January 31 had a total of 42 blood donors with 4 returning vouchers to the library to have their fines reduced.  We received our $40 donation from Mountain Valley Foundation.

 

Also in Meadowbrook, the “What do we really know about the June 1756 attack on Fort Vause” presented by Jim Glanville had 45 in attendance.

 

We had a total of 73 people attend the four bee keeping programs.  There is current a large interest in beekeeping.

 

 

 

Facilities / Technology

Town of Christiansburg has a new fire inspector who completed a fire inspection of the Christiansburg Library in mid-January.  There were no major hits. The items found were two exit lights not working, a new battery in the emergency lights in the community room, a cover on the breaker box slot and an outlet cover.  We also needed the street numbers on the building. All have been corrected.

 

The Town Council of Christiansburg has directed Valarie Tweedy, their finance head, to do a feasibility study on the economic impact of becoming a city.   Director Paula Alston, emailed Ms. Tweedy last week to let her know the library would be happy to provide her with any library data she might need.  Of course any library service will depend on the contract developed between the County and the newly formed City.

 

Ms. Alston and Christiansburg Branch Supervisor Pamela Hale spoke with a reporter from the New River Valley bureau of the Roanoke Times regarding our Little Libraries.  We are considering placing one in Riner (possibly sponsored by the Montgomery County Rotary Club) and one in at the park below Kroger off of Depot Street.

 

Ms. Alston was contacted by a reported for the News Messenger seeking statistics on the library’s copies of Fifty Shades of Grey.  The system has 11 copies of the book with eight of them missing at this time.

 

Staff and Trustees

We received this from the library lobbyist last week: “The House Appropriations and Senate Finance Committees released their proposed budgets today.  I am pleased to report, as was our objective for this Session, there were no further cuts proposed to State Aid to Local Public Libraries.  In addition, the Senate proposes to restore the reversion of $30,000,000 in FY 2016 that is included in the current budget from general state aid to localities that included the authority for local governments to cut State Aid to Local Public Libraries in meeting their reduction targets.  The House did not take similar action.”

 

Another bill tracked this General Assembly session was HB2066.  The VLA legislative committee reports that this bill was brought forth by a delegation from Fairfax and seems to have gotten a cool reception, but libraries were warmly received.   The purpose of the bill was to deem libraries as essential service; however, VLA did not endorse this bill.  The legislation is a “feel good bill” and if it were to pass there is no State mandate to go along with it benefiting libraries, i.e. money. VLA was hesitant to endorse it because it originated with a group called Fairfax Library Advocates who apparently have their own agenda against the Fairfax Library administration. They approached VLA to endorse the bill after it was drafted and without consulting the Legislative Committee that already has an official VLA Legislative Agenda.

 

In the end, HB2066 was sent to appropriations by a vote of 13-6 for review of the possible funding implications the bill might have. If the bill is heard in Appropriations, their next meeting was this past Monday.

 

 

Incidents

Ms. Alston gave an update on the Pulaski resident who we feel has pawned the items she checked out last summer.  She had written us a letter in September saying she would pay $15 a month until February 1, then she would pay either $100 monthly or pay it off and she understood that we could pursue legal action if it were not paid off by February 28.  We did receive $15 a month for five months, including February.   After consulting with Montgomery County Attorney, Marty McMahon, we decided to put her back into collections.  Ms. Alston also wrote her one more letter saying we were going to take legal action if we did not see $100 or the balance, which is $1339, by February 28.

 

Blacksburg had one incident where a child ran into a door and had a gash on his forehead.  Staff helped with simple first aid and the father took the child to the doctor.

 

Christiansburg had a patron who was acting in an erratic manner.  The police were called. After the police left, the man continued his odd behavior and was told if the behavior did not subside, the police would be called again and a no trespassing notice would be issued.  The patron left and staff have not seen him back in the library.

 

Committee Reports

Executive Committee – Did not meet.

 

Development Committee

The Development Committee is planning the Desert Reception for government officials to take place March 18.  MFRL will supply the paper products and drinks.  The committee members will provide an “anchor” dessert and other members are asked to sign up to bring something to add to the items that will be served.  It was also noted that Friends of the Library and Foundation board members, as well as some staff members have been invited as well.

 

Leadership Committee  – Did not meet.

 

Policy Committee

The policy committee met to review policy numbers 110-Staff Proctoring, 304-Solicitation and the Code of Conduct.

 

The suggestion was made to amend the Staff Proctoring policy to give staff the ability to scan and email the information, instead of mailing the information back to the college / university.

 

The Solicitation policy should be updated  and some minor changes may need to be made to the Code of Conduct.

 

These will be discussed in the April 2015 meeting.

 

Floyd Friends of the Library

The Floyd Friends met in January.

 

 

Montgomery Friends of the Library

The Friends held their annual membership drive during the last week of January.  The actual figures are not out yet, but they seem to be pleased with the increase.  They added some business sponsors; Imagination toys, National Bank, and Rainbow Riders.  Each business’ sponsor fee is $200 which will go toward the upcoming Summer Reading Program’s programs.

 

MFRL Foundation – Did not meet due to weather.

 

Montgomery County Board of Supervisor’s liaison Mary Biggs asked who cleans the parking lots for the libraries.  Ms. Alston responded that Montgomery County does Meadowbrook and Christiansburg libraries’ parking lots, The Town of Blacksburg does Blacksburg Library’s parking lot and Floyd County does the parking lot for Jessie Peterman Library.

 

Ms. Armstrong moved to adjourn the meeting and Trustee Larry Spencer seconded the motion.

The meeting was adjourned at 8:10 p.m.

 

Approved by the Library Board

Margaret Christle, Chair

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

January 21, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

January 21, 2015

 

Board Members Present:

Margaret Christle, Chair

Ginny Gardner

Karen Drake

Anne Page

Darlene Richardson

Cynthia Saunders

 

Library Board Members Absent

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

June Sayers, Business Manager

 

Call to Order:  Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:00 p.m., on Wednesday, January 21, 2015 at the Christiansburg Library.

 

Roll Call:  Chair Margaret Christle

 

Acceptance of Agenda:   A motion was made by Trustee Darlene Richardson and seconded by Trustee Anne Page to accept the agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Richardson, seconded by Ms. Page and the board voted to approve the December 17, 2014 minutes.

 

Public Address:  None.

 

Unfinished Business: None.

 

New Business:

 

Floyd County Budget

We are not asking for an increase to our Floyd County budget for FY 2016.  The telephone costs were not as much in FY 2015 as we projected so we are able to readjust line items to cover shortfalls in other line items, mainly mileage reimbursement and gasoline.  The increases here are due to providing more outreach to the community. In revenues, our state aid went down about $800 for the system.  We are projecting that we will continue to receive a $5,000 donation from the Town of Floyd.  Fine revenue continues to drop.

 

Trustee Karen Drake made a motion to accept the proposed Floyd County FY2016 budget.  Ms. Gardner seconded the motion, a roll call vote was taken and the motion passed.

 

Roll Call Vote:                                                Aye     Nay

Karen Drake                         X

Margaret Christle                 X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

 

 

Review of Fee Schedule

Last reviewed in 2012

 

There have been changes to postage that may impact the postage for ILL.

 

The postal service is doing away with library rate this Sunday, January, 25, unless packages have a smart barcode.  This requires software that we don’t have. We will send them back first class.

 

Currently we pay between $3.02 and $3.48 to mail an ILL back to the lending library.  New rates will be between $5.32 and $5.49, so a little over $2 increase per package.  We average between 100-110 ILLs a year, 40% of those come from Floyd.

 

Looking at the financials, you can see that we have $6,000 in our MC postage line item, and $680 in Floyd

 

Out of these line items, we pay for box rentals for Floyd and Meadowbrook and the rest is loaded on to the Pitney-Bowes machine.  We buy a small amount of stamps for Floyd.  We mail approximately 500 overdue notices and bills each month, we do mail books belonging to other libraries but returned to us but we are now finding people who can deliver those for us.

 

We are estimating that it will cost us an additional $250 to return ILLs.

 

This FY we did increase the postage line item in both counties to accommodate several postage hikes.  If we have any extra money in the line items at the end of the year, we buy more postage for the machine.

 

Ms. Christle asked the Board to review the fee schedule to see if there are any other items that should be adjusted.  Ms. Drake asked about the collection fee.  Ms. Alston said that the fee of $12.00 was decided by the board in 2012 when we began.

 

Trustee Karen Drake made a motion to adjust the fee schedule to show the change of ILL fees from $3.00 to $5.00 effective immediately and the collection fee be raised to $15.00.  Ms. Gardner seconded the motion, a roll call vote was taken and the motion passed.

 

Roll Call Vote:                                                Aye     Nay

Karen Drake                         X

Margaret Christle                 X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

 

Passport Agency

We have investigated this, not really as a revenue stream but more a service to our residents and as another way to introduce more people to the library.  Currently the main Post Office in Blacksburg and the Circuit Court in Christiansburg are passport agencies.  The Post Office has limited hours, Circuit court will issue them during working hours; the court does approximately 100 a month and the contact we talked to indicated they would welcome the competition.

 

Each agency receives a $25.00 fee as set by the State Department.  Out of that fee, we would need to pay for the postage to mail the documents to Washington.  Staff members need to be certified to be an agent. The training can be completed online and takes approximately 8 hours; they would need to be recertified each year.  We thought we would start with two staff members and make it by-appointment-only and start with morning hours.

 

Benefits to offering this to the public would be that it is easier to park and gain access to the Christiansburg Library than it is the courthouse and that applications can be completed during non-traditional work hours.  We would not start with those hours but gradually work into them after we gaged the demand.

 

Poquoson Library has been offering this service since fiscal year 2007 (4 staff members, over 12,300 passports processed, average $40,000/yr, over $300,000 in a 8 year period.)  It takes 15 – 30 minutes per customer.

 

Another non-traditional service that we offer at Christiansburg and Floyd is a notary. Ruthie Bellman and Cathy Whitten are both notaries and it is a service needed and appreciated by the public. There is no charge for this service.

 

Report of the Director

Financial Report

We should be at 50% of budget.  Line items are in different locations.  Last fall the county and the schools combined their MUNIS functions and that required new line item numbers.

 

We received the Friends of the Library donation this month.

 

Statistics

Ebooks continue to go up.  Circulation is still trending down.

 

Programming / Collection

The IRS is cutting back on the number of tax forms they are mailing out to libraries this year due to a $325 million cut from Congress. We will get about 30% less in the number of 1040, 1040A and 1040EZ forms, no other forms will be sent and no instruction booklets.  We will have the reproducible forms and of course, tax payers can go online and download forms and instructions themselves.  We have sent out a press release with this information and staff has been instructed to tell patrons to call or email Rep. Griffith’s office with any complaints.

 

We have renewed our movie license with Movie License USA for another year.  Each library shows a movie at least once a month.

 

There were some wonderful programs in December.

 

Facilities / Technology

For the last month, we have been testing several new ways to notify patrons of their holds.  The patron can pick text, email or automatic calls. We are naming these types of calls automatic or courtesy calls, not robo calls, since there is a negative connotation associated with the term robo calls. This was tested in Blacksburg in December and rolled out to the other three branches this month.  So far, it is being received well by the patrons.

 

Also, starting in February, we will have the ability to email a check out receipt to patrons if they would like.  This is a courtesy to them.  They will also receive a paper copy.  We believe that SIRSI is working on allowing us to turn off the paper copy as one step towards going green but right now, it will print as well as email.

 

Let me give you some stats.  Seventy-two percent of our card holders have email addresses on their records; 59% have signed up for pre-due and overdue emails.  Here’s what they get: (3 day pre-due, 1 day pre-due, 2 day overdue, 8 day overdue; they will still get USPS notices at 2 weeks, 4 weeks and a bill at 6 weeks etc.)  Thirty-four percent of our card holders have signed up for email notification for holds and we have 66 people (less than 1%) who have signed up for text messages for holds but we have only had that available for less than 6 weeks.

 

The IT staff has installed seven new computers in the public area in the Blacksburg Library and they have installed four new AWE children’s computers- two each in Blacksburg and Christiansburg.  We purchased these with our end of the year money.

We completed a survey to see how our patrons felt about using the self-checkout computers and to learn why they are not using them.  We average about 20% in Blacksburg, 11-12% in Christiansburg and 7% in Floyd.  We had around 59 responses.  A majority of the folks knew that that there was a self-checkout out in Blacksburg and Floyd, but 44% did not know there was one in Christiansburg.  Most of the comments were along the lines of: “ if I’m in a hurry, I’ll use it but I like to have the human interaction with the people at the desk.”   Several said they love the option and several said it was great and their kids loved using it.  We didn’t really learn much.  Staff has been asked to promote it from the desk, not just during busy times, but other times as well and to say something like “we are always happy to help you but we do have a

self -checkout computer if you would rather do it yourself.”

 

Staff and Trustees

Congratulations to Mary Biggs for being re-elected as vice-chair of the Montgomery County  Board of Supervisors.

 

We will be moving an employee from the Blacksburg Library to the Floyd Library.  Floyd had an opening and the employee lives next door to the library.

 

Blacksburg filled four Circulation Specialist positions in December and still has three to go.  Their full time Library Services Specialist position closed on January 16 so they will be interviewing this week for that position.

 

The Youth Services Assistant for the Christiansburg Library is also resigning effective February 5.   She cannot afford to continue to pay a babysitter for what we pay her, which is $10.00 for 26 hours.  It’s an unclassified position so no other benefits.  She has an MLS and has excellent experience so we are very sorry to see her leave.

 

Incidents

Follow up on an incident with the homeless fellow we had in Blacksburg in the fall.  He was arrested by the Blacksburg Police Department for something unrelated to his library use and we did not see for several months.  He has now turned up at the Christiansburg Library.  While inside the library, he is a good patron for the most part.  Reads, naps occasionally but does not bother anyone else.  They have had some difficulty getting him to leave at closing and he has taken to sleeping on the bench in the book drop area at night.  This, of course, startles patrons who return the materials in the late evening or early morning hours. Pamela spoke to him several times and told him he cannot sleep on the bench after dark.  Last Sunday at 2:30 a.m. Branch Supervisor Pamela Hale received a call from the Christiansburg Police Department saying he was there asleep and she should come down and take out a trespassing order against him.  Unfortunately, she was not in town and wasn’t able to do it.  They suggested that the next time he is in, she call them and do it at that time.  So far this week, he has not been in.  Ms. Alston e-mailed County Attorney Martin McMahon about this incident.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – It is time to do the reception for the Montgomery County politicians.  Ms. Christle asked if we would like to do this again?  Ms. Drake asked if it is worth the while to continue.  Ms. Biggs and Mr. Lauren Yoder Floyd County Board of Supervisor’s representative felt this was a positive thing to do.  After short discussion the group agreed to continue the receptions at least for this year in the same format.  The reception will be at Christiansburg Library on March 18.  Ruthie Bellman will do the invitations and we will try to get in the mail the first of March. We will dedicate a book to each entity instead of individual members.  Ms. Christle will send out an email for sign up / ideas of what to bring or serve.  Also, there was discussion about inviting some staff or folks from the Friends of the Library and Foundation.

We will finalize this at the next meeting.  The Development Committee will organize the specifics.

 

Leadership Committee  Did not meet.

 

Policy Committee – Will meet prior to the February meeting.

 

Floyd Friends of the Library – we got our check from them a couple of weeks ago.

 

Montgomery Friends of the Library – Planning the Barter Theater presentation for March.  The Garden Tour is coming up in July.

 

MFRL Foundation – No news.

 

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

The meeting was adjourned at 8:06 p.m.

 

Approved by the Library Board

Margaret Christle, Chair

June Sayers, Recorder

 

 

 

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

December 17, 2014 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

December 17, 2014

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Ginny Gardner

Karen Drake

Darlene Richardson

Cynthia Saunders

Larry Spencer

 

Library Board Members Absent

Anne Page

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

June Sayers, Business Manager

Ruthie Bellman, Sr. Program Assistant

 

Call to Order:  Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, December 17, 2014 at the Meadowbrook Public Library in Shawsville.

 

Roll Call:  Chair Margaret Christle

 

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

 

Approval of Minutes:  The motion was made by Ms. Armstrong, seconded by Ms. Richardson and the board voted to approve the October 21, 2014 minutes.

 

Public Address:  None.

 

Unfinished Business: None.

 

New Business:

Meadowbrook Public Library Named Business Partner of the Year

Meadowbrook Public Library was named Business Partner of the year by the Shawsville Middle School for its help and contributions with several school programs.

 

Montgomery County FY 2016 Budget

The Board reviewed the budget submission for FY16.  Changes were made to several line items.

We are saving money in phone costs and those savings have been moved to the gas and mileage line items.  A new line item for copier charges / overages has been added per the request of the county.  The funds for this line item will come from the office supplies line. The library materials line item will increase due to salary savings from an employee who retired in FY 2014.

 

We have not received state aid numbers from the State Library as of yet.  Trustee Larry Spencer asked if County Administrator Craig Meadows had heard of anything that might affect the budget.  Ms. Alston replied that we may have a second year of returning a portion of our state aid.  Montgomery Board of Supervisor’s member Mary Biggs stated that all representatives know this is an issue.

 

Ms. Alston reviewed the Library Maintenance requests for FY16 with the Board.

 

Mr. Spencer made a motion to accept the proposed FY2016 budget.  Ms. Gardner seconded the motion, a roll call vote was taken and the motion passed.

 

Roll Call Vote:                                                Aye     Nay

Karen Drake                         X

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Ginny Gardner                     X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

 

Report of the Director

 

Financial Report

We should be at 41 percent of budget.  Copy and printing sales are on track but fines continue to drop.

 

We were approved to use our end of the year money, which totaled $21,921.   We asked for display furniture for the Blacksburg Library.  In Christiansburg, we requested items to create a makerspace and in Meadowbrook, we requested to be able to update the camera system.  We also asked to replace four children’s computers in Christiansburg and Blacksburg.  All requests have been approved and we are in the process of purchasing the items.

 

Statistics

The board reviewed the statistics from November.

 

Programming / Collection

Ms. Minnick shared that Meadowbrook has been approached to host three Red Cross blood drives.  They would be held in January, May and August.  Mountain Valley has offered to pay $10 on patrons’ library accounts for participants (up to a total of 50 patrons.)  Ms. Richardson made the motion to approve the blood drives with the patron incentive, Ms. Armstrong seconded the motion and the motion passed unanimously.

 

The Blacksburg Library held a Gluten-Free Expo on November 8 with 437 attendees sampling gluten-free food items from eight restaurants and venders.

 

The She Surprised Shakespeare Mystery Theater held at the Christiansburg Library on November 22 had 31 participants.  This is the seventh year they have held a dinner theater.  This program is sponsored by the Friends of the Library.

 

A Veteran’s program co-sponsored by Elliston-Shawsville Post 4920 and, Ladies Auxiliary Post 4920 was held at Meadowbrook on Saturday, November 8 with 34 attendees.  Also the VFW post worked with the library to collect over 10 boxes of items for veterans.

 

Friends and Family CPR was held in Floyd with the Rural Health Nurse Association had 19 participants on November 7.

 

In January, we will begin a “1000 books before Kindergarten” reading program that goes on year round with the goal that parents read 1,000 books to their child before he/she starts kindergarten.  There will be rewards with each 100 books read.

 

The Children’s department will begin a baby story time in Christiansburg in January.  They will drop one of the toddler story times to make space for it on the schedule.

 

Facilities/Technology

The IT department upgraded our library software on the Wednesday before Thanksgiving.  It went smoothly and puts us on the latest version of SIRSI.  A new feature being tested now is the emailing of receipts.  The upgrade will provide the groundwork for new online catalog abilities such as a new look, customizable colors, new search / browse features like faceted searches that filter results.

On Monday, December 22, we will go live with the new hold notification options (text, email, automated calling) at the Blacksburg Library.  It will be tested there for a period of time before implementing it system-wide.

 

We have a survey on website regarding self-service checkout use.  IT has done quite a bit of work to reorganize the staff intranet. They also created a notice that is emailed to patrons when their cards are 30 days from expiring.

 

We will begin offering e-books from3M in January.  The 3M books can be downloaded to iPads, Apple and Android phones, Nook tablet and Kindle Fires.  They appear to have good support for patrons.

 

Trustee Karen Drake suggested the libraries add trainings in January on electronic items / e-readers.  Ms. Alston responded that libraries have Book-a-Librarian available daily in all libraries for patrons who have questions and need assistance.

 

We have our new van complete with MFRL logo.  It is in use now.

 

Staff and Trustees

There are 5 Circulation Specialist openings in Blacksburg and one in Christiansburg.  Christiansburg just hired a new Library Service Specialist (LSS) for a position vacated by the death of Sallye Kennedy.  We are also running an ad to replace the full time LSS in Blacksburg.  Emily Anderson is out on maternity leave and has decided to come back part time, freeing up her position.

 

Incidents

There were four incidents since the October Meeting.

 

Meadowbrook had a staff member trip over a file drawer. That staff member is fine.

 

Christiansburg had the heating units freeze up causing the building to be filled with smoke.  Branch Supervisor Pamela Hale worked closely with the fire department and the police department, as well as the county representative with building and grounds to fix the issue.

 

Jessie Peterman Library was contacted by the Floyd County Sheriff’s office about a library card being found at the scene of a crime.

 

Jessie Peterman Library was also contacted by a sheriff’s deputy about “multiple men” lingering in the parking lot during overnight hours using the wireless internet service to view pornography.  The deputy suggested the library take out trespassing warrants against people in the parking lot after hours.  After a discussion, the board agreed that it is a County issue, not a library issue, since the building and parking lot belong to the County.  Ms. Alston will look into the possibility of adding a filter to the wireless connection but the board is not in favor of shutting off the wireless after hours.

 

Reconsiderations

There was one reconsideration submitted.  The book Girl Stuff was requested to be removed from the collection due to some of the subject matter.  The reconsideration committee reviewed the submission and opted to leave the book in the collection.

 

 

Committee Reports

 

Executive Committee – Met to review the FY2016 budget.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee – Did not meet.

 

Floyd Friends of the Library

The membership drive will take place in January.

 

Montgomery Friends of the Library

The membership drive will take place in January

 

MFRL Foundation

The estimated amount made from the November Basket Auction is around $10,000.

 

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

The meeting was adjourned at 8:05 p.m.

 

Approved by the Library Board

Ginny Gardner, Secretary

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

October 15, 2014 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

October 15, 2014

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Darlene Richardson

Cynthia Saunders

Larry Spencer

 

Library Board Members Absent

Ginny Gardner

Anne Page

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Cathy Whitten, Jessie Peterman Branch Supervisor

Ruthie Bellman, Sr. Program Assistant

 

Call to Order:  Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:00 p.m., on Wednesday, October 15, 2014 at the Jessie Peterman Library in Floyd.

 

Roll Call:  Chair Margaret Christle

 

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

 

Approval of Minutes:  The motion was made by Ms. Richardson, seconded by Ms.
Armstrong and the board voted to approve the September 17, 2014 minutes.

 

Ms. Christle welcomed Branch Supervisor Cathy Whitten to the meeting.

 

Public Address:  None.

 

Unfinished Business: None.

 

New Business:

 

2015 Holiday Schedule

Ms. Alston presented the proposed 2015 Holiday Schedule to the board for approval.  There was a recommendation to add Saturday July 4 and Saturday, December 26 as days to close the libraries.  Ms. Richardson made the motion to accept the 2015 Holiday schedule with closing July 4 and December 26, Trustee Larry Spencer seconded the motion and the motion passed unanimously.

 

Floyd Board of Supervisors Liaison Lauren Yoder commented that Floyd often closes more through the winter than Montgomery County.  Director Paula Alston stated that the Jessie Peterman Library will close when Floyd County offices are closed.

 

Report of the Director

 

Financials

 

In Montgomery County, there are two additional line items on the financial statement.  The first is copier charges. We are sometimes charged overages on the copier at Blacksburg.  We used to take that payment out of office supplies.  The County is now requesting that we pay those charges out of this line item so we moved $1,500 from office supplies to cover that.

 

The other new line item is called Office Equipment.  This will now cover smaller items like barcode scanners, and we moved $3,000 out of repair & maintenance of office equipment to this line item.

 

We are also showing the purchase orders for library materials that were carried over to this fiscal year, increasing the materials line item.

 

In Floyd, the purchase orders and the end of year revenues and expenses were added in.

We paid $5,292.06 in salaries for the last period in June.  This money came from the end of the year revenues.

 

Revenue collections in both counties have not been strong.  We’re doing well with the copies and printing revenue, but fine revenue will continue to lag behind as long as we continue to add e-books where there is no fine associated with it.

 

We will have access to 60% of our end of the year (EOY) funds from the fiscal year 2014 money.  For the library, that is $21,921.  Our EOY money was the result of salary savings and revenues that we collected in June and didn’t have time to ask for prior to the end of the fiscal year.

 

The instructions we received direct us to spend these funds on non-recurring onetime items.  In the past we have put EOY funds in the book budget.  This year, we do have some one-time needs that we will not be able to purchase any other way.  A partial list includes display cases for the libraries, maker space items for Christiansburg and replacing two of the children’s computers at Blacksburg and Christiansburg.  Both computers are over 5 years old with lots of wear and tear.  They are expensive to replace.  Ms. Alston has asked the libraries to give her a list of their other needs by October 24.  The list is due to the county by October 31.

 

We will be getting a new library vehicle to replace the Ford Focus that rusted through the floorboard.  We have been using the county’s old green van since that time.  We will be getting a Dodge Caravan, capable of carrying 4 people and all the cargo that the IT people or the Youth Services folks need to haul.

 

Statistics

E-books continue to increase.  We added HOOPLA this month and the circulation numbers were impressive.

 

Programming/ Collection

Ms. Whitten told the Board about Chuck and Diana Flint, owners of Foggy Ridge Cider Company in Dugspur, who have a bike ride every year to honor Chuck on his birthday.  The bikers ride one mile for every year of Chuck’s age and they raise $1.00 per mile. The total is then donated to Jessie Peterman Library.  This year they raised $1,095.00.

 

Jessie Peterman will be working with the Rural Health Nurses with the Salem Veterans Administration to do a Friends and Family CPR program.

 

Guitarist Doria Michaels will be playing at Jessie Peterman next Thursday, October 23.

 

Trustee Natalie Cherbaka asked about the progress of the trail to be built behind the library.  Mr. Yoder said that the Board of Supervisors had approved the trail.  Ms. Whitten said she was not aware of the progress beyond that.

 

The homeschooling science programs held at the Blacksburg Library are doing well, with over 110 participants for 2 programs.

 

Blacksburg will be hosting a Gluten free expo on November 8 with local restaurants providing gluten free samples and experts talking about gluten free issues.

 

Meadowbrook’s Amazing Science program had 19 attending.  They will be doing this on a monthly basis.  They are also having their second annual Costume exchange tomorrow.

 

Sarah Pahl, the Children’s Librarian, does outreach to five head starts and daycares. Another outreach that she has just completed is the “Books for Babies” project.  She delivered 50 to the CHIPs program and 20 to the Free Clinic.  She has 25 in Spanish that she is holding in reserve.  The kits cost $9.00 each and are purchased from ALTAFF.  We’ve ordered 100 kits, which is not enough to cover even one of the hospitals in this area for a year.

 

We will be starting a “1000 books before Kindergarten” reading program.  This goes on year round with the obvious goal being that parents read 1,000 books to the child before he/she starts kindergarten.  There will be rewards when the reach the milestones of 500 and 1,000 with stickers most likely given for each 100 books read.

 

All the libraries have been seeing tours of elementary school children this fall

 

And at Christiansburg, Children’s Assistant Lauren Soucy has been presenting a program called “Research Readiness” for homeschoolers and has had a strong showing.  The program includes information on how to use the card catalog, how to use the Dewey Decimal system and research databases.

 

Facilities / Technology

Carol Davis and Beth Carson with the Town of Blacksburg organized a sustainability service project for the Blacksburg Library.  They had students and others planting ornamental grass on the steep slope along Miller Street.  This should help with the erosion and eliminate the need for mowing on that slope.  They also planted butterfly bushes as well as a tree and they put a new tree in the bump-out island in the parking lot.  It looks very nice.  They do such a great job with the main island in the parking lot and all the other landscaping touches.

 

Last month Ms. Alston mentioned the new sidewalk in the courtyard at Meadowbrook.  They held their Fall Harvest program on October 4, debuting the new sidewalk.  Everyone was impressed.

 

Staff and Trustees

Ms. Alston sent the 2015 VLA legislative agenda to the two counties to be included in their legislative package.  In years past, VLA has had a printed agenda.  This year, there is only one item on the agenda and that was emailed to us. It is:

 

  • Sustain State funding for public libraries through the “New Age, New Library” plan to meet the needs of 21st century library users in Virginia.

 

The message is “Don’t cut state aid.  Keep it at the level where it is now.”

 

System Administrator Chris Elledge has hired his full time computer tech, a young man named Eric Brammer.  He will start Thursday.

 

Ms. Alston attended the reopening of the Roanoke City’s main library yesterday. The renovation is beautiful.

 

In honor of his five year anniversary, County Administrator Craig Meadows is meeting with each department head to see how things are going and to see how he can help us.  Ms. Alston will meet with him on October 29 at 9:00 a.m. Discussion items on Ms. Alston’s list are salary needs and maintenance / housekeeping issues.

 

Ms. Alston will be gone next week for a meeting in Virginia Beach on Tuesday, then the Director’s meeting on Wednesday and VLA in Williamsburg on Thursday and Friday.

 

On October 30, Ms. Alston will present to the Montgomery County / Christiansburg Citizen’s Academy at Auburn High School.

 

Ms. Alston has also signed up for a Library Directors Summit being held at the Chattanooga Public Library on November 13-14.  There are  several noted speakers and topics like “Collaborate Leadership, Activate and animate Public Spaces, Future of a creative industry.”

 

Incidents

There was one Blacksburg incident that took place since the last Board meeting.  A man was observed viewing pornography on a public computer.  He was asked to stop, he did not and has been banned for three months.

 

Reconsiderations

There is one reconsideration at this time.  Staff is currently reviewing it.  There will be a report for the board at the December meeting.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee

The Development Committee worked to put together the baskets that will be donated to the Foundation’s Basket Auction.  Local Treasures basket includes a gift certificate for one night at the Inn at Virginia Tech, wine from local wineries, wine glasses, signed copy of Frank Beamer’s book, and signed copy of Sharon McCrumb’s book.  The committee is also working on gift certificates from local restaurants.   A Chateau Morrisette basket will include wine glasses, wine, gift cards, Crooked Road book, and a print of downtown Blacksburg.

 

Leadership Committee – Did not meet.

 

Policy Committee – Did not meet.

 

Floyd Friends of the Library – Did not meet.

 

Montgomery County Friends

The Joint Annual meeting will take place on October 21.   Some new members have taken over the membership drive.  They will be pursuing business memberships.

 

 

 

MFRL Foundation

The Basket Auction is on November 6 from 6:00 p.m. – 8:00 p.m.  There are over 100 baskets and also several nice live auction items.

 

Update

Ms. Armstrong asked for an update on the patron who checked out large numbers of items and allegedly sold them to pawn shops in Pulaski.  The library sent out a letter to the patron requesting all of the items be returned or paid for.  We received a call from a case worker with New River Community Action stating the patron could pay $15.00 per month.  The patron communicated that she would be able to pay $100 per month beginning in February or maybe pay off the bill.  The patron has returned approximately ½ of the DVD’s, but there are fines for late items and the account has been turned over to collections.  Ms. Alston will meet with County Attorney Marty McMahon to see if we can pursue legal action.  The patron has sent in one check for $15.00.

 

Ms. Armstrong moved to adjourn the meeting and Mr. Spencer seconded the motion. The meeting was adjourned at 7:45 p.m.

 

Approved by the Library Board   DRAFT

Margaret Christle, Chair

Ruthie Bellman, Recorder

 

 

Category: Board, Meeting Minutes

September 17, 2014 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

September 17, 2014

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Darlene Richardson

Cynthia Saunders

 

Library Board Members Absent

Karen Drake

Ginny Gardner

Anne Page

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Elizabeth Sensabaugh, Blacksburg Branch Supervisor

Ruthie Bellman, Sr. Program Assistant

Vicki Reedy, Acquisitions Manager

 

 

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

 

Roll Call:  Ms. Christle

 

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

 

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

 

Public Address:  None.

 

Unfinished Business:

 

Update on the Pulaski Incident

 

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

 

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

 

New Business: None.

 

Position Report:  Acquisitions Manager – Collection development and cataloging.

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

 

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

 

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

 

 

Report of the Director:

 

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

 

Financial Report

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

 

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

 

Statistics

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

 

Programming / Collection  

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

 

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

 

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

 

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

 

 

 

 

Facilities / Technology

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

 

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

 

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

 

Staff and Trustees

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

 

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

 

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

 

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

 

Incidents

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

 

Committee Reports:

 

Executive Committee – Did not meet.

 

Development Committee

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

 

Leadership Committee – Did not meet.

 

Policy Committee – Did not meet.

 

Floyd Friends of the Library – Did not meet.

 

Montgomery Friends of the Library

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

 

MFRL Foundation

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

 

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

 

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

 

Approved by the Library Board

Margaret Christle, Chair

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

August 20, 2014 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

August 20, 2014

 

Board Members Present:

Karen Drake, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Ginny Gardner

Anne Page

Darlene Richardson

Cynthia Saunders

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Program Assistant

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Mary North, Montgomery Friends of the Library

 

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

 

Roll Call:  Ms. Drake

 

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

 

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

 

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

 

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

 

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

 

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

 

Ms. Armstrong made the motion to endorse the construction of the trail in Floyd located behind the Jessie Peterman Library, Ms. Gardner seconded the motion, a roll call vote was taken and the motion passed.

 

Roll Call Vote:

Aye     Nay

Karen Drake                         X

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                                   X

 

 

Unfinished Business:

Election of New Officers

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

 

 

 

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

 

Roll Call Vote:

Aye     Nay

Karen Drake                         X

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

Ms. Christle took over the meeting following the vote.

 

FY15 Board Committee Choices

The new Library Board Committee members are as follows:

 

Executive Committee:  Margaret Christle, Alison Armstrong and Ginny Gardner

Leadership Committee:  Karen Drake, Cynthia Saunders and Anne Page

Development Committee:  Margaret Christle, Alison Armstrong and Darlene Richardson

Policy Committee:  Larry Spencer, Natalie Cherbaka and Ginny Gardner

 

New Business:

Library Goals

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

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

 

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

 

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

 

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

 

Strategic Plan Review

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

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

 

Report of the Director:

Financial Report

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

 

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

 

Statistics

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

 

Community Accolades

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

 

Hoopla

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

 

Programming / Collection

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

Facilities / Technology

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

 

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

 

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

 

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

 

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

 

Staff and Trustees

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

 

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

 

Incidents

 

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

 

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

 

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

 

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

 

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

 

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

 

Committee Reports:

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

Leadership Committee

Did not meet.

 

Policy Committee

Did not meet.

 

Floyd Friends of the Library

Did not meet.

 

Montgomery Friends of the Library

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

 

MFRL Foundation

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

 

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

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

 

Approved by the Library Board

Margaret Christle, Chair

Ruthie Bellman, Recorder

 

 

 

 

 

 

 

Category: Board, Meeting Minutes

June 18,2014 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

June 18, 2014

 

Board Members Present:

Karen Drake, Chair

Natalie Cherbaka

Margaret Christle

Anne Page

Darlene Richardson

Ann-Margaret Shortt

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

 

Board Members Absent:

Alison Armstrong

Ginny Gardner

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

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

 

Roll Call:  Ms. Drake

 

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

 

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

 

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

 

Public Address:  None.

 

Unfinished Business:

Transition of Jessie Peterman Library employees to Floyd County Plan

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

 

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

 

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

Roll Call Vote:

Aye     Nay

Karen Drake                         X

Natalie Cherbaka                 X

Margaret Christle                 X

Anne Page                            X

Darlene Richardson             X

Ann-Margaret Shortt           X

Larry Spencer                       X

 

FC Budget –  DRAFT

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

 

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

 

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

 

Board Self-evaluation

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

 

New Business:

Approval of FY2015 Calendar

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

 

Report of the Director

Financial Report

 

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

 

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

 

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

 

Statistics

The board reviewed the statistics.  There were no questions.

 

Programming / Collection

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

 

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

 

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

 

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

 

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

 

Facilities / Technology

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

 

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

 

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

 

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

 

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

 

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

 

Staff and Trustees

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

 

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

 

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

 

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

 

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

 

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

 

Committee Reports

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee

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

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

Roll Call Vote:

Aye     Nay

Karen Drake                         X

Natalie Cherbaka                 X

Margaret Christle                 X

Anne Page                            X

Darlene Richardson             X

Ann-Margaret Shortt           X

Larry Spencer              X

 

Floyd Friends of the Library – Did not meet.

 

Montgomery Friends of the Library

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

 

 

MFRL Foundation

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

 

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

 

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

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

Approved by the Library Board

Margaret Christle, Vice-Chair

Ruthie Bellman, Recorder

 

 

 

Category: Board, Meeting Minutes

May 21, 2014 Library Board Meeting

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

May 21, 2014

 

Board Members Present:

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Anne Page

Darlene Richardson

Ann-Margaret Shortt

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

Elizabeth Sensabaugh, Blacksburg Library Branch Supervisor

 

Board Members Absent:

Karen Drake, Chair

Ginny Gardner

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

Call to Order:  Vice-Chair Margaret Christle called the monthly meeting of the MFRL Board of Trustees to order at 7:08 p.m., on Wednesday, May 21, 2014 at the Christiansburg Library.

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Ann-Margaret Shortt and seconded by Trustee Alison Armstrong to accept the agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Shortt, seconded by Trustee Anne Page and the board voted to approve the April 16, 2014 minutes.

 

Public Address:  None.

 

Unfinished Business: None.

 

New Business:

 

Closing the Libraries on July 5

The fourth of July is on Friday this year.  We are already closed on Sunday.  Ms. Alston would like to request that the board consider closing the libraries on Saturday, July 5.  This will allow all staff to experience a three day weekend. Last year, July fourth was on a Thursday and the Friday after, we were busier than normal.  The Saturday of July 6 was normal.  In our area, this year Pulaski County will be closed but Radford and Roanoke County are open.  Most of the other libraries around the state are open.  After a short discussion Ms. Shortt made the motion to close the libraries on July 5 and Trustee Larry Spencer seconded the motion.  A roll call vote was taken and the vote passed unanimously.

 

Roll Call Vote:

Aye     Nay

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Anne Page                            X

Darlene Richardson             X

Ann-Margaret Shortt           X

Larry Spencer                       X

 

Final Report from VT ISE Students

The group of students researched various ways to protect DVD’s from being stolen.  The group came up with three solutions:

1)      RFID – based on conversations / interviews with other libraries it was determined this would not be the best way to go.  It is not cost effective.

2)      Hubcap device – This device basically places a plug in the DVD case.  Without the use of a very powerful magnet, the DVD cannot come out of the case.  If someone tries to pry it out, the DVD will break.  Hopefully this will deter patrons from attempting to steal the DVD.

3)      The third and final solution was using a “redbox” type machine to dispense the DVDs.  It was suggested that these only go to Christiansburg and Blacksburg  Libraries. The combined cost for the libraries would be $71,000.  This would eliminate the theft of DVDs altogether.

 

Ms. Page asked what percentage of the book budget is allotted for DVD purchases.  Ms. Alston answered that about 10% of the book budget is set aside for DVD’s.   Ms. Alston also noted that we have been impacted by streaming and the ready supply of Redboxes.  Ms. Page asked how we would finance such a venture.  Ms. Alston said we do not have a line item that could handle this amount, nor could we save this amount from year-end so we would have to ask the Board of Supervisors for the money.  She also noted that we would definitely have to look at the footprint of the buildings to see where such a piece of equipment would fit.  Trustee Natalie Cherbaka asked how important it is to invest in the protection of these materials with all of the electronic offerings that are currently available.

 

Ms. Shortt asked about the inventory of items we currently have.  Ms. Alston said we are trying to gradually do inventory, and have begun with DVD’s.  Ms. Shortt suggested having a Service Group / Fraternity come and do the inventory for us.  Ms. Alston responded that the problem is that there is not enough equipment to properly inventory and it would be difficult to have enough for a group to do the inventory.

 

Strategic Plan

In our current Strategic Plan, we only have one goal for FY15 and it is to create a reading garden in the Meadowbrook courtyard in conjunction with the Meadowbrook Center.  Other suggestions from staff are just thoughts in need of refining at this point.

 

  • Explore connections with local groups to provide some sort of ESL support
  • Expand our online reader’s advisory services
  • Continue to create comfortable and flexible spaces in our buildings
  • Develop maker spaces (offering tools for patrons to make things. Possibly a resource center for quilting at Meadowbrook Public Library.  A woman wants to donate her collection of quilting books to be housed at Meadowbrook.)
  • Continue the scanning project
  • Enhance the existing early literacy kits and come up with more subjects
  • Expand services to local assisted living centers

 

Ms. Alston asked the board if there were any items they feel could be added to the list to be explored. The board felt the items listed were appropriate and had no other suggestions at this time.  Board members were asked to let Ms. Alston know if there are more suggestions to add before the next Management Staff meeting on June 10.

 

Report of the Director

Financial

We have finished the tenth month of the fiscal year and should be at 83% of budget.

 

We are down $15,000 due to the electronic downloads.  We will need to adjust this in the coming fiscal years.

 

We received the funding letter from Blacksburg for FY 2015 that states their donation will be $15,000.

 

On Monday, the state announced that there is a $300M shortfall in revenue collections. This is from Phil Abraham, the VLA Lobbyist, “This is not good news for the budget negotiations and it remains unclear how this may impact the ultimate conference report and, specifically, our state aid budget amendment.”  There will also be serious implications if the state does not have a budget on July 1. The schools receive more than $50M from the state and the County will not be able to appropriate their budget if the state has not approved their budget.  Montgomery County Board of Supervisors Liaison to the Library Board, Mary Biggs stated that if Montgomery County goes through the reserves we can find budget for three months only.

 

We will leave money in the expenditure accounts for a possible bonus for staff in the fall if County Administrator Craig Meadows chooses to give bonuses to staff.

 

Angie Hill with Finance is still working to get the credit card machines for the libraries.  We have lost money because folks do not carry cash and checkbooks much anymore.  We will hopefully know more in a couple of weeks.

 

We will be adding Hoopla sometime in July. Hoopla is a way for patrons to stream music, movies and audiobooks.  MFRL will be charged from .99 – $2.49 per item as it is checked out.  We will put up money first, then as items are checked out the amount will be debited from this money.  We can put a cap on how many items individual patrons can check out per month.

Ms. Cherbaka asked if we could make a core amount of items available at no charge per patron and then add a fee for any past the five items.  Ms. Alston said we need to keep our core services free of charge.  We should shy away from charging for more.

 

Statistics

The board reviewed the statistics with no questions.

 

Programming and Collection

Board members were encouraged to review the other library programming news they were given in the Library Board packet earlier this month.

 

Facilities

Elizabeth Sensabaugh, Branch Supervisor for Blacksburg Library shared about some changes at that location.  The wall of magazines is now gone.  This opens up the library for a better view across the library.  There have been more pockets of seating put in place.  The newspapers have been moved to this area.  The DVDs have been moved and more new furniture has been put in place.  We are currently working on signage, quotes for study rooms and a Dr. Seuss quote for the children’s area.  All audio-visual items are together now.  Ms. Alston said that these are very positive changes. Staff is still working on weeding fiction and shifting it back so we can create a bit more space for the teens where the books on CD used to be.  We have gotten a little bit of push back from patrons because we put the books on CD on the 42 inch shelving and they don’t like anything on the bottom shelves.  We brought in stools and put items on the canopy, using the very bottom to display books on CD.  We haven’t had any other complaints since.

 

Ms. Alston shared the students from Virginia Tech’s Big Event, assisted by a Master Gardner, spruced up around the front of the Christiansburg Library.

 

The Air Conditioning unit at Christiansburg was repaired today with the part we have been waiting for over the past month. We may have other issues with another one of the four air conditioning units.  We will monitor that closely and be a little more demanding if it continues to fail.

 

Phones were delivered to Meadowbrook today and staff will be trained on them next Friday.  They should be delivered to Christiansburg in the next week and that staff will be trained on June 6. We are hopeful that the phone system at both libraries will go live shortly thereafter.

 

 

Staff and Trustees

The Floyd County Board of Supervisors agrees with the idea of  transiting the Jessie Peterman Libray staff to the Floyd County Plan.  Mr. Campbell is currently reviewing the agreement we have with Montgomery County and he and Ms. Alston will begin draft an agreement with FC.  Ideally, it would make the most sense to have it completed by July 1.

 

We won two awards at the Virginia Library Directors meeting in April.  Christiansburg won the best adult programming for the over 80,000 population for their artist-in-residence and Musicians in Performance series.  So far they have had 2 artists, a photographer, a sewist and several bands.  It will continue on May 31at 6:00 p.m. with their Barn Dance and County Connection.  Blacksburg Library won for the best program in conjunction with another group for the Chili Crawl they had in March where 250 people sampled chili provided by eight local restaurants.  Congratulations to both libraries.

 

Last month Ms. Alston reported that we were able to create a 25 hour unclassified position to assists in cataloging.  The full time cataloging assistant position was vacated in 2008 when the employee in the position retired.  It was then immediately frozen and we eventually lost the funding so cataloging has been short-handed for six years.  The previous courier provided some help for 10 hours a week but once she moved to the staff of the Christiansburg Library, we needed to give Vicki Reedy some relief. Tory Leahy, the children’s assistant, applied for the position and was the successful candidate so she started on Monday.   Now we are looking for another children’s assistant.

 

Incidents

There were two incidents this month.

 

A child fell in the parking lot at Meadowbrook Library and skinned her cheek and had a bloody nose.  Staff helped clean her up.  The mother refused to have the rescue squad called.

 

Blacksburg library had a patron who wanted to check out a new magazine, which we do not allow and angrily stormed out.  Ms. Christle asked how often this patron is in the library to which Ms. Sensabaugh answered most every day.  Trustee Alison Armstrong knows the patron’s sister and offered to talk with her to see if it would be helpful.

 

Committee Reports

 

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee

The Library Board Self-evaluation will be emailed tomorrow.  Fill out the form and send it back to Ms. Alston by date noted on the email.

 

 

Policy Committee

The Policy Committee met today regarding the Library Code of Conduct.  It was recommended that we add the use of electronic cigarettes is not permissible in libraries and the words  “or recording” other users of the library without their permission and permission of the library staff.

After a short discussion Ms. Armstrong made the motion to make these corrections to the Library Code of Conduct and Ms. Shortt seconded the motion.  A roll call vote was taken and the vote passed unanimously.

 

Roll Call Vote:

Aye     Nay

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Anne Page                            X

Darlene Richardson             X

Ann-Margaret Shortt           X

Larry Spencer                       X

 

 

At 8:02 p.m. Ms. Armstrong moved that the Montgomery-Floyd Regional Library Board enter into a Closed Meeting as stipulated in the Agenda under Section 2.2.3711 Code of Virginia, discussion, Consideration or Interviews of Prospective Candidates for Employment; Assignment, Appointment, Promotion, Performance, Demotion, Salaries, disciplining or resignation of specific Officers, appointees of Employees of Any Public Body, seconded by Ms. Richardson and the Board voted unanimously to enter into a Closed Meeting.

 

Roll Call Vote:                                                Aye                 Nay

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Anne Page                            X

Darlene Richardson             X

Ann-Margaret Shortt           X

Larry Spencer                       X

 

 

Return to Open Session

Ms. Shortt moved, seconded by Ms. Armstrong, and the Board voted unanimously to return to open meeting at 8:23 p.m.

 

Ms. Shortt moved to Certify that the Montgomery-Floyd Regional Library Board members in Closed meeting, to the best of each member’s knowledge, discussed only public business matters lawfully exempted from open meeting requirements by Virginia law, and only such matters as are identified in the Resolution to enter into Closed Meeting, seconded by Ms. Armstrong, and the Board voted unanimously certification of Closed Meeting.

 

Ms. Christle thanked Ms. Alston and commended her for a job well done, especially in such tight budget years.

 

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

The meeting was adjourned at 8:26 p.m.

Approved by the Library Board   DRAFT

Margaret Christle, Vice-Chair

Ruthie Bellman, Recorder

 

Category: Board, Meeting Minutes