Category Archives: Meeting Minutes

August 14, 2013 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

August 14, 2013

 

Board Members Present:

Karen Drake, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Ginny Gardner

Anne Page

Darlene Richardson

Ann-Margaret Shortt

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

MaryAnn Hinshelwood, MFRL Foundation

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

 

County and Affiliate Liaisons Absent:

Lauren Yoder, Floyd County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Call to Order:  Chair Karen Drake called the monthly meeting of the MFRL Board of Trustees to order at 3:17 p.m., on Wednesday, August 14, 2013 at the Blacksburg Library.

 

Roll Call:  Ms. Drake

 

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

 

Approval of Minutes:  The motion was made by Trustee Darlene Richardson, seconded by Trustee Alison Armstrong and the board voted to approve the June 19, 2013 minutes.

 

Public Address:  None.

 

Unfinished Business:

Floyd Budget

Director Paula Alston discussed the Floyd budget for fiscal year 2014.  Ms. Alston asked the Board to look at the initial budget that she and Trustee Ann-Margaret Short took to the Floyd County Board of Supervisors in December 2012.  Some of our costs have risen in the last several years; our telephone costs are going up in this fiscal year due to the new phone system and increased bandwidth.  Since our budget was cut by 10% in 2011, we have had to zero out several line items, omit sending staff to any training that required registration fees, have Montgomery County pick up more of the cost for some of the shared items like dues, vehicle repair, the print management system used in all four libraries, travel and salaries for regional employees and books that are rotated to Jessie Peterman, all of which Floyd County benefits from.  We have also slashed the starting book budget to $24,000.  We presented two budgets to the Board of Supervisors.  The first FY 13-14 proposed budget of $209,136 is to cover telephone costs.  The second proposed budget for FY 13-14 of $213,466 is to cover the telephone and the cost of a 3% raise for staff.

 

One of the things we do when we put the budget together is to ask Floyd County what salary increase they expect to give their staff so that we can match that.  They did not know in December, so we used 3% and that is the figure in the second proposed budget for FY 13-14.  In the spring, we were informed that Floyd County staff received a 3% increase this year.

 

The figure we received from Floyd County in June was a $3,000 increase to the amount from previous budgets.  The increase is much appreciated, and it helped but it did not cover the increase to the phone line item.

 

The current budget Ms. Alston is proposing to the Board works with the amount Floyd County approved.  In order to cover the increases we are facing and to give our Floyd County staff a raise, we have zeroed out several more line items and taken another $1,100 out of the book budget.  One line item unfunded is for the maintenance and repair of office equipment.  This is the line item we use to replace computers, servers and other IT items.  We have been augmenting this line item with Gates grant money from three years ago.  However, there will come a time when that is gone.

 

What Ms. Alston is proposing for staff salary increases is that we use the Montgomery County matrix of 3, 2, or 1% depending on time in service for the Floyd County Staff.

 

Ms. Shortt made the motion to accept the budget proposed by Ms. Alston that will cover the increases we are facing and will give Floyd County staff a raise with the same matrix of 3, 2, or 1% depending on time of service.  Ms. Richardson seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:

Aye     Nay

Alison Armstrong                X

Natalie Cherbaka                 X

Margaret Christle                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Ann-Margaret Shortt           X

Darlene Richardson             X

 

 

Ms. Drake asked if closing Jessie Peterman Library more often would free up more money.  Ms. Alston replied that the only way to do that would be to cut staff hours.

 

Trustee Cherbaka asked what the overriding mission is for the regional system.  Ms. Alston stated that we receive more funding from State Aid because of having the regional system.

 

After brief discussion, the board agreed to check the numbers to see how much Montgomery County financially covers Floyd County.  We can also cut everything that is rotated to Floyd County.

 

New Business:

Board Committee Appointments

Policy Committee:  Anne Page, Darlene Richardson, Ann-Margaret Shortt

Development Committee:  Karen Drake, Natalie Cherbaka, Alison Armstrong

Leadership Committee:  Ginny Gardner, Margaret Christle, new member (yet to be appointed)

 

 

Report of the Director

 

Financial Report

We have finished the first month of the fiscal year and should be at 8% of budget.

 

The insurances are paid in full at the front end of the fiscal year so those line items will be showing close to 100% obligated this month or next.

 

The three 570 line items on the financial statement are line items that are funded only when we need to pay something out of them.  The line item for furniture and fixtures is showing the money for the circulation desk at Blacksburg, the motor vehicle line item is for the new van which should arrive soon, and the lease/rental line item is the lease on the copiers.

 

Floyd carry forward money was made in July; we had $8,946 left in our operating and maintenance line item and $6,977 left in revenues.

 

The money left in the book budget for Montgomery County will roll over.  Our revenues (fines and fees) are down.  Any other funds left on the table usually become “carry-forward” funds in Montgomery County.  We haven’t heard about this carry forward yet but we are hopeful to be able to keep it.

 

We completed FY 2013 at 97.5% in Montgomery County and 96% in Floyd County.  We were over by 6,000+ in both counties in our revenues however, we missed our fine collection estimate by 15% in both counties.

 

Statistics

We are off to a good start, with circulation and door counts up a bit in several of the libraries.

Our eBooks and downloadable audio counts continue to increase.  Our decrease in circulation for the last couple of fiscal years is keeping in line with what is happening around the state with libraries that did not open new buildings.  Everyone is experiencing a decrease of between 5 and 10%.  Ours decreased by 3% from FY2012.

 

 

 

Programming / Collection

The Summer Reading Program was completed at the end of July.  New this year was online registration encouraged by Library of Virginia in order to give the Department of Education more statistics to show the relationship between children who read during the summer and their readiness for classes in the fall.  Librarians have been saying for years that there is a correlation but we did not have statistical proof.  This is designed to give us the proof.

 

In Christiansburg and Blacksburg, we allowed both paper and online registrations, but in Floyd and Meadowbrook, we only wanted them to use the online version.  It seems to have hurt our statistics a bit and hopefully the Library of Virginia will make adjustments to the process as they receive the data.  There is a three year commitment to collect the statistics.

 

Christiansburg started their “little library” service in July.  They have placed racks in the Christiansburg Recreation Center and the Aquatic Center with books for people to take.  These are donated books and it is not a swap.  We don’t necessarily want people to swap because of a concern that they may drop off more than the site can handle and will make it harder to get a good count.  They will refresh the books every week.  In July, 72 books were taken.

 

This year, we will be stepping up our outreach efforts to daycares and assisted living/nursing homes, adding more eBooks, improving our wireless, creating quiet comfortable places for patrons to enjoy, and promoting books-by mail for the blind and handicapped.  Also, we will offer storytimes 6 days a week in Blacksburg and 5 days a week in Christiansburg.

 

Ms. Alston emailed the board in July about an ex-employee who wrote a letter to the Roanoke Times, commenting on the fact that libraries were asked to promote the Affordable Care Act (ACA.)  Libraries are not being asked to promote the ACA, only help people find the website, navigate around the site if they are confused and assist with their computer skills if those are lacking.  The American Library Association (ALA) is working in conjunction with the Institute of Museums and Libraries Services (IMLS) and Webjunction to provide resources and training.  Our staff is in the process of being trained.

 

Facilities / Technology

The re-roofing of Christiansburg Library started in July and continues today.  They did experience a rather serious leak two weeks ago on a Friday night when we had a torrential downpour.  The leak was located where they had stopped for the day which left a weak spot between the old roof and the new roof.  Unfortunately, it was over the musical CDs and we lost 130 CDs.  We have filed an insurance claim with VACo.

 

The State Fire Marshal inspected Jessie Peterman Library in Floyd on August 9 and Meadowbrook Library on July 12.  We had a few hits but nothing critical.  We have to pay $51 per hour for these two inspections.  That includes their drive time, inspection, report writing and any research they need to do.   We will have these two libraries inspected every two years.  We are on the schedule for the Blacksburg and Christiansburg Fire Marshal to inspect those buildings on an annual basis.

 

Christiansburg had their inspection and fire drill on July 12.  Again, we have a few items to correct and most have been completed.  In Blacksburg, we are waiting on just a few more items to be finished and we will be ready for a re-inspection there.

 

The Town of Blacksburg has five maintenance bike racks they will be placing around town.  They have approached the Blacksburg library requesting to put one there.  Ms. Gardner made the motion to allow the Town of Blacksburg to place one of the bike racks at the Blacksburg Library, Trustee Margaret Christle seconded the motion and the motion passed with one abstention.

 

Staff and Trustees

Several comments from board members have been made that the scanning and emailing of publicity items for their review was preferable.  We are getting much more coverage by the News Messenger and even though their circulation is lower, we are happy with the coverage. Ms. Alston wants Board Members to know about it since there is no way to keep up with whether board members have a personal subscription to that newspaper. We are doing our best to get information about our programs in the hands of our patrons.

 

Incidents

A child fell at the Blacksburg Library and injured his chin. Staff helped get the bleeding covered and the mother took the child to the hospital.

 

There was an incident in Blacksburg with a tutor in the quiet study room and another patron’s child crying.  The tutor went and spoke to the parent directly.  The parent was upset by the conversation.  The tutor was asked by staff to come and speak with library staff with complaints and not to other patrons directly.

 

A Jessie Peterman patron attempted to pick up an interlibrary loan from the hold shelf without checking it out.  Staff stopped the patron; he paid for the ILL and checked out the book.

 

In Christiansburg, a gentleman in distress briefly lost consciousness. Staff and other patrons assisted him until EMS arrived and took him to the hospital.

 

In Blacksburg, a patron with an NRPLCoop card but not registered in our system, wanted to check out some DVDs.  She was unwilling to register the card and was very ugly with staff, using foul language and hurling insults before she left the building.

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

The Floyd Friends have been selling used books through Better World Books.  This seems to be going well.

 

Montgomery Friends of the Library

The Montgomery Friends looked into a program similar to Better World Books to sell books, but after more research decided not to pursue it at this time.

 

The Garden Tour was a big success.

 

The Friends of the Library want to give the libraries more money.  Pamela Hale, Branch Supervisor for Christiansburg Library is going to try to use some of this money and put on a series of concerts.

 

Montgomery Floyd Regional Library Foundation

The foundation is working on the Bountiful Basket Auction.  The event will take place November 7 from 6:00 p.m. – 8:00 p.m. at the Virginia College of Osteopathic Medicine, building II.  Tickets for the event are $10.00 per person.  They hope to make this an annual signature event.

 

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

The meeting was adjourned at 4:39 p.m.

Approved by the Library Board

Ginny Gardner, Secretary

Ruthie Bellman, Recorder

 

Category: Board, Meeting Minutes

June 19, 2013 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM
BOARD OF TRUSTEES
MINUTES

June 19, 2013

Board Members Present:
Ann-Margaret Shortt, Chair
Alison Armstrong
Natalie Cherbaka (late)
Margaret Christle
Karen Drake
Ginny Gardner
Gene Hyde
Anne Page
Darlene Richardson

County and Affiliate Liaisons Present:
Mary Biggs, Montgomery County Board of Supervisors

Staff Members Present:
Paula Alston, Library Director
Ruthie Bellman, Sr. Programs Assistant

County and Affiliate Liaisons Absent:
Lauren Yoder, Floyd County Board of Supervisors
Kit Haggard, Floyd Friends of the Library
MaryAnn Hinshelwood, MFRL Foundation
Mary North, Montgomery Friends of the Library

Call to Order: Chair Ann-Margaret Shortt called the monthly meeting of the MFRL Board of Trustees to order at 7:04 p.m., on Wednesday, June 19, 2013 at the Christiansburg Library.

Roll Call: Ms. Shortt

Acceptance of Agenda: Trustee Alison Armstrong made the motion to approve the agenda; Trustee Gene Hyde seconded the motion. The motion carried unanimously and the agenda was approved.

Approval of Minutes: The motion was made by Trustee Darlene Richardson, seconded by Trustee Anne Page and the board voted to approve the May 15, 2013 minutes.

Unfinished Business:
Board Self-Evaluation
Two observations were made concerning the Board self-evaluation. Continuing education: Director Paula Alston sends out continuing education links for webinars on a monthly basis. She will send out the Trustee module link again for board members. We are also members of ALTAFF and all board members should have the login information. That is a wonderful resource for information concerning library boards. Touring all facilities at least once per year: the board meets at all libraries at least one time per year. Ms. Alston would be happy to provide a more formal tour if that is the pleasure of the board, however, members are encouraged to look around each library during the visit. After brief discussion, board members agreed that formal tours were not necessary.

New Business:
August Meeting Date
There will be a records management training on August 14 at 1:00 p.m. in Blacksburg. The board is encouraged to attend this training. Ms. Alston asked board members if they would like to have a short board meeting immediately following this training, in lieu of the meeting that would normally be scheduled August 21. A motion was made by Anne Page to have the board meeting immediately following the records management training on August 14 at the Blacksburg Library. Trustee Margaret Christle seconded the motion and the motion passed unanimously.

FY 2014 Meeting Schedule
The proposed FY 2014 meeting schedule was reviewed by the board. Trustee Alison Armstrong motioned to accept the FY 2014 meeting schedule, Ms. Richardson seconded the motion and the FY 2014 Library Board meeting schedule was unanimously accepted.

Election of Officers for FY2014
Trustee Richardson made the motion for Trustee Karen Drake to be Chair for FY 2014. Mr. Hyde seconded the motion and it passed unanimously.

Mr. Hyde made the motion for Ms. Christle to be the Vice-Chair for FY 2014. Ms. Armstrong seconded the motion and it passed unanimously.

Ms. Richardson made the motion for Trustee Ginny Gardner to be the Secretary for FY 2014. Ms. Christle seconded the motion and it passed unanimously.

The new officers for FY2014 are: Karen Drake, Chair; Margaret Christle, Vice-Chair and Ginny Gardner, Secretary.

Report of the Director
Financials
We have finished the 11th month of the FY and should be at 92% of budget. We are in good shape with one month left. Ms. Alston is hoping to have some roll-over in both counties to we can start FY 2014 with a healthy book budget.

We are falling behind in revenue collection due to the drop in circulation and increase of people using downloadables where there are no fines attached. It’s good for the public, but not so much for us since we depend on collecting almost $88,000 in fines. We have estimated the same amounts for FY 2014 but when we start the process for FY 2015 budget, we will need to lower the projection, which may affect our expenditure amount.

We were fortunate enough to receive some one time money from both counties in order to replace our courier van. Floyd County gave us $5,200 and Montgomery County gave us $20,000. The van has been ordered and will be here in about 8 weeks.

The new van will actually be a cargo van and not a passenger van with the seats removed. It is a Ford E150 series and will have a bulk head between cab and the cargo space which will keep the driver safe should there be sudden stops. The sides and roof also have a plastic coating and straps so items can be strapped down if we are moving big pieces of equipment. We paid a little extra to have a non-skid flooring material installed on the floor. That should be helpful to keep our plastic books bins for sliding around. Trustee Karen Drake suggested we send a thank you note to the Board of Supervisors for each county along with a picture of the van when it arrives.

Montgomery County also appropriated money to re-roof the Christiansburg Library. The schedule for this is unknown at this time, but the bids are in and we have selected the color of the shingles. They also gave us $30,000 for the circulation desk in Blacksburg. Ms. Alston is working with Melos, located in Hampton. They are on state contract. We hope the desk will be in place by early fall.

We received notice from the town of Blacksburg that they are going to increase their donation to us from $12,000 to $13,000 in FY 2014. Ms. Alston will thank them during her annual visit with the Town Council, scheduled for June 25.

Ms. Alston directed the board to a letter from County Administrator Craig Meadows that went out to all staff last week, letting them know that Montgomery County will be giving salary increases this year. Many thanks to the Board of Supervisors. They will use a sliding scale, so if an employee worked less than 3 years, they will get a 1%; if they worked 3 years but less than 7, there will be a 2% increase and if the employee worked over 7 years, they will get a 3% increase. This will help with compression at all steps on the pay plan. However, in his letter is does mention that this excludes non-classified employees. We have 23 non-classified employees out of 45 total employees, so 51% of our workforce in Montgomery County.

The library board also received a spreadsheet used to track the budget for the non-classified employees. After looking at the lump sum amount given for the non-classified employees, Ms. Alston believes we will be able to give them a raise using the same sliding scale. We had some money reserved after Judy Dickerson retired last spring and we always try to set aside $2000 to cover the increased expense of bringing everyone in on one day for our staff training day in the spring. We also allot some money to bring in a substitute courier when our courier is on leave. By eliminating the cushion for staff day and trimming the hours for the courier, we will be able to give the non-classified members of our staff a comparable raise.

Ms. Richardson made the motion to accept the proposed raises for non-classified employees with the same sliding scale that is being given to the classified employees. Mr. Hyde seconded the motion and the motion passed unanimously.

By using hours from a circulation specialist who will leave at the end of June, we have created a Youth Services assistant for the Blacksburg Library that will allow us to offer story times 6 days a week at that library. He or she will also be responsible for other children’s programming, craft programs, and keeping the bulletin board filled. This person will work under Sarah Pahl, the children’s librarian. This will free Sarah up to do more in Floyd and Meadowbrook, more outreach to day cares, head starts and schools and to create an early literacy and every child ready to read initiative in our area.

Statistics
Blacksburg lost some computer statistics in May due to a failure in the main circulation computer that controls the public computers.

Programming / Collection
In May, all the libraries had tours with elementary students, international students and special education students.

We are now having blood drives at three of the four libraries. In May, Blacksburg had 17 donors.

Visiting the Christiansburg Library, author Rosalie Turner talked about her book March with Me on May 22 for 17 patrons.

Floyd has been very successful in their partnership with the Humane Society and adopting pets in front of the library. They had 35 people stop by at their May event.

Ricky Cox is a favorite in all the libraries. He presented a program in Meadowbrook called “Ballads and Folklore of Appalachia” on May 18 and had 30 people in attendance.

The Narrows Library sent a “thank-you” letter to MFRL. When we weeded our large print collection two months ago, we gave them all our discards, which updated their collection tremendously.

This Friday night the Christiansburg Library will hold a concert by NO STRINGS ATTACHED at 7:00 p.m.

Facilities / Technology
The previously mentioned re-roofing project in Christiansburg is in the works. We hope this will stem the number of leaks we have when there are hard rains.

We invited the Blacksburg Fire Marshal to inspect the Blacksburg library. The inspection was held on June 4. There were several infractions but not as bad as we feared considering it has been years since we were last inspected. They have now put us on the schedule for an annual inspection. We are in the process of correcting our hit list. Some of the items listed are: daisy-chaining extension cords at public computers and circulation desk, we need to install an outlet behind the electronic sign instead of using an extension cord run through the wall, we need to keep the doors leading to the attic space closed so we are purchasing signs that say “Keep doors closed” so we have a reminder, Housekeeping will do an annual cleaning of all bathroom exhaust fans, all holes in electrical room need to be fire caulked – with APPROVED fire caulking, we need to install spring-loaded hinges/closures for all doors leading to the attic and upstairs in the attic (so that doors automatically fall closed), we need Fire Department Connection signs on the outside wall next to the connectors, then we need the connectors covered with a proper cover and be Knox box installed for BFD access.

They came back the next morning before the library opened and tested the fire alarms and put the staff through a fire drill.

Christiansburg has their inspection and fire drill scheduled for July 12.

On the Information Technology front: The installation of phone system at Blacksburg went well and staff members are adjusting. There have been a few issues between Verizon and Citizens. Once Citizens has an agreement with Verizon for importing numbers, we will be able to implement Christiansburg. Floyd may be completed next, instead of Christiansburg.

There will be an upgrade to SIRSI in the next few weeks.

Yanni Cooper and Chris Elledge took the “Technology petting zoo” on the road to Craig County.
We deployed netbooks (three branches) for summer reading program signups. These will turn into netbooks that patrons may check out to be used in house in the fall.

We have been able to use a free service to rid the library of eWaste, thanks to Montgomery County IT staff for pointing us in this direction, as disposing of IT waste was always a problem for us in the past.

In Blacksburg, we are moving the OPACs from the public PC area to stands back in the stacks where it will be useful for patrons to have the catalog much closer to where they are looking for items. (One is completed and one is in progress.)

Digital Services Specialist handled 12 Overdrive support questions from public. We are now set up stat reporting for LexisNexis. We had 11 people with 60 searches on the database in May. We have set up One Click Digital and Zinio, the digital magazine site.

Staff and Trustees
Ms. Alston has asked the Library of Virginia for an extension to the July 1 deadline to have updates to the strategic plan on file with them. They have given us to November 1, so the process that is envisioned is having staff work on updates this summer; bring suggestions to the Board at the September meeting, using the October meeting if needed, then smooth it up and email to LVA by November 1. Ms. Alston will still present the FY 14 library goals to the board in September. Normally this happens in August, but she would like to delay this by a month so that we can have adequate discussion and not be hurried by the shorter meeting in August.

Ms. Alston made her annual presentation to the Christiansburg Town Council on June 4. They were most complementary of the story times and other programming, the electronic sign, the customer service of the staff and the upcoming concert by NO STRINGS ATTACHED.

Ms. Alston will talk to the Blacksburg Town council on June 25 and the Floyd Town Council on June 26.

Articles Discussed
“The Useable Library” was cited in the “So you think you want to be a librarian” so they go hand-in-hand: so it’s not so much about becoming a librarian, although it does a great job of giving a wanna-be librarian things to think about. A lot of what is said in the rest of the article resonated and clarified some of Ms. Alston’s thoughts recently and a slight shift in her philosophy. It is important the board and the director share the same philosophy.

With the advent of digital books, digital magazines and digital everything else, the library model is shifting. The article states that it isn’t about what we have, it is about what we do. It’s about the interaction with the customer and the service we provide to him or her. We want our patrons to have the best experience possible in our libraries. Ms. Alston believes this is how we should feel and act so she has asked staff to move out from behind the desk more often, to help patrons on the floor; to be visible and accessible to them and to the best of their ability, greet each patron as they enter into the building.

We do a great job of customer service, but this just takes it to a different level. We are fairly progressive already: we have not asked patrons to be quiet in a very long time, we allow food and drink in the buildings and we do not ban cell phones.

The idea is to create a culture where we have the patron first and foremost in our mind with every service, procedure or policy we create or offer. And we need to consider that the library will change over the next few years. We need to change to stay relevant. Change is not always easy for some people—patron or staff—and there will be some resistance and some unhappy people. We still need to provide guidelines for staff and we still need procedures and policies, and unfortunately, we need fines, but we hope we are patron-centric in what we do as a board and library system.

The board had a lengthy discussion about these ideas and was very much in favor of moving forward with changes that will enable the library system to become more patron-centric.

Blacksburg Incidents
Elizabeth Sensabaugh received a call from the Blacksburg Police Department around 10:15 p.m. on Monday, June 10, saying they suspected there was a female juvenile runaway hiding in the public restroom of the library. Elizabeth met the police at the building and after searching the building and finding no one, they left. Apparently on another occasion, this same juvenile had reportedly stayed overnight in the public restroom of the library after closing before she contacted the police for assistance.

Closed Meeting – At 8:23 p.m., Mr. Hyde moved that the Montgomery-Floyd Regional Library Board enter into Closed Meeting as stipulated in 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 or Employees of Any Public Body, seconded by Ms. Page 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
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Return to open session – Ms. Richardson moved, seconded by Ms. Armstrong and the Board voted unanimously to return to open meeting at 8:45 p.m.

Ms.Richardson 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.

Roll Call Vote:
Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Committee Reports

Executive Committee: Approved FY14 Schedule via email.

Development Committee: Did not meet.

Leadership Committee: Met to compile a slate of officers.

Policy Committee: The Policy Committee met to review four policies. Each policy was presented to the board and voted on by roll call vote.

Policy 107 – New River Public Libraries Cooperative (NRPLCoop) Reciprocal Borrowing Agreement: Ms. Christle made the motion to accept Policy 107 after its review. Ms. Gardner seconded the motion, a roll call vote was taken and the motion passed unanimously.

Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Policy 108 – Fees for Service: Ms. Armstrong made the motion to accept Policy 108 after its review. Ms. Page seconded the motion, a roll call vote was taken and the motion passed unanimously.

Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Policy 206 – Volunteer Program: Mr. Hyde made the motion to accept Policy 206 after its review. Ms. Page seconded the motion, a roll call vote was taken and the motion passed unanimously.
Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Policy 308 – Hiring of Family Members: Ms. Richardson made the motion to accept Policy 308 after its review. Ms. Armstrong seconded the motion, a roll call vote was taken and the motion passed unanimously.
Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Floyd Friends of the Library: President Kit Haggard was not present.

Montgomery Friends of the Library: The garden tour will be July 6. The cost is $12.00 per person in advance, or $15.00 at the door.

MFRL Foundation: The Foundation is planning to do a fundraiser to assist with the cost of the new tables/chairs and other items in Blacksburg. They asked for permission from the library board to send invitations to foundation fundraisers to those who use the community rooms. The library board agreed and permission was granted.

Mr. Hyde moved to adjourn the meeting and Ms. Page seconded the motion.
The meeting was adjourned at 8:55 p.m.

Approved by the Library Board
Ginny Gardner, Secretary
Ruthie Bellman, Recorder

Category: Board, Meeting Minutes

May 15, 2013 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

May 15, 2013

Board Members Present:

Ann-Margaret Shortt, Chair

Alison Armstrong

Karen Drake

Ginny Gardner

Gene Hyde

Darlene Richardson

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

MaryAnn Hinshelwood, MFRL Foundation

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

Cathy Whitten, Jessie Peterman Library Branch Supervisor

 

Board Members Absent:

Natalie Cherbaka

Margaret Christle

Anne Page

County and Affiliate Liaisons Absent:

Mary North, Montgomery Friends of the Library

 

Call to Order: Chair Ann-Margaret Shortt called the monthly meeting of the MFRL Board of Trustees to order at 7:03 p.m., on Wednesday, May 15, 2013 at the Jessie Peterman Memorial Library.

 

Roll Call: Ms. Shortt

 

Acceptance of Agenda: Trustee Ginny Gardner made the motion to approve the agenda; Trustee Gene Hyde seconded the motion. The motion carried unanimously and the agenda was passed.

Approval of Minutes: The motion was made by Trustee Alison Armstrong, seconded by Trustee Ginny Gardner and the board voted to approve the April 17, 2013 minutes.

 

Unfinished Business: None.

 

New Business: None.

Report of the Director:

Financial Report

We have finished the 10th month of the FY and should be at 83% of budget.

 

Trustee Karen Drake asked about the status of the van. Director Paula Alston responded that the van had another mechanical issue today, which appears to be a blown gasket. MaryAnn Hinshelwood, liaison to the MFRL Foundation asked what the van is used for. Ms. Alston responded that it is used as a courier between the four libraries and the Government Center on a daily basis, Monday through Friday. Ms. Alston further explained that the van is a 2003 and has approximately 173,000 miles on it.

 

We are doing okay with the sale of paper, but not with collection of fines. This is due somewhat to e-books and downloadable audio, as there are no fines with these items. Ms. Shortt asked if ebooks are more expensive to purchase. Ms. Alston answered that they are. With discount, an average hardback book costs the library $15.00; the average eBook can be as high as $75.00.

 

Statistics

The board reviewed the statistics for the month of April. There were no questions.

 

Programming / Collection

Branch Supervisor, Cathy Whitten reported that Assistant Branch Supervisor, Lori Kaluszka, met with Lisa Pluska, the Director of Instruction for Floyd County Schools to discuss our databases. She was impressed with Tumblebooks for the younger children that gives them online / screen experience. This will help prepare them for third grade SOLs which will be done on computer. Also, she liked Universal Class. She said that possibly some of these courses could be offered for class credit for students.

 

Ms. Whitten also shared information about upcoming programs at Jessie Peterman Library. Money wise, which will include couponing and information on understanding your credit scores; a program by Barbara Pleasant on organic gardening; and Ham Radio by David Larsen. We will also take part in a program offered by the Library of Virginia to provide scanners for a period of time to scan items in the genealogy room to digital format.

 

We received two awards from the Virginia Public Library Directors Association meeting in April. The Prom Dress Extravaganza won for the Outstanding Young Adult Program for a population over 100,000. Also, the Sharing America program won the Outstanding Adult Program for a population over 100,000. Congratulations to Cindy Minnick and June Sayers for their awards.

 

Sarah Pahl, our children’s librarian, talked to students at Christiansburg Middle School and the Gifted Advisory committee, to promote the Summer Reading Program to 80 students and 160 students/parents respectively.

 

We will soon have two new online services. The first is Zinio which offers online magazinesthat can be read on an iPad, phone or other devices. The Library of Virginia is providing the platform plus 50 of the most popular titles to all public libraries around the state. We can add additional content and may at some point, but first Ms. Alston plans to gage our usage.

 

The other service is called OneClickDigital by Recorded Books and will provide additional audio books that patrons can download to MP3 players, phones and computers. This will provide new and older titles. The new titles will be available in the one title/one user, similar to OverDrive. The older titles will be available in multiple user format.

 

Facilities / Technology

We are currently upgrading the wireless in each building. Ms. Alston mentioned that we have received an anonymous donation for $2100 for the Meadowbrook Library. This donation will provide the two wireless routers for Meadowbrook. Branch Supervisor Cindy Minnick will use the rest of the donation to refresh the teen collection and provide gaming equipment for a gaming cart. MFRL will buy the cart and the donation will purchase the TV and the equipment. Ms. Alston mentioned many thanks to the donor for such a generous donation.

 

We have replaced three public PCs in Blacksburg and 10 public PCs in Christiansburg

We had a circ terminal in Blacksburg that failed and it happened to be the one that controls the reservation system and the print management. The library was without public computers for a few days but a new computer has been installed and all is well.

 

Systems Administrator, Chris Elledge, has been testing the inventory system and we will start an inventory of the A/V after the Summer Reading Program ends in July. Mr. Elledge also installed the last two electronic signs in Christiansburg and Floyd.

 

Mr. Elledge is investigating new self check out computers for Blacksburg and Christiansburg. We will use our eRate money to purchase them. Our current machines, made by 3M, are at least 8 years old and workhorses. However, they are out-of-warranty workhorses and periodically go on strike.

 

In the past three years we have benefited from a service call eRate Central. It was originally funded with Gates money so only a few libraries around the state had access to them. eRate is complicated, there are many forms and when filling them out you are dealing with three different fiscal years at once. If you do something wrong, they are likely to not fund you that year. eRate Central did our forms for us, got us filed on time and correctly and all that needed to be done was have Ms. Alston sign them. The Gates money for this service is gone and the Library of Virginia would like eRate Central to provide the service to the rest of the state. In order to fund this, each library will be charged 7% of their eRate earnings. For us, that is approximately $1,400. Well worth it to us to keep this service!

 

A request for purchase for a new roof for the Christiansburg Library went out last week. Ms. Alston is hopeful it will be replaced in the next few months. Last week, with all the heavy rains, they were running out of trashcans.

 

In Meadowbrook, Ms. Minnick has requested that the door from the children’s area into the courtyard remain locked at all times. It is currently unlocked at 10 a.m. and locked at 5:00 p.m. They do not have a clear view of the door and for safety reasons Ms. Alston agrees that it should stay locked. It would be marked as emergency exit only and eventually have a crash bar installed. The board agreed the door should remain locked and Ms. Alston will contact Ms. Minnick to inform her of the board’s agreement.

 

We have corrected all the issues discovered during our OSHA inspection in March. The OPAC computer in Christiansburg has been moved. Our biggest violation was probably our need for appropriate paint storage. We now have a paint locker in the Blacksburg Library. It will be moved upstairs and the paint stored inside soon. Once this has been done, Ms. Alston will contact the fire marshal for a voluntary inspection.

 

Blacksburg Branch Supervisor, Elizabeth Sensabaugh and Ms. Alston met with two different library interior companies to discuss redesigning the circulation desk in the Blacksburg Library. We have already shortened it by removing an unused section and moving the self-checkout machine along the wall with the holds. Ms. Alston would like to have these other items done in that Library:

  • Have a smaller footprint for the circ desk – U-shaped
  • Turn the desk so the primary computer used by staff is facing the front door. This will enable the staff to be able to greet people as they come in and make eye contact with them. This will mean moving the existing queuing line.
  • Position the desk in front of the door to the back workroom so it will not be easily accessible to anyone other than staff
  • One solid surface of the counter, not broken into stations
  • Install more useable space under the desk in terms of drawers and cupboards
  • Possibly an in-desk book drop to alleviate the issue of the books not sliding down the shoot that is 18 inches long
  • Along with the desk, replace the 10 heavy wooden tables. They have had a long life and they are beaten up. They are very heavy. We have configured three of them for electricity but it is definitely a home job. We would like to replace those with 10 or so lighter, smaller tables, wired for electricity, that we can scatter around the library, over the electrical floor boxes instead of lined up in a row.
  • We also have thoughts of moving some of the collections around, especially magazines and newspapers in order to open up the library a bit and get a majority of our soft seating around the windows.

 

Ms. Shortt asked if the book return drop at the Jessie Peterman Library could be looked at and possibly be re-evaluated in its security. The design of the shoot allows for smaller hands to reach in and be able to take items that might be still in the shoot.

 

Ms. Drake asked when the collection at Blacksburg will be moved. Ms. Alston answered that it will most likely take place within the next year. Suggestions were made to invite a school group, rotary club, Corp of Cadets from VT or even trustees come and help with the moving of the collection.

 

We want to ask the Board of Supervisors for the money for the desk. We may also ask the MFRL Foundation to hold a fundraiser to help with the costs. The cost will be approximately $60,000.

Staff and trustees

The management staff had a Strategic Plan brainstorming session yesterday. Some great ideas are developing from that session. Ms. Alston hopes to do another session with them next month and then work on revising the plan in July. She would like to include the board in the conversation with the draft of the staff ideas before a vote is asked for. Ms. Alston requested the Board’s input in the process. The Library of Virginia would like revisions to our Strategic Plan prior to August 1, but we can request an extension. The board agreed they would like to be involved in the process. There will be a discussion on what staff generates in the August meeting and the goal will be to approve the Strategic Plan at the September meeting. Ms. Alston will ask for an extension for November 1.

 

Ms. Alston reviewed information regarding records management that was handed out to members. The board requested we have someone come in and speak about what is required to meet the regulations for records management correctly.

 

Ms. Alston will be working on Saturday, June 15 and will be off on June 17 to work the Blacksburg Rotary Club’ golf tournament. She will not be taking annual leave.

She also reminded the board that she will be on annual leave May 23-27. She will be available by phone if she is needed during this time.

 

Incidents

There were three incidents this month.

 

First, our courier witnessed a bit of parking lot rage between a handicapped bus and who was waiting for passengers and a patron who thought he should be where the bus was. He blew his horn, which encouraged the bus driver to back up enough to let him pass.

 

The second incident did not happen on library property but staff handled it well. A woman, walking up Preston Street, tripped on the uneven sidewalk and fell. She caught herself with her hands and knees and hurt her wrist. She came into the library and rested in the ladies room. Staff called the paramedics and they took her to the hospital for x-rays.

 

The third happened in Christiansburg and involved someone who felt faint. Staff got her to a chair and she perked back up. Staff called her son to drive her home.

 

Reconsideration

There were no reconsiderations.

Committee Reports:

Executive Committee –Did not meet.

Development Committee – Did not meet.

 

Leadership Committee – Did not meet. Will meet next month.

 

Policy Committee

Policy 303 – Community Rooms has been revised and was reviewed and updated by the committee. Ms. Drake made the motion to accept the policy as revised, Ms. Armstrong to approve the policy as revised. A roll call vote was taken and Policy 303 was approved.

 

Roll Call Vote: Aye Nay

Ann-Margaret Shortt X

Alison Armstrong X

Karen Drake X

Ginny Gardner X

Gene Hyde X

Darlene Richardson X

 

Ms. Drake asked if forms need to be filled out again after they had been filled out online. The answer is that they should not be filled out twice, but they do need to be signed. A suggestion was made to insert a box on the online form that says “by clicking here you agree to the terms of the contract.”

 

Policy 110 – Proctoring Services

The Policy Committee reviewed the Proctoring Services policy and the board agreed to send it back to the library supervisors for more discussion and research.

 

Floyd Friends of the Library

Will meet on July 11 at 3:30 p.m. The request of a netbook for the Jessie Peterman Library to use for the Summer Reading Program has been made.

 

Montgomery Friends of the Library

The Garden Tour is scheduled for July.

 

MFRL Foundation

The next meeting of the Foundation will be June 3 at the Jessie Peterman Library. The foundation is looking for a new board member and working on ideas for new fundraisers.

 

Ms. Alston reminded the board that the Board Self-Evaluation should be completed by June 10 and returned by mail or email to Ms. Alston.

 

At 8:26 p.m. Ms. Drake 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 Mr. Hyde and the Board voted unanimously to enter into a Closed Meeting.

 

Roll Call Vote: Aye Nay

Ann-Margaret Shortt X

Alison Armstrong X

Karen Drake X

Ginny Gardner X

Gene Hyde X

Darlene Richardson X

 

Return to Open Session

Ms. Drake moved, seconded by Ms. Richardson, and the Board voted unanimously to return to open meeting at 8:48 p.m.

 

Ms. Gardner 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 Mr. Hyde, and the Board voted unanimously certification of Closed Meeting.

 

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

The meeting was adjourned at 8:52 p.m.

Approved by the Library Board

Gene Hyde, Secretary

Ruthie Bellman, Recorder

 

 

Category: Board, Meeting Minutes

May 15, 2013 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

April 17, 2013

Board Members Present:

Ann-Margaret Shortt, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Ginny Gardner

Anne Page

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

 

Board Members Absent:

Karen Drake

Gene Hyde

Darlene Richardson

County and Affiliate Liaisons Absent:

Kit Haggard, Floyd Friends of the Library

MaryAnn Hinshelwood, MFRL Foundation

Mary North, Montgomery Friends of the Library

 

National Library Week / National Volunteer Week Presentation

Director Paula Alston presented Board members with books that have been added to the collection in their names in honor of National Volunteer and National Library Week. The National Library Week proclamations from both counties were given to the board in their board folders for review.

 

Call to Order: Chair Ann-Margaret Shortt called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, April 17, 2013 at the Meadowbrook Public Library.

 

Roll Call: Ms. Shortt

 

Acceptance of Agenda: Trustee Margaret Christle made the motion to approve the agenda; Trustee Ginny Gardner seconded the motion. The motion carried unanimously and the agenda was passed.

Approval of Minutes: The motion was made by Trustee Anne Page, seconded by Trustee Allison Armstrong and the board voted to approve the March 20, 2013 minutes.

 

Unfinished Business:

Board Self-Evaluation Form

The board discussed the possibility of revising the board self-evaluation form. The Leadership Committee reviewed a self-evaluation from another library for comparison. Ms. Gardner said the two documents were similar. The questions were mostly the same, but with slightly different wording. The decision was made to keep the current self-evaluation and revisit it again next year. Ms. Alston will get more evaluations to look at from her peer Directors.

 

New Business:

Accomplishments and Goals

Ms. Alston reviewed the goals with accomplishments that have taken place in FY13.

 

Trustee Natalie Cherbaka commented that she had concerns with the amount of snow that accumulated on the roof in Blacksburg and how it is situated in a way that ice and snow can fall off of the roof on to the sidewalk on the Clay Street side of the library.

 

The new phone system will be installed in this order: Blacksburg, Christiansburg, Jessie Peterman and Meadowbrook. Meadowbrook will mostly likely not be connected to fiber until mid-summer.

 

The digitizing the Floyd Press was also discussed. We have been denied permission from the publisher to digitize. Mrs. Gardner commented that the group that owns the Floyd Press was recently purchased by Warren Buffet’s company and perhaps board members should write to Mr. Buffet. Ms. Alston said that a State Library employee who leads the newspaper project will research the copyright holdings of the Floyd Press.

 

Director’s Evaluation Form and Process

Ms. Alston reviewed the director evaluation form and the process for completion. The board will receive an email copy of the form. Please fill out and return to Karen Drake by May 1. Each block needs a score or checkmark; please add comments.

 

Report of the Director:

Financial

We have finished the 9th month of the FY and should be at 75% of budget.

 

Montgomery County voted to raise the tax rate to $ .89 and the personal property rate will increase by $ .10. This will allow the county to set money aside for future school building.

 

Floyd County has been holding public hearings and work sessions. Floyd County Board of Supervisor’s liaison to the library board, Lauren Yoder said the Board of Supervisors should be setting the tax rate next week. They have discussed raising the amount for the library. He said it may not be as much as requested, but it should go up.

 

We received a nice surprise in the mail today in the form of a check from the Margot Sebba estate for $2889.99. Ms. Alston read a bit of the note that came with the donation. “Margot believed to never doubt that a group of sharing, caring and serving people, as yourselves, can achieve the impossible. She believed the wise spread their wings and embrace the winds of change. And the winds of change will blow you away or take you to new heights. ‘Enough of talking: let’s get on with it!’ ”

 

We’ve had both vehicles in the garage this last week. The van had a broken brake line and the Escort had an exhaust leak. The van is 10 years old and the Escort is 16 so they are not going to last too much longer.

 

Mary Biggs Montgomery County Board of Supervisor’s liaison to the library board said there was not a budget for replacing the vehicles at this time.

 

The question was raised about security issues in the libraries. Ms. Alston stated that the library as an emergency action plan in place and we have recently added an “active shooter” section. Staff have been trained on the plan and have viewed the “Run, Hide, Fight” video created by the city of Houston. We had a panic button installed in Blacksburg in February. Also, Ms. Alston will be meeting with a library interior designer tomorrow in the Blacksburg library to discuss reconfiguring the front desk to enable staff to face the front door so they are better able to make eye contact with patrons entering the building.

 

Statistics

The board reviewed the statistics.

 

Programming / Collection

Blacksburg sent staff members to Price’s Fork Elementary School and Head Start for their outreach this month.

 

Christiansburg celebrated women’s history month with a trivia contest and an activity table.

 

Meadowbrook’s Prom dress Extravaganza had 46 eager teens to try on donated dresses and win prizes. Meadowbrook Branch supervisor Cindy Minnick mentioned that they are still helping girls with dresses. She showed a poster of pictures created Linda Spivey.

 

In Floyd, the 4-H Cloverbuds gardening program for children met three times with a total of 70 in attendance. It is taught by the Master Gardeners.

 

Christiansburg donated a box of children’s books to CHIP of the New River Valley for their program. The folks at CHIP were most grateful.

 

We have a weeding schedule so that we do not neglect any one section of the collection. This year we are scheduled to weed the 800s, 900s, biographies, adult fiction, teen fiction and A/V.

 

Snapshot Virginia will take place tomorrow, April 18.

Facilities and Technology

Christiansburg has had issues with their alarm system and one door in the children’s area. Weather causes the door to react and trigger an alarm. They have completely bypassed the door in an effort to prevent Branch Supervisor, Pamela Hale from getting calls at 2:00 a.m. The building also continues to struggle with roof leaks. Every new rain storm brings on a new leak. We have requested that the building be considered for reroofing in the upcoming budget year.

 

VACORP performed risk control assessments on the three Montgomery County libraries. In all three libraries, they found two common infractions: not having every outlet covered with a child safety cap and not having exit signs within the stacks to direct patrons to the nearest exit. We have ordered a small supply of the caps and are looking for a supplier where we can buy them a couple hundred at a time. As for the exit signs, the inspector suggested we check with the fire marshal to see what the code states. Ms. Alston is going to contact the fire marshal for the two towns in May. The inspector was very complementary about the Meadowbrook building, saying the maintenance and housekeeping staffs were doing an “awesome job” on a facility that is as old as the Meadowbrook building.

 

For the other two libraries, Ms. Alston mentioned the violation and the corrective action. In Blacksburg: sprinkler clearance in the attic. Any item placed on top shelves should have between 18-24 inches of clearance between the sprinkler head and the item. We moved the boxes from the top shelves.

 

Space heaters: we were using unapproved space heaters in small areas. Those have been removed from the building and replaced with ceramic heaters.

 

Electrical panel clearance: we had a cardboard box stored in the area of an electrical panel and it has been removed.

 

Paint storage: we have several gallons of paint in the attic; we are purchasing a paint locker to store them in.

 

In Christiansburg, we also had an issue with combustible material stored in front of an electrical panel. The material has been removed.

 

In the adult area, we have an OPAC at the end of a book range and an extension cord running from the computer to the wall 18 feet away. This one has not been corrected yet but will be as soon as IT has time on their schedule to move it. We will push the computer to the wall for the time being.

 

Staff and Trustees

Staff day was a great success. Ms. Alston thanked the board again for allowing the libraries to close. The training sessions were very good. All the afternoon sessions were conducted by staff members. The staff appreciated seeing Mr. Meadows and the four library board members who were able to attend.

Our computer technician, Jason Finnigan, started on April 1. Chris Elledge has already been impressed with his skills and knowledge. There will be a learning curve as he is indoctrinated into the library world but by all appearances, he is going to be a quick study.

 

Incidents

There was an incident at the Blacksburg Library with the same patron who has complained about the County maintenance men. This incident involved the housekeeper at Blacksburg who stepped out of the building to smoke at 6:30 a.m. The patron asked him to smoke elsewhere. He moved but not far enough. Words were exchanged. We discussed with housekeeping supervisor, Jack Raffensburger, that we do not allow patrons to smoke in front of the libraries so even at 6:30 a.m. it is not good for staff to be smoking there. Housekeeping was not aware of our policy.

 

In Meadowbrook we had a child attempt to stand on a display shelf and the support underneath broke and he stumbled. He scratched his arm. Mrs. Minnick’s husband was able to weld the support piece back together.

At Christiansburg we had a minor hit and run in the parking lot. A pickup backed into another car, then left. The owner of the car called the police.

 

Reconsideration

A patron put in a consideration of the DVD Candy. The patron did not request that the movie be removed from the collection; she simply wanted to give her opinion about having a movie that glorifies illegal drug use. The committee reviewed the reconsideration and recommended that the movie be retained in the collection.

 

Committee Reports:

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – met via phone and email regarding the Board Self-evaluation form.

 

Policy Committee – Did not meet. They are scheduled to meet in May.

 

Floyd Friends of the Library – Met in January.

 

Montgomery Friends of the Library – The Barter Theater event was a success. There were 477 in attendance. The annual meeting of the combined Floyd and Montgomery Friends will be April 20 at the Christiansburg Library.

 

MFRL Foundation – Met with the Executive Director of the Community Foundation at the March meeting. They are researching ideas for a signature fundraising event.

 

Ms. Gardner moved to adjourn the meeting and Ms. Page seconded the motion. The meeting was adjourned at 8:17 p.m.

Approved by the Library Board

Ann-Margaret Shortt, Chair

Ruthie Bellman, Recorder

Category: Board, Meeting Minutes

March 20, 2013 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

March 20, 2013

Board Members Present:

Ann-Margaret Shortt, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Karen Drake

Ginny Gardner

Gene Hyde

Anne Page

Darlene Richardson

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

MaryAnn Hinshelwood, MFRL Foundation

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

 

County and Affiliate Liaisons Absent:

Mary North, Montgomery Friends of the Library

Kit Haggard, Floyd Friends of the Library

 

Call to Order: Chair Ann-Margaret Shortt called the monthly meeting of the MFRL Board of Trustees to order at 7:09 p.m., on Wednesday, March 20, 2013 at the Blacksburg Library.

 

Roll Call: Ms. Shortt

 

Acceptance of Agenda: Trustee Gene Hyde made the motion to approve the agenda; Trustee Ginny Gardner seconded the motion. The motion carried unanimously and the agenda was passed.

Approval of Minutes: The motion was made by Trustee Alison Armstrong, seconded by Trustee Anne Page and the board voted to approve the February 20, 2013 minutes.

Public Address: None.

 

Unfinished Business: None.

 

New Business: None.

 

Report of the Director:

 

Arts & Entertainment, Sciences & History Activities Calendar

Director Paula Alston directed the Board’s attention to a new 2013 calendar of activities for the arts & entertainment, science & history for the Christiansburg Library.

 

Financials and Statistics

Director Paula Alston suggested the board look over the financials and statistics for any questions. No questions or comments were made.

 

Incidents

 

A Blacksburg patron complained about the painting that was being done behind the front desk. He complained that the brush that the painter was using was the wrong size. This patron has complained before about maintenance workers.

 

In Christiansburg branch supervisor Pamela Hale reported that she had asked a group of young patrons who were outside the building smoking to move to the sidewalk closest to the parking lot while smoking. She later drove by the area and the smokers had moved. She waved to thank them for moving. Later she noticed that the side of her car was scratched up.

 

In another incident in Christiansburg, some patrons were putting movies in a backpack and Ms. Hale brought a basket for them to put the movies in and asked them to not use the backpack. They seemed fine with this. However, they were complaining as they checked out and she came out and told them she was the branch supervisor. A while later she realized her hood was scratched up. She then realized that the patrons she had spoken to before about the movies were the same ones she had spoken to about the smoking some time earlier. She did communicate with the police and also asked them to become more of a presence at the library.

 

Trustee Darlene Richardson moved to adjourn the meeting and Ms. Armstrong seconded the motion. The meeting was adjourned at 7:16 p.m.

 

A reception for Montgomery County Board of Supervisors and the Town Councils of Blacksburg and Christiansburg followed in the Community Room of the Blacksburg Library.

Approved by the Library Board

Gene Hyde, Secretary

Ruthie Bellman, Recorder

 

 

Category: Board, Meeting Minutes

February 20, 2013 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

February 20, 2013

Board Members Present:

Ann-Margaret Shortt, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Karen Drake

Gene Hyde

Anne Page

Darlene Richardson

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

MaryAnn Hinshelwood, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Sr. Programs Assistant

 

Board Members Absent:

Ginny Gardner

County and Affiliate Liaisons Absent:

Mary North, Montgomery Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

Call to Order: Chair Ann-Margaret Shortt called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, February 20, 2013 at the Christiansburg Library.

 

Roll Call: Ms. Shortt

 

Acceptance of Agenda: Trustee Gene Hyde made the motion to approve the agenda; Trustee Alison Armstrong seconded the motion. The motion carried unanimously and the agenda was passed.

Approval of Minutes: The motion was made by Trustee Darlene Richardson, seconded by Trustee Margaret Christle and the board voted to approve the January 16, 2013 minutes.

Public Address: None.

 

Unfinished Business: None.

 

New Business: The board discussed the self-evaluation tool that has been in place for the past six years. Several of the members had researched other self-evaluations. Members will email Ruthie the evaluations they have found. The Leadership Committee will review them and then put together information to create an updated form for the board.

 

Report of the Director:

Financial Report

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

 

Ms. Short and Director Paula Alston presented the Floyd budget to the Floyd County Board of Supervisors on January 22. The budget shows in increase to the telephone line item for costs incurred by the new phone and email system. The personnel line item shows a 3% increase for staff. The Board was not completely aware of how our budget works so this gave them the opportunity to ask questions. Ms. Shortt, Trustee Ginny Gardner and BoS liaison Lauren Yoder have been advocating to the other four Board of Supervisors members.

 

Earlier this month, we heard from the VLA lobbyist who reported that at the state level, both the senate and the house included proposed increases in funding for State Aid to Public Libraries in support of the recommendation from VLA. VLA had requested $1.25 million in increased State Aid for digital information resources. The Senate included $1,000,000 in increased funds for State Aid to Local Public Libraries for FY 2014 in its budget amendment recommendations, almost all we asked for. The House included an increase of $250,000 for State Aid in 2014.

 

The House and Senate typically compromise near the middle of any differences and, if this is the case this year that would mean an increase over $600,000 in State Aid would be in order. Whether it affects our state amount or it is used just for digital resources remains to be seen. It’s just that this is the most positive movement we’ve seen out of the General Assembly in years.

 

The unknown in all of this is how the sequestration will affect Virginia’s budget. Ms. Alston believes we can assume that with cuts in federal spending in Virginia, there would be some impact on the revenues that the state takes in and thus cuts are likely in the state budget next year — but no way to know where. It is assumed all state agency budgets would be cut and so State aid is always vulnerable.

 

The State Library was recently asked by the Institute of Museum and Library Services (IMLS) for the impact of federal sequestration to libraries in Virginia, since it would mean a 5 percent reduction in our Library Services and Technology Act or LSTA allotment, and this is what they reported to them this morning: “Sequestration would mean a reduction for Virginia of $187,000 in LSTA grant funds. We would have to reassess the databases that we license and offer free of charge to every library and public school in our state, most likely reducing the offerings and refocusing on the public library resources since all Virginians can use a public library. Databases would then only be available to students with public library cards. There would no longer be IP authentication within the school buildings. The Library of Virginia also uses LSTA to digitize unique manuscripts and photographs documenting Virginia’s rich history and we would have to reduce the digitization budget accordingly if this cut to LSTA funding goes through.”

Statistics

We will continue to see a decrease in Blacksburg’s door count due to the fact that the church that used the community twice a day on Sundays for the last decade has built its own building and stopped using us in mid-December.

 

We are including proctoring statistics now. We are also including our patrons who sign up for OverDrive each month.

 

Programming / Collection

Christiansburg offered a blood drive with Virginia Blood Services in January. We had 24 donors. They were thrilled and are scheduled to come back every other month during 2013. Ms. Alston suggested that if members were blood donors, they might consider donating at the library.

 

Members also received an invitation for the reception for Nannie Hairston this Sunday at 2:00 p.m. It is open to the public but we mailed invitations to the Board of Supervisors and the Town Councils. We believe Delegate Rush will be here, a representative from Senator Warner’s office and possibly Doug Wilder. We have a resolution from the Board of Supervisors as well as letters from Senators Kaine and Warner.

 

An article about CeCe Bell and her book Rabbit and Robot was given to members. It was named as an ALA Theodor Geisel honor book. The Geisel award, names for Dr. Seuss, is for outstanding early reader books.

 

Facilities / Technology

Ms. Alston addressed a document regarding “active shooter” that was given to board members to review. This is a revision to our Library Emergency Action Plan or LEAP, which was approved by this board in August 2010 and endorsed by the two county administrators. The LEAP is a document to guide staff through most emergency situations. What it is lacking is a section on how to handle an active shooter. This write-up was coordinated by Steve Phillips at the County and will be in their emergency plan.

 

This month Ms. Alston reviewed this plan with management staff and looked at the active shooter part and discussed it. They also watched a YouTube video put together by the City of Houston that many locations are using as a training video. Ms. Alston has asked management staff to review the LEAP and to watch the Houston video with their staff members and discuss it. Management staff should review and discuss the plan annually with staff members as part of their training on how to deal with emergency situations.

 

Ms. Alston will bring the entire plan back later in the spring to approve the revisions after we see if our phone numbers will change due to our new phone system. At that point, she will email the plan to board members to read in its entirety before asking for it to be approved again.

 

Chris Elledge, Linda Spivey, and Yanni Cooper attended training at LVA that was an update to their e-readers and other technology tools ‘petting zoo’ training. They also picked up new components for the zoo. Mostly e-readers that they can loan for several weeks to other libraries were included. Meadowbrook is already taking advantage of this.

 

Citizens is hoping to have the approval they need to release the fiber to Meadowbrook by early March. The fiber is connected to the building; it is just not hot at this point. Once the fiber is a go, they will be able to start work on installing our phone system. They are currently working on obtaining an interconnect agreement with Verizon to port our phone numbers into their system.

 

Lauren Yoder reported to Ms. Alston that they will be replacing one of the old heat pumps at Jessie Peterman Library now and hope to put the replacement cost of the second one in their 2014 budget.

 

Staff and Trustees

Blacksburg interviewed for their fulltime Library Service Specialist position in the last few days and has selected a candidate who will start February 26. Chris Elledge will start his interviews for the fulltime computer specialist next week.

 

Ms. Alston reported that Mary Biggs has once again been appointed as our liaison with the Montgomery County Board of Supervisors. Ms. Alston is delighted to have Ms. Biggs join us every month and shared appreciation of the relationship we have with Ms. Biggs and the Board.

 

The March board meeting will be held at the Blacksburg Library. This is the meeting where we will invite Blacksburg and Christiansburg Town Councils as well as the Board of Supervisors to come for a desert reception in their honor. Margaret Christle and Anne Page will organize the deserts. Ms. Alston and Ruthie Bellman will be in charge of decorating and sending invitations out. Invitations will go out next week.

Incidents

There was an incident at the Blacksburg Library earlier this month that involved a stolen backpack. The owner of the pack was studying at a table and had it taken basically from under his feet. It involved several people who had entered the library 15 minutes before and had made a staff member and a member of the Friends of the Library uneasy because of their odd behavior.

 

One of the people checked out a video game so we had a name, but as it turns out it was a stolen library card belonging to a wife of Pearisburg police officer. The Blacksburg Police Department is working with the Pearisburg Police Department to solve the issue. The backpack was valuable to the patron as it contained books in Chinese that he was using to study for the SAT exam. It did not have any electronics in it.

 

Reconsiderations

There were no reconsiderations this month.

Committee Reports

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee – Did not meet.

 

Floyd Friends of the Library

Floyd Friends are meeting quarterly.

 

The membership drive has recaptured as many as last year and also there have been many who have signed up with higher dollar amounts. Memberships are also received throughout the year. Several who signed up are interested in serving on the board.

 

Montgomery County Friends of the Library

Ms. Alston will speak with Mary North to inquire about having a member of the Friends attend the Library Board meetings.

 

The Barter Theater presentation of Miss Nelson is Missing will be held on March 9 at 2:00 p.m. It is first come first serve and seats cannot be saved.

 

Montgomery-Floyd Regional Library Foundation

The Library Foundation is meeting quarterly. The last meeting did not have many there as the weather was not good and deterred folks from attending. They had a representative from the Community Foundation there to speak about fundraising and donor recognition. She has agreed to come to the March 18 meeting.

 

Mr. Hyde moved to adjourn the meeting and Ms. Armstrong seconded the motion. The meeting was adjourned at 7:57 p.m.

Approved by the Library Board

Gene Hyde, Secretary

Ruthie Bellman, Recorder

 

 

Category: Board, Meeting Minutes

January 2013 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

January 16, 2013

Board Members Present:

Ann-Margaret Shortt, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Ginny Gardner

Gene Hyde

Anne Page

Darlene Richardson

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

MaryAnn Hinshelwood, MFRL Foundation

 

Staff Members Present:

Paula Alston, Library Director

June Sayers, Business Manager

 

Board Members Absent:

Karen Drake

County and Affiliate Liaisons Absent:

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Call to Order: Chair Ann-Margaret Shortt called the monthly meeting of the MFRL Board of Trustees to order at 7:02 p.m., on Wednesday, January 16, 2013 at the Christiansburg Library.

 

Roll Call: Ms. Shortt

 

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

Approval of Minutes: The motion was made by Ms. Richardson, seconded by Trustee Alison Armstrong and the board voted to approve the December 19, 2012 minutes.

Public Address: None.

Unfinished Business:

FY 2014 Budget for Floyd County

There is a proposed budget with the increase to the telephone line item and rearranging some of the other line items. Group insurance is tied to VRS and is the life insurance component.

 

A separate proposed budget includes a 3% increase for staff, as well as the needed increase for the telephone line item.

 

The book budget starts at $24,189. This is a low figure and if that is all the money we had in that line item, it would not adequately cover the material needs of the Jessie Peterman Library. To be comfortable, this line item should be around $60,000. In the past, we have a little left in our purchase orders and because of cancelled titles and some money we save from other line items, mainly salaries, we can start out the next fiscal year with a decent book budget. We don’t try to save money for this. We spend money in the year we were given the money, and plan to end the year spending between 96-98% of the total. Anything we have left, will go into this line item the next year.

 

Trustee Gene Hyde made the motion to accept the FY14 Floyd County Budget in a two tiered approach, initially requesting the proposed budget that includes the 3% increase for staff and if that is not approved that the FY14 Floyd County Budget that includes an increase in the telephone services line item to accommodate the new phone system be accepted. Ms. Richardson seconded the motion. A roll call vote was taken and the FY14 Budget was accepted unanimously.

 

Roll Call Vote: Aye Nay

Ann-Margaret Shortt X

Alison Armstrong X

Natalie Cherbaka X

Margaret Christle X

Ginny Gardner X

Gene Hyde X

Anne Page X

Darlene Richardson X

New Business:

Resolution for Judy Dickerson

The Board reviewed a proposed resolution for Judy Dickerson, who will be retiring at the end of January. Director Paula Alston asked the board to approve the resolution that will be presented to Ms. Dickerson at a small reception in her honor on January 25 at the Meadowbrook Library. Ms. Richardson moved to approve the resolution, Ms. Armstrong seconded the motion and the board approved the resolution unanimously.

 

Staff Day

We hold an annual staff training day once a year. The date selected by the committee for this year’s day is Friday, April 12 from 10:00 a.m. – 4:00 p.m. It will be held at the Christiansburg Library and will mean closing the four libraries for the day so all staff will be able to attend. The morning’s session topic will deal with dangerous patrons, presented by Ellen Kruper, who is a business librarian at Virginia Tech. The schedule for the afternoon session is still being fleshed out. Ms. Alston should have a finalized schedule for the Board by the February meeting. Board members are invited to attend the Staff Day. Ms. Alston asked for approval to close the libraries for a full day on Friday, April 12. Mr. Hyde motioned to close the libraries on April 12 for Staff Day. Trustee Margaret Christle seconded and the motion was unanimously approved.

 

Report of the Director:

Financial Report

We have finished the sixth month of the Fiscal Year and should be at 50% of the budget.

 

Statistics

Proctoring services are increasing at all libraries. We will begin reporting these statistics in January.

 

Programming / Collection

The Blacksburg Library got into the holiday spirit on December 9 with a performance by the Blacksburg Performing Arts Institute. 116 people were entertained by music and ballet.

 

Christiansburg Library offered a Victorian Christmas on December 2 with 39 participating. There was more music and dancing.

 

December was the month for gingerbread houses. There were 29 patrons who created houses in Floyd, 28 in Meadowbrook and 50 each in Christiansburg and Blacksburg.

 

Meadowbrook also had a festive mailbox where children could deposit their letters to Santa. There were 20 letters were mailed.

 

Both Linda Spivey, Program Coordinator and Sarah Pahl, Youth Services Manager are getting ready for the 2013 Summer Reading Program. They have attended webinars and have ordered supplies. Something new this year will be to do a majority of the record keeping online with a program provided by the Library of Virginia. Themes with year are: Dig into Reading for the kids; Beneath the Surface for the teens and Groundbreaking Reads for the adults.

 

Facilities / Technology

Citizens Telephone Cooperative in Floyd has been selected to do our telephone update to Voice over IP. We don’t have a timeline yet as Heather Hall, our purchasing officer, is still in contract negotiations with them. Ms. Alston will keep the board informed as things unfold.

 

Staff and Trustees

We presented our two full time vacancies to the freeze committee this afternoon. The committee is recommending that we be allowed to fill. Their recommendation will now go to Craig Meadows, County Administrator.

 

Being down a full time position in the IT department for the past two months has put us behind in several projects that are in our goals for this year. It’ll be late February, at the earliest, before we will have someone to fill the position.

 

We are also working on a new job description for Yanni Cooper. He is currently a part-time Library Service Specialist who spends 15 of his 30 hours a week making updates our website but with more things going digital we really need one staff member who can keep track of it all, make sure it is working, train staff on various devices, update the web and make major changes to the website, ensure that our databases are functioning properly, test new databases. So we have submitted a new job description to HR to consider, changing his title to Digital Services Specialist and we will move him into the IT department and claim all 30 of his hours for all digital projects.

 

June Sayers, our Business Manager, has been instrumental in nominating Nannie Hairston for the Strong Men and Women of Virginia award. Nannie will be honored, along with the other 4 living recipients, at a dinner in Richmond on January 30. June will represent the library. There is quite a crowd going from this area. The board was presented a copy of the invitation to the dinner to review.

 

We are planning our own reception to honor Nannie on Sunday, February 24, 2:00 p.m. at the Christiansburg Library. At that time, we will have the 2013 Strong Men and Women of VA display here. You are all invited to the reception and I’d like to get it on your schedule. We’ll have an invitation for you by the Feb meeting.

 

Ms. Alston thanked board members for getting the disclosure forms in. The county had them all by January 14, a day early.

 

Board members and liaisons received 2013 membership forms to join the Friends of the Library and were encouraged to join both groups and show strong support for all they do for the library. Without their help, we could not run a summer reading program or do almost any of the other programming that we do.

 

Incidents

There was one incident that took place at Blacksburg Library last week. Building maintenance came in to do a repair in one of the quiet study rooms. There was a person in the room and staff asked him if he would mind stepping out of the room long enough for the repair. He said he was downloading something and couldn’t interrupt it. Staff told him he could leave his device running but by that time he had unplugged it and was packing his stuff. He sat outside the room and waited. When maintenance was done, he was told him he could go back into the room as long as he could tolerate the fumes from the glue. He took exception to the message, and apparently the tone, and asked the maintenance man if he was being a “smart ass”, threatened to lodge a formal complaint with the County then stormed off. Library staff was able to calm him down and set him up in the community room to finish whatever he was doing. Staff in the vicinity said they did not hear anything in the maintenance staff’s tone, manner or words that indicated a smart comment of any sort. Ms. Alston informed both Steve Phillips and Craig Meadows about the incident, but neither have heard from the patron.

 

Reconsiderations

There have been no reconsiderations since last month.

 

Committee Reports

Executive Committee

Did not meet.

 

Development Committee

Did not meet.

 

Leadership Committee

Did not meet.

 

Policy Committee

Did not meet, but will be discussing community room use and proctoring in the near future.

 

Floyd Friends of the Library

The minutes for the October meeting of the Floyd Friends was given to the board for review.

 

Montgomery Friends of the Library

The Montgomery County Friends met yesterday. They are gearing up for the membership drive next week.

 

MFRL Foundation

There will be a special meeting on January 28. There will be a speaker from the Community Foundation who will lead a discussion about standard endowment fund raising plans and recognition. There are two new members of the MFRL Foundation Board. They are Melinda Smith, a retired math teacher, and David Mullins, a lawyer from Christiansburg.

 

Mr. Hyde 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

Gene Hyde, Secretary

Ruthie Bellman, Recorder

 

 

 

 

 

Category: Board, Meeting Minutes

December 2012 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

December 19, 2012

Board Members Present:

Ann-Margaret Shortt, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Karen Drake

Ginny Gardner

Gene Hyde

Darlene Richardson

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Senior Program Assistant

 

Board Members Absent:

Anne Page

County and Affiliate Liaisons Absent:

Kit Haggard, Floyd Friends of the Library

MaryAnn Hinshelwood, MFRL Foundation

Mary North, Montgomery Friends of the Library

 

Call to Order: Chair Ann-Margaret Shortt called the monthly meeting of the MFRL Board of Trustees to order at 7:04 p.m., on Wednesday, December 19, 2012 at the Christiansburg Library.

 

Roll Call: Ms. Shortt

 

Acceptance of Agenda: Trustee Ginny Gardner made the motion to approve the agenda; Trustee Gene Hyde seconded the motion. The motion carried unanimously and the agenda was passed.

Approval of Minutes: The motion was made by Trustee Gene Hyde, seconded by Trustee Ginny Gardner and the board voted to approve the October 17, 2012 minutes.

Public Address:

Supervisor Mary Biggs presented a resolution honoring the memory of past Library Board member Karen Frederick to her son Rick Frederick and his wife Sherry, along with their children Richard, Carly, and Jason Frederick. Mr. Frederick thanked everyone and mentioned that being a long time employee and member of the library board was a joy to his mother.

 

Unfinished Business:

We have purchased two new computers to serve as law computers in the Blacksburg Library. One is on our normal replacement schedule and the second one will be paid for by the law fund. The County decided to use Lexis/Nexis. It was not installed when their trainer came down to do staff training but they were able to connect to Staunton’s account and complete the training. The connection is now live.

New Business:

State Aid

The Governor released his FY 2014 budget on Monday and good news is that the 4% cut we feared might happen to LVA and state aid did not happen so we should not have a cut in state aid. Our budgeted number for both counties is $227,682. That is $1200 less then we received this year, but fluctuations like that are normal because it depends on what the rest of the state is doing once state aid is put through the formula. The board reviewed an updated copy of what lack of full funding means to us. Also, it showed the money we have lost because right now the formula is funded at 55%; ten years ago it was at 74%. The difference is over $40,000 a year.

The other good news is that for FY 2014, the mandated cut to localities with state aid is going away. Ms. Alston reminded the board that this is a biennium cut so FY13 is the fifth straight year we have seen this cut. This is where the state gives state aid to the localities then asks for a percentage to be returned. The library’s portion of that amounts to approximately $11,000 for Montgomery County and $1,300 for Floyd. We can only hope we have seen the last of it.

 

Ms. Alston thanked everyone who emailed the Governor last week.

Presentation of the FY 2014 Budgets

Ms. Alston presented the board with the FY14 budget for Montgomery County. After some discussion, Trustee Darlene Richardson motioned to accept the FY14 budget and Trustee Alison Armstrong seconded. A roll call vote was taken and the budget for Montgomery County was accepted unanimously.

 

Roll Call Vote: Aye Nay

Ann-Margaret Shortt X

Alison Armstrong X

Natalie Cherbaka X

Margaret Christle X

Karen Drake X

Ginny Gardner X

Gene Hyde X

Darlene Richardson X

 

 

The board also reviewed the Floyd County budget for FY14 and tabled it until January.

 

Financial Report

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

 

There is an increase in the Group insurance for Floyd. Group insurance is life insurance that is automatically given to all full time classified employees as part of VRS. The current rate is 1.19% and is set by VRS. There was a significant increase this year. In Floyd, we have to budget for this and last year we budgeted the same rate as the past few years so we were off.

 

The Friends of the Library request for 2013 request for Montgomery County was approved on November 20. We thank the Friends for their generosity and dedication to the library system. Without their donation each year, we would not be able to do the programming that we do. The majority of their money is used for programs and not for things that are the responsibility of our local governments, like salaries and books. However, programming is very important to our overall business of providing individuals with access to information, experiences and ideas. Trustee Ginny Gardner suggested we request more for Jessie Peterman Library from the Floyd Friends of the Library.

 

Statistics

The library board reviewed the statistics for October and November. One statistic noted by Ms. Alston is that our game circulation was 413 for the system in November and the gaming carts were checked out a total of 18 times.

 

Programming and Collection

The three Montgomery County libraries are polling sites so November 6 saw increased traffic in the libraries. There were lines out the door periodically but no long waits and no incidents with parking.

 

Computer classes continued in November. This time Linda Spivey taught Word to 23 students and is updating all her classes for the 2010 version of MS office

Beyond Mayberry author, Tom Perry, spoke to a group of 25 at Meadowbrook Public Library about the life of Andy Griffith and the town of Mount Airy, North Carolina. Mr. Perry signed books at the end of the program.

 

Ms. Spivey and June Sayers represented the library at the fall Community Foundation Grant breakfast at Apple Ridge Farm in Floyd. Our Sharing America program was awarded $250 to transcribe the oral histories we have into print form.

 

Christiansburg Library started a new club for fans of Pokémon and Yug-i-oh and several children attended the first meeting.

 

Christiansburg Library also added two new storytimes due to patron request. A toddler storytime is now held on Wednesdays at 10:00 a.m. and a preschool storytime on Thursdays at 12:30 p.m.

 

The Library purchased the WiiU and several WiiU games to add to Game On!

 

Tom Angleberger presented a program at the Blacksburg Library to 111 delighted little fans.

 

The African American Trailblazers display will be at the Christiansburg Library until January 6. This program will have a name change in 2013 to Strong Men and Women of VA and this is what we nominated Nannie Hairston for.

 

Floyd’s Club M.O.M. is gaining in popularity. MOM stands for Meeting Other Munchkins and is a play group held on Wednesdays after their storytime. It is a chance for the wee ones to socialize and the moms too. They had 32 participants in November.

 

Facilities / Technology

We received 7 Requests for Proposal (RFP) for a new phone system for the library system. Prices ranged from $14,000 to $28,000. We narrowed it down to two and have sent additional questions to those two vendors. Once we evaluate their answers, we will select one. Price will weigh into the decision, but so will their reputation with us, their service ethic and ultimately, what they will provide for the cost. We hope to make a decision in the next few weeks and have the service in place in the next quarter. Ms. Alston mentioned this several months ago and reminded the board again what we are looking for in a new system. We want to tie all four buildings together with a phone system instead of having four independent systems and we are also looking a Voiceover IP. For better customer service, the preference is that the phones will be answered by a person during open hours, rather than an auto attendant where the patron has to determine who or what service he wants then enter an extension We will use $6,500 in FY11 carry forward money and e-rate money to pay for it.

 

We implemented new e-mail system in early November. We were with Bevnet and had to use web-2-mail for email when we were not in the buildings. It was a very clumsy system. Our email is now located at Rackspace and staff can now easily view/receive/send e-mail from home or elsewhere and it will synch calendar actions that occur at work and elsewhere and most importantly, it is mobile device e-mail supported. We also are providing a mailbox for the Friends of the Library and the Foundation.

 

The fiber for Meadowbrook should be connected to the building by the first week in January. We cannot go live with the fiber until the fiber is released to Citizen’s. They are not sure when that will be but hopefully soon. We are increasing our bandwidth to 20 megabits now and will look to increase it to 25 megs shortly after we add Meadowbrook and the phones. We also hope to section it so that staff functions do not compete with patron usage.

 

Staff and Trustees

Last week Ms. Alston sent board members the link for the newly established trustee tutorial series established by the LVA. Currently there is just one module but others will be added soon. It will take approximately 25 minutes to complete. This will benefit everyone, whether you are new to the board or have been on for several years. It will be a good refresher. Board members will need to register and establish an account so please do so soon.

 

Employee Judy Dickerson will be retiring at the end of January. Ms. Dickerson started her career on August 1963 at the Christiansburg Library, when the facility was located on Main Street. The first position she held was a clerk. She was the Branch Head at Christiansburg Library for 18 years—which was the position she liked the best. Ms. Dickerson’s experience has been a plus for the Meadowbrook Library. Her knowledge and dedication contributed greatly to the success of the branch. She will be missed, but she is looking forward to retiring. She said that if she gets bored, she will volunteer at the Meadowbrook Public Library.

 

We have a full time position open in IT– Computer Technology Specialist– and will send it to the freeze committee in the next few weeks. In January, we will have another position open-the full time LSS position at Blacksburg. It will also have to go to the freeze committee.

 

Ms. Alston attended the Montgomery County Regional Tourism strategic planning session yesterday. There were about 60 folks from around the county at the meeting. It was facilitated by the State Tourism Board to help them with their strategic planning. It was beneficial to Ms. Alston to be able to network with others who attended.

Along with the library directors from Pulaski and Radford, Ms. Alston visited with our two delegates. They saw Nick Rush on December 13 and Joseph Yost on December 17. The purpose of the visits was to ask for their support in helping to maintain state aid and to see if they could assist in doing away with the mandated cut. Delegate Rush uses the Christiansburg Library with his daughter and Delegate Yost is a reader and library supporter who spends time in the Blacksburg Library.

 

Ms. Alston mentioned the annual reception that we host to honor our local government leaders is scheduled for March 20, 2013 at the Blacksburg Library. She suggested we invite Delegates Yost and Rush to this event as well and the board agreed this was a good idea.

 

Just a reminder we will be closed Monday-Wednesday of next week; and Monday and Tuesday of the following week. Ms. Alston thanked the board for giving staff the time off.

 

The board received a copy of the Virginia Library Association legislative agenda in two forms: a regular piece of paper, then on informative cards as well. These are the cards that were passed out to Delegates Rush and Yost.

 

Committee Reports

Executive – Met in November to review the budgets. Chair Shortt thanked Ms. Alston and Sr. Program Assistant Ruthie Bellman for their good work by giving each of them a gift.

 

Development – Did not meet.

Leadership – Did not meet.

Policy – Did not meet.

Floyd Friends of the Library – Did not meet.

Montgomery Friends of the Library – Nothing to report.

 

MFRL Foundation – The Foundation has invited the Community Foundation’s director, Jessica Wirgau to meet with the Foundation Board at their January 28th meeting to help create a fund raising strategy to help us define what we would like to accomplish and provide us with the tools to be successful.

 

Mr. Hyde moved to adjourn the meeting and Ms. Richardson seconded the motion. The meeting was adjourned at 8:36 p.m.

Approved by the Library Board

Gene Hyde, Secretary

Ruthie Bellman, Recorder

Category: Board, Meeting Minutes

October 17, 2012 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

October 17, 2012

Board Members Present:

Ann-Margaret Shortt, Chair

Alison Armstrong

Natalie Cherbaka

Ginny Gardner

Gene Hyde

Anne Page

Darlene Richardson

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Senior Program Assistant

 

Board Members Absent:

Margaret Christle

Karen Drake

 

County and Affiliate Liaisons Absent:

Kit Haggard, Floyd Friends of the Library

MaryAnn Hinshelwood, MFRL Foundation

Mary North, Montgomery Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

Call to Order: Chair Ann-Margaret Shortt called the monthly meeting of the MFRL Board of Trustees to order at 7:06 p.m., on Wednesday, October 17, 2012 at the Meadowbrook Library.

 

Roll Call: Ms. Shortt

 

Acceptance of Agenda: A motion was made to accept the revised agenda. Trustee Ginny Gardner motioned and by Trustee Gene Hyde seconded the motion to approve the agenda. The motion carried unanimously and the agenda was passed.

Approval of Minutes: The motion was made by Trustee Darlene Richardson, seconded by Trustee Alison Armstrong and the board voted to approve the September 19, 2012 minutes.

Public Address:

Supervisor Mary Biggs presented a resolution honoring the memory of past Library Board member Margaret Childress to her son Floyd Childress. Mr. Childress thanked everyone and mentioned that being a part of the Library Board was a joy to his mother.

 

Unfinished Business:

Law Computer

Director Paula Alston talked with Chris Tuck to let him know there is one station in Blacksburg where the law computer with the legal software could be placed. It will be in the queue with all the other public computers. We can mark it for legal research and if someone needs to do legal research, this is the computer they reserve. If the computer was in use at the time of reservation, the researcher will have to wait until that person’s session end. Mary Biggs, Liaison for the Board of Supervisors asked how statistics will be reported. Ms. Alston will talk to Chris Elledge, Systems Administrator about this.

New Business:

2013 Holiday Schedule

Ms. Alston stated that we follow Montgomery County’s schedule for holidays and they follow the state’s schedule. According to the state website, December 24, 2012 has become a full day off.

 

She reminded the group that the libraries close at 5:00 p.m. the week between Christmas and New Year’s Day and asked if the board would like to continue this practice. This year that includes December 26 and 27. In 2013, this is December 23 and December 26.

 

Also, it appears that the state will close for a full day on Monday, December 31 this year. If they do and Montgomery County also closes for a full day, then our policy says Ms. Alston will confer with the Board chair to determine our hours of operation for that day.

 

Trustee Anne Page moved to approve the 2013 Holiday Schedule. Mr. Hyde seconded the motion. A vote was taken and the holiday schedule was passed unanimously.

 

Report of the Director

Financial

We have finished the third month of the fiscal year and should be at 25% of the budget for the year.

 

Statistics

OverDrive numbers continue to rise.

 

Programming and Collection

Sarah Pahl, Youth Services Manager, worked with a local community group called Community Cello Works to bring Storytime with Cellos to the Blacksburg Library. It took place during story time. Sixty patrons attended this program and had a great time

 

Another teen program offered in Christiansburg was Cupcake Wars. This well attended program had 17 participants. Teens were given a plain cupcake and had to decorate it with the supplies provided. They were fairly creative. We had three teens join the Teen Advisory Group or TAG in September so this group continues to grow.

 

One of our Strategic Plan objectives was to celebrate the 225th anniversary of the US Constitution. Blacksburg had 4 programs with 68 attendees and Christiansburg had 3 with 142 attendees. All four libraries had displays.

 

Currently, all libraries are displaying books on breast cancer for breast cancer awareness month and in keeping with spirit of our grant from the Virginia Breast Cancer Foundation

 

Meadowbrook had the League of Women Voters on September 22 registering people to vote. All three Montgomery County libraries are polling places so they will be busy places on November 6.

 

We have six Nooks that we have been circulating for 22 months. They have averaged 34 circs so they are holding up well. We will take several of them out of circulation in the near future and turn them into training Nooks for staff. Ms. Alston would like to consider adding newer models. We just heard from OverDrive yesterday that Barnes and Noble now has an OverDrive app that will make downloading from OverDrive to the newer Nooks (NookHD, Tablet and Color) seamless.

 

Facilities and Technology

 

The Request for Proposal for a new phone system hit the street last week and so we expect to see proposals and make a selection in November. We want to tie all four buildings together with a phone system instead of having four independent systems and we are also looking a Voice over IP. For better customer service, we would like the phone to be answered by a person during open hours, rather than an auto attendant where the person has to remember what numbers to push to get someone. We will use $6,500 in FY11 carry forward money and e-rate money to pay for it.

 

Currently the IT staff is running more wires into Meadowbrook for their additional computers and their electronic sign. A work order has been sent to the County to hang the TV for the sign behind and to the right of the circ desk so we hope that will soon be up and running. Floyd will be next in the electronic sign queue. We will purchase their TV with donation money and will start working on that as soon.

 

The Library of Virginia (LVA) has entered into an agreement with Evanced Solutions to provide a statewide tracking system for the summer reading programs. The state wants to use these statistics to study the impact of summer reading programs on students. The study is being conducted with the assistance of the Virginia Department of Education. Virginia has very strong data privacy laws and LVA will require all libraries to sign a Memorandum of Understanding (MOU) that they will comply with the Children’s Online Privacy Protection Act of 1998. Larger libraries around the state have already been using this software to track their summer reading kids rather than using paper. Sarah will attend training in November then we will decide whether we want to participate. Ms. Alston would like to as long as it is not too labor intensive for staff.

 

Staff and Trustees

The Foundation is planning a reception celebration on Sunday, November 4 from 2:30-4:30 p.m. at the Blacksburg Library. There will be an e-book demonstration, a brief introduction of the Foundation, a talk by local author Ed Falco. The Library Board members were invited to attend. This is a fundraiser for the endowment.

 

The last of the Community conversations will be Monday, October 29 at 7:00 p.m. at the Blacksburg Library. The previous three meetings have been successful. Attendees will learn much and have the opportunity to ask questions of County Administrator Craig Meadows and the Board of Supervisors. Since the Library is the site of this last conversation, Ms. Alston will send out several reminders over the next two weeks to remind board members.

 

Montgomery County is undergoing a minor compensation and pay plan study. Ms. Alston is on the committee to review requests for proposals and make a recommendation to the County Administrator. Pay studies are good things to do every 5-8 years to make sure the pay scale is keeping pace with your neighbors so you don’t lose qualified, trained employees to someone who pays more. Montgomery County’s last pay study was approximately eight years ago.

 

Ms. Alston had emailed the board a month ago to let them know that we nominated Nannie Hairston for the Strong Men and Women in Virginia award. We will try to capitalize on publicity in January.

 

The Friends of the Library are holding their annual meeting next Tuesday, Oct 23, 7:00 p.m. at the Blacksburg Library. The featured speaker is school superintendent Brenda Blackburn.

 

Incidents

There were two incidents to report. Some creative person with a can of orange and red spray paint decided to decorate the Draper side of the Blacksburg Library. Staff was able to get the paint off the glass and the Grounds staff removed it from the tile. The young man was active that night as he hit over 100 other sites in Blacksburg. We captured video of him on the security camera that faces those doors, but it was 2 a.m. but you could not see details. However, we know what he was wearing. Hopefully other security cameras around town captured more.

 

The second one also happened at Blacksburg. A patron apparently went directly to the police department on October 1 and said there was a suspicious looking person in the children’s department. This patron did not alert staff. The Police arrived and walked through the building and then reported to staff that the person did not appear to be doing anything wrong. The person they identified was a young man in a hooded sweatshirt with baggy pants and an arm load of books. When he checked out, staff asked if he found everything he needed and he said he was looking for books and videos for himself and his sister.

 

Reconsideration

We received a reconsideration this month. The patron was unhappy with the fact that the two Boy Scout manuals included a section in the front called “How to Protect Your Child from Child Abuse: A Parent’s Guide.” The section was perforated so she felt it was meant to be ripped out and took it upon herself to rip them out. The Reconsideration committee recommended they remain on the shelf intact and Ms. Alston agrees. Staff mentioned to her she may have to pay for damaging the material and we do have a scale for charging people for minor damage to library materials.

 

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 – Nothing to report.

 

MFRL Foundation – Nothing to report.

 

Ms. Page moved to adjourn the meeting and Ms. Richardson seconded the motion. The meeting was adjourned at 7:59 p.m.

Approved by the Library Board DRAFT

Gene Hyde, Secretary

Ruthie Bellman, Recorder

 

Category: Board, Meeting Minutes

September 19, 2012 Library Board Minutes

 

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

September 19, 2012

Board Members Present:

Ann-Margaret Shortt, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Karen Drake

Ginny Gardner

Gene Hyde

Darlene Richardson

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

MaryAnn Hinshelwood, MFRL Foundation

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Senior Program Assistant

 

Board Members Absent:

Anne Page

 

County and Affiliate Liaisons Absent:

Mary North, Montgomery Friends of the Library

 

Call to Order: Chair Ann-Margaret Shortt called the monthly meeting of the MFRL Board of Trustees to order at 7:08 p.m., on Wednesday, September 19, 2012 at the Jessie Peterman Library.

 

Roll Call: Ms. Shortt

 

Acceptance of Agenda: A motion was made by Trustee Gene Hyde and seconded by Trustee Ginny Gardner to approve the agenda. The motion carried unanimously and the agenda was passed.

Approval of Minutes: The motion was made by Mr. Hyde, seconded by Trustee Alison Armstrong and the board voted to approve the August 15, 2012 minutes.

Public Address: None.

 

Unfinished Business:

Library Goals FY2013

The Board reviewed the Library Goals for FY2013 at the August 15, 2012 meeting. Trustee Darlene Richardson motioned to approve the goals, Mr. Hyde seconded. A roll call vote was taken and the goals were approved unanimously.

 

Roll Call Vote: Aye Nay

Ann-Margaret Shortt X

Alison Armstrong X

Natalie Cherbaka X

Margaret Christle X

Ginny Gardner X

Gene Hyde X

Karen Drake X

Darlene Richardson X

 

Board Liaison to Foundation

Natalie Cherbaka is the new Library Board liaison with the MFRL foundation.

 

New Business:

Presentation of State Aid

Kim Armentrout, Library Consultant from the Library of Virginia made a presentation about State Aid and how it affects the Montgomery-Floyd Regional Library. Information is attached.

 

Report of the Director

Ms. Alston thanked Ms. Armentrout for presenting the information on State Aid.

Financial Report

We have finished the second month of the fiscal year and should be at 17% of budget.

 

Our purchase orders were rolled over in August so there is an increase in the revised appropriation column, mostly in books but some in ADP equipment and lease/rent in both counties.

 

In Montgomery County, the large amount in site improvement is the automatic doors that we replaced in Christiansburg and added in Blacksburg.

 

Statistics

We dropped a little in circulation, door count and computers in all libraries in August. School started earlier so that could have an effect. Circulation on computer games and the gaming cart also dropped in August.

Programming / Collection

Floyd received a nice surprise last week in the form of a donation for $1005 in honor of Chuck Flynt’s birthday. He invited some of his friends for a bike ride then challenged them to donate to the library. He plans to do it again next year.

 

In conjunction with the Lincoln display at the Newman Library, we are offering several Lincoln programs this month, along with programs to educate people about the Constitution. The 225th Anniversary of the Constitution is being celebrated this year. Chris Elledge, Systems Administrator, has done several events as Abraham Lincoln and will continue in the next few weeks, including the Virginia Tech Homecoming parade riding on a horse drawn carriage.

 

This Friday evening Rebecca Kamen will pick a winner for the sculpture contest and Jack Brockway from Radford University will hold a star gazing program on the lawn at the Christiansburg Library. On Saturday, at 10:30 a.m. sharp Ms Kaman will film a TedX talk on her method for blending art and science.

 

We have a new collection of e-books available from our website, courtesy of the Library of Virginia. A service called Freading. It went live several weeks ago. Also coming on line this week is a new reference database by Credo called Literati. There will be more information on both of these in coming months.

 

We are in the process of securing permission from the Floyd Press to digitize the 61 rolls of microfilm that we have. Ms. Alston is chatting with two companies right now and will consult again with the director of the Newspaper Project at LVA before proceeding. We will request assistance from the Floyd Endowment to help with the cost of this project.

 

Dutch Tubman, Pamela Hale’s husband, played George Washington at Christiansburg Library for several groups of first graders from Christiansburg Primary School and a group of sixth graders from Blacksburg Middle School. The News Messenger published a picture of “Mr. Washington” with some first graders. A copy of the picture was available for the board to see.

 

Facilities / Technology

 

We have signed the contract with Citizens to connect Meadowbrook Public Library to fiber circuit. They are experiencing some issues with fiber in the Riner area around the new Auburn High School so this could delay getting Meadowbrook connected. We are still hoping it will be in the October / November time period.

 

The IT staff completed the work required for us to switch over to new web server. We are still hosted by BevNet. We did not experience any down time but are looking for a new home for our website. The new email server we will be using is Rackspace.

 

We have a mobile app now for smart phones so that our library catalog looks better and is easier to use. This is through Boopsie, made available by the Library of Virginia.

 

As mentioned last month, the Foundation received a $4000 donation for four additional computers for Meadowbrook. Those computers have been ordered and are due in this week. Staff moved the card catalog and children’s computer to make room for two outside of the lab, then will put the other 2 inside the lab.

 

We are in need of a new telephone system in both Blacksburg and Christiansburg. The systems in both buildings are in excess of 10 years old and the equipment is no longer supported by our vendor. We have been meeting with vendors over the last few months. We are going to take this opportunity to hopefully tie all four buildings together with a phone system instead of having 4 independent systems and we are also looking at Voice over IP. Estimates are between $17,000 and $32,000. We have $6500 in FY11 carry forward money that we requested for an exchange server to use for the email transfer. Once we realized that the phone equipment was a much greater need, we received permission from the Montgomery County to use the $6500 for phones. We also have FY12 e-rate money that we will use, so the money is in place and we hope to make a decision soon. Our goal is to have a new phone system in place by the holidays.

 

The County bought a new carpet cleaner and an upholstery cleaner so the carpets in all three Montgomery County libraries have been cleaned in the last month and most of the upholstered chairs in Christiansburg. The last times the carpets have been cleaned were 2006 in Meadowbrook, 2010 in Blacksburg and last year in Christiansburg. Housekeeping hopes to have the carpets cleaned twice per year going forward.

 

Floyd County removed a diseased birch tree at the entrance to the parking lot in August and Pamela Cadmus planted another for us.

 

Staff and Trustees

Pamela Hale and Ms. Alston presented a session on the library system for the 2012 Montgomery County / Christiansburg Citizens Academy last Thursday. Their graduation is September 27.

 

Ms. Alston also gave a presentation to the Christiansburg Lions club last Tuesday

 

Sarah Pahl, Youth Services Manager attended Christiansburg Middle School and Blacksburg Middle School orientations and Auburn Elementary open house and Tory Leahy, her Assistant attended Christiansburg Elementary open house. Cindy Minnick, Supervisor of Meadowbrook attended open houses at Eastern Montgomery Elementary and Shawsville Middle.

 

Ms. Pahl also attended a two day workshop in Richmond, full of beneficial information that she will use in Storytimes.

 

VCOM and AARP held a health fair today. Blacksburg Library attended and had a table with library information there.

 

We have hired three circulation specialists in the last month. Regan Shelton at Christiansburg, Kathy Bell at Meadowbrook and Pamela Jones was hired this week for Floyd.

 

The Foundation is planning a reception celebration on Sunday, Nov. 4 from 2:30-4:30 p.m. at the Blacksburg Library. There will be an e-book demonstration, a brief introduction of the Foundation, and a talk by local author Ed Falco. The board was invited to attend.

 

The Board of Supervisors are holding Montgomery County Conversations. These conversations give citizens the opportunity to meet the Board of Supervisors and hear about the county’s vision and priorities. Liaison Mary Biggs said that the first meeting went very well. Ms. Alston mentioned that it would be good if Library Board members attend the other three meetings. They will be on October 4 at Kipps Elementary School, October 15 at Christiansburg Middle School and October 29 at Blacksburg Library. They start at 7:00 p.m.

 

Incidents

Ms. Alston was delighted to report that there were no major incidents during the past month.

 

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 – Book sales are going very well. The Friends tentatively plan to meet in October.

 

Montgomery Friends of the Library – The Friends are wrapping up the Garden Tour. Book Sales are going very well. The event at the Lyric Theater in Blacksburg is scheduled for March 9, 2013. The name of the play is Miss Nelson is Missing.

 

MFRL Foundation – Ms. Cherbaka reported that the next function will be November 4 at the Blacksburg Library.

 

Ms. Armentrout mentioned the Library of Virginia is looking into e-learning Trustee Training in lieu of the “Road Shows” that have taken place in the past. The road trainings were difficult for trustees to attend. The e-learning trainings would include basic trustee governance for boards. This would be available at any time for board members to work on separately or in a group setting. Some of the items to be covered in the e-trainings would be FOYA and how trustees can be involved in fund raising. This training would include a certificate upon completion. Please contact Ms. Armentrout with ideas of subjects that could be covered.

 

Mr. Hyde moved to adjourn the meeting and Ms. Armstrong seconded the motion. The meeting was adjourned at 8:16 p.m.

Approved by the Library Board

Gene Hyde, Secretary

Ruthie Bellman, Recorder

Attachment (1)

 

STATE AID PRESENTATION

Kim Armentrout, Library Consultant

Library of Virginia

9/15/12

 

State Aid to public libraries in Virginia began with an appropriation by the General Assembly of $50,000 in FY1942-43. State Aid is a formula based grant that encourages the formation of library systems at the regional, county, and city level.

 

State Aid is used in the following ways:

  • 78% of state aid is used for books and library materials. For many systems, state aid is the only funding source for materials.
  • 9% is used for salaries for professional librarians.
  • 13% is used for equipment, (including computers) furniture, automation systems, etc.

 

Code of Virginia § 42.1 – 1 (8) To administer and distribute state and federal library funds in accordance with the law and its own regulations to the city, county, town and regional libraries of the Commonwealth.

 

There are requirements in place for libraries serving more than 5,000 persons by July 1, 1992 that must be met in order to receive grants-in-aid. The highlights of these requirements are as follows:

 

1) Be organized under the appropriate section of the Code of Virginia. Not more than one library in a county or regional library system or a municipal government unit may receive a grant.

 

2) Submit to the State Library Board:

 

  • Charter, resolution, or other legal papers under which they are organized.
  • A copy of the by – laws of the board of trustees, a list of trustees, revised as changes occur.
  • A five – year plan, adopted by the governing body of the library service in the area (areas) served. In order to receive continuing grants, this plan must be updated annually.
  • A written statement of policy covering such items as: service, personnel, and maintenance of book collections and other materials.
  • Statistical and financial reports including audits and statements of progress of the plan as requested.
  • A copy of the budget for the expenditure of local funds, not including anticipated state and federal funds. This must be submitted annually.

 

3) Have local operating expenditures of at least 50% of the median statewide local operating expenditures per capita, two – thirds of which must be from taxation or endowment. The median shall be recalculated each biennium. Libraries obtaining aid for the first time or those falling below the 50% median must meet the requirement within five years. Libraries which fall below 50% of the median in local expenditures per capita must submit a plan to the State Library Board for reaching the minimum requirement. The plan must include a schedule of annual increases in local expenditures of not less than 20% of the amount needed to attain local per capita expenditures of 50% of the median within five years.

 

Local operating expenditures from taxation or endowment for any library, or library system, shall not fall below that of the previous year. In cases where the budgets of all the departments of the local government are reduced below those of the previous year, the library’s state grant-in-aid would be reduced. The State Library may require that the amount of such reduction in the library’s total expenditure be subtracted from the library’s eligibility and that the state grant be reduced accordingly. If the library’s budget is reduced and other agencies’ budgets are not, then the library would receive no state grant-in- aid and would be ineligible for one until local expenditures shall have again reached or exceeded the local effort at the time of the last previous grant.

 

The library would be ineligible for any federal funds if local funds are reduced below that of the previous year.

 

Grants – in – aid shall be used as supplements to local funds.

The amount of any undesignated balance in the local operating budget at the end of the fiscal year which exceeds 10% will be subtracted from the grant which is based on that year’s expenditures.

 

4) Have certified librarians in positions as required by state law. Libraries failing to employ a certified librarian in the position of director will have their state aid grant reduced by 25%.

 

5) Keep open a headquarters library or centrally located branch at least 40 hours a week for a full range of library services. This schedule must include at least three consecutive evening hours and appropriate weekend hours. Evening hours are defined as the hours after 5 p.m.

 

6) Maintain an up – to – date reference collection and set up procedures for securing materials from other libraries through interlibrary loan.

 

Organize materials for convenient use through shelf arrangement, classification and cataloging, and provide a catalog of its resources.

 

Stimulate use of materials through publicity, displays, reading lists, story hours, book talks, book and film discussions and other appropriate means.

 

Lend guidance in all outlets to individuals in the use of informational, educational, and recreational materials.

 

Maintain a collection of currently useful materials by annual additions and systematic removal of items no longer useful to maintain the purposes of quality of its resources. Have a telephone and the number of the telephone listed in the local telephone directory.

 

Provide the basic services listed in this section free of charge to the public as required by law.

 

7) Every regional, county, and city library serving an area of more than 400 square miles, or more than 25,000 persons, must provide some form of extension service acceptable to the board.

 

8) If the library system has two or more service units, either branches or stations, it must maintain a scheduled, frequent delivery system.

 

9) The Library Board may, at its discretion, make exceptions for a specified period of time to any single requirement listed above. The exception will be made only if the library can show that a real effort has been made to meet the requirement and that significant progress has been made toward meeting this requirement.

 

The formula for State Aid is as follows:

Local effort: 40% of every [local] dollar expended by the political subdivision(s) in the system. The grant to any county or city shall not exceed $250,000. (Per capita: Based on population of area served and number of participating municipalities.)

  • 30¢ for the first 600,000 persons served (county or city library) plus 10¢ per capita for each additional jurisdiction (regional)
  • Libraries serving in excess of 600,000 receive 10¢ per capita for remaining population

plus Square Mileage: $10 per square mile for single jurisdiction (county or city) libraries plus an additional $20 per square mile for libraries serving more than one political jurisdiction (regionals). So in a Nutshell it is Local effort, Plus Per Capita, Plus Square Mileage Minus any necessary proration.

 

Full funding occurs when the General Assembly allocates sufficient funds to permit each system to claim all monies due from the combination of local effort (40% or cap of $250,000), per capita, and square miles served. Full funding last occurred in FY01.

 

The FY13 State Aid Estimate for Montgomery-Floyd Regional Library is:

Population – 109,966, 40¢ x 109,966 = $43,986

Square Miles – $30 X 770 = $23,100

Local effort – Montgomery County Expenditures FY2009-2010:

$1,908,145 x 40¢ = $763,258.

 

Thus, the cap of $250,000 applies for Montgomery County.

 

The cap for Montgomery County is added to the Floyd county expenditures for FY2009-2010: ($253,828 x 40¢ = $101,531) combined local effort total for MFRL of $351,531.

 

The total eligibility for MFRL for FY13 is $418,617. The amount of State Aid granted to MFRL was 228,974, which is 54.7% of the full aid.

 

Even though state aid has been cut, there are more reductions that are calculated for all state agencies. The FY2013 calculated reductions for the library in Montgomery County is $9,393. The reduction for the library in Floyd is $1,250.

 

Ms. Armentrout encouraged the board to talk to localities to see how they will handle the funds.

 

 

 

 

 

Category: Board, Meeting Minutes