MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM
BOARD OF TRUSTEES
October 15, 2014
Board Members Present:
Margaret Christle, Chair
Alison Armstrong, Vice-Chair
Library Board Members Absent
County and Affiliate Liaisons Present:
Mary Biggs, Montgomery County Board of Supervisors
Lauren Yoder, Floyd County Board of Supervisors
County and Affiliate Liaisons Absent:
Gail Billingsley, MFRL Foundation
Kit Haggard, Floyd Friends of the Library
Mary North, Montgomery Friends of the Library
Staff Members Present:
Paula Alston, Library Director
Cathy Whitten, Jessie Peterman Branch Supervisor
Ruthie Bellman, Sr. Program Assistant
Call to Order: Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:00 p.m., on Wednesday, October 15, 2014 at the Jessie Peterman Library in Floyd.
Roll Call: Chair Margaret Christle
Acceptance of Agenda: A motion was made by Trustee Alison Armstrong and seconded by Trustee Darlene Richardson to accept the agenda. The motion passed unanimously.
Approval of Minutes: The motion was made by Ms. Richardson, seconded by Ms.
Armstrong and the board voted to approve the September 17, 2014 minutes.
Ms. Christle welcomed Branch Supervisor Cathy Whitten to the meeting.
Public Address: None.
Unfinished Business: None.
2015 Holiday Schedule
Ms. Alston presented the proposed 2015 Holiday Schedule to the board for approval. There was a recommendation to add Saturday July 4 and Saturday, December 26 as days to close the libraries. Ms. Richardson made the motion to accept the 2015 Holiday schedule with closing July 4 and December 26, Trustee Larry Spencer seconded the motion and the motion passed unanimously.
Floyd Board of Supervisors Liaison Lauren Yoder commented that Floyd often closes more through the winter than Montgomery County. Director Paula Alston stated that the Jessie Peterman Library will close when Floyd County offices are closed.
Report of the Director
In Montgomery County, there are two additional line items on the financial statement. The first is copier charges. We are sometimes charged overages on the copier at Blacksburg. We used to take that payment out of office supplies. The County is now requesting that we pay those charges out of this line item so we moved $1,500 from office supplies to cover that.
The other new line item is called Office Equipment. This will now cover smaller items like barcode scanners, and we moved $3,000 out of repair & maintenance of office equipment to this line item.
We are also showing the purchase orders for library materials that were carried over to this fiscal year, increasing the materials line item.
In Floyd, the purchase orders and the end of year revenues and expenses were added in.
We paid $5,292.06 in salaries for the last period in June. This money came from the end of the year revenues.
Revenue collections in both counties have not been strong. We’re doing well with the copies and printing revenue, but fine revenue will continue to lag behind as long as we continue to add e-books where there is no fine associated with it.
We will have access to 60% of our end of the year (EOY) funds from the fiscal year 2014 money. For the library, that is $21,921. Our EOY money was the result of salary savings and revenues that we collected in June and didn’t have time to ask for prior to the end of the fiscal year.
The instructions we received direct us to spend these funds on non-recurring onetime items. In the past we have put EOY funds in the book budget. This year, we do have some one-time needs that we will not be able to purchase any other way. A partial list includes display cases for the libraries, maker space items for Christiansburg and replacing two of the children’s computers at Blacksburg and Christiansburg. Both computers are over 5 years old with lots of wear and tear. They are expensive to replace. Ms. Alston has asked the libraries to give her a list of their other needs by October 24. The list is due to the county by October 31.
We will be getting a new library vehicle to replace the Ford Focus that rusted through the floorboard. We have been using the county’s old green van since that time. We will be getting a Dodge Caravan, capable of carrying 4 people and all the cargo that the IT people or the Youth Services folks need to haul.
E-books continue to increase. We added HOOPLA this month and the circulation numbers were impressive.
Ms. Whitten told the Board about Chuck and Diana Flint, owners of Foggy Ridge Cider Company in Dugspur, who have a bike ride every year to honor Chuck on his birthday. The bikers ride one mile for every year of Chuck’s age and they raise $1.00 per mile. The total is then donated to Jessie Peterman Library. This year they raised $1,095.00.
Jessie Peterman will be working with the Rural Health Nurses with the Salem Veterans Administration to do a Friends and Family CPR program.
Guitarist Doria Michaels will be playing at Jessie Peterman next Thursday, October 23.
Trustee Natalie Cherbaka asked about the progress of the trail to be built behind the library. Mr. Yoder said that the Board of Supervisors had approved the trail. Ms. Whitten said she was not aware of the progress beyond that.
The homeschooling science programs held at the Blacksburg Library are doing well, with over 110 participants for 2 programs.
Blacksburg will be hosting a Gluten free expo on November 8 with local restaurants providing gluten free samples and experts talking about gluten free issues.
Meadowbrook’s Amazing Science program had 19 attending. They will be doing this on a monthly basis. They are also having their second annual Costume exchange tomorrow.
Sarah Pahl, the Children’s Librarian, does outreach to five head starts and daycares. Another outreach that she has just completed is the “Books for Babies” project. She delivered 50 to the CHIPs program and 20 to the Free Clinic. She has 25 in Spanish that she is holding in reserve. The kits cost $9.00 each and are purchased from ALTAFF. We’ve ordered 100 kits, which is not enough to cover even one of the hospitals in this area for a year.
We will be starting a “1000 books before Kindergarten” reading program. This goes on year round with the obvious goal being that parents read 1,000 books to the child before he/she starts kindergarten. There will be rewards when the reach the milestones of 500 and 1,000 with stickers most likely given for each 100 books read.
All the libraries have been seeing tours of elementary school children this fall
And at Christiansburg, Children’s Assistant Lauren Soucy has been presenting a program called “Research Readiness” for homeschoolers and has had a strong showing. The program includes information on how to use the card catalog, how to use the Dewey Decimal system and research databases.
Facilities / Technology
Carol Davis and Beth Carson with the Town of Blacksburg organized a sustainability service project for the Blacksburg Library. They had students and others planting ornamental grass on the steep slope along Miller Street. This should help with the erosion and eliminate the need for mowing on that slope. They also planted butterfly bushes as well as a tree and they put a new tree in the bump-out island in the parking lot. It looks very nice. They do such a great job with the main island in the parking lot and all the other landscaping touches.
Last month Ms. Alston mentioned the new sidewalk in the courtyard at Meadowbrook. They held their Fall Harvest program on October 4, debuting the new sidewalk. Everyone was impressed.
Staff and Trustees
Ms. Alston sent the 2015 VLA legislative agenda to the two counties to be included in their legislative package. In years past, VLA has had a printed agenda. This year, there is only one item on the agenda and that was emailed to us. It is:
- Sustain State funding for public libraries through the “New Age, New Library” plan to meet the needs of 21st century library users in Virginia.
The message is “Don’t cut state aid. Keep it at the level where it is now.”
System Administrator Chris Elledge has hired his full time computer tech, a young man named Eric Brammer. He will start Thursday.
Ms. Alston attended the reopening of the Roanoke City’s main library yesterday. The renovation is beautiful.
In honor of his five year anniversary, County Administrator Craig Meadows is meeting with each department head to see how things are going and to see how he can help us. Ms. Alston will meet with him on October 29 at 9:00 a.m. Discussion items on Ms. Alston’s list are salary needs and maintenance / housekeeping issues.
Ms. Alston will be gone next week for a meeting in Virginia Beach on Tuesday, then the Director’s meeting on Wednesday and VLA in Williamsburg on Thursday and Friday.
On October 30, Ms. Alston will present to the Montgomery County / Christiansburg Citizen’s Academy at Auburn High School.
Ms. Alston has also signed up for a Library Directors Summit being held at the Chattanooga Public Library on November 13-14. There are several noted speakers and topics like “Collaborate Leadership, Activate and animate Public Spaces, Future of a creative industry.”
There was one Blacksburg incident that took place since the last Board meeting. A man was observed viewing pornography on a public computer. He was asked to stop, he did not and has been banned for three months.
There is one reconsideration at this time. Staff is currently reviewing it. There will be a report for the board at the December meeting.
Executive Committee – Did not meet.
The Development Committee worked to put together the baskets that will be donated to the Foundation’s Basket Auction. Local Treasures basket includes a gift certificate for one night at the Inn at Virginia Tech, wine from local wineries, wine glasses, signed copy of Frank Beamer’s book, and signed copy of Sharon McCrumb’s book. The committee is also working on gift certificates from local restaurants. A Chateau Morrisette basket will include wine glasses, wine, gift cards, Crooked Road book, and a print of downtown Blacksburg.
Leadership Committee – Did not meet.
Policy Committee – Did not meet.
Floyd Friends of the Library – Did not meet.
Montgomery County Friends
The Joint Annual meeting will take place on October 21. Some new members have taken over the membership drive. They will be pursuing business memberships.
The Basket Auction is on November 6 from 6:00 p.m. – 8:00 p.m. There are over 100 baskets and also several nice live auction items.
Ms. Armstrong asked for an update on the patron who checked out large numbers of items and allegedly sold them to pawn shops in Pulaski. The library sent out a letter to the patron requesting all of the items be returned or paid for. We received a call from a case worker with New River Community Action stating the patron could pay $15.00 per month. The patron communicated that she would be able to pay $100 per month beginning in February or maybe pay off the bill. The patron has returned approximately ½ of the DVD’s, but there are fines for late items and the account has been turned over to collections. Ms. Alston will meet with County Attorney Marty McMahon to see if we can pursue legal action. The patron has sent in one check for $15.00.
Ms. Armstrong moved to adjourn the meeting and Mr. Spencer seconded the motion. The meeting was adjourned at 7:45 p.m.
Approved by the Library Board DRAFT
Margaret Christle, Chair
Ruthie Bellman, Recorder