MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM
BOARD OF TRUSTEES
April 16, 2014
Board Members Present:
Karen Drake, Chair
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
Cindy Minnick, Meadowbrook Library Branch Supervisor
Board Members Absent:
County and Affiliate Liaisons Absent:
Gail Billingsley, MFRL Foundation
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 7:05 p.m., on Wednesday, April 16, 2014 at the Meadowbrook Public Library.
Roll Call: Ms. Drake
Acceptance of Agenda: A motion was made by Trustee Ann-Margaret Shortt and seconded by Trustee Alison Armstrong to amend the agenda to add Policy 115 discussion regarding e-cigarettes and to approve the agenda with the amendment. The motion passed unanimously.
Approval of Minutes: The motion was made by Trustee Alison Armstrong, seconded by Ms. Shortt and the board voted to approve the March 19, 2014 minutes.
Public Address: None.
Unfinished Business: None.
FY14 Library Goals
Library Director Paula Alston reviewed the FY14 Library Goals and Accomplishments with the Board.
Director’s Evaluation Form
Ms. Alston and Ms. Drake went over the evaluation form with the Board. Ms. Drake stressed that including detailed comments on the evaluation will be extremely helpful. Ms. Alston will email a copy of the form to board members tomorrow. The forms should be emailed or mailed to Trustee Margaret Christle by May 9. She will email everyone her mailing address tomorrow. All Board members should bring the signed copy to the May 9 meeting. There will be a closed session at the end of the May 21 meeting to discuss the evaluation. Ms. Drake will meet with Ms. Alston after that with the results of the evaluation.
Possibility of Moving Floyd County Employees to Floyd County Plan
Ms. Alston will be meeting with Floyd County Administrator Dan Campbell this coming Friday to start this conversation. Ms. Alston asked the Board for their point of view on this situation to be able to clearly present the wishes / views of the board on this.
Ms. Alston told the board that there is no reason from the Library of Virginia’s point of view to prevent us from moving them from Montgomery County to Floyd County. There are no compelling issues from Montgomery County to stop us from doing this. MFRL employees are currently all paid and reported under Montgomery County FEIN (Federal Employer Identification Number.) Floyd employees are currently covered by the Montgomery County personnel policies by mutual agreement (includes leave and benefit provisions for classified full time and part time employees.) They would be placed under Floyd County employee policies should the switch be made.
Jessie Peterman employees not on Montgomery County pay plan or Floyd County pay plan. MFRL has tried to mirror Floyd County pay increases when possible. We have tried to keep up with Montgomery County raises for Floyd County employees by taking the money from the book budget to do this.
Floyd employees often feel disenfranchised when Montgomery County employees have increased wages/benefits, especially since starting pay is less than that of Montgomery County employees. Currently all MFRL part-time classified employees have some paid benefits and earn leave; perhaps we would grandfather in current part-time employees. Montgomery County part time classified benefits include partial payment of health insurance premiums by MFRL. Also, we would need to find out if they would keep their tenure or be required to have a new start date.
Montgomery County allows Floyd County employees to participate in training and this would probably still stand should the change be made.
Ms. Gardner asked if the Jessie Peterman employees were to be taken under the Floyd County Pay Plan, would they be guaranteed to receive pay raises? Lauren Yoder, Floyd County Board of Supervisor’s Liaison to the Library Board answered that he was not sure, but couldn’t imagine they would not.
Ms. Gardner made the comment that it would give the Board of Supervisors ownership to add the employees to the Floyd County pay plan.
Ms. Shortt stated that we would have to have an agreement that is well written. Ms Alston told board members that the Library of Virginia says not to alter the original contract.
Mr. Yoder stated that it would simplify things if we could move these employees into the Floyd pay plan.
Ms. Drake asked how doing this would affect the budget. Ms. Alston said we would work that out.
Ms. Drake stated that the library has support of the board to begin conversations to make this move.
Code of Conduct and Policy 115 Change
The Code of Conduct and Policy 115 do not list e-cigarettes specifically. There have been some patrons recently coming in to the library using e-cigarettes. Therefore, we need to give staff clear guidance on how to handle this. Trustee Larry Spencer said that the Town of Christiansburg’s policy was amended to add e-cigarettes. Ms. Christle made the motion to add specifically e-cigarettes to the list of irresponsible use of the library items in the line stating
“Consumption of alcohol, intoxicants, or tobacco” to Policy 115. Trustee Ginny Gardner seconded the motion and the motion passed unanimously.
Report of the Director
We have finished month number 9 of the fiscal year and should be at 75% of budget.
Ms. Drake asked about the “refunds to patrons” line item. Ms. Alston explained that this is for patrons who have lost and paid for a book, but then found the book and returned it to the library. We then refund the patron the money they paid for the lost book.
The County will not be accepting credit cards through the Treasurer’s Office after April 25. Director of Fiscal Management, Angie Hill is working on getting an agreement to allow us to take credit cards. This will likely include fees of between $1,000 – $1,500 per year that we will pay. However, there may be a lapse in use of the credit card machines. She is working to get things set up to allow patrons to be able to pay online.
Ms. Alston mentioned the continuous rise in ebooks. We have added more ebooks and audio books with OneClickdigital.
Ms. Drake asked if the snow days have hurt circulation numbers. Ms. Alston stated that the snow days have affected circulation noting that the libraries were closed five days in February.
Blacksburg partnered with the Newman Library at Virginia Tech for the third annual edible book contest. This is always popular and always creative.
Terry Ellen Carter was the artist in residence in March at the Christiansburg Library. She is a sewist who displayed some of her work, as well as helped patrons with particular sewing problems or questions.
Ms. Alston introduced Meadowbrook Library Branch Supervisor Cindy Minnick to the Board. Ms. Minnick shared about the Prom Dress Extravaganza that was held last week. There were 150 dresses donated. Girls from Floyd County, Christiansburg, Blacksburg, Auburn, some homeschoolers as well as Eastmont students came to the event. There were 80 attendees for the event and 25 dresses were taken. The staff and community folks worked well together to make the event happen. There were donations of haircuts, manicures, and Ponnie’s Boutique donated jewelry for the event. There was a woman there who did alterations on the dresses for the girls, if needed. The Meadowbrook café served refreshments. This event was the second annual event and we are looking forward to next year.
Ms. Minnick also shared about the Egg Hunt held today that brought in 50 eager patrons. The Easter Bunny was in attendance and Ms. Alston read a story to the children. It was a great event.
The AARP came to Meadowbrook and did their annual tax preparation for seniors. The event served 40 people.
Facilities / Technology
We installed a new kid’s AWE computer in Floyd. The old one was 5 years old. They are now touch screen with better graphics. We have a cheaper version from a new company called Kids Computers on order for Meadowbrook.
We installed a new enterprise grade wireless system in Floyd for better buildingwide internet coverage.
All buildings participated in the state-wide tornado drill on March 18. It was held before the libraries opened in Meadowbrook and Floyd, but while Christiansburg and Blacksburg were open. No incidents to report. Everyone cooperated.
We were able to have additional electrical outlets installed outside at the Christiansburg Library. One outlet is in the book drop area, one is where we will install the Mary Ann Hinshelwood table and one in the amphitheater area.
Blacksburg Library now has a new staff refrigerator, complete with ice maker. This was purchased with Friends of the Library money to replace their smaller, 18 year old refrigerator.
The rest of the tables for the Blacksburg Library were delivered last week. The solid cord channels did not arrive with the tables so they were shipped separately and should have arrived today. The installer will be here tomorrow to get them in place. We are still waiting for the sign company to give us proofs of the additional signs.
The electoral board visited the Meadowbrook Library last week to review it as a polling place because voters have had to wait outside in the cold and wet weather in order to vote. Ms. Minnick had other options for them but no decision was made yet whether it would remain a polling place.
Staff and Trustees
The kick off for the storywalk was held today. Ms. Alston thanked those board members who attended. There has been much excitement about the storywalk and we have gotten good publicity about it.
Ms. Alston attended the Town of Floyd council meeting on April 3 and the Town of Christiansburg council meeting on April 8 to thank them for the donation. Ms. Alston thanked Ms. Shortt for attending with her. Town of Floyd may increase their donation and it looks positive for the Town of Blacskburg to do the same.
Christiansburg LSS Karen Martin retired effective March 31. Jessica Tabor was hired to replace her, leaving a part-time LSS position available in Christiansburg. Stacy Cole was promoted to that position, leaving her CS position available.
With Jessica’s promotion to a full time employee, that leaves Tech Services Acquisition Manager, Vicki Reedy without assistance in technical services. We are now able to create a non-classified cataloging assistant position and are advertising that now. It will be on par with the two children’s positions we currently have and will start a $10.00 per hour with a 25 hour work week. We hope that the position will be ready to go in the May-June timeframe. H.R. Director Karen Edmonds has the draft job description.
There were no incidents reported this month.
There were no formal reconsiderations submitted. However we did receive a letter from a patron asking us to add a label to the DVD Sixteen Candles. It’s rated PG but there is some frontal nudity, some foul language and lots of sex talk. She did not want to fill out a reconsideration, but she wrote a nice letter explaining why she wanted it labeled. We declined to label it. She asked whether children can check out anything they want and the staff member explained we do not act in place of the parent or guardian, whose responsibility it is to decide what their children check out from the library. She did not seem totally satisfied with that answer but we have not heard from her again.
Executive Committee – Did not meet.
Development Committee – Did not meet.
Leadership Committee – Did not meet.
Ms. Drake did state that she is now the Planning Director for Montgomery County and that the Planning meetings often fall on the same night as the library board. Therefore, we will need to replace her on the slate of nominees for Board Chair.
Policy Committee – Did not meet.
Floyd Friends of the Library – Did not meet.
Montgomery Friends of the Library
The Montgomery Friends Annual meeting will be on May 8. The speaker has cancelled and they are currently looking for a local author to speak. Please let Ms. Alston know if you know of anyone.
The Garden Tour is coming up with some mini-tours this month.
The Foundation Basket Auction committee met to begin planning for the 2014 2nd Annual Basket Auction. Save the date for the auction which will be on November 6 at VCOMII. They are looking for big ticket items and hoping for 120 baskets this year. Ms. Alston would like the board to donate a basket this year.
Ms. Shortt moved to adjourn the meeting and Ms. Armstrong seconded the motion.
The meeting was adjourned at 8:17 p.m.
Approved by the Library Board
Ginny Gardner, Secretary
Ruthie Bellman, Recorder