August 2012 Library Board Minutes




August 15, 2012

Board Members Present:

Ann-Margaret Shortt, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Karen Drake

Anne Page

Darlene Richardson


County and Affiliate Liaisons Present:

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:

Ginny Gardner

Gene Hyde


County and Affiliate Liaisons Absent:

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friend 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 7:08 p.m., on Wednesday, August 15, 2012 at the Blacksburg Library.


Roll Call: Ms. Shortt


Acceptance of Agenda: A motion was made by Trustee Karen Drake and seconded by Trustee Darlene Richardson to add the discussion of the law library to Unfinished Business and the cost of two sided print and copies to New Business. The motion carried unanimously and the agenda was passed as amended.

Approval of Minutes: The motion was made by Ms. Drake, seconded by Trustee Anne Page and the board voted to approve the June 20, 2012 minutes.

Public Address: None.


Unfinished Business:

Board Self Evaluation

The Library Board reviewed the results of the board self-evaluation from FY 2012. Ms. Alston mentioned there had been previous discussion about revamping evaluation form. Ms. Shortt stated that it was very helpful to have the data from the previous years in the form to be able to track the progress of the board and would like to be sure it remained in the form if it is re-designed. She mentioned the definite progress that has been documented and how encouraging it is to see.

Law Library Software and Computer Update

We have not received any further information from Supervisor Chris Tuck concerning his request that the County use approximately $4,500 from the Law Library fund to place three computers in the Montgomery County Libraries for legal research. Ms. Shortt will email him as a reminder. The board should be sure every question is answered before they could decide to move forward with this project.


New Business:

Carry Forward funds

Each year Director Paula Alston asks the board for a resolution to present to Montgomery County for carry forward funds from the past fiscal year. Upon review of the June 2012 financials, Ms. Alston requested three resolutions.


  1. For Floyd County, we had $7,541 in operating and $8,077 in additional revenues for a total of $15,618. We will ask that this be added to the book budget. Ms. Drake moved to request a resolution in the amount of $15,618 for Jessie Peterman Library, Ms. Page seconded the motion, a roll call vote was taken and the motion passed unanimously.


Roll Call Vote: Aye Nay

Ann-Margaret Shortt X

Alison Armstrong X

Natalie Cherbaka X

Margaret Christle X

Karen Drake X

Anne Page X

Darlene Richardson X


  1. For Montgomery County, we had $21,661 in additional revenues that we would like to request for the book budget. Ms. Page moved to request a resolution in the amount of $21,661 for Montgomery County Libraries, Ms. Richardson seconded the motion, a roll call vote was taken and the motion passed unanimously.



Roll Call Vote: Aye Nay

Ann-Margaret Shortt X

Alison Armstrong X

Natalie Cherbaka X

Margaret Christle X

Karen Drake X

Anne Page X

Darlene Richardson X


  1. Also for Montgomery County, we had $25,248 left in salary money. Ms. Page moved to request a resolution in the amount of $25,248 for Montgomery County Libraries, Trustee Alison Armstrong seconded the motion, a roll call vote was taken and the motion passed unanimously.


Roll Call Vote: Aye Nay

Ann-Margaret Shortt X

Alison Armstrong X

Natalie Cherbaka X

Margaret Christle X

Karen Drake X

Anne Page X

Darlene Richardson X

Library Goals

Ms. Alston reviewed with the board the Goals for FY 2013 for the library. These goals are taken directly from our strategic plan.


Update to the Strategic Plan

As we update the strategic plan, there will be a new date listed on the front cover of the plan. Within the body of the plan we will add the dates completed for each objective. When the plan is updated we will not hand out hard copies of the plan, but it will be posted on our website.

Cost of Two Sided Copies

In September of 2011, the board raised the price on the cost of printing and copying to 20 cents for black/white and 50 cents for color. Our public copiers have the option for two sided copies. The libraries are not charging the same for two sided copies. Ms. Alston requested clarification from the board for the cost of two sided copies.


Ms. Richardson motioned to charge 20 cents per side for black/white and 50 per side for color copies. Trustee Margaret Christle seconded and the motion passed unanimously.


Report of the Director

Financial Report

The purchase orders have not rolled over yet which is why the Site Improvements show a negative $4,600. That is for the new automatic doors at Christiansburg.


We pay for all our insurances at the first of the fiscal year so they are all near 100%.


The book budget amounts are still low because the purchase orders have not rolled over.


In the Floyd salaries line items we made adjustments for the new requirement from the state that employees pay 5% of their VRS.


The June financials show where we finished FY 2012.



We are starting off the year on a busy note and we ended FY 2012 with a circulation of 768,931.


Programming / Collection

We were awarded a $400 grant from the Virginia Breast Cancer Foundation to purchase books on breast cancer. We received this grant several years ago, too.


Some of the terrific programs we had over the summer were:


Teen Iron Chef in Meadowbrook-Teens were given 20 minutes to create an edible dish that was tasty and appealing. Everyone was required to use hummus as the key ingredient, with other ingredients they could choose from.


Edible book contest in Christiansburg-All ages were encourage to take a book and create an edible representation. We had some very creative entries. The winning entries were If You Give a Mouse a Cookie and One fish, Two Fish, Red Fish, Blue Fish.


Marshmallow challenge in Meadowbrook-Children worked in teams to create a free standing structure in 18 minutes out of a yard of yarn, tape, 20 spaghetti sticks and a marshmallow.


Linda has been preparing new computer classes for the fall. This year’s lineup focuses on using our webpage, data bases, Book Browse, OverDrive, and Mango Languages.

The Summer Reading Program ended on August 4. On the Adult side, we had 355 join, 167 complete and 222 people attended the 11 programs. The children’s program ended with 1,839 signing up, 831 completing and 1,484 attending the programs. Children who read 20 hours or more had their names listed in the today’s edition of the News Messenger. The teen program had 315 signing up and 173 completing.

GED classes are now being offered in Eastern Montgomery by NRCC. They will use our community room on Tuesdays/Thursday mornings for the next four months.


Facilities / Technology

We have our first digital sign up and working in Blacksburg. We had an issue twice with one component, but hopefully it has been corrected. This will be a way for us to promote library programs, mention a policy issue, and let people know about town events.


A purchase order to upgrade and repair the cameras at the Blacksburg Library has been released by General Services. There is no word yet on when the work will be done.


We have had patrons ask about a community bulletin board for the Blacksburg Library. We moved the dedication plaques from inside the second set of doors and installed a bulletin board there. The dedication plaques are now in the community room. They had faded so we had Sign Systems re-ink them so the names are still easy to read.


We did our annual purge of patrons whose cards have been expired for more than a year. This year that number totaled 4,865.


Last May Ms. Alston mentioned that we only had one of the interior doors equipped with the automated door opener. The reason for only one door is if we lost power or had issues with the automatic doors, the push/pull pounds required to open the doors with motorized closures would exceed the handicapped requirements. With one door in standard operation, we can still meet ADA requirements if the handicapped door was out of service. So, the County completed the project of replacing one interior door at both Blacksburg and Christiansburg with ADA compliant automatic doors.


They also added an alarmed crash bar on the Draper Street entrance to the Blacksburg Library. At one point, we had two entrances to the Blacksburg Library. In approximately 2009, the Library Board voted to close the Draper Street doors as an entrance or exit for security purposes. It is not a good situation to have an entrance to the building where staff cannot monitor who enters or leaves the building.


Chris Elledge, Library Systems Administrator, took the Petting Zoo (technology items such as e-reader’s, netbooks, and smart phones) to Salem in June. They closed the library so their 17 staff members could all attend the program.

Staff and Trustees

The Library will be part of the Montgomery County Citizens Academy. We present on September 13. Ms. Alston will talk about how the library system operates and Pamela Hale, Christiansburg Branch Supervisor, will give them a tour of the Christiansburg Library.


Ms. Alston is also scheduled to present to the Christiansburg Lions Club on September 11.


In the past, the Montgomery County compensation and classification plan covered all classified employees, part time and full time. In July, they split it and now have a class plan for full time and one for part time that shows their ranges in a per hour scale.



Ms. Alston is going to begin briefing the board about any incidents that take place that don’t require an immediate email. There have been three over the last month.


1) Floyd opened a DVD case and found a used needle. They called the Sheriff’s Department and the deputy arrived 10 minutes later. The needle was turned over along with the name of the patron who checked out the DVD.


2) We had a patron with seven children in her car stop by the Blacksburg Library to pick up a hold. When she left the library, she only had six children. Apparently the children got out of the car in her absence and she did not do a head count. Patrons found a three year old sitting on the curb and took her inside the building. A stroll through the building failed to find a parent so, in accordance with our unattended children policy, the police were called. They arrived and took charge of the child. By that time the parent had realized her child was missing, called the library and was on her way back.


3) A patron walked up to the desk at Blacksburg to pick up some items he had printed from a computer. After he completed that transaction, he handed the staff member an envelope that contained a 20 plus page letter addressed to the Library Director/Librarian. The letter did not contain any threats; it rambled on about how he was bullied. Ms. Alston had a copy with her for board review if they if wished to read it. The original letter was turned over to the police. Ms. Alston notified the County Administrator, the County Attorney and the Board chair.


Committee Report


Executive Committee – The committee met regarding updates on the budget and the law library.


Development Committee – Did not meet.


Leadership Committee – Did not meet.


Policy Committee – Did not meet.


Floyd Friends of the Library – The Floyd Friends are on summer hiatus. The book sale is going very well.


Montgomery Friends of the Library – The Friends had a successful garden tour raising $4,500 on July 7. The book sales are going well.


Montgomery-Floyd Regional Library Foundation – There will be no meetings until September. There is an upcoming committee meeting to work on long term plans for increasing donors and repeat donors.


Liaison Lauren Yoder commented that he had spoken with the Sherriff’s office about including walk-through’s for the Jessie Peterman Library.

Ms. Page moved to adjourn the meeting and Ms. Drake seconded the motion. The meeting was adjourned at 8:16 p.m.

Approved by the Library Board

Ann-Margaret Shortt, Chair

Ruthie Bellman, Recorder

Category: Meeting Minutes

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