September 19, 2012 Library Board 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.



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.



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)



Kim Armentrout, Library Consultant

Library of Virginia



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

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