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

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