January 2013 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

January 16, 2013

Board Members Present:

Ann-Margaret Shortt, Chair

Alison Armstrong

Natalie Cherbaka

Margaret Christle

Ginny Gardner

Gene Hyde

Anne Page

Darlene Richardson

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

MaryAnn Hinshelwood, MFRL Foundation

 

Staff Members Present:

Paula Alston, Library Director

June Sayers, Business Manager

 

Board Members Absent:

Karen Drake

County and Affiliate Liaisons Absent:

Kit Haggard, Floyd Friends 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 7:02 p.m., on Wednesday, January 16, 2013 at the Christiansburg Library.

 

Roll Call: Ms. Shortt

 

Acceptance of Agenda: Trustee Darlene Richardson made the motion to approve the agenda; Trustee Ginny Gardner seconded the motion. The motion carried unanimously and the agenda was passed.

Approval of Minutes: The motion was made by Ms. Richardson, seconded by Trustee Alison Armstrong and the board voted to approve the December 19, 2012 minutes.

Public Address: None.

Unfinished Business:

FY 2014 Budget for Floyd County

There is a proposed budget with the increase to the telephone line item and rearranging some of the other line items. Group insurance is tied to VRS and is the life insurance component.

 

A separate proposed budget includes a 3% increase for staff, as well as the needed increase for the telephone line item.

 

The book budget starts at $24,189. This is a low figure and if that is all the money we had in that line item, it would not adequately cover the material needs of the Jessie Peterman Library. To be comfortable, this line item should be around $60,000. In the past, we have a little left in our purchase orders and because of cancelled titles and some money we save from other line items, mainly salaries, we can start out the next fiscal year with a decent book budget. We don’t try to save money for this. We spend money in the year we were given the money, and plan to end the year spending between 96-98% of the total. Anything we have left, will go into this line item the next year.

 

Trustee Gene Hyde made the motion to accept the FY14 Floyd County Budget in a two tiered approach, initially requesting the proposed budget that includes the 3% increase for staff and if that is not approved that the FY14 Floyd County Budget that includes an increase in the telephone services line item to accommodate the new phone system be accepted. Ms. Richardson seconded the motion. A roll call vote was taken and the FY14 Budget was accepted 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

Anne Page X

Darlene Richardson X

New Business:

Resolution for Judy Dickerson

The Board reviewed a proposed resolution for Judy Dickerson, who will be retiring at the end of January. Director Paula Alston asked the board to approve the resolution that will be presented to Ms. Dickerson at a small reception in her honor on January 25 at the Meadowbrook Library. Ms. Richardson moved to approve the resolution, Ms. Armstrong seconded the motion and the board approved the resolution unanimously.

 

Staff Day

We hold an annual staff training day once a year. The date selected by the committee for this year’s day is Friday, April 12 from 10:00 a.m. – 4:00 p.m. It will be held at the Christiansburg Library and will mean closing the four libraries for the day so all staff will be able to attend. The morning’s session topic will deal with dangerous patrons, presented by Ellen Kruper, who is a business librarian at Virginia Tech. The schedule for the afternoon session is still being fleshed out. Ms. Alston should have a finalized schedule for the Board by the February meeting. Board members are invited to attend the Staff Day. Ms. Alston asked for approval to close the libraries for a full day on Friday, April 12. Mr. Hyde motioned to close the libraries on April 12 for Staff Day. Trustee Margaret Christle seconded and the motion was unanimously approved.

 

Report of the Director:

Financial Report

We have finished the sixth month of the Fiscal Year and should be at 50% of the budget.

 

Statistics

Proctoring services are increasing at all libraries. We will begin reporting these statistics in January.

 

Programming / Collection

The Blacksburg Library got into the holiday spirit on December 9 with a performance by the Blacksburg Performing Arts Institute. 116 people were entertained by music and ballet.

 

Christiansburg Library offered a Victorian Christmas on December 2 with 39 participating. There was more music and dancing.

 

December was the month for gingerbread houses. There were 29 patrons who created houses in Floyd, 28 in Meadowbrook and 50 each in Christiansburg and Blacksburg.

 

Meadowbrook also had a festive mailbox where children could deposit their letters to Santa. There were 20 letters were mailed.

 

Both Linda Spivey, Program Coordinator and Sarah Pahl, Youth Services Manager are getting ready for the 2013 Summer Reading Program. They have attended webinars and have ordered supplies. Something new this year will be to do a majority of the record keeping online with a program provided by the Library of Virginia. Themes with year are: Dig into Reading for the kids; Beneath the Surface for the teens and Groundbreaking Reads for the adults.

 

Facilities / Technology

Citizens Telephone Cooperative in Floyd has been selected to do our telephone update to Voice over IP. We don’t have a timeline yet as Heather Hall, our purchasing officer, is still in contract negotiations with them. Ms. Alston will keep the board informed as things unfold.

 

Staff and Trustees

We presented our two full time vacancies to the freeze committee this afternoon. The committee is recommending that we be allowed to fill. Their recommendation will now go to Craig Meadows, County Administrator.

 

Being down a full time position in the IT department for the past two months has put us behind in several projects that are in our goals for this year. It’ll be late February, at the earliest, before we will have someone to fill the position.

 

We are also working on a new job description for Yanni Cooper. He is currently a part-time Library Service Specialist who spends 15 of his 30 hours a week making updates our website but with more things going digital we really need one staff member who can keep track of it all, make sure it is working, train staff on various devices, update the web and make major changes to the website, ensure that our databases are functioning properly, test new databases. So we have submitted a new job description to HR to consider, changing his title to Digital Services Specialist and we will move him into the IT department and claim all 30 of his hours for all digital projects.

 

June Sayers, our Business Manager, has been instrumental in nominating Nannie Hairston for the Strong Men and Women of Virginia award. Nannie will be honored, along with the other 4 living recipients, at a dinner in Richmond on January 30. June will represent the library. There is quite a crowd going from this area. The board was presented a copy of the invitation to the dinner to review.

 

We are planning our own reception to honor Nannie on Sunday, February 24, 2:00 p.m. at the Christiansburg Library. At that time, we will have the 2013 Strong Men and Women of VA display here. You are all invited to the reception and I’d like to get it on your schedule. We’ll have an invitation for you by the Feb meeting.

 

Ms. Alston thanked board members for getting the disclosure forms in. The county had them all by January 14, a day early.

 

Board members and liaisons received 2013 membership forms to join the Friends of the Library and were encouraged to join both groups and show strong support for all they do for the library. Without their help, we could not run a summer reading program or do almost any of the other programming that we do.

 

Incidents

There was one incident that took place at Blacksburg Library last week. Building maintenance came in to do a repair in one of the quiet study rooms. There was a person in the room and staff asked him if he would mind stepping out of the room long enough for the repair. He said he was downloading something and couldn’t interrupt it. Staff told him he could leave his device running but by that time he had unplugged it and was packing his stuff. He sat outside the room and waited. When maintenance was done, he was told him he could go back into the room as long as he could tolerate the fumes from the glue. He took exception to the message, and apparently the tone, and asked the maintenance man if he was being a “smart ass”, threatened to lodge a formal complaint with the County then stormed off. Library staff was able to calm him down and set him up in the community room to finish whatever he was doing. Staff in the vicinity said they did not hear anything in the maintenance staff’s tone, manner or words that indicated a smart comment of any sort. Ms. Alston informed both Steve Phillips and Craig Meadows about the incident, but neither have heard from the patron.

 

Reconsiderations

There have been no reconsiderations since last month.

 

Committee Reports

Executive Committee

Did not meet.

 

Development Committee

Did not meet.

 

Leadership Committee

Did not meet.

 

Policy Committee

Did not meet, but will be discussing community room use and proctoring in the near future.

 

Floyd Friends of the Library

The minutes for the October meeting of the Floyd Friends was given to the board for review.

 

Montgomery Friends of the Library

The Montgomery County Friends met yesterday. They are gearing up for the membership drive next week.

 

MFRL Foundation

There will be a special meeting on January 28. There will be a speaker from the Community Foundation who will lead a discussion about standard endowment fund raising plans and recognition. There are two new members of the MFRL Foundation Board. They are Melinda Smith, a retired math teacher, and David Mullins, a lawyer from Christiansburg.

 

Mr. Hyde moved to adjourn the meeting and Ms. Armstrong seconded the motion. The meeting was adjourned at 8:08 p.m.

Approved by the Library Board

Gene Hyde, Secretary

Ruthie Bellman, Recorder

 

 

 

 

 

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