June 19, 2013 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM
BOARD OF TRUSTEES
MINUTES

June 19, 2013

Board Members Present:
Ann-Margaret Shortt, Chair
Alison Armstrong
Natalie Cherbaka (late)
Margaret Christle
Karen Drake
Ginny Gardner
Gene Hyde
Anne Page
Darlene Richardson

County and Affiliate Liaisons Present:
Mary Biggs, Montgomery County Board of Supervisors

Staff Members Present:
Paula Alston, Library Director
Ruthie Bellman, Sr. Programs Assistant

County and Affiliate Liaisons Absent:
Lauren Yoder, Floyd County Board of Supervisors
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, June 19, 2013 at the Christiansburg Library.

Roll Call: Ms. Shortt

Acceptance of Agenda: Trustee Alison Armstrong made the motion to approve the agenda; Trustee Gene Hyde seconded the motion. The motion carried unanimously and the agenda was approved.

Approval of Minutes: The motion was made by Trustee Darlene Richardson, seconded by Trustee Anne Page and the board voted to approve the May 15, 2013 minutes.

Unfinished Business:
Board Self-Evaluation
Two observations were made concerning the Board self-evaluation. Continuing education: Director Paula Alston sends out continuing education links for webinars on a monthly basis. She will send out the Trustee module link again for board members. We are also members of ALTAFF and all board members should have the login information. That is a wonderful resource for information concerning library boards. Touring all facilities at least once per year: the board meets at all libraries at least one time per year. Ms. Alston would be happy to provide a more formal tour if that is the pleasure of the board, however, members are encouraged to look around each library during the visit. After brief discussion, board members agreed that formal tours were not necessary.

New Business:
August Meeting Date
There will be a records management training on August 14 at 1:00 p.m. in Blacksburg. The board is encouraged to attend this training. Ms. Alston asked board members if they would like to have a short board meeting immediately following this training, in lieu of the meeting that would normally be scheduled August 21. A motion was made by Anne Page to have the board meeting immediately following the records management training on August 14 at the Blacksburg Library. Trustee Margaret Christle seconded the motion and the motion passed unanimously.

FY 2014 Meeting Schedule
The proposed FY 2014 meeting schedule was reviewed by the board. Trustee Alison Armstrong motioned to accept the FY 2014 meeting schedule, Ms. Richardson seconded the motion and the FY 2014 Library Board meeting schedule was unanimously accepted.

Election of Officers for FY2014
Trustee Richardson made the motion for Trustee Karen Drake to be Chair for FY 2014. Mr. Hyde seconded the motion and it passed unanimously.

Mr. Hyde made the motion for Ms. Christle to be the Vice-Chair for FY 2014. Ms. Armstrong seconded the motion and it passed unanimously.

Ms. Richardson made the motion for Trustee Ginny Gardner to be the Secretary for FY 2014. Ms. Christle seconded the motion and it passed unanimously.

The new officers for FY2014 are: Karen Drake, Chair; Margaret Christle, Vice-Chair and Ginny Gardner, Secretary.

Report of the Director
Financials
We have finished the 11th month of the FY and should be at 92% of budget. We are in good shape with one month left. Ms. Alston is hoping to have some roll-over in both counties to we can start FY 2014 with a healthy book budget.

We are falling behind in revenue collection due to the drop in circulation and increase of people using downloadables where there are no fines attached. It’s good for the public, but not so much for us since we depend on collecting almost $88,000 in fines. We have estimated the same amounts for FY 2014 but when we start the process for FY 2015 budget, we will need to lower the projection, which may affect our expenditure amount.

We were fortunate enough to receive some one time money from both counties in order to replace our courier van. Floyd County gave us $5,200 and Montgomery County gave us $20,000. The van has been ordered and will be here in about 8 weeks.

The new van will actually be a cargo van and not a passenger van with the seats removed. It is a Ford E150 series and will have a bulk head between cab and the cargo space which will keep the driver safe should there be sudden stops. The sides and roof also have a plastic coating and straps so items can be strapped down if we are moving big pieces of equipment. We paid a little extra to have a non-skid flooring material installed on the floor. That should be helpful to keep our plastic books bins for sliding around. Trustee Karen Drake suggested we send a thank you note to the Board of Supervisors for each county along with a picture of the van when it arrives.

Montgomery County also appropriated money to re-roof the Christiansburg Library. The schedule for this is unknown at this time, but the bids are in and we have selected the color of the shingles. They also gave us $30,000 for the circulation desk in Blacksburg. Ms. Alston is working with Melos, located in Hampton. They are on state contract. We hope the desk will be in place by early fall.

We received notice from the town of Blacksburg that they are going to increase their donation to us from $12,000 to $13,000 in FY 2014. Ms. Alston will thank them during her annual visit with the Town Council, scheduled for June 25.

Ms. Alston directed the board to a letter from County Administrator Craig Meadows that went out to all staff last week, letting them know that Montgomery County will be giving salary increases this year. Many thanks to the Board of Supervisors. They will use a sliding scale, so if an employee worked less than 3 years, they will get a 1%; if they worked 3 years but less than 7, there will be a 2% increase and if the employee worked over 7 years, they will get a 3% increase. This will help with compression at all steps on the pay plan. However, in his letter is does mention that this excludes non-classified employees. We have 23 non-classified employees out of 45 total employees, so 51% of our workforce in Montgomery County.

The library board also received a spreadsheet used to track the budget for the non-classified employees. After looking at the lump sum amount given for the non-classified employees, Ms. Alston believes we will be able to give them a raise using the same sliding scale. We had some money reserved after Judy Dickerson retired last spring and we always try to set aside $2000 to cover the increased expense of bringing everyone in on one day for our staff training day in the spring. We also allot some money to bring in a substitute courier when our courier is on leave. By eliminating the cushion for staff day and trimming the hours for the courier, we will be able to give the non-classified members of our staff a comparable raise.

Ms. Richardson made the motion to accept the proposed raises for non-classified employees with the same sliding scale that is being given to the classified employees. Mr. Hyde seconded the motion and the motion passed unanimously.

By using hours from a circulation specialist who will leave at the end of June, we have created a Youth Services assistant for the Blacksburg Library that will allow us to offer story times 6 days a week at that library. He or she will also be responsible for other children’s programming, craft programs, and keeping the bulletin board filled. This person will work under Sarah Pahl, the children’s librarian. This will free Sarah up to do more in Floyd and Meadowbrook, more outreach to day cares, head starts and schools and to create an early literacy and every child ready to read initiative in our area.

Statistics
Blacksburg lost some computer statistics in May due to a failure in the main circulation computer that controls the public computers.

Programming / Collection
In May, all the libraries had tours with elementary students, international students and special education students.

We are now having blood drives at three of the four libraries. In May, Blacksburg had 17 donors.

Visiting the Christiansburg Library, author Rosalie Turner talked about her book March with Me on May 22 for 17 patrons.

Floyd has been very successful in their partnership with the Humane Society and adopting pets in front of the library. They had 35 people stop by at their May event.

Ricky Cox is a favorite in all the libraries. He presented a program in Meadowbrook called “Ballads and Folklore of Appalachia” on May 18 and had 30 people in attendance.

The Narrows Library sent a “thank-you” letter to MFRL. When we weeded our large print collection two months ago, we gave them all our discards, which updated their collection tremendously.

This Friday night the Christiansburg Library will hold a concert by NO STRINGS ATTACHED at 7:00 p.m.

Facilities / Technology
The previously mentioned re-roofing project in Christiansburg is in the works. We hope this will stem the number of leaks we have when there are hard rains.

We invited the Blacksburg Fire Marshal to inspect the Blacksburg library. The inspection was held on June 4. There were several infractions but not as bad as we feared considering it has been years since we were last inspected. They have now put us on the schedule for an annual inspection. We are in the process of correcting our hit list. Some of the items listed are: daisy-chaining extension cords at public computers and circulation desk, we need to install an outlet behind the electronic sign instead of using an extension cord run through the wall, we need to keep the doors leading to the attic space closed so we are purchasing signs that say “Keep doors closed” so we have a reminder, Housekeeping will do an annual cleaning of all bathroom exhaust fans, all holes in electrical room need to be fire caulked – with APPROVED fire caulking, we need to install spring-loaded hinges/closures for all doors leading to the attic and upstairs in the attic (so that doors automatically fall closed), we need Fire Department Connection signs on the outside wall next to the connectors, then we need the connectors covered with a proper cover and be Knox box installed for BFD access.

They came back the next morning before the library opened and tested the fire alarms and put the staff through a fire drill.

Christiansburg has their inspection and fire drill scheduled for July 12.

On the Information Technology front: The installation of phone system at Blacksburg went well and staff members are adjusting. There have been a few issues between Verizon and Citizens. Once Citizens has an agreement with Verizon for importing numbers, we will be able to implement Christiansburg. Floyd may be completed next, instead of Christiansburg.

There will be an upgrade to SIRSI in the next few weeks.

Yanni Cooper and Chris Elledge took the “Technology petting zoo” on the road to Craig County.
We deployed netbooks (three branches) for summer reading program signups. These will turn into netbooks that patrons may check out to be used in house in the fall.

We have been able to use a free service to rid the library of eWaste, thanks to Montgomery County IT staff for pointing us in this direction, as disposing of IT waste was always a problem for us in the past.

In Blacksburg, we are moving the OPACs from the public PC area to stands back in the stacks where it will be useful for patrons to have the catalog much closer to where they are looking for items. (One is completed and one is in progress.)

Digital Services Specialist handled 12 Overdrive support questions from public. We are now set up stat reporting for LexisNexis. We had 11 people with 60 searches on the database in May. We have set up One Click Digital and Zinio, the digital magazine site.

Staff and Trustees
Ms. Alston has asked the Library of Virginia for an extension to the July 1 deadline to have updates to the strategic plan on file with them. They have given us to November 1, so the process that is envisioned is having staff work on updates this summer; bring suggestions to the Board at the September meeting, using the October meeting if needed, then smooth it up and email to LVA by November 1. Ms. Alston will still present the FY 14 library goals to the board in September. Normally this happens in August, but she would like to delay this by a month so that we can have adequate discussion and not be hurried by the shorter meeting in August.

Ms. Alston made her annual presentation to the Christiansburg Town Council on June 4. They were most complementary of the story times and other programming, the electronic sign, the customer service of the staff and the upcoming concert by NO STRINGS ATTACHED.

Ms. Alston will talk to the Blacksburg Town council on June 25 and the Floyd Town Council on June 26.

Articles Discussed
“The Useable Library” was cited in the “So you think you want to be a librarian” so they go hand-in-hand: so it’s not so much about becoming a librarian, although it does a great job of giving a wanna-be librarian things to think about. A lot of what is said in the rest of the article resonated and clarified some of Ms. Alston’s thoughts recently and a slight shift in her philosophy. It is important the board and the director share the same philosophy.

With the advent of digital books, digital magazines and digital everything else, the library model is shifting. The article states that it isn’t about what we have, it is about what we do. It’s about the interaction with the customer and the service we provide to him or her. We want our patrons to have the best experience possible in our libraries. Ms. Alston believes this is how we should feel and act so she has asked staff to move out from behind the desk more often, to help patrons on the floor; to be visible and accessible to them and to the best of their ability, greet each patron as they enter into the building.

We do a great job of customer service, but this just takes it to a different level. We are fairly progressive already: we have not asked patrons to be quiet in a very long time, we allow food and drink in the buildings and we do not ban cell phones.

The idea is to create a culture where we have the patron first and foremost in our mind with every service, procedure or policy we create or offer. And we need to consider that the library will change over the next few years. We need to change to stay relevant. Change is not always easy for some people—patron or staff—and there will be some resistance and some unhappy people. We still need to provide guidelines for staff and we still need procedures and policies, and unfortunately, we need fines, but we hope we are patron-centric in what we do as a board and library system.

The board had a lengthy discussion about these ideas and was very much in favor of moving forward with changes that will enable the library system to become more patron-centric.

Blacksburg Incidents
Elizabeth Sensabaugh received a call from the Blacksburg Police Department around 10:15 p.m. on Monday, June 10, saying they suspected there was a female juvenile runaway hiding in the public restroom of the library. Elizabeth met the police at the building and after searching the building and finding no one, they left. Apparently on another occasion, this same juvenile had reportedly stayed overnight in the public restroom of the library after closing before she contacted the police for assistance.

Closed Meeting – At 8:23 p.m., Mr. Hyde moved that the Montgomery-Floyd Regional Library Board enter into Closed Meeting as stipulated in Agenda under Section 2.2.3711 Code of Virginia, Discussion, Consideration or Interviews of Prospective Candidates for Employment; Assignment, Appointment, Promotion, Performance, Demotion, Salaries, Disciplining or Resignation of Specific Officers, Appointees or Employees of Any Public Body, seconded by Ms. Page and the Board voted unanimously to enter into a Closed Meeting.

Roll Call Vote:
Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Return to open session – Ms. Richardson moved, seconded by Ms. Armstrong and the Board voted unanimously to return to open meeting at 8:45 p.m.

Ms.Richardson moved to Certify that the Montgomery-Floyd Regional Library Board members in Closed Meeting, to the best of each member’s knowledge, discussed only public business matters lawfully exempted from open meeting requirements by Virginia Law, and only such matters as are identified in the Resolution to enter into Closed Meeting, seconded by Ms. Armstrong, and the Board voted unanimously certification of Closed Meeting.

Roll Call Vote:
Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Committee Reports

Executive Committee: Approved FY14 Schedule via email.

Development Committee: Did not meet.

Leadership Committee: Met to compile a slate of officers.

Policy Committee: The Policy Committee met to review four policies. Each policy was presented to the board and voted on by roll call vote.

Policy 107 – New River Public Libraries Cooperative (NRPLCoop) Reciprocal Borrowing Agreement: Ms. Christle made the motion to accept Policy 107 after its review. Ms. Gardner seconded the motion, a roll call vote was taken and the motion passed unanimously.

Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Policy 108 – Fees for Service: Ms. Armstrong made the motion to accept Policy 108 after its review. Ms. Page seconded the motion, a roll call vote was taken and the motion passed unanimously.

Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Policy 206 – Volunteer Program: Mr. Hyde made the motion to accept Policy 206 after its review. Ms. Page seconded the motion, a roll call vote was taken and the motion passed unanimously.
Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Policy 308 – Hiring of Family Members: Ms. Richardson made the motion to accept Policy 308 after its review. Ms. Armstrong seconded the motion, a roll call vote was taken and the motion passed unanimously.
Aye Nay

Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Karen Drake X
Ginny Gardner X
Gene Hyde X
Anne Page X
Ann-Margaret Shortt X
Darlene Richardson X

Floyd Friends of the Library: President Kit Haggard was not present.

Montgomery Friends of the Library: The garden tour will be July 6. The cost is $12.00 per person in advance, or $15.00 at the door.

MFRL Foundation: The Foundation is planning to do a fundraiser to assist with the cost of the new tables/chairs and other items in Blacksburg. They asked for permission from the library board to send invitations to foundation fundraisers to those who use the community rooms. The library board agreed and permission was granted.

Mr. Hyde moved to adjourn the meeting and Ms. Page seconded the motion.
The meeting was adjourned at 8:55 p.m.

Approved by the Library Board
Ginny Gardner, Secretary
Ruthie Bellman, Recorder

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