April 18, 2012 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

April 18, 2012

 

Board Members Present:

Ann-Margaret Shortt, Chair

Margaret Christle

Karen Drake

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

Ruthie Bellman, Senior Program Assistant

Cindy Minnick, Meadowbrook Public Library Branch Supervisor

 

Board Members Absent:

Ginny Gardner

Andy Morikawa

 

County and Affiliate Liaisons Absent:

Mary North, Montgomery Friends of the Library

Kit Haggard, Floyd Friend of the Library

 

Call to Order: Chair Ann-Margaret Shortt called the monthly meeting of the MFRL Board of Trustees to order at 7:06 p.m., on Wednesday, April 18, 2012 at the Meadowbrook Library.

 

Roll Call: Ms. Shortt

 

Acceptance of Agenda: The motion was made by Trustee Gene Hyde and was seconded by Trustee Darlene Richardson, and the Board voted to accept the agenda.

 

Approval of Minutes: Ms. Richardson moved, seconded by Trustee Anne Page and the Board voted to approve the March 21, 2012 minutes.

 

Public Address: Ms. Shortt welcomed new board member Margaret Christle, who represents District E. The board also welcomed Cindy Minnick, Branch Supervisor for the Meadowbrook Library.

 

 

 

New Business:

 

Banning Patrons Process

A Patron Behavior policy was created a year ago and signed in March 2011. This policy encompasses the Code of Conduct and mentions that banning is a possible outcome of bad behavior. This document that was created to provide written guidance to staff. Each case will need to be handled independently but having something to refer to will benefit staff. County Attorney Marty McMahon reviewed it two weeks ago. Director Paula Alston requested the board approve this document. Ms. Richardson moved to accept the document. Mr. Hyde seconded the motion. A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote: Aye Nay

Ann-Margaret Shortt X

Margaret Christle X

Karen Drake X

Gene Hyde X

Anne Page X

Darlene Richardson X

 

Joining the Association of Trustees, Advocates, Friends and Foundation (ALTAFF)

In 2009, Friends of Libraries U.S.A. and the Association for Library Trustees and Advocates joined forces to become an expanded division of ALA known as ALTAFF, the Association of Library Trustees, Advocates, Friends and Foundations. Through this partnership, ALTAFF unites libraries’ voices to speak out on behalf of library services and free public access to information. Membership in the organization will provide the Board of Trustees with access to information and ideas that will prove useful for board members in the governance of the library. It will also provide members with an education through a continuing and comprehensive program to enable them to discharge their responsibilities in a manner best fitted to benefit the public and this library. Mr. Hyde moved to join ALTAFF, 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

Margaret Christle X

Karen Drake X

Gene Hyde X

Anne Page X

Darlene Richardson X

 

Report of the Director

 

Financial

We have completed month 9 of the fiscal year and should be at 75% of the budget. We are running high in the line item for gas for the van and car. As long as we can cover it from some other line item, we should not have to ask the county for additional funds.

 

We continue to pay the UMS fees out of the professional line item, while they [the fees] are deposited in the fines revenue line, hence, the professional line item is seriously overspent. We will be able to correct this in the FY 13. The County has created a “Collection fees” line item for both revenue and expenses so we will pay the fees out of that line item as well as deposit the fees into the corresponding revenue account.

 

Both Boards of Supervisors have delayed their budget adoption vote until next week to give the General Assembly time to finalize the state budget. The General Assembly is scheduled to vote on it next Tuesday. Assuming that the General Assembly approves the two conference reports, Gov. Bob McDonnell will have 30 days after the special session adjourns to either sign the budget bills into law or to return them to the General Assembly for another reconvened session to consider one or more specific and severable amendments. This means that local governments may have to wait until late May to finally learn the amount of state financial assistance available for state-mandated and other state high-priority services. Some of the positive policy changes include permitting local governments to phase in the higher VRS employer retirement contributions over a five year period. A recommendation to restore $295,000 to the Library of Virginia for state aid, meaning our state aid will not drop by 2% in FY 2013. All of this is subject to change.

 

The public hearing for the Montgomery County budget was held on Thursday, March 29. Mr. Hyde and Ms. Page did a great job with their remarks, as did Paul Smeal, who is on the Parks and Recreation Board and included libraries in his remarks. The Boards haven’t passed the FY 13 budget yet, but Ms. Alston met with the Executive Committee prior to the meeting to start looking at the FY 14 budget. In FY 13, we’ll have four years of flat budgets and many of our costs have gone up so Director Paula Alston wants to start the conversation about how we can address that in the FY 14 budget.

 

Statistics

The board reviewed the statistics. Trustee Karen Drake mentioned the rise in the Adult programs attendance in Blacksburg Library.

 

Ms. Page asked about the outreach to Linden Green being done by Christiansburg Library. Ms. Alston reported that the outreach (an adult book club and a children’s program) was going very well and had been well received.

 

Ms. Drake mentioned the increase in OverDrive and asked if this was true statewide as well. Ms. Alston answered that this is true not only statewide, but nationwide as well.

 

Ms. Page also asked about e-books and if the patrons could donate e-books. Ms. Alston responded that because of the digital rights, donating e-books will not work with OverDrive and we do not have any other platform that can handle e-books.

 

Ms. Alston also mentioned that Best Buy was sending a “geek” to help patrons in the Christiansburg Library this week. They are scheduled to go to the other libraries as well.

 

 

 

Programming / Collection

Snapshot VA – Snapshot Virginia is where the library takes photos of programs and activities that go on in the library system throughout the course of one day. The day we chose for this year was April 17. Ms. Alston brought a poster of activities that took place in the system yesterday.

 

Christiansburg’s program Old Books, New Looks had 22 participants. These wonderful projects that Christiansburg employee Sallye Kennedy crafted out of old books. They were on display

last month.

 

The Employment Eligibility Program in Floyd had 4 sessions with 49 people. This is a grant from the Dept. of Labor to help improve work skills for unemployed or under-employed individuals in Floyd County. The first offering had over 70 applicants for 16 slots. They are working on computer skills like Word, Adobe Photoshop Plus, Outlook and Excel. Because of this grant through the Jacksonville Center, we were the beneficiaries of new MS Office 2010 software for all the lab computers. The program is projected to go into the fall with the possibility of more money at that time. Because our computers were unable to handle the Adobe software, that class was being taught at the Adult Learning Center but that will no longer be possible in the next couple of months. The Jacksonville Center is trying to determine if there is enough money left to purchase at least some new computers for us that will be powerful enough to handle the Adobe software as well as everything else we have and need.

 

Meadowbrook’s program, “Have you seen the starts tonight” held on March 7 in conjunction with Radford University’s Selu Observatory had 58 people. The attendees had the opportunity to look at the night sky through big telescopes.

 

Facilities / Technology

We received a smart TV donated by Best Buy for the Blacksburg Library so this will be the first of our digital signs in the library. The TV will be in a location for easy viewing and will run a PowerPoint on a loop where we advertise our programs, services, the Town Council and Board of Supervisor meetings, maybe other upcoming meetings for other boards and commissions. We will hope to have digital signs in the other libraries soon but we will start with Blacksburg.

 

We received a generous donation to the Meadowbrook Library to replace the children’s computer. It was installed in early March and is in memory of Katrina Howard and James Cates.

Also, at Meadowbrook, maintenance staff installed the Karen Cronin bench and sign so we are just waiting for the bushes to bloom.

 

Staff and Trustees

 

Ms. Alston welcomed new Board member Margaret Christle. Ms. Alston and Ms. Shortt met with Ms. Christle yesterday for orientation. We still have one opening for District G. Mary Biggs mentioned they have at one applicant that had already been interviewed. Hopefully we will have another new member in the next month or so.

 

We had a successful staff day which was held on Friday March 30. Ms. Alston thanked Ms. Shortt and Ms. Drake for attending. The training sessions were good and the staff was able to learn some new skills and reinforce others while having a chance to get to know each other as well. Thanks to Assistant Branch Supervisors Janet Wren, Lori Kaluszka and Cathy Prati for organizing a terrific training day.

 

There is a request from the Montgomery County Board of Supervisors to have some legal software installed in the Montgomery County libraries and have staff trained on how to use it. Supervisor Chris Tuck suggested that perhaps some of the Law Library funds could be used for this purpose so that we could provide patrons access to legal sources. Staff would need to have a basic knowledge of the software. The software he mentioned was Geronimo, which is case finding software on CD-ROM produced by Geronimo Development Corporation. Ms. Alston stated that staff would have to be well versed in the software and how to use it. Staffing and equipment would be issues to be dealt with if the libraries were to take on this task. It was mentioned that possibly this could be installed at the law library at the courthouse. A recommendation is to put the law library under the auspices of the public library and have it staffed by a full time paralegal versed in searching and using law software. The Law Library for Montgomery County is in the Courthouse, under the reins of one of the judges and his secretary.

 

Committee Reports

 

Executive Committee – Met today regarding FY2014 Budget.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee – Four policies were presented for approval in this meeting.

Policy 101, Registration of Patrons was the first to be reviewed. After short discussion Ms. Richardson moved to accept the revisions of Policy 101. 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

Margaret Christle X

Karen Drake X

Gene Hyde X

Anne Page X

Darlene Richardson X

 

Policy 201, Collection Development was reviewed. Ms. Page moved to accept the revisions of Policy 201. Ms. Drake seconded the motion. A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote: Aye Nay

Ann-Margaret Shortt X

Margaret Christle X

Karen Drake X

Gene Hyde X

Anne Page X

Darlene Richardson X

 

Policy 203, Request for Reconsideration of Materials/Programs was reviewed. Ms. Page moved the policy’s revisions be accepted. 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

Margaret Christle X

Karen Drake X

Gene Hyde X

Anne Page X

Darlene Richardson X

 

Policy 401, Friends of the Library was reviewed. Ms. Page moved to accept the revisions of Policy 401. Ms. Drake seconded the motion. A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote: Aye Nay

Ann-Margaret Shortt X

Margaret Christle X

Karen Drake X

Gene Hyde X

Anne Page X

Darlene Richardson X

 

Floyd Friends of the Library – The Floyd Friends Book sale is going very well.

 

Montgomery Friends of the Library – April 28 there will be a fundraiser Rook Tournament at the Meadowbrook Library.

 

The annual joint meeting of the Montgomery and the Floyd Friends was held last Saturday. The program with Jack Allen Powell was a success.

 

MFRL Foundation – The Montgomery County Foundation will be holding a Hunger Games fundraiser.

 

Some donations to the Foundation are coming from patron tax refunds have been filtering in. These are anonymous donations.

 

Mr. Hyde moved to adjourn the meeting and Ms. Page seconded the motion.

The meeting was adjourned at 8:38 p.m.

Approved by the Library Board

Gene Hyde, Secretary

Ruthie Bellman, Recorder

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