January 2012 Library Board Meeting Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

January 18, 2012

 

Board Members Present:

Ann-Margaret Shortt, Chair

Karen Drake

Matt Gabriele

Ginny Gardner

Gene Hyde

Anne Page

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

MaryAnn Hinshelwood, MFRL Foundation

Mary North, Montgomery County Friends

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Senior Program Assistant

 

Board Members Absent:

Andy Morikawa

Darlene Richardson

 

County and Affiliate Liaisons Absent:

Kit Haggard, Floyd Friends of the Library

 

Call to Order: Chair Ann-Margaret Shortt called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, January 18, 2012 at the Christiansburg Library.

 

Roll Call: Ms. Shortt

 

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

 

Approval of Minutes: Ms. Gardner moved, seconded by Trustee Matt Gabriele and the Board voted to approve the December 13, 2011 minutes.

 

Public Address: None.

 

 

 

 

Unfinished Business:

 

Resolution for Diana Pumphrey

Ms. Shortt presented a resolution to Ms. Diana Pumphrey, Assistant Branch Supervisor of the Christiansburg Library in honor of her retirement January 31. Director Paula Alston invited the Board to Ms. Pumphrey’s retirement celebration January 28 at 3:00 p.m.

 

Annual Board of Supervisor’s Reception

Ms. Alston asked the Board to decide which locality they would like to have the reception for 2012. After brief discussion it was decided the reception this year (and all even numbered years) would be in Floyd. This year the reception will be held on Tuesday, March 20. All odd numbered years the reception will be in Montgomery County.

 

New Business:

 

Budget Hearings

There are two meetings of the Montgomery County Board of Supervisors where the library should have speakers. The first is February 13 at 7:00 p.m. The School board will be presenting their budget on this date. The second is a public hearing slated for March 29 at 7:00 p.m. Mr. Hyde and Trustee Anne Page volunteered to attend the meeting on March 29. Trustee Karen Drake will check her schedule to see if she can attend the February 13 meeting. Mr. Gabriele suggested the libraries put signs out to let the public know about the hearings and to let them know who their supervisor’s are.

 

LVA Standards Review

Ms. Alston will be reviewing the LVA Standards with the board over the next few board meetings. She also mentioned that these standards are the basis for the library’s Strategic Plan.

The board reviewed the first five standards; governance, funding and administration, public relations, staff and staff development.

 

Policy Review

Policy 108 – Fees for Service

The board reviewed the Fee Schedule that is attached to this policy. After some discussion about the cost of copies, Mr. Gabriele moved to increase the cost of black and white copies and prints from .10 per copy to .20 per copy. 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

Karen Drake X

Gene Hyde X

Matt Gabriele X

Ginny Gardner X

Anne Page X

 

 

Mr. Hyde moved to increase the cost of color copies from .25 to .50 per copy. 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

Karen Drake X

Gene Hyde X

Matt Gabriele X

Ginny Gardner X

Anne Page X

 

The board also reviewed policy 204 – Interlibrary Loan (ILL) and policy number 303 – Community Rooms.

 

Report of the Director:

 

Financial

We have completed month 6 of the fiscal year and should be at 50%.

 

The carry forward funds were approved by the Board of Supervisors last week. We have access to $15,115 left over from FY 2011. Our request was to use the funds for an exchange server so that we can handle our own email rather than using BEVNet. The rest of the items that we listed were maintenance projects. We need to replace the inner front doors in Christiansburg and in Blacksburg. The Blacksburg doors are currently not handicapped accessible and we asked that they be made so. We also asked that the water heaters be replaced in all five bathrooms at Blacksburg so we can have hot water. Another request was to have the hand rail repaired at the Blacksburg library. The $15,000 will buy the server, replace the doors and fix three of the bathrooms. We will see if we have extra money towards the end of FY12 to fix the other two bathrooms and the handrail.

 

Part of the carry forward money includes equipping all county buildings with AED’s (Automated External Defibrillators). This will include the Christiansburg and Blacksburg Libraries. The Y has one in their space so we decided not to put one in Meadowbrook.

 

Once we have them in place and see the brand and model the county selected, we will consider purchasing one for the Floyd Library using donation funds.

 

On a national scale, each year Library Journal does a budget survey that we participate in. The current trend shows that libraries serving populations between 50,000 to over 1 million are continuing to see a slight decrease in overall budget and materials budgets. Smaller libraries are faring better with very slight gains. Very large libraries have lost between 20-32% of their full time employees. Of note is that 90% of the libraries feel that they have some political support.

 

Statistics

The board looked over the statistics presented to them and had no questions.

 

Programming and Collection

The December Board reports were emailed to board members prior to the meeting.

 

We are starting a new publicity campaign for our ebooks, featuring local people in local spots using e-books, ipads, and mp-3 players.

 

There are 13 reviewers for our book reviews in The Burgs. Each meeting we will bring the binder with copies of the reviews and other publicity. Please take a look at it.

 

Ms. Alston finished the last visit with the councils and boards on January 10 with a visit to the Blacksburg Town Council.

 

Ms. Alston discussed the protest over the pending SOPA (House bill Stop Online Piracy Act) and PIPA (Senate Protect IP Act) legislation. It is being opposed by most internet users and sites like Wikipedia, Google, ebay, Twitter, Facebook, Yahoo. ALA supports the blackouts that took place today. The proponents of the bill are the movie and recording companies and the Chamber of Commerce. The House version would allow the U.S. attorney general to seek a court order against the targeted offshore Web site that would, in turn, be served on Internet providers in an effort to make the target virtually disappear. Sort of like an “Internet death penalty.” It’s just something to keep an eye on.

 

 

Facilities / Technology

Ms. Alston heard from Steve Philips yesterday that the Town will start construction on the stairs between the Christiansburg Library parking lot and the rescue squad building. They will need to block off several parking spaces to do the work. We look forward to the project being completed.

 

 

Staff and Trustees

 

We took Diana Pumphrey’s position (Christiansburg Assistant Branch Supervisor) to the freeze committee on Tuesday. The committee recommended we fill the position. It still needs County Administrator Meadows’ approval. We hope to advertize the first part of February and our goal will be to have it filled by March 15. We need to gap the position for 6 weeks to fund her payout. Board members are invited to her reception on January 28 at 3:00 p.m.

 

The board was given applications for both Friends of the Library groups. Both groups operate on a calendar year. Ms. Alston believes it is important that the Director and the Library Board support the Friends of the Library groups by becoming a member. She encouraged the board members to join both groups.

 

At the February meeting, we will review the board self evaluation that members fill out each May. This will be an opportunity to clarify or add to the form. It will be emailed to members separate from the packet in mid-February.

 

Staff Day is scheduled on Friday March 30. A written schedule will be sent out in March but for planning purposes, here is a tentative schedule:

10:00 Welcome

10:15 ADA training

12:15 Craig Meadows and Ann-Margaret Shortt

12:25 Marty McMahon and Sheriff Whitt will talk about guns in the library

12:45 Pot luck lunch

1:45 Director – Service awards for Floyd and non-classified employees

2:15 Update on the 2012 Summer Reading Programs

2:30 Three concurrent sessions

 

Board members are invited to join staff for a portion of the day, or the entire day.

 

Members were given a copy of the VLA legislative agenda and encouraged to use it where they think it will make the most impact.

 

We have two spots open on the Board, from district F and G. They were advertised in Sunday’s The Burgs. If you know of someone, please ask them to submit an application.

 

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 – Did not meet.

 

Montgomery Friends of the Library – There will be a membership drive next week. Volunteers will be in all of the libraries for membership sign up. There is also a business membership that is available for $25.00 per business. Friend’s forms will be placed in each branch near the Book Sale space.

 

March 10 will be the Barter Theatre presentation. This year’s production is The Call of the Wild. It is appropriate for 5th grade and older.

 

MFRL Foundation – The foundation will meet next Monday at Meadowbrook Public Library. The board has two new members and co-treasurers, Joe and Linda Powers. The board received an anonymous donation of $3,000.00 this week.

 

This will be the last Library Board meeting for Mr. Gabriele as he is now the Supervisor for District G on the Board of Supervisors. He mentioned it has been a pleasure working on the Library Board and invited all to visit the Board of Supervisors.

 

Mr. Hyde moved to adjourn the meeting and Mr. Gabriele seconded the motion. The meeting was adjourned at 8:30 p.m.

Approved by the Library Board

Gene Hyde, Secretary

Ruthie Bellman, Recorder

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