December 2011 Board Meeting Minutes




December 13, 2011


Board Members Present:

Ann-Margaret Shortt, Chair

Karen Drake, Vice Chair

Matt Gabriele

Ginny Gardner

Gene Hyde

Anne Page


County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Bill Gardner, Floyd County Board of Supervisors

MaryAnn Hinshelwood, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery County Friends


Staff Members Present:

Paula Alston, Library Director

June Sayers, Library Business Manager


Board Members Absent:

Andy Morikawa

Darlene Richardson


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 Tuesday, December 13, 2011 at the Blacksburg Library.


Roll Call: Ms. Shortt


Acceptance of Agenda: The motion was made by Trustee Anne Page and was seconded by Trustee Karen Drake, and the Board voted to accept the agenda.


Approval of Minutes: Trustee Ginny Gardner moved, seconded by Trustee Matt Gabriele, and the Board voted to approve the October 19, 2011 minutes.


Public Address: None.


Unfinished Business: None.




New Business:


Approval of FY13 budgets for Montgomery and Floyd counties

Library Director Paula Alston presented the proposed Montgomery County budget for fiscal year 2013. After discussion, a motion was made by Trustee Gene Hyde, seconded by Ms. Gardner and approved with a unanimous roll call vote.


Ms. Alston presented the proposed Floyd County budget for fiscal year 2013. After discussion, a motion was made by Ms. Page, seconded by Ms. Drake and approved with a unanimous roll call vote.


Resolution for retiring employee

Ms. Alston presented for consideration a resolution in appreciation of retiring employee Diana Pumphrey. Ms. Page made a motion to approve the resolution, seconded by Ms. Drake, and approved unanimously. Ms. Alston will invite Ms. Pumphrey and her supervisor to the January meeting to be presented with the resolution.


Policy Review

Each month Ms. Alston reviews policies with the Library Board and the Management Staff. The policies reviewed this month are policy 110 (Proctoring Services) and Policy 308 (Hiring of Family Members.)


Report of the Director



We have completed month 5 of the fiscal year and should be at 42%. Under revenues for November, the $17,000 showing in recovered costs is eRate money. Copies of the 2012 request to the Friends of the Library were provided and both FOL boards approved our requests. We are indebted to the Friends because we could not do the successful summer reading programs or do the other programming without their support. They pay our institutional dues to VLA, buy the Book Page subscription that we have available for our patrons and buy other small incidentals.



October and November statistics were reviewed.

Programming / Collection


Apparently $12.1 billion on the Harry Potter movies is not enough for Warner Brothers. They are taking a lesson from Walt Disney and sending all 8 movies into the vault on December 29. They will be unavailable for purchase until they are released from the vault.


Ms. Alston is recruiting reviewers for the library’s book review column in The Burgs on the first Sunday of each month. She handed out some guidelines to be shared with anyone Board members think would be interested. Most important point is that the title of whatever book is being reviewed should be found in our collection, and have a current copyright date. Books reviewed can be fiction or general interest non-fiction. We have had three columns so far and Ruthie is compiling them in a binder. Ms. Shortt inquired about reviews of children’s books in the future and of course, that is a possibility.


We again made the front cover the Youth Services Notes from the Library of Virginia with Tory’s Star Wars program at the Christiansburg Library.


Facilities / Technology

We had another reason to lock down the Blacksburg Library last Thursday, December 8. Kudos to Elizabeth Sensabaugh and the Blacksburg staff for their fast action and ensuring the patrons in the building were safe and informed.


The rain of a week ago produced several new leaks at the Christiansburg Library. We installed another public computer in Christiansburg and when someone made a cup of coffee, it blew the circuit breaker. The coffee bar was moved to another outlet, putting the load on a different circuit.


The State Library created what they called technology petting zoos and spent most of this year taking them around the state to show to staff. The zoo is made up of many different electronic devices and is intended to give staff the chance to handle and learn more about the devices. They have now deployed one zoo to each VLA region, with 2 going to Region 1 because of the size of Region 1. We were selected as one of the zoo keepers in Region 1, along with Washington County. Our obligation is to have trainers who can take the bin of devices to the other libraries in our region when they ask. We are to plan on at least two trips a quarter. Meantime, the bin is housed here and we are encouraged to have our staff use and learn the devices. Total value is $9100.


There was discussion about the mileage cost of having to take the bin to the other libraries. Ms. Alston is under the impression it is a reimbursable cost. [Late note: the cost should be reimbursed by the library asking for the zoo and the trainer.]


Chris Elledge has been attending the Blacksburg Broadband Initiative meetings. Today he attended a session called Gigibit 101, where the group learned of the possibilities that open up when ultra high-speed broadband connections (gigabit internet) are made available to residents, businesses, public service providers, and others. The Blacksburg Town council is committed to provide the infrastructure to enable every Blacksburg home, business, and public or private institution the opportunity to access affordable high speed broadband connections to the Internet, and other networks


Staff and trustees

Ms. Alston has shared our strategic plan with 3 of the 5 Councils and Boards. She will visit the Floyd Town Council with Ms. Shortt this Thursday and will visit the Blacksburg Town Council on January 10 at 7:30 p.m. If someone would like to attend that meeting with her, please let her know.



One of our goals for this year is to create a procedure to recognize the years of service for our non-classified and Floyd employees. I’m happy to say that has been completed and we will recognize our first group at our annual staff day in March. We’ll have 11 employees this first year. We will use the same 5 year increments that Montgomery County uses for the classified employees and we have found small tokens of our appreciation to give them. We have written up the procedure and will include it in the Employee Manual we are currently working on.


On Dec 6, we hosted a Library of Virginia focus group to evaluate their 5 year plan and demonstrate how LSTA (Library Services and Technology Act) funded programs impact the residents of Virginia. LSTA money is used to fund the databases, called FIND IT VA, other technology and digitization projects and unique collections at LVA.


Committee Reports


Executive Committee – Met to discuss proposed budgets.


Development Committee – Did not meet.


Leadership Committee – Did not meet.


Policy Committee

Three policies were presented for review and approval:


Policy 113 Institutional Library Cards – On a motion by Mr. Gabriele, seconded by Ms. Gardner the policy was approved with a unanimous roll call vote.


Policy 205 Gifts – The board decided to amend the last paragraph and on a motion by Ms. Drake, seconded by Mr. Gabriele, the policy was approved as amended by a unanimous roll call vote.


Policy 307 Community Service – The board made one minor adjustment and on a motion by Ms. Page, seconded by Ms. Drake, the policy was approved as amended by a unanimous roll call vote.


Floyd Friends of the Library

The Floyd Friends of the Library has made a $5,000 donation to the Floyd Endowment Fund. They also donated $2,800 to the JPML for programming and other needs for calendar year 2012. The Holiday Tea was December 3, 2011, and was very successful. There will be a membership drive this year, and the applications will be in the upcoming newsletter. Next meeting is April 12, 2012.


Montgomery County Friends of the Library

The Montgomery Friends made a donation to the library of $20,299 for programming and other needs for calendar year 2012. They have a new member who is working on the newsletter, which will be mailed in January 2012.


MFRL Foundation

At the November 21, 2011 meeting, four new members were approved. Joe and Linda Powers are the new co-treasurers. The MFRL Foundation has established an Endowment Committee to identify potential new donors and recognize past donors. They also plan to use social media in their endowment campaign.


Ms. Page moved to adjourn the meeting and Mr. Hyde seconded the motion. The meeting was adjourned at 8:20 p.m.

Approved by the Library Board

Gene Hyde, Secretary

June Sayers, Recorder

Category: Board, Meeting Minutes

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