Category Archives: Meeting Minutes

April 20, 2016 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

April 20, 2016

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Cynthia Saunders, Secretary

Natalie Cherbaka

Karen Drake

Ginny Gardner

Curtis Jones

Larry Spencer

 

County and Affiliate Liaisons Present:

Ellen Hall, Montgomery Friends of the Library

Linda Devito, Floyd County Board of Supervisors

Mary Biggs, Montgomery County Board of Supervisors

 

Board Members Absent

Tim Thornton

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

 

Paula recognized the Board by presenting books that are placed in the collection in their individual names.  She thanked them for all of their work with the Board.

 

Ms. Alston congratulated Board Chair Margaret Christle who was voted Montgomery County Teacher of the Year.

 

Call to Order:  Trustee Margaret Christle called the monthly meeting of the MFRL Board of Trustees to order at 7:15 p.m., on Wednesday, April 20, 2016 at the Christiansburg Library.

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Natalie Cherbaka and seconded by Trustee Alison Armstrong to accept the April 20, 2016 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Alison Armstrong, seconded by Ginny Gardner and the board voted to approve the March 16, 2016 minutes.

 

Public Address: None.

 

Unfinished Business:  Feasibility Study

The Board received a copy of the RFP for the Feasibility Study.   Library Director Paula Alston asked for comments and suggestions for wording, etc.

 

The study will be out for bid for 30 days.   It will go out to two firms and a couple of other companies that are earmarked.   We have $35,000 budgeted for the study which only includes Blacksburg and Christiansburg Libraries.  Trustee Larry Spencer and Ms. Christle along with Ms. Heather Hall, Procurement Manager and Steve Phillips, General Services Manager from Montgomery County and Ms. Alston will be the committee to work on this project.  We asked for one original and 4 copies of the study.    We are asking for 19 copies of the final approval to go to the Library Board members, the Board of Supervisors, Ms. Alston, Ms. Hall and one each to the Town of Blacksburg and the Town of Christiansburg.

 

Ms. Alston asked Board members if there was anything to add to the study that has not already been covered. She stated that we are looking for some sense of the direction that these two libraries should go.  The prevalent questions are if we should renovate, build, or re-build and if so, where?

 

Ms. Alston stated that the useful life of a library is about 20 years.  We will check to see if there was a feasibility study done for the current Christiansburg Library.     Ms. Alston suggested the board look over the RFP and send suggestions or comments to her.  Mr. Spencer said that they should do a specific status of the current buildings as part of the evaluation.  Trustee Karen Drake suggested that this will help with the Board of Supervisors in their decision making on this.  Ms. Cherbaka offered that this will make the statement of need a bit more clear.

 

Mr. Spencer made the motion to move ahead with the RFP for the Feasibility Study, Ms. Armstrong seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote

Aye                 No

 

Margaret Christle                                  X

Alison Armstrong                                 X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Curtis Jones                                           X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

 

New Business: None.

 

Evaluation

Ms. Alston reviewed the Accomplishments for FY16 with the Library Board.  These will directly coincide with the Evaluation of the Director.

 

After review of the Accomplishments and brief discussion, the Board was pleased with the accomplishments of the library system.

 

 

 

Report of the Director

Financials

We have completed nine months of the fiscal year and should be at 72% of budget.

 

We are in good shape in Floyd.

 

We are doing better on revenue collections since we dropped the library fines on the revenue report.  We did not estimate for passport fees at the beginning of the fiscal year.  We will do that for FY17.  We hope to ask the county for the overage at the end of the year.

 

We received a letter from Unique Management Solutions that effective June 15, 2016, they will no longer be able to report fines to the credit bureaus.  They do not see this as an issue and the consensus among libraries around the state using UMS is that most will take a “wait and see” approach.  Ms. Alston recommends we do this as well.  We will then reassess the effectiveness of UMS for us in January of next year to see if we continue to use them.  We have made money, but we are also getting our materials back.  We pay $8.95 per account.

 

 

Statistics

We added Niche Academy in March.  (MFRL Academy) This is the service that offer videos to demonstrate how to use various databases or download books.  Patrons are able to navigate to it from our elibrary page.  There is a little blue “HELP” slider on the right side.  It is now called “MFRL Academy.”  We have had well over 1,000 people view the videos in the last two months.

 

My Heritage is a new database.  We do not have the stats on it yet.  We are working to get them.

 

Programming / Collection

Ms. Alston showed an example of the Nature backpack we are making available in conjunction with LVA and Virginia State Parks.  We have 10 backpacks available to patrons and currently nine are checked out.  There was an article in the paper last weekend about the backpacks.

 

The Backpack Program in Meadowbrook will continue this summer.  Branch Supervisor Cindy Minnick has made some changes for this year’s program.  It will run from June –August 4.  This year they will do it on Tuesdays at the Library and will run the in library program the same as last year.

 

On Thursdays, they will take the library van and tent and set up at the Mountain View Community Mobile Home Park in Shawsville, as well as the Riverview Mobile Home Park in the Lafayette area.  They will be passing out bags of food to families with kids, have crafts for the children, and the VA Extension office will also be participating and handing out healthy snacks. They will take Little Library books so the kids have a book option.  On the last day, kids will receive school supplies provided by the Ladies Circle in Christiansburg and Advantage Title of Christiansburg as well as a few other private donors.  Children will also receive a free book from donations, hardbacks from Soho Center that targets libraries that participate in feeding programs.  The school will send out announcements all summer via their phone tree and the schedule will be in the LINCLetter.  Ms. Minnick has lined up volunteers to pack the bags and will be shopping at Feeding America with the funds that they receive to make their dollars go farther.  She will be meeting also with Feeding America to make sure that we are still up to code for storing the food.  Funding for the Backpack Program will come from the Shawsville Lay Ministerial Association, Shawsville Ruritans, Mt. Valley Charitable Foundation, and the Blacksburg Kiwanis.  Ms. Minnick worked with Debbie Pluckett who is in charge of the Backpack Program for EastMont Elementary School and she said the donors supporting the Backpack Program at the school will continue to support it in the summer months for the library.

 

Ms. Alston has had two requests to have fine forgiveness periods.  One request was for during the Summer Reading Program (SRP) for teens.  Sarah Pahl, Youth Services Coordinator description of the program is to have the teens be asked to complete a Bingo sheet for the Summer Reading Program.  Bingo is achieved by completing five activities in a row.  Activities range from reading to attending programs.    Teens that get Bingo can turn their card in for a chance at a grand prize awarded at the end of SRP. (Amazon Fires, one per branch.)  Ms. Pahl would like to offer teens an additional incentive.  In addition to completing Bingo, teens that write three Book reviews can choose from either fine forgiveness for up to ten dollars or be entered in another raffle (for a different prize, to be determined).  These incentives will only be redeemable once.”  The Library Board agreed that this would be an acceptable avenue for fine forgiveness for teens.

 

The other was a request from the Blacksburg Library to have a fine forgiveness week during either National Library Week or Library Card signup week, which is in September.  After some discussion the Board agreed not to move forward with a fine forgiveness program at this time.

 

There was a second request from a patron who would like us to consider a three week check out for new material and a four week check out for older items.  We’ve had two weeks for new and three for older throughout the duration of Ms. Alston’s tenure with the library.  After much discussion, the Board agreed to leave things as they are and remind the patron that she can renew the materials she has (as long as there is no prior hold placed on the item.)  Ms. Alston will speak with the patron and let her know.

 

Ms. Alston reminded the Board of the All Staff Day to be held on April 29.  The committee that planned the day has asked that everyone bring an item to be sent to the Women’s Resource Center.

 

Facilities / Technology

We are having more air conditioning issues in the Christiansburg Library.  A part has been ordered and should be in next week.  It is the unit that covers the front desk area and part of the adult section of the library

 

Jessie Peterman will be receiving $400 from the Floyd Rotary Club to buy a new train table for the children’s area.  The table they currently have is very popular but old, very dirty and missing parts.

 

The IT staff have replaced network switches in Christiansburg and Floyd and have reimaged all public computers in Meadowbrook and Blacksburg to update the web browsers and plug ins.

 

Our Lexis Nexis subscription, which is paid for by the law library fund and only on one computer in Blacksburg, expired in January.  We don’t get the renewal notices so it took a few days for us to realize we no longer had access to it, then a few weeks to find our rep again.  It is now working but we don’t have access to stats.  Chris Elledge is working to rectify that.

 

Ms. Alston pointed out that our website slider area is now larger and only features slides promoting services, not programs.  We also have the next three days of programs listed on the front page.  There is a new engine driving the calendar entries.

 

We have had some internet connectivity issues over the last 30 days. Our DNS server became unstable.  The server is the Virtual Machine/Server.  The unstable DNS caused system wide outages. The upshot to this is that we may be replacing the server soon since downtime is unacceptable.  Our goal is to provide consistent, fast internet access for our patrons. The fast part has also been an issue of late so we are looking into the cost for providing more bandwidth, too.

 

Mr. Elledge has been encouraged to replace the current server.  He is also checking into the cost of increasing band width from Citizens.

 

Trustees

We currently have two Circulation Specialists positions vacant, one in Christiansburg and one in Blacksburg.   We are not looking forward to the departure of Jenny Barrowclough, the Assistant manager in Christiansburg.  Her husband finished his PhD and found a job in Illinois.  Ms. Barrowclough has been a creative and dedicated employee for almost five years. She gave us three months’ notice so we are delighted to have her until early July.

 

Incidents

A bag of marijuana was found on the floor of the Blacksburg Library by the display unit.  The police came and picked up the item for evidence / storage.

 

A Blacksburg patron was viewing pornography on the public computers.  Staff reminded the patron of the library policy.  The patron ceased using the computer immediately and voluntarily.  The patron has been banned for three months.

 

A Christiansburg patron has been asking other patrons to use their phones and also has used the circulation desk phone.  He also has been observed getting uncomfortably close to young female patrons.  Staff will observe him and call the non-emergency police number if the issues consist.

 

Committee Reports

 

Executive Committee:   Did not meet.

 

Development Committee:  Did not meet.

 

Leadership Committee: Did not meet.

 

Policy Committee: 

Policy 101 Registration of Patrons

This policy has been revised adding Radford University and including the City of Radford.

Ms. Drake made the motion to accept the revision, Trustee Curtis Jones seconded the motion and the motion passed unanimously.

 

Policy 107 – New River Public Libraries Cooperative (NRPLCoop) Reciprocal Borrowing Agreement

Ms. Drake made the motion to accept the policy as revised, Ms. Armstrong seconded the motion and the motion passed unanimously.

 

Policy 115 – Patron Behavior

After discussion and a few revisions to be made to the policy, Ms. Armstrong made the motion to accept the policy with the revisions Ms. Gardner seconded the motion and the motion passed unanimously.

 

Policy 303 – Community Rooms

The Community Room policy was revised by allowing alcoholic beverages be sold in libraries for fundraising library programs only.   It also clarifies the equipment that is available to the public and adjusted some of the wording to be more clear.  Ms. Armstrong made the motion to accept the Community Room Policy with revisions as stated, Ms. Gardner seconded the motion and it passed unanimously.

 

Policy 304 – Solicitation

Ms. Drake made the motion to continue the matter of the Solicitation Policy, Ms. Armstrong seconded the motion and the motion passed unanimously.

 

Floyd Friends of the Library:

The Floyd Friends of the Library held joint meeting with Montgomery County Friends of the Library.

 

Montgomery Friends of the Library:

The Garden Tour will be July 9.  All gardens to be toured will be in Blacksburg this year.  The event will be held from 9:00 – 5:00.  The plan is to advertise broadly.  We would like to raise $6000 from this event.

 

The Montgomery Friends added a line on the membership form to add additional donations.  Donations of around $3,000 were received by the Friends by adding the line.

 

The membership software company that is used by the Montgomery County Friends of the Library has gone out of business.  We will have to find a new software program before October.

 

MFRL Foundation

The next Foundation meeting is May 5.

 

Motion to adjourn

Trustee Cynthia Saunders motioned to adjourn the meeting and Ms. Drake seconded the motion.  The motion passed unanimously and the meeting was adjourned at 9:16 p.m.

 

 

Approved by the Library Board

Cynthia Saunders, Chair

Ruthie Bellman, Recorder

 

 

 

 

Category: Board, Meeting Minutes

March 16, 2016 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

March 16, 2016

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Cynthia Saunders, Secretary

Natalie Cherbaka

Ginny Gardner

Curtis Jones

Larry Spencer

Tim Thornton

 

County and Affiliate Liaisons Present:

Ellen Hall, Montgomery Friends of the Library

Linda Devito, Floyd County Board of Supervisors

Mary Biggs, Montgomery County Board of Supervisors

 

Board Members Absent

Karen Drake

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

 

Public:

Jan Gillie

 

Call to Order:  Trustee Margaret Christle called the rescheduled monthly meeting of the MFRL Board of Trustees to order at 7:02 p.m., on Wednesday, March 16, 2016 at the Christiansburg Library.

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Ginny Gardner and seconded by Trustee Alison Armstrong to accept the March 16, 2016 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Armstrong, seconded by Ms. Gardner  and the board voted to approve the February 17, 2016 minutes.

 

Public Address: Mr. Jan Gillie attended the meeting with concerns in the Blacksburg Library.  There are some people who are in the library for the majority of the day, six days a week.  He felt that they may have psychiatric issues and it might not be safe for other patrons.  He also mentioned that these patrons park their vehicles in the parking lot for extended periods of time and cause parking issues for other patrons.  Ms. Christle asked if Mr. Gillie had observed behavior that is disruptive to him from those individuals.   He also stated that one of the patrons had skin issues and another patron comes to the library, parks his car and then leaves on foot.  He also noted that one of the gentlemen drives in “from Giles County.”

 

Ms. Christle repeated back the concerns to him to be sure the Board was clear.  He stated that she was correct.  Ms. Christle also mentioned that we are limited in what we can do as long as patrons are not breaking code of conduct, we cannot ask them to leave.  The Library is a public building and is open to the public as long as they do not break the Code of Conduct.  Mr. Gillie asked “what if 10 people are there and taking up space?” Paula Alston, Library Director reiterated that unless the Code of Conduct was broken, we are a public building available for public use.

 

Ellen Hall, Friends of the Library President told Mr. Gillie that she had worked in public libraries in St. Paul, MN.  She said that they had many folks who were there with odd behaviors.  It’s a difficult situation for public libraries.  Public libraries are safe, warm, and have bathrooms, etc.

Ms. Alston stated that the staff at the Blacksburg Library does a very good job monitoring the behavior of their patrons.

 

Mr. Gillie thanked the Board for their time, said he was going to bring up this issue with the Blacksburg Police and left the meeting.

 

Unfinished Business: None.

 

New Business: None.

 

Report of the Director

Financials

We have completed seven months of the fiscal year and should be at 64% of budget.

 

Ms. Gardner and Ms. Alston attended a work session of the Floyd County Board of Supervisors on March 1.  They listened intently and Board member Linda Devito Kuchenbuch asked several questions.  The request for an additional $3,500 to add to the regional salaries to get Floyd County back up to the 15% after several years of lagging below 15% was defended by Ms. Alston and Ms. Gardner.  The County Administrator prepared a level budget as those were her instructions, then the board makes the decision on any increases.

 

On the Montgomery side, County Administrator Craig Meadows sent out a letter with information about the budget for FY17.  There were over $7.4 million in requests from the county departments and the schools and only $3.1 million in new undesignated revenues.

 

He is recommending that $1.1 million of that $3 million go to the county side and $1.2 to the schools.  Then over $800,000 be put towards capital projects (both county and school.)

 

Only two new positions in General Services are being recommended: a full time housekeeper and a full time senior program assistant.  Mr. Meadows is recommending a 3% compensation adjustment as well as a scale adjustment; this will include 3% being added to departments with lump sums used to pay non-classified part time employees.

 

Also included is $152,000 in his recommendation for library maintenance projects.  This includes re-carpeting the Blacksburg Library, repairing the sidewalk around the building and building a ramp to the backdoor at the Christiansburg Library and repaving the parking lot in front of the Meadowbrook Library. He is recommending that the tax rate remain at $ .89.

 

This is the County Administrator’s proposed budget.  The Board of Supervisors will have several work sessions where they could make changes.   They will establish a tax rate to advertise on March 21 and adopt the budget on April 18.

 

There is good news with State aid.  It looks like $500,000 per biennium made it into the conference report.  The State Library sent a proposed adjustment to state aid for FY 2017 so if it holds, it could mean an additional $16,707 for MFRL.

 

Statistics

Feasibility study:  Ms. Alston has the paperwork for the RFP and will work with Heather Hall in Finance to get it filled out.  The intention is to have it ready for the Board to review at the April meeting.

 

Incidents

In the pawn shop incident, charges are being pursued for the woman per the Commonwealth Attorney’s office.  Warrants are being served for petty larceny and obtaining money under false pretenses.  The first step is to find her in order to serve her.

 

There has been more graffiti on the playground at Meadowbrook.  There is some issue as to who owns the playground.  We are stuck with the issues.  Ms. Alston will try to get it taken care of.

 

Ms. Alston sent the Board an email about the other incident on Election Day.  Trustee Larry Spencer suggested the Board look at the policy.  There could be some other potential approaches.

 

Ms. Hall asked if there are other Government buildings that have policies like this?  Mr. Spencer stated that the Town of Blacksburg does not allow petitions in the building as it is deemed to be disruptive.

 

Motion to adjourn

Trustee Curtis Jones motioned to adjourn the meeting and Trustee Cynthia Saunders  seconded the motion.  The motion passed unanimously and the meeting was adjourned at 7:28 p.m.

 

 

Approved by the Library Board

Cynthia Saunders, Chair                     DRAFT

Ruthie Bellman, Recorder

 

 

 

Category: Board, Meeting Minutes

February 17, 2016 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

February 17, 2015

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Cynthia Saunders, Secretary

Natalie Cherbaka

Karen Drake

Ginny Gardner

Larry Spencer

Tim Thornton

 

County and Affiliate Liaisons Present:

Ellen Hall, Montgomery Friends of the Library

Linda Devito, Floyd County Board of Supervisors

Mary Biggs, Montgomery County Board of Supervisors

 

Board Members Absent

Curtis Jones

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

Elizabeth Sensabaugh, Blacksburg Library Branch Supervisor

Sarah Pahl, Youth Services Manager

 

Call to Order:  Trustee Margaret Christle called the rescheduled monthly meeting of the MFRL Board of Trustees to order at 7:00 p.m., on Wednesday, February 17, 2016 at the Blacksburg Library.

 

Margaret welcomed Linda Devito, Floyd County Board of Supervisors liaison, who shared a little about herself.  Margaret thanked her for accepting the liaison position on the board.

 

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Ginny Gardner and seconded by Trustee Alison Armstrong to accept the February 17, 2016 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Gardner, seconded by Trustee Armstrong and the board voted to approve the January 25, 2016 minutes.

 

Public Address: None.

 

Unfinished Business:

Holding Basket Auction at Blacksburg Library

Ms. Alston thanked the Board for endorsing the idea of holding the MFRL Foundation Basket Auction the Blacksburg Library.  Ms. Alston spoke with County Administrator Craig Meadows and he has no concerns about the Foundation using the Blacksburg Library and serving wine and beer.  Ms. Alston is in the process of updating the community room policy by getting suggested wording from the policy committee and will check with management staff for any other changes.  We will bring it back to the policy committee in March and then to the Board in April.

 

Karen Drake will be heading up the Basket Auction.  Ms. Alston, Ms. Drake and Foundation President Gail Billingsley will meet at the Blacksburg Library to assess how best to use the space for the event.

 

New Business:

Position Report

Ms. Alston has asked Regional staff members to attend a board meeting from time to time.  This month’s regional staff member, Youth Services Manager, Sarah Pahl attended the meeting.  Ms. Pahl shared that she has been with MFRL for just over eight years.  She and staff plan and conduct children’s and teen programs throughout the year.  Some programs are ongoing while others may be unique one-time special events.  A few of the special programs include a life size  Candyland program held at Christiansburg,  the Annual Prom Dress Extravaganza and the Halloween costume exchange both held at Meadowbrook Public Library.   There is also a monthly Lego challenge held at the libraries as well as several STEM programs which are held in libraries and also done as outreach programs.  Another program called 1,000 Books before Kindergarten is in progress, which currently has 137 participants signed up.  Books for Babies is a program that targets children of lower economic status. We deliver those to the local Free clinic and CHIP.  Storytimes are held daily at Blacksburg and Christiansburg.  They are held weekly at Jessie Peterman and Meadowbrook.  Another of her duties is to work with teen volunteers with the Teen Advisory Group and summer volunteers for SRP.

 

Ms. Pahl also organizes the Summer Reading Program (SRP) for the system.   This includes staff run programs and scheduling performers each summer.  She has four performers lined up for this summer.  A theater group that will perform a condensed version of the Wizzard of Oz,  Professor WizPop a magician, Farmer Miner and Daisy the pig and Dakoda and Friends (lifesize dinosaur puppets and animatronic dinosaurs.)  She mentioned that we will not use the Evance tracking system for SRP that we have used the past two years.  MFRL will be going back to a paper tracking system this year.

 

The Youth Services Staff does monthly outreach to local day cares and Adventure Clubs, Public Schools and also promotes SRP and databases to them.

 

Ms. Pahl is in charge of the children and teen collection development for the system (children and teen books.)  This includes ordering and deciding what will fit for our system, as well as weeding and updating items.  Ms. Pahl is currently working on creating additional literacy kits.  We have 25 created now with 25 more in the works.

 

Ms. Gardner commented the scope of her duties and execution is amazing.  Ms. Christle thanked Ms. Pahl for her work and let her know that the board appreciates everything she does.

 

 

Feasibility Study

We have $35,000 from the Board of Supervisors to conduct a feasibility study for the Blacksburg and Christiansburg Libraries.  A study should help us realize the direction we need to go with libraries services.  One question we hope to have answered is: do we need new buildings or should we renovate one or both buildings?  We will put out an RFP for the study.  The Board was asked if we want to pursue this study now or later.  After some discussion the Board agreed we should move forward now with the study.

 

Report of the Director

Financials

We have completed seven months of the fiscal year and should be at 58% of budget.

Ms. Alston commented on the book line item that most of the money in both counties is committed to purchase orders, so large amounts will be encumbered at times.

 

Revenue:

There is a new line item for listing revenue from passport fees.

 

Statistics

The board reviewed the statistics for January.

 

Ms. Ellen Hall asked about the number of Interlibrary loans noting that there were not too many.  Ms. Alston noted that we don’t lend items but only borrow.

 

Floyd Budget

Floyd budget was turned in on time, using the one day extension granted to us due to the rescheduled meeting in January.  Ms. Alston did request a face to face meeting with the Floyd County Board of Supervisors during a work session. Ms. Alston should hear from County Administrator Terri Morris for a date.  Ms. Devito noted that the Board of Supervisors are currently working on setting session dates.

 

Town Council Meetings

Ms. Alston will be meeting with the Floyd Town Council on March 3 at 6:30 p.m. She meets with the Town of Blacksburg on Tuesday March 22 at 7:30 and the Town of  Christiansburg on March 8 at 7:00 p.m.

 

Programming / Collection

Blacksburg Branch Supervisor Elizabeth Sensabaugh spoke about some of the programs that have taken place and are planned for the Blacksburg Library.  Blacksburg had an interesting program called Lattes and Libraries that was offered by a Mill Mountain Coffee & Tea (MMCT) employee, barista Jacquelyn Anderson.  Ms. Anderson gave a presentation about the history of coffee. She brought 4 different MMCT coffee samplings to have on hand for 27 attendees to try.

 

The Third Annual Chile Crawl is next Thursday, February 25 from 12:00-2:00 p.m.  Ms. Sensabaugh invited Board members to attend.

 

The Science Resource Hubs are completed and available for check out.  We are working on a plan to market them.

 

  1. Buckley Moss will be presenting a program on March 6 at 2:00 p.m.

 

Blacksburg Library started a “color me happy” coloring group with 16 people at the first meeting. We have a retired art teacher on staff who was there to work with patrons.

 

Christiansburg had a 1,000 piece jigsaw puzzle out in January and a total of 42 people helped put it together.

 

The Scrabble club is still going strong in Floyd with an average of 12 scrabblers.

 

Meadowbrook’s Scratch program was held on three Saturdays in January with 30 people making a video game or animated film using the computer lab.

 

Ms. Alston reminded Board members of Meadowbrook’s Tenth Anniversary celebration on Saturday from 11:00 a.m. – 1:00 p.m. The program will start at 11:00.  We will dedicate the frog that day as well.  He will be installed this week. The plaque may not be there by Saturday.

 

Systemwide we completed or have appointments scheduled for 79 passports in February.  We had seven people either not show or cancel their appointments and we reviewed three applications for people doing renewals.  We do not process renewals. If a person needs to renew his/her passport, they can do that online without an agent involvement.  However, we do not mind looking at applications if people want the peace of mind.  We already have 2 people signed up for application appointments for March.

 

Facilities / Technology

We had several leaks in Christiansburg building with the snow and rain on Monday night.  These are not new leaks.  The parking lot draining issue in Christiansburg is better.

 

The IT staff is working on bringing up several new databases.  We had a genealogy database called Fold3 and we are changing that to one called MyHeritage.  We are adding one called Niche Academy which produces YOUTUBE type videos for patrons to learn how to use their devices and perhaps our databases.  We will rename this MFRL Academy.   A third database will assist patrons with finding the right book.  It’s called SelectReads and will allow for readers advisory, as well as, newsletters that patrons can sign up for featuring different types of genres.  SelectReads will replace Bookbrowse.  All of those plus the new components to SIRSI should be up and running in the next two to six months.

 

Yanni, our Digital Service Specialist has held three programs for patrons in Floyd, Blacksburg and Christiansburg where they can bring in their new e-readers or phones and helps them better understand them.  We try to do this every year after Christmas.

 

We have had more issue with patrons taking library items.  Ms. Alston spoke with County Attorney Marty McMahon who said it would be appropriate to post a sign in all buildings that says “all Bags are Subject to Search.”   We haven’t had to search bags as of yet.

 

We installed outdoor cameras at Meadowbrook Library.  They have had some incidences on the playground behind the building and in the courtyard.  The cameras are working fine.

 

Staff and Trustees

We are fully staffed in all the libraries and have been since mid-January.

 

Ms. Alston thanked everyone who emailed or called Delegate Rush concerning his support for an increase to state aid for the biennium starting July. The General Assembly is still meeting and working on the budget.

 

 

Incidents

There were no incidents in January.

 

Ms. Alston had nothing new to report on the pawn shop incident.  We have not heard back from the police on this for several weeks.  They been busy with weather and other crimes but Ms. Sensabaugh will be checking with them to see how their investigation is going.  Both patrons are in collections.  Mr. McMahon suggested we put out warrants in debt.

 

Reconsideration – None.

 

Committee Reports

 

Executive Committee:   Did not meet.

 

Development Committee:  Will be reaching out to board members regarding the Dessert Reception.  Invitations will be sent out to all officials from Montgomery and Floyd County Board of Supervisors and Christiansburg, Blacksburg and Town of Floyd officials.  We will host one big event at the Christiansburg Library.

 

Leadership Committee: Did not meet.

 

Policy Committee:  Did not meet.

 

Floyd Friends of the Library:  The Friends membership drive went well.  It is on-going with a sign up sheet at the desk.

 

Montgomery Friends of the Library:

Ms. Hall reported that the Montgomery Friends have 213 paid members and there are 30-35 new members from Montgomery County.  We are at 81% of last year’s membership.

 

MFRL Foundation

There is a meeting scheduled in for March 2 at the Christiansburg Library.  The new Chair of the Basket Auction Committee, Karen Drake and Ms. Alston will get together next week to work on details of holding the auction at the Blacksburg Library.

 

Motion to adjourn

Ms. Armstrong motioned to adjourn the meeting and Mr. Spencer seconded the motion.  The motion passed unanimously and the meeting was adjourned at 8:00 p.m.

 

 

 

Approved by the Library Board

Cynthia Saunders, Secretary

Ruthie Bellman, Recorder

 

Category: Board, Meeting Minutes

January 25, 2016 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

January 25, 2015

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Cynthia Saunders

Larry Spencer

Tim Thornton

 

County and Affiliate Liaisons Present:

Ellen Hall, Montgomery Friends of the Library

 

Board Members Absent

Curtis Jones

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Linda Devito, Floyd County Board of Supervisors

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

Monena Hall, Christiansburg Library Branch Supervisor

 

Call to Order:  Trustee Margaret Christle called the rescheduled monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Monday, January 25, 2016 at the Christiansburg Library.

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Alison Armstrong and seconded by Trustee Karen Drake to accept the January 25, 2016 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Trustee Ginny Gardner, seconded by Ms. Armstrong and the board voted to approve the December 16, 2015 minutes.

 

Public Address: None.

 

Unfinished Business:

Lease with Meadowbrook Museum

The lease with Meadowbrook Museum is an exact duplicate of the lease that was signed with in 2007.  We changed the name from Montgomery Museum to Meadowbrook Museum.  While it was part of the Montgomery Museum, we never received a payment for the utilities.  Last month, Mrs. Poole paid us $100 for the first 5 months of this year so maybe we will receive most of the $240 owed each year.  We are waiting on the proof of insurance.  The county will take care of structural issues and purchased them two de-humidifiers.

 

Trustee Larry Spencer asked if the Board would want to make the lease for periods longer than one year.  Ms. Alston stated that we could do that.

 

Mr. Spencer made the motion to change the period of the lease to three years (instead of one year) and then to accept the lease with Meadowbrook Museum.  Ms. Armstrong seconded the motion, a roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote

Aye                 No

 

Margaret Christle                                  X

Alison Armstrong                                 X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Cynthia Saunders                                  X

Larry Spencer                                        X

Tim Thornton                                        X

 

Strategic Plan Update

The Board looked at the original Strategic Plan that was signed in 2011.  Ms. Alston stated that the plan is updated each year showing what has been completed and with new goals added.  Currently, we have two points not completed from the original plan: build a new Blacksburg Library and renovate the Christiansburg Library.  We have several that are ongoing and several that are listed in progress.

 

Ms. Armstrong made the motion to accept the Strategic Plan, Ms. Drake seconded the motion and the motion passed unanimously.

 

At this time, Ms. Alston introduced Monena Hall, the new Christiansburg Library Branch Supervisor.  Ms. Christle welcomed her to the Montgomery-Floyd Regional Library System.

 

New Business:

Floyd County Budget

Ms. Alston explained several of the line items to the board stating that we have an agreement with Floyd County to cover 15% of our Regional salaries.  However it has fallen under 15% in the last year or so and is currently at 13.2%.  We need to work to get that number back up to 15%.  Therefore, we will need to increase the total contribution to bring the regional salaries back up to 15%.   Ms. Alston stated that it would be difficult to take funds from one line item to add to another.  Ms. Gardner suggested we speak with Floyd County Board of Supervisors’ Liaison Linda Devito to see if she can help with this.

 

Ms. Christle commented that Floyd County is responsible for the 15% and the Library Board should communicate this information to them.  We have always done a flat budget with Floyd County.  The question was raised if Floyd County will not increase to 15%, what can we do to make up the difference?  Ms. Alston said we will look at some of the line items and see if we can pull from there.

 

After some discussion Trustee Gardner made the motion to approve the Fiscal Year 2017 proposed budget for Floyd County. Trustee Armstrong seconded the motion, a roll call vote was taken and it was passed unanimously.

 

Roll Call Vote

Aye                 No

 

Margaret Christle                                  X

Alison Armstrong                                 X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Cynthia Saunders                                  X

Larry Spencer                                        X

Tim Thornton                                        X

 

Holding the Basket Auction at Blacksburg Library

Ms. Alston spoke with County Attorney Marty McMahon about the possibility of serving alcohol in the Library for a private function (ie: the Basket Auction.)  Mr. McMahon suggested a request be sent by email to County Administrator, Craig Meadows. Ms. Alston sent this last Thursday asking for his approval.  She has not heard back from him yet.  We may need to re-write the community room policy to include alcohol.  The Foundation wants this settled so they can start their plans for the auction, which will be held on a Friday night this year.  Library Board endorsement was given.

 

Report of the Director

Financials

We have completed six months of the fiscal year and should be at 50% of the budget.  We received the donations from the Montgomery County and Floyd County Friends.

 

Statistics

The board reviewed the statistics for December.

Passports are doing well.

 

Programming / Collection

There were many great programs in December at all the libraries. In Blacksburg, there were 3 programs held on Friday nights after the library closed.  The library has been participating in the Town of Blacksburg Art Walk, which is the first Friday night of each month. There were 48 people through the library, with 24 also attending the Meet the Artist reception for Aili Wang. Ms. Wang’s work was displayed on the art wall. During the reception there was caroling through the stacks, led by employee Richard Sherman with his singing group, the Kingspost.

 

We are trying some adult color and chat programs.  To go along with this current craze, we bought adult coloring books to circulate with a note to please color in our books—adults only.

 

The DMV To Go bus was at the Meadowbrook Library on December 7 with 8 citizens stopping in.  It was also at the Floyd Library on December 15 where they assisted 54 citizens. The bus comes monthly to both locations and it has been very popular.

 

This was the month for gingerbread house programs.  The program in Meadowbrook had 21 participants, while the program in Christiansburg had 58, Blacksburg had 72 and the one at Jessie Peterman had 49.

 

Facilities / Technology

In December, Blacksburg held a field day in the library with the help of the Corp of Cadets.  They had 24 cadets in the building to assist with window washing, cleaning out the attic space, some touch up painting, and major dusting of high spaces.  They contributed 72 hours of labor and completed tasks that staff could not get to.  This was a huge help.

 

The Christiansburg High School Art students completed another mural on the wall in the children’s area of the Christiansburg Library to compliment the first mural that was completed four years ago.  The mural additions were necessary to cover holes created by anchoring a display unit to the wall. We also removed the end unit of each shelving unit for the J and JNF books to eliminate the dead ends.  Once we removed those sections, we needed the tree mural to have a trunk and the painting of the giraffe to have a body so the students completed work on that part of the old mural as well.

 

Meadowbrook and Blacksburg both received new chairs for their public computers.  These chairs have no arms and are on casters.  They are very popular with the patrons.  We did have one complaint that they rolled too easily.

 

The Christiansburg Library, without a small conference room or individual study rooms, is at a disadvantage with its tutoring population.  They are seeing more tutors and because they have no place but the main floor for the tutors to do their tutoring, they have had some complaints from both patrons and tutors.  Christiansburg staff allow tutors to use the meeting rooms if they are available and we have a table in the kids area, away from the public computers and reading area that they use.  This is just one of the challenges of an inadequate building.

 

We are replacing the blinds in the community room, the conference room and the history room in the Floyd Library.  They were supposed to do it today but as of noon they had not come.

 

Ms. Alston brought the Board’s attention to the invitations for the Tenth Anniversary of the Meadowbrook Library. We are working to have the Frog statue dedicated at the same time.  The frog has been named Elwood.

 

In December, our 7 passport agents facilitated 37 passport applications and in January we did 64 for a total of 101.  We already have 12 scheduled for February.

 

Mary Biggs was re-appointed as the Montgomery County Board of Supervisors’ Liaison to the Library Board.  Linda Devito is the new Floyd County representative.

 

Staff and Trustees

Ms. Alston has scheduled her annual visits to the town council meetings.  She will be meeting with Floyd Town Council on Thursday March 17 at 6:30 and the Town of Blacksburg on Tuesday, March 22 at 7:30.  Christiansburg is pending.  Ms. Alston uses this time to let them know how their library is doing, what we are doing differently, and to thank them for their donation to us.

 

Ms. Drake asked if we were still planning to do the reception for all elected officials in March.  Ms. Alston answered that we are planning to do that in March and include all officials from the Towns and Counties.  Ms. Christle will be in touch with Board members about the details of the event.

 

Trustee Natalie Cherbaka asked about how the load of accepting passport applications is effecting staffing.  Ms. Alston replied that the largest impact is on Ruthie Bellman who is taking all of the calls to set up appointments.  Other than that it seems to be going fairly smoothly.

 

Incidents

Two patrons checked out some items and sold them to a local pawn shop.  We have contacted the police.  Both patrons’ accounts are in collections.  We may press charges.

County Attorney McMahon suggested we use collections court.  One patron owes $124.00 in fees.  The other patron owes over $700.00.  We are waiting on the police investigation.  Ms. Alston will keep the board informed.

 

Reconsideration

We received a reconsideration request for the film Come Undone which is an unrated foreign film.  We told patron that we were going to keep the film in the collection.

 

Committee Reports

 

Executive Committee:   Did not meet.

 

Development Committee:  Did not meet. Will be meeting regarding the Dessert Reception in March.

 

Leadership Committee: Did not meet.

 

Policy Committee:  Did not meet.

 

Floyd Friends of the Library:

We received the annual donation from the Floyd Friends of the Library.

 

Montgomery Friends of the Library:

President Ellen Hall tracked the membership growth from last year.  The Friends started to push the Membership Drive to the beginning of October.  The plan is to communicate with all members by email and most have renewed.  The week in January is important because this is how we get new members.

 

At the end of 2014 we had 160 paid members, but we were sending newsletters out to over 400.  This has been cleaned up through 2014.  The ones who haven’t paid were dropped and the new ones were added.  We now have 270 and slightly more than half have renewed.

 

Combined meetings – We are going to move the meeting time for the combined meetings to mid-afternoon.  We are planning on working with Sherry (at Montgomery Museum) and have the theme of How to Take Care of your Family Treasures.  Other programming can roll off of this initial program.  We are working with the Black House as well.  This meeting will be at Christiansburg (combined with Floyd) for the April combined meeting.

 

MFRL Foundation

The Foundation is starting the planning process for the 4th annual Basket Auction.

 

 

Training

Ms. Christle did a webinar on serving patrons with a disability.

 

The Board received an updated roster.

 

Ms. Christle commended the staff for the great job the day before the snow.  She also mentioned that the Buildings and Grounds crew did a great job clearing the parking lots.  The back lot at the Jessie Peterman Library needed additional work.

 

Motion to adjourn

Ms. Drake motioned to adjourn the meeting and Mr. Spencer seconded the motion.  The motion passed unanimously and the meeting was adjourned at 8:15 p.m.

 

 

Approved by the Library Board

Cynthia Saunders, Chair

Ruthie Bellman, Recorder

 

Category: Board, Meeting Minutes

October 28, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

October 28, 2015

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Curtis Jones

Cynthia Saunders

Larry Spencer

Tim Thornton

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

Cathy Whitten, Jessie Peterman Library Supervisor

 

Public

Kafi Howard, Blacksburg Town Engineer

Terri Morris, Floyd County Administrator

 

Call to Order:  Trustee Margaret Christle called the monthly meeting of the MFRL Board of Trustees to order at 7:00 p.m., on Wednesday, October 28, 2015 at the Jessie Peterman Memorial Library.

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Alison Armstrong and seconded by Trustee Ginny Gardner to accept the October 28, 2015 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Trustee Curtis Jones, seconded by Ms. Armstrong and the board voted to approve the September 16, 2015 minutes.

 

Public Address:  Floyd County Board of Supervisor’s Representative, Lauren Yoder introduced Terri Morris to the group.  Ms. Morris is the new Floyd County Administrator.

 

Unfinished Business: None.

 

New Business:

Presentation by Blacksburg Town Engineer regarding the Huckleberry Trail

The town is making plans to expand the Huckleberry Trail past the library on Draper Road.  The Town received funding from VDOT and revenue sharing to continue the trail.  This is currently in the preliminary stages.

 

Director Paula Alston invited Blacksburg Town Engineer, Ms. Kafi Howard to the October Library Board meeting to explain the project to Board members.  Ms. Alston asked the Board members to review the project and determine what impact it may have on library operations.    There are plans for a continuance to the old middle school property.  The trail would go across Draper Road and up Miller Street past the cleaners.

 

There would need to be a retaining wall built between the library and the trail.  The wall would need to be 4’ tall in order to make the slope along Draper Road flat.  The wall will most likely be built out of stacked block.  The entire wall will be below the patio with a railing to protect anyone from falling and to deter skateboarders, etc.  There will be a disconnected area between the library and the wall that will need to be landscaped and maintained.  Ms. Howard stated that there is money for landscaping.  When the wall is in place, the emergency exit on the front of the library will still be functional.  It will not be blocked.  There are no plans to eliminate the current sidewalk.

 

Trustee Karen Drake asked about the possibility of putting a Storywalk in along the trail.  The Storyboards are too large so it would not be feasible to put a Storywalk in.  Trustee Larry Spencer asked if the proposal has been approved by the town and Ms. Howard answered that it has been approved.  The land is listed as belonging to the Library Board, however, it really belongs to the Board of Supervisors.

 

Ms. Armstrong made the motion to approve the extension of the Huckleberry Trail on the Draper Street side of the Blacksburg Library, contingent on landscaping.  Trustee Larry Spencer seconded the motion.  The motion passed unanimously.

 

Once passed by the Library Board, the extension plan will go to Steve Phillips, Montgomery County General Services Director, for review.  The final review would be the Board of Supervisors and the County Attorney.

 

Jessie Peterman Programming

Branch Supervisor Cathy Whitten thanked everyone for coming and mentioned how nice it is to have the opportunity to have Board members visit.

 

The DMV to Go is executing about 90 transactions at each visit.  They are coming almost monthly.

 

There will be an Herb series in conjunction with the Wild Gardeners of Floyd on November 8.  They will be showing patrons how to create a family medicine chest using local materials.

 

Jessie Peterman Library has been hosting Big Screen Classics on Sunday afternoons and this has been going well.

 

Nancy McIntyre, an octogenarian who raised a wolf cub, will be talking about her book called Rush of River Over Rock on November 16.

 

There will be an eReader and Tablet Petting Zoo on November 23 for patrons to have hands on experience before Black Friday.

 

 

 

Report of the Director

Financials

We have completed three months of the fiscal year and should be at 24% of budget.

 

Montgomery County expenditures for September Repair and Maintenance in the amount of $876 was used to get the chairs re-upholstered in Blacksburg.  This should have come out of last year’s money, however the bill was delayed.

 

The merchandise for resale line item refers to items that we sell (headphones, thumbdrives.)  Those items used to be placed in the office supply line item.  Montgomery County has asked it be listed as merchandise for resale.  We have done the same in Floyd County.

 

Currently we are good on both fines and paper in revenues.

 

Unique Management System collection report shows that 563 patrons were placed into collections in FY2015 and just under half of those accounts were cleared.

 

Statistics

Ms. Drake noted the decline in circulation and library visit numbers and asked if other libraries are seeing the same trend.  Ms. Alston answered that others are seeing the same decline noting that for MFRL we are not seeing students in the libraries as in past years due to online access.  Also, teachers are not assigning library tasks as they have done in the past.  Ms. Christle concurred stating that the public schools are experiencing a decline as well.  Ms. Alston mentioned that the library’s focus is on programming to bring the community in.  She feels a new building is the only thing that will bring up stats.  Ms. Drake wondered if the recession recovery is causing the decrease in numbers.

 

Programming / Collection

On September 29 we had seven people trained to be passport acceptance agents.  This will make applying for passports available in the Blacksburg, Christiansburg and Jessie Peterman libraries.  We have not heard when we will be able to start.  We still need to purchase the supplies, but getting the training under our belt was a major hurdle.  Ms. Alston emailed the State Department to find out what comes next.  We are looking into buying a passport camera for the Jessie Peterman Library.  Trustee Curtis Jones asked what the fee for photos will be. Ms. Alston responded we will charge whatever CVS is charging for the photos.  Ms. Drake asked if the library keep any of the fees for passport applications.  Ms. Alston replied that the library keeps $25.00 per application. That fee is set by the State Department.

 

We partnered with several other libraries in the area for The Big Read and featured the book The Things They Carried by Tim O’Brien.  They have sent moderators to the book clubs to help facilitate this.  All book groups read the book this month and we hosted a panel of Vietnam vets on Monday.  They talked about the things they carried, their impressions of the war and how they feel about it some 45 years later.  There were 52 people in attendance.  Students from a history class from Virginia Tech were in attendance but most notably, at least half the audience was Viet Nam vets.  It was apparent that this is still highly emotional for them.   One gentleman brought items that he carried.  Several veterans talked about what they carried.  BIG READ goes through November 14.  Tim O’Brien will close the program at Tech that evening and tickets are free.

 

 

September Programs

 

Read to Guess was held on September 3 at Floyd with 10 children reading. Guess is a most patient Doberman.

 

Pirate Day at the Blacksburg library (in September) had 77 kids talking and acting like pirates.

 

CeCe Bell put on an illustration clinic at the Christiansburg library and had 36 people in attendance.  She and her husband Tom Angleberger both presented programs at VLA last week.  Ms. Alston noted that they did a great job.

 

The Science in a Bag program had 15 participants on Saturday, September 12 at Meadowbrook, which is a great number for a Saturday program.

 

For the first time in the seven year run, Meadowbrook cancelled Fall Harvest due to rain.

 

The Nannie Hairston Oral History project is moving along well.  Business Manager June Sayers continues to look for additional money to use to finish the project once all the interviews are conducted.  Ms. Sayers has discovered in all her dealings with Nannie that she has a treasure trove of memorabilia and documents concerning the civil rights movement in this area and nationwide.  There is some concern that once Nannie is gone, all of these items will disappear.  Through Ms. Sayer’s connection with Dr. Cline, they are in discussions with Ms. Hairston and the Special Collections department at Newman Library to see if they would be willing to take the items should Ms. Hairston be willing to donate them. If she agrees, leaving her legacy at Tech will be a great accomplishment for her and the library.  The book will be a nice end result.  We still need about $7500 for the project.   Ms. Sayers has asked for $2,000 from the Friends.  Ms. Alston asked the Board to let us know if they are aware of any available grants.  The county has a new person who has access to a grant database.

 

Facilities / Technology

The County has hired a new HR director.  Her name is Stacye Broce.  Stacye is a native of Blacksburg, and worked for UXB International in Blacksburg since 2005.  Prior to her service at UXB, she worked with Anderson & Associates, Inc. She has degrees from Bluefield College and Virginia Tech.

 

We had seven new leaks in the Christiansburg Library that came with the hard rains the week of September 29.  There was just one leak reported in Meadowbrook and there were several leaks reported in Blacksburg. Floyd had one leak.

 

We have raised the $5000 we needed for the frog sculpture in Meadowbrook.  It was delivered yesterday. We are now working on the donor plaque with Sign Systems The cement pad for the statue was poured a couple of months ago.  Hopefully it will be installed soon.  We will let the board know when it will be unveiled.

 

Another sign we are working on with Sign Systems will replace the large overhead sign leading into the Children’s area at the Blacksburg Library. We have wanted to make it more appealing and inviting for a while and Ms. Alston wants to incorporate the children’s area underwater theme.  Duncan Hall, a staff member at Blacksburg, created a design that has a ship incorporated into the book from the library logo.  Ms. Alston approached Sign Systems to see if they can create it.

 

Staff and Trustees

Meadowbrook hired one person and is still looking for one. We re-advertised the job this week.

 

A job advertisment for the Christiansburg Library supervisor has been placed on the VLA jobline and on joblines in West Virginia and Tennessee.   We will begin reviewing applications in early November.  The preferable candidate will be someone who can come in from another library system who can look at things with fresh eyes.

 

Blacksburg and Floyd are currently fully staffed.

 

Ms. Alston discussed a press release from Petersburg Library about their director, Wayne Crocker, winning the James A. Partridge Outstanding African-American Information Professional presented by the College of Information Studies at the University of Maryland. Ms. Alston nominated Mr. Crocker for this award.  Petersburg is a disadvantaged area with the Library being housed in 110 year old house.  Mr. Crocker formed a foundation in 2005.  They were able to receive $6,000,000 from the town and raised the final $8,000,000 for a new library.

 

Ms. Alston was awarded The Elizabeth M. “Libby” Lewis Award for 2015 at the Directors Meeting last week.  The award is named for the former director of public library development at the Library of Virginia, and is awarded annually to the Virginia library director who most embodies the qualities of enthusiasm for, nurturing spirit and love of libraries. This award was selected by Ms. Alston’s peers and was a great honor.

 

Christiansburg Library received a comment card that read – “Please pay employees $10 – $12 an hour.  They do Great work!”

 

Incidents

In Blacksburg a child cut herself with children’s scissors. She received first aid from staff.

 

At Meadowbrook, a patron cut her finger on an outdoor plant.  She received first aid from staff.

 

In the Meadowbrook courtyard  some teenagers were jumping on the old wooden bench and it fell apart. The teenagers are fine.  We have $1,000 from Mt. Valley to replace the bench.

 

Committee Reports

 

Executive Committee: Did not meet.

 

Development Committee:  Ms. Armstrong thanked members for donations for the auction baskets (we should have 4 baskets this year.)   Ms. Christle thanked Ms. Armstrong for doing the legwork on this.

 

Leadership Committee: Did not meet.

 

Policy Committee:  The Policy Committee met tonight. They will have policies to discuss at the December meeting.

 

Floyd Friends of the Library: Has pre-approved the budget.

 

 

 

Montgomery Friends of the Library:

The Montgomery Friends had their annual meeting two weeks ago with a good program presented by Chelsea and Bill Adams.  Ms. Adams read her poetry and Mr. Adams accompanied her on the guitar.  The Friends elected a new president, Ellen Hall.  Ms. Hall will start her term in January.  She is a retired university librarian.

 

MFRL Foundation: The Basket auction is next Thursday, November 5. The event will be held at VTLS in the CRC in Blacksburg.  We will mail out tickets to Board members.  Ms. Alston encouraged members to show up early to help if possible.

 

Ms. Alston would like to consider moving the 2016 Auction to the Blacksburg Library also possibly changing the event to a Friday night.    Ms. Alston thanked Ms. Armstrong for putting the baskets together and Ms. Christle for donating stays at her Grayson County cabin as two of the auction items.

 

Motion to adjourn

Ms. Armstrong motioned to adjourn the meeting and Ms. Drake seconded the motion.  The motion passed unanimously and the meeting was adjourned at 8:30 p.m.

 

Approved by the Library Board

Cynthia Saunders, Chair

June Sayers, Recorder

Category: Meeting Minutes

September 16, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

September 16, 2015

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Curtis Jones

Cynthia Saunders

Tim Thornton

 

Board Members Absent:

Larry Spencer

 

County and Affiliate Liaisons Absent:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

June Sayers, Recorder

Pamela Hale, Christiansburg Library Supervisor

Elizabeth Sensabaugh, Blacksburg Library Supervisor

 

Guest Present:

Erica Jones

 

Call to Order:  Trustee Margaret Christle called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, September 16, 2015 at the Blacksburg Library.

 

Roll Call:  Ms. Christle

 

Acceptance of Agenda:   A motion was made by Trustee Alison Armstrong and seconded by Trustee Karen Drake to accept the September 16, 2015 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Trustee Ginny Gardner, seconded by Ms. Armstrong and the board voted to approve the August 19, 2015 minutes.

 

Public Address:  None.

 

 

 

 

 

Unfinished Business:

Resolution for Erica Jones

A resolution for Erica Jones, Master Gardner was presented by the Library Board, Christiansburg Library Supervisor Pamela Hale and Director Paula Alston for her continued work on the gardens at Christiansburg Library.

 

Resolution for Pamela Hale

A resolution for Pamela Hale, Christiansburg Library Supervisor who is retiring at the end of September was presented by the Library Board and Ms. Alston for her exemplary work ethic and accomplishments at the Christiansburg Library.

 

New Business:

Review of Mission Statement, Service Responses and Core Values

Ms. Alston reviewed the Library Mission Statement, Service Responses and Core Values.  This review will take place each September at the Library Board Meeting.
The Service Responses were created by PLA.

 

Report of the Director

Financials

We have completed two months of the fiscal year and should be at 16% of budget.

 

Monday night the Board of Supervisors appropriated our $32,252.00 worth of e-rate and other grant money to the library.

 

Ms. Alston reviewed the UMS report for the new board members.

 

Statistics

The Board reviewed the August Library statistics.

 

Programming / Collection

Christiansburg and Floyd have been accepted as Passport facilities.  We have our all day training scheduled for September 29th.  We have submitted paperwork for Blacksburg to also be a facility but we have not heard back yet.  We may just go ahead and have the two Blacksburg staff members trained on that day as well.  We will have two people from Roanoke County joining in the training.

 

The Library of Virginia, along with the Science Museum of Virginia, offered what they are calling “Stem Resource Hubs.”  They placed the hubs in nine libraries last spring, and have five more to find homes for.  Elizabeth Sensabaugh, Blacksburg Library Supervisor, has requested a hub for Blacksburg and was awarded one of the five.  We will be required to catalog and loan out the various parts to other libraries in our region and other organizations in our area. We do quite a bit of STEM programming and we have committed to keep that up.

 

Staff will need to attend a STEM training offered by LVA.  We have seven people scheduled to attend the October 1 training in Wytheville.  The hubs are valued at $4,000 and come with an iPad full of apps, a mobile microscope, magnifying lenses and several other kits.  Ms. Sensabaugh mentioned that we have been in touch with Virginia Tech and some other organizations that will come in and help with programming.  A biology club has contacted us and is interested in the hubs as well.

 

Sarah is currently scheduling monthly outreach to five of the six Adventure Clubs in the area: Falling Branch, Kipps, Christiansburg Primary, Belview and Auburn; Cindy Minnick, Meadowbrook Library Supervisor, will be doing the sixth in Eastern Montgomery County.

 

Duncan Hall is now a Notary so we have a Notary in all four libraries.  The notaries are full time staff in Christiansburg, Blacksburg and Floyd and part time staff in Meadowbrook.

 

We have new library cards for children using art work from CeCe Bell.  We had our kickoff Tuesday at Meadowbrook with a kindergarten class from Eastmont Elementary.  CeCe Bell was there to read to them.  The first card was issued to Audrey Mae Barrowclough on Friday, shortly after the cards arrived.  Audrey Mae is the toddler daughter of Jenny, the Assistant Branch head in Christiansburg.

 

Ms. Sensabaugh told about upcoming Blacksburg programs.   The second Gluten Free Expo is scheduled.  Also the Club Membership Expo inviting different clubs in the area to come out and speak about what they do.  Eighteen different clubs are planning to attend on October 10.   Another program on November 8 is with Jennifer Carr Davis, who traveled the Appalachian Trail.  It is funded by the Friends of the Library.

 

The Frozen Fever program at Christiansburg at the end of August, drew 80 people.

 

The Tomato Festival in Meadowbrook was held on August 15.  The library provided crafts and a magician.  The festival was a success and we had 161 for the magician and 147 for the crafts.  We also co-sponsored an art contest with the EastMont Art Association and had 47 participants.

 

Floyd held their hunter safety course in August with 24 people attending.

 

Our annual report for FY15 is completed.  We did it online only this year so it is on the webpage under the ABOUT tab.

 

We have been circulating one iPad mini since last April and it has a  lengthy hold lists.  We will be adding three more to the collection.  Each time the iPad mini is checked out and returned, it is wiped clean before it is circulated again.  They should be in circulation by the end of the week.

 

The IT staff replaced eight computers in Meadowbrook  last month.

 

We are doing well on the fundraising for the sculpture.  We have raised $3,950.  This week, with a commitment from the Friends of the Library for $200 and a challenge made to the Foundation to match that, we will have a total of $4,350.  We put a down payment on the sculpture to reserve one for us.  There will be an article in the Friends’ newsletter and the LINCletter this month

 

Floyd had their piece of art installed in August as part of the “Art Works for Us” with the Jacksonville Center.  It will stay in place until it is sold for or a year, whichever comes first.

 

Facilities / Technology

Blacksburg is down 2 Circulation Specialists and will be hiring soon.  Cathy Espley from Meadowbrook resigned last week.  We are unclassifying her position and Meadowbrook will get two employees at 17 hours each and be able to increase their existing staff to 25 hours each.  That will help with weekend schedules.   Christiansburg will need to fill Pamela’s position.

 


 

Staff and Trustees

Marybeth Lanier, who was on the Library board in the 1990’s and was a Board Member of both the Floyd Endowment and the MFRL Foundation, is moving to Oregon in the next month to be nearer family.  She was such a strong library supporter and worked so hard for the expansion of the Jessie Peterman Library and later, with the Basket Auction.  We will miss her terribly but we are happy for her.

 

Incidents

Christiansburg Library had a patron who was reading the paper and was bullied by another man.  The camera was able to capture a picture of the man.  We don’t have the name of the person who was bullying the patron.  The patron didn’t want to pursue charges.

 

Blacksburg Library had a man in the public bathroom, who was found “huffing.”  The police were in the parking lot.  The man was banned from the library for the next three months.

 

Committee Reports

 

Executive Committee: Did not meet.

 

Development Committee:  Ms. Armstrong asked members to let her know if there are donations to the Library Board’s basket donation for the Foundation Basket Auction.  Have all items to the October meeting.  The foundation needs the slip by the end of September that lists what will be in the basket.

 

Leadership Committee: Did not meet.

 

Policy Committee:  Ms. Drake made the motion to accept Policy 311, Trustee Curtis Jones seconded the motion.  A Roll Call vote was taken and the policy was approved unanimously.

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle                                  X

Alison Armstrong                                 X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Curtis Jones                                           X

Cynthia Saunders                                  X

Tim Thornton                                        X

 

 

Floyd Friends of the Library: Did not meet.

 

Montgomery Friends of the Library:  They sold 457 for the Garden Tour and made $5,800 before expenses.  Their annual meeting and program will be on Wednesday, October 14 at 7:00 p.m. at the Blacksburg library.  The program will be Chelsea Adams, a poet, who will accompanied by Bill Adams on guitar.

 


 

MFRL Foundation: The Foundation made $1,900 on selling the parking spaces for the VT / Ohio State football game. Everything went very well.  There was not a lot of interest in selling more spots during the rest of the football season.  The Friends and Foundation split the money earned.

 

Motion to adjourn

Mr. Jones motioned to adjourn the meeting and Ms. Armstrong seconded the motion.  The motion passed unanimously and the meeting was adjourned at 7:50 p.m.

 

Approved by the Library Board     DRAFT

Cynthia Saunders, Chair

June Sayers, Recorder

Category: Board, Meeting Minutes

August 19, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

August 19, 2015

 

Board Members Present:

Margaret Christle – Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Curtis Jones

Cynthia Saunders

Larry Spencer

Tim Thornton

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Lauren Yoder, Floyd County Board of Supervisors

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

Cindy Minnick, Meadowbrook Branch Supervisor

 

Call to Order:  Trustee Margaret Christle called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, August 19, 2015 at the Meadowbrook Library.

 

Roll Call:  Ms. Christle

 

Ms. Christle welcomed new board members Trustee Curtis Jones and Trustee Tim
Thornton.

 

Acceptance of Agenda:   A motion was made by Trustee Alison Armstrong and seconded by Trustee Ginny Gardner to accept the August 19, 2015 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Armstrong, seconded by Ms. Gardner and the board voted to approve the June 17, 2015 minutes.

 

 

Public Address:  None.

 

 

Unfinished Business: None.

 

New Business:

Resolution for Erica Jones

 

Master Gardner Erica Jones has given much time and talents to the Christiansburg Library for the past seven years. She has refreshed the landscaping in the front of the library, directed a group of VT students in the removal of several scrubby bushes, and replanted butterfly bushes along with flowers. She kept the water garden going each year and she’s done an annual planting program with students from Christiansburg Elementary for several years.  The staff of the Christiansburg Library would like to thank her for all she has done.  She will be at our meeting next month in Blacksburg.

 

Ms. Gardner motioned to approve a resolution to honor Erica Jones, Ms. Armstrong seconded.  The motion passed unanimously.

 

Parking for Blacksburg Library on Labor Day

There is a VT football game on Labor Day with Ohio State and we are closed on Labor Day. Ms. Alston received a suggestion that we open the parking lot at the Blacksburg Library for football parking.  Ms. Alston checked with County Attorney Marty McMahon and General Services Director Steve Phillips to be sure this would be okay.  She suggested this to the Friends of the Library and the Foundation and they want to sell the spots on game day as a fund raiser.  There are a total of 59 spots between our upper and lower lots.  Ms. Alston asked for the Board’s endorsement for this and it was endorsed.

 

The spots are being marketed on the internet with pre-sales of $30 per spot.  The spots, if any are left, on game day will sell for $25.  Tailgating is permitted but consuming alcohol is not.  Purchasers will receive a parking pass with information about alcohol, trash, etc.  Ms. Alston sent an email to Blacksburg Police Chief Anthony Wilson, Town Manager Marc Verniel, and Public Works Director Kelly Mattingly to inform them of the plans to sell spots.  Library due dates for the system have been adjusted so that nothing is due on Saturday through Tuesday of that weekend.  Trustee Karen Drake asked if trash receptacles will be available.  Purchasers are to take their trash with them, but we will try to get a couple of extra bins from the Town of Blacksburg.

 

Along with this, Blacksburg staff mentioned the difficulty they have with ‘policing’ the parking lot during game days and other events such as Summer Solstice, and Stepping Out.  They mentioned how parking spaces are regularly lost to people not using the library. Other than putting a staff member outside all day for this, they have not formed a solution. One staff member suggested setting aside 10 spaces on game days and having volunteers sell these spots. This would quickly generate funds and also provide an active (volunteer) presence in the parking lot to deter others in parking there without using the library. Spots will be lost anyway to folks who just park there, so it would be nice to generate more funds and also have volunteer supporters turn away non-library users.  Ms. Alston asked the Board their thoughts on that, noting she has not yet asked the Friends of the Library or the Foundation if they want to take this on and she does not think it will necessarily provide a volunteer in the parking lot on game day.  After some discussion the Board agreed that selling 10 spots each game day would be appropriate.  Ms. Drake suggested also opening up the parking lot for the October 9 game.  The game is on a Friday night and begins at 8:00 p.m.  The library closes at 5:00, so this should free up the parking lot to sell the spots.  Paula will check with the Friends and the Foundation to see if they would like to take on another game day.

 

Trustee Cynthia Saunders made the motion to have 10 parking spots per VT football game day be set aside to be sold, Ms. Drake seconded the motion and a roll call vote was taken.  The motion passed unanimously.

Roll Call Vote                                                 Aye                 No

 

Margaret Christle                                  X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Curtis Jones                                           X

Cynthia Saunders                                  X

Larry Spencer                                        X

Tim Thornton                                        X

 

 

2016 Legislative Agenda

Ms. Alston explained the each year VLA puts together a legislative agenda that she sends to both counties to include with their legislative agenda if they so choose.  In the last 10 years, it has not deviated much from the message to “please fund state aid and to do no further harm to the Library of Virginia by continuing to cut their budget.”  This year state aid is currently funded at 55% of full funding so they are asking for an increase in state aid of $2.5 million for the next two fiscal years.  That will not bring full funding but it should put us back to where we were around 2003 or 2004, which would give us an addition $30 thousand or so.  These additional funds would go to the book budget.  Mary Biggs will put this on the VACO agenda to include more money.  Trustee Larry Spencer motioned to approve the 2016 Legislative Agenda, Ms. Armstrong seconded the motion and the 2016 Legislated Agenda was approved.

 

Lease with the Meadowbrook Museum

The library signed a lease with the Montgomery Museum in 2006 when the Meadowbrook Museum was first conceived.  The Meadowbrook Museum has since decided to part ways with the Montgomery Museum and so we need a new lease to cover the space they use in the Meadowbrook Center.  Fran Poole is the director of the Meadowbrook Museum and has a copy of this lease.  Ms. Alston has not heard back from her to see if there are any changes they want to make.  Ms. Alston noted that the museum owes $20 per month in utilities, which has never been collected for the approximately 10 years of back utilities.  The museum also needs to provide the library with proof of insurance coverage.

 

After some discussion it was agreed that a year to year lease is fine.  Mr. Spencer motioned to approve the lease, Ms. Gardner seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle                                  X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Curtis Jones                                           X

Cynthia Saunders                                  X

Larry Spencer                                        X

Tim Thornton                                        X

 

 

Library Goals

The FY16 Goals list is shorter than in years past.  The lists in the past 4 or 5 years have been heavy, and at times, staff has really been stretched to get through them all and still conduct business.

 

This year’s goals include several rather time consuming goals such as the Marketing Plan and it is also IT heavy.  The goals are fairly large therefore, the list is smaller.

 

Ms. Alston explained the goals in more detail.  After discussion it was agreed that the language on the goal “Invite businesses to provide their services at the library” should be adjusted to use the word “agencies” instead of “businesses.” Ms. Drake suggested we also create a policy to cover this to be clear on what type of agencies would be welcomed.  Curtis Jones motioned to approve the FY 2016 Library Goals with corrected language and a new policy put in place, Karen Drake seconded.  The motion passed unanimously.

 

Report of the Director

Financials

We have completed one month of the fiscal year and are already planning the budget for FY 2017.  We pay some things at the beginning of the year (ie: insurances, etc.) so those line items are already at 100%.  We do not have any control over the salary line items.  Purchase Orders from FY15 have not rolled over yet.  They should show up in sometime in September.

 

Trustee Natalie Cherbaka asked if everything is going well after Floyd County assumed the payroll for Jessie Peterman employees.  Ms. Alston answered that it seems to be going well.

Floyd County Supervisor Lauren Yoder suggested Ms. Alston double check to be sure the raises were received by Floyd County staff. [Note: raises were received in Floyd County.]

 

We have received word from Montgomery County that we will receive 75% of our end of the year money, which is a total of $41,795.

 

As in the past, the spending guidelines for the money were received and include one-time, non-recurring items.  If for personnel, it can only be used for seasonal.  Requests cannot result in future funding in FY 2017. The items must be purchased or encumbered before June 30. We would like to get new computer chairs for Blacksburg and Meadowbrook like the ones in Christiansburg.  We would also like to replace Community Room tables.  Ms. Alston has asked the libraries to send her more ideas of what is needed.

 

Statistics

The Board reviewed the July 2015 statistics.  Ms. Saunders mentioned the great job Youth Services Manager, Sarah Pahl and Meadowbrook Supervisor Cindy Minnick did with programming to the Adventure Clubs in the Auburn Schools over the summer.  Ms. Alston will pass the accolades on to Ms. Pahl.

 

Programming / Collection

Ms. Minnick told the Board about the success of the Backpack Program that was facilitated by the Meadowbrook staff this summer.  There were 107 children who participated.  She said through this program it afforded a great opportunity to share more about the library and the  programs offeredMPL partnered with the Waldron Wellness Center and VA Extension on this program.  The children received a free paperback and were invited to exercise for a small period of time at the Wellness Center.  The final Thursday MPL staff pooled together and purchased school supplies for these children.  There was a private donor and many volunteers who came and put together the backpacks with food, etc.  She mentioned that MPL plans to work with Eastern Montgomery Elementary next year and already have support from Blacksburg Kiwanis.

 

Jessie Peterman Library is working with the Agency on Aging to be their satellite office twice per month.  They would use the small conference room from approximately 10:00 a.m. to 6:00 p.m. The agency has lost the office space where had been set up.  The first session went well.

 

The DMV2Go was in the Floyd parking lot with their smaller bus on July 10.  They completed 95 transactions between 10:00 a.m. and 4:00 p.m. and are excited to make that a monthly stop.

DMV2Go will also be setting up at MPL as well.

 

The Meadowbrook Library Blood Drive will take place next Saturday.  A donor has generously agreed to pay $10 in library fines for everyone who donates blood.

 

The bridge on the trail behind the Jessie Peterman Library is now complete and had its first hikers cross it within minutes of being completed.

 

Also in Floyd, the library has partnered with the Humane Society to offer adoptions and a chance for patrons to interact with and read to the animals.  They offered a program on July 25 and had 61 interested parties.

 

The Summer Reading Program (SRP) had 1,053 children and 179 teens sign up.   There were 2,025 children in total attend the SRP programs throughout the summer.

 

MPL is currently fundraising for a sculpture we hope to install in the Meadowbrook Courtyard.  A letter requesting donations for the sculpture was sent out a week and a half ago and already we are up to $2,275.00.  Ms. Alston encouraged Board members to contribute as they see fit.

 

We are designing a children’s library card so we will have a “my first library card.”  We have gotten permission from CeCe Bell to use her Sock Monkey art.  She re-worked a piece for us and we hope to have these ordered in the next few weeks.  We would like to have it by September which is National Library Card Sign-up Month.  Ms. Alston told the Board that we normally charge $1.00 to replace a lost card and are more lenient on charging for well-worn library cards.  She asked if we should waive the cost for children who would like to have the new card.  Ms. Alston would like to do some publicity with Ms. Bell to advertise the new cards for our youngest patrons.  She explained that she is leaning towards not charging the $1.00 if a parent wants to replace their child’s old card with the new one for a selected period of time (ie: six months) and then charging after that time has been expired.  The Board agreed that no charge would be necessary for children to replace their current card with the new one.

 

Facilities / Technology

 

At the meeting on August 10, the Montgomery County Board of Supervisors agreed to reserve $35,000 for a library study at a future date.  Once the library board decides how it wants to move forward with that project, the money will be appropriated.   Ms. Alston and Ms. Christle thanked Ms. Biggs for explaining the need for the study to the Board of Supervisors.

 

We won’t know the true cost of doing a building study until we issue the RFP.  This study would  only cover Christiansburg and Blacksburg as things are set at Meadowbrook and Jessie Peterman.

 

Christiansburg has room to expand and be renovated, however, at Blacksburg there is nothing that can be done at the current location to expand.

 

Staff and Trustees

Ms. Alston welcomed new board members Curtis Jones and Tim Thornton, mentioning they had orientation sessions last week and the week before.  She noted that they will be fine additions to our board.

 

Ms. Alston mentioned that Terri Morris has been appointed County Administrator for Floyd County.  Terri has been the Assistant County Administrator for quite a while and we have an excellent working relationship. Her new Assistant County Administrator is Cindy Ryan.

 

We are fully staffed in every library except one position at the Blacksburg Library.

 

Library staff would like to send their many thanks to both the Floyd County Supervisors and the Montgomery County Supervisors for the pay increases everyone received on July 1 and on anniversary dates in Montgomery County.  County Administrator Craig Meadows says, “our greatest asset it our staff” and Ms. Alston stated we are so lucky to have the caliber of people we have working for the library.  They do a terrific job day in and day out and she is delighted that their hard work and dedication to the library and the counties was noticed and appreciated.

 

Incidents

A Meadowbrook staff member dropped a poster frame on her ankle and cut her foot.  She is fine.

 

At Blacksburg during storytime a child fell on a toe of the staff member leading storytime.  She has been to the doctor and looks to be okay.   Also at Blacksburg a patron had a couple of seizures.  EMS was called.  One other incident at Blacksburg involved a patron who was looking at inappropriate things on the computers.  This patron has been banned from the library for a period of three months.

 

In Christiansburg a staff member noticed a small plastic bag on the floor and the contents were identified as marijuana.  The police were called and the video from surveillance cameras was reviewed.

 

Reconsideration – None.

 

Committee Reports

 

Executive Committee:  Did not meet.

 

Development Committee:  Did not meet.

 

Leadership Committee: Did not meet.

 

Policy Committee:  Did not meet.

 

Ms. Christle requested the Board Committees be completed for the new fiscal year.

The new members for each committee are as follows:

 

Executive Committee:  Ms. Christle, Ms. Armstrong and Ms. Saunders

Development Committee:  Mr. Thornton, Ms. Armstrong, and Ms. Christle

Leadership Committee:  Mr. Jones, Ms. Drake and Ms. Saunders

Pollicy Committee:  Mr. Spencer, Ms. Cherbaka and Ms. Gardner

 

Ms. Armstrong will be the new liaison to the Foundation.

 

The new Library Board Roster reflecting these changes will be handed out at the September meeting.

 

Floyd Friends of the Library – Did not meet.

 

Montgomery Friends of the Library

The Garden Tour was a success and the Friends are excited about the parking fundraiser.

 

MFRL Foundation

The Foundation is working on Basket Auction to be held at the VTLS Building at the CRC.  The event will take place on November 5.  Ms. Christle mentioned that the Board did a basket last year.  Ms. Alston suggested the Board do one again this year and that the details of the basket need to go to the foundation as soon as possible.

 

Motion to adjourn

Ms. Drake motioned to adjourn the meeting and Ms. Armstrong seconded the motion.  The motion passed unanimously and the meeting was adjourned at 8:30 p.m.

 

Approved by the Library Board   DRAFT

Cynthia Saunders, Chair

Ruthie Bellman, Recorder

Category: Board, Meeting Minutes

June 17, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

June 17, 2015

 

Board Members Present:

Alison Armstrong, Vice-Chair

Karen Drake

Ginny Gardner

Anne Page

Darlene Richardson

Cynthia Saunders

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

 

Board Members Absent:

Margaret Christle, Chair

Natalie Cherbaka

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Kit Haggard, Floyd Friends of the Library

Mary North, Montgomery Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

Cindy Minnick, Meadowbrook Branch Supervisor

 

Call to Order:  Trustee Allison Armstrong, Vice-Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, June 17, 2015 at the Meadowbrook Library.

 

Roll Call:  Ms. Armstrong

 

Acceptance of Agenda:   A motion was made by Trustee Larry Spencer and seconded by Trustee Ginny Gardner to accept the June 17, 2015 agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Trustee Cynthia Saunders, seconded by Trustee Anne Page and the board voted to approve the May 20, 2015 minutes.

 

Ms. Armstrong recognized Trustee Darlene Richardson and Ms. Page who are leaving the Board.  She thanked them for their service to the Board.

 

Public Address:  None.

 

 

Unfinished Business:

Slate of Officers for fiscal year 2016

A motion was made by Ms. Richardson and seconded by Mr. Spencer to accept the proposed slate of officers with Margaret Christle as Chair, Alison Armstrong as Vice Chair, and Cynthia Saunders as Secretary.    A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote                                                 Aye                 No

 

Alison Armstrong, Vice-Chair              X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Darlene Richardson                              X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Library Board Self-Evaluation

Director Paula Alston reviewed the Board Self-Evaluation compilation with the Board, noting that we will annually review the mission statement, Core Values and Service Responses.

 

Holiday Schedule for 2015

Ms. Alston mentioned that when the holiday schedule was approved last October, the state calendar was showing December 24 as a half day for employees. However, it has been since changed to a full day. Ms. Alston verified that both Montgomery County and Floyd County will be closed the entire day of December 24.  Ms. Richardson made the motion to close the libraries for the full day on December 24, 2015, Ms. Gardner seconded the motion.  The motion passed unanimously.

 

New Business:

Board of Trustees Annual calendar for FY 2016

Due to a scheduling conflict with VLA and the Director’s meeting the Board decided to move the October 21 meeting to October 28, 2015.

 

County Receptions

Ms. Alston mentioned to the Board that we have now done a reception three times in each county.  She asked if this is something we would like to continue.   After discussion it was agreed to continue the receptions, but do them in Christiansburg and invite all representatives from both counties.  This will take place in March 2016.

 

Report of the Director

Financials

We should be at 92% of budget.  Ms. Alston stated that we will shift monies from the phone line item to the mileage line item.  This will help boost the mileage budget in FY16 to help accommodate increasing outreach.

 

We were given the go ahead to move $10,000 of salary.  We are hoping to have end of the year money to complete small projects and add to the book budget.  We will be leaving almost $50,000 on the table (after $10,000.)  There are several projects we would like to complete.  We have purchased new computer chairs for Christiansburg.  We would like to purchase some for Meadowbrook and Blacksburg, as well.  We also need to replace some of the community room tables.  We have three more chairs in Blacksburg to re-cover.  We would also like to have the Meadowbrook and Christiansburg upholstered furniture cleaned.  What funds are left after these items will go to the book budget.

 

All Montgomery County staff will receive a 2% increase on July 1 and a 2% merit increase on their anniversary date as long as the employee has a satisfactory evaluation.  Our lump sum for our non-classified employees will be increased by 2% and we were able to eliminate a few hours so that we can also give the non-classified employees a 2% increase on their anniversary.

 

The Digital Services Specialist position will be upgraded from a job class 110 to a job class 114.

 

Floyd County full time employees will receive a 5% increase if their salary is currently over $25,000.  Full time staff making under $25,000 will receive a 10% increase.  We also have received a lump sum for part time salaries and it is large enough to give five employees a 10% increase and start the vacant position at $9.00 per hour, as well as increase the four positions to 25 hours a week.  This will give them an additional 20 man hours each week.

 

Noting this change, Ms. Alston asked the Board to consider restoring some of the 10 hours that were cut in 2010.  The library is currently closed at 5:00 p.m. on Monday and Wednesday and 7:00 p.m. on Tuesday and Thursday.  She recommended that the library close at 7:00 p.m. Monday through Thursday stating that this will give more staff hours to use for outreach and other programming.  Jessie Peterman’s current Saturday hours are 10:00 a.m.-3:00 p.m.  We did not have any complaints when we first went to those hours over the 10:00 – 5:00 and Ms. Alston recommended we continue with the Saturday hours of 10:00 a.m. – 3:00 p.m.   After some discussion Ms. Richardson made the motion to change the Monday – Thursday hours to 10:00-7:00 p.m.  Ms. Page seconded the motion.  A Roll Call vote was taken and the motion passed.

 

Roll Call Vote                                                 Aye                 No

 

Alison Armstrong, Vice-Chair              X

Karen Drake                                                                 X

Ginny Gardner                                      X

Anne Page                                             X

Darlene Richardson                              X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Statistics

The computer statistics include the children’s computers now.  This number does not include the catalog computers.

 

Programming / Collection

Meadowbrook Backpack Program

Meadowbrook Branch Supervisor, Cindy Minnick shared about the Backpack feeding program happening this summer.  Meadowbrook Library staff is working with Eastern Montgomery Elementary School to offer food for their families throughout the summer.  The children are invited to come to the library on Thursdays to pick up food.  Meadowbrook Library had to be approved by the Feeding America program as a site.  There have been several donations from private individuals as well as the Blacksburg Kiwanis.  The program started the first Thursday in June and there are activities for the children, the Virginia Extension office is offering healthy snacks and the Waldron Wellness Center take the kids to the facility for fun fitness.  Each child receives a new paperback book.  Ms. Minnick is already working on next year’s summer backpack program and hopes to include the area’s middle school and high school students.  There were 15 families with 48 in attendance last week.

 

Christiansburg Library held a concert last Friday night with a group called Wound Tight.  This was part of the Crooked Road Mountains of Music celebration.  There were 92 in attendance.  The group’s performance was sponsored by The Friends of the Library, as was their follow-up performance on Saturday at the Montgomery Museum.

 

The Summer Reading Program (SRP) is going well.  One hundred eighteen adults have signed up so far.  Some of the programs for adults include a steel drum concert and a barbershop quartet.  Board members were given the Adult Summer Reading Program flyer and were encouraged to sign up.

 

The children’s SRP is also full of terrific programs.  The balloon lady presented a program in all libraries last week with a total of 345 people attending.   Musical Stuntology, a musical petting zoo (where you can try different musical instruments), a magic show and a puppet show are all on schedule for July.  So far we have 664 children signed up.

 

For the teens, there will be lock-in on July 24, an open mic night and several Game On! Tournaments.  We have 136 teens signed up.

 

We have many sponsors this year. The Friends of the Library and Montgomery County Parks and Recreation are always wonderful partners in all we do. This year we also have National Bank, Rainbow Riders Childcare Center, IHOP, Virginia Museum of Transportation, Pizza Hut and Imaginations Toy and Furniture Company sponsoring Summer Reading.

 

Other outstanding programs that took place in May were: the Jedi Academy at the Blacksburg Library with 46 in attendance, 18 had tea with their mothers for the Mother’s Day tea in Christiansburg, Scrabble Club met in Floyd with 12 players, and the tractor show in Meadowbrook was held in conjunction with Garden Day with 112 participants and at least 7 tractors. This was the second annual tractor show with a great turnout.  There is a tractor company that wants to be the sponsor for the tractor show next year.  We had a request for lawn mowers to be included and we will add them next year.  This was in conjunction with garden day.

 

Last Saturday, Christiansburg had a flag retirement ceremony and buried flags in the flower bed area by the front corner of the building.  They’ve added a nice marker and the plan is to open the buried box each year to add more flags.

 

Ms. Alston has applied for a grant for $400 through the Virginia Breast Cancer Foundation.  We are eligible for this grant every two years and it allows us to refresh our collection of breast cancer books.

 

It has taken us longer than expected to get our accounts set up with Ingram. We will be using them as our main book vendor but will still receive some books from Baker and Taylor, mainly the authors we receive automatically.

 

Facilities / Technology

We are having the annual issues with air conditioning units, mostly in Christiansburg.

 

There was a leak in the Floyd library two weeks ago, apparently an on-going design flaw issue.  When something gets clogged, it flows into a water pan.  Unfortunately, this time the pan was full and water came through the light fixture near the restrooms.  The pan has been emptied.

 

We were able to surplus equipment we are no longer using and have made $543 for FY2015.

 

Systems Administrator Chris Elledge worked with Citizens to replace and reconfigure the fiber connection to the Christiansburg Library, reducing our fiber route to a much closer point of redundancy, reducing exposure to cuts in fiber such as the one that resulted in an outage in late April.

 

We will be getting five chairs re-upholstered in Blacksburg.

 

Ms. Alston gave an update on the proposed trail in Floyd.  The permits were received in May and things are progressing quickly in hopes to have the trail completed within a month.  The plan is to build a little bridge across the culvert into the grass next to the parking lot at Jessie Peterman Library and put up a sign at the end of the trail informing people where the trail goes.  Trail planners will keep the Floyd Library up-to-date on the project.  We may need to consider a sign that directs trail users to park somewhere other than the library parking lot.

 

Staff and Trustees

Floyd County Administrator, Dan Campbell, resigned.  He has moved to Madison County to be Administrator there.  The search for his replacement is ongoing and Terri Morris is interim Administrator.

 

We’ve hired two new circulation specialists and a Youth Services Assistant for the Blacksburg Library.  We are currently advertising for a part time position in Floyd and a Circulation Specialist position in Christiansburg.

 

Ms. Alston reminded the Board that we will be closed on Friday and Saturday, July 3 and 4.

 

Ms. Alton also mentioned that there is no meeting in July.

 

Incidents

Blacksburg

A child fell in the community room and cut his head.  The child’s father was right there. Staff administered first-aid.

 

Reconsideration

Lust and Caution

Ms. Alston shared her response to this reconsideration from last month.

 

Committee Reports

 

Executive Committee:

Did not meet.

 

Development Committee:

Did not meet.

 

Leadership Committee:

Met briefly to put together the FY16 slate of officers.

 

Policy Committee:

Did not meet.

 

Floyd Friends of the Library

Have a meeting scheduled in the fall.

 

Montgomery Friends of the Library

The Montgomery Friends of the Library Garden Tour will be held on July 11.

 

MFRL Foundation

Preparations are continuing for the Basket Auction on November 5.

 

Ms. Page moved to adjourn the meeting and Ms. Richardson seconded the motion.

The meeting was adjourned at  8:08 p.m.

 

Approved by the Library Board

Ginny Gardner, Chair

Ruthie Bellman, Recorder

 

Category: Board, Meeting Minutes

May 20, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

May 20, 2015

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Anne Page

Cynthia Saunders

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

 

Board Members Absent:

Darlene Richardson

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Mary North, Montgomery Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

Staff Members Present:

Paula Alston, Library Director

Ruthie Bellman, Recorder

 

Call to Order:  Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:14 p.m., on Wednesday, May 20, 2015 at the Jessie Peterman Library.

 

Roll Call:  Chair Margaret Christle

 

Acceptance of Agenda:   A motion was made by Trustee Alison Armstrong and seconded by Trustee Ginny Gardner to accept an amended agenda that added the Library Board Self-evaluation to Unfinished Business and included activating the Leadership Committee to be the nominating committee for new officers for the 2016 fiscal year.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Trustee Karen Drake, seconded by Ms. Armstrong and the board voted to approve the April 15, 2015 minutes.

 

Public Address:  None.

 

Unfinished Business:

Library Board Self-Evaluation

Ms. Alston gave the board a paper copy of the Board Self-Evaluation and will also send an electronic copy.  She requested that it be mailed or emailed to her by June 10.  The Board will review it at their June meeting.

 

Slate of Officers for fiscal year 2016

The Nominating Committee will present a slate of officers at the June meeting.

 

New Business:

No new business.

 

Report of the Director

 

Financial Report

We should be at 83% of budget.  There are two months left in the fiscal year.

The telephone bills have been lower than expected as we finish the first full year of the Voice over IP phone system.  In the next fiscal year, we will be able to move some money from the telephone line item to the mileage budget to help cover the rising mileage expense due to outreach.

 

Director Paula Alston requested that we be able to use some of our salary savings to re-cover chairs in Blacksburg.  We will do five now and hope to be able to do the other three shortly after July 1.  We also plan to use some of the money requested to make a Storytime space in the children’s area of the Christiansburg Library. Whatever monies we have left in the O & M, will be put into library materials purchase orders that we keep open.

 

We have finally made revenues in both counties.  We continue to struggle with fines, however patrons are still printing and that helps.

 

Statistics

Ebooks continue to go up.  Ms. Alston mentioned the long list of outreach visits that we participate in monthly.  This is part of the reason our mileage budget is exhausted.

 

Programming / Collection

We took part in Snapshot VA again this year.  Snapshot VA is a statewide program where, on one specified day, libraries across the Commonwealth document how they are used and collect anecdotal information.  We chose April 16.  Ms. Alston showed a poster with several of the pictures that were taken in the MFRL system on that day.

 

Congratulations go to the Christiansburg Library for being awarded top honors from the Virginia Public Library Directors Association for the best service innovation (over 80,000 in population) for their Story Walk. We also submitted a nomination to NACo for the Story Walk.

 

The Christiansburg Library has been working with the Farmers market to bring a Little Library to the site for the four hours that the market is open.  They are also taking crafts, music and a pop-up Storytime.  They will start taking the library’s wireless hotspot to be able to sign folks up for library cards.

 

Christiansburg Library held a very nice reception for the Christiansburg Police last Friday, in honor of Peace Officer’s Memorial Day.  The Mayor was there, Mr. Hubbard, the Chief of Police and officers, along with support staff from the department. The Friends of the Library provided the food and little goody bags for the officers, including their two canine officers, Ringo and Odin.  Chief Sisson was pleased with the event.  Officers and staff came throughout the day.

 

Our outreach to assisted living facilities continues with short talks programs at Warm Hearth, Wheatland Hills and the Crossings.  We also have library days and craft programs at Warm Hearth and Wheatland and movie nights at Warm Hearth.  We are also helping Warm Hearth and the Crossings stock their libraries.

 

Hoopla is now offering eBooks and comic books as part of their platform.  It is slowly catching on.

 

We recently purchased an iPad mini with early literacy apps installed on it and are circulating it.  Anyone can check it out.   We will wipe it clean each time it is returned before the next patron can check it out.

 

Pamela Hale, manager of the Christiansburg Library, gave a presentation to the Belmont II Ruritan Club in mid-April.

 

We will be a partnering agency with Virginia Tech for their Big Read program in the fall.  They have chosen The Things They Carried as their book and are working to get Tim O’Brien, the author, to Tech for a program on campus and in two of the high schools.  Other agency partners include Radford University, New River Community College, Glencoe Museum, Montgomery County Public Schools and Radford Library. One of the Blacksburg book clubs is going to discuss the book in October.  Blacksburg is also working on a program to invite Vietnam Vets to come and talk about their time in Vietnam.

 

We have sent two letters to the State Department requesting to become a passport facility.  We have not heard back yet.  Business Manager June Sayers continues to try to track down the right person to find out where we stand.

 

Blacksburg currently has the travel display board for the Virginia Women in History.  It features eight notable Virginia women, among them, Nikki Giovanni.  Ms. Giovanni was on hand two weeks ago to kick off the display and to do a reading from her latest book.

 

Facilities / Technology

Blacksburg has had a panic button that goes directly into the Police department for four or five years now.  It has been jammed of late and it is now repaired.

 

Christiansburg also has alarm issues.  The fire alarm panel is sensitive and will go off if there is an electric surge.  This has happened three times in the last month.  Branch Supervisor Pamela Hale is the one who receives a call when the alarm sounds.  She usually called the duty person for the county and in one case they called the Christiansburg Police and Fire Department.  Everyone walked to building and found nothing. We have submitted a work order to test the sensitivity of the alarm.  We have the doors and windows wired for the burglar alarm and those have also been so sensitive that a gust of wind or rain will cause the alarm to go off. Because of these things, the alarm has not been set in months. County maintenance and TempletonVest have all looked at the system but have been unable to correct it.  The County pays the bills for the alarm.

 

The scanning equipment has been set in Christiansburg and right now volunteers are scanning the entire run of yearbooks from Christiansburg High School. Once completed, the equipment will be moved to Floyd to continue scanning the history collection. We hope to be able to have the scanned copies of the yearbooks accessible from our website.

 

Staff / Trustees

Systems Administrator Chris Elledge attended the SIRSI User’s Group meeting in Portland, Oregon in April.  This conference is always very beneficial for him and Ms. Alston appreciates the County allowing him to travel to these events.  The meetings are held every year and it would be great to be able to send him every year, however, to maximize our travel money, he goes on the odd years since PLA is held on even years and that’s one national conference the director needs to attend.

 

Incidents

Christiansburg Library – A car left in the parking lot over the weekend was towed.

 

Blacksburg Library – Two incidents of out-of-control children in Storytime.  One parent complained that another child was shoving the children during bubble time.  The mother of the child apologized.  We have decided that the Storytime person should ask the parents to remove their child when there is an issue like this.

 

Christiansburg  – The fire alarm at 12:57 a.m. on April 23.  Upon a search of the building no issues were found.

 

Meadowbrook  – One of the folks at the wellness center noticed kids in the shelter engaging in physical activity.  They contacted Branch Supervisor Cindy Minnick.  The police and parents were called.

 

Reconsideration

Lust Caution – A patron submitted a reconsideration for this movie.  The movie is rated NC17.  The recommendation of the committee is to keep the movie since it has won 15 awards and was directed by award winning director Ang Lee. The packaging is clearly marked as to the rating and what it contains.

 

 

Committee Reports

 

Executive Committee:

Did not meet.

 

Development Committee:

Did not meet.

 

Leadership Committee:

Did not meet.

 

Policy Committee:

 

Policy 105 – Public Participation in Library Decision Making

A motion was made by Trustee Natalie Cherbaka and seconded by Ms. Drake to accept the revisions on Policy 105.  A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

 

 

Policy 106 – Hours of Operations

 

A motion was made by Trustee Anne Page and seconded by Ms. Gardner to accept the revisions on Policy 106.  A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 115 – Patron Behavior

 

A motion was made by Ms. Page and seconded by Ms. Christle to accept the revisions on Policy 115.  A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote                                                 Aye                 No

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 204 – Interlibrary Loan

 

A motion was made by Ms. Gardner   and seconded by Ms. Armstrong to accept the revisions on Policy 204.  A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 309 – Naming Facilities, Rooms, etc.

 

A motion was made by Trustee Cynthia Saunders and seconded by Ms. Gardner to accept the

Policy 309 with grammatical amendments.

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 109 – Fines and Recovery

 

A motion was made by Ms. Armstrong and seconded by Ms. Page to accept the revisions on Policy 109 including eliminating a refund for lost items that had been previously paid for, as well a few grammatical changes.  The Board decided they did not want to charge patrons fines on magazines or for magazine issues not returned.  A roll call vote was taken and the motion passed unanimously.

 

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Policy 111 – Claims Returned

 

A motion was made by Ms. Christle and seconded by Ms. Armstrong to repeal Policy 111.  A roll call vote was taken and the motion passed unanimously.

 

 

Roll Call Vote                                                 Aye                 No

 

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

 

 

Policy 112 – Acceptable Internet Use

 

A motion was made by Ms. Armstrong and seconded by Ms. Gardner to accept the revisions on Policy 112.  A roll call vote was taken and the motion passed unanimously.

 

 

Roll Call Vote                                                 Aye                 No

Margaret Christle, Chair                       X

Alison Armstrong, Vice-Chair              X

Natalie Cherbaka                                  X

Karen Drake                                          X

Ginny Gardner                                      X

Anne Page                                             X

Cynthia Saunders                                  X

Larry Spencer                                        X

 

Floyd Friends of the Library

Kit Haggard said they have approved a scholarship award in the amount of $500 for Chris Shaver to help with ongoing studies towards a Masters of Library Science.

 

Montgomery Friends of the Library

Joe Tennis spoke at the annual meeting in April.  There was a good turnout for the meeting.

 

MFRL Foundation

The foundation is working on the basket auction. The auction will be the first Thursday in November.

 

At 8:15 p.m. Ms. Armstrong made the motion to go into closed meeting to discuss the performance of the Executive Director pursuant to the personnel exemption at§ 2.2-3711(A)(1) of the Code of Virginia, Ms. Drake seconded the motion and a roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Cynthia Saunders                 X

Larry Spencer                       X

 

At 8:15 p.m. Mr. Spencer made the motion to re convene into open session. Ms. Gardner seconded the motion, a roll call vote was taken and passed unanimously.

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Cynthia Saunders                 X

Larry Spencer                       X

Motion to Certify Closed Meeting:

 

Ms. Saunders made a motion to certify that only public business matters lawfully exempted from open meeting were discussed in the Closed Meeting and only such public business matter as were identified in the motion by which the said Closed Meeting was convened were heard, discussed or considered by the Board.  Mr. Spencer seconded the motion.  A roll call vote was taken and the motion passed unanimously.

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Cynthia Saunders                 X

Larry Spencer                       X

 

 

Ms. Armstrong moved to adjourn the meeting and Ms. Page seconded the motion.

The meeting was adjourned at 8:27 p.m.

 

Approved by the Library Board

Ginny Gardner, Chair

Ruthie Bellman, Recorder

 

 

Category: Board, Meeting Minutes

April 15, 2015 Library Board Minutes

MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

MINUTES

 

April 15, 2015

 

Board Members Present:

Margaret Christle, Chair

Alison Armstrong, Vice-Chair

Natalie Cherbaka

Karen Drake

Ginny Gardner

Anne Page

Darlene Richardson

Cynthia Saunders

Larry Spencer

 

County and Affiliate Liaisons Present:

Mary Biggs, Montgomery County Board of Supervisors

Kit Haggard, Floyd Friends of the Library

Lauren Yoder, Floyd County Board of Supervisors

 

County and Affiliate Liaisons Absent:

Gail Billingsley, MFRL Foundation

Mary North, Montgomery Friends of the Library

 

Staff Members Present:

Paula Alston, Library Director

Cathy Whitten, Branch Supervisor Jessie Peterman Library

Ruthie Bellman, Recorder

 

Paula presented Board Members with books that will be placed into the collection in their honor for volunteer week.

 

Call to Order:  Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:04p.m., on Wednesday, April 15, 2015 at the Jessie Peterman Library.

 

Roll Call:  Chair Margaret Christle

 

Acceptance of Agenda:   A motion was made by Trustee Ginny Gardner and seconded by Trustee Alison Armstrong to accept the agenda.  The motion passed unanimously.

 

Approval of Minutes:  The motion was made by Ms. Armstrong, seconded by Trustee Larry Spencer and the board voted to approve the March 18, 2015 minutes.

 

Public Address:  None.

 

Unfinished Business:

Trustee Anne Page asked about the progress of the library becoming a passport agency.   Director Paula Alston answered that we sent the initial letter in mid-February and we have yet to hear.  June Sayers will follow-up with her contact at the State Department.

 

Trustee Karen Drake commented that the Christiansburg Aquatic Center held a passport day with a large amount of folks turning out.

 

New Business:

Director Evaluation

Each board member was given a copy of the Director’s evaluation form.  Some of the items on the form are weighted and some are not.  The evaluation will go out electronically tomorrow to Board members.

 

Goals and Accomplishments

The Board was given a list of the goals and accomplishments for FY 2015.  These are in line with the Strategic Plan.  Ms. Alston covered many of these items during the monthly Board meetings, but this is a way to remind them of all of the things the libraries do throughout the year.

 

Some highlights are the Little Libraries, the start of the Reading Garden that was put in place at Meadowbrook Library last Monday, the permanent art project, Maker Spaces set up in the Christiansburg Library and the pending quilting maker space in Meadowbrook.

 

Report of the Director

 

Financials

We should be at 75% of the FY 2015 budget.

 

There is a possibility of some one-time windfall funds to be used for two library projects.  We have had an ongoing drainage problem with the back parking lot at the Christiansburg Library. It was in our budget maintenance requests for FY2014, with a carryover to this year.  It was added to this list of possibilities with an estimated cost of $15,000.

 

The other item is a library master plan with an estimated cost $35,000.  (The range of $10,000 – $35,000 for the library master plan study is based on that of the Parks and Rec and the Public Schools.)  This has not been finalized or approved yet.  There was an interesting discussion in the Board of Supervisor’s work session concerning the study between Supervisor Matt Gabriele and Supervisor Chris Tuck.  There was no decision made during the work session.

 

Floyd Friends of the Library President Kit Haggard asked if there is a study of the projected growth of both counties.  Ms. Alston stated that this is what a study would show.

 

Trustee Natalie Cherbaka asked what the life cycle is of a study of this type.  Ms. Biggs stated that usually after a study it would be acted upon soon after the study. Ms. Alston stated that if it was done it would be a base to keep things in the forefront and to be able to know what the possibilities are and the direction the libraries should go.

 

Supervisor and liaison to the Library Board Mary Biggs, stated that the county does not have the borrowing capacity until 2023.  However she believes this should be kept in the forefront for the Board of Supervisors to continue to be aware of the need.

 

Ms. Biggs asked the Library Board what their feelings are about the study.  Mr. Spencer felt there could be other ways to fund a public building if the County is unable to borrow money for eight years.  He felt it should definitely be kept in the forefront with the Board of Supervisors.  Chair Margaret Christle was in agreement with Mr. Spencer, stating that if Parks and Rec and the Schools are keeping it out there, we should, too.  Ms. Gardner felt it would be good if we could get a more concrete idea of the actual cost of the study, which could possibly elevate the possibility of getting it done sooner.

 

Ms. Biggs asked what the Library Board believes the study would accomplish.  Mr. Spencer stated it would be an honest evaluation of the Christiansburg and Blacksburg buildings and the needs for them in the next five to 10 years.  He felt we should focus on those two items.  Ms. Armstrong suggested that the study would be helpful for future library board members (as the current ones would not be sitting on the board in eight years) to know the direction the library seeks for the future.

 

Trustee Karen Drake asked if there is a possibility of doing a smaller study that would focus more strictly on maintenance needs and identify them.  She asked how much longer the library should keep funding building repairs and how will it affect the location of future buildings.

 

Ms. Alston replied that we are talking mostly about the Christiansburg and Blacksburg Libraries.  These are older buildings.  Blacksburg is not designed for good workflow as it was not originally designed to be a library at all.  She also asked if we should stick with the two library idea or put in a large mega library and combine the two libraries midway between the two towns.  This would be looked at if a study was done.

 

Statistics

E-books have almost doubled since last year.  Ms. Alston placed an order of e-books with OverDrive and one title already has 45 holds on it.  They are very popular.

 

Floyd County Board of Supervisor’s liaison to the Library Board, Lauren Yoder commented on the Floyd County circulation of around 100,000 in a county of 15,000, is amazing and speaks well of the library.

 

Programming / Collection

The Prom Dress Extravaganza was held last week at Meadowbrook Library.  It was a big success with 88 girls attending and everyone leaving with a dress.  Several girls from Christiansburg High School attended as well.  Meadowbrook’s Circulation Specialist Molly Upthegrove went to RU and presented the program to the PanHellenic Council, which ended in their Sorority representatives coming to help armed with 24 dresses to add to the collection.  There was good coverage in the News Messenger of the program.  Ms. Alston commended Branch Supervisor Cindy Minnick and the Meadowbrook staff for taking on this program.

 

Blacksburg has added another little library at the Uncommonly Gifted Retail Store on Main Street in Blacksburg. The Seuss program on March 10 at the Blacksburg Library had 41 in attendance.

 

The concert with Paul Little and Pete Hastings had 41 enjoying the concert at the Christiansburg Library.

 

Meadowbrook staff attended the job fair at Eastern Montgomery High School on March 28 and chatted with 45 people.  Staff collected used professional clothing to give to students for job interviews.

 

The Virginia Boat licensing class held at Jessie Peterman Memorial Library (JPL) in Floyd had 24 adults attending on March 17. Cathy Whitten, Branch Supervisor for JPL mentioned the class is an all-day class in which participants can be certified to operate watercraft.  They also do hunting safety class in the fall.

 

Another program coming up this weekend is Buying a Horse or Not. There is an author,, a local woman who owns a stable, a long time horse owner and a person who shoes horses will all be available to answer questions.

 

A new program Floyd Fiber Friends had the first meeting this past week with 10 people attending.  The attendees were very excited and have already begun to plan events. There are a couple of medical programs coming up with Rural Health Nurses from the VA. The programs are Alzheimer’s and Other Dementias, Heart Attack and Stroke and a CPR course. There will be a Historical Fiction writer coming. Life Coach, Janelle Anderson will be at Jessie Peterman presenting a program for women entitled Living life on Purpose after 50.

 

The Jacksonville Center is starting a program called Art Works for Us. The plan is to have a sculpture trail through local businesses where a piece of artwork would be displayed for at least a year. Jessie Peterman has applied to be a part of the program.  We will know by June 1 if we will be granted a piece of artwork to display.  If so, it will be displayed next to the front door.

 

Several months ago Ms. Alston mentioned our 1,000 Books Before Kindergarten program.  We currently have 70 children signed up.

 

Board members each received a copy of the Storytime brochure for the next session that will begin on June 1.

 

Ms. Alston discussed a current issue that is happening with the Blacksburg Storytimes.  We hold the Storytimes in the Storytime room off the children’s department.  It holds around 40 people and is more intimate with fewer distractions.  The preference is to keep Storytime in that room.

The Monday TOT Storytime had gotten so big that it was moved it to the community room.  We don’t want to continue using the Community Room as it is too close to the front door, and too large a space. When Youth Services Director, Sarah Pahl started to put together her summer schedule, she decided to move the Storytime back into the Storytime room and move from Mondays to Fridays.

 

We are going to manage the size rather than give it a larger space to grow into.  Last Monday there were 71 people in that Storytime.  There may be some criticism of the change and Ms. Alston wanted to make the Board aware of the details,  feeling this is not one of the occasions where bigger is better.

 

It is difficult to keep the interest of even a few children between the ages of 13-24 months, let alone 30 children with 30 parents who are sometimes occupied with other devices or conversations throughout the Storytime.  In the past few years, we have had six Storytimes in Blacksburg and there are still six.  There will be no Storytime on Mondays as they really need this day to plan, do outreach and so they are not as structured as they are when they have six Storytimes on six days.

 

Because the room is smaller we may get to the point where as soon as there are 40 people in the room, we will close the doors. It might seem the solution would be to add another TOT Storytime, but as it is, Ms. Pahl’s staff are already doing 12 Storytimes per week in three locations, three stay-and-play groups, other regularly scheduled programs such as GameOn and Legos, other special programs, outreach and the summer reading program with three employees and an FTE of 2.3.  It is not feasible that they can do any more.

 

Ms. Biggs suggested closing the Storytime off at 40 and using the room capacity as the reasoning.  Ms. Christle added that if we could have more staff, then we could have more Storytimes, but that is not an option.

 

Ms. Alston stated that we will not cancel a Storytime due to personnel issues.

 

Facilities / Technology

Specialty Garden Designs completed the spring cleanup of the landscaping around the building in Floyd.  They were also at Meadowbrook on April 6 to install the reading garden.  The trees and shrubs along the building and in the island are the first phase.  The hope is to get some donated perennials to add in early June.  If not, they will be phase two, along with some hardscape.  A logo bench purchased with grant money from the Mountain Valley Foundation is on order and will hopefully be installed in the next month. Pamela Cadmus designed the garden.

 

Ms. Minnick had five volunteers from the VT Chi Delta Alpha Sorority for a service day on March 28.  They assisted with the garden clean up for the Karen Cronin garden in front of Meadowbrook.  We do have a little bit of money in the foundation for the Karen Cronin garden.  Some of the money we have in that fund will go to the back as well.

 

The other big service day, the Big Event was held last Saturday.  Christiansburg had four volunteers in to help shift the non-fiction collection.

 

Also at the Christiansburg Library, the bollard lights leading up the sidewalk were replaced with new fixtures.  They provide much better lighting.

 

At the Blacksburg Library, Buildings and Grounds, repaired a parking space bumper that was damaged in one of the many snow plowings of the parking lot in February.

 

We have upgraded the camera system in Meadowbrook.  This was the last project we had to complete with FY2014 end of the year money.  We had five cameras replacing the four they had before.  Their monitor was upgraded and the system now records to a hard drive whereas before it did not record.

 

We also added two more cameras to Christiansburg.

 

We have added a bistro table in the window well in the teen area at Blacksburg Library and had a laptop counter built.  Last week, the Buildings and Grounds staff was able to add outlets just above the counter.  Unfortunately, they were not able to recess them into the wall like we had originally thought would happen.  There is not enough room between the wallboard and the concrete wall behind it.

 

Staff and Trustees

Ms. Alston will be in court this Friday for the continuation of the Christine Sullivan case.

 

Also on Friday, Ms. Alston will be attending a forum at the Hotel Roanoke called the Star City Reads ACHIEVE forum, hosted by Mayor Bowers.  There will be a panel on literacy development and early intervention, table talks concerning those topics then a discussion on the All-American City Award, which Roanoke has won five times.

 

Ms. Alston will be going to Abingdon this Saturday to attend the Washington County Public Library Foundation’s basket auction and will report to the Foundation board at next week’s meeting.

 

 

Incidents

No Incidents.

 

Committee Report

Executive Committee – Did not meet.

 

Development Committee – Did not meet.

 

Leadership Committee – Did not meet.

 

Policy Committee

Policy 304 Solicitation

The Solicitation policy (304) has been revised and reviewed by the Policy Committee.

After brief discussion, Ms. Drake moved to accept the Solicitation Policy (304) with revisions.

Ms. Armstrong seconded the motion and a roll call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

 

Policy 110 – Proctoring Services

The Proctoring Services Policy (110) has been revised and reviewed by the Policy Committee.   One thing added was the possibility of scanning the exam and emailing it back to the university instead of emailing to avoid postage costs.  Ms. Alston mentioned that we keep track of the stats of how many tests we proctor.  Ms. Biggs asked if a proctor be held liable if the test was not done by correctly following the instructions.  Staff signs an agreement that says we will follow the directions put forth by the university.

 

Trustee Darlene Richardson made the motion to approve the revised Proctoring Services Policy (110), Ms. Armstrong seconded the motion and a Roll Call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

 

Code of Conduct

The Code of Conduct is an attachment to our Patron Behavior policy.  The format has been changed to be less wordy. Mr. Spencer noted that the new format is more user friendly.  After brief discussion some typos were noted.  Mr. Spencer moved to approve the revised Code of Conduct as corrected, Ms. Gardner seconded the motion and a Roll Call vote was taken.  The motion passed unanimously.

 

Roll Call Vote:                                                Aye     Nay

 

Alison Armstrong                X

Margaret Christle                 X

Natalie Cherbaka                 X

Karen Drake                         X

Ginny Gardner                     X

Anne Page                            X

Darlene Richardson             X

Cynthia Saunders                 X

Larry Spencer                       X

 

Floyd Friends of the Library

Ms. Haggard told the board that the Floyd Friends met last week.  The Friends did approve the payment of the $250 fee for the Art Works for Us program.

 

The Floyd Friends approved a scholarship for Blacksburg Library’s Circulation Specialist Catherine Fae.  There is possibly another employee who may apply for a scholarship. The Floyd Friends contribute to the scholarships as do the Montgomery Friends.  Montgomery is giving $1,000 and Floyd will contribute $500.  If the second applicant is approved, Floyd County will help with that staff member as well.

.

Ms. Haggard spoke about the Little Library located in her office saying they are thrilled to have it. She says that staff and patients love it.

 

Montgomery Friends of the Library

The Friends of the Library annual meeting will be April 23.  Joe Tennis will be the speaker.

 

The Friends of the Library held their annual production presented by the Barter Players at the Lyric on March14.  They had a full house of 487 people for the production of Velveteen Rabbit and had to turn people away.  This is their eighth year of presenting at the Lyric and they have decided to end the run.  They spend approximately $1,100 a year on this endeavor and feel they could use their money for other projects such as the Nannie Hairston book. (They have committed $1,000 to this program.)  The Nannie Hairston book is starting out as an oral history project, but will become a book about Ms. Hairston and her civil rights work in the New River Valley.

 

 

MFRL Foundation

The MFRL Foundation will meet next Wednesday.  Joe and Linda Powers attended NRV Cares Basket Auction and brought back good ideas to the Foundation for the 2015 Basket Auction to be held in the fall.

 

Give Big – NRV Campaign. The foundation is included in this campaign. Information can be found on our website.

 

Ms. Armstrong moved to adjourn the meeting and Ms. Gardner seconded the motion.

The meeting was adjourned at 8:14 p.m.

 

Approved by the Library Board

Ginny Gardner, Chair

Ruthie Bellman, Recorder

 

 

Category: Board, Meeting Minutes