MONTGOMERY-FLOYD REGIONAL LIBRARY SYSTEM
BOARD OF TRUSTEES
December 17, 2014
Board Members Present:
Margaret Christle, Chair
Alison Armstrong, Vice-Chair
Library Board Members Absent
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
June Sayers, Business Manager
Ruthie Bellman, Sr. Program Assistant
Call to Order: Margaret Christle, Chair, called the monthly meeting of the MFRL Board of Trustees to order at 7:05 p.m., on Wednesday, December 17, 2014 at the Meadowbrook Public Library in Shawsville.
Roll Call: Chair Margaret Christle
Acceptance of Agenda: A motion was made by Trustee Darlene Richardson 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 Ms. Richardson and the board voted to approve the October 21, 2014 minutes.
Public Address: None.
Unfinished Business: None.
Meadowbrook Public Library Named Business Partner of the Year
Meadowbrook Public Library was named Business Partner of the year by the Shawsville Middle School for its help and contributions with several school programs.
Montgomery County FY 2016 Budget
The Board reviewed the budget submission for FY16. Changes were made to several line items.
We are saving money in phone costs and those savings have been moved to the gas and mileage line items. A new line item for copier charges / overages has been added per the request of the county. The funds for this line item will come from the office supplies line. The library materials line item will increase due to salary savings from an employee who retired in FY 2014.
We have not received state aid numbers from the State Library as of yet. Trustee Larry Spencer asked if County Administrator Craig Meadows had heard of anything that might affect the budget. Ms. Alston replied that we may have a second year of returning a portion of our state aid. Montgomery Board of Supervisor’s member Mary Biggs stated that all representatives know this is an issue.
Ms. Alston reviewed the Library Maintenance requests for FY16 with the Board.
Mr. Spencer made a motion to accept the proposed FY2016 budget. Ms. Gardner seconded the motion, a roll call vote was taken and the motion passed.
Roll Call Vote: Aye Nay
Karen Drake X
Alison Armstrong X
Natalie Cherbaka X
Margaret Christle X
Ginny Gardner X
Darlene Richardson X
Cynthia Saunders X
Larry Spencer X
Report of the Director
We should be at 41 percent of budget. Copy and printing sales are on track but fines continue to drop.
We were approved to use our end of the year money, which totaled $21,921. We asked for display furniture for the Blacksburg Library. In Christiansburg, we requested items to create a makerspace and in Meadowbrook, we requested to be able to update the camera system. We also asked to replace four children’s computers in Christiansburg and Blacksburg. All requests have been approved and we are in the process of purchasing the items.
The board reviewed the statistics from November.
Programming / Collection
Ms. Minnick shared that Meadowbrook has been approached to host three Red Cross blood drives. They would be held in January, May and August. Mountain Valley has offered to pay $10 on patrons’ library accounts for participants (up to a total of 50 patrons.) Ms. Richardson made the motion to approve the blood drives with the patron incentive, Ms. Armstrong seconded the motion and the motion passed unanimously.
The Blacksburg Library held a Gluten-Free Expo on November 8 with 437 attendees sampling gluten-free food items from eight restaurants and venders.
The She Surprised Shakespeare Mystery Theater held at the Christiansburg Library on November 22 had 31 participants. This is the seventh year they have held a dinner theater. This program is sponsored by the Friends of the Library.
A Veteran’s program co-sponsored by Elliston-Shawsville Post 4920 and, Ladies Auxiliary Post 4920 was held at Meadowbrook on Saturday, November 8 with 34 attendees. Also the VFW post worked with the library to collect over 10 boxes of items for veterans.
Friends and Family CPR was held in Floyd with the Rural Health Nurse Association had 19 participants on November 7.
In January, we will begin a “1000 books before Kindergarten” reading program that goes on year round with the goal that parents read 1,000 books to their child before he/she starts kindergarten. There will be rewards with each 100 books read.
The Children’s department will begin a baby story time in Christiansburg in January. They will drop one of the toddler story times to make space for it on the schedule.
The IT department upgraded our library software on the Wednesday before Thanksgiving. It went smoothly and puts us on the latest version of SIRSI. A new feature being tested now is the emailing of receipts. The upgrade will provide the groundwork for new online catalog abilities such as a new look, customizable colors, new search / browse features like faceted searches that filter results.
On Monday, December 22, we will go live with the new hold notification options (text, email, automated calling) at the Blacksburg Library. It will be tested there for a period of time before implementing it system-wide.
We have a survey on website regarding self-service checkout use. IT has done quite a bit of work to reorganize the staff intranet. They also created a notice that is emailed to patrons when their cards are 30 days from expiring.
We will begin offering e-books from3M in January. The 3M books can be downloaded to iPads, Apple and Android phones, Nook tablet and Kindle Fires. They appear to have good support for patrons.
Trustee Karen Drake suggested the libraries add trainings in January on electronic items / e-readers. Ms. Alston responded that libraries have Book-a-Librarian available daily in all libraries for patrons who have questions and need assistance.
We have our new van complete with MFRL logo. It is in use now.
Staff and Trustees
There are 5 Circulation Specialist openings in Blacksburg and one in Christiansburg. Christiansburg just hired a new Library Service Specialist (LSS) for a position vacated by the death of Sallye Kennedy. We are also running an ad to replace the full time LSS in Blacksburg. Emily Anderson is out on maternity leave and has decided to come back part time, freeing up her position.
There were four incidents since the October Meeting.
Meadowbrook had a staff member trip over a file drawer. That staff member is fine.
Christiansburg had the heating units freeze up causing the building to be filled with smoke. Branch Supervisor Pamela Hale worked closely with the fire department and the police department, as well as the county representative with building and grounds to fix the issue.
Jessie Peterman Library was contacted by the Floyd County Sheriff’s office about a library card being found at the scene of a crime.
Jessie Peterman Library was also contacted by a sheriff’s deputy about “multiple men” lingering in the parking lot during overnight hours using the wireless internet service to view pornography. The deputy suggested the library take out trespassing warrants against people in the parking lot after hours. After a discussion, the board agreed that it is a County issue, not a library issue, since the building and parking lot belong to the County. Ms. Alston will look into the possibility of adding a filter to the wireless connection but the board is not in favor of shutting off the wireless after hours.
There was one reconsideration submitted. The book Girl Stuff was requested to be removed from the collection due to some of the subject matter. The reconsideration committee reviewed the submission and opted to leave the book in the collection.
Executive Committee – Met to review the FY2016 budget.
Development Committee – Did not meet.
Leadership Committee – Did not meet.
Policy Committee – Did not meet.
Floyd Friends of the Library
The membership drive will take place in January.
Montgomery Friends of the Library
The membership drive will take place in January
The estimated amount made from the November Basket Auction is around $10,000.
Ms. Gardner moved to adjourn the meeting and Ms. Drake seconded the motion.
The meeting was adjourned at 8:05 p.m.
Approved by the Library Board
Ginny Gardner, Secretary
Ruthie Bellman, Recorder