Board Minutes January 2016

MINUTES
BARRY-LAWRENCE REGIONAL LIBRARY BOARD OF TRUSTEES

January 14, 2016


The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Thursday, January 14, 2016 at the Pierce City Branch Library.  Present were:  Ann Hall, Marilyn Carey, Charles Peiter, Jan Vaughn, Felicity Nesbitt, Julie Vaughn, IT Manager J.J. Goulbourne, Director Gina Milburn, and Administrative Assistant Joyce Frazier.  Absent were Christina Barnes and Gina McIlrath.  The meeting was called to order by President Ann Hall.  

MINUTES AND REPORTS

Minutes:  December 17, 2015 meeting minutes were reviewed.  Motion made by M. Carey to approve the minutes with no changes or corrections, second by J. Vaughn.  All members present voted in the affirmative.  Motion carried.

Financial Report:  Director Milburn reviewed the December 2015 financial report and discussion followed.  We received “current” tax payments from both counties, but expect to receive more in January.  Both income and expenditures are in line with where they should be for this time of year.  Motion made by C. Barnes, second by M. Carey to approve the financial report.  All members present voted in the affirmative.  Motion carried.

Circulation Statistics:  Director Milburn reviewed the December Statistical Reports.  Mt. Vernon was once again the top circulator (7,123), with Monett (6,208) and Cassville (5,895) following behind.   E-material is continuing to be popular with our customers.  We checked out 1,626 items in December.  WiFi use is heavy even in the smaller branches with 795 customers across the system accessing it.  In December the branches provided 176 programs with a total of 5,531 participants.  Director Milburn reported that there was a nice article about the Monett Adult Coloring Program in the January 2016 issue of the “Connection” magazine.

Technology Report:  IT Manager J. J. Goulbourne reviewed his monthly technology report: 

  • Fiber optic internet connection for the Miller Branch is completed and the new connection is online.
  • Fiber optic connection for the Cassville Branch is completed and the new connection is online.
  • We are still waiting to hear if our application for the 2015 Winter Mini Grant was approved.
  • We are working on the application for the 2016 Technology Ladder Grant.  We have 38 old computers and 5 printers that need to be replaced.  We are asking for grant funds to replace 20 this year and will apply to replace the remaining 18 in 2017.
  • He is looking at our current ILS software (TLC) to determine if it would be better for us to migrate to the Missouri Evergreen platform.  Currently TLC costs approximately $20,000 per year.  Evergreen would be about $5,400 per year with no physical server requirements and a 100% hosted solution.  Beyond the money there are pros and cons to both.
  • Completed moving two public internet computers and two computer catalogs to their new designated areas at the Aurora Branch.  Also installed three high speed switches on the network.  The teen area (computers) were moved to a new area as well.
  • One of the two PAC PC’s at the Aurora Branch failed and had to be replaced. 
  • Reconfigured one of the Microsoft Surfaces for the Mt. Vernon Youth Services Library Assistant to use for programming.  The Surface Pro can be used wirelessly to present Power Point and video presentations on the big screen TV in the meeting room.  Cost for this item was approximately $88 in lieu of spending nearly $300 for a new laptop.
  • The first presentation of “Parenting in the Digital Age” was conducted at the Monett Police Department on January 9, 2016.  Due to weather conditions attendance was low with 8 people in attendance.  The next presentation will be at the Mt. Vernon Branch, January 14, 2016 at 5 p.m.
  • The IT Department has begun testing Windows 10 on one of the Circulation computers to determine if TLC will function normally.  If all goes well, they will begin upgrading the rest of the Circulation computers at all the branches over the next couple of weeks.
  • As of January 14, the IT Department received and successfully resolved 18 requests for service.

Motion made by F. Nesbitt to approve the Technology Report, second by J. Vaughn.  All members present voted in the affirmative.  Motion carried. 

Director’s Report:

Staff Changes: 

  • Monett/Pierce City:  Florinda Perez, custodian for Monett/Pierce City resigned.  Her last day was January 5, 2016.  The position has been posted and we hope to fill it soon.
  • Mt. Vernon:  Wanda Tinney has been hired to fill the part time clerk vacancy.  She will begin training January 20, 2016.
  • Shell Knob:  Marilyn Simmons has been hired to fill the part time Library Assistant, Youth Services position.  She will begin training January 20, 2016.

Maintenance:

  • Aurora:  As reported at the December meeting, the main roof drain on the old section of the building was completely backed up.  We hired Davis and Son to replace the entire drain section from the roof to the street.  They completed the work on January 6, 2016.
  • Marionville:  CCR was hired to do some minor repairs to the roof and Monett Glass replaced the damaged window in the meeting room.
  • Monett:  Since we are so tight on space we are weeding the branch again. After we complete the weeding we plan to flip flop the children’s and magazine reading areas.  In order to accomplish this we will need to close the Monett Branch for at least two days.  In order to minimize the down time we would like to begin the move on President’s Day, February 15th when we are already closed and remain closed Tuesday, February 16th.   We would like to request that the board approve closing the Monett Branch on Tuesday, February 16, 2016.  After discussion, a motion was made by M. Carey, second by Jan Vaughn to allow the Monett Branch Library to close on Tuesday, February 16, 2016 for the purpose of reorganization of the Children’s, Teen, and Magazine reading areas.  All members present voted in the affirmative.  Motion carried. 

Old Van:  Approximately two weeks ago our driver, Melvin Caspar, hit a deer during his weekly deliveries.  This caused some damage to the front of the van.  Because this was our older vehicle it was not covered under insurance.  We had repairs made with the cost coming in at $1,903.76.

Show Me Steps to Continuing Education Grants 2016:  Janea Coker, J.J. Goulbourne, Rhonda Duff and Director Milburn submitted requests for Show Me Steps to Continuing Education grants to attend the Public Library Association (PLA) Conference in Denver, CO, April 5-9, 2016.  All requests were approved. The grants will pay 75% of the costs of the conference/travel with the library system paying the remaining 25%.

Pierce City Friends of the Library:  The PC FOL group received a $5,000 donation from David Jones.  The FOL group requested that part of these funds be used to purchase a 32” flat screen TV/upright stand for use in the library and a 60” flat screen TV/wall mount for the meeting room.

E-Magazines:  As members of “Missouri Libraries 2 Go” we were given the opportunity to participate in a new e-magazine service offered by the provider “Overdrive”.  There were 17 libraries that said that they were willing to participate.  In the first year the hosting fee is waived, so all we have to do is purchase magazine titles.  Each of the participating libraries were asked to purchase 5-7 titles for a total cost of approximately $560 per library.  In year two we will co-share the hosting fee which will be an additional $400.  All titles will be available to ALL members/customers of the Missouri Libraries 2 Go consortium. This is a huge cost savings for each library.  The typical hosting fee for an e-magazine service for a library our size is $6,000-$7,000.  Then you have to purchase titles above and beyond that cost.  This is something we would not have been able to provide our customers if we weren’t part of this consortium.  So, we are pleased to be able to participate in this venture.  The e-magazine service will be available once all the details are worked out—possibly by the end of February 2016.

Motion made by J. Vaughn to accept the Director’s Report, second by F. Nesbitt.  All members present voted in the affirmative.  Motion carried.

NEW BUSINESS


Tax Levy Resolution:  In order to move forward with our plan to go out for a tax levy increase in April there are several items we need to address: 
 

  • What type of increase:  We can ask for a levy tax increase for operating funds or building funds.  After discussion the board decided to ask for a levy tax increase for operating funds since this allows for the most flexibility in use of funds.
  • Amount:  After the December 2015 board meeting Director Milburn did some research and presented information in an e-mail to the board members.  She used the 5 to 10 cent range to show what the cost would be to property owners and what we might possibly collect in an e-mail to each board member.  After discussion it was decided that we would ask voters for a 7 cent tax increase over our current 15 cent tax per hundred dollars assessed valuation.
  • Ballot Language:  After reviewing the Revised Missouri Statutes, Section 182.650.1 – 182.650.3 the board decided to use the language as it appears in the statute. So the ballot will read as follows: “Shall there be a seven cent tax increase over the fifteen cent tax per hundred dollars assessed valuation for the Barry-Lawrence Regional Library consolidated public library district?”
  • Resolution:  According to Section 182.650.1 of the Revised Missouri Statutes in order to submit the proposed tax levy increase to the voters the board of trustees must adopt a resolution.  This resolution is then submitted to the county commission.  The county commission shall order that the proposed increase in the rate of taxation be submitted to the voters of the consolidated public library district.  Director Milburn prepared a resolution for the board to review and vote on (see attached resolution).  After discussion, C. Peiter made a motion to approve the resolution for a tax levy increase of seven cents over the current fifteen cent tax per hundred dollars assessed valuation for the April 2016 ballot, second by F. Nesbitt.  All members present voted in the affirmative:  Ann Hall—yes, Charles Peiter—yes, F. Nesbitt—yes, Marilyn Carey—yes, Julie Vaughn, and Jan Vaughn—yes.  Motion carried. 

With the tax levy discussion at an end, Jan Vaughn exited the meeting.

Calendar Year End Budget Review:  Discussion of the 2015 end of year budget, i.e. grants, bequests, use of assigned funds, and SRC donations. 

Aurora Branch Roof:  As reported in prior meetings, we are in dire need for replacement of the roof on the old section of the building.  With all the previous repairs to the roof and current water damage we believe that they will need to replace not just the roof, but also the decking.  Administrative Assistant, Joyce Frazier reported that she has asked at least four different roofing companies for estimates (Cox, Four Seasons, CCR, and JS Construction).  The only company that submitted a bid by today’s meeting was Cox Roofing.  They provided an estimate for replacement at $18,053.76.  After discussion a motion was made by M. Carey, second by J. Vaughn to approve Cox Roofing at $18,053.76 for replacement of the old section of roof at the Aurora Branch Library.  All members present voted in the affirmative.  Motion carried.

Having no other business to discuss a motion to adjourn was made F. Nesbitt, second by M. Carey.  All members present voted in the affirmative.  Motion carried.  Meeting adjourned.


Respectfully submitted,


Joyce Frazier
Recording Secretary


The next Scheduled Board Meeting will be held at 9:00 a.m. on Thursday, February 18, 2016 at the Pierce City Branch Library.