Board Minutes March 2016

MINUTES
BARRY-LAWRENCE REGIONAL LIBRARY BOARD OF TRUSTEES

March 17, 2016


The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Thursday, March 17, 2016 at the Pierce City Branch Library.  Present were:  Ann Hall, Gina McIlrath, Marilyn Carey, Charles Peiter, Jan Vaughn, Felicity Nesbitt, Julie Vaughn, IT Manager J.J. Goulbourne, Director Gina Milburn, and Administrative Assistant Joyce Frazier.  The meeting was called to order by President Ann Hall.  

MINUTES AND REPORTS

Minutes:  February 18, 2016 meeting minutes were reviewed.  Motion made by G. McIlrath to approve the minutes with no changes or corrections, second by C. Peiter.  All members present voted in the affirmative.  Motion carried.

Financial Report:  Director Milburn reviewed the February 2016 financial report and discussion followed.  Our income and expenditures are on track and in line for this time of year.  We just received TIF payments for each county, which will be reflected in next month’s report.  Overall collections are steady.  We are up in reserve funds, but bulk of these are earmarked for future projects (like the Shell Knob Building Project).  Motion made by F. Nesbitt, second by Julie Vaughn to approve the financial report.  All members present voted in the affirmative.  Motion carried.

Circulation Statistics:  Director Milburn reviewed the February and 2nd Quarter Statistical Reports.  Mt. Vernon continues to be the top circulator (6,937), with Cassville (5,786) and Monett (5,484) following behind. We were pretty close in overall circulation with this time last year.  E-material circulation was 1,881 checkouts compared to February 2015 at 1,243.    We had 3,954 customers use our computers with an additional 781 users of WiFi.  In February the branches provided 236 programs with a total of 5,052 participants.  Our program numbers continue to grow as more of the branches are providing passive programs. Passive programs are very popular since a customer does not have to attend the program at any particular time or place.  They can do the activity when they are in the library for any reason. 

Technology Report:  IT Manager J. J. Goulbourne reviewed his monthly technology report: 
• Conducted several presentations of “Protecting Yourself in the Digital Age” to several groups.
 *6 presentations at the Pierce City Middle School for the 6th – 8th grade students with a total of 172 students in attendance.
 *Monett Kiwanis Club with 20 members in attendance.
 *Sorority Meeting at the Aurora Methodist Church on March 8th with 20 members in attendance.
 *We have been invited to present at the Mt. Vernon High School in April to a total of 6 classes.

• Added additional 4 Gigs memory to the Office PC at the Eagle Rock Branch to take care of performance issues.
• Completed a total overhaul of the network at the Miller Branch.  Manager Goulbourne moved all the network appliances from the floor under the office desk and attached them to the wall.  He also ran new cables to all the computers.
• Computer Technician, Lee Ann Rosewicz will be conducting training for customers on March 21st at 2 p.m. on “Computer and Internet Basics” at the Monett Branch.  She will conduct the same program at several other locations in March and April.
• Requested bandwidth upgrades for the following four branches:  Miller, Eagle Rock, Shell Knob and Marionville via MOREnet.  The upgrade window is open for REAL funding.  These four branches are the last in the District awaiting upgrades.
• As of March 1st the IT Department has received 27 service requests and successfully resolved 26.  One is still pending as they are trying to determine if the unit needs to be replaced.  Eight of those requests were from customers needing personal assistance.
• The office printer at Cassville is dead.  This was originally purchased with the kid’s computers from more than 7 years ago.
• The IWP9 at Cassville is having power issues due to a recent electrical storm.  It may need to be replaced in the near future.
• We received notification from the Missouri State Library that we were one of the recipients of the 2015 Winter Mini Technology Grants.  The total amount awarded was $14,989 with LSTA paying 75% of the cost and the library paying the remaining 25%.  The funds will be used to purchase 10 new servers, 2 new desktop computers, 2 new laptops, 10 network switches and 6 wireless access points.  Per the terms of the grant and the library’s purchasing policy we placed a legal bid (see attachment) for the equipment in the Monett Times on March 9th with a deadline of March 16th.  We received four bids:  SHI (Dell)--$13,565.47, CDI (Canadian Company)--$28,233.87, AOS (Springfield)--$22,533.98 and MDC (Monett)--$13,761.37.  SHI (Dell) and MDC had the two lowest bids.  SHI’s (Dell) bid was for equipment that met the minimum specifications and MDC’s bid was for equipment that exceeded the minimum specifications.  Since both companies bid under the amount originally requested there is a little over $900 left to spend.  We will use the remaining $900+ (with approval from the State Library) to purchase 10 server licenses and a three pack of Access Points.  After discussion, C. Peiter made a motion, 2nd from Julie Vaughn to approve the bid of $13,761.37 from local vendor MDC. All members present voted in the affirmative.  Motion carried. 

Motion made by M. Carey to approve the Technology Report, second by G. McIlrath.  All members present voted in the affirmative.  Motion carried.

Director’s Report:

Staff Changes:  Jeanine Johnson was hired to fill the part time clerk open position at the Aurora Branch Library with a start date of March 1, 2016

Unique Management:  Due to new restrictions from the credit bureaus, Unique Management is implementing changes to their Gentle Nudge Process beginning June 1, 2016.  The national credit reporting agencies will place new, significant restrictions on accounts eligible for submittal, effective June 15, 2016. The new rules will no longer allow the reporting of fines, tickets, and other assessments regardless of the amount.  Therefore the only thing that can count toward credit reporting is the total amount owed for lost or damaged material. 

Policy Additions to Consider:
• Charitable and Community Activities:  We often get requests from individuals, groups or organizations to collect charitable donations (food bank items) or offer a public service (eyeglass recycling).  Our policy does not allow for this type of activity.  There are instances where it could be beneficial to our community without directly conflicting with the library’s purpose.  I would like to suggest that we add them to our policy manual with certain limitations, such as:
 *Must have approval from the Regional Office
 *Only Non-Profit Organizations.
 *Only as space allows
 *Exclude monetary contributions
• Advertising in Community Publications:  Every year we get requests to advertise in a variety of community publications like high school yearbooks or business directories.  We really don’t have a policy that addresses this.  As a tax supported institution we rarely advertise our services at all.  I would like to suggest that we add this to our policy manual as well with certain restrictions, such as:
 *Advertise in a publication that has a significant distribution over a period of time (Chamber of Commerce).
 *Advertise in special event publications if the library is participating in the event or has a significant partnership.
 *No high school yearbooks or sporting event advertisements.

Barry County Library Board Opening:  Board member Christina Barnes submitted her official resignation from the library board.  Director Milburn sent a notification letter to Presiding Commissioner Cherry Warren and requested that they find a Barry County resident to finish her term.  Her term expires June 30, 2018.

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

OLD BUSINESS

Tax Levy Update:  Director Milburn has spoken to numerous groups throughout Barry and Lawrence Counties during the month of February about the proposed tax levy increase.  Overall the information appears to have been well received.  With us coming into the final weeks before the issue appears on the April 5th Ballot, Director Milburn has asked the branch staff and Friends of the Library Groups to continue to hand out the informational brochures.  She also has requested that the branches:

• Submit a total of 500 names for a last minute mailing push to remind customers to vote.  Large branches need to submit 75 names, Marionville 50 names, and small branches 30 names.  Director Milburn will order an additional 500 informational brochures with a place for the mailing address and labels.

• Encourage Friends of the Library members and library customers to write letters to the editor of their local papers to state what the library means to them.

• Remind customers via social media to Vote on April 5th.

NEW BUSINESS

Monett/Pierce City Branch Pairing:  On February 25, 2016 Director Milburn requested an e-mail vote concerning the pairing of the Monett/Pierce City Branch Libraries.  Since Pam Glassco, Pierce City Branch Supervisor was resigning her position (effective March 17) we had the opportunity to move forward with the pairing of the branches as discussed at the February 18 board meeting.  The e-mail vote was necessary in order to be able to post position openings for both locations prior to the March 17 meeting.  Director Milburn proposed that we try the following for a 90 day trial period:
• Convert the part time Pierce City Branch Supervisor I position to a part time Library Assistant Adult Services position.
• Have the Monett Supervisor III (Cindy Frazier) supervise both locations.
• Hire a part time 20 hour library clerk to work at the Monett Branch.
Jan Vaughn, Ann Hall, Charles Peiter, Felicity Nesbitt, Marilyn Carey, and Gina McIlrath all responded with a “Yes”. There was no response from Julie Vaughn.  After discussion, a motion was made by C. Peiter, second by F. Nesbitt to ratify the e-mails signed by the board members to approve the Monett/Pierce City Branch Library pairing for the proposed 90 day trail period as outlined above.  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 Julie Vaughn.  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, April 21, 2016 at the Pierce City Branch Library.