Board Minutes June 2016

MINUTES
BARRY-LAWRENCE REGIONAL LIBRARY BOARD OF TRUSTEES

June 23, 2016


The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Thursday, June 23, 2016 at the Pierce City Branch Library.  Present were:  Ann Hall, Gina McIlrath, Jan Vaughn, Julie Vaughn, Charles Peiter, Director Gina Milburn, Administrative Assistant Joyce Frazier, IT Manager J.J. Goulbourne.  Absent were Marilyn Carey and Felicity Nesbitt.  The meeting was called to order by President Ann Hall.  

MINUTES AND REPORTS

Minutes:  May 19, 2016 meeting minutes were reviewed.  Motion made by C. Peiter to approve the minutes with no changes or corrections, second by Jan Vaughn.  All members present voted in the affirmative.  Motion carried.

Financial Report:  Director Milburn reviewed the May 2016 financial report and discussion followed.  With one more month to go in the FY budget we have collected approximately $1,520,770 in income (not counting donations, grants, building fundraisers, etc.).  Our estimate for FY 2016 was $1,525,848, so we are very close to our original estimate.  In expenditures with one more month to go it looks like we expended about $30,000 more than our FY 2016 estimate.  This is due in part to unexpected maintenance issues, like putting on a roof at the Aurora Branch.    Motion made by Julie Vaughn, second by G. McIlrath to approve the financial report.  All members present voted in the affirmative.  Motion carried.

Circulation Statistics:  Director Milburn reviewed the May 2016 statistics.  In April, Mt. Vernon was first in circulation (6,820), with Cassville (6,000) and Monett (5,861) following behind. E-material circulation continues to increase and had 2,003 checkouts compared to April 2015 at 1,257.  We anticipate that this number will be even better next month since Director Milburn and Rhonda Duff ordered new titles recently.  Hopefully, this will free up some of the holds that our customers had on material in the consortium.   Our computers were used 3,970 times with an additional 853 uses of WiFi.  In May the branches provided 221 programs with a total of 5,813 participants. 

Technology Report:  IT Manager Goulbourne reviewed the technology report. 
• Approximately 95% of all items purchased with the 2015 Winter Mini Grant funds have been deployed to all locations.  The nine small servers are awaiting installation based on a time table established after consulting with MOREnet engineering staff.
• All items purchased with the 2016 Technology Ladder Grant have been installed at all locations including staff computer upgrades, public internet computer upgrades and public use printer upgrades.
• We applied for the 2016 Mini Technology Grant. This will be phase two of the technology infrastructure upgrade and will facilitate the purchase of 18 computers and monitors.  We received three quotes for the grant.  If we are approved for the grant we will go out for formal bid.

*MDC Tech Group:  $17,441.82 (BLRL 25% = $4,360.50)
*
 SHI Inc.:  $17,293.68 (BLRL 25% = $4,323.50)
*
CDI Inc.:  $12,574.42 (BLRL 25% = $3,144)
•Re-wired the Eagle Rock Branch and moved all the tech equipment from the desk to a shelf on the wall.
• Shell Knob and Eagle Rock Branches are both on the list for bandwidth upgrades. We are waiting on vendor responses from MOREnet.
• The majority of the aging equipment that has been taken out of service will either be refurbished for other uses such as PAC computers that do not require internet access or the technology required for office or public internet use. Other pieces of equipment are being sold to the general public for home/office use after removal from inventory.

Motion made by Julie Vaughn to approve the Technology Report, second by Jan Vaughn.  All members present voted in the affirmative.  Motion carried.

Director’s Report:

Staff Changes: 
Aurora:  Jeanine Johnson, part time clerk, resigned the first part of June.  We will not fill this position.  We will instead use one of our part time substitutes to fill in as needed until the change in hours August 1.
Monett:  After reviewing applications for the Monett custodial position we decided to hire a local custodial service company instead.  Advanced Cleaning will start June 29 and will clean the branch twice a week.
SRC Temporary Library Assistant:  Marti Jones was interviewed and hired for the temporary SRC grant funded position.  She will work through the first week of August. 

Maintenance:  LCS Kleen Aire cleaned the ductwork (on old side) and air-conditioning units at the Aurora Branch.  They did find some black mold and sealed it with an encapsulating solution. 

Weeding Update:  Joyce Frazier and Rhonda Duff began weeding at Pierce City on Monday, June 20.   Weeding will continue next week.

Listening Tours:  All branches and board members were asked to do a “Listening Tour”.  The listening tour is to focus on getting input from friends, coworkers, community members, etc. about the failed tax levy measure.  They were asked to present three questions, then listen/record the information without offering any opinion:
1. What did you hear about why the levy failed?
2. Why do you personally think it failed?
3. What can we do differently to make it a success next time?
Deadline for getting information to the Regional Office is July 15. 

Board Re-Appointments:  Gina McIlrath, Barry County and Julie Vaughn, Lawrence County were both reappointed by their respective county commissioners for another 4 year term ending in 2020.  We still have one vacancy for Barry County to fill.
Background Checks:  Currently we background check all new employees using the Missouri Courts website, casenet.com. We also check to see if they are library cardholders in good standing. Both of these work well if they are local, native Missourians, but not so well if they are not. To combat this we plan to start using a paid service to background check applicants that have lived out of state. I am currently reviewing companies to see what would work best for our system for the lowest cost per new hire.
Shell Knob Chamber of Commerce Request:  Shell Knob Branch Supervisor, Anita Augustine reported that the Chamber members were concerned about the loss of one full plus one half day of library service to the Shell Knob community. They would like to know if the Chamber and other businesses would agree to “underwrite” salaries, would the library board consider allowing the Shell Knob Branch Library to be open either one additional day during the week or a half day on Saturday. This would go into effect with hour changes August 1, 2016 and remain in effect until April 2017 providing that the tax levy passes. Note:  After brief discussion the board denied the Chamber request and plan to move forward as planned on August 1, 2016.

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


NEW BUSINESS
Report of the Nominating Committee/Election of Officers:  The nominating committee met prior to the meeting to discuss the nomination of officers for 2016-2017.  The following board members were asked to remain in place in their current positions:  Ann Hall—President, Charles Peiter—Vice-President, and Felicity Nesbitt—Secretary/Treasurer.  No other nominations were made from the floor.  All agreed to remain as officers. Motion was made by G. McIlrath, second by Julie Vaughn to accept the nominated offers as present by the Nominating Committee.  All present voted in the affirmative.  Motion carried.

Corporate Authorization Resolution:  As there was no change in officers, the library district’s Corporate Authorization Resolution will remain in effect as is.

FY 2016-2017 Meeting Dates and Times:  After discussion, a motion was made by Jan Vaughn, second by G. McIlrath to keep the regular meeting date on the third Thursday of each month at 9 a.m. at the Pierce City Branch Library. All present voted in the affirmative.  Motion carried.  There will be no meeting during the month of July.  The first scheduled board meeting of the new fiscal year will be August 18, 2016.

Proposed 2016-2017 Budget:  All board members received budget information sheets to review in their board packets prior to the scheduled meeting.  Information provided included income projections, annual budget income averages, expenditure projections, budgeted item breakdowns, Capital Improvements/Furnishings/Equipment/Maintenance breakdown, employee salary schedule, health/dental/vision insurance projections, and staffing complements.  Director Milburn reviewed the proposed budget figures and discussion followed.
• Proposed tax revenue figures were based on the 2015-2016 income from county real estate/personal property taxes and the average overall increase in taxes over a 5 year period.  This average has worked well for us the last several years and provides a more realistic income number.  Assessments will not be received until late July or early August, so these numbers may need to be adjusted at the August meeting.  State Aid this year will increase from $.13 per capita to $.45 per capita providing that the Governor does not withhold any funds.  There may be little or no State Equalization again this year.  Other income includes fines and fees, donations, meeting room fees, book sale income, non-resident fees, e-rate refunds, and investment income.  As mentioned in the past we do not include income projections for things like Grant Funds since that varies from year to year.  Income is projected to be $1,561,151.

• The proposed budget for expenditures will be less than the past fiscal year.  This is due to the cuts that the board made at the April meeting after the loss of the bid to increase our tax levy.  We will not expend funds this year for databases (Ancestry.com) or capital improvements and for the second year in a row staff will not receive any pay increases.  We also cut several magazine titles which provided a modest savings.  Other line items that were discussed include:
*Health/Dental/Vision Insurance:  Upon the recommendation of our insurance broker Director Milburn estimated a 20% increase to health insurance and a 10% increase to dental and vision insurance.  Fortunately this increase will only apply to premiums for January – June 2017.  Our insurance contracts run for a calendar year rather than a fiscal year.
*Books and DVDs:  These line items have not seen an increase in almost 10 years.  We added $10,000 to the book budget and $5,000 to the DVD budget to help us keep up with customer requests/demands.
*Furnishings/Equipment/Maintenance:  We budgeted a modest amount for landscaping at Marionville in anticipation of their 10 year anniversary.  Funds from their bequest will pay for this.  We also budgeted $1,000 for repairs to the water damaged wall at the Aurora Branch.  This is the final repair that needs to be done as a result of the roof damage.  We may consider replacing the gravel for the parking space on the west side of the Mt. Vernon Library and some gutter cleaning/and exterior trim painting at the Pierce City Library.  Other than that there are no significant repairs that needed to be made. 
*Capital Improvements:  The older library van has more than 300,000 miles on it and is really beginning to show its age.  It is possible that we might need to replace it in the near future.  We may need to consider setting aside funds for this purchase at the August meeting.

After discussion a motion was made by Jan Vaughn, second by C. Peiter to approve as presented the proposed budget of $1,561,151 for income and $1,515,216 for expenditures.  All members present voted in the affirmative.  Motion carried.

Public Tax Levy Hearing Date:  Motion was made by G. McIlrath, second by Julie Vaughn to set the tax levy hearing date for 9:00 a.m., Thursday, August 18, 2016 at the Pierce City Branch.  All present voted in the affirmative.  Motion carried.

CLOSED SESSION
Motion was made by C. Peiter, second by G. McIlrath to go into closed session for discussion of personnel issues.  All members present voted in the affirmative.  Motion carried.

No motions were made or actions taken during closed session.

Motion was made by Julie Vaughn, second by C. Peiter to return to open session after discussion of personnel issues.  All members present voted in the affirmative.  Motion carried.


Having no other business to discuss a motion to adjourn was made Jan Vaughn, second by G. McIlrath.  All members present voted in the affirmative.  Motion carried.  Meeting adjourned.


Respectfully submitted,

 


Joyce Frazier
Recording Secretary


There will be no July Board Meeting.  The next Scheduled Board Meeting/Tax Levy Hearing will be held at 9:00 a.m. on Thursday, August 18, 2016 at the Pierce City Branch Library.