Board Minutes August 2016


August 23, 2016

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

PUBLIC HEARING TO SET 2015-2016 TAX LEVY:  As required, notice of the public tax hearing was posted in all ten branch locations, seven days prior to the hearing.  The maximum authorized levy and last voter approved levy of 15 cents (.1500) per $100 valuation was proposed on the annual pro forma report.  After discussion, a motion was made by F. Nesbitt to set the tax levy for the 2016-2017 fiscal year at 15 cents (.1500) per $100 valuation, second by Jan Vaughn.  All members present voted in the affirmative.  Motion carried.


Revised FY 2016-2017 Budget:  Revisions to the 2016-2017 Operating Budget were discussed.  Revisions were based on the recently received projected tax income based on the 15 cents per $100 valuation and various adjustments to expenditures.  Using handouts provided in the board members packets, Director Milburn reviewed changes from the proposed budget presented at the June meeting to the revised and updated budged currently being presented. 
• Income projections:  Actual income thru end of June 2016 changed from $1,609,928.74 to $1,621,060.57.  Due to Governor Nixon’s withholds of $1.5 million from state aid to public libraries the state aid estimate dropped from $33,404 to $14,846.20.  Increased estimated income from book sales from $7,500 to $8,500.  The projected 2016-2017 income number decreased from $1,561,151.16 to $1,543,693.66.
• Expenditure projections:  There were slight increases made to line items for memberships (6032), office supplies (6035), internet/e-mail/licenses (6064), gas/electric (6041), and maintenance/repairs (6043).  The salary projection decreased from $858,661.00 to $850,994.32.  The increases and decrease almost balanced each other out.  Overall, the total expenditure projection slightly increased from $1,515,216.00 to $1,516,999.32.

Motion was made by Julie Vaughn, second by C. Peiter to approve the revised FY 2016-2017 Operating Budget figures.  All members present voted in the affirmative.  Motion carried.

Assigned Funds:  We expended the previously assigned funds on technology, maintenance contingency, and e-books.  If there are funds remaining at the end of this calendar year we may want to consider assigning funds to the Shell Knob Building Fund ($25,000 CD), ongoing maintenance ($50,000), new van ($25,000), and salary increases ($30,000).  Discussion was tabled until December/January when new tax dollars are received.


Code of Ethics Resolution:  Motion made by Jan Vaughn, second by Julie Vaughn to approve the Code of Ethics resolution to be submitted to the Missouri Ethics Commission.  All members present voted in the affirmative.  Motion carried.

Balance Budget Figures for 2015-2016:  President Ann Hall requested a motion to balance the budget figures for the last fiscal year ending with June 2016.  Motion made by M. Carey, second by F. Nesbitt to balance the budget figures according to CPA standards for FY 2015-2016.  All members present voted in the affirmative.  Motion carried. 


Minutes:  June 23, 2016 meeting minutes were reviewed.  Motion made by F. Nesbitt 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 June and July 2016 financial reports and discussion followed.  We ended FY 2016 (June) collecting more income than anticipated, mostly due to Senator Melton’s generous donation and grant funds.  As a result, our expenditures were higher than anticipated since we had to expend the donation and grant funds before the end of the FY.  For July, we had income of $27,474.46 (delinquent taxes and misc. other income) and expenditures of $123,803.20 (payroll, benefits, utilities, library materials, e-books, etc.).  The library is in good shape in checking operations and should have needed funds to finish out the year as long as there are no major catastrophes.  Motion made by Jan Vaughn, second by C. Peiter to approve the financial report.  All members present voted in the affirmative.  Motion carried.

Circulation Statistics:
• Fourth Quarter Report:  Director Milburn reviewed the fourth quarter numbers in comparison to previous months.  Overall circulation numbers are holding steady compared to the previous three quarters, but has dropped some compared to the previous FY.  E-Material circulation steadily increases each quarter.  WiFi use is also on the increase while desktop computer use is down.  Programming continues to be our best feature with 686 programs in the 4th quarter and 19,559 in attendance.
• June Statistics:  In June, Cassville was first in circulation (7,505) with Mt. Vernon coming in second (7,459) and Monett in third (7,365).  E-Material checkouts were 2,041, up from 1,300 in June 2015.  In June the branches offered 206 programs with 6,067 attendees.
• July Statistics:  In July, Mt. Vernon (7,242) was back in first place in circulation.  Monett came in second (7,202) and Cassville third (7,162).  Circulation is down just a little bit from last year, but we were only open an average of 21 days versus 22 days last year. E-Material circulation was 2,053 compared to 1,453 in July 2015. Computer use is down, but wireless use is up.  It was noted that even though computer use appears to be down the computers are always full especially at our bigger branches. There were multiple Summer Reading Club Programs in June and July with attendance higher than ever.  In July the branches provided 168 programs with 6,106 participants.

Technology Report:  Director Milburn reviewed the IT Manager’s report in J.J. Goulbourne’s absence. 

• All projects for the 2015 Winter Mini Grant and the 2016 Technology Ladder Grant were completed months ahead of schedule.
• We were awarded the 2016 Tech Mini Grant from the Missouri State Library for the purpose of completing the BLRL Aging Systems Upgrade (18 computers and 18 monitors).  Grant funds awarded totaled $9,432 with the library’s local match requirement at $3,144.  This will complete phase 2 of the planned replacement of aging systems in the district.  The anticipated date for funds to be expended is September 1, 2016.
• Our hosted e-mail service has been moved to MoreNet, which will give the IT Department full control over e-mail functions.  This will consolidate all special e-mail accounts with regular accounts (Youth Services, Adult Programs, and Supervisors). There was minimal cost to the library system.
• We are also exploring an off-site backup option for our servers through MoreNet.  This will be an added measure of redundancy in the event of a catastrophic failure.
• The BLRLIBRARY.ORG domain has been transferred to GoDaddy for hosting.  Lee Ann and IT Manager Goulbourne will be experimenting with a new web page which will eventually remove all costs associated with TLC hosting and managing BLRL’s web services.
• The backup Domain Controller (server) is online and function as a redundant system in the event of a failure of the primary DC.
• The 2015 Winter Mini Grant, the Technology Ladder Grant, and the 2016 Summer Reading Club Grant were audited by the Missouri State Library as required by IMLS.  All three grants were in compliance and received a good report.
• On Wednesday August 24, 2016, Manager Goulbourne will be conducting a presentation to the 6th Grade students at Miller Middle School.  The topic will be “Protecting Yourself in the Digital Age”.
• The BLRL will be hosting a webinar for over 240 attendees on Thursday August 25, 2016.  This is a follow-up presentation that was conducted in Denver several months ago.  Attendees include service law enforcement officers and investigators.

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

With the Technology Report completed board members Felicity Nesbitt and Julie Vaughn exited the meeting.

Director’s Report:

Staff Changes: 
• Aurora:  Rachel Brown, part time clerk will be on maternity leave sometime in late summer. 
• Mt. Vernon:  Mikayla Jones, part time clerk will be on maternity leave beginning September 19, 2016.
• Shell Knob:  Both Anita Augustine, part time branch supervisor and Marilyn Simmons, part time library assistant, youth services submitted resignations.  Ms. Augustine’s last day was August 5 and Ms. Simmons’ last day will be August 31.  Jennifer Cochran, part time 
supervisor at the Eagle Rock Branch will now supervise both locations.  Tracey Crook, part time clerk at Eagle Rock, has been promoted to the part time library assistant, youth services position.  She will provide youth services at both locations.  We plan to hire a part time clerk to fill in the remaining hours.

New Hours:  Our new hours went into effect August 1, 2016.  Aurora, Cassville, Marionville, Monett, and Mt. Vernon are now open Monday – Friday from 8:30 – 5:30 and Eagle Rock, Miller, Pierce City, Purdy, and Shell Knob are open Monday, Wednesday, and Friday from 8:30 – 5:30.  There will be no Saturday or evening hours. As discussed in previous meetings these hours will remain in effect until the end of this year/first of next year.

Maintenance:  The air conditioning unit at the Monett Branch is failing and will probably need to be replaced next summer.  Heller Heat and Air has done what they could to get us through the rest of this summer.  In addition to replacing the air conditioning unit we will also probably need to replace the entire roof.   The roof has been patched and fixed multiple times over the last 5-10 years.  Mr. Golubski told us that it would not last too much longer as long as there was wear and tear from foot traffic and movement on the roof.  We are probably looking at spending $200,000-$250,000 to replace both these items next summer.

Mt. Vernon Enhanced Enterprise Zone:  Jean Berg served as the library representative on the Mt. Vernon Enhanced Enterprise Zone Board for the past year.  She recently resigned her position and Library Board Trustee, Jan Vaughn agreed to serve in her place.

Annual Report:  Work on the annual report for 2015-2016 is underway and should be ready to present at the September Board meeting.

SRC Kindle Grand Prize Winners:  The Kindle Fire Grand Prize winners for SRC 2016 as follows:  Barry County— Simon Walker (child, Purdy), Noah Holmes (teen, Monett), Frances Taylor (adult, Eagle Rock) and Lawrence County—Grace Goff (child, Pierce City), Caden Adams (teen, Marionville), and Deborah Dunn (adult, Miller).  Photographs of the winners will be featured on our web page and sent to the local newspapers.  Congratulations to all participants for helping us to make SRC 2016 a great success.

Miller Festival:  The annual Miller Festival will be held the first weekend in September, September 1 - 3. The street in front of the library will be closed off to traffic, but there will be parking available this year at the end of the street.  Supervisor Rinker believes that the Miller Library will be able to remain open since customers will be able to access the library from the sidewalk.   

Pop Up Library:  In order to expand outreach services, the Pop Up Library is “popping” up around Monett, Marionville, and soon in Cassville.  A list of dates and times is available on our web site. 

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


Annual Statistics for FY 2015-2016:  Director Milburn reported that overall circulation numbers dropped since FY 2015.  E-Material use has increased with a total of 20,750 circulations for the year.  Mt. Vernon, Monett, Cassville, and Aurora are the biggest circulators with 72% of the overall circulation.  E-Material now includes e-books, e-audio, e-magazines, and streaming video.  E-magazines were added this past year and that along with the purchase of new e-book and e-audio book titles for our customers has really helped to increase usage. Programming continues to be popular for our customers with multiple story times, book clubs, summer reading programs, crafting, coloring, passive programs, and so on offered by multiple branches throughout the system.  In 2015-2016 the library system had 2,361 programs with 61,274 attendees, 654 more programs that last year and more than double the participants.  Mt. Vernon, Cassville, Marionville, Monett, and Aurora provide the most programs with 76 % of the total programming done in these five branches.  The system’s overall computer/wifi use (58,489) was just a little bit less than last year (60,377).  The library system owns 209,874 items that circulated 410,595 times.  The average turnover rate per item is 2.03.  The highest circulating category is DVD’s with a turnover rate of 5.91 per item.  The types of material that customers use and checkout has changed dramatically over the last 20 years.  Non-fiction used to represent a large portion of the overall circulation, but with the advent of “google” searching non-fiction circulation has dropped. “Entertainment” material is now the most popular.  Circulation by Holdingscode for 2015-2016 shows DVD at 26%, Fiction at 24%, Easy (children’s picture books) at 12%, Youth Fiction at 9%, E-material at 5%, Audio at 4%, and Large Print at 4% for a total of 84 %.  Uncataloged (4%), Adult Non-Fiction (8%), and Youth Non-Fiction (4%) have the remaining 16%.

Post Election Listening Tour Comments:  The branch staff and board members asked customers, friends and families three questions about the tax levy failure in order to get feedback to help us the next time that the library tries for a tax levy increase.  We asked three questions:
• What did you hear about why the tax levy failed?
• Why do you personally think it failed?
• What can we do differently to make it a success next year?

After receiving all the comments from the customers, friends, and family, Director Milburn compiled a list of all comments organized by question.  For the most part the comments were what we expected to hear, such as “people don’t want more taxes”, “didn’t know it was on the ballot”, “you received grant money and don’t need tax dollars”, “levy money wouldn’t benefit my community”, “you didn’t tell us to vote yes”, etc.  What we learned is:
• We need to do a better job about educating the public about why an increase is necessary.
• We need to better explain what the funds will be used for (operating expenses).
• We need to advertise more.
• We need to form a PAC committee that can run a “yes” campaign.


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

Maternity Leave:  We have two staff members that have requested maternity leave.  Part time Clerk (Mt. Vernon) Mikayla Jones qualifies for FMLA leave and will be taking approximately 6 weeks of unpaid maternity leave under FMLA guidelines.  Rachel Brown does not qualify for FMLA leave and has requested up to 6 weeks of unpaid leave as well.  Motion to approve part time clerk (Aurora) Rachel Brown’s request for up to 6 weeks unpaid maternity leave was made by Jan Vaughn, second by M. Carey.  All members present voted in the affirmative.  Motion carried.

Having no other business to discuss a motion to adjourn was made C. Peiter, second by Jan 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, September 15, 2016 at the Pierce City Branch Library.