Board Minutes September 2016


September 15, 2016

The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Thursday, September 15, 2016, at 9:00 a.m. at the Pierce City Branch Library.  Present were:  Ann Hall, Jan Vaughn, Julie Vaughn, Charles Pieter, Marilyn Carey, Felicity Nesbitt, Gina Milburn, J.J. Goulbourne, and Janea Coker.  Absent were Gina McIlrath and Administrative Assistant Joyce Frazier. The meeting was called to order by President Ann Hall.


Minutes:  Meeting Minutes from August 23, 2016, were reviewed.  Motion made by C. Pieter to approve the Minutes with no changes or corrections, second by M. Carey.  All members present voted in the affirmative.  Motion carried.

Financial Report:  Director Milburn reviewed the August 2016 financial report.  Director Milburn reported that this is the time of year when we primarily only receive delinquent tax collections.  We should begin receiving new “current” taxes in December or January.   The majority of income came from collection of fines, fees and a couple of donations.  Grant funds should be released as soon as the required reports are completed.  It’s been three months and we still have not received payment from the E-Rate Fund. We are waiting on a Form 498 ID that gives approval to transfer the funds directly into the library account.  Director Milburn has emailed them twice to check on the status, and will give them a call by the end of the week.  Once we receive the approved ID number Director Milburn will be able to request e-rate fund payments for FY 2015-2016.  Expenditures are in line for this time of year.  The Internet/Email/License expenditure will appear in next month’s report.  Director Milburn reports that we should be in pretty good shape through the end of the calendar year.  Motion made by Jan Vaughn, second by Julie Vaughn to approve the financial report.  All members present voted in the affirmative.  Motion carried.

Circulation Statistics: 
• Director Milburn reports that August was the first month that we were open fewer days.   This year in August, we were open 18.5 days as compared to 21.3 days last year.  This equals three less days for August 2016.  The smaller branches were only open on Monday/Wednesday/Friday 8:30-5:30, and the large branches were open Monday through Friday 8:30-5:30.  There were no branches open extended hours during the week or on Saturdays.  Despite the decrease in days, circulation is almost even with last year.  The average per day circulation is quite a bit higher.  Computer use is reflected by fewer days.  Wireless use was almost the same. 
• Programming hasn’t really been affected by the decreased hours.  Director Milburn has advised staff that they can still have after hours programming, and even Saturday programming with approval.  Meeting room use is up and we provided more children’s programs.  The number that fluctuates the most is outreach, which depends on what’s going on.  The Aurora Back to school bash reflected bigger numbers.  In outreach, Monett had 372 participants for the pop-up library which went to the Monett YMCA, Lacoba Nursing Home, and the park.  Passive programming really helps our numbers.  August is a slow month with no story time and summer reading club wrapped up. 
• Eagle Rock and Mt. Vernon were the winning branches for the most books read contest during the Summer Reading Club.  Both winners were able to offer their customers a special program.  Eagle Rock did a program with a bouncy house and slide.  Mt. Vernon had “Wonders of Wildlife” and animal Olympics. All branches are doing a great job with programming. 
• Director Milburn reported that E-book circulation continues to grow.  We had 1,400 in E-book circulations last year and 2,100 this year.  

Technology Report:  IT Manager J.J. Goulbourne reported the following:
• Aurora has been asking for children’s computers but it wasn’t in the technology plan.  The Aurora Friends of the Library donated $800 to purchase two new computers, and they were installed last week.
• In an effort to automate the anti-virus scanning and management of both office and public computers, J.J. configured a server specifically for this purpose.  This will minimize, if not eliminate, branch supervisors and staff having to check computers manually each day and run anti-virus scans.  It also automates the reporting which comes to the IT Department for correction, starting on Monday. 
• The computers and monitors purchased on the latest Technology Grant (to replace 18 old computers) were shipped last week and should be in tomorrow.  J.J. advises that he hopes to have them deployed to their respective branches before the end of the month.  J.J. states that once this is complete, the library system should be set for 5-6 years as far as technology is concerned.  We are in extremely good shape compared to where we were a year ago. 
• Since the last report, the IT Department has received 45 requests for service and all requests have been resolved successfully.
• J.J. thanked the board for taking care of him, he has enjoyed his position with the library and it has been a wonderful growth experience.  He still plans on doing presentations at the MoreNet conference next month.  And he will still be available for questions.  J.J. reported that he has also started a quick reference guide for the library. 

The Board thanked J.J. for his wonderful service and commitment to the library.  With all of his technological upgrades, he has left our library in a far better place.

Motion made by Jan Vaughn to approve the Technology Report, second by Julie Vaughn.  All members present voted in the affirmative.  Motion carried. 
Director’s Report: 
Regional Office:  IT Manager J.J. Goulbourne submitted his resignation with an effective date of September 30th.  His position has been posted for the past two weeks, and today is the deadline.  Director Milburn plans to interview one qualified applicant and will determine filling the position from there.  The only other option is to go with managed services, which is expensive and the library would be at the mercy of the availability of an IT tech at the hosted management center.  Janea Coker stated that speaking from branch and customer perspective, having in-house IT has been extremely helpful as they can remote in and walk staff through step-by-step in resolving their issues.
Shell Knob:  The part time clerk (12-16 hours) position is still vacant.  We have posted the position and have received applications.  The Shell Knob staff is interviewing four people today and hope to have the position filled soon.
Mt. Vernon:  Kathy Wells resigned about a year ago when her husband went back to work.  Then she had several health issues to overcome.  She now has a clean bill of health, so Director Milburn has asked the Mt. Vernon staff to see if Kathy would be interested in coming back as a substitute to fill in for employees that are out on maternity leave, illnesses, vacations, etc.
Miller:  The air conditioning unit froze up in Miller.  It needed a new control panel, which was not too expensive, and thankfully the unit didn’t need to be replaced. 
• Carpet Cleaning:  Director Milburn reports that Aurora, Marionville and Eagle Rock have had their carpets cleaned.  Clean Pro in Springfield is doing the cleaning for the north branches and we are looking into having an individual in Eagle Rock do the carpet cleaning for the south branches.  Mt. Vernon is scheduled for this weekend and Pierce City and Miller are next.
Staff Development:  Cindy Frazier is attending the Leadership Monett Class.  Lee Ann Rosewicz will be joining and participating in the Monett Young Professional Network.
Program Request:  Cassville Branch is thinking of adding a daytime movie program for senior citizens for Monday Matinee.  Previously, the Board has only approved PG-13 rated movies, not R rated movies.   Motion made by Julie Vaughn to deny the request from Cassville to show R rated movies and to continue the Board’s policy of only purchasing PG-13 rated or under films, second by Jan Vaughn.  All members present voted in the affirmative.  Motion carried.
SRC Grant Update:  Janea Coker and Director Milburn completed the final report for the Summer Reading Program grant.  IMLS changed some of the things that they wanted reported, as they in turn must report to the U.S. Government in order to pass the money on to the library.  The new requirements mandated a six or seven lines description per program to report.  The State Library gave us permission to combine the same type of response for multiple branches.  Janea stated the reporting is heavily weighted to outcome based evaluations.  The library district received very nice comments about the SRC programming.  The best example was a family who went on vacation, but the kids wanted to come back early so that they could attend one of our programs.  Last year’s report was 10 pages, this years was 25, which doesn’t include the supplemental materials. Director Milburn advises that there has been internal discussion on possibly revamping the library’s Summer Reading Club, as we’re seeing some decline in participation and the paperwork requirements for the grant are prohibitive.  

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


Summer 2016 Technology Grant:  Motion made by Jan Vaughn to accept the bid on the Summer 2016 Technology Grant from CDI, Inc., in the amount of $12,576.42, second by F. Nesbitt.  All members present voted in the affirmative.  Motion carried.  CDI’s bid was not only the lowest (other bids were in excess of $17,000.00), but they also provided the best quality, current technology, 24 hour onsite support and they exceeded the minimum requirements from the Missouri State Library.
All Staff Meeting Day:  Motion by C. Pieter to approve the Library System closing on Tuesday, October 25, 2016, for an All Staff Meeting Day, second by M. Carey.  All members present voted in the affirmative.  Motion carried.  It was agreed that the Board will not hold their next regularly scheduled meeting on October 20th, but rather will meet on October 25th at 9:00 a.m. in Cassville so that the library employees may meet the board members.  Director Milburn advises that the strategic plan will be discussed at the All Staff Meeting, together with the upcoming tax levy.


Summer Reading Club 2016 Statistics:  Janea Coker went over the statistics for the Summer Reading Club.  We had online registration with 79 responses this year, which was up from last year.  There were 121 children’s programs, with a total of 5,438 children in attendance.  There were 10 teen programs, 46 adult programs, and 167 passive programs.  We had 354 total programs with 13,020 in attendance.  Passive programming is very popular, particularly in the smaller branches.  The district held a branch reading competition.   Some of the smaller branches encouraged their kids to compete against themselves, which brought up the numbers up.  Janea reported that we’re not having as many people sign up, but they’re reading so much more.  Outreach was down, despite going into schools and senior citizen centers.  Outreach visits fluctuate as communities change, in years past there were more places to visit.  Online surveys and paper surveys were conducted.  Reading event survey generated 698 responses which were data entered.  457 people registered (71.9%) for SRC.  We tried to streamline the paperwork, but we still have to report numbers to the state.  Janea was very excited to announce that on our event survey, 93.3% of respondents said that our staff and library is still the voice that the community in hearing about our programs and presentations.  She says that we’re reaching new customers, but our main participants are existing customers.  The end of reading program survey generated 91 responses.  79.3% children, 13.8% teen, 39.4% in adult participation.  34.5% were first time participants.  86.7% reported enjoyment of reading increased, 65.9% reported socializing increased, 55.4% reported increase in children’s verbalization, 66.7% reported their child’s reading skill improved, 82% reported an increase in reading amount, 85% increased knowledge of subject, and 98.6% said they would continue to visit the library. 

Janea shared some favorite comments:  “Enjoyed guest speakers,” “Made reading a treat, not a chore,” “Increased my children’s interest in reading,” “The library is a fun place to be, not just quiet and serious,” and “Thank you for this program.”

2016 SRC Donations/Grants:  A breakdown was provided to the Board of grants funds versus local funds.  The library created baskets with local made items for drawings for the adult reading program.  We received great donations from Branson and Springfield.  Janea reported that our communities were very supportive of SRC. 

Motion made by C. Pieter to approve the 2016 Summer Reading Club Statistics, second by M. Carey.  All members present voted in the affirmative.  Motion carried.

2015-2016 Annual Report:  Director Milburn provided the 2015-2016 Annual Report to the Board for review.  It includes a Director’s Note, but the statistics are not much different from last year.  Circulation has dropped, but fiction and DVDs are circulating well.  The Report highlights technology, grants and donations, and miscellaneous items, reporting financial summary, and percentage of revenue and expenditures.  This year, taxes represent 87% of our income.  Last year it was 79%.  That number keeps increasing as other funding sources decrease.  State funding was only 1% of our budget, it was 6% last year.  In expenditures, payroll and benefits are our largest items, which is true for any business.  25% goes to library operations, 2% programming and 11% library materials.  The report also details branch activity summary and the top 10 most circulated books.   

Motion made by Jan Vaughn to approve the 2015-2016 Annual Report, second by Julie Vaughn.  All members present voted in the affirmative.  Motion carried.

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

Respectfully submitted,

Felicity Nesbitt
Board Secretary

The next scheduled Board Meeting will be held at 9:00 a.m. on Tuesday, October 25, 2016, at the Cassville Branch Library.