Board Minutes October 2016


October 25, 2016

The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Tuesday, October 25, 2016 at the Cassville Branch Library.  Present were:  Ann Hall, Jan Vaughn, Julie Vaughn, Charles Peiter, Marilyn Carey, Gina McIlrath, Director Gina Milburn, Administrative Assistant Joyce Frazier and guests Jan Anthony (library customer), Mark Ingram (Barry County resident), Sheila Harris (Cassville-Democrat Newspaper), and Julia Kilmer (Cassville-Democrat Newspaper).  Absent was Felicity Nesbitt.  The meeting was called to order by President Ann Hall.  

Branch Hours:  Jan Anthony, a concerned library customer, addressed the library board about the new hours that were instituted August 1, 2016.  She asked that the board consider adding back Saturday hours and instead close a full or half day during the week.  Once Ms. Anthony addressed the board she exited the meeting.  After discussion, the library board agreed that, as stated before, they will consider adding back Saturday and evening hours the first part of January 2017.

Digitizing Local Newspapers:  Barry County resident, Mark Ingram, addressed the library board about digitizing the Wheaton Journal.  The Wheaton Journal has ceased publication, but was in existence for 100 years.  Mr. Ingram has secured copyright release for 83 years of the newspaper and is working on the last 17 years.  He has also begun to gather letters of support for the project.  According to the handout that Mr. Ingram presented to the board “the Wheaton Journal occupies a unique and irreplaceable niche in the history of western Barry and northeastern McDonald counties.  Making this available free to the public, via the library, would preserve a perishable resource for future generations.”  There are grant funds available from LSTA for newspaper digitizing projects.  Mr. Ingram asked that the library consider applying for one of these grants.  All digitization projects are done through the State Historical Society of Missouri.  Archivist Patsy Luebbert would do the bulk of the work to obtain grant funding with the Barry-Lawrence Regional Library acting as the project host.  Director Milburn spoke with Ms. Luebbert recently and shared information from a handout that outlines the library’s responsibilities and the state historical society’s responsibilities. There would be no local funding required, just library staff time and effort.  After a brief discussion the library board tabled making any decision or having further discussion until the November board meeting.  With the digitizing discussion concluded Mr. Ingram, Ms. Harris, and Ms. Kilmer exited the meeting.

Minutes:  September 15, 2016 meeting minutes were reviewed.  Motion made by M. Carey 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 September 2016 financial report and discussion followed.  We had very little income during the month of October.  We received a small amount of delinquent taxes and all of our e-rate refunds.  We also received the quarterly donation from the Peterson Trust fund in the amount of $1,295.03.  Monthly expenditures are in line with this time of year.  Director Milburn handed out a corrected copy of the annual income budget sheet with the “actual income” column reporting numbers through the end of June 2016 rather than through the middle of June 2016.  Motion made by C. Peiter, second by G. McIlrath to approve the financial report.  All members present voted in the affirmative.  Motion carried.

Circulation Statistics:  Director Milburn reviewed the September 2016 statistics.  Monett was first in circulation (6,655) with Cassville coming in second (6,075) and Mt. Vernon in third (5,739).  The library system was open an average of 5 fewer days in September.  Even though our overall circulation numbers were lower our average daily circulation was higher.  The same was true of computer and wireless use.  E-Material checkouts were 2,099, up from 1,296 in September 2015.  In September the library offered 226 programs with participation of 4,902.

At the conclusion of the statistic report President Ann Hall exited the meeting and Vice-President Charles Peiter assumed control of the meeting.

Technology Report:  There was no technology report.

Director’s Report:
Staff Changes: 
Aurora/Mt. Vernon:  Former Mt. Vernon employee, Kathy Wells, was hired as a part time temporary clerk with a start date of September 19, 2016.  She will fill in for Mikayla Jones (Mt. Vernon) and Rachel Brown (Aurora) while they are out on maternity leave.
Cassville:  Jane Severson, part time clerk, resigned with an effective date of October 12, 2016.  Marissa Tucker was hired as her replacement with a start date of October 5, 2016.
Shell Knob:  Ellen Crates is the new part time clerk.  She started September 22, 2016.
Regional Office:  The IT Manager position is still open.  We are reposting the position and are hopeful that we can get qualified applicants.

Technology:  We received computers and monitors from CDI for the 2016 Technology Grant.  Lee Ann Rosewicz, computer technician, is working to get computers imaged and installed at their designated branch locations.

Maintenance:  We asked CCR to take a look at the roof on the new portion of the building at the Aurora Branch.  We continue to have problems with leaks in the section over the fiction area.

Purdy Friends of the Library Request:  The Purdy FOL would like permission to purchase a banner promoting the FOL group that would be displayed at the branch. After discussion the library board asked for further information about the size, wording, and cost of the proposed banner.

Shell Knob Friends of the Library:  The Shell Knob FOL would like approval to make some minor changes to their by-laws (see handout). After discussion the board approved the changes as stated in the handout.

SRC Grant 2017:  After discussion with Janea Coker and Joyce Frazier we have decided to not apply for a 2017 SRC Grant.

Shell Knob Bridgeway Plaza Annual Meeting:  The annual meeting was held October 11.  Supervisor Jennifer Cochran attended the meeting.  All landscaping has been completed and the back road was chipped and sealed.  Director Milburn will serve on the board one additional year.

Short Takes for Trustees:  This is a series of 10 short videos (8-10 minutes each) than can be shown during Trustee meetings to stimulate discussion about the important role that Trustees play in the governance of the library.  The Missouri State Library is offering 12 public library districts the opportunity to access the videos for free.  Director Milburn wanted to know if the library board was interested if there were still free openings.  After discussion the board agreed that these videos would be beneficial and Director Milburn will contact the State Library.

Exempt Definitions:  Beginning December 1, 2016 the basic requirements for white collar exemption under the standard duties test will change.  With these changes we will only have two positions that will meet the requirements for exempt status:  the Library Director and the IT Manager. 

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

Aurora Entrance Ramp, Repairs:  Administrative Assistant, Joyce Frazier reported that the concrete ramp going up to the entrance door is settling and pulling away from the brick wall.  This has created an uneven surface and is a potential hazard for handicapped customers.  Ms. Frazier met with the Aurora Building Inspector and he recommended that we replace the entrance ramp.  After discussion a motion was made by M. Carey, second by Julie Vaughn to go out for bid to replace the concrete sidewalk/entrance ramp.  All members present voted in the affirmative.  Motion carried.

Motion was made by Julie Vaughn, second by Jan Vaughn 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 M. Carey, second by Jan Vaughn 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 C. Peiter, 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, November 17, 2016 at the Pierce City Branch Library.