Board Minutes November 2016


November 17, 2016

The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Thursday, November 17, 2016 at the Pierce City Branch Library.  Present were:  Ann Hall, Jan Vaughn, Julie Vaughn, Charles Peiter, Marilyn Carey, Gina McIlrath, Felicity Nesbitt, Director Gina Milburn, Administrative Assistant Joyce Frazier and guests Kurt Krueger (CPA Group), Mark Ingram (Barry County resident), Murray Bishoff (Monett Times), and Sheila Harris (Cassville-Democrat Newspaper). The meeting was called to order by President Ann Hall.  


Auditor’s Report, FY 2015-2016:  Accountant Kurt Krueger, CPA Group, distributed copies of the audit and gave a brief overview of their findings.  All assets and liabilities were discussed.  Based on the audit the library district is in stable financial condition and has no outstanding debt.  After a brief discussion, Mr. Krueger stated that he felt that we were in maintenance mode.  We can sustain present services, but can add nothing new.  He talked with us about the definitions of and differences between assigned funds, restricted funds, and unrestricted funds.  During the discussion a couple of errors were discovered.  Mr. Krueger will correct those discrepancies and present the final audit at the December meeting.  No motion to approve the audit can be made until those corrections are completed.  At the conclusion of the review, Mr. Krueger exited the meeting.


Newspaper Digitization:  After discussion, Director Milburn recommended that the library board approve the Wheaton Journal digitization project, providing that Barry County resident, Mark Ingram agreed to help with the Letter of Intent, getting letters of support, and the grant application. Mr. Ingram stated that he would provide assistance as needed. Information about the letter of intent and the grant writing process is now available on the State Library’s website.  While Archivist Patsy Luebbert can do the bulk of the work there are several components, such as a brief history of the two counties that needs to be part of the letter of intent and the grant application.  No local matching funds are required. As part of the grant it is possible that the library could receive funds for indirect costs (NOT a kickback)—10% of the grant, up to $2,500.  This would help to offset staff time. Motion made by Julie Vaughn to approve application for the newspaper digitization project, second by C. Peiter.  All members present voted in the affirmative.  Motion carried.  With the digitizing discussion concluded Mr. Ingram, Mr. Bishoff and Ms. Harris, exited the meeting.


Minutes:  October 25, 2016 meeting minutes were reviewed.  Motion made by G. McIlrath 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 October 2016 financial report and discussion followed.  We had very little income during the month of October.  We received a small amount of delinquent taxes, state aid (1st and 2nd quarter) and state equalization (1st and 2nd quarter).  Monthly expenditures are in line with this time of year.  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 October 2016 statistics.  Cassville was first in circulation (6,048) with Monett coming in second (5,840) and Mt. Vernon in third (5,506).  The library system was open an average of 6 fewer days than in October of 2015.  In spite of being open fewer days than last year our average daily circulation is higher—October 2016 = 1,741 compared to October 2015 = 1,435.  The same was true of computer and wireless use.  E-Material checkouts were 2,102, up from 1,461 in September 2015.  In October, the library offered 224 programs with participation of 4,848.

Director’s Report:

Staff Changes: 
• Shell Knob:  Ellen Crates, part time clerk last day was Wednesday, November 16.
• Regional Office:  The IT Manager position is still open.  We have only had one application

Aurora:  CCR finally took a look at the roof on the new portion of the building at the Aurora Branch.  We are waiting to hear back from them about what needs to be repaired.
Marionville:  Some minor repairs need to be made to the Marionville Roof.  Kenny Golubski has been asked to check it out.

Short Takes for Trustees:  We received approval to participate in this series of 10 short videos (8-10 minutes each).  We will show one video per meeting, beginning with the December 2016 meeting.  These videos are intended to be shown during Trustee meetings to stimulate discussion about the important role that Trustees play in the governance of the library.  We are very fortunate to have this training provided to us for free by the Missouri State Library.

Minimum Wage:  As of January 1, 2017 minimum wage will increase to $7.70 per hour up from $7.65 per hour.  There are 9 clerical positions that will benefit from this 5 cent per hour increase.

Holiday Schedule, 2017:  In 2017 Christmas Eve and Christmas Day fall on a Sunday and Monday respectively.  Typically we would ask that all full time staff take a day for the Christmas Eve holiday in the week or so following the holiday. In lieu of doing this Director Milburn requested that we close on Tuesday, December 26 in observance of the Christmas Eve holiday.  After discussion a motion was made by M. Carey, second by C. Peiter to close the library system on Tuesday, December 26, 2017 for the Christmas Eve Holiday.  All members present voted in the affirmative.  Motion carried.

2017 SRC (promotional materials) grant:  Each fall the State Library offers a reimbursement grant for Summer Reading promotional materials.  The grant award amount this year is $721.64.  These funds will be used to purchase promotional items (bookmarks, posters, incentives, etc.) from CSLP (Collaborative Summer Library Program) for the 2017 SRC.  The funds can only be used to purchase items for the children and teens SRC.

Holiday Gift Baskets:  Using the premiums received from Quill along with various other donated items we put together 4 holiday gift baskets.  We are using these gift baskets as a fundraiser to purchase holiday dvd’s and cookbooks.  We are selling chances for $1 each or 6 for $5.  We will draw for the winners on December 20.  Each of the 4 larger branches have one of the gift baskets on display—contents are listed on the front of each basket.  The information is also available at all branch locations, on our web page, and on our Facebook pages.

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


Health, Dental, and Vision Insurance Renewals: 

Health:  The current Anthem Blue Cross Plan, Gold BLPref 1YZC will be replaced with Gold BLPref 2FRK.  They are the same except the ER copay is increasing from $200 to $400.  The new plan will still have a $1,000 deductible with 20% coinsurance and $3,500 out of pocket.  The premiums are still age based and will go up 15.82% (less than the estimated 20% in the budget) beginning January 1, 2017.  There are 18 full time employees that are eligible for health insurance—10 are on the library plan and 8 are on different plans.  In order to ensure that we are getting the best health care plan for our money our insurance agent, Bell and Associates, requested quotes from United Healthcare, Humana, Cox, and Aetna.  We looked at similar plans across the board and none of them offered the same value that we presently have for a similar cost.  Director Milburn recommends that we continue with the plan option as outlined above with a $100 monthly contribution per employee. 
Dental and Vision:  The library has used Delta Dental for the last several years for both dental and vision insurance.  The dental insurance will increase 2% (budgeted for 10%) and the vision insurance will remain the same in 2017.  The library pays the full premium for both dental and vision insurance plans for each full time employee.  Full time employees can add spouse or child(ren) to the plan at their (employee) expense.  There are no new changes to either the dental or vision plans.  We will have the same coverage on both as we did in 2016. 
Motion made by G. McIlrath to accept the Vision Plan Renewal and to approve the increases to the Health and Dental Insurance Renewal Packages (effective January 1, 2017) as presented, second by Jan Vaughn.  All members present voted in the affirmative.  Motion carried. 

Strategic Planning: 

• At the October 25th Staff Meeting, Director Milburn worked with the staff to begin developing a new short mission statement.  In the afternoon session staff were broken into 5 groups to discuss key words about what they value most about the library.  They had to identify 10 key words and then narrow it down to 4.  These key words were used to describe “What We Believe In”.  Then each group was further challenged with coming up with only 3 words that would describe the library’s mission and a statement about why we do what we do to go along with each word.  Director Milburn shared these mission statement ideas with the board along with sample mission statements from libraries across the country.  She asked that by the next board meeting that each board member complete the same exercise and come prepared to discuss what they selected as important mission statement words and phrases. 

• Director Milburn also asked each branch to begin thinking about how to get input from their communities about what they believe are important library services that we offer or could offer.  Along with having community conversations we are looking at doing some type of survey to get customer and community input.  This information will be important to us creating goals and objectives for a strategic plan.

Tax Levy, 2017:  We discussed the possibility of trying again to get a tax levy increase since our attempt failed this past April.  Items up for discussion included how much to ask for, when to try (April or August), and forming a political action committee.  The discussion was tabled until the December 2016 meeting so that Director Milburn has time to get some information about what the costs would be to put the levy on the ballot in either April or August 2017.


Motion was made by M. Carey, second by F. Nesbitt 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 Julie 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 by Jan Vaughn, second by C. Peiter.  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, December 15, 2016 at the Pierce City Branch Library.