Board Minutes January 2017


January 19, 2017

The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Thursday, January 19, 2017 at the Pierce City Branch Library.  Present were:  Julie Vaughn, Charles Peiter, Marilyn Carey, Jan Vaughn, Felicity Nesbitt, IT Manager Noah Helterbrand, Director Gina Milburn, and Administrative Assistant Joyce Frazier. Absent were Ann Hall and Gina McIlrath. The meeting was called to order by Vice President Charles Peiter.  


Information Technology Manager—Introduction:  Director Milburn introduced the newly hired Information Technology Manager, Noah Helterbrand.  Mr. Helterbrand has several years of computer experience with PC Solutions and most recently with Jack Henry.  He started on Wednesday, January 11 and has already identified 25 technology projects that need to be completed.  We are pleased to welcome Mr. Helterbrand to the library.


Minutes:  December 15, 2016 meeting minutes were reviewed.  Motion made by Jan Vaughn 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 December 2016 financial report and discussion followed.  Our first current tax payments were received in the amount of $221,916.22.  Other than that we received very little income during the month.  With the hiring of the new IT Manager, Director Milburn pointed out that the salary line item in expenditures will increase next month (will be reflected in the February financial report).  She also pointed out that water and sewer costs across the system have increased approx. 25% over the budgeted amount.  Other monthly expenditures are in line for this time of year.  Motion made by M. Carey to approve the financial report, second by F. Nesbitt.  All members present voted in the affirmative.  Motion carried.

Circulation Statistics:  Director Milburn reviewed the December circulation statistics and branch activity reports.  Monett was first in circulation (6,036) with Cassville coming in second (5,903) and Mt. Vernon in third (5,344).  E-book circulation continues to do well with 1,991 checkouts as compared to 1,626 last year.  Our average daily circulation was 1,649 which was up from 1,476 in December 2015 even though we were open 4 days less.  We had 2,784 uses of the computer and 745 Wi-Fi users. In December, the library offered 194 programs with participation of 4,857.

Technology Report:  IT Manager Helterbrand presented the IT Manager’s report.
• We requested a bandwidth upgrade for Pierce City to 5mb due to bandwidth issues.
• We requested a bandwidth upgrade for Cassville to 25mb for bandwidth issues and to enable support of upcoming disaster recovery site project.

• A digitally signed wildcard SSL certificate was purchased for  This will be used to help properly secure sites and communications.
• Began working on the Winter 2017 Technology Ladder Grant Application.  We are requesting funds for next generation firewall equipment, which is a critical foundation of the majority of IT projects for 2017 and beyond. (Note:  This is a matching grant.  The library has to contribute 25% of the overall cost).
• Put together a server to service Symantec endpoint manager and also to bring out unifi controller in house.
• Created a list of IT projects (24 currently) for 2017 and beyond.  This list is necessary in order to bring the library’s IT infrastructure in line with current practices and procedures.

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

Director’s Report:

Staff Changes: 
• Monett:  Noah Helterbrand has been hired as the new IT Manager.  His start date was January 11, 2017.
• Pierce City:  Kathryn Robinson resigned as custodian at the Pierce City Branch Library.  Her last day was January 16.  She will, however, continue as custodian at the Miller Branch.  We haven’t yet determined if we will replace this position.  In the meantime the Pierce City staff has taken over the cleaning of the branch.

Staff Evaluations: All annual staff evaluations have been completed.

Inclement Weather:  The library system closed on Friday, January 13, 2017 due to the impending ice storm. 

Digital Newspaper Grant:  We received permission from Matt Butler, Digital Collections Coordinator for the Missouri State Library, to apply for a LSTA Grant to digitize the Wheaton Journal along with the Cassville Republican.  We are only applying to digitize two newspapers instead of the four that we considered in the Letter of Intent.  Depending on the outcome of this grant we may consider applying next year to digitize other local newspapers.  The grant is due February 1, 2017.

• Peterson Family Charitable Trust:  The Cassville Branch has received a total of $13,640.51 from the Peterson Charitable Trust.  We plan to purchase a new digital reader/printer (for newspaper microfilm) with funds from this trust.
• Cassville Branch Friends of the Library:  The Cassville Friends of the Library were the beneficiary of Dale Armitage’s life insurance policy.  They received a little over $7,000.
• Mt. Vernon Branch:  The Mt. Vernon Branch Library received $2,300 from the Mountaineer Turkey Strut.

Holiday Gift Baskets:  In November Director Milburn reported that the library used premiums received from Quill along with various other donated items to make 4 holiday gift baskets.  We used these gift baskets as a fundraiser to purchase holiday dvd’s and cookbooks.  We sold chances for $1 each or 6 for $5.  The winning names were drawn on December 20, 2016: Julie Antle (Marionville), Roger Moreland (Marionville), Rafael Davila (Monett), and Charles Stalker (Aurora).  Pictures of the winners were posted on our library web page and Facebook page.  We made a little over $300.

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


Strategic Planning (Mission Statement)—Assignment Review:  Since it had been some time since we had discussed this topic, Director Milburn reviewed the strategic Planning Mission Statement assignment.  She will send out all the needed paperwork by e-mail after the meeting.  Please come prepared to share your vision for the library and the words that you think are important to describe the library.

Community Survey:  In mid-December we began distributing a community survey to our customers and community members.  The survey is two pages long and asks for input about the use of the libraries, what services are most popular, and what services are needed in the future.  We will use the information from the surveys to help with our strategic plan and planning for our next tax levy campaign.  Surveys will be collected through the end of January 2017. 

Calendar Year End Budget Review: 
• Director Milburn reported that we had received the bulk of our tax collections (current, delinquent, surcharge, intangible, etc.) for the fiscal year.  So, far the total received is $1,305,804.08.  This is an increase of $20,103.06 from this time last year ($1,285,701.02).  She also reported that we have received $17,079.18 from state aid, state equalization and A&E funds.  This is down $3,590.88 from last year.  We continue to receive less in state aid and equalization each year.  Director Milburn reminded us that these combined funds have to last us through the end of 2017. 
• Director Milburn requested that the board consider granting a 2% pay increase for library staff that have been employed at least 6 months and have successfully completed their initial employment period.  A 2% increase would cost approximately $15,000.  She states that this increase would be made possible with savings from unfilled positions and health insurance since the beginning of the fiscal year.  The savings equals approximately $18,000.  After discussion F. Nesbitt made a motion to give a 2% increase to all qualified employees using funds that were saved from unfilled positions and health insurance with no impact on the general budget effective 2/1/2017, second by Julie Vaughn.  All members present voted in the affirmative.  Motion carried.


Short Takes for Trustees—“Board Meetings”: Due to time constraints board members agreed to view the latest short take video at home.  Director Milburn will send the link and instructions for viewing to all board members.

Library Hours:  Across the system we have been closed on nights and Saturdays for 6 months.  While circulation and use of the library remains the same or has increased, customer comments show that they would like to have extended hours back.  After discussion of possible hour changes and a review of the end of the year budget a motion was made by Julie Vaughn, second by Jan Vaughn, to open Aurora, Cassville, Monett, and Mt. Vernon branches on Saturdays from 8:30-5:30.  The Miller, Pierce City, Purdy, Eagle Rock and Marionville will remain closed on Saturdays and continue with their present hours.  Felicity Nesbitt, Charles Peiter, Jan Vaughn, and Julie Vaughn all voted in the affirmative.  Marilyn Carey abstained.  Motion carried.  The board will review the change in hours in 6 months and make any needed adjustments at that time.

Tax Levy:  Director Milburn reported that it is too late for us to go back to the voters in April of this year.  Therefore we will look at possibly going out for a tax levy increase in August (2017). After discussion the board decided to delay making any decisions until the February board meeting.

Assigned Funds:  This agenda item was tabled until the next meeting.


Motion was made by Julie Vaughn, 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 F. Nesbitt, 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 by Julie Vaughn, second by F. Nesbitt.  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, February 16. 2017 at the Pierce City Branch Library.