Board Minutes March 2017

MINUTES
BARRY-LAWRENCE REGIONAL LIBRARY BOARD OF TRUSTEES

March 17, 2017


The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Friday, March 17, 2017 at the Pierce City Branch Library.  Present were: Charles Peiter, Marilyn Carey, Jan Vaughn, Ann Hall, Gina McIlrath, Julie Vaughn, Ruth Buchner, IT Manager Noah Helterbrand, Director Gina Milburn, and Administrative Assistant Joyce Frazier.  Absent was Felicity Nesbitt. The meeting was called to order by President Ann Hall.  

NEW BUSINESS

New Board Member Introduction—Ruth Buchner, Eagle Rock:  New board member Ruth Buchner was welcomed.  Ms. Buchner was appointed by the Barry County Commissioners to finish the term of Christina Barnes.  Her term will expire June 20, 2018.

MINUTES AND REPORTS

Minutes:  February 16, 2017 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 February 2017 financial report and discussion followed.  Income is almost even with February of last year.  In expenditures we have expended less in salaries and health insurance as compared to February 2016.  This is due to staff vacancies and full time staff that opted out of health insurance.  Overall, we are holding the line with expenditures. Motion made by C. Peiter to approve the financial report, second by G. McIlrath.  All members present voted in the affirmative.  Motion carried.

Circulation Statistics:  Director Milburn reviewed February statistics.  Monett circulated the most materials (6,570) with Cassville coming in second (6,259) and Mt. Vernon in third (5,871).  E-book circulation had 1,935 checkouts.  Our average daily circulation continues to do well with an average of 1701 circulations per day.  This is our first month for the large branches to be open again on Saturdays. We had 3,377 uses of the computer and 876 Wi-Fi users. Both computer and wifi use showed an increase over last month.  In February, the library offered 215 programs with participation of 4,314.  Passive programs continue to be successful.

Technology Report:  IT Manager Helterbrand presented his report.
• We continue to rollout Deep Freeze at the branch locations.  Six branches now have at least one public computer with Deep Freeze.
• We are starting to rollout the Deep Freeze console for supervisors.  This enables supervisors to see public computer screens in real time and lock/unlock or reset the computers if necessary.
• Management and monitoring software rollout is nearly completed.  There are only a few circulation computers remaining.
• We are moving applicable computers to auto-shutdown at night for power conservation.  They will boot up automatically in the morning.  To reduce staff interaction, applicable 
computers will also automatically login.  For branches where this is setup, this change has been well received by the staff.

• Our IT asset management system is now fully completed thanks to a lot of hard work by Lee Ann Rosewicz.
• MOREnet connection upgrade requests have been signed and submitted.
• Cassville’s new microfilm system has been installed.
• goBEC (Barry County Electric) will soon begin the installation of the fiber optic connection at Cassville.
• We purchased a basic 3D printer.  We have made a number of prints and have identified a number of points which we are using to form education, methods, and policies for 3D printing.
• Electronic payments are being taken at two branches using the PayPal Here system.  Minor issues have been encountered, but the experience is becoming smoother as we refine policy and procedure.  We have not taken a significant volume of payments yet, but customers making the payments through the system have been happy so far.
• Google has approved the library for their non-profit programs, including G Suite.  In the past, Google has not allowed public libraries to receive these donated services.  So this is a very exciting development.  The enterprise services we can utilize for free include device management, expanded capability email services, online documents, creating a library intranet, and free internet advertising for the library and its programming/events.

Motion made by Julie Vaughn 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: 
• Aurora:  Ann Groskurth has been hired to fill the part time clerk opening.  Her first day was March 7, 2017.
• Pierce City:  Interviews will begin soon for the custodial position.  Linda Lanning, part time library assistant, submitted her resignation effective April 30, 2017.  This position has been posted and we hope to fill the position before Ms. Lanning leaves.

Trustee Vacancy:  The Barry County Commissioners appointed Ruth Buchner, Eagle Rock, to fill the open trustee position.  Felicity Nesbitt, Cassville, submitted her resignation and will not seek reappointment after her term expires, June 30, 2017.

Free Little Library:  We have had a handful of branch staff inquire if it is possible for the library to install free little libraries in their communities.  After discussion the board agreed that this should be a community project rather than a library project.

Maintenance:  Tucker Electric has been hired to fix the issue that we have at the Cassville Branch Library with the light pole that was removed.  They are going to dig up the concrete, put in a new junction box, and then fill in the hole.

Very Ready Reading Program Kit:  In order to encourage more Missouri libraries to expand their early literacy efforts, the State Library is offering a Very Ready Reading Program Complete Kit to all public libraries that have had staff or appropriate volunteers complete early literacy training in live, webinar or webcast format.  As one of the public libraries that qualified we were able to order one of these kits for free.

Public Library Collection Development Support Grant:  The library was invited to apply for a one time public library collection development support grant for $7,408.48.  We submitted our application on March 15, 2017.  If approved for this grant we will expend the grant funds on books, cds, and dvd’s for all ages.

Monett Historical Society:  Director Milburn attended the Monett Historical Society’s Board Meeting on March 8.  She asked if it would be possible to partner with them to present genealogy and local history programs that would be held at the museum and to partner with them on future digital archive projects.

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

OLD BUSINESS

Strategic Planning (Mission Statement):  We reviewed the two mission statement suggestions from the last meeting.  Director Milburn shared that this was a discussion item at the Supervisor’s Meeting on March 10th.  The branch supervisors really liked Ms. Vaughn’s suggestion the best.  We also discussed three words that could be used in conjunction with the statement—connect, transform, inspire.
*Connecting people to the transforming power of knowledge. (Jan Vaughn)
*Enriching the lives of individuals and our communities through innovation and imagination.  (Gina McIlrath)
Due to time constraints the discussion was tabled until the April meeting.

Community Survey—Where do we go from here?:  Now that the survey has been completed and tabulated we plan to move to the next phase.  We would like to ask for community input through the use of community forums.  Director Milburn shared that she talked with the supervisors about how to accomplish this and the type of questions that should be asked.  The supervisor’s decided that before going forward they would all view the webinar “Library 2.017 Adapt and Innovate”.  More information will be provided at the April board meeting.

NEW BUSINESS

Monett HVAC Bids:  In late February Director Milburn asked for an e-mail vote to go out for bid for the Monett HVAC system.  All board members at the time voted to approve the request.  C. Peiter made a motion to ratify the vote to go out for bid on a new HVAC unit, second by Julie Vaughn.  All members present voted in the affirmative.  Motion carried.

With approval from the board, a legal bid notice was placed in the Monett Times and Cassville Democrat with a due date of March 15.  We received two bids to replace the York 20 ton rooftop unit, one from Specialty Air in Springfield and one from Heller Heat and Air in Aurora.  Since this is a public works project both companies bid in compliance with the prevailing wage law.

• Specialty Air:  $21,657.09 with an additional $1,725 for a 5 year extended warranty for a total of $23,382.09.
• Heller Heat and Air:  $21,156.00 with an additional $1,725 for a 5 year extended warranty for a total of $22,881.00.

After discussion a motion was made by C. Peiter, second by Jan Vaughn to accept the bid of $22,881 (includes 5 year extended warranty) from Heller Heat and Air.  All members present voted in the affirmative.  Motion carried.

Monett Duct Cleaning Quotes:  As far as we know the duct work at the Monett Branch has never been cleaned.  Since we will have a new HVAC unit installed we thought that this would be a good time to make sure everything is nice and clean.  We asked three companies to provide us with a quote to clean the ducts and air vents.
• Scott’s Air Duct Cleaning (Springfield):  $3,600.  They did not provide a complete list of the work to be done.  The work would be completed in one day (we have to close) and 2 evenings.
• LCS Kleen-Aire (Springfield):  $4,770.19.  They provided a list for the scope of work.  The work would be completed in one day (we have to close) and several evenings depending on how things go.  The price goes to $5,556.20 if we want them to complete work on a Sunday.
• Enviro-Air (Springfield):  $7,150.  They provided a list for the scope of work.  The work would be completed in 5 evenings.

After discussion a motion was made by Jan Vaughn to accept the quote ($4,770.19) from LCS Kleen-Aire, with the library being closed one day, second by G. McIlrath.  All members present voted in the affirmative.  Motion carried.

Short Takes for Trustees:  The board viewed the 4th video in the series, “Library Advocacy”.  Next month we will watch, “Library Policies”. 

Policy Changes/Additions:
• 7.1 Vacation (Personnel Policy):  Discussed the possibility of changing the sentence “Employees are encouraged to take their vacation period in one or two week increments” to “Employees must take their vacation period in one or two week increments”.  The board was not able to come to a consensus about “encourage” versus “must”.  We will come up with some alternate words to choose from.  Discussion was tabled until next meeting.
• 4.75 Electronic Payments (Policy and Procedures Manual):  We are working to allow customers to pay fines and fees electronically using PayPal.  Through the end of March it is being tested at the Monett and Mt. Vernon Branch locations.  Director Milburn handed out a draft copy of the potential procedure and policy for this service.  We will discuss further at the April meeting after the test month is completed.

Tax Levy:  We continued to discuss the possibility of putting the tax levy ballot issue on the August ballot.  All present agreed that before moving forward it was necessary to hold community forums to gain approval from community members.  

CLOSED SESSION

Motion was made by Julie Vaughn, second by R. Buchner to go into closed session for discussion of real estate.  All members present voted in the affirmative.  Motion carried.

No motions were made or actions taken during closed session.

Motion was made by R. Buchner, second by C. Peiter to return to open session after discussion of real estate.  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 R. Buchner.  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. in April 2017 (date to be determined) at the Pierce City Branch Library.