Board Minutes May 2017


May 18, 2017

The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Thursday, May 18, 2017 at the Pierce City Branch Library.  Present were: Ann Hall, Gina McIlrath, Ruth Buchner, Jan Vaughn, Julie Vaughn, Felicity Nesbitt, IT Manager Noah Helterbrand, Director Gina Milburn, and Administrative Assistant Joyce Frazier.  Absent were Marilyn Carey and Charles Peiter. The meeting was called to order by President Ann Hall.  


Minutes:  April 18, 2017 meeting minutes were reviewed.  Motion made by Julie Vaughn to approve the minutes with no changes or corrections, second by F. Nesbitt.  All members present voted in the affirmative.  Motion carried.

Financial Report:  Director Milburn reviewed the April 2017 financial report and discussion followed.  We received our 3rd/4th quarter state aid payment.  It was significantly less than last year.   Expenditures are as expected for the month.  Motion made by G. McIlrath to approve the financial report, second by F. Nesbitt.  All members present voted in the affirmative.  Motion carried.

Circulation Statistics:  Director Milburn reviewed April and 3rd quarter statistics.  Circulation was slightly less (31,061) than last year (31,484).  We were open 4 less days this year, but our average daily circulation was higher at 1,515 (compared to 1,307 in 2016). This month Cassville lead in circulations with 6,712.  Monett (6,044) and Mt. Vernon (6,009) were close behind.  E-material circulation had 2,231 checkouts.  We had 3,121 uses of the computer and 777 Wi-Fi users. In April, the library offered 240 programs with participation of 5,463. 

Technology Report:  IT Manager Helterbrand presented his report.
• All public computers are now using Deep Freeze.
• goBEC should be installing Cassville’s second connection within the next week.  Mr. Helterbrand has already done equipment preparations and matched the network configuration to Monett’s.
• All locations are now equipped to process credit cards.  In the first 18 days of May, 7 of 10 branch locations did a total of 47 transactions (3 have not used the equipment yet).  In the month of April there were 54 transactions.  Usage seems to be catching on.
• After a full month of the new staff email we have had zero issues with the service itself, and only a few minor user issues.
• Mr. Helterbrand identified 79 users with incorrect charges on their accounts.  Those charges were corrected and he attempted to contact some of the customers, but has received no responses so far.

• He identified a small pool of users that have outstanding debts in collections, but have not paid in more than a year.  He emailed these customers with an offer to pay securely online through PayPal online invoicing.  He received sufficient response to this to warrant continuing and expanding this effort, as it brings in fine and fee revenue that would otherwise never be recovered.
• Mr. Helterbrand recommends that the library drop UMS and the associated TLC module, and instead send delinquent accounts mail and/or email notices on a regular basis.  After 30 days we can offer them secure online payments as an option.  After discussion Julie Vaughn made a motion to eliminate UMS service and to work delinquent fines in house with a $3.00 recovery fee charge, second by G. McIlrath.  All members present voted in the affirmative.  Motion carried.
• Several instances of account issues have been found where staff took payments for fines, but the payment was not properly recorded in TLC.  This will be addressed by requiring staff to provide all customers making fine payments over $1.00 with a printed receipt.  Printing a receipt ensures the payment has been properly recorded in TLC and the customer has a record of it.  To mitigate the cost of providing these receipts, a single networked thermal receipt printer will be installed at each of the 5 large branches.
• We are preparing to implement eFaxing services to replace our traditional fax machines.  This will give us more flexible faxing at a substantially lower cost and less equipment to maintain.  This move is required as part of the groundwork for our upcoming system wide phone upgrades.

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

Director’s Report:

Staff Changes: 
• Cassville:  Angie Judd, full time Library Assistant—Adult Services submitted her resignation with an effective date of May 31, 2017.  This position will be posted internally and we hope to fill it soon.
• Marionville:  Delora Manning, part time clerk, was promoted to the part time Library Assistant—Adult Services position vacated by April Coring.  Brenda Lopez was hired to fill the part time clerk position with a start date of May 22, 2017.
• Miller:  Kaitlyn Robinson, part time Library Assistant—Adult Services and Kathryn Robinson, part time custodian submitted resignations with an effective date of May 31, 2017.
• Monett:  Missy Smith, part time clerk resigned with an effective date of April 24, 2017.  Azia Donnini was hired to fill this position with a start date of May 17, 2017.

• Cassville:  The hole left by the removal of the power pole at the east end of the parking lot has been repaired and filled in.
• Monett:  The 20 ton rooftop HVAC unit at the Monett Branch was replaced as scheduled April 19, 2017 by Heller Heat and Air.  As discussed at the April Board meeting the Monett Branch was closed on Monday, May 1, 2017 in order for the duct work to be cleaned.

NASA @ My Library:  We did not receive the NASA @ My Library grant that we applied for in April.  There were over 500 applications with only 75 receiving the grant.  We will continue to work with NASA as we have in the past to provide programming for our branch libraries.

2017 Summer Reading Club:  Registration for the SRC program began on Monday, May 15, 2017.  The theme this year is “Build a Better World.  The program will run through the end of July.  We will be giving out incentives this year as in the past and will hold a grand prize drawing at the end of the summer.  Customers of all ages are invited to participate by reading or attending programs.

Aurora Meeting Room Request:  “Peers Encouraging and Empowering Peers” (P.E.E.P.’s), a state run “recovery” center is relocating to the Aurora area.  They would like to use the meeting room at Aurora until they find something and get settled in—Wednesdays at 5:30 p.m. and Fridays from 12-4 through July.  They will give a $100 donation for the use of the room.  They are a non-profit organization and have provided us their 501c3 paperwork.  After discussion Jan Vaughn made a motion to approve use of the meeting room at the Aurora Branch as requested by the “P.E.E.P.’s in Recovery” group, second by F. Nesbitt.  All members present voted in the affirmative.  Motion carried.

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


Strategic Planning:  To help move the strategic planning along, Director Milburn asked that the board brainstorm about what they would like to see happen at the library in the next year, three years, and five years.  Here are the ideas that were discussed:
• Check out non-traditional items (toy kits, fishing poles, cake pans, etc.)—3 years
• Seed Swap—1 year
• 40 hour week for all branches—1 year
• Bookmobile/Pop Up Library (mobile unit)—5 years
• Books by Mail—3 year
• Social Media Marketing—1 year
• Monett Building Project—5 year


Remarks—Karen Foster, Shell Knob Friends of the Library (FOL) President:  Ms. Foster requested that the board consider adding an extra day (Thursday) in the near future to the Shell Knob Branch.  She feels that it is needed for the number of customers that are using the library and to serve customers that will be in Shell Knob on Thursdays on the OATS bus. 

Short Takes for Trustees:  Due to time constraints the board decided to view the “Library Policies” and “Strategic Planning” videos at home.

Branch Hours/Staff—Miller and Purdy:  Purdy and Miller are the two least used branches in the library system.  Director Milburn shared with the board the expenditures versus tax collections, circulation statistics, county/branch library community populations, and overall use for each branch in the system.  The board discussed long term staffing and hours of these two branches.  Discussion was tabled until the end of the summer when the summer reading program is completed.

Base Salary Rates:  It is increasingly difficult to keep part time staff employed for any length of time.  The library’s turnover rate has been high over the last year.  There are many factors that contribute to turnover.  The biggest hurdles are pay, education, and work experience.  At the present time our entry level part time clerical positions only pay minimum wage.  The rest of the pay scale is based on the entry level pay and adjusted according to education level and position.  It is hard to hire and retain qualified staff for what we pay them.  In preparation for budget discussions at the end of June, Director Milburn drafted a plan to increase and adjust starting pay levels per position over a five year period.  If the board was interested in pursuing pay level adjustments then Director Milburn will work on a full plan to implement.  It was also suggested that we consider giving part time staff limited benefits, such as vacation and allowing full time staff the ability to take vacation after a 6 month initial employment period rather than 12 months.  After discussion the board approved Director Milburn’s request and asked her to present phase one at the budget discussion at June’s board meeting.

Nominating Committee Report:  The nominating committee will report on officer nominations at the June meeting.


Motion was made by Julie Vaughn, second by Jan Vaughn to go into closed session for discussion of personnel.  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 G. McIlrath to return to open session after discussion of personnel.  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 G. McIlrath.  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., June 22, 2017 at the Pierce City Branch Library.