Board Minutes August 2017

MINUTES
BARRY-LAWRENCE REGIONAL LIBRARY BOARD OF TRUSTEES

August 17, 2017


The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Thursday, August 17, 2017 at the Pierce City Branch Library.  Present were: Ann Hall, Gina McIlrath, Ruth Buchner, Julie Vaughn, Charles Peiter, Marilyn Carey, Wendy Miekley, Computer Technician Lee Ann Rosewicz, Director Gina Milburn, and Administrative Assistant Joyce Frazier.  Also present were guests Vicky Harp, Virlene Bennett, Cheryl Williams, Karen Foster, Anita Augustine, and Jeremiah Cook.  Absent was Jan Vaughn. The meeting was called to order by President Ann Hall.

PUBLIC HEARING TO SET 2017-2018 TAX LEVY:  As required, notice of the public tax hearing was posted in all ten branch locations, seven days prior to the hearing.  The maximum authorized levy and last voter approved levy of 15 cents (.1500) per $100 valuation was proposed on the annual pro forma report.  After discussion, a motion was made by C. Peiter to set the tax levy for the 2017-2018 fiscal year at 15 cents (.1500) per $100 valuation, second by G. McIlrath.  All members present voted in the affirmative.  Motion carried.


NEW BUSINESS: 

New Board Member Introduction:  Director Milburn introduced new board member Wendy Miekley of Exeter, MO.  Ms. Miekley is filling the Barry County Trustee spot vacated by Felicity Nesbitt.

Cassville Children’s Mural:  Vicky Harp and Virlene Bennett spoke to the board about the mural in the children’s department that was done in memory of their sister, Becky Fischer.  Becky Fischer was the Cassville Children’s Librarian prior to her death in 2004.  In the fall of 2015 the library moved around the teen section and the children’s section in order to make the best use of space.  This provided a much larger area for the children and a more private space for the teens. Unfortunately taller shelving had to be used for the teen material and part of the mural was covered with shelving and books.  The library was careful not to damage the mural in the process.  The shelving is secured to the wall just below the mural.  Ms. Harp and Ms. Bennett asked that the board remove the shelving so that the mural could again be seen.   While the board was sympathetic, they agreed that the shelving should remain as is.  After discussion, Administrative Assistant Joyce Frazier suggested that we find or take a picture of the mural, enlarge it, and then frame it.  The framed photo would then be hung in the new children’s section for all to see.  This was agreeable to all parties.  Director Milburn and Administrative Assistant Frazier will work on this project and report back to the board.


CLOSED SESSION:

Motion was made by Julie Vaughn, second by C. Peiter to go into closed session for discussion of personnel and 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 personnel.  All members present voted in the affirmative.  Motion carried.


MINUTES AND REPORTS:

Minutes:   June 22, 2017 meeting minutes were reviewed.  Motion made by Julie Vaughn, second by G. McIlrath to approve the minutes with one change—ratifying the e-mail vote for approval of the minutes on June 28, 2017.  All members present voted in the affirmative.  Motion carried.

Financial Report:  Director Milburn reviewed the June and July 2017 financial reports and discussion followed.  We ended FY 2017 (June) collecting more income than we budgeted.  This was due mostly to an increase in donations and memorials, including a $50,000 anonymous gift to the Monett Building Fund and funds donated for the Shell Knob Building Project.  Our expenditures for the year totaled just under the amount that we budgeted.  For July our income was $17,359.48 and our expenditures were $124,008.93.  This is typical for the first month of the fiscal year.  We have very little income beyond delinquent taxes, fines, fees and donations.  We have sufficient funds in checking operations to finish the calendar year providing there are no major repairs or disasters to address.  Motion made by C. Peiter to approve the financial report, second by Julie Vaughn.  All members present voted in the affirmative.  Motion carried.

Officer Changes for Financial Accounts:  With changes to the elected officers, board member Charles Peiter and former board member Felicity Nesbitt have been or will be removed from all accounts including the safety deposit box account. Board President Ann Hall and Director Gina Milburn will remain on all accounts.  Gina McIlrath, Vice President and Julie Vaughn, Secretary Treasurer will be added. 
• 1st State Bank—Checking account and four CD’s.
• 1st Independent Bank—Two CD’s (84 and 86)
• Simmons Bank—1 CD
As stated in last month’s minutes, Director Milburn will be the primary signer and in her absence two of the three executive board members as outlined in the Corporate Authorization Resolution.  A motion was made by Julie Vaughn, second by R. Buchner to approve the changes to the above mentioned accounts.  All members present voted in the affirmative.  Motion carried.

Balance Budget Figures for 2016-2017:  President Ann Hall requested a motion to balance the budget figures for the last fiscal year ending with June 2017.  Motion made by C. Peiter second by R. Buchner to balance the budget figures according to CPA standards for FY 2016-2017.  All members present voted in the affirmative.  Motion carried.

Circulation Statistics:  Director Milburn reviewed the June, July, and 4th quarter 2017 statistics. 
• June 2017:  Cassville was first in circulation with 8,098 checkouts.  Monett (7,753) and Mt. Vernon (7,439) came in second and third.  Purdy (945) and Miller (918) have the fewest checkouts.  Our average daily circulation was slightly higher than last year.  Director Milburn 
discovered a discrepancy in the circulation counts.  Earlier in the fiscal year, in an effort to automate computer signups, each branch was assigned a library card to record computer signups.  Unfortunately these “stats only” counts were calculated in the overall circulation numbers.  This issue wasn’t discovered until it was time to do the annual statistical counts.  Director Milburn backed out all of those numbers causing a slight drop in overall circulation.  Moving forward in the New Year this has been addressed and the computer signups will no longer be counted in the overall circulation statistics. 

• July 2017:  Cassville continued to be first in circulation with 7,254 checkouts.  Mt. Vernon (6,722) and Monett (6,290) came in second and third.  Average daily circulation was about the same as last year.  E-material circulation keeps growing.  This month there were 2,427 e-material (e-books/e-audio) checkouts, about 400 more than last year.  The library had a lot going on this month, especially with Summer Reading Club programming.  The library provided 160 programs with 4,396 attendees.
• 4th quarter 2017:  During the 4th quarter the library had 105,040 circulations, added 513 new cardholders, served 52,793 customers, had 9,643 computer uses, and provided 585 programs.

Technology Report:  Computer Technician, Lee Ann Rosewicz reviewed the Technology Report:
• Ms. Rosewicz has taken over the handling of day-to-day technology needs for the library system and has been working with Director Milburn on how to proceed with the library’s technology needs moving forward.  The hiring of an outside IT Management company should provide the library with a more secure and stable network environment.
• The library is currently working with Layer3, an IT Management company to configure and install eight firewalls purchased with funds from the LSTA Technology Ladder Grant.  A technician from Layer3, who is in charge of configuring the firewalls, came for an onsite visit to both the RO and Cassville locations, Tuesday, August 15th.  He verified information about our network to ensure proper firewall configurations.  At this time Layer3 plans to begin replacing the firewalls Tuesday of next week.
• We are still trying to resolve some unknowns and determine how to proceed regarding several projects that the former IT Manager had begun, but not completed.  Installing receipt printers at the branches, swapping out a couple of local servers, and setting up all branches on a Domain are the primary projects still to be completed.
• A new computer was purchased in July to replace the aging bookkeeping computer.  The most current version of software used for bookkeeping will not properly run on the computer currently being used.  We will be working with the accountant to set up the new computer and install the new bookkeeping software.

Motion made by R. Buchner to accept the Technology Report, second by W. Miekley.  All members present voted in the affirmative.  Motion carried.

Director’s Report:

Staff Changes: 

• Mt. Vernon:  Kaitlyn Robinson (formerly of Miller) has been filling in for Wanda Tinney, who resigned in June.  She will continue to work these hours indefinitely.
• Regional Office:  Charlotte Eaton, full time material processor, will retire at the end of August after 22 years with the library.  Her position has been posted and we hope to interview soon. 
• Shell Knob:  Donna Terry, part time clerk, resigned with an effective date of July 19, 2017.  However, she will substitute on an as needed basis.  David Pryor was hired to fill this position with a start date of July 27, 2017.

Maintenance: 
• Aurora:  We are having issues with the air-conditioning in the children’s area.  We hope to get this resolved soon.
• Miller:  We had to replace the water heater.   
• Mt. Vernon:  The handicap door button assemble had to be replaced at the front door at a cost of $1,600.

Board Appointment:  Wendy Miekley of Exeter has been appointed to serve for Barry County.  Her term will expire 2021.  She replaces the position vacated by Felicity Nesbitt.  All Board of Trustee positions are now filled.

Veteran’s Day:  The November 11th Veteran’s Day holiday falls on Saturday this year.  We would like to observe this holiday on the Friday before or the Monday after.  The federal observance of this holiday is on the Friday before, November 10.  After discussion, W. Miekley
made a motion to close the library on Friday, November 10 in observance of Veteran’s Day, second by Julie Vaughn.  All members present voted in the affirmative.  Motion carried.  The library will be open on Saturday November 11.

Mt. Vernon Branch:  The library purchased storage cabinets for the meeting room using donated funds from the Mt. Vernon Turkey Trot.

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


OLD BUSINESS:

Firewall Quotes:  On July 17, 2017 Director Milburn requested that the board approve by e-mail the quote submitted by Layer3 for the purchase of new firewalls.  We applied for and were granted a Technology Ladder Grant from the state to pay for the purchase of new firewalls and switches.  We have a more than a year to complete this grant, but needed to move quickly with the firewall purchase because the license will soon expire on our outdated firewalls.  The cost for the new firewalls is $14,053.36 and $1,500 to configure them.  The grant will pay for 75% of the cost with the library responsible for 25%.  Jan Vaughn, Ann Hall, Wendy Miekley, Gina McIlrath, Julie Vaughn, Marilyn Carey, and Charles Peiter voted yes.  After discussion, G. McIlrath made a motion to ratify the e-mail poll to approve the purchase of the firewalls/configuration from Layer 3, second by M. Carey.  All members present voted in the affirmative.  Motion carried.

Revised FY 2017-2018 Budget:  Revision to the 2017-2018 Operating Budget presented at the June 2017 meeting were discussed.  The revisions were based end of year expenditures that have been made and the projected tax income estimates that have been received.  Using handouts provided in the board members packets, Director Milburn reviewed the changes.

Income projections:  Actual income through end of June 2017 changed from $1,606,980.34 to $1,619,944.24.  For the new fiscal year, state aid was calculated at an estimated rate of $.38 per capita for an estimated total of $28,000.  We expect to receive more in current taxes because of the reassessed property values and new construction in both counties.  Therefore the estimated income from current taxes went from $1,189,916 to $1,219,916. This is the next to the last year that we will collect e-rate refunds for telephone services.  The amount that we should receive is $4,059.73.  The projected 2017-2018 income increased from $1,555,705 to $1,602,764.73.
Expenditure projections:  Slight increases or decreases were made to the following line items—salary (decrease), payroll expenditures (increase), audit/professional services (increase), conference/continuing education (increase), technology (decrease), telephone (increase), gas/electric (increase), health insurance (increase), furniture/equipment (increase) and capital improvements (decreased to $0).  The salary estimate for the IT Manager position was moved to audit/professional services to reflect the change from a person to a company.  The expenditure projection decreased from $1,606,456 to $1,600,238.43.
Director Milburn reviewed potential changes to staff salaries and positions. 
* In order to prepare for the possibility of minimum wage becoming a “living” wage of $10.00 per hour Director Milburn suggested that we proactively increase our library clerk starting wage incrementally over the next 5 years.  At the present time the starting wage for clerks is $7.70 (state minimum wage) per hour.  She suggests increasing it to $8.00 hour beginning January 1, 2018.  If the clerks starting wage increased then the entire pay plan would need adjustment.  Director Milburn then reviewed the proposed pay plan included in the board packet.
* Director Milburn requested that the Library Clerk position be renamed and upgraded to Library Assistant.  As Library Assistants they would still be primarily responsible for circulation and shelving, but their duties would be expanded to helping with programs.
* Director Milburn reviewed the Salary Schedule for 2017-2018.  There are several changes and additions to the schedule.  Possible new positions were added to the schedule to prepare for the future, such as a Marketing/Social Media Manager, Cataloger, and Maintenance Supervisor.  We would fill these positions as the need arises and funding allows. The new salary schedule also make allowances for positions to be paid more depending on experience and education.
* With the removal of the IT Manager position and the adjustments to salaries the proposed salary expenditure decreased from $893,000 to $838,940.43.  If the board decides to keep all salaries and wages as is with no increases the salary expenditure would drop to $799,811 with total expenditures dropping to $1,561,109.

After discussion a motion was made by G. McIlrath, second by R. Buchner to approve the revised FY 2017-2018 Operating Budget figures including the pay plan adjustment, Library

Assistant position, and the new salary schedule.  The pay plan adjustment, Library Assistant position and new salary schedule will not go into effect until January 1, 2018.  The pay plan adjustment is contingent upon tax collections in December 2017.  All members present voted in the affirmative.  Motion carried.

Purdy and Miller Branches:  Discussion tabled until next meeting.


NEW BUSINESS:

IT Managed Services—Review of Quotes:  With the resignation of our IT Manager in June we decided to explore using a company that provides managed network services.  Five companies were asked to submit quotes:  KPM Technology, J Mark, MOREnet, PC Solutions and Layer3.   J Mark declined the offer to submit a quote.  MOREnet and PC solutions did not provide a quote.  KPM and Layer3 did submit quotes.  Both provide similar services, and received favorable comments from references.  Quote packets were provided to board members as part of their pre-board meeting reading packets:
• KPM was established in 1999 and is based out of Springfield.  They have 8 full time staff and one intern.  There were three levels of services quoted.  Pricing per month is:  Network Guardian ($9,040), Remote Guardian ($5,800), and Network Sentinel ($2,020).  The quote was for number of servers and number of PC’s/Laptops.
• Layer3 has been in business for 15 years and are based out of Springfield.  Their employee retention rate is in the top 1% of all Network Consulting firms in the United States.  The library has the option to enter into a month-to-month agreement for an initial pilot period of 3 months at the same rate as an annual agreement.  After the pilot period the library may extend the agreement for an additional 36 months.  There were three levels of services quoted.  Pricing per month is:  Platinum ($6,510), Gold ($4,550), and Silver ($2,850).  The quote was for number of sites, servers and workstations.  They offered a non-profit discount of 10% for the Silver and Gold levels and 20% for the Platinum level.  The price of each level may rise or drop if servers are eliminated or workstations are added.  There is an initial $3,100 onboard set up fee.

After discussion, a motion was made by M. Carey to approve Layer3 and their Gold level plan with a 3 month initial pilot period, second by W. Miekley.  All members present voted in the affirmative.  Motion carried.

Proposed Personnel Policy Changes—Leave Time:  Earlier in the year we discussed the possibility of giving part time staff paid vacation and sick leave and full time staff personal days. Currently part time staff do not earn any leave time. We also discussed making changes to the full time vacation schedule and allowing new staff to take vacation time before their one year anniversary date.  Based on these discussions Director Milburn suggested the following changes to the vacation (7.1) and sick leave (7.3) policies and the addition of a personal leave (7.9) policy:
• 7.1 Vacation—full time:  Full time salaried employees would be allowed two weeks of vacation time, eligible for one week after completing the first six months of employment. 
Eligible for additional one week on anniversary date.  Currently full time staff is only allowed one week of vacation after the 1st year anniversary. The vacation schedule is currently 1 year (40 hours), 2-5 years (80 hours), 6-14 years (120 hours), and 15 years and up (160 hours).  Vacation schedule would change to:

* 1-5 years  80 hours/2 weeks
* 6-10 years  120 hours/3 weeks
* 11 years and up 160 hours/4 weeks
• 7.1 Vacation—part time:  Part time staff that work 20 or more hours would be entitled to vacation with pay.  Temporary and part time (less than 20 hours) employees would not be eligible.  Part time employees that work 20 or more hours per week would be allowed 20 hours of vacation after the one year anniversary date.  Vacation schedule would be: 
* 1-5 years   20 hours
* 6-10 years  40 hours
* 11 years and up 60 hours
• 7.3 Sick Leave—full time:  Changed rate of leave wording to “full time employees will accrue paid sick leave at the rate of eight hours per month.”
• 7.3 Sick Leave—part time:  Part time staff that work 20 or more hours would accrue paid sick leave at the rate of four hours per month.  Sick leave may not exceed the maximum of forty eight hours per calendar year.  Accrued sick leave is computed on a continuous basis and may be accumulated to a maximum of 192 hours.  Temporary and part time (less than 20 hours) employees would not be eligible.  As with full time employees, part time employees would not be allowed to take sick leave during the first three months of employment.  However, sick leave would accrue at the rate of four hours per month from the beginning date of employment.
• 7.9 Personal Leave—full time:  Personal leave would be awarded to full time employees only.  They would be eligible for two days per year.  One would be awarded on January 1 (8 hours) to be taken between January 1 and June 30. The other one would be awarded on July 1 to be taken between July 1 and December 31.  Personal leave would not be allowed during the first three months of employment.  It must be taken during the allotted time frame and cannot be carried over to the next 6 months or to the next calendar year.  An employee would not be paid for unused personal leave if employment is terminated.

After discussion, a motion was made by C. Peiter, to approve the 1st reading of the 7.1 Vacation, 7.3 Sick Leave, and 7.9 Personal Leave policies, second by G McIlrath.  All present voted in the affirmative.  Motion carried.  2nd reading motion was made by R. Buchner, second by W. Miekley.  All members present voted in the affirmative.  Motion carried.  Leave policy changes and additions will take place January 1, 2018.

Code of Ethics Resolution:  Motion made by C. Peiter, second by G. McIlrath to approve the Code of Ethics resolution to be submitted to the Missouri Ethics Commission.  All members present voted in the affirmative.  Motion carried.

Annual Statistics for FY 2016-2017:  Director Milburn reported that overall our statistics are down in many areas from last year.  This is due in part to a reduction in days and hours for all branch locations.  Circulation for the system was 374,565.  This is down from last year. However, e-material circulation has increased by more than 5,000 checkouts for a total of 25,517.  Aurora, Cassville, Monett, and Mt. Vernon again are the biggest circulators with 72% of the overall circulation.  We saw meeting room usage increase with 464 uses, up from 371 last year.  Programming for children, teens, and adults continues to be popular.  This year we provided 2,397 programs with 58,915 participants.  Cassville and Mt. Vernon provide the most programs with 45% of the system total.  Monett, Aurora, and Marionville follow up with 35%.  In 2016-2017 we had 206,726 customers use our 10 branch libraries and many of these customers used our computers/wifi 49,588 times.  We had 374 volunteers give 1,509 hours of service.  The system owns 218,356 items that circulated 374,560 times.  The average turnover rate per item is 1.83.  The highest circulating category is DVD’s with a turnover rate of 4.99 per item.  Other top categories are fiction, large print, and books on CD.   Overall, “entertainment” categories account for 81% of our circulation. 

Mt. Vernon Storm Damage Update:  Director Milburn shared a thank you card from Cindy Rinker, Mt. Vernon Branch Library.  She thanked the Board for the compensation that the library provided for the damage to her car.  The last thing that needed to be completed was the removal of the tree and stump.  Both have been removed by Bridger Shields Tree Service for $600.

Tax Levy (April 2018):  The Board discussed the possibility of going back to the voters on April 2018 to get our tax levy ceiling reinstated to 20 cents per $100 valuation.  We all agreed that it might be easier to get our levy moved back to its last ceiling rather than asking for two additional cents (22 cents).  Director Milburn has been reading a book written by Patrick Sweeney and John Chrastka of EveryLibrary called “Winning Elections and Influencing Politicians for Library Funding.  In this book they provide lots of good information about how to move forward, including a timeline.  We have until October to determine if we want to move forward.  Until that time we will continue to talk to our communities about the library and gather names of people to serve on a Political Action Committee.

Having no other business to discuss a motion to adjourn was made by C. Peiter, 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., September 21, 2017 at the Pierce City Branch Library.