Board Minutes June 2017

MINUTES
BARRY-LAWRENCE REGIONAL LIBRARY BOARD OF TRUSTEES

June 22, 2017


The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Thursday, June 22, 2017 at the Pierce City Branch Library.  Present were: Ann Hall, Gina McIlrath, Ruth Buchner, Jan Vaughn, Julie Vaughn, Charles Peiter, Director Gina Milburn, and Administrative Assistant Joyce Frazier.  Absent were Marilyn Carey and IT Manager Noah Helterbrand. The meeting was called to order by President Ann Hall.  

CLOSED SESSION:

Motion was made by Jan Vaughn, second by C. Peiter 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 C. Peiter, second by G. McIlrath to return to open session after discussion of personnel.  All members present voted in the affirmative.  Motion carried.

MINUTES AND REPORTS:

Minutes:  May 18, 2017 meeting minutes were reviewed.  Motion made by Jan Vaughn to approve the minutes with no changes or corrections, second by G. McIlrath.  All members present voted in the affirmative.  Motion carried.

Financial Report:  Director Milburn reviewed the May 2017 financial report and discussion followed.  Motion made by C. Peiter to approve the financial report, second by Julie Vaughn.  All members present voted in the affirmative.  Motion carried.

Circulation Statistics:  Director Milburn reviewed the May statistics.  This was our best month this year.  Circulation was slightly higher this year (35,654) than last year (31,926) in spite of being open 2 less days.  Our average daily circulation was 1,633 compared to 1,388 in 2016. This month Cassville had a solid lead with 8,018 circulations.  Monett and Mt. Vernon tied with 6,788 each.  E-material circulation had 2,320 checkouts.  We had 3,134 uses of the computer and 837 Wi-Fi users. In May, the library offered 166 programs with a participation of 5,698. 

Technology Report:  In Manager Helterbrand’s absence Director Milburn presented the IT Report.
• goBEC installed their fiber at the Cassville Branch.  There have been no further complaints about the internet speed.
• We started sending email alerts for balance notices to all applicable customers.  The response has been outstanding.  Multiple customers have returned material marked as lost as long ago as early 2012.  Several have come in and paid fines or paid them online through PayPal.
• We were awarded the LSTA Grant to replace and upgrade the firewalls.  We will begin the bid process soon.

• Our damage assessment for the Marionville Branch for lightning damage was accepted.  Four computers and the fax machine will be replaced.

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:  Rachel Brown, part time clerk, submitted her resignation effective June 19, 2017.  Sarah Cornell has been hired as her replacement with a start date of June 19, 2017.
Cassville:  Donna Lawson has been hired to fill the vacant full time Library Assistant Adult Services position with a start date of June 1, 2017.
Miller:  Kathy Wells has been hired to fill the vacant part time Library Assistant Adult Services position with a start date of May 26, 2017.
Mt. Vernon:  Wanda Tinney, part time clerk, submitted her resignation effective July 19, 2017.  We have posted the position and hope to fill it before she leaves.
Purdy:  Terry Canady’s last day was May 22, 2017.  Jennifer Frazier has been hired to fill that position until the end of the summer with a start date of May 25, 2017.
Regional Office:  Noah Helterbrand submitted his resignation effective June 27, 2017.  We are exploring the possibility of outsourcing certain parts of our technology department.  Note:  After discussion, Director Milburn was asked to contact network consulting companies for quotes.  She will compile the information and send it to the board to review. 

Maintenance: 
Marionville:  At the end of May, the branch was struck by lightning twice causing damage to the electrical system, outside lights, and to several computers.  The total cost of the repairs was estimated to be $4,690.81 ($2,453.81 electrical, $2,237 computers).  We submitted a claim to our insurance provider to help cover the expense of the repairs. After our $1,000 deductible we received a check from the insurance company for $3,690.81.  Post Electric was hired to repair all the electrical issues. 
Mt. Vernon:  During a storm in late May, in the northwest corner of the parking lot, a tree split and fell onto the car of Supervisor Rinker.  Shields Tree Service has been hired to remove the tree.

Board Appointments:  Jan Vaughn, Lawrence County, has been re-appointed to another 4 year term ending in 2021.  We have an open position in Barry County that was vacated by Felicity Nesbitt.

Missouri Public Library Director’s Conference:  Director Milburn attended the Missouri Public Library Director’s Conference held June 1-2 in Columbia, MO.  Items discussed included MALA Update, Missouri State Library Update, and National Library Legislative Date.  MOREnet trainer Joey Bryan provided us with information about STEAM activities in the library involving robots and coding.  Barbara Reading, state librarian, announced her retirement.

Branch Evaluations:  Joyce Frazier and Director Milburn completed evaluations of all the branch locations this month.  At this time there are no major issues other than several locations need to be weeded to provide additional shelf space.  Purdy is the worst and will be addressed by the end of the summer.

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

NEW BUSINESS:

Mt. Vernon Storm Damage:  On May 25, 2017 Director Milburn reported to the board by e-mail or phone calls that Mt. Vernon Supervisor Cindy Rinker’s car was damaged on May 19th when a storm moved through the area.  The tree in the northeast corner split and fell on her car.  The insurance company was contacted to see if the library’s insurance would cover any or all of the damage.  Unfortunately it was considered an “Act of God” and therefore not covered. She shared the estimates to repair the car ($3,979 and $4,866)—both of which were more than the value of the car ($1,533).  Director Milburn asked the board to consider compensating Ms. Rinker for part or all of the damage.  After discussion the board members were asked to vote by e-mail or phone to provide compensation to Ms. Rinker in the amount of $1,000 or $1,500 for the damage.  Julie Vaughn abstained.  Gina McIlrath, Jan Vaughn, Charles Peiter, Ruth Buchner and Marilyn Carey voted to pay her $1,500.  Ann Hall voted to pay her $1,000.  After discussion, a motion was made by C. Peiter, second by Julie Vaughn to ratify the e-mail/phone poll to approve a $1,500 payment to Cindy Rinker.  All members present voted in the affirmative.  Motion carried.

Request for Full Time Status (and Insurance) for Eagle Rock/Shell Knob Supervisor:  On May 22, 2017 Director Milburn requested an e-mail vote to upgrade the branch supervisor position at Eagle Rock/Shell Knob to full time.  Jennifer Cochran is presently in this position and is working 32 hours.  She is the only supervisor in the system that is supervising two branch locations in a part time position.  An upgrade to full time would also come with full health, dental, and vision insurance benefits.  Julie Vaughn, Marilyn Carey, Jan Vaughn, Charles Peiter, Regina McIlrath, and Ann Hall voted yes.  After discussion, Jan Vaughn made a motion to ratify the e-mail poll to approve upgrading the Eagle Rock/Shell Knob Branch Supervisor position to full time, second by Charles Peiter.  All members present voted in the affirmative.  Motion carried.

Report of Nominating Committee Report/Election of Officers:  The nominating committee met prior to the meeting to discuss the nomination of officers for 2017-2018.  The following board members were nominated to serve as board officers:  Ann Hall—President, Gina McIlrath—Vice President, and Julie Vaughn Secretary/Treasurer.  No other nominations were made from the floor.  Motion was made by Jan Vaughn, second by C. Peiter to accept the nominated officers as presented by the Nominating Committee.  All present voted in the affirmative.  Motion carried.

Corporate Authorization Resolution:  Motion was made by Jan Vaughn, second by C. Peiter, to add Julie Vaughn—newly elected Secretary/Treasurer and Gina McIlrath—newly elected Vice President to be additional signers for all checking accounts and investments for the library district effective July 1, 2017.  Director Milburn will be the primary signer and in her absence other signers will be the executive board members:  President Ann Hall, Vice President Gina McIlrath, and Secretary/Treasurer Julie Vaughn.  All Members present voted in the affirmative.  Motion carried.

FY18 Meeting Dates and Times:  After discussion, a motion was made by Jan Vaughn, second by C. Peiter to keep the regular meeting date on the third Thursday of each month at 9 a.m. at the Pierce City Branch Library.  All present voted in the affirmative.  Motion carried.  There will be no meeting during the month of July.  The first scheduled board meeting of the new fiscal year will be August 17, 2017.

Proposed 2017-2018 Budget:  Director Milburn shared several budget handouts for the board to review:  income projections, budget income averages, expenditure projections, budgeted item breakdowns, capital/furniture/maintenance expenditure projections, staff health/dental/vision insurance projected costs, salary expenditure projections, and a proposed revised salary schedule.  Director Milburn reviewed the proposed budget figures and discussion followed.
• Proposed tax revenue figures were based on the 2016-2017 income from county real estate/personal property taxes and the average overall increase in taxes over a 5 year period.  Using the average overall increase has worked well for us as it provides a more realistic number.  Assessments will not be received until late July or early August, so these numbers will need to be adjusted at the August meeting.  Board Member Peiter also reminded us that all personal property is being re-assessed in both counties which may result in an increase in our tax base.  State Aid this year is estimated at a rate of $.38 per capita providing that the Governor does not withhold any funds.  There may be little or no State Equalization again this year.  Other income includes TIF distribution, donations, fines/fees, book sale income, e-rate refunds, and investment income.  Income is projected to be $1,555,705.
• The proposed budget for expenditures is projected to be more than the last fiscal year.  This is due to the fact that we are seeing increases in many of our line items like utilities.  We are also need to spend more on technology in order to meet the increased demands of staff and customers on our technology resources (wifi, internet, computers, etc.). Additional expenditure line items that were discussed included health/dental/vision insurance, staff salaries, utilities (water/sewer has increased dramatically), capital improvements (primarily money for a new vehicle), furnishings/equipment/maintenance, and technology.  Expenditures are projected to be $1,606,456. Once we have a better idea about our income projections in August we will make adjustments to bring this more in line with our income.
• As requested at the May 2017 board meeting, Director Milburn shared a plan to begin adjusting base salary levels for staff.  This plan also includes a new salary schedule with additional proposed positions.  If the board decides to approve the plan it would not take effect until January 2018.  The discussion was tabled until the August meeting.

After discussion a motion was made by C. Peiter, second by R. Buchner to approve as presented the proposed budget of $1,555,705 for income and $1,606,456 for expenditures.  All members present voted in the affirmative.  Motion carried.

Public Tax Levy Hearing Date:  Motion was made by R. Buchner, second by G. McIlrath to set the tax levy hearing date and time for Thursday, August 17, 2017, 9:00 a.m., at the Pierce City Branch.  All present voted in the affirmative.  Motion carried.

Having no other business to discuss a motion to adjourn was made by C. Peiter, second by Julie Vaughn.  All members present voted in the affirmative.  Motion carried.  Meeting adjourned.


Respectfully submitted,

 


Joyce Frazier
Recording Secretary

There will be no meeting held in July.  The next Scheduled Board Meeting will be held at 9:00 a.m., August 17, 2017 at the Pierce City Branch Library.