Board Minutes October 2017

MINUTES
BARRY-LAWRENCE REGIONAL LIBRARY BOARD OF TRUSTEES

October 19, 2017


The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Thursday, October 19, 2017 at the Pierce City Branch Library.  Present were: Ann Hall, Gina McIlrath, Marilyn Carey, Wendy Miekley, Jan Vaughn, Charles Peiter, Ruth Buchner, Julie Vaughn,  Director Gina Milburn, and Administrative Assistant Joyce Frazier.  Also present were guests, Jennifer Cochran (Eagle Rock/Shell Knob Branch Supervisor), Donna Lawson (Cassville Library Assistant, Adult Services), and Anita Augustine. The meeting was called to order by President Ann Hall.

NEW BUSINESS

MLA Conference Report:  Jennifer Cochran, Donna Lawson, and Janea Coker attended the Missouri Library Association Conference (MLA) October 3-6 as representatives of Barry-Lawrence Regional Library.  Ms. Cochran, Ms. Lawson, and Director Milburn (in Janea Coker’s absence) shared information about the conference.  All three attended a variety of workshops on various topics, such as genealogy, programming for the 22-30 age group, senior citizen’s, MOREnet, presenter’s showcase, Native Americans, surveys, etc.  All three thanked the Board for being able to attend the conference and were excited to share their ideas with everyone.

MINUTES AND REPORTS

Minutes:  September 21, 2017 meeting minutes were reviewed.  Motion made by C. Peiter, second by M. Carey to approve the meeting minutes.  All members present voted in the affirmative.  Motion carried.

Financial Report:  Director Milburn reviewed the September 2017 financial report and discussion followed.  We had $31,235 in income this month.  We collected less in delinquent tax and surcharge tax and as a result are down about $27,000 as compared to last year’s “year to date” totals.  We just filed for e-rate funds and those should appear in next month’s report.    In expenditures we are right where we need to be.  There have been no unforeseen expenditures this month.  There will be a slight increase in the health insurance line due to adding two more full time staff to the insurance plan.  We have the funds needed in checking to pay our bills until the end of the year as long as there are no major issues.  Motion made by Jan Vaughn to approve the financial report, second by W. Miekley.  All members present voted in the affirmative.  Motion carried.

Circulation Statistics:  Director Milburn reviewed the September 2017 statistics.  Cassville came in first in circulation this month with 6,524.  Mt. Vernon came in second with 6,111 and Monett in third with 5,353.  E-material checkout continues to increase with 2,171 checkouts this month.  Overall circulation is down from September 2016.  The branches have been asked to submit ideas to help increase circulation.  Computer use was 3,166 and Wi Fi 1,016.  In September we had 221 programs with 4,215 attendees.

Technology Report: 

• The library has been working with Layer3 during the onboarding process.  They have been very responsive whenever there are questions or problems that arise.
• When attempting to install one of the new Meraki Firewalls at one of the branches with a TrendNet switch, Layer3 determined that those switches were going to have to be replaced before the Meraki Firewalls could be installed and function correctly.  Layer3 presented a quote and ordered the switches for all locations getting the new firewalls.  The new switches and firewalls were installed at the Aurora and Mt. Vernon branches October 17th.  The remaining branches should be completed in the next 1-2 weeks.
• The Interim Report for the Technology Ladder Grant that enabled us to purchase the firewalls and switches at a 25% match was due October 16th and was submitted to the State Library as required.
• Director Milburn, Executive Assistant Frazier, and Computer Technician Lee Ann Santee have been discussing the fact that the TLC database contains a large number of customer accounts with library cards that have expired.  These cards have not been renewed or used for many years.  Ms. Santee ran a report that lists the expired cards at each location and any fine balance on the accounts.  The board was asked to approve the deletion of those accounts with either a zero fine balance or a set minimum balance.  The board was also asked to discuss how many years a card should be expired to be considered for deletion.  After discussion, a motion was made by C. Peiter, second by Julie Vaughn to delete all expired cards older than 5 years with a balance of less than $5.00.  All members present voted in the affirmative.  Motion carried.

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

Director’s Report:

Staff Development Day:  Staff Development Day was held, Monday October 9th in Monett at the Monett Museum.  After a couple of fun ice breaker games we heard from our Life Insurance and AFLAC representatives.  Then we shared BLRL information, mostly policy related.  Jay Jastal of the Monett Police Department gave an active shooter training talk.  His talk centered on how to keep staff and customers safe.  After lunch our guest presenter Will Stuck presented two sessions: “Tell Your Story” and “Incorporating Passion into Your Programming”.  We learned a lot of useful information about how to share our story with community groups and individuals and how to provide useful and exciting programming to our customers.  We wrapped up the day with the branches sharing ways we could improve circulation in the system.

Library Audit:  Our auditor is running behind this year.  He will present his findings at the November Board Meeting.  Our audit is due to the State Library October 31 each year and to the State Auditor by December 31 each year.  I contacted the State Library and received permission to submit it late.

SCR Grant 2018:  After discussion with Janea Coker we decided not to apply for a 2018 SRC Grant. Ms. Coker will be working with the SRC committee to formulate a plan for next year’s program.

Shell Knob Bridgeway Plaza Annual Meeting:  The annual meeting was held October 10.  This was Director Milburn’s last year to serve on the board.  The Shell Knob Library’s assessment increased by $75 to help offset utilities, maintenance, and financial commitments of the plaza.  The Bridgeway Plaza Board is still trying to formulate a plan to improve the service road to the back of the plaza.

Bookmobile:  At the last meeting we discussed the possibility of purchasing a bookmobile in the somewhat near future.  Joyce Frazier and Director Milburn looked at manufacturers, pricing and parking.  If we purchase one that is between 23 – 28 foot long, brand new, then we are looking at somewhere around $200-250k.  There is nowhere to conveniently park this vehicle unless we build a structure on the new property.  It is not feasible to park it in our current garage.  We will table this item while we continue to look at options and will continue to run our pop up library with our newer van.

Possible Donation:  We were approached about a possible anonymous donation to the Monett Building Fund.  The anonymous donor requested that we provide some information about the building project and future needs, such as estimated costs and where the Regional Office will be housed.  Ann Hall, Joyce Frazier, and Director Milburn met with our architect, Richard Werner to review the building plans.  After discussion Mr. Werner will get back with us concerning new commercial building costs per square foot for the potential new building and renovation costs per square foot for the existing branch (potentially will become the Regional Office site).

Library Card:  At the staff meeting the issue of requiring customers to present a library card in order to check out or use the computers came up.  Several staff members felt that we needed to relax this rule for customers that forget their card or that they know (personally or because of frequency).  Not requiring a card becomes an issue when we send substitutes that ask for a library card and then have customers upset because they are not usually asked for one.  After discussion, the board determined that their preference is for customers to show their library card every time and that they should be encouraged to bring it with them.  However, if customers don't bring their card with them, for whatever reason, then they should first be asked for a Driver's License or State issued ID.  They should be reminded to bring their library card the next time they want to check out.  If they don't have either a library card or ID then the staff could still look up their information in the computer providing that they can provide at least one or more of the following pieces of information. It would also be a good idea to make sure they have a photo on file and that the photo matches who they say they are.
• current address (has to match account)
• current phone number (has to match account)
• birthdate
• last 4 digits of Social Security Card number

Looking up their card with this information should be the exception NOT the rule. If they are unable to provide at least one of these four pieces of information then they can't checkout without having a card.

Part Time Staff Benefits:  Based on the decision to allow part time staff to have vacation benefits we were asked for a ruling on how to fairly apply this to newer staff.  After discussion we decided that new staff (with the library less than a year) would have to meet all the guidelines as laid out in the policy.  They would not necessarily immediately qualify for vacation right at the start of the year.

Marketing/Social Media Manager:  In order to make ourselves more visible in our communities Director Milburn thinks that it is time to do more in the way of marketing our services.  She recommends hiring a part time Marketing/Social Media Manager (20 hours per week) and revising the budget to include funds for marketing.  We would add this position at the beginning of 2018.

Purdy/Miller Branches:  As a part of the process in determining the fate of these two branch locations Joyce Frazier and Director Milburn have been discussing the possibility of doing drastic renovations that would turn these branches into “entertainment” branches.  Each would have less of a general collection and focus mainly on popular reading material with more lounging/reading/studying space.  They propose starting with the Purdy Branch location. 

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

NEW BUSINESS

DVD Checkout Limits:  At the staff meeting on October 9th staff requested that we increase the DVD checkout limit from 6 dvds to 10 dvds.  After discussion M. Carey made a motion to raise the DVD checkout limit to 10 dvds per card, second by R. Buchner.  All members present voted in the affirmative.  Motion carried.  Meeting adjourned.

After DVD discussion was concluded Julie Vaughn exited the meeting.

Policies and Procedures Manual Revision:  At the September Board meeting Director Milburn handed out PPM revision packets.  She has been working on updating and merging the current Policies of Government Manual and Procedures Manual.  Once the board has reviewed and voted on the revisions the new PPM will be housed online for all to view and use.  No paper copies will be printed.

In addition to the packets from the September meeting Director Milburn handed out an additional packet of changes and additions along with some minor revisions to the Personnel Manual.  It may take a couple of meetings to review all the information provided.

The Board began with a review of the Personnel Manual revisions:

• Section 6.6 Travel and Continuing Education—minor changes to wording and added three forms: Mileage Travel Request Form, Mileage Travel Request Instructions, and Recommended Mileage Chart.
• 7.1 Vacation—minor changes to wording and added Vacation Request and Approval Form and Leave Request Form.  The leave request form is an all in one form for sick, vacation, leave without pay, personal day, bereavement, and other type of leave time.  It will be used in place of all other forms formerly used for leave time.
• 7.3 Sick Leave—minor changes to wording.
• 7.5 Leave without Pay—changes to wording about submitting and signing off on a request.  Staff can request up to four days of leave without pay using the “leave request form”.  For anything over four days, staff must submit a written request at least 30 days prior to the leave.  The supervisor must sign off on leave without pay requests before submitting them to the Regional Office.  The Library Director can approve LWOP requests from 1-4 days in length.  Written requests for more than 4 days must be approved by the Library Board.
• 7.6 Bereavement Leave—minor changes to wording.
• 7.9 Personal Leave—minor changes to wording.
• 12 Employee Records—added Payroll Change Form.

Motion made by Jan Vaughn to approve the 1st reading of the listed revisions to the Personnel Policy, second by R. Buchner.  All present voted in the affirmative.  Motion carried.  2nd reading motion was made by C. Peiter, second by R. Buchner.  All present voted in the affirmative.  Motion carried.

After reviewing the revisions to the Personnel Manual, the Board began reviewing the new Policies and Procedures Manual.  The new manual has been restructured into ten sections and includes procedures and forms as needed for each policy.  The Board reviewed sections one through four:
• Section 1—General Information
 1.1 Mission Statement—minor wording changes and added new mission statement.
 1.2-1.4 and 1.6—no changes from original.
 1.5 General Objectives—added Freedom to View Statement.
• Section 2—Board of Trustees Bylaws
 No changes, except for Article VII (Trustee duties and responsibilities).  Added a sentence at the end of number 12 to reflect that trustees are reimbursed for mileage expenses at the start of the fiscal year.
• Section 3—Administrative
 3.1 Budget and Finances—added Governmental Accounting Standards Board statement.
 3.2—no changes
 3.3 Purchasing—minor wording additions and changes.
 3.34 General Purchases and Maintenance Repairs—added sole source purchases statement.
 3.36 Emergency Situations—added e-mail ballot as a trustee voting method.

• Section 4—Circulation
 4.1 Library Cards—complete revision of this section.
 4.12 School Card and 4.13 Organizational or Business Card—added Materials Lending Guidelines, Materials Lending Contract, Materials Lending Letter (School/Business).
 4.2 Denial or Limit of Service—removed paragraph about collection agency since we are no longer contracting with UMS.
 4.3 Lending of Library Materials—added subsection 4.34 Holds and 4.35 Staff Materials Borrowing.
 4.4-4.5—no changes
 4.6 Confidentiality of Library Records—revised policy.
 4.7 Overdues, Fines and Fees, Suspensions—revised policy and added subsection 4.74 Electronic Payments

After discussion, a motion was made by W. Miekley to approve the 1st reading of Sections 1 – 4 of the Policies and Procedures Manaul, second by C. Peiter.  All present voted in the affirmative.  Motion carried.  2nd reading motion was made by R. Buchner, second by Jan Vaughn.  All present voted in the affirmative.  Motion carried.

Having no other business to discuss a motion to adjourn was made by Jan Vaughn, second by C. Peiter.  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., November 16 at the Pierce City Branch Library.