Board Minutes November 2017


November 16, 2017

The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Thursday, November 16, 2017 at the Pierce City Branch Library.  Present were: Ann Hall, Gina McIlrath, Marilyn Carey, Wendy Miekley, Charles Peiter, Ruth Buchner, Julie Vaughn,  Director Gina Milburn, Administrative Assistant Joyce Frazier and Computer Technician Lee Ann Santee.  Absent was Jan Vaughn.  The meeting was called to order by President Ann Hall.


Auditor’s Report, FY 2016-2017:  Accountant Kurt Krueger, CPA Group, gave a brief overview of their findings.  All assets and liabilities were discussed.  Based on the audit the library district is in stable financial condition and has no outstanding debt.  No problems with accounting practices, financial records, or procedures were noted that would negatively impact the district’s financial condition.  During the discussion a couple of date errors were discovered.  Mr. Krueger will correct those dates for the copy of the audit that is submitted to the state.  During the discussion about our assets Mr. Krueger asked that we confirm with EFCO that they will honor their $150,000 pledge to the Monett Building project before the end of the current fiscal year.  This is necessary since the company recently sold to new owners.  Once approved the audit will be filed with the State Auditor’s Office, the County Commissioners, and the State Library.  After the review Mr. Krueger exited the meeting.  Motion was made by C. Peiter to accept the audit findings (with date corrections), second by Julie Vaughn.  All members present voted in the affirmative.   Motion carried.


Minutes:  October 19, 2017 meeting minutes were reviewed.  Motion made by Julie Vaughn, second by M. Carey to approve the meeting minutes.  All members present voted in the affirmative.  Motion carried.

Financial Report:  Director Milburn reviewed the October 2017 financial report and discussion followed.  This month’s income reflects funds we received from A&E, State Aid, State Equalization and E-rate.  We should receive a second round of state funds in the spring.  This is the next to the last year that we will get e-rate refunds.    In expenditures we are right where we need to be.  There were no unforeseen expenditures this month.  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 October 2017 statistics.  Cassville came in first in circulation this month with 6,462.  Mt. Vernon came in second with 5,932 and Monett in third with 5,755.  E-material checkout continues to increase with 2,416 checkouts this month.  We are holding steady with circulation as compared to October 2016.  Computer use was 3,409 and Wi Fi 1,097. Both computer use and Wi Fi use are up from October 2016.  In October we provided 246 programs with 5,346 participants.  Director Milburn briefly reviewed the 1st quarter statistical report.  In the first quarter we circulated 93,790 items, had 9,847 computers uses, and provided 504 programs to 10,962 participants.

Technology Report: 
• The new firewalls and switches were installed at Marionville, Shell Knob, Eagle Rock, and Pierce City on Tuesday, October 31st.  All branches besides Miller and Purdy now have firewalls that are configured and managed by Layer3.  This project will be complete once the switches at Cassville and Monett/RO are replaced.
• Layer3 has begun remotely installing some of their management software and a different antivirus software on the staff computers, circulation computers and servers that they will manage for us.
• Ms. Santee has been working with Youth Services Coordinator Janea Coker to research and develop a STEM program (Science, Technology, Engineering and Mathematics) for the young customers of the library.  The library has purchased a LEGO Mindstorm Education EV3 system, a Snap Circuits kit and a few other similar teaching tools.  These tools include equipment such as a compact programmable computer, small motors, sensors, and simple circuits to use for hands-on approach to improving children’s STEM skills in exciting ways.
• The bandwidth upgrade for Shell Knob is scheduled for November 17th.  This upgrade will increase their connection from 3 Mb to 5 Mb.  A cable installer scheduled through Layer3 will be installing the cable that is necessary to complete the upgrade.
• The bandwidth upgrade for Eagle Rock is scheduled for November 29th.  This will increase their connection from 3 Mb to 5 Mb.
• Two new Dell laptops were ordered for the Cassville Branch for staff to use for programming and for other work related tasks.

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

Director’s Report:

Staff Development Day:  As a part of the staff development day in October we asked staff to come prepared with suggestions on how to increase circulation.  We had many good suggestions, some that can be implemented right away, some that will take planning/funds, and some that just won’t work (see handout).   We also asked staff to provide responses to three statements: 1) What the Library Could Improve…, 2) What I Like About the Library…, and 3) I Wish Our Library/Community had… (see handout). The responses to these three statements and the circulation suggestions will be used to help us with some short term and long term planning.  For example, there are two items that we are currently exploring:  1) color copiers (short term) and 2) electronic signage (long term). 

Color copiers—We contacted four companies and got quotes from three.  All of them work with different copier companies.  All companies sell copiers that will also scan and print.  They also print using a USB or wirelessly.  Prices range from $.016 per BW copy to $.06 per color copy.  Discussion and decision was tabled until the December meeting.

Electronic signage—We are looking at signs for our bigger branches.  Electronic signs would give us the ability to better advertise our services and provide information to our customers.  The price ranges from $11,000 for a wall mounted sign to $15,000 for a free standing sign.  This is something that we should consider as funds are available.  We could phase them in over a 4-5 year period.

Marketing/Social Media Manager:  We posted this new position and have received some very good applications.  We plan to interview the last week of November.

Purdy/Miller Branches:  Rhonda Duff, Joyce Frazier, and Director Milburn visited the Purdy Branch Library to see what could possibly be done to rearrange the branch and provide more seating.  We agree that the first step in the process is to weed both the Purdy and Miller Branch libraries.  Once that is completed we will come up with a plan and timeframe to turn both of these into more current material “entertainment branches”.  Ms. Duff and Ms. Gilmore started weeding at the Miller Branch Library last week.

Minimum Wage:  As of January 1, 2018 minimum wage will increase to $7.85 per hour up from $7.70 per hour.  We have 9 clerical positions that are currently at $7.70 per hour.  We already have plans to address this as part of our proposed salary plan that will begin January 1, 2018.

Possible Donation:  As reported at the October board meeting, we were approached about a possible donation to the Monett Building Fund from an anonymous donor.  The donor requested that we provide information about the building project and where the Regional Office would be housed.  As a part of that process our architect, Richard Werner, contracted with a company (with our permission) to provide us with a cost estimate for the future Monett Branch.  The cost estimate is based on the plans that we already have for a 13,520 sq. ft. building and exterior space/parking.  The estimated cost, not including furnishings, is $2,560,491 ($189.39 sq. ft.).  If we build on the new property site we would renovate the existing branch building for the Regional Office use.  Mr. Werner estimated that it would be $50-$60 a sq. ft. for renovations.  The existing building is 6,250 sq. ft., so the approximate renovation cost would be $312,500-$375,000.  The combined costs of the two projects (not including furnishings) is estimated to be around $3,000,000.  This information was provided to the potential donor.

Lawrence County Hazard Mitigation Plan:  The library was asked to submit a STAPLEE questionnaire as a part of the hazard mitigation plan that Lawrence County is working on.  We had to rate our response to actions and strategies:  distributing education materials on hazards, process to distribute education materials in other languages on hazards, make the location of best identified available refuge areas and safe rooms, and promoting the usage of NOAA radios and communications technologies.

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


Branch Hours—Request for Changes:  Aurora, Cassville, Miller, Monett and Mt. Vernon have requested some changes to the hours that they are open:
• Aurora—Current hours are Monday – Saturday from 8:30-5:30.  They would like to be open on Mondays from 8:30-7:00 and only be open a half day on Saturday from 9:00 – 1:00.  All other days and hours would remain the same.
• Cassville—Current hours are Monday – Saturday from 8:30-5:30.  They would like to be open on Tuesdays and Thursdays from 8:30-6:30.  All other days and hours would remain the same.
• Miller—Current hours are Monday, Wednesday, and Friday from 8:30-5:30.  They would like to be open Monday, Wednesday, and Friday from 9:00-6:00.
• Monett—Current hours are Monday – Saturday 8:30-5:30.  They would like to be open on Mondays from 8:30-7:00 and only be open a half day on Saturday from 9:00-1:00.  All other days and hours would remain the same.
• Mt. Vernon—Current hours are Monday – Saturday 8:30 – 5:30.  They would like to be open on Mondays from 8:30-7:00.  All other days and hours would remain the same.
After discussion a motion was made by R. Buchner, second by W. Miekley to approve the requested changes in hours for Aurora, Cassville, Miller, Monett, and Mt. Vernon to begin January 1, 2018.  All members present voted in the affirmative.  Motion carried.

Dental, Health, and Vision Insurance Renewals: 
• Health:  The current Anthem Blue Cross Plan, Gold BLPref 2FRK will be replaced with Gold BLPref 2U3P.  The plans are the same, except the new plan increases the out of pocket maximum from $3,500/$7,000 to $4,000/$8,000.  The premiums are still age based and will go up 9.82% (less than the estimated 25% in the budget) beginning January 1, 2018.  There are 19 full time employees that are eligible for health insurance—13 are on the library plan and 6 are on different plans.  Director Milburn recommends that we continue with the plan option as outlined above with a $100 monthly contribution per employee. 
• Dental and Vision:  The library has used Delta Dental for the last several years for both dental and vision insurance.  The dental insurance will increase 5.3% (budgeted for 10%) and the vision insurance will remain the same in 2018.  The library pays the full premium for both dental and vision insurance plans for each full time employee.  Full time employees can add spouse or child(ren) to the plan at their (employee) expense.  There are no new changes to either the dental or vision plans.  We will have the same coverage on both as we did in 2017. 
After discussion a motion was made by G. McIlrath to accept the Vision Plan Renewal and to approve the increases to the Health and Dental Insurance Renewal Packages (effective January 1, 2018) as presented, second by C. Peiter.  All members present voted in the affirmative.  Motion carried


Policies and Procedures Manual Revision:  The board continued their review of the policies and procedures manual.  They reviewed Section 5—Public Service, sub sections 5.1 – 5.7:

• 5.1 Photocopier, Microfilm/Fiche, Fax and Scanners—added copyright statement and fax procedures.
• 5.2 Internet and Computer Use—minor revisions and added “WiFi Use” Handout.
• 5.3 Telephone and Cell Phone Use—revised section concerning library landline phones and added a section dealing with customer cell phone use in the library.
• 5.4 Customer Comments—entire section is new, includes a customer comment form.
• 5.5 Conduct on Library Premises—revised entire section.  Added general library behavior guidelines, added items to “Customer Rules of Conduct List”, added smoke free environment statement, and addressed petitioning and solicitation.
• 5.6 Unattended Minors—expanded and revised this section.
• 5.7 Accident/Incident Report—this section is new and includes an updated “Accident/Incident Report Form”.

After discussion, a motion was made by R. Buchner to approve the 1st reading of Sections 5.1 – 5.7 of the Policies and Procedures Manual, second by C. Peiter.  All present voted in the affirmative.  Motion carried.  2nd reading motion was made by W. Miekley, second by Julie Vaughn.  All present voted in the affirmative.  Motion carried.

Having no other business to discuss a motion to adjourn was made by M. Carey, 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., December 21 at the Pierce City Branch Library.