Board Minutes December 2017


December 21, 2017

The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Thursday, December 21, 2017 at the Pierce City Branch Library.  Present were: Ann Hall, Gina McIlrath, Marilyn Carey, Wendy Miekley, Charles Peiter, Ruth Buchner, Julie Vaughn, Jan Vaughn, Director Gina Milburn, Administrative Assistant Joyce Frazier, Marketing/Social Media Manager Greg Brown and guest Anita Augustine. The meeting was called to order by President Ann Hall.


Introduction of new Marketing/Social Media Manager, Greg Brown:  Director Milburn introduced Greg Brown to the board.  Mr. Brown started as the Marketing/Social Media Manger on Tuesday, December 12.  He brings a lot of experience to the position with a background in print, graphics, web design, and social media.  After his introduction Mr. Brown shared a tentative marking plan for the upcoming.  One of the main components of the plan is developing a brand for the library.  He shared a logo and concept that he has already developed.  There will be more to come about this in the coming months.  With his portion of the meeting completed, Mr. Brown exited the meeting.


Motion was made by M. Carey, second by Jan Vaughn to go into closed session for discussion of 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 W. Miekley, second by R. Buchner to return to open session after discussion of real estate.  All members present voted in the affirmative.  Motion carried.


Minutes:  November 16, 2017 meeting minutes were reviewed.  Motion made by Julie Vaughn, second by C. Peiter to approve the meeting minutes.  All members present voted in the affirmative.  Motion carried.

Financial Report:  Director Milburn reviewed the November 2017 financial report and discussion followed.  This month’s income included delinquent taxes, fine collections, non-resident fees, LSTA grant fund payment, along with other misc. income.  Our fiscal year to date is right on par with last year.  We are right where we need to be in expenditures.  There were no unforeseen expenses this month.  Our big tax collections will begin to show in next months report.  At that time we will work on assigning year end funds.  Motion made by G. McIlrath to approve the financial report, second by C. Peiter.  All members present voted in the affirmative.  Motion carried.

Circulation Statistics:  Director Milburn reviewed the November 2017 statistics.  Cassville came in first in circulation this month with 6,131.  Mt. Vernon came in second with 5,917 and Monett in third with 5,432.  E-material checkout continues to increase with 2,460 checkouts this month as compared to 2,029 last year.  Computer use was up with 3,242 and Wi Fi 872. Both computer use and Wi Fi use are up from November 2016.  In November we provided 196 programs with 4,113 participants.

Technology Report: 
• The bandwidth upgrades for Shell Knob and Eagle Rock are completed.  They now have a 5Mb connection providing them with a faster network connection.
• The laptops for Cassville have been set up and are now in use by staff for youth and adult programming and other library tasks.
• Layer3 replaced the switch at Cassville and began work on changes to the servers at the Regional Office, December 20th.  Once the server work is completed the switch at the RO/Monett location will be replaced as well.

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

Director’s Report:
Staff:  Greg Brown has been hired to fill the new Marketing/Social Media Manager position.  His start date was December 12, 2017.  He will work out of the Regional Office at the Monett Branch location.

Possible Donation:  After the anonymous donor received information about cost projections for the potential new Monett Branch off of Cleveland Avenue they asked if the library would consider building downtown instead.  Over the years we have looked at numerous locations in the downtown area.  At the present time there is only one building site that could potentially house a library and still provide some parking.  The donor wants us to consider restoring the building at this location.  After discussion the board agreed that while they were willing to consider building downtown they were not interested in historic restoration of a building.  Director Milburn will share this information with the anonymous donor,

MPLD December Meeting:  The Missouri Public Library Director’s group met for their annual December meeting at the Lake of the Ozarks December 7-8.  Information provided included an update from the Missouri State Library, an update from Amigos, an update from MOREnet, a report from the Statewide Database Access committee, a presentation from EBSCO about linked data, information about the upcoming 2021 Missouri Bicentennial, and a talk from our attorney about record retention.

Branch/Staff Evaluations:
• Joyce Frazier and Director Milburn have almost completed the bi-annual evaluations for all branch locations.  There are two branches in Barry County to finish.  So far there is nothing major to report other than the fact that all branches that have been evaluated need to be weeded.  Shelving space is always at a premium. 
• The supervisors are working to complete annual staff evaluations by the end of the year.

Tax Collections:  We received $255,448 in current and delinquent taxes this month.  This will be reflected in January’s financial statement.  This is about $27,000 more than what we collected this time last year.  The increase from year to year over the last three years is about the same.  Our biggest tax collection checks will come in January 2018.

Library Advocacy Day:  Library Advocacy Day will be held Tuesday, February 6, 2018 at the State Capital.  We will meet at 9:30 a.m. for an orientation session, have lunch, and then visit with our local senators and representatives.  Janea Coker and Director Milburn plan to attend to represent the library.  Board members are welcome to attend as well.  Please let Director Milburn know soon if you would like to attend.

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


Julie McCollum—Vacation Request:  Julie McCollum, Youth Services Library Assistant at the Mt. Vernon Branch is requesting that her employment with the library be considered “continuous”.  Ms. McCollum first worked for the library as a full time employee from April 2010 to June 2013.  After a year’s break she returned to the library as a full time employee in July 2014 and has worked to the present.  If she is granted “continuous” employment status she would be eligible for 3 weeks of vacation beginning January 1, 2018.  She is the only full time library employee that is eligible for this type of request.

After discussion a motion was made by R. Buchner to grant Julie McCollum’s request that her employment with the library be considered continuous and therefore eligible for 3 weeks of vacation beginning January 1, 2018, second by Jan Vaughn.  All members present voted in the affirmative.  Motion carried.

After the completion of new business President Ann Hall and Secretary/Treasurer Julie Vaughn exited the meeting.  Vice-President Gina McIlrath took over the meeting in President Hall’s absence.


Policies and Procedures Manual Revision:  The board continued their review of the policies and procedures manual.  They reviewed Section 5—Public Service, sub sections 5.8-5 and Section 6—Collection Development.
• 5.8 Exam Proctoring—no changes
• 5.9 Reference and Information Services—new policy that outlines why type of reference and information service the library will provide.
• 5.10 Library Programs—new policy.  Director Milburn asked that the board discuss whether or not we would allow presenters and authors to sell their material.  After discussion it was decided that we would allow this for library presenters and authors.  She also asked that the board decide if we would require program participants to fill out a photo release form.  After discussion it was decided that we would not require this.  Instead at the beginning of a program the presenter will make a statement that the library reserves the right to take photographs/video to be used on the library’s social media sites, website, and/or printed marketing material.  Participants may request in writing that their image not be used by the library.  Director Milburn will make these changes to the policy for the next meeting.  Participants that participate in a physical activity program will now be required to fill out an 
“Informed Consent and Liability Waiver Release Form for Participation in Physical Activity Program”.
• 5.11 Outreach—new policy.  Includes 5.111 Public Relations and the Communities, and 5.112 Relationship with Schools and Businesses.
• 5.12 Library Hours—new policy.  Includes 5.121 Holidays—new policy that provides information about holiday closings for the library district.
• 5.13 Emergency Procedures—new policy.  Includes 5.131 General Evacuation Procedures, 5.132 Threats to Building and Personal Security, 5.133 Fire, 5.134 Tornados and Thunderstorms, 5.135 Earthquakes, 5.136 Health Emergencies, and 5.137 Inclement Weather/Emergency Closing.
• 5.14 Procedures for Law Enforcement Inquiries—new policy to help staff deal with requests for information about customers and customer records.
• 5.15 Notary Services—no changes.
• 6.1 Statement of Purpose—revised.
• 6.2 Materials Selection—new policy.  Includes 6.21 Censorship, 6.22 Customer Request for Reconsideration of Material (revised and includes revised form), and 6.23 Bindery.
• 6.3 Withdrawal and Disposal of Discarded Material—revised.  Includes new withdrawal and reassignment procures for staff.
• 6.4 Gifts and Memorials—revised policy.  Clearly states that the library does not accept, materials or monetary gifts that are not designated as an outright gift.
• 6.5 Copyright—new policy.

Readings of the new policies will be done when all policies have been reviewed by the board.  We will continue at the January 2018 meeting until all new policies and revisions have been reviewed.

Having no other business to discuss a motion to adjourn was made by C. Peiter, second by Jan. Vaughn.  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., January 18, 2018 at the Pierce City Branch Library.