Board Minutes January 2018


January 25, 2018

The Board of Trustees of Barry-Lawrence Regional Library met for their monthly meeting on Thursday, January 25, 2018 at the Pierce City Branch Library.  Present were: Ann Hall, Gina McIlrath, Marilyn Carey, Wendy Miekley, Julie Vaughn, Jan Vaughn, Director Gina Milburn, Marketing/Social Media Manager Greg Brown and guest Anita Augustine. Absent was Charles Peiter, Ruth Buchner, and Administrative Assistant Joyce Frazier.  The meeting was called to order by President Ann Hall.


Minutes:  December 21, 2017 meeting minutes were reviewed.  Motion made by W. Miekley, second by Jan Vaughn to approve the meeting minutes.  All members present voted in the affirmative.  Motion carried.

Financial Report:  Director Milburn reviewed the December 2017 financial report and discussion followed.  We received our first current tax collections in the amount of $250.274.52.  We also collected delinquent tax, surcharge tax, TIF, and other misc. income. Our monthly expenditures are in line for this time of year.  Motion made by G. McIlrath to approve the financial report, second by M. Carey.  All members present voted in the affirmative.  Motion carried.

Circulation Statistics:  Director Milburn reviewed the December 2017 statistics.  Monett came in first in circulation this month with 5,473.  Cassville came in second with 5,461 and Mt. Vernon in third with 5,280.  E-material checkout continues to increase with 2,471 checkouts this month as compared to 1,991 last year.  Computer use was up again this month with usage at 2,937 for computers and 890 for WiFi. In December we provided 198 programs with 5,032 participants.

Technology Report: 
• Layer3 replaced the switches at the Monett/Regional Office on Tuesday, January 16.  The work was done with very little downtime and only effected the three branches that were open at the time.  This was the last project for the LSTA Technology Ladder Grant Project.  The Final Report and request for Final Payment will be completed and submitted to the Missouri state Library within the next few weeks.
• Layer3 is continuing installation of management software on office computers and has been maintaining and updating the servers, switches and firewalls.
• The process of uploading the Policies and Procedures Manual and the Personnel Manual to the webpage has begun.
• The 2018 payroll software was installed on the bookkeeping computer at the Regional Office.
• Adobe Illustrator software was purchased and installed on the computer being used by the Social Media/Marketing Manager.

• One cataloging computer had a hardware failure and was taken out of service.  TLC assisted in re-installing their software and helped work through some issues to get the software working correctly again on a different computer.

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:
Possible Donation:  According to our policy a donor may place no conditions on a donation.  The library will not accept any item or monetary donation that is not an outright gift.  After further discussions to this effect, the potential anonymous donor has withdrawn his potential offer.

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 are registered to attend.  Board members are welcome to attend as well.

Policy Revisions:  Computer Technician Lee Ann Santee is working on putting all approved policies online.  The policies will be available to staff and customers through our webpage.  Ms. Santee will continue to add them as the board works through the policies that are left.  Once all revisions are completed and uploaded Director Milburn will review them with the staff in both counties. 

Inclement Weather:  On Tuesday, January 16th the Cassville and Marionville branches closed due to inclement weather.  The Mt. Vernon, Monett, and Aurora branches delayed opening until 10 a.m. and closed early at 5:00 p.m.  All other branches were already closed for the day.  On Wednesday, January 17th all branches were open their usual hours except for the Eagle Rock and Shell Knob branch locations.  The Eagle Rock and Shell Knob branches delayed opening until 10 a.m. and closed early at 4:30 p.m.

Missouri Evergreen:  On Wednesday, January 24th the Missouri Evergreen Consortium held a demonstrations for the libraries in Southwest Missouri.  The morning long demonstration was held at the Cassville Branch Library.

Monett Roof:  We had some major leaks all over the inside of the building the last two weeks of January.  We called Golubski Roofing to take a look.  Mr. Golubski said that the seams are popping.  He recommended putting three ply fiberglass felt in the 30 X 30 area around the air conditioning unit to cover all the seams that have popped.  The estimate is $3,700.  This can only be done when the roof is completely dry.  The city has given their permission for him to do this repair.

Old Van:  The old van is continuing to have some issues and we had to have it towed to the repair shop recently.  Each repair that we do is more costly than the next and it is time to consider replacing it.

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


Ratify Hours Vote:  At the board meeting in November the board voted to change several branch locations hours, one of which was Aurora.  After the board meeting and after much discussion, the Aurora Branch determined that it would be better if they just kept their hours as is (Monday – Saturday 8:30 – 5:30).  On December 1, 2017 Director Milburn requested that the board vote by e-mail to allow Aurora to keep their hours the same (Monday – Saturday 8:30-5:30).  After discussion M. Carey made a motion to ratify the e-mail poll to approve Aurora’s request to keep their hours the same, second by Jan Vaughn.  All members present voted in the affirmative.  Motion carried.

Calendar Year End Budget Review:  We received the bulk of our tax collections (current, delinquent, surcharge, intangible, etc.) for the fiscal year (July – January).  The total received for these seven months is $1,355,679.78).  This is an increase of $49,875.70 from this time last year ($1,305,804.08).  Additionally we received $25,506.68 from state aid, state equalization, and A&E funds.  This is up $8,427.50 from last year.


Library Brand:  Marketing and Social Media Manager, Greg Brown presented the board with a library brand document.  The document is a guide that outlines what the library brand will be, why it is needed, details to promote the brand, and a new library logo.  After discussion a motion was made by W. Miekley, second by Julie Vaughn to approve the new library logo.  All members present voted in the affirmative.  Motion carried.

Assigned Funds, 2018:   Director Milburn presented the board with a plan to assign year end funds and discussion followed.  Items up for consideration were:
o $50,000—Shell Knob Building Fund. 
o $50,000—Monett Building Fund.
o $16,000—Marketing and Promotion.
o $30,000—New Van. 
o $11,000—Color Copiers for Aurora, Cassville, Marionville, Monett, and Mt. Vernon.  The color copiers would repace the existing black and white copiers.  Director Milburn presented the board with a handout outlining bids from Pearson-Kelley Technology, Copy Products, American Business Systems, and GFI Digital. 
o $40,000—Staff pay increases using the approved pay plan from the August 2017 board meeting. 
o $25,000-$40,000—New digital databases.  Director Milburn is recommending that we add one or more new databases.  Currently we are looking at,
Freegal (downloadable music and streaming music), RB Digital (e-magazines and e-audio), Flipster (e-magazines), and Hoopla (e-music, e-books, e-comics, e-movies, e-audio, and e-tv shows).  The cost will depend on which products are selected

o $12,000—Reader Printers for Mt. Vernon and Monett.  Both Mt. Vernon and Monett have donated funds that will be used toward the purchase.  The $12,000 will offset what is left.
o $25,000—Technology.
o $126,000-$141,000—Building Maintenance and Improvement. 

After discussion a motion made by Julie Vaughn, second by Jan Vaughn to approve the purchase of five color copiers from Pearson-Kelley Technology.  All members voted in the affirmative.  Motion carried.

After discussion a motion made by J. Vaughn, second by W. Miekley to approve pay increases for the staff using the 4% approved pay plan.  All members voted in the affirmative.  Motion carried.

After discussion motion made by W. Miekley, second by M. Carey to approve assigning funds as outlined above.  All members present voted in the affirmative.  Motion carried. 


Policies and Procedures Manual Revisions:  Director Milburn presented the board with a rewrite of policy 5.10 Library Programs.  This rewrite included a statement that would allow presenters and authors, with Director’s approval, to sell their material/books as it relates to the program.  Presenters will be responsible for collecting the related sales tax.  Also included was a statement that participants of a program should expect that photographs/video will be taken at events and used on the Library District’s social media sites, website, and/or printed marketing materials.  Participants may request in writing that their image not be used by the library.

Further discussion of the remaining policies and procedures was tabled until the February meeting.

Having no other business to discuss a motion to adjourn was made by W. Miekley, second by M. Carey.  All members present voted in the affirmative.  Motion carried.  Meeting adjourned.

Respectfully submitted,

Julie Vaughn

The next Scheduled Board Meeting will be held at 9:00 a.m., February 15, 2018 at the Pierce City Branch Library.