Unofficial Version not Yet Approved by the Board

JACKSON-GEORGE REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

 

Meeting Minutes – August-September 2012

 

TIME AND PLACE:                 Tuesday, September 25, 2012, 1:06 p.m., Pascagoula Public Library Board Meeting Room

 

PRESIDING:                             Bruce Grimes

 

MEMBERS PRESENT:             Marjorie Albryct, Joanne Anderson, Paula Hinton (on phone), Nancy Jo Maples, Harry McDonald and David Ogborn

 

MEMBERS ABSENT:              None

 

OTHERS PRESENT:                Carol Hewlett, Director, Karen Wells, Business Manager; Stacie Zorn, Board Attorney and Cynthia Winters, Administrative Assistant.

                                               

Due to Hurricane Isaac, the August 28, 2012 Board Meeting was canceled.  The following minutes includes items from the August Agenda that need to be approved, August Items approved by Bruce Grimes, Chairman due to the meeting canceled and the new September Agenda.

 

APPROVED BY BRUCE GRIMES, CHAIRMAN, REGIONAL BOARD:

Š       Travel Request – Alisa St. Amant (HQ), Janet Beatty (HQ) and Jamie Elston (MP) to St. Petersburg, FL, September 30-October 3, 2012, 2012 TLCU Conference, registration-$250/person, airline tickets (approximately $250/person), hotel- $109.00/person/night, meals and time.

 

MOTION: Ogborn                                           SECOND: Albrycht                    

                                                “To approve the travel request for Alisa St. Amant, Janet Beatty and Jamie Elston to St. Petersburg, FL, September 30-October 3, 2012, for the 2012 TLCU Conference, registration, airline tickets, hotel, meals and time.

VOTING AYE: Albrycht, Anderson, Grimes, Hinton, Maples, McDonald, Ogborn

VOTING NAY: None

Š       August Docket and Addendum to the Docket - This report (copy on file) was previously distributed to members. Karen Wells, Business Manager, submitted an addendum in the amount of $6,195.61 changing the total August Docket of Claims to $164,110.54.

 

                                                MOTION: Anderson                                     SECOND: Ogborn                                                                                 

                                                “To approve the August Docket of Claims in the amount of $157,914.93 and an addendum in the amount of $6,195.61 totaling $164,110.54 as previously approved by Bruce Grimes, Chairman, Regional Board.”

                                                VOTING AYE: Albrycht, Anderson, Grimes, Hinton, Maples, McDonald, Ogborn

VOTING NAY: None

 

CORRESPONDENCE

 AUGUST AGENDA:   

Š       A copy of a letter dated August 2, 2012, from Carol Hewlett, Director, to Mr. Danny Hamilton, Library User, banning him from the library permanently.

Š       A copy of a note dated August 2, 2012, from Bonita Coleman-Potter, Superintendent of OS Schools, to Jeanne Jones, Ocean Springs Library Branch Manager, thanking her for the lovely reception hosted by the library.

Š       A copy of an e-mail dated August 2, 2021, from Bruce Fiske, Customer Service Specialist, Millennium Library, Winnipeg, Manitoba to Carol Hewlett, Director, concerning the JGRLS POISE manual.

Š       A copy of an e-mail dated August 6, 2012 from Amber Keipe, Baker & Taylor to Alisa St. Amant, Assistant Director, concerning Axis 360 Library.

Š       A copy of an e-mail dated August 8, 2012 from Paula Hinton, Board Member to Carol Hewlett, Director, and her response, concerning computer filters.

Š       A copy of an e-mail dated August 9, 2012 from Carol Hewlett, Director, to Regional Board members concerning the computer filtering system.

Š       A copy of an e-mail dated August 9, 2012 from Jennifer Walker, MLC to Carol Hewlett, Director, announcing the Mississippi is now a member of the WebJunction Partner Program.

Š       A copy of a letter dated August 14, 2012 from Alisa St. Amant, Assistant Director, to Anthony Mark Puckett, Library user, banning him from the library for three months.

Š       A copy of a letter dated August 22, 2012 from Alisa St. Amant, Assistant Director, to Laquandrick Quanta Washington, library user, banning her two (2) children, Alicia and Damarkas from the library system for six months.

Š       A copy of a letter dated August 22, 2012 from Alisa St. Amant, Assistant Director, to Laquandrick Quanta Washington, library user, banning her permanently from the library system.

CORRESPONDENCE –

SEPTEMBER AGENDA:

Š       A copy of an e-mail, dated August 31, 2012 from Carol Hewlett, Director, to Bruce Grimes, Chairman, Regional Board, concerning the canceled August 28, 2012 Board meeting.

Š       A copy of an e-mail, dated August 31, 2012 from Carol Hewlett, Director, to Regional Board members concerning the August 28, 2012 canceled Board meeting.

Š       Copies of three (3) letters, dated September 10, 2012, from Lori Smith, Pascagoula Branch Manager, to MS Representative Manly Barton, MS Representative Charles Busby and MS Senator Michael Watson for their support of our local libraries.

Š       A copy of a letter, dated September 17, 2012, from Alisa St. Amant, Assistant Director, to Barry Mends, library user, banning him from the library for one month.

 

FINANCES:                              Voided ChecksKaren Wells asked that the members void two (2) payroll checks: Check #19672 to State of Mississippi, dated August 21, 2012 in the amount of $30,790.44 and Check #19676 to Warren Cuntz, dated August 21, 2012 in the amount of $761.00. Both checks were reissued.

 

                                                MOTION: Grimes                                           SECOND: Ogborn                                                                                 

                                                “To approve the voiding of two payroll checks, check #19672 to State of Mississippi in the amount of $30,790.44 and check #19676 to Warren Cuntz in the amount of $761.00.”

                                                VOTING AYE: Albrycht, Anderson, Grimes, Hinton, Maples, McDonald, Ogborn

                                                VOTING NAY:     None

 

Travel Request - Michael Itaya (LU) to attend Music In Libraries Workshop, Tuscaloosa, AL, October 18, 2012, Registration - $85.00, hotel, mileage and time.

 

                                                MOTION: Grimes                                           SECOND: McDonald                                                                                 

                                                “To approve the travel request for Michael Itaya to attend Music In Libraries Workshop, Tuscaloosa, AL, October 18, 2012, registration, hotel, mileage and time.”

                                                VOTING AYE: Albrycht, Anderson, Grimes, Hinton, Maples, McDonald, Ogborn

VOTING NAY:     None

 

Docket of Claims -This report (copy on file) was previously distributed to members. Karen Wells, Business Manager, submitted an addendum in the amount of $12,702.70 changing the total of the September Docket of Claims to $113,552.80. 

 

                                                MOTION: Anderson                                      SECOND: Albrycht                                                                                 

                                                “To approve the September Docket of Claims in the amount of $100,850.10 and an addendum in the amount of $12,702.70 totaling $113,552.80.”

                                                VOTING AYE: Albrycht, Anderson, Grimes, Hinton, Maples, McDonald, Ogborn

                                                VOTING NAY:     None

 

FY2012 Budget Amendments (copy on file) – Karen Wells, Business Manager, discussed and answered any questions from the members concerning the FY2012 amended budget totaling $5,565,613. 

 

                                               

 

MOTION: Anderson                                     SECOND:McDonald 

“To approve the FY2012 amended budget as previously distributed to members and discussed by Karen Wells, Business Manager.”

                                                VOTING AYE: Albrycht, Anderson, Grimes, Hinton, Maples, McDonald, Ogborn 

                                                VOTING NAY:      None

 

FY2013 Combined Budgets (copy on file) – Karen Wells, Business Manager, discussed and answered questions asked by the Board concerning the FY2013 Jackson and George counties combined budgets as previously mailed to members in the amount of $5,124,911. The budget includes a 3% COLA adjustment for staff and an increase of funding from Jackson and George counties.

 

MOTION: Grimes                                          SECOND: Ogborn  

“To approve the FY2013 combined budget with a 3% COLA adjustment in the amount of $5,124,911 as previously distributed to members and explained by Karen Wells, Business Manager.”

                                               

FY2012 Audit – Karen Wells, Business Manager, asked that the members advise her concerning the end of the year audit that needs to be conducted and the hiring of an auditor.

 

MOTION: Ogborn                                          SECOND: Anderson  

“To approve hiring Wolfe, McDuff and Opie Accounting Firm to complete the FY2012 audit.”

                                                VOTING AYE: Albrycht, Anderson, Grimes, Hinton, Maples, McDonald, Ogborn 

VOTING NAY:      None

 

CONSENT AGENDA-

AUGUST:                                All matters listed under Item 6, Consent Agenda (copies on file), are considered by the Board to be routine and will be enacted in one motion.  If discussion is desired, that item will be removed from the Consent Agenda and considered separately. They include the following:

o   Minutes of the July 2012 Board Meeting

o   Assistant Director Report

o   Financial Reports

o   Statistical Reports 

o   Personnel Report

o   Technology Services Report

o   Technical Services Report

o   Training and Staff Development Report

o   Computer Usage Report

o   ILL (interlibrary loan) Library Report

o   Public Relations Report

o   Youth Services Coordinator Report

o   Law Library Report

 

MOTION: Ogborn                                             SECOND: Anderson                                            

“To approve the August consent agenda as previously mailed to members.”

                                                VOTING AYE: Albrycht, Anderson, Grimes, Hinton, Maples, McDonald, Ogborn

VOTING NAY: None

CONSENT AGENDA-

SEPTEMBER:                          All matters listed under Item 6, Consent Agenda (copies on file), are considered by the Board to be routine and will be enacted in one motion.  If discussion is desired, that item will be removed from the Consent Agenda and considered separately. They include the following:

o   Assistant Director Report

o   Financial Reports

o   Statistical Reports 

o   Personnel Report

o   Technology Services Report

o   Technical Services Report

o   Training and Staff Development Report

o   Computer Usage Report

o   ILL (interlibrary loan) Library Report

o   Public Relations Report

o   Youth Services Coordinator Report

§  Summer Reading Program Statistics

o   Law Library Report

 

MOTION: Grimes                                             SECOND: McDonald                                            

“To approve the September consent agenda as previously mailed to members.”

                                                VOTING AYE: Albrycht, Anderson, Grimes, Hinton, Maples, McDonald, Ogborn

VOTING NAY: None

                                               

                                                Karen Wells departed at 1:38 p.m.

 

                                                DIRECTOR’S REPORT: AUGUST       AND SEPTEMBER

Included in the Director’s Report:

Š       Training Reports - August

o   MLC 21st Century Customer Service, May 18, 2012 (Agnelly)

o   MLC Facilities Management for Libraries, July 18, 2012 (McLelland)

o   Introducing the Book as iPad App Webinar, July 23, 2012 (Barlow)

o   In the News and On the Shelf Webinar, July 24, 2012 (Barlow)

o   ILL/VUC Training (MLC), July 31, 2012 (Morgan, Rupp, St. Amant)

o   Are Your Mental Models of a Library Holding You Back Webinar, August 8, 2012   (Barlow, Carlisle, Elston, Smith, R., Smith, L.)

o   YA Announcements Fall Preview Webinar, August 14, 2012 (Orr, Lofton)

o   Pinterest, August 21, 2012 (Lofton)

o   Back to School with Graphic Novels Webinar, August 21, 2012 (Orr)

o   Senior Community Service Employment Program Host Agency Awards and Recognition Luncheon, August 22, 2012 (Elston)

Š       Meeting Reports/Minutes – August

o   Tech Team Meeting Notes, July 26, 2012 (Hewlett)

Branch Managers’ Meeting Notes, August 8, 2012 (Elston)

Š       Miscellaneous Reports and Items-August

o   Copies of Newspaper articles and PR Flyers (Bridges)

Š       Training Reports - September 

o   Rules and Regulations of Workplace Safety and OSHA Compliance, 2012, December 12, 2011 (St. Amant)

o   Are Your Mental Models of a Library Holding You Back Webinar, August 8, 2012 (Zuleeg, St. Amant)

o   Pinterest 101, August 21, 2012 (Beatty)

o   Midwest Tapes Webinar, August 22, 2012 (Woods, Agnelly)

o   Telling the Library Story Webinar, August 23, 2012 (Landstreet)

o   Emergency Response Training, August 24, 2012 (Morgan, Hinkel, Woods, Rupp)

o   Indians, Squatters, Settlers and Soldiers in the Old Southwest, August 30-September 1, 2012, Birmingham, AL (Owens)

o   Managing Employees Who are Stretched to the Max Webinar, September 5, 2012 (Beatty)

o   Keeping Romance Fresh: Debut Authors and New Trends Webinar, September 11, 2012 (Elston)

o   Managing Employees Who are Stretched to the Max Webinar, September 12, 2012 (Barlow, Elston, Woods, St. Amant, Smith, L. Agnelly)

o   Creative Team-Building Ideas and Activities Webinar, September 18, 2012 (Beatty)

o   Avoiding the Most Common Costly Mistakes Made in Employee Handbooks Webinar, September 18, 2012 (Beatty)

Š                Meeting Reports/Minutes – September

o   Manager’s Meeting, September 12, 2012 (Winters)

o   Meeting with Sun Herald, September 21, 2012 (Bridges)

Š                Miscellaneous Reports and Items - September

o   Copies of Newspaper articles and PR Flyers (Bridges)

 

Carol Hewlett, Director, discussed and answered Board questions on items submitted under the Director’s Report.

 

MOTION: Ogborn                                          SECOND: Anderson                          

                                                “To approve the attachments to the Director’s Report for August and September as previously distributed to members.”

                                                VOTING AYE: Albrycht, Anderson, Grimes, Hinton, Maples, McDonald, Ogborn

                                                VOTING NAY:     None

                                                                                                                                               

OLD BUSINESS:                      Hiring Procedures and Policies – There are no hiring procedures and/or policies to be distributed this month.  We will continue to keep on the agenda until completion of all new hiring procedures and policies.

 

                                                Director’s Evaluation – Evaluation committee members, Joanne Anderson and Harry McDonald, met with Carol Hewlett, Director after the July regional board meeting to discuss her evaluation as submitted to the Board members.    

 

MOTION: Grimes                                          SECOND: Maples                          

                                                “To approve director’s evaluation as previously distributed to members.

                                                VOTING AYE: Albrycht, Anderson, Grimes, Hinton, Maples, McDonald, Ogborn

                                                VOTING NAY:     None

 

                                                City of Moss Point Contract (copy on file) – Stacie Zorn, Board Attorney, distributed an additional section for the City of Moss Point Contract for Board approval on “facility and grounds maintenance and custodial services” as requested by the City of Moss Point.

 

MOTION: Ogborn                                          SECOND: Anderson                          

                                                “To approve director’s evaluation as previously distributed to members.

                                                VOTING AYE: Albrycht, Anderson, Grimes, Hinton, Maples, McDonald, Ogborn

                                                VOTING NAY:     None

 

                                                Trustees’ By-Laws (copy on file) – Carol Hewlett, Director, distributed a copy of the Trustees’ By-Laws in July for review.  Please get any revisions of the by-laws to Cindy Winters so that it can be updated and brought before the Board for approval at the next meeting.  

 

                                                Paula Hinton departed at 1:55 p.m.

 

NEW BUSINESS:                     Appointment of Nominating Committee for FY2013 Board Officers – Bruce Grimes, Chairman, appointed David Ogborn and Nancy Maples to the nominating committee for FY2013 board officers.  The nominating committee moved that officers remain the same this year as last year.  Bruce Grimes and Marjorie Albrycht accepted the nomination.

 

MOTION: Ogborn                                          SECOND: Maples                          

                                                “To nominate Bruce Grimes, Chairman and Marjorie Albrycht, Vice Chairman and Treasurer to remain as officers for FY2013.”

                                                VOTING AYE: Albrycht, Anderson, Grimes, Maples, McDonald, Ogborn

                                                VOTING NAY:   None

 

 

 

Law Library Resolution (copy on file) – Carol Hewlett, Director, presented a Law Library Resolution asking for the members to ratify and approve the renewal of its contract with the Jackson County Board of Supervisors and the Jackson County Bar Association. 

 

MOTION: Ogborn                                          SECOND: Anderson

“To approve the Law Library Resolution to ratify and approve the renewal of its contract with the Jackson County Board of Supervisors and the Jackson County Bar Association as previously distributed to members.”

VOTING AYE: Albrycht, Anderson, Grimes, Maples, McDonald, Ogborn

VOTING NAY:   None

 

ILL (Interlibrary Loan) Revised Policy (copy on file) – Carol Hewlett, Director, discussed the ILL revised policy for board review and approval.

 

MOTION: Ogborn                                          SECOND: Anderson

“To approve the ILL Revised Policy as previously distributed to members.”

VOTING AYE: Albrycht, Anderson, Grimes, Maples, McDonald, Ogborn

VOTING NAY:   None

 

Librarianship 101 – Carol Hewlett, Director, informed the members that four staff members, LaDonna Sims, Pascagoula Youth Services, Jacob Havard, Lucedale Youth Services, Mike Itaya, Lucedale Clerk and Nedra Fleming, Vancleave Clerk attended the Librarianship 101 in August.

 

Berverages and Food Recommendation and Policy in the Libraries (copy on file) – Carol Hewlett, Director, presented a policy recommended by the branch managers to allow beverages and food in the library while still maintaining control over what is brought in.

 

MOTION:                                                         SECOND:

“To approve the beverage and food policy as previously distributed to members.”

VOTING AYE: Albrycht, Anderson, Grimes, Maples, McDonald, Ogborn

VOTING NAY:   None

 

Reappointment of Harry McDonald to the Regional Board – Carol Hewlett, Director, informed the members that Harry McDonald’s term on the Board ends in October and a written request to the supervisor from herself and Bruce Grimes, Chairman, should be sent to ask that he be reappointed if he wanted to serve again. Harry McDonald stated that he would serve again if reappointed.

 

Jackson County Utility Authority (copy on file) – Bruce Grimes, Chairman and Carol Hewlett, Director, informed the members that the Jackson County administrator requested a meeting with them to ask that we add stops to our delivery route for the Jackson County Utility Authority.  The members agreed to the additional deliveries stops, but no compensation would be asked for.

 

MOTION: Ogborn                                          SECOND: Anderson

“To approve the additional stops to the delivery route for the Jackson County Utility Authority and no compensation for these additional stops would be asked for.”

VOTING AYE: Albrycht, Anderson, Grimes, Maples, McDonald, Ogborn

VOTING NAY:   None

 

OTHER BUSINESS:                 Board members discussed possible changes to the Emergency Response Manual, including administrative leave during catastrophes.  Carol Hewlett, Director, informed the members that there is planned or ongoing review of both the emergency and personnel policy manuals and proposed changes will be presented to the board at a future meeting.

 

ANNOUNCEMENTS:

Š       Manager’s Meeting, September 26, 2012, 1:30 p.m., Vancleave Public Library

Š       Volunteer Reception, September 27, 2012, 6:00 p.m., Pascagoula Public Library

Š       Manager’s Meeting, October 10, 2012, 1:30 p.m., East Central Public Library

Š       Regional Board Meeting, October 23, 2012, 1:00 p.m., Pascagoula Public Library Boardroom

 

ADJOURNMENT:                   

MOTION: Ogborn                                             SECOND: Anderson                                                                   

“That the meeting be adjourned.”

VOTING AYE: Albrycht, Anderson, Grimes, Maples, McDonald, Ogborn

VOTING NAY:   None

 

 

Meeting adjourned at 2:24 p.m.

 

 

APPROVED: _______________________________________ADOPTED:__________________

                                                Chairman                                                                     Date

 

Minutes recorded by Cynthia Winters