Unofficial Version not Yet Approved
by the Board
BOARD OF TRUSTEES
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:
á 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
ÒTo 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
á 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.
ÒTo
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.Ó
VOTING
AYE: Albrycht, Anderson, Grimes, Hinton, Maples, McDonald, Ogborn
VOTING NAY: None
CORRESPONDENCE –
AUGUST
AGENDA:
á 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.
á 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.
á 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.
á 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.
á 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.
á A copy of an e-mail dated August 9,
2012 from Carol Hewlett, Director, to Regional Board members concerning the
computer filtering system.
á 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.
á 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.
á 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.
á 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:
á 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.
á 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.
á 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.
á 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
Checks – Karen
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.
ÒTo
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.Ó
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.
ÒTo
approve the travel request for Michael Itaya to attend Music In Libraries
Workshop, Tuscaloosa, AL, October 18, 2012, registration, hotel, mileage and
time.Ó
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.
ÒTo
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.Ó
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
ÒTo approve the FY2012 amended
budget as previously distributed to members and
discussed by Karen Wells, Business Manager.Ó
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
ÒTo 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.Ó
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
ÒTo approve hiring Wolfe, McDuff and Opie Accounting Firm to complete the FY2012
audit.Ó
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
ÒTo approve the August consent
agenda as previously mailed to members.Ó
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
ÒTo approve the September consent
agenda as previously mailed to members.Ó
VOTING
AYE: Albrycht, Anderson, Grimes, Hinton, Maples, McDonald, Ogborn
VOTING NAY: None
Karen
Wells departed at 1:38 p.m.
DIRECTORÕS REPORT: AUGUST AND
SEPTEMBER
Included in the DirectorÕs Report:
á 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)
á Meeting Reports/Minutes – August
o Tech Team Meeting Notes, July 26,
2012 (Hewlett)
Branch
ManagersÕ Meeting Notes, August 8, 2012 (Elston)
á Miscellaneous Reports and Items-August
o Copies of Newspaper articles and PR
Flyers (Bridges)
á 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)
á
Meeting Reports/Minutes –
September
o ManagerÕs Meeting, September 12,
2012 (Winters)
o Meeting with Sun Herald, September
21, 2012 (Bridges)
á
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 DirectorÕs Report.
MOTION: Ogborn SECOND: Anderson
ÒTo
approve the attachments to the DirectorÕs Report for August and September as
previously distributed to members.Ó
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.
DirectorÕs 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
ÒTo
approve directorÕs evaluation as previously distributed to members.Ó
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
Òfacility and grounds maintenance and custodial servicesÓ as requested by the
City of Moss Point.
MOTION: Ogborn SECOND: Anderson
ÒTo
approve directorÕs evaluation as previously distributed to members.Ó
VOTING AYE: Albrycht, Anderson, Grimes,
Hinton, Maples, McDonald, Ogborn
VOTING NAY: None
TrusteesÕ By-Laws (copy on file)
– Carol Hewlett, Director, distributed a copy of the TrusteesÕ 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
ÒTo
nominate Bruce Grimes, Chairman and Marjorie Albrycht, Vice Chairman and
Treasurer to remain as officers for FY2013.Ó
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
ÒTo 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.Ó
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
ÒTo approve the ILL Revised Policy
as previously distributed to members.Ó
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:
ÒTo approve the beverage and food
policy as previously distributed to members.Ó
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 McDonaldÕs 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
ÒTo 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.Ó
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:
á
ManagerÕs
Meeting, September 26, 2012, 1:30 p.m., Vancleave Public Library
á
Volunteer
Reception, September 27, 2012, 6:00 p.m., Pascagoula Public Library
á
ManagerÕs
Meeting, October 10, 2012, 1:30 p.m., East Central Public Library
á
Regional
Board Meeting, October 23, 2012, 1:00 p.m., Pascagoula Public Library Boardroom
ADJOURNMENT:
MOTION: Ogborn SECOND: Anderson
ÒThat the meeting be adjourned.Ó
VOTING AYE: Albrycht, Anderson, Grimes,
Maples, McDonald, Ogborn
VOTING NAY: None
Meeting adjourned at 2:24 p.m.