Unofficial Version not Yet Approved by the Board

JACKSON-GEORGE REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

 

Meeting Minutes – June 2012

 

TIME AND PLACE:                 Tuesday, June 26, 2012, 1:02 p.m., Pascagoula Public Library Board Meeting

 

PRESIDING:                             Bruce Grimes

 

MEMBERS PRESENT:             Marjorie Albrycht, Paula Hinton, Harry McDonald and David Ogborn

 

MEMBERS ABSENT:              Joanne Anderson, Nancy Jo Maples

 

OTHERS PRESENT:                Alisa St. Amant, Assistant Director, Karen Wells, Business Manager; Stacie Zorn, Board Attorney, Cynthia Winters, Administrative Assistant, Rex Bridges, Public Relations, Helen Barlow, Branch Manager East Central Public Library and Lori Smith, Branch Manager Pascagoula Public Library.

 

PRESENTATIONS:                 

Š       Bruce Grimes, Regional Board Chairman, recognized Harry McDonald, Board Member, and presented him with a certificate on being the first trustee in the state to complete the MLC Trustee Academy.

Š       Rex Bridges, Public Relations, presented and discussed the new JGRLS website and the use of goggle statistics in tracking website use (copies on file)

 

CORRESPONDENCE:

Š       Copies of letters dated May 31, 2012, to the library system cities and counties from Carol Hewlett, Director concerning contract renewal for FY2013.

Š       A copy of a letter dated June 4, 2012, to Ben Maples, library user, from Carol Hewlett, Director and Bruce Grimes, JGRLS Board Chairman, thanking him for the project involving signage at Lucedale-George County Library.

Š       A copy of a letter dated June 7, 2012, to Carol Hewlett, Director, from Sharman Smith, MLC Executive Director, informing her of the E-Book LSTA Grant that was awarded in the amount of $10,000.

Š       A copy of a letter dated June 8, 2012, to Carol Hewlett, Director, from Eddie Williams, Pascagoula City Attorney, concerning the renewal of the JGRLS Contract.

Š       A copy of a letter dated June 14, 2012, to Kate Penrose, library user, from Alisa St. Amant, Assistant Director, extending her ban from the library.

Š       A copy of a memo dated June 19, 2012, to Carol Hewlett, Director, from Jennifer Walker, MLC thanking her for the letter written in support of MLC’s application for a Laura Bush 21st Century Librarian Grant award and that the application was funded.

Š       A copy of a letter dated June 19, 2012 to Carol Hewlett, Director, from Josh Eldridge, Jackson County Comptroller, requesting the FY2013 budget by July 2, 2012.

 

FINANCES:                              Docket of Claims -This report (copy on file) was previously distributed to members. Karen Wells, Business Manager, submitted an addendum in the amount of $6,475.44 changing the total of the June Docket of Claims to $101,474.53. 

 

                                                MOTION: McDonald                                          SECOND: Ogborn                                                                               

                                                “To approve the June Docket of Claims in the amount of $94,999.09 and an addendum in the amount of $6,475.44 totaling $101,474.53.”

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

                                                VOTING NAY: None

                                               

State Aid Grant Program FY2013 (copy on file) - Karen Wells, Business Manager, requested that the Board approve the following MLC State Aid Subgrants:

Š       SPG13-18-0, Personnel Incentive Grant Program: $246,625.28

Š       SHG13-18-0, Health Insurance Grant Program: $298,185.60

Š       SLG13-18-0, Life Insurance Grant Program: $4,501.44

 

MOTION: Grimes                                                SECOND: Ogborn

“To approve the Personnel Incentive Grant in the amount of $246,625.28, the Health Insurance Grant in the amount of $298,185.60 and the Life Insurance Grant in the amount of $4,501.44 from the MLC State Aid Subgrant Agreement for FY2013.”

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

VOTING NAY: None

 

FY2013 Proposed Budget: Jackson and George Counties (copy on file) – Carol Hewlett, Director, Karen Wells, Business Manager, and the Regional Board Budget Committee (Grimes, Albrycht) previously mailed to members the proposed Jackson County and George County FY2013 budgets for review and asked that the board approve distribution to the two counties. Board members were encouraged to talk with their supervisors concerning the proposed budgets.

 

MOTION: Ogborn                                          SECOND: McDonald 

“To approve the proposed FY2013 budgets for Jackson and George Counties and the distribution to both counties.”

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

VOTING NAY: None

 

CONSENT AGENDA:               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 May 2012 Board Meeting

o   Assistant Director Report

o   Financial Reports

o   Statistical Reports 

o   Personnel Report

Š       New Hires:

                                                Patrick Marshall (LU Clerk I)

                                                Gregory Marshall (PG Custodian II)

Š       Hiring Pool:

                                                Clerk:

                                                Letha Boulton-Wells

                                                Ashley Dunsford

                                                Custodian:

            Shamerial Stoles

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

 

MOTION: Grimes                                              SECOND: Albrycht                                          

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

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

                                                VOTING NAY: None

 

                                                Karen Wells departed at 1:45 p.m.

 

                                                DIRECTOR’S REPORT:          

Included in the Director’s Report:

Š       Training Reports

o   Gadgets in the Library Webinar, May 10 and 24, 2012 (Elston, Beatty)

o   Create and Manage Your E-Bay and Paypal Account Webinar, May 11, 2012 (Beatty, Howard, Neal)

o   Facebook 101 Webinar, May 11, 2012 (Beatty)

o   IPads and Other Electronic Gadgets Webinar, May 15, 2012 (Beatty)

o   RDA Toolkit Essentials Webinar, May 16, 2012 (Woods)

o   Gadgets in the Library Webinar, May 17, 2012 (Woods)

o   Re-inventing the Customer Centered Library, May 18, 2012 (Read, Branning)

o   TLC LS2 Circulation Training Webinar, May 24, 2012 (Woods, Hinkel)

o   Gadgets in the Library Part II Webinar, May 24, 2012 (Woods)

o   eBooks: A New Paradigm in Douglas County, or a New Twist on the Past Webinar, June 12, 2012 (Agnelly, Franklin)

o   Cataloging at the Crossroads Webinar, June 13, 2012 (St. Amant)

o   What’s New in Audio Books Webinar, June 13, 2012 (Barlow)

o   Foundations of Interpersonal Communication Webinar, June 19, 2012 (Woods, Rupp)

Š       Meeting Reports/Minutes 

o   Branch Manager Meeting Minutes, May 23, 2012 (Smith, L.)

o   JGRLS Collection Development Committee Meeting, May 30, 2012 (Smith, L.)

o   Tech Team Meeting, May 31, 2012 (Elston)

o   Public Library Director’s Meeting, June 7-8, 2012 (Beatty, St. Amant)

o   Manager’s Meeting Minutes, June 14, 2012 (Hewlett)

Š                Miscellaneous Reports and Items

o   Copies of Newspaper articles and PR Flyers (Bridges)

o   Mississippi Public Library Statistics, FY2011 (MLC)

o   Book Review – Mississippi Libraries (MLA Publication), St. Amant

 

Alisa St. Amant, Assistant Director, discussed and answered Board questions on items submitted under the Director’s Report.

 

MOTION: Ogborn                                          SECOND: Albrycht                        

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

                                                VOTING AYE: Albrycht, Grimes, Hinton, 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.

 

Mississippi Public Library System Accreditation Program (copy on file) – Carol Hewlett, Director, previously distributed the completed form of the Mississippi Public Library System Accreditation to be approved by the members and submitted to MLC.

 

                                                MOTION: Grimes                                          SECOND: Ogborn

“To accept and approve the Mississippi Public Library System Accreditation as distributed by Carol Hewlett, Director.”

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

                                                VOTING NAY: None

 

                                                eBooks (copy on file) -  Alisa St. Amant, Assistant Director, gave a power point presentation on Axis 360 eBooks that will go live for library users on July 2, 2012. This will be a soft launch that will allow staff to become familiar with the various e-reading devices compatible with Axis 360 and how they function.  A full-scale publicity campaign is planned for National Library Card Sign-up month in September.   

 

NEW BUSINESS:                     Nepotism Policy – Stacie Zorn, Board Attorney, discussed aspects of the nepotism policy concerning Board members and their relatives applying for positions in the library system.  The personnel committee will be updating the policy and will bring it to the members with other changes to the personnel policy in a few months.

ANNOUNCEMENTS:

Š       Wednesday, July 4, 2012 Holiday, Library Closed.

Š       Manager’s Meeting, July 18, 2012, Pascagoula Public Library, 1:30 p.m.

Š       Regional Board Meeting, July 24, 2012, Pascagoula Public Library, 1:00 p.m.

 

ADJOURNMENT:                   

MOTION: Ogborn                                              SECOND: Grimes                                                                 

“That the meeting be adjourned.”

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

                                                VOTING NAY: None

 

Meeting adjourned at 2:30 p.m.

 

 

APPROVED: _______________________________________ADOPTED:__________________

                                                Chairman                                                                     Date

 

Minutes recorded by Cynthia Winters