Library Board

MORGANTOWN PUBLIC LIBRARY Approved 10.28.19 Minutes of the Regular Meeting September 18, 2019 Present: Absent: Also Present: Others Present: Sue Carpenter Sarah Palfrey Linda Durfee Sarah Scharf Judy Panagakos Kelly Funkhouser Janet Paine Penny Pugh Call to order The regular meeting of the Board of Trustees of the Morgantown Public Library convened at the Morgantown Public Library, on September 18, 2019. The meeting convened at 1:03 pm, Sue Carpenter, President presiding, Sarah Scharf, secretary. Approval of the Minutes of the August 15, 2019 Regular Meeting Judy Panagakos moved that the minutes to be accepted as presented. The motion carried. PUBLIC FORUM - None CORRESPONDENCE AND COMMUNICATIONS - None REPORTS OF COMMITTEES/OFFICERS A. President – None B. Treasurer –  Presentation and discussion of Morgantown Public Library System’s profit and loss statements as of 9-13-2019. The “Restricted Gift – Marshall” budget line was discussed in particular, and Sarah Palfrey mentioned that she’d like the library to purposefully plan an entire year of events using the Shelly A. Marshall Foundation donation, and clearly crediting the foundation for what is accomplished with their money. C. Investment Committee –  Janet Paine talked with Rachel Wood, a financial planner, about the state of the library’s various accounts and investments. The board is in favor of Rachel coming to the next board meeting to give an objective overview of how the funds could be managed wisely.  The Huntington National Bank non-restricted and restricted trust accounts were presented and discussed, along with Your Community Foundation. Note: Meredith Hartery is the new Library Board member. Next month’s meeting will need to be moved to October 28, 9:00am to accommodate members’ schedules better. Board Minutes – September 18 – Page 2 REPORT OF THE LIBRARY DIRECTOR  Sarah Palfrey met with the Friends group this month. New bylaws and membership forms were drafted during this meeting. A “Meet the Friends” open house event will be held in the book sale room on October 21, 4:00 – 8:00 pm.  The possibilities and potential outcomes of a NORLN/MLN merger are still being discussed. One of the big hurdles is the difference in “holds” philosophies between the two networks. However, merging and possibly moving from Innovative to TLC would help shoulder costs overall.  Monthly circulation meetings are being refocused for now into discussions on the philosophy of public service and desk etiquette.  Ethos Leadership Group will be having two strategic planning sessions on October 14 at 1:30 and 4:00 with library staff. Additional staff training will occur that morning.  There are two new hires: Amanda Young is a Reference Tech, and Janet Nerkowitz is working at Clinton and helping with programming there.  Last month Sarah Palfrey attended the Committee of the Whole meeting, and the September 1 Dominion Post article captured the story the library is trying to tell.  Sarah Palfrey spoke with NARFE (National Active and Retired Federal Employee Association) this month and they are very excited to hear about what the library is doing.  Sarah Palfrey is participating in the county’s 2020 Census Committee. Their next meeting is in October.  A senior marketing class at WVU has been working with the Friends to create a marketing plan.  Sarah Palfrey has a meeting in October exploring the possibility of a School of Social Work partnership with the library.  WVLA Fall Conference is October 16 – 18 in Shepardstown, WV.  Sarah Palfrey is working with heads of each department in the library with the objective of receiving a monthly narrative report about their goals and successes each month.  August circulation and Hoopla statistics were presented and discussed. Sandborn maps had a huge jump in usage last month. Overdrive, Hoopla, and RB Digital checkouts all still continue to grow. BRANCH UPDATES  A 1.4 acre property on the Grafton Road has recently been put up for sale by owner, and it may be a perfect location for a new Clinton District library. Linda Durfee moved that a non-binding letter of intent to purchase the property be drafted. Janet Paine seconded. The motion passed unanimously.  The one-year lease has been signed with the Arnettsville Community Association.  Cheat Area Library is getting their new handicap-accessible door installed soon thanks to a WVLC grant.  Clay Battelle Library received a $500 donation from a patron to be used for new furniture.  The Aull Center’s 15th Anniversary celebration and historical masquerade is September 27. UNFINISHED BUSINESS  Sick leave reimbursement – no news  Levy awareness – no news  Your Community Foundation – discussed under New Business, Innovation Grant section. NEW BUSINESS  Kelly Funkhouser presented a proposed budget adjustment for purchasing public and staff computers for the branches, and compact all-in-one staff computers for the downtown library circulation desk. Penny Pugh made a motion to accept the budget adjustment as presented. Judy Panagakos seconded. The motion passed unanimously. Board Minutes – September 18, 2019 – Page 3  Sarah Palfrey would like to make “Staff Innovation Awards” available for all employees at all locations to help improve library services (E.g., to purchase book bundles, tablets, hot spots to check out…). The funds could come from a combination of older unspent Friend’s money or the YCF un-endowed fund. Potential prize sizes and the winner selection process or creation of an Award Committee will be discussed during the next meeting. Janet Paine made a motion to take the full disbursement from the unrestricted YCF fund. Penny Pugh seconded. The motion passed unanimously.  A construction quote for the new circulation desk has been received.  A quote has been received for replacing the metal stairwell doors on the first floor and ground floor with full glass, fire-rated doors. The board is in favor of pursuing this project, and it will be discussed further during next month’s meeting. EXECUTIVE SESSION – Began at 3:15 pm, ended at 3:28 pm. BOARD COMMENTS –None ADJOURNMENT – The meeting adjourned at 3:30 pm. NEXT MEETING - October 28, 2019 at 9:00 am at the Morgantown Public Library.