Library Board

MORGANTOWN PUBLIC LIBRARY Approved 06.01.2023 Minutes of the Annual Meeting May 4, 2023 Present: Absent: Also Present: Others Present: Sue Carpenter Sarah Palfrey Linda Durfee Kelly Funkhouser Meredith Hartery James Spears, V Amy Loomis Darrin Baker Alexandria Svolos Call to order The annual meeting of the Board of Trustees of the Morgantown Public Library convened on May 4, 2023. The meeting convened at 9:06 am, Sue Carpenter, President presiding, Kelly Funkhouser, secretary. Approval of the Minutes • April 6, 2023 & April 6, 2023 e-Vote - The minutes were approved as presented. Amy Loomis moved. The motion passed unanimously. PUBLIC FORUM – None CORRESPONDENCE AND COMMUNICATIONS - None REPORTS • President - None • Director – See Director’s Report – Additional information – o Sarah Palfrey shared the Staff Day recap and feedback with the board. o Cheat Area will be closed to staff only through Monday and possibly Tuesday. The building is being prepared for carpet, painting and moving of the children’s section. o In the WV Legislative session $1 million was allocated into the Library Facility Improvement Fund. This is a grant application that will be open starting in July 2023 and is a dollar for dollar match. o Elevator update: Additional projects are needed to complete the elevator modification. • Treasurer – o Financial Statements – The financial statements were reviewed. Linda Durfee moved that the financial statements be filed for audit. The motion passed. ○ Approval of Checks – Alexandria Loomis moved to approve checks as presented. The motion passed. REPORTS OF COMMITTEES A. Investment Committee – None B. Facilities Committee – Sue Carpenter visited the Berkeley County Public Library and met Gretchen Fry. She learned that Berkeley County Public Library has contracted with HBM Architects, LLC of Cleveland, Ohio who is in turn working with a group that projects community based facility needs. This will help the library to see what the facilities will need to serve that future public. “Sue Carpenter and Penny Pugh would like to increase the committee with members of the community and is asking the library board for recommendations.” – leave out? Board Minutes – May 4, 2023 – Page 2 UNFINISHED BUSINESS • Policy Review Schedule – Linda Durfee moved that we table the Policy Review Schedule until we are ready to deal with it in another way. The motion passed. • Bylaws review, proposed amendments, and additions – A revised version of the bylaws was distributed and discussed. Sarah Palfrey has requested that the board review. NEW BUSINESS • Election of Officers – The following slate of officers was discussed. President Sue Carpenter Vice-President Meredith Hartery Treasurer Alexandria Svolos Secretary Linda Durfee Member Amy Loomis Linda Durfee moved that for the next year 2023-2024, we have the slate of officers that we have now. The motion passed. • FY 2024 Proposed Budget – Sarah Palfrey presented the two budget drafts. Linda Durfee moved that we accept this budget for fiscal year 24 with a grand total of $2.292. The motion passed. • FY2024 Budget Adjustment(s) – Alexandria Svolos moved to accept the budget adjustment as presented. The motion passed. • Removal of Replacement Card Fee – Linda Durfee moved to dispense with the fee for replacement library cards from the library policy. The motion passed. BOARD COMMENTS – None ADJOURNMENT – Alexandria Svolos moved to adjourn. The motion carried unanimously. The meeting adjourned at 10:36am. NEXT MEETING – June 1, 2023 9am. A meeting is not being scheduled for the month of July. August 25, 2023 is the date scheduled for reviewing Strategic Plan. MAY 2023 BOARD MEETING DIRECTOR'S REPORT Sarah Palfrey MAY 2023BOARD MEETING APRIL 2023 HIGHLIGHTS I t w a s a full t e a m e ffo r t fo r t h e 20 23 St a ff Da y! A n umbe r o f pe o ple pa r t i c i pa t e d i n d e ve lo pi n g t h e i c e br e a ke r s a n d li gh t e r mo me n t s o f t h e d a y. E mi ly ( O ut r e a c h ) a n d Mo lly ( C B PL) h o s t e d t h e a c t i vi t i e s . R ut h ( MPL) le a d t h e lun c h c o mmi t t e e . Sh e lby, J a me s , a n d J o h n , a ll fr o m MPL pr e s e n t e d s e s s i o n s . Abby a n d J e s s i ka fr o m C APL a ls o pr e s e n t e d a s e s s i o n , a ll w e r e w e ll r e c e i ve d by t h e a t t e n d e e s . W e h a d gue s t s pe a ke r s i n t h e a ft e r n o o n w h o pr o vi d e d a n i n t r o d uc t i o n t o me n t a l h e a lt h fi r s t a i d , a n d pr e s e n t e d o n h o w t o c r e a t e o ur o w n s e n s o r y bo a r d bo o ks . All t h e s e s s i o n s w e r e i n fo r ma t i ve a n d w e ll r e c e i ve d . Sh e lby, Abby a n d J e s s i ka a ll r e c e i ve d h i gh pr a i s e o n t h e fe e d ba c k fo r m fo r a ls o ma ki n g t h e i r pr e s e n t a t i o n s i n t e r a c t i ve a n d le ft s t a ff fe e li n g li ke t h e y c o uld i mple me n t t h e i d e a s r i gh t a w a y. I a m ve r y ple a s e d w i t h t h e e vo lut i o n o f s t a ff d a y, I t h i n k w e h a d mo r e c o n t r i but o r s t h i s ye a r t h a n pr e vi o us ly a n d t h e pr e a n d po s t s ur ve y fe e d ba c k h a s be e n ve r y h e lpful.  MAY 2023BOARD MEETING APRIL 2023 ADMINISTRATION T h e e le va t o r R FP h a s be e n po s t e d S t r at e g i c P lan - A c o n t r a c t h a s a n d bi d s w e r e d ue by Apr i l 28 t h . be e n s i gn e d fo r a fa c i li t a t o r fo r t h e r e q ui r e d s t r a t e gi c pla n . T e r r i T h e VO I P ph o n e c o n t r a c t h a s be e n C ut r i gh t a n d As s o c i a t e s w i ll be gi n fi n a li z e d a n d i n s t a lla t i o n s h o uld ph a s e o n e i n J un e , 20 23 w i t h a n s t a r t i n Mi d t o la t e Ma y. a n t i c i pa t e d c o mple t i o n d a t e o f a fi n a l pr o d uc t i n O c t o be r . T h e Aull C e n t e r i s i n n e e d o f a upgr a d e t o t h e i r i n t e r n e t s e r vi c e . P ER S ONNEL T h e y a r e n o t pa r t o f t h e s t a t e C e li a Fa ux h a s s t a r t e d a t MPL a s a n e t w o r k a n d a r e n o t s e r vi c e d by t h e pa r t -t i me li br a r y a s s i s t a n t . s t a t e O ffi c e o f T e c h n o lo gy. W e h a ve be gun ge t t i n g q uo t e s a n d h o pe t o ma ke t h e i mpr o ve me n t s i n Ma y. T h e c o n t r a c t w i t h Se c ur i t y Ame r i c a h a s be e n e xe c ut e d a n d t h e c o ve r a ge fo r MPL w i ll be gi n n i n g i n t h e bui ld i n g o n Ma y 1 , 20 23 . I n a d d i t i o n t o o r ga n i z i n g a n d h o s t i n g t h e s t a ff d a y t h i s mo n t h , I a ls o pr e s e n t e d a N e w Di r e c t o r s t r a i n i n g a s pa r t o f t h e a n n ua l W e s t Vi r gi n i a Li br a r y N e t w o r k me e t i n g. T h e pur po s e w a s t o r e vi e w e xi s t i n g r e s o ur c e s fo r n e w d i r e c t o r s a n d i d e n t i fy a r e a s t h a t t h e y ma y n e e d a d d i t i o n a l h e lp o r s uppo r t . Ma r c h B r a n c h R e po r t s fo llo w t h e Di r e c t o r ' s R e po r t .  APRIL 2023 BOARD MEETING Digital Highlight 503 HOOPLA New users last 12 months 320 MPLS a d d e d t h e h o o pla a pp i n Augus t o f 20 1 8. I t ' s a lw a ys be e n po pula r but re c e n t ly us e h a s i n c re a s e d . I n pa rt due t o a w i de r va ri e t y o f o ffe ri n gs fro m h o o pla a n d i n pa rt due t o t h e New users previous ve ry lo n g w a i t t i me s o n W VDe li . Ho o pla i s a c o s t pe r c i rc pro d uc t . MPLS 12 months s ubs c ri be s t o t h e e n t i re pla t fo rm a n d t h e n w e a re c h a rge d pe r us e . C h a rge s ra n ge fro m c e n t s t o $3 . 99 pe r i t e m pe r bo rro w . Th i s a llo w s fo r s i mult a n e o us us e o f ma t e ri a ls e li mi n a t i n g lo n g w a i t t i me s fo r i t e ms t h a t h a ve t o be put o n h o ld o n o t h e r pla t fo rms . Bo rro w e rs a re li mi t e d t o 6 i t e ms a mo n t h . W e c o n s i de re d i n c re a s i n g t h e mo n t h ly a mo un t , but t h e n us a ge i n c re a s e d a n d w e put a pa us e o n t h e c h a n ge . Ho o pla c a rri e s e bo o ks , a ud i o bo o ks , ma ga z i n e s , G re a t C o urs e s c la s s e s , mo vi e s , mus i c , ki d c o n t e n t , a n d c o mi c s . 1,792 borrowers - 27,726 items borrowed since 2018