Unofficial Version not Yet Approved by the Board

JACKSON-GEORGE REGIONAL LIBRARY SYSTEM

BOARD OF TRUSTEES

 

Meeting Minutes – October 2012

 

TIME AND PLACE:                   Tuesday, October 23, 2012, 1:07 p.m., Pascagoula Public Library Board Meeting Room

 

PRESIDING:                            Bruce Grimes

 

MEMBERS PRESENT:             Marjorie Albrycht, Joanne Anderson, Nancy Jo Maples, Harry McDonald and David Ogborn

 

MEMBERS ABSENT:               Paula Hinton

 

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

                                               

CORRESPONDENCE:

Š     A copy of a letter dated September 25, 2012 to Yvonne Parton, Branch Manager Vancleave Public Library, from The Fabric of America Fund (BP) with an enclosed gift for $150.00.

Š     A copy of a letter dated October 1, 2012 to Dr. Chris Wiggins, author and library user, from Carol Hewlett, Director, thanking him for his recent donations to the library and the Jackson County Historical and Genealogical Society.

Š     A copy of a letter dated October 2, 2012 to Melton Harris, Jackson County Supervisor, from Carol Hewlett, Director, requesting that Harry McDonald be reappointed to the Regional Board of Trustees.

Š     A copy of a letter dated October 1, 2012 to Carol Hewlett, Director, from Josh Eldridge, Jackson County Comptroller, concerning the FY2013 budget request.

Š     A copy of a letter, dated October 3, 2012, to Josh Eldridge, Jackson County Comptroller, from Carol Hewlett, Director, thanking him for his letter confirming the budgeted amount for the Jackson-George Regional Library.

Š     A copy of a letter from Tommy Fairfield, Executive Director, JCUA, dated October 5, 2012 to Carol Hewlett, Director, concerning the mail route stops.

Š     A copy of a letter from Wolf, McDuff and Oppie, dated October 15, 2012, to the JGRLS Board of Trustees confirming services to be provided for FY2012 Audit.

 

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 $9,417.69 changing the total of the October Docket of Claims to $120,491.46. 

 

                                                MOTION: Ogborn                                                      SECOND: Albrycht                                                                                  

                                                “To approve the October Docket of Claims in the amount of $111,073.77 and an addendum in the amount of $9,417.69 totaling $120,491.46.”

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

                                                VOTING NAY: None

 

FY2012 Audit (copy on file) – Karen Wells, Business Manager, distributed the “Proposal for Audit” received from Wolfe, McDuff and Opie after the Regional Board approved their firm to do the FY2012 audit at the September Board meeting.

 

FY2012 Budget Amendment (copy on file) – Karen Wells, Business Manager, distributed an additional FY2012 Budget Amendment in the amount of $2,233.00 due to proceeds received from MLC on September 28, 2012 for an LSTA grant. 

 

MOTION: Grimes                                                   SECOND: Anderson 

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

                                                VOTING AYE: Albrycht, Anderson, Grimes, Maples, 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   August-September 2012 Minutes

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: Anderson                                                    SECOND: Maples                                             

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

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

VOTING NAY: None

                                               

                                                Karen Wells departed at 1:24 p.m.

 

                                                DIRECTOR’S REPORT: OCTOBER

Included in the Director’s Report:

Š       Training Reports

o   MLC 21st Book Club Meeting with OSSD Superintendent, September 20, 2012 (Jones)

o   Keeping Romance Fresh Webinar, September 24, 2012 (Neal)

o   Patron Initiated Acquisitions Webinar, September 25, 2012 (St. Amant, Agnelly, Franklin)

o   Conference for Women, September 25, 2012 (Hinkel, Rupp)

o   Writing With Diplomacy, Tact and Finesse Webinar, September 26, 2012 (Woods, Rupp, Morgan, Beatty, St. Amant)

o   Basic Web-based Reference Webinar, September 26, 2012 (Beatty)

o   Interpersonal Communication: Communicating Assertively Webinar, September 29, 2012 (Jones)

o   GoCoast 2020 Listening Session, October 2, 2012 (Hewlett)

o   Creative Commons & Public Domain Use Webinar, October 9, 2012 (Bridges)

o   Ring the Dinner Bell: New Cookbooks to Enjoy Webinar, October 9, 2012 (Morgan, DenBleyker)

o   E-Beat & MLC – eReader Basics, October 10, 2012 (Beatty, St. Amant)

o   Speaker of the House Phillip Gunn’s “Mississippi Solutions: An Ideas Tour,” October 11, 2012 (Jones)

o   Mango 101 Library Training Webinar, October 15, 2012 (Beatty, Morgan, Garbin, Barlow, Neal)

o   Introducing RDA Webinar, October 17, 2012 (St. Amant)

o   Excel, CLIC Lab, October 18, 2012 (Owens, Agnelly)

Š       Meeting Reports/Minutes

o   Branch Managers Meeting, September 26, 2012 (Hewlett)

o   TLCU Conference, September 30-October 3, 2012 (Beatty)

o   All Manager’s Meeting, October 10, 2012 (Jones)

Š       Miscellaneous Reports and Items

o   Renee Gautier-Hague, Pascagoula Genealogy Department, receives award for “Best Special Event” for the Historic Krebs Cemetery Tour, September 27, 2012 (Smith, L.)

o   Library Visits Tally Report, September 17-22, 2012 (Winters)

o   Copies of Newspaper articles and PR Flyers (Bridges)

o   Organizational Chart, October 1, 2012 (Bridges/Winters)

 

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

 

MOTION: Grimes                                                      SECOND: Ogborn                           

                                                “To approve the Director’s Report for October as previously distributed to members.

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

                                                VOTING NAY: None

                                                                                                                                               

OLD BUSINESS:                      Hiring Procedures and Policies – Carol Hewlett, Director, informed the members that an Alcohol and Drug Policy will be submitted in the next two months for their approval.  She also stated that she spoke with Riley McIlwain at Medworks concerning the alcohol and drug testing of new hires and what it entails.  We do not have to have a contract with Medworks and he suggested that only the person that has been offered a position with the library system should be tested.

 

                                                Trustees’ By-Laws – Carol Hewlett, Director, asked members if they had any revisions for the trustees’ by-laws.  The few items that she and Stacie Zorn, Board Attorney, found were strictly housekeeping items and a copy with revisions would be given to the Board at the next meeting for approval.

 

                                                City of Moss Point Contract – Stacie Zorn, Board Attorney, informed the members that the City of Moss Point approved the addendum to the Moss Point contract and in the future that would become the new contract.

 

NEW BUSINESS:                     Suspend Library Card Registration Policies for a Pilot Project -

Carol Hewlett, Director, asked that the Board direct her to investigate suspending library card registration policies for a pilot project where the library system would allow school systems to share resources with school librarians.  The pilot project will start with the Ocean Springs schools since it was first requested by the Ocean Springs Superintendent of Schools.

 

ANNOUNCEMENTS:

Š       Manager’s Meeting, November 14, 2012, 1:30 p.m., Pascagoula Public Library

Š       Thanksgiving Holiday, November 22-23, 2012, Libraries Closed

Š       Regional Board Meeting, November 27, 2012, 1:00 p.m., Pascagoula Public Library Boardroom

 

ADJOURNMENT:                    

MOTION: Ogborn                                                         SECOND: Grimes                                                                    

“That the meeting be adjourned.”

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

VOTING NAY: None

 

 

Meeting adjourned at 1:42 p.m.

 

 

APPROVED: _______________________________________ADOPTED:__________________

                                                Chairman                                                                     Date

 

Minutes recorded by Cynthia Winters