Eastern Shore Public Library Board of Trustees

May 2, 2016 1 pm Main Library, Accomac, VA

Call to Order: The meeting of the Eastern Shore Board of Trustees was called to order at 1:00pm. Attendance: Trustees Paul Berge, Pat Bloxom, Barbara Coady, Ellie Gordon, Kitty Hall, Pam Spencer Holley, Chair Colette Nelson, Ann Rutledge, and Gerry Ryan were present. Absent: None. Library Director Cara Burton was present. Guest: Dana Bundick. Observer: Jeffrey McCoy Public Comments: There were no public comments. Approval of Minutes: Gerry Ryan moved and Barbara Coady seconded that the minutes be approved as amended. Financial Report: Stands approved as distributed. LGIP account closed $314.03 will be transferred to operating account. Necessary paperwork for online banking will be sent. She had question about $500,000 grant money; should arrive at start of next fiscal year and we did not know of restrictions on interest. Money will be kept in separate account as it’s state money; other donations will be in Foundation account. [Cannot comingle private and state money]. Does setting up a Capital Fund require Supervisors’ approval? Dana will check on this. Branch and Friends’ Reports Cape Charles Memorial Library Attachment A Friends will hold some author programs; library continues with the Tween programs. Chincoteague Island Library Attachment B Library also held luncheon for volunteers Programs for Summer Attachment B.1 Northampton Free Library Attachment C Branch Mgr Report Attachment C.1 Friends of the Main Library Attachment D Library Director’s Report April Statistical Summary Attachment E

*Fitz Godwin – Onancock Business and Civic Association has meeting to determine who will receive proceeds from the Christmas Homes Tour. *Robert Bloxom’s office has resolution for Dr. Miles Barnes. *Rayfield’s Pharmacy donates to Northampton Free Library annually, but this year the check was made out to ESPL. Motion to transfer these funds to the Friends of the

Northampton Free Library was made by Barbara Coady and seconded by Ellie Chapman. Motion was approved. *Summer reading schedule arranged so that activities of all four libraries are on one document. Distribution: School administration in Accomack [will copy and send to students] and Northampton; WESR will have Cara on radio to promote. Incentive prizes are being collected. Northampton Chamber of Commerce has sent e-mail blast of info [Accomack charges $75]; ESPL will send e-mail to all patrons with an e-mail address.

Liaison to Foundation/Capital Project Update Building Committee. Attachment F [Cara’s summary and Phase II Study Document]

As chair of the Building Committee, Paul moved to accept the Study Phase II. Discussion: remove self-check-out; insufficient funds for furniture or is it all scattered around? The motion was approved.

Old Business Strategic Planning – Trustees were asked to return comments by Wednesday at 7am. Circulation Policy and Registration Policy – Circulation Policy – Barbara Coady moved and XXXXX seconded, that the Circulation policy be approved. After discussion, the motion passed.

Registration Policy – Barbara Coady moved and Gerry Ryan seconded that we accept the revised registration policy. Gerry explained the reasoning behind the need for Chincoteague Library to charge non-residents [$25 each year for non- residents] a fee. Chincoteague requests a one-time $10 fee for non-residents.

Much discussion ensued. Colette Nelson moved and Barbara Coady seconded that the motion accepting the revised registration policy be amended to reflect a renewable $10 fee for non-residents to obtain a library card and the fees collected become part of the general fund.

New Business *Fine amnesty for summer reading – Barbara Coady moved and Kitty Hall seconded to accept the fine amnesty suggested by the library director for all those who successfully complete the summer reading program. Motion passed. *Adjusting Nassawadox hours – Thursday night hours at Northampton Free Library will be reduced from closing at 9pm to 8pm. * Budget Plan – The budget will be made available at the June trustees meeting. * Construction Committee – Kitty Hall moved and Pat Bloxom seconded that a construction committee be established. Members: Paul Berge, Chair, Gerry Ryan, Mike Mason, John Callander, Jim Eichelberger. Motion passed. *Donor Recognition Policy – It was suggested that if Curtis Group is hired by the Foundation, they may be able to offer suggestions. *Employee Manual Review Committee – The employee manual has been sent to VML to review the manual and offer suggestion. Barbara Coady moved and Gerry Ryan seconded that a personnel committee be formed. Motion passed. Volunteers include: Barbara Coady, Pam Holley, and Summer Dahlmanns.

Additional Comments 167 volunteer hours during the month of April. Next Meeting: June 6 in Chincoteague. Meet at Bills at 11:30am Adjournment: The meeting was adjourned at 3:07pm 2016 Meetings Monday, July 11 – Main Monday, August 1 – Main Monday, September 12 – Main Monday, October 3 – Northampton Monday, November 7 – Main Monday, December 5 – Main

Attachment A

Cape Charles Memorial Library

Monthly Report, April 2016

Youth Programs

Preschool Storytime 29

Toddler Storytime 28

Chess Club 13 Tween Program 9

Poetry Reading 21

ESC Service Board Storytime 10

Adult programs (provided by the Friends)

Friends Afternoon Tea 59

IPhone/ 20

Windows 8

Dream Class 29

Total 226

Meetings

Staff attended ESPL Trustee meeting, 4/4

Staff attended Friends of the Library meeting, 4/4

Staff attended a special Eastern Shore Public Library Trustee meeting at the Eastern Shore Chamber at 1:00 on April 11 to begin drafting a new strategic plan

for the ESPL.

Staff attended Library Board meeting, 4/13

Staff met with Emily Cullen, president of the Friends of the Library to discuss the 2016 Summer Reading Program.

Facility

A contractor has been hired to work on the meeting room and will begin next week.

Marketing & Communication

Staff has finalized the 2016 Summer Reading Program and is now working on the prize

schedule and the publicity flyers.

Outreach

Staff attended the last Friends of the Library Tea: Spring into Fashion and gave a short talk on library programs and services on 4/11.

Staff presented a Storytime to “special adults” from the Eastern Shore Community Services board from Exmore.4/12

Staff attended the Rosenwald School Restoration Initiative spring dinner on

Saturday. 4/16

Technology

The only computer problem this month: Firefox was corrupted on one computer and had to be reinstalled.

Adult Programs

Poetry Reading at the Library was held on 4/12 at 7:00. We had 20 to attend.

Friends of the Library Adult Programs

Friends of the Library Tea, held on 4/11

Page 2-report

Friends of the Library held three classes in the Computer Tutor Series this month: iPhone Help, Computer Help, and Smartphone Help.

What To Do With What You Dream was held on 4/16 from 9:30 to 3:00 and 29 attended.

Youth Services

Paws for Reading was held on Saturday, 4/16 from 10:45 to12:00 and we had two

children read to Diesel the dog.

Our second Tween Extreme Game Night was held on Friday, April 22 from 7:00 to 9:00 and was another success.

Continuing Education: no report

Collection Development

The Library received a donation of genealogical books from a local genealogist

for the Local History Room.

Upcoming Events

Smart Beginnings will present a Storytime on 5/5.

May 7 is Free Comic Book Day. Staff contacted Diamond Comic Distributors and we received approximately 100 free comics to give away.

The Friends of the Library will begin their 2016 Author Series on May 16 with author and TV producer Jim Baugh at 7:00 at the Civic Center.

Paws for Reading will continue to be held every third Saturday of the month from 10:45 to 12:00. This is a program that allows children to read aloud to a

therapy dog in order to improve reading and communication skills. Registration is

required.

The 3rd Tween Extreme Game Night will be held on 5/20 at 7:00.

The 2016 Summer Reading Program will begin on June 20 and our first programs

will be on June 21 with Kiptopeak State park at 11:00 and LEGO Build at 3:00.

Attachment B

CHINCOTEAGUE ISLAND LIBRARY

THE REGULAR MONTHLY MEETING

OF THE BOARD OF DIRECTORS

FRIDAY, APRIL 8, 2016 AT 9:00 A.M. AT THE LIBRARY

1. Call to Order: Linda called the meeting to order at 9:00 a.m. Those present were: President, Linda Ryan, Vice

President, Ben Ellis, Nancy Conklin, Harriet Lonergan, Tom Myers, Jane Richstein, Beverly

Gorsuch, David Johnson, and Sandra Gifford. Those absent were: Lou Bender, Nancy

Cunningham, Kelly Fox, Carl Palmer, Sherry Tarr, and Carrole Welsh.

2. Minutes from the March 11, 2016 Meeting.

Tom Meyers motioned, seconded by Nancy Conklin to approve the minutes from the March 11,

2016 meeting as distributed. All present were in favor and the motion was carried.

3. Treasurer’s Report – In Sherry’s absence, the quarterly report will be emailed to board members.

4. Eastern Shore Public Library Report (Report was sent with the agenda). David

Johnson noted that the purchase of the property was reported in The Eastern Shore Post this

morning. Linda mentioned that the new plans call for the community room and public restrooms

to be accessible to the public when the library is closed. Harriet reported that library director,

Cara Burton, asked that ESPL raffle tickets be sold at our library. Harriet will inform Cara that

the board was amenable to doing this.

5. Housekeeping, Circulation & Acquisitions

Harriet reported for February: Circulation: 1,105

Internet Usage: 1146

New Patrons: 21 20 adults and 1 juvenile.

Volunteer Luncheon: April 28th, 2016 at 11:00 a.m.: Board members were asked to let Harriet

know if they plan to attend.

6. Old Business

Fundraising Linda advised that she completed and sent the application for the Gannet Grant.

o Sunset Cruise, Monday, June 20th, 2016, $40 p/p. Linda reported that a sign-up

sheet has been prepared, and we will be ready to sell tickets as soon as they are

printed. There was some discussion regarding a possible rain date in case of bad

weather. Linda will check with Carlton.

o Annual Mailing

o Status of lists and bulk mail permit: Linda reported that our initial bulk mail permit has

been approved. However, now we have to apply at our local post office for the final

approval. She has printed out several permit forms and will follow up with Christine at the

post office to see which ones need to be filled out. Tom mentioned that we need to be sure to

make a notation on the envelope for returned mail. The cost for this would be $.07 per piece. The board agreed that it will be worth doing as it will enable us to keep our address lists

current. Tom also suggested that we begin the process of finalizing the mailing piece so that

we can be ready to mail. Linda suggested that fall mailings seem to have the best response

rate. Tom, Jane, Carrole and Linda will meet at the end of this month to begin planning.

Maintenance o Loose door handle on park side door: Linda and Sandy reported that there are

some screws loose, and Linda will contact Billy Reed, Jr. to see if he could take a

look at it.

Children’s Programs o Spring & Summer Schedule: Linda will contact Nancy Cunningham about

getting this information to the Chamber of Commerce and Ted Daisey for our

web site.

o “Take a Hike” Story Time – Possible schedule in mid-October: Kim Check,

Deborah Landis and Linda met to discuss doing this in the park. The book they

would like to do is The Leaf Man. We would have to get permission from the

Town to put stakes in the park and would have to purchase two copies of the book so that each page could be laminated and attached to a post.

7. New Business

Building Insurance - handed out a comparison sheet of our present policy with Hall-

Richardson and a quote she received from AIC. Hall Richardson’s premium was $2927 with a $1,000 deductible except wind/hail. The wind/hail deductible was 5% on the

building or $23,750. AIC’s premium was $2695 with a $2,500 deductible (because of

our previous claim). The AIC wind/hail deductible was 1% on the building and contents

or $5,700. Tom made a motion, which was seconded by David, to accept the AIC quote.

After a lengthy discussion, the motion was carried.

Other New Business – Linda mentioned that she had previously spoken with Barbara Mason about being on our library board. At that time, Barbara felt she had too many

other commitments. Barbara approached her last Wednesday to say that she would be

interested in serving. Tom moved and Sandy seconded to have Linda ask Barbara to

serve.

Life History Project: David and Harriet reported that they attended the presentation at the

Island Theatre on Thursday evening which was given by The Museum. The Roads

Scholar had spent the week interviewing residents, and Museum Director, Ennis Barbery Smith edited the interviews. Harriet will have a copy of the presentation for our library.

8. Adjournment

Tom motioned, seconded by David to adjourn. All present were in favor and the motion was

carried.

9. Date of Next Board Meeting: Friday, May 6, 2016 at 9:00 a.m.

Respectfully submitted,

Jane Richstein & Linda Ryan

Attachment B.1

Chincoteague Island Library Spring & Summer Programs

Tales 4 Tots (for children from “almost”3 – 5 years old) March 9 – May 25, 2016

every Wednesday at 9:30 a.m. This spring, we will have visits from the U.S. Coast

Guard, Smart Beginnings, NASA Outreach, NOAA, and the Chincoteague Bay Field

Station.

Special Children’s Summer Programs (for children up to 10 years old)

Thursday, June 23 at 3 p.m. – Hula Hoop Program

Wednesday, June 29 at 11 a.m. – 5 B’s, The Nature Conservancy

Thursday, June 30 at 4 p.m. – Learn to Play Chess

Wednesday, July 13 at 10 a.m. – Chincoteague Bay Field Station – hands on – kids

up to 10 years old

Thursday, July 14 at 3 p.m. – ZOO 2 YOU Program (Salisbury Zoo)

*SUNSET CRUISE (fundraiser) at 6:00 $40 pp-aboard the Martha Lou.

*Thursday, July 21 at 7 p.m. – Poetry Reading Group

Friday, August 12 at 1 p.m. – Friday on the Porch at the Chamber of Commerce

Summer Story Time (stories, songs, and crafts for children from 3 – 7 years

old) Thursday, July 6 at 10 a.m. – Story time

Thursday, July 21 at 10 a.m. – Story time

Thursday, July 28 at 1 p.m. – Story time, Theme: Ponies (Kendy Allen from the

Chincoteague Pony Center will be bringing a pony)

Thursday, August 4 at 10 a.m. – Story time

Thursday, August 4 at 6:30 p.m. – Celebrity Storytime w/Kelley Gaskill

Thursday, August 11 at 10 a.m. – Story time

Thursday, August 18 at 10 a.m. – Story time, Theme: End of Summer/Back to

School

Thursday, August 25 at 10 a.m. – Build with LEGOS

TBA – Master Gardeners’ – Build a Rain Garden

Incentive Reading Program

Registration at the library from June 17 until July 1, 2016: for kids between the

ages of 6 – 12. Book logs must be completed and turned in to the library no later

than August 19 to be eligible for incentive prizes.

*Not a children’s program.

Attachment C

Friends of the Northampton Free

Library

a Branch of the Eastern Shore Public Library

Annual Members Meeting Minutes – April 25,

2016 Northampton Free Library, Nassawadox,

VA 23413

Board Members present: Jenny Floyd, Sarah Bingman, Ellie Gordon,

Maureen Lawrence, Ginny Morgan, Margaret Rogers, David

Poyer, Lenore Poyer, Ginny Morgan, Kate Stith, Randy Stuart

Board Nominees: Jennifer Alley, Frances Williams Guest: Summer Dahlmanns, Northampton Free Library Branch

Manager

Guest Speaker: Tom Anderson, Director of Finance/Deputy Director of CBBT

Proceedings: The meeting was called to order at 6:30 PM by president, Jenny Floyd.

Jenny welcomed the three FNFL members who were in attendance and

reminded everyone of the upcoming May 3rd

lecture to be presented by David

Duer.

Jenny presented the slate of officers:

President Jenny Floyd

Vice President Margaret

Rogers

Treasurer Maureen

Lawrence Secretary Randy

Stuart Membership Ellie

Gordon

Jenny presented the following names for board re-election:

Sarah Bingman, David Poyer, Lenore Poyer

Jenny presented nominees Jennifer Alley and Frances Williams for board

election.

It was moved and seconded to accept all nominations. The motion carried.

Jenny introduced Tom Anderson of the Chesapeake Bay Bridge Tunnel

District.

Mr. Anderson gave a detailed and fascinating history of the Bridge Tunnel and spoke about the upcoming project of adding additional tunnels. The audience members were enthusiastic and peppered Mr. Anderson with questions.

Jenny will announce a May meeting date within two weeks. There being no

further business, the meeting was adjourned.

Respectfully submitted,

Randy Stuart, Secretary

Attachment C.1

04/27/2016

Northampton Free

Library

Staff- We miss Pam who is now the Bookkeeper in the Main Library. Susan

attended the Evergreen Conference last week in North Carolina. I want to

express a special thank you to Hector who covered her hours while she was

away.

Building Maintenance- Decker Electric fixed the problems with the outlets

and lights.

Book Sale- NFL made $386 this year from the book sale, which was an

increase from the previous year.

Programming- We are looking forward to the Summer programs.

Friends Membership meeting on 04/25/2016- The Friends had a decent turnout

of approximately 15 individuals. We learned about the creation, financing and

history of the Chesapeake Bay Bridge Tunnel.

Summer Dahlmanns

Northampton Free Library Branch Manager

Attachment D

Friends of the Eastern Shore Public Library Minutes April 27, 2016

President Sharyn McQuaid called the meeting to order. The attendees: Terri Betz, Carol

Callander, Barbara Laden, Nancy Petersen, Betsy Reich, Janet Rochester, Ann Scott and Beth

Temple. From the library staff Charle Ricci and guest Lynn Badger attended the meeting.

Minutes of the March 2016 meeting were accepted as written.

Treasurer’s report: Carol Callander presented the treasurer’s report for Liz who was out of

town. The treasurers’ report was accepted as presented.

Lynn Badger presented information to benefit the ES Public Library Foundation. “Book a

Cruise!” tickets are $20 each for one of three drawings for local boat tours. The tours donated by

Seaside Ecotour of Wachapreague; Major Gayle Charters, a sunset cruise on Onancock Creek,

and Burnham Guides kayak tour on Onancock Creek. Tickets are available at all four libraries or

may be purchased at The Book Bin. The drawings will be held June 1. The tickets are good for

one year and each tour is for six people.

Administrator’s Report Weeding Project: Charle attended the Evergreen Conference in Raleigh last week.

Evergreen is the system used to track the library collection. The new version of Evergreen will be delivered in September. With the new system, the library will be charged for each item in the

collection instead of a flat rate. As a result, Charle is working on an extensive weeding project

for the library. She has completed Mysteries and Science Fiction and has started on Easy

Readers in the Children’s room and next is Fiction.

An inventory of the collection will be completed after the weeding to verify the listing in

Evergreen system with what is on the shelves and/or checked out. Charle will be looking for

volunteers for this process before September.

Better World Books Update: Janet reported 2016 April sales of $20.73 and commission of $2.65. Year-to-date sales are $71.69 with YTD commission of $9.03.

With the extensive weeding, the sale tables are full both on top and in the storage areas

under the tables. The Friends discussed changing the selection on top of the tables more often,

possibly on a monthly basis, and sending more shipments to Better World Books. Changing the

sale tables more often we are in need of boxes for shipping. Janet will check with BWB to see

about obtaining boxes from the organization.

Book Sale – The Friends decided at an earlier meeting to offer Children’s discards to the local

Elementary school teachers for their classrooms. Sharyn will contact the teachers to inform them

books are available. Sharyn will also contact The Coalition Against Domestic Violence to see if they would be interested in some of the Children’s discards.

One storage area of the sale tables was full of discarded Children’s books. When Sharyn

checked today to take as a sample, many of the books were gone. The books from the sale tables

are being taken without payment. It was suggested possibly putting up signs indicating cameras

in place to deter the theft. Another suggestion made earlier is that the bags be moved behind the

staff desk. This theft is an issue we will continue to monitor and work with the library staff for a

solution.

Nancy Petersen, Sharyn, and Charle will gather the information on contact(s) on Tangiers

for possible shipment of books to Tangiers. The Friends need to revisit the “mini-library”

suggestion from Ms. Burton at our January meeting. Charle and Stacia provided a list of

suggestion to Carol C who will bring the list to the next meeting for further discussion.

Building Committee –The building in Parksley has been purchased. The Building Committee

final meeting was March 29. The final report from the architect is due to be delivered to the

Trustees for their May meeting. The Trustees are in the process of establishing a Construction

Committee for the next phase of the project.

The Foundation has received verification of a commitment from the State government for

$500,000 over a two year period. This was proposed by the local state representatives. In

addition the Foundation has received a grant for $50,000 from The Eastern Shore of Virginia

Community Foundation. The grant is an indirect benefit in terms of building a working

relationship with other foundations and most importantly the Hampton Roads Foundation.

It may be time for the Friends to continue the donation pledge to the Foundation started

in 2014. Carol C will provide copies of the last “concept” floor plan for Parksley library and

send to the Friends. The floor plan does include a specific Friends area.

Speakers Programs: Current schedule is:

May 27, Beginning Geology with M.K. Miles

No program in June, too close to July 4, Firecracker Book Sale

July 26, Graphic Novelist, Bentley Boyd

August 23, possibly the Savage Brothers re archeology finds in Painter – Carol C will call

September 27, Nature Conservancy, Margaret Van Clief

October 25, possibly ESCC Biblical Archeology, David Wright – Sharyn will call

Children’s Program Update:

Legos Recap: The event on April 16 was smaller than the last probably competing with start of summer sports programs. However, the event had 16 children and parents and the ones

attending stay for the whole time. The library is still looking for additional Legos. There was

also a discussion about containers to help organize the pieces for the event day.

Pungoteague Field Day station – The date has changed to June 13 and volunteers are

needed from 9am to 3pm. Sharyn volunteered and will check with Liz Bochicchio to see if she is

available. Anyone else who might be available, please contact Sharyn.

Summer Reading – Ms. Burton is working the program in conjunction will all four

branches of the library.

New Business:

The Friends received a thank you note from Ms. Burton for the “goodies” baskets for the staff for Library Workers Day. Liz and Judy Malarkey put together the baskets which were a

great success.

The Friends also received a thank you note from Miles Barnes for the gift for his

retirement.

The next meeting is scheduled for May 25, 2016. Minutes submitted by Carol Callander

Attachment E

ESPL STATISTICS FOR APRIL 2016 Main Island NFL CCML

INCOME

Fines 502.30 55.50 239.35

Lost/Replaced Books 24.95

Other 263.35

TOTAL 790.60 55.50 239.35 (Not yet avail)

LIBRARY CARDS ISSUED 46 8 20 25

CIRCULATION

Books 3386 698 1075 904

New Books 530 68 145 118

Paperbacks 265 32 29 8

Sound Recordings 204 23 75 24

Video Recordings 1101 179 189 149

TOTAL CIRC 5486 1000 1513 1203

CATALOGING ACTIVITY

Items Added 335 21 105 59

Items Deleted 333 1 3 16

PROGRAMS

Juvenile Programs 8

Adult Programs

TOTAL PROGRAMS 8 (Not yet available)

(Not yet available)

(Not yet avaiablel)

PROG. ATTEND

Juvenile Attendance 29 39

Adult Attendance 23 35

TOTAL ATTENDANCE 52 (Not yet available)

74 (Not yet available)

MEETING ROOM USE 14

INTERNET USE 736 (Not yet available)

569 (Not yet available)

Volunteer Hours