Archive for Library Board Minutes

Library Board Minutes June 12, 2018 – draft

June 2018 minutes draft

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

June 12, 2018

Meeting called to order by President, Dave Evans at 5:30 p.m.

 

Roll: Pam Allen, yes. Denise Hiveley, yes.  Alice Sharp, absent.  Kelli Wolf, yes.  Dave Evans, yes.

Director, Angie Strong, yes.

Absent: Alice Sharp

 

Approval of Agenda:   [Additions or corrections- New Business – Trust Account]

On a motion by Denise, 2nd by Pam, agenda approved with the addition.

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Minutes:  Board Meeting minutes of May 8, 2018

Corrections: none

On a motion by Kelli, 2nd by Pam, minutes of the May 8, 2018 meeting were approved as read.

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Bills:

Special notes if any on claims: Angie noted that there are two bills that have not been received yet (Des Moines Register subscription and repair of the interior lights) an estimate amount was noted on the claims sheet for both bills.  Angie will submit those bills when she receives them and will let the board know of the correct amounts at the next meeting.

On a motion by Denise, 2nd by Kelli, bills approved with the estimates.

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR MAY

Fines/Fees

$             177.90  Fines/Fees

$               48.50  Fax Revenue

$             139.40  Copy Revenue

$                7.45   Mag/Books sold

$                1.50   Misc.

$            125.00  Meeting Room            

$            499.75  Total for month

$         3,881.98  Total year to date

 

2nd half allocations – $9,000

 

Trust Fund Receipts:

$         100.00  Kathy Barnes – donation for mystery books

$         540.56  Sundberg Kirkpatrick Funeral Home (ILES) – mem’l books

$          25.00_ Mem’l for Lois Pies from Judy & Eugene Grimes_____  

$         665.56  Total for the month

$      9,128.95  Total year to date

 

Library Donations:

$           25.00   Book in honor of Carla Werre from Paul & Rosemarie Bertini

$           00.00                 ________

$           25.00  Total for month

$       1,817.50  Total year to date

 

 

 

 

Circulation Report for the month of May

 

Items loaned in May 2018              1,541                Average daily circulation  59

Items loaned in May 2017              1,708                Open Access Items         98

Items loaned last month (Apr.)       1,504                 Access Plus Items           26

 

Internet Use: Public Access Computers – 884 & Wireless users – 1,352

Bridges Checkouts:  audiobooks-113 eBooks-108 streaming video-0

[Open access: all patrons not in our tax locale: ex. Dallas County, Polk County, and other towns.

Access Plus: items requested from our library sent to other libraries.  Both of these programs are partly reimbursed by state funding programs.]

 

 

Public Concerns:

            In order to give equal time to everyone, each person to address the Board will have a maximum time of 15 minutes each.  This guideline is used only if there has not been an official request to appear before the board prior to a meeting.

            None to report

 

 

Correspondence and Communications:

 

  1. Angie received an email from E-rate (federal program which gives discounts on internet) that the final form she completed for the process had been received and accepted for the fiscal year (18-19). This means that the library should start receiving the internet discounts starting in July.

 

Unfinished Business:

 

  1. The building maintenance plan was discussed again. Angie was asked to talk to Scott Church (Public Works Director) about the areas of concern as well as the repair of the front sidewalk.  Angie relayed the options for the repair of the sidewalk that were given to her by Scott, and showed the board an estimate ($825.00) to replace a large section of the sidewalk in front of the doors.  If the entire slab was replaced the cost would be much more since the columns in front of the library are sitting on this slab.  The board feels removing a larger section of the area is more economical.  The board is also concerned about having access to the library when this is done.  Depending on when the repair is scheduled the board feels the Library may need to close.   Angie opened the possibility of using the side door to the library, with so many programs scheduled for the summer it may not be possible to close.

On a motion by Denise, 2nd by Pam, to accept the bid to remove a large section of the sidewalk in front of the library entrance and to give the director the discretion to decide whether or not the library will remain open or closed during the repair.

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes

 

  1. The interior lights with the bad ballasts were replaced with LED lights. Angie is just waiting on the bill.

 

  1. At the last meeting Angie told the board that the library’s portion of the city’s ordinances had mistakes. She talked to Mary Jo (city clerk) about those mistakes and was told that they would be corrected.  The new ordinances were accepted by the city council, and when the city clerk dropped by with the copy of the new ordinances for the library, Angie discovered that the ordinance pertaining to the trustee make up was still wrong.  The city clerk told Angie that it was codification

 

company error and that she would look into fixing it.  (Library ordinances cannot be changed unless it is voted on by the public.) More information on this will be discussed at the next meeting.

 

  1. The library finally received the official letter from Boone County about funding for the fiscal year 18-19. The three Boone County libraries will receive $95,000 which is an increase of the previous year ($90,000).  Madrid receives 20% of the allocations which is $19,000.

 

  1. At the May meeting there was discussion about the library’s involvement in providing entertainment for one of the Food Truck Fridays sponsored by the Madrid Area Chamber. Angie was waiting for Steph to return from vacation to figure out when and what the library would do for this event.  It was decided that the library would have a couple of craft tables and would read stories at the July 27th

 

  1. At the April meeting Denise approached Angie and the board about the library becoming a part of the Positive Behavior and Supports Program (PBIS) with the elementary school. This program rewards positive behaviors and the school is looking to partner with a community organization to expand the program.  The library would give out special tickets to students who are showing positive behaviors and students would use these tickets at school for rewards.  Denise suggested to Angie to work on ways students would be able to earn tickets from the library.  She suggested creating a possible list of positive behaviors such as cleaning up after playing in the children’s area, or being respectful to staff or others in the library to show students how they can earn tickets while at the library.  (Not all children will receive tickets it will be up to the library staff who will receive tickets).  More information about this will be given to Angie this fall.

On a motion by Pam, 2nd by Kelli, for the library to partner with the school with the PBIS program.

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes

New Business:

 

  1. The library received an email letting Angie know that the computer filter for organizations (K9) will no longer be available for purchase. The subscription for the library’s filters is until July 10, 2018.   After that date support will not be provided.  Angie started to compile some information on alternatives because according to E-rate (federal program that gives the library discounts on internet) you must filter all computers.  After looking at possible alternatives, cost is going to be a factor.  Also Angie is concerned with compatibility issues with not only the access points but with the software on the computers.  There are other libraries that use the same K9 filters and Angie is hoping the State Library will suggest alternatives.  Angie would also like to see if Midwest Tech (company who installed the access points in the library) would know of any filtering options.  The issue is tabled until more information is compiled and to see what other libraries are doing.

 

  1. The city clerk has asked for Angie’s input in helping her and Councilman Samples create a new employee handbook for the city.

 

  1. The city clerk also approached Angie about the auditors wanting to simplify accounts and was inquiring about the library’s trust account. Angie explained to Mary Jo that the trust account monies are carried over at the end of the fiscal year.  The donation account monies are not carried over and are returned to the general fund. Monies that are put into trust are for specific items, for example, individuals donating money for audiobooks, grant monies, and memorial books.  Mary Jo would like Angie to discuss the trust account with Lori Stansberry (consultant working with the city since the resignation of the former city administrator).  The board is adamant that the trust account should not be removed.  It was commented that if individuals donate money to the library and it wasn’t spent by the end of the fiscal year and then that money was put into the general fund people may not donate.  Also another concern is if grants are received near the end of the fiscal year how could it be spent before it would revert back to the general fund?  Angie will discuss this issue at the next board meeting.

 

 

Director’s Report:

 

The library has been awarded money from the Madrid Community Endowment Fund for the purchase of new computer chairs.  The library received $647.92.  The library also received a letter from the Hopkins Grove United Methodist Church Congregational Trust about the grant the library wrote for a new iPad & Laptop cart.  The library will be awarded $399.00 for this.  Angie will be unable to attend the awards ceremony for this as she will be out of town, Steph will be accepting the grant.  Denise commented that she would also be able to accept the grant money if need be.

 

The Summer Reading Program has begun.  Magician Larry Dunbar kicked off the summer program on Wednesday, June 6 at 10 am.  174 participants attended this program.  Weekly programs started June 12 & 13 and will continue until the first week of August (except the week of July 4).

 

Upcoming programs include:

  • Adult Coloring is Thursday, June 14th at 7 pm.
  • Teen after hours event is Friday, June 15th from 7 pm to 10 pm.
  • Mad Science Summer Program on Monday, June 18 at 10 am in the community room.
  • Adult book discussion is Monday, June 18 at 7 pm.
  • Teen craft afternoon – making buttons and guitar picks is Thursday, June 21 at 3:30 pm
  • Swinging through the Stacks mini golf at the library is on Saturday, June 23 from 1:30 pm to 3 pm.
  • Movie afternoon featuring the movie Rock Dog on Monday, June 25 at 1:30 pm.
  • Teen music lyric trivia night on Thursday, June 28 at 6:30 pm.
  • Lego Crew on Tuesday, July 3 at 10 am and 2 pm.
  • Blank Park Zoo presentation on Monday, July 9 at 10 am in the community room.
  • Chess Club on Monday, July 9th at 6 pm.

 

The board rotates the role of president every year.  Kelli will be board president starting in July.

 

Board Comments:

  Pam will be unable to attend the July meeting

           

Items to be discussed at the next board meeting:

Annual long range plan review, trust account, ordinances, sidewalk repair

           

Next Council meeting to attend:  June 18, 2018 at 5:30 pm with board member Denise to attend.

 

Adjourn Meeting

On a motion by Kelli, 2nd by Pam, meeting adjourned at 6:38 pm

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Next regular Board meeting will be: Tuesday, July 10, 2018

 

Angie Strong, Director

angie@madrid.lib.ia.us

 

 

These are draft minutes and have not been approved by the board

Library Minutes May 8, 2018

May 2018 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

May 8, 2018

Meeting called to order by President pro-tem, Pam Allen at 5:40 p.m.

 

Roll: Pam Allen, yes. Denise Hiveley, absent.  Alice Sharp, yes.  Kelli Wolf, yes.  Dave Evans, absent.

Director, Angie Strong, yes.

Absent: Denise Hiveley & Dave Evans

 

Approval of Agenda: [Additions or corrections- Under Correspondence & Communications – Tier Level status]

On a motion by Kelli, 2nd by Alice, agenda approved with the addition.

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; yes. Dave; absent. Motion carried; all ayes.

 

Approval of Minutes:  Board Meeting minutes of April 10, 2018

Corrections: none

On a motion by Kelli, 2nd by Alice, minutes of the April 10, 2018 meeting were approved as read.

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; yes. Dave; absent. Motion carried; all ayes.

 

Approval of Bills:

Special notes if any on claims: none

On a motion by Alice, 2nd by Kelli, bills were approved as presented.

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; yes. Dave; absent. Motion carried; all ayes

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR APRIL

Fines/Fees

$             183.35  Fines/Fees

$               66.50  Fax Revenue

$               84.35  Copy Revenue

$               18.90  Mag/Books sold

$                0.00   Misc.

$             50.00   Meeting Room            

$            403.10  Total for month

$         3,382.23  Total year to date

 

Trust Fund Receipts:

$         650.00  Community Chest Grant – Summer Reading Program

$          35.00   Mem’l for Martin Duling from Ambrose & Bernadette Anthofer

$          25.00__Mem’l for Ann Harris from the Madrid Garden Club_____  

$         710.00  Total for the month

$      8,463.39  Total year to date

 

Library Donations:

$

$                             ________

$           00.00  Total for month

$       1,792.50  Total year to date

 

 

Circulation Report for the month of April

 

Items loaned in April 2018             1,504                Average daily circulation  60

Items loaned in April 2017             1,707                Open Access Items        133

Items loaned last month (Mar.)      1,816                 Access Plus Items          14

 

 

 

Internet Use: Public Access Computers – 800 & Wireless users – 1,297

Bridges Checkouts:  audiobooks-88 eBooks-111 streaming video-0

[Open access: all patrons not in our tax locale: ex. Dallas County, Polk County, and other towns.

Access Plus: items requested from our library sent to other libraries.  Both of these programs are partly reimbursed by state funding programs.]

 

 

Public Concerns:

            In order to give equal time to everyone, each person to address the Board will have a maximum time of 15 minutes each.  This guideline is used only if there has not been an official request to appear before the board prior to a meeting.

            None to report

 

 

Correspondence and Communications:

 

  1. Angie received an email about providing entertainment (story time, puppet show) during one of the Madrid Action Committee’s Food Truck Fridays. Angie thinks this would be a great idea but would like to discuss this with Steph, the children’s librarian.  Steph is on vacation but Angie will talk to her about it when she returns to try and squeeze it in the summer schedule.

 

  1. Every year the library receives an email about the library’s current tier level and status. The library is once again fully accredited at a tier level 3 (highest tier level) until June 30, 2021.  Angie should be receiving an accreditation certificate soon.  Angie will show that certificate to the board and council once it has been received.

 

Unfinished Business:

 

  1. At the last meeting, Angie and the board discussed the possibility of inviting the mayor to this meeting to discuss the creation of a building maintenance plan for the library. Due to the resignation of the mayor, that did not happen.  Angie asked Mary Jo, the city clerk, if the city had such a plan and she said that they do not.  The board has decided that the top priority is to permanently fix the front sidewalk where it has been patched numerous times.  The board suggested talking to Scott Church and the newly elected Mayor Kurt Kruse about this issue and the creation of this plan.  Angie will contact both of them and hopefully can get some information about the repair, costs, etc.  This item will be put on the agenda for the next meeting.

 

  1. Angie was given an estimate to replace all of the library’s lights with LED. The board feels at this time the lights are not as high of a priority as some other issues.  The board wants to repair the lights that are currently out instead of doing all of them.  The library has enough in the budget to repair those lights but does not have enough to replace all of the lights.  Angie will contact Jeremy Forristall about the board’s decision and set up a time to have them replaced.

On a motion by Alice, 2nd by Kelli, to replace the burnt out lights at the library not total replacement

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; yes. Dave; absent. Motion carried; all ayes

 

  1. There is still no word on county funding. Angie contacted Jamie Williams at the Ericson Library (Boone) and she has not heard anything as well, but was going to look into it.

 

 

  1. With the resignation of the mayor Angie has dropped discussion about the SAM Center. If she is approached about it again she will put it on the agenda.

 

  1. Angie has completed the final form in the E-Rate process for this year (this federal program provides discounts on internet). Since Angie has completed this form she is hopeful that the discounts will kick in at the beginning of the new fiscal year July 1.

 

  1. At the last meeting Denise asked Angie and the board about possibly being a part of the Positive Behavior and Supports Program (PBIS) with the school. Angie has not received information about this from the school and since Denise is absent from this meeting the issue has been tabled until the June meeting.

 

  1. Mary Jo, the city clerk, gave Angie a copy of the draft of city ordinances. They will be available for the public to look at within the library before the council votes to accept it.  Angie reviewed the library’s portion of the ordinances and found some mistakes.  Angie has talked to Mary Jo about those mistakes, and she told Angie she will have them corrected.

 

 

New Business:

                        None to report

 

Director’s Report:

 

Angie has not received anything in reference to the grants she and Amy have written.

 

Every year the library receives funding from the State Library called Direct State Aid (funding depends on what tier level a library is, Madrid is at the highest level and accredited).  This funding must be spent before June 30, 2018.  Angie wanted to update the board on what she has purchased with those monies.  The library’s Tumblebook database, a new public access computer (#1) and content credit for eBooks through the library’s advantage program through Bridges (Overdrive) have all been purchased with Direct State Aid.

 

Angie presented the board a copy of the Summer Reading Calendar, it includes all of the activities for the summer for kids, teens, and adults.  Steph will be going to the elementary school to promote the summer activities and hand out flyers.  Kickoff will be on June 6 with Magician Larry Dunbar at the community room at 10 am.  Sign-ups and information for the summer will be available next week in the library and on the website.

 

Upcoming programs include:

  • Adult Pinterest on May 10th at 7 pm, the featured project is spring wreaths.
  • Saturday, May 12th is a come and go Robotics Open House. See how the library’s Lego Mindstorms work.  This event is from 12 pm to 3 pm.
  • Movie Night is May 12th at 7 pm with the featured movie Coco.
  • Wednesday, May 16th End of School Party for the last early out of this school year from 2:30 to 3:30 pm.
  • The last preschool outreach visits will be May 14th-16th.
  • Adult Book Discussion will be on Monday, May 21st at 7 pm.
  • Adult Coloring is Thursday, May 24th at 7 pm.

 

Board Comments:

           

 

Items to be discussed at the next board meeting:

Building maintenance plan, PBIS

           

 

Next Council meeting to attend:  May 21, 2018 at 5:30 pm with board member Kelli to attend.

 

Adjourn Meeting

On a motion by Alice, 2nd by Kelli, meeting adjourned at 6:11 pm

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; yes. Dave; absent. Motion carried; all ayes

 

Next regular Board meeting will be: Tuesday, June 12, 2018

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes April 10, 2018

April 2018 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

April 10, 2018

Meeting called to order by President, Dave Evans at 5:34 p.m.

 

Roll: Pam Allen, absent. Denise Hiveley, yes.  Alice Sharp, yes.  Kelli Wolf, yes.  Dave Evans, yes.

Director, Angie Strong, yes.

Absent: Pam Allen

 

Approval of Agenda:   [Additions or corrections- Under Director’s report – Kindergarten visits]

On a motion by Denise, 2nd by Kelli, agenda approved with the addition.

Roll: Pam; absent. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Minutes:  Board Meeting minutes of March 12, 2018

Corrections: none

On a motion by Kelli, 2nd by Alice, minutes of the March 12, 2018 meeting were approved as read.

Roll: Pam; absent. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Bills:

Special notes if any on claims: none

On a motion by Denise, 2nd by Alice, bills were approved as presented.

Roll: Pam; absent. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR MARCH

Fines/Fees

$             134.65  Fines/Fees

$               50.00  Fax Revenue

$             103.50  Copy Revenue

$              16.30   Mag/Books sold

$                1.50   Misc.

$            135.00   Meeting Room           

$            440.95  Total for month

$         2,979.13  Total year to date

 

Trust Fund Receipts:

$          20.00   Mem’l for Lila Cooper from Alene, Robert & Torrey Welder

$          00.00__________________  

$          20.00  Total for the month

$      7,753.39  Total year to date

 

Library Donations:

$         100.00   Chapter ID PEO – donation

$                             ________

$          100.00  Total for month

$       1,792.50  Total year to date

 

 

Circulation Report for the month of March

 

Items loaned in March 2018          1,816                 Average daily circulation  67

Items loaned in March 2017          2,112                 Open Access Items        110

Items loaned last month (Feb.)     1,727                  Access Plus Items            9

 

 

 

Internet Use: Public Access Computers – 791 & Wireless users – 1,318

Bridges Checkouts:  audiobooks-96 eBooks-116 streaming video-0

[Open access: all patrons not in our tax locale: ex. Dallas County, Polk County, and other towns.

Access Plus: items requested from our library sent to other libraries.  Both of these programs are partly reimbursed by state funding programs.]

 

 

Public Concerns:

            In order to give equal time to everyone, each person to address the Board will have a maximum time of 15 minutes each.  This guideline is used only if there has not been an official request to appear before the board prior to a meeting.

            None to report

 

 

Correspondence and Communications:

 

  1. Angie received an email about an increase of $9 million of federal funding to the Institute of Museum and Library Services (IMLS). This federal program provides funding to the State Library of Iowa through the Grants to States program.  The Grants to States funding helps the State Library provide programs and services that help all Iowa libraries.

 

Unfinished Business:

 

  1. At the last meeting, Angie proposed changing the IPad/Laptop in house use policy. Angie presented a rough draft of the revised policy to the board.  After corrections and revisions a new policy has been created.  Two main points of the new policy is these devices will be “checked out” to a patron through their library card, if the device is not returned, they will be reported to the police for theft.

On a motion by Denise, 2nd by Kelli, to approve the revised IPad/laptop policy.

Roll: Pam; absent. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

  1. Angie was asked to create a building maintenance plan. The purpose of this plan is to be proactive in looking at the areas of concern about the building as well as a guide to help with budgeting in the future.  Angie presented a list of little and big items that are in need of repair and also included a list of things already repaired and the dates of those repairs.  She tried to find a time table or excel spreadsheet she could modify to fit the library’s needs but had a hard time finding one.  It was suggested that Angie ask the city clerk if the city had such a plan.  The board would like to invite the mayor to the next board meeting to discuss the library’s plan and what to do going forward.  The board also decided what things are top priority for repair.  This item was tabled until the next meeting.

 

  1. Jeremy Forristall came to the library and answered several questions the board had about the lights in the library. The current lights that are out can be replaced with new LED’s.  A quote for replacement was given and presented to the board.  Also Jeremy suggested replacing all of the lights at one time with LED.  At the time of the meeting Angie had not received a quote for doing so.  This item was tabled until the next meeting in order to see the quote as well as discussing this issue with the mayor.

 

  1. There has been no word on county funding. Last year the library didn’t receive word about funding until May.  Angie will relay this information when she receives it.

 

 

New Business:

 

  1. Angie has been asked to look into possibly running the SAM Center for the city. Ideas for possible uses were discussed.  Angie would like to see it used as a community center for all ages, but seniors would still have their programs.   Angie would like to see it used for teens after the library closes or maybe making the building into another meeting room space for adults in the community.  The board asked to discuss it with the mayor at the next meeting.

 

  1. Denise has asked the board and Angie if the library could be a part of the school’s Positive Behavior Interventions and Supports Program (PBIS). The school would like to expand this program into the community and Denise thinks the library would be a good place to start.  The PBIS program gives tickets to students who are showing positive behavior, these tickets can be saved and used to purchase rewards at the school.  Denise will talk to the elementary principal and will let her know that the library is interested in this program.

 

Director’s Report:

 

Amy and Angie have applied for a grant from the Hopkins Grove United Methodist Church Trust.  The library has asked for funds to purchase a cart that will house the laptops and IPads.  This cart locks for security and will charge these devices when they are being stored.  Later this week, Amy and Angie will also complete a grant application asking for funds to purchase new computer chairs through the Madrid Community Endowment Fund.  Angie will let the board know if the library receives funding from these grants.

 

The library has been given $650.00 from Madrid Community Chest for the Summer Reading Program this year.   The library asked for $600.00 but was graciously given a little more to help fund summer programs for all ages.  Angie is appreciative of their continued support of the library.

 

Once again this year, Judy Grant has generously donated the Iowa award books (High School Award, Teen Award, Children’s Choice Award and Goldfinch).  Angie has all of these books out on display in the middle of the library and are ready to be checked out.

 

National Library Week is in full swing.  This year’s theme is Libraries Lead.  The Friends of the Library has donated door prizes for patrons to win to celebrate this event.  Several regular library programs are planned during this week.  Teddy Bear Picnic for Pages for All Ages Tuesday and Wednesday (these are the final story times until summer) Early out Gross Me Out at the Library program on Wednesday, April 11th, Pinterest on April 12th, and Teen Game Night on Friday, April 13th from 7 to 10 pm.  Finally, Monthly Movie Night on Saturday, April 14th with the featured movie Star Wars the Last Jedi.

 

The Friends of the Madrid Library Spring Book Sale was held on Saturday, March 24. This year the sale netted a profit of $441.30.  Last year was $613.80.  Unfortunately it snowed that day resulting in fewer sales than normal.  The fall sale will be held the weekend before Labor Day.

 

Upcoming programs include:

  • Book Discussion on Monday, April 16th at 7 pm.
  • Robotics on Tuesday, April 17th, Monday, April 23rd and Tuesday, April 24 at 7 pm. This event is limited to 8 participants and will involve teaching the robot to play follow the leader.
  • Adult Coloring on April 19th at 7pm.
  • Early out obstacle course program on Wednesday, May 2nd at 2:30 pm.
  • Chess Club on Monday, May 7th.

 

With spring comes the annual visits with the kindergarten classes.  Visits will be April 23, 24 and 25.  Steph will give the kids a tour of the library, read a book and then the kids will chose a book to check out and take home with them.  Steph will also talk about the upcoming Summer Reading Program.

 

 

Board Comments:

            Dave will not be able to attend the May meeting.

 

Items to be discussed at the next board meeting:

Building maintenance plan, lighting, Sam Center, PBIS

           

Next Council meeting to attend:  April 16, 2018 at 5:30 pm with board member Alice to attend.

 

Adjourn Meeting

On a motion by Kelli, 2nd by Denise, meeting adjourned at 7:02 pm

Roll: Pam; absent. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Next regular Board meeting will be: Tuesday, May 8, 2018

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Board Minutes – March 12, 2018

March 2018 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

March 12, 2018

Meeting called to order by President, Dave Evans at 5:30 p.m.

 

Roll: Pam Allen, yes. Denise Hiveley, yes.  Alice Sharp, absent.  Kelli Wolf, yes.  Dave Evans, yes.

Director, Angie Strong, yes.

Absent: Alice Sharp

 

Approval of Agenda: [Additions or corrections- none]

On a motion by Denise, 2nd by Pam, agenda approved as presented.

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Minutes:  Board Meeting minutes of February 13, 2018

Corrections: none

On a motion by Pam, 2nd by Kelli, minutes of the February 13, 2018 meeting were approved as read.

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Bills:

Special notes if any on claims: none

On a motion by Denise, 2nd by Kelli, bills were approved as presented.

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR FEBRUARY

Fines/Fees

$             128.25  Fines/Fees

$               62.00  Fax Revenue

$             109.95  Copy Revenue

$                8.20   Mag/Books sold

$                0.00   Misc.

$              75.00   Meeting Room           

$            383.40  Total for month

$         2,538.18  Total year to date

 

Trust Fund Receipts:

$         800.00   Lowrey Trust Grant

$          00.00__________________  

$         800.00  Total for the month

$      7,733.39  Total year to date

 

Library Donations:

$             4.00   Silent Auction

$                             ________

$             4.00  Total for month

$       1,692.50  Total year to date

 

 

Circulation Report for the month of February

 

Items loaned in February 2018      1,727                 Average daily circulation  72

Items loaned in February 2017      1,429                 Open Access Items        139

Items loaned last month (Jan.)      2,048                  Access Plus Items           24

 

 

 

Internet Use: Public Access Computers – 639 & Wireless users – 1,094

Bridges Checkouts:  audiobooks-103 eBooks-108 streaming video-0

[Open access: all patrons not in our tax locale: ex. Dallas County, Polk County, and other towns.

Access Plus: items requested from our library sent to other libraries.  Both of these programs are partly reimbursed by state funding programs.]

 

 

Public Concerns:

            In order to give equal time to everyone, each person to address the Board will have a maximum time of 15 minutes each.  This guideline is used only if there has not been an official request to appear before the board prior to a meeting.

            None to report

 

 

Correspondence and Communications:

None to report

 

Unfinished Business:

 

  1. At the last meeting, Angie asked that the library trustees watch an online class as a part of trustee training for accreditation. The trustees watched Toward Better Board Meetings through a webinar that was archived through the State Library of Iowa. The board discussed the class.

 

New Business:

 

  1. Angie would like to change the policies when it comes to in-house check out of the iPads and laptops. Currently a signed consent form with a copy of an ID is necessary for anyone to use one of these devices.  Angie feels they are not being utilized as much as she would like and that the current policy is a little too strict.  Proposed ideas for a new policy are to remove the ID requirement or purchase a table locking the iPads inside (to be placed in the teen area).  After discussion of the issue it has been decided to remove the ID requirement, a consent form will still need to be signed, and people must have a library card in order to use these devices.  The issue has been tabled until the next meeting so Angie can create a new consent form and policy for the board to review.

 

  1. Angie has replaced several light bulbs within the library and discovered that 10 ballasts need to be replaced. Angie has talked to Public Works Director Scott Church about this and he told Angie that he will ask Jeremy Forristall to see if he can come and replace the ballasts.  About a year and a half ago the library replaced the same number of ballasts at a cost of about $1,000.00.  Discussion then focused on switching to LED, costs or grants to switch to LED, or replacing all the lights with new ones.  Due to the age of the building, it was suggested that the library should create a maintenance plan for future building improvements.  Angie will create one and present it at the next meeting.

 

  1. The summer help position was discussed. Angie has proposed giving the summer hours to Holly Olson instead of hiring a teen for the summer.  There would be no training and Holly can help behind the desk if needed.  The board feels this is beneficial and will be helpful during the busy summer months.  This should not affect the budget in that the summer help position is already included in the salaries line item.

 

 

 

 

 

 

Director’s Report:

 

Each year the library must fill out an Enrich Iowa Agreement.  The Enrich Iowa Program includes Direct State Aid, Open Access and Interlibrary Loan Reimbursement for public libraries.  The library will participate according to the Terms of Agreement for each program.  Angie has signed this agreement and sent it to the State Library for FY18-19.

 

Angie will be applying for the Madrid Community Endowment Fund Grant.  She’s looking at replacing chairs within the library.

 

National Library Week is April 8-14.  This year’s theme is Libraries Lead.  The Friends of the Library will be donating door prizes for patrons to win to celebrate this event.  Several regular library programs are planned during this week.  Chess Club on Monday, April 9th, Early out Gross Me Out at the Library program on Wednesday, April 11th, Pinterest on April 12th and Monthly Movie Night on Saturday, April 14th with the featured movie Star Wars the Last Jedi.

 

The Friends of the Madrid Library Spring Book Sale will be held on Saturday, March 24 from 8 am to 2 pm.  Volunteers will be needed to help sort and box up, as well as work the sale.  It was decided to try special discount pricing from 12 pm to 2 pm this year.  For example, puzzles will be 5 for $1.00 during the last two hours instead of fill a box for $5.00.

 

Upcoming programs include:

  • Chess Club on Monday, March 12th at 6 pm.
  • Adult Coloring on Thursday, March 15th at 7 pm.
  • Adult Book Discussion on March 19th at 7pm.
  • Early out Tinker Time program on Wednesday, March 28th at 2:30 pm.
  • National Library Week events the week of April 8th-14th

 

Board Comments:

            Pam will not be able to attend the April meeting.

 

Items to be discussed at the next board meeting:

Building maintenance plan, new in-house iPad/laptop policy, lighting

           

Next Council meeting to attend:  March 19, 2018 at 5:30 pm with board member Pam to attend.

 

Adjourn Meeting

On a motion by Pam, 2nd by Denise, meeting adjourned at 6:26 pm

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Next regular Board meeting will be: Tuesday, April 10, 2018

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes February 13, 2018

February 2018 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

February 13, 2018

Meeting called to order by President, Dave Evans at 5:34 p.m.

 

Roll: Pam Allen, yes. Denise Hiveley, yes.  Alice Sharp, absent.  Kelli Wolf, yes.  Dave Evans, yes.

Director, Angie Strong, yes.

Absent: Alice Sharp

 

Approval of Agenda:   [Additions or corrections- none]

On a motion by Pam, 2nd by Kelli, agenda approved as presented.

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Minutes:  Board Meeting minutes of January 9, 2018

Corrections: Under approval of bills a sentence was modified into two sentences.

On a motion by Denise, 2nd by Kelli, minutes of the January 9, 2018 meeting were approved with the correction.

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Bills:

Special notes if any on claims: none

On a motion by Pam, 2nd by Denise, bills were approved as presented.

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR JANUARY

Fines/Fees

$             148.90  Fines/Fees

$               38.00  Fax Revenue

$               70.10  Copy Revenue

$                9.85   Mag/Books sold

$                0.00   Misc.

$               0.00   Meeting Room           

$            266.85  Total for month

$         2,154.78  Total year to date

 

Trust Fund Receipts:

$         300.00   Robert & Camille Wagaman – children’s books

$          00.00__________________  

$         300.00  Total for the month

$      6,933.39  Total year to date

 

Library Donations:

$          100.00   Gen’l donation from Ray & Janet Neumann

$            61.00   Silent Auction

$                             ________

$          161.00  Total for month

$       1,688.50  Total year to date

 

 

Circulation Report for the month of January

 

Items loaned in January 2018       2,048                 Average daily circulation  79

Items loaned in January 2017       1,596                 Open Access Items        131

Items loaned last month (Dec.)     1,402                  Access Plus Items           17

 

Internet Use: Public Access Computers – 706 & Wireless users – 1,073

Bridges Checkouts:  audiobooks-113 eBooks-109 streaming video-0

[Open access: all patrons not in our tax locale: ex. Dallas County, Polk County, and other towns.

Access Plus: items requested from our library sent to other libraries.  Both of these programs are partly reimbursed by state funding programs.]

 

 

Public Concerns:

            In order to give equal time to everyone, each person to address the Board will have a maximum time of 15 minutes each.  This guideline is used only if there has not been an official request to appear before the board prior to a meeting.

            None to report

 

 

Correspondence and Communications:

 

  1. Angie received an email from the State Library of Iowa about its Enrich Iowa Report for Fiscal Year 2017. This report highlights the uses and impacts of funding to Iowa libraries for Open Access, Interlibrary Loan and Direct State Aid.  An explanation of these services is included in the report.  The board feels it is an important document that emphasizes the importance of state funding and would like Angie to submit a copy to the city council.  Angie will do so.

 

  1. The Iowa Library Association sent out an email about Lobby from Home Day on February 14. This is a way that libraries and library advocates can thank legislators for their support and future support of libraries.

 

 

Unfinished Business:

 

  1. Angie attended the city’s budget meeting on January 30 and presented the library board’s proposal for the library’s budget for fiscal year 18-19.

 

  1. Angie finished the online accreditation process on January 26. All of the documentation that was sent looked good according to the State Library.  Angie will relay to the board and city council the library’s tier status when she receives word about it.

 

  1. Dave spoke with Mayor Dirk Ringgenberg about the recent salt purchase the city made that was billed to the library. It was reiterated that the library would like to be notified of an expenditure before being billed for it.

 

  1. Michael Scott, the State Librarian, visited the Madrid Library on Thursday, February 8. He toured the facility and he and Angie discussed library issues.  His visit was about 20 minutes, he was impressed with our facilities.

 

  1. At the last meeting, Angie let the board know that one of the public access computers had stopped working. She sent it in for repair.  It was returned (the hard drive was replaced) and Angie prepared it to be used again.  Since it was under warranty there was no charge for the repair.  Angie wanted to let the board know that it was fixed.

 

New Business:

 

  1. Angie has filed the second form for the E-rate process (federal program that gives discounts to libraries for internet service). She will be able to file the final form

 

sometime in April or May in hopes that the discounts will kick in at the start of the new fiscal year July 1, 2018.

 

  1. The city of Madrid is updating and changing its ordinances. Angie was asked to look over the library portion of the ordinances and some changes were proposed.  Any changes to the library ordinances must be voted on by the public in order for them to be changed. Angie let the mayor and city clerk know of this requirement.   The city is allowed to change ordinances without a vote.  Angie did have one correction to the old ordinances.  Trustee terms were listed as 4 years but have always been 6 years.  This typographical error was reported by the former director and Angie, to the former city administrator.  So in a nutshell all of the library ordinances need to be the same as before except for the change in the trustee terms.

 

  1. Angie Strong was given her yearly evaluation. Holly Olson was given her 6 month probationary evaluation.

 

  1. Angie would like the trustees to watch a webinar from the State Library before the March meeting. The class titled Toward Better Meetings, will be used towards the 3 to 5 hours of trustee education needed yearly for accreditation.  Discussion of the class will occur at the next meeting.

 

  1. Review of trustee terms was discussed, no one is up for renewal at this time.

 

  1. Holiday closures for the year was discussed. Angie feels it is more efficient to do it once instead of several times throughout the year.  The closures are as follows:
  • Monday, May 28 closed for Memorial Day.
  • Tuesday, July 3 closing at 5 pm, closed July 4.
  • Closing at 12 pm on Thursday, August 30, closed Friday, August 31, Saturday, September 1 and Monday, September 3 for Labor Day.
  • Monday, November 12 closed for Veteran’s Day.
  • Closing at 5 pm on Wednesday, November 21 closed Thursday, November 22, Friday, November 23 and Saturday, November 24.
  • Closed Monday, December 24 and Tuesday, December 25.
  • Closed Monday, December 31 and Tuesday, January 1, 2019.

On a motion by Pam, 2nd by Kelli, the library will be closed for the aforementioned holidays.

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

 

Director’s Report:

 

All staff have completed the AED certification.

 

The library was awarded $800.00 from the Lowrey Trust for the purchase of new infant and toddler items.  Angie will begin purchasing the items soon.

 

Angie has applied for the Community Chest grant for the Summer Reading Program again this year.  She is respectfully asking for $600.00 to help with this year’s program.

 

Upcoming programs include:

  • Thursday, February 15th is Family Storytime from 6:30 to 7:15 pm. This is for patrons who are unable to bring their children to our daytime story times.  It is geared towards 3, 4, and 5 year olds but all ages are welcome.

 

 

 

  • Adult Book Discussion on Monday, February 19 at 7 pm.
  • Adult Coloring on Thursday, February 22nd at 7 pm.
  • Early out video game afternoon on Wednesday, February 28th at 2:30 pm.
  • Early out Science Club featuring magnets on Wednesday, March 7th at 2:30 pm.
  • Adult Pinterest on Thursday, March 8th at 7 pm.
  • March Movie Night on Saturday, March 10th at 7 pm with the featured movie Wonder.
  • Chess Club on Monday, March 12 at 6 pm.

 

Board Comments:

 

 

 

Items to be discussed at the next board meeting:

Trustee class

           

Next Council meeting to attend:  February 19, 2018 at 5:30 pm with board member Dave to attend.

 

Adjourn Meeting

On a motion by Kelli, 2nd by Pam, meeting adjourned at 6:28 pm

Roll: Pam; yes. Denise; yes. Alice; absent. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Next regular Board meeting will be: Tuesday, March 13, 2018

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes January 9, 2018

January 2018 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

January 9, 2018

Meeting called to order by President, Dave Evans at 5:34 p.m.

 

Roll: Pam Allen, yes. Denise Hiveley, yes.  Alice Sharp, yes.  Kelli Wolf, yes.  Dave Evans, yes.

Director, Angie Strong, yes.

Absent: none

 

Approval of Agenda:   [Additions or corrections- Under Director’s Report – State Librarian visit]

On a motion by Pam, 2nd by Alice, agenda approved with the addition.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Minutes:  Board Meeting minutes of December 12, 2017

Corrections: Under approval of bills, where should be were, and be, should be been.  Under the directors report for the silent auction the .00 should be removed from the last amount to maintain continuity.

On a motion by Denise, 2nd by Kelli, minutes of the December 12, 2017 meeting were approved with the corrections.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Bills:

Special notes if any on claims: The city clerk has transferred money out of the Boyd and Helms estate per the auditor.  This was money that had already been approved and spent from the last couple of years. The issue of the salt was discussed.  Per the board’s request Angie asked if this was a new yearly expense and how the amount of the bill was calculated.  Yes, it is a new yearly expense that is split between 4 city entities.  This expense is on this month’s claim sheet.  The board approved the salt expenditure with reservation.  If an item or service has not been previously billed to the library, the library board would like prior communication before being charged for the unexpected expenditure.

 

On a motion by Denise, 2nd by Alice, bills were approved as presented.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR DECEMBER

Fines/Fees

$               81.59  Fines/Fees

$               23.50  Fax Revenue

$               82.50  Copy Revenue

$                3.00   Mag/Books sold

$                0.00   Misc.

$               0.00   Meeting Room           

$            190.59  Total for month

$         1,887.93  Total year to date

 

Trust Fund Receipts:

$         100.00   Mike Anderson & family mem’l for Patricia Anderson

$         574.72   SK Funeral Home – mem’l books         

$         674.72  Total for the month

$      6,633.39  Total year to date

 

Library Donations:

$           50.00   Tri County Boarding Kennel – silent auction donation

$       1,043.00   Silent Auction

$         124.50__Silent Auction_________

$       1,217.50  Total for month

$       1,527.50  Total year to date

 

Circulation Report for the month of December

 

Items loaned in December 2017     1,402                  Average daily circulation  61

Items loaned in December 2016     1,541                  Open Access Items        130

Items loaned last month (Nov.)      1,607                   Access Plus Items           12

 

Internet Use: Public Access Computers – 649 & Wireless users – 1,062

Bridges Checkouts:  audiobooks-121 eBooks-108 streaming video-0

[Open access: all patrons not in our tax locale: ex. Dallas County, Polk County, and other towns.

Access Plus: items requested from our library sent to other libraries.  Both of these programs are partly reimbursed by state funding programs.]

 

 

Public Concerns:

            In order to give equal time to everyone, each person to address the Board will have a maximum time of 15 minutes each.  This guideline is used only if there has not been an official request to appear before the board prior to a meeting.

            None to report

 

 

Correspondence and Communications:

 

  1. Angie received an email about advocating for the Museum and Library Services Act of 2017. This act reauthorizes the Institute of Museum and Library (IMLS) as a federal agency.  The IMLS administers funding through the Library Service Technology Act (LSTA), which is the only federal program that covers services and funding for libraries.  The State Library of Iowa receives a large portion of their budget through  the LSTA, losing those funds will have a direct impact on the services our local library provides.  It is important to advocate for this legislation for the future of libraries.

 

Old Business:

 

  1. Angie and the board reviewed the numbers for the budget year 18-19 before submitting them to the city. Angie was told that there will be a separate sheet for amendments for the current fiscal year.  The board decided not to change any budget line items that were agreed upon in September.  The city’s budget meeting will be held on Tuesday, January 30 at 5 pm.  Any and all board members are welcome to attend with Angie.

On a motion by Alice, 2nd by Kelli, to approve the final budget figures for fiscal year 18-19.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

  1. Angie has started the online application for accreditation. One of the standards is a checklist for new employees.  Angie has created one and gave it to the board to review.  Angie hopes to have everything filled out for accreditation by the end of January.

 

New Business:

 

  1. There are several online classes that Angie and Steph are interested in taking. These classes are free through the State Library.  Steph is taking webinars for the summer reading program for early literacy and school aged children.  Angie is taking the adult summer reading webinar on January 16 and a webinar called Library HR and the Law on January 23.  If she finds this class beneficial she may suggest the board watch it for trustee training.  Finally the last class is an all-day event on January 18 and is called Innovative Libraries Online Conference, the focus of this year’s conference is advocacy.  There are keynote speakers and breakout sessions throughout the day.  Angie will attend the morning keynote and a couple of breakout sessions.

 

  1. One of the public access computers has stopped working (#3). This computer is still covered under the maintenance agreement Angie purchased when she bought the machine.  The computer system says it’s a hard drive issue.  Angie has filed a claim with Smart Guard (maintenance agreement company) to get it fixed.  Also Angie is having some issues installing the license file for the upgraded Avast anti-virus software the library just purchased, she is getting help from their support and hopes to resolve the issue soon.

 

 

Director’s Report:

 

At the time of the meeting the library has raised $1,278.50 from the silent auction.  A couple of things have still not been picked up, if they are not picked up then the library will save them for next year.

 

Angie has signed the library staff up for the online AED certification.  She is waiting for a link to have them log in to take the course.  They will have a month to take it.

 

Amy and Angie applied for the Lowrey Trust Grant at the end of December.  The library is wanting to acquire some items for infants and toddlers.  Those items include a light table and accessories, a climber for infants, sensory items such as egg shakers and a parachute.  The proposed budget for the project is $892.92 and the library has asked for $800.00, the Friends will cover the other costs of the project.  Angie will let the board know if the library has been awarded the grant.

 

Upcoming programs include:

  • Thursday, January 11th is Family Storytime from 6:30 to 7:15 pm. This is for patrons who are unable to bring their children to our daytime story times.  It is geared towards 3, 4, and 5 year olds but all ages are welcome.
  • After Hours Teen Game Night on Friday, January 12th from 7:00 to 10:00 pm
  • Movie Night is Saturday, January 13th at 7 pm. The featured movie will be Despicable Me 3.
  • The library’s Puppet Show will be on Sunday, January 14 at 1:30 pm.
  • Adult Book Discussion on Monday, January 15 at 7 pm.
  • Adult Coloring on Thursday, January 18th at 7 pm.
  • Chess Club on Monday, January 22nd at 6 pm.
  • Early out movie on Wednesday, January 24th at 2:30 pm.
  • Cubetto Intro on Thursday, January 25 at 6:30 pm. Steph will be showing how to use the preschool coding program called Cubetto.
  • Early out Lego Crew on Wednesday, February 7th at 2:30 pm
  • Adult Pinterest on Thursday, February 8th at 7 pm
  • February Movie Night on Saturday the 10th at 7 pm

 

Angie received an email from State Librarian, Michael Scott about wanting to come and visit the library on February 8 at 1:30 pm. This is the first time he has visited our library and Angie is excited for his visit.

 

Angie will include her written yearly evaluation when she sends out next month’s minutes.

 

Board Comments:

 

Items to be discussed at the next board meeting:

Salt, State Librarian visit

           

Next Council meeting to attend:  January 15, 2018 at 5:30 pm with board member Kelli to attend.

 

Adjourn Meeting

On a motion by Pam, 2nd by Alice, meeting adjourned at 6:27 pm

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Next regular Board meeting will be: Tuesday, February 13, 2018

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes December 12, 2017

December 2017 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

December 12, 2017

Meeting called to order by President, Dave Evans at 5:30 p.m.

 

Roll: Pam Allen, yes. Denise Hiveley, absent.  Alice Sharp, yes.  Kelli Wolf, absent.  Dave Evans, yes.

Director, Angie Strong, yes.

Absent: Denise Hiveley and Kelli Wolf

 

Approval of Agenda:   [Additions or corrections- Under New Business – add City Personnel Handbook & under Director’s Report – potluck]

On a motion by Pam, 2nd by Alice, agenda approved with the additions.

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; absent. Dave; yes. Motion carried; all ayes.

 

Approval of Minutes:  Board Meeting minutes of November 14, 2017

On a motion by Alice, 2nd by Pam, minutes of the November 14, 2017 meeting were approved as read.

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; absent. Dave; yes. Motion carried; all ayes.

 

Approval of Bills:

Special notes if any on claims: The automatic doors needed repair again.  Two transmitters were replaced, the total cost was $410.74.  Mary Jo, the city clerk, sent Angie an email about the city purchasing sidewalk salt for the library. (The library’s portion is $152.50) The board would like Angie to talk to Mary Jo about why the library is being billed for this and have not been charged for it in the past.  They would also like to know if this will be a yearly expense so the board can budget for this in the future.  This bill will be on next month’s claim sheet.

On a motion by Alice, 2nd by Pam, bills were approved as presented.

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; absent. Dave; yes. Motion carried; all ayes

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR NOVEMBER

Fines/Fees

$             176.59  Fines/Fees

$               37.00  Fax Revenue

$               82.20  Copy Revenue

$               12.00  Mag/Books sold

$                0.00   Misc.

$             75.00   Meeting Room            

$            382.79  Total for month

$         1,697.34  Total year to date

 

Trust Fund Receipts:

$           00.00

$           00.00

$­_____  _________________________   

$           00.00  Total for the month

$      5,958.07   Total year to date

 

Library Donations:

$           00.00

$           00.00___________________

$           00.00   Total for month

$          310.00  Total year to date

 

 

 

 

Circulation Report for the month of November

 

Items loaned in November 2017     1,607                  Average daily circulation  77

Items loaned in November 2016     1,857                  Open Access Items        130

Items loaned last month (Oct.)       1,684                   Access Plus Items           8

 

Internet Use: Public Access Computers – 817 & Wireless users – 1,195

Bridges Checkouts:  audiobooks-92 eBooks-112 streaming video-0

[Open access: all patrons not in our tax locale: ex. Dallas County, Polk County, and other towns.

Access Plus: items requested from our library sent to other libraries.  Both of these programs are partly reimbursed by state funding programs.]

 

 

Public Concerns:

            In order to give equal time to everyone, each person to address the Board will have a maximum time of 15 minutes each.  This guideline is used only if there has not been an official request to appear before the board prior to a meeting.

            None to report

 

 

Correspondence and Communications:

 

  1. Nothing to report.

 

 

Old Business:

 

  1. At this time Angie has not been notified of any upcoming budget meetings with the city.

 

  1. At last month’s meeting, Angie discussed using an online certification for the AED machine. The board approved of this option.  Angie plans to go ahead with this purchase after the holidays.  This is a self-paced class and the staff will have 30 days to complete the certification.  If someone fails the test the first time they can retake it at no cost.  Angie asked the board if they would like to use estate money to pay for this or use the miscellaneous account.  Since it is such a small amount ($19.95 per person times 5 staff members) the board would like to use the miscellaneous account for this.

On a motion by Pam, 2nd by Alice, to use the miscellaneous account to pay for the AED certification for staff.

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; absent. Dave; yes. Motion carried; all ayes.

 

 

  1. Angie and the other Boone County library directors met with the Boone County Supervisors on November 29 to discuss county funding for fiscal year 18-19. Our libraries are respectfully asking for $135,000 (Boone receives 65%, Madrid 20% and Ogden 15%).  If this increase is given it will put the Boone County libraries closer to the state average of $17.89 per capita (currently the county is at $10.77 per capita)  This year two new supervisors are on the board and asked questions in regards to funding.  All three libraries reiterated that a lot of county residents are using libraries especially for the internet speeds and other computer related needs and checking out materials.  When a decision has been made about funding Angie will let the board and other city officials know.

 

 

 

  1. At the November meeting, discussion was focused on the library being a part of the records retention program through the city.  Mary Jo, the city clerk, was able to set up a demonstration of Koch Brother’s software retention system and Angie was able to participate.  Angie asked if the library would have to purchase a scanner for this system and was told that the library could use existing machines.  A quote for this system has not been received yet.  Also, Angie has not had a chance to look at the ImageTek system that the city already has a quote for.  When a decision has been made about which system the city would like to use, it will not be implemented until after the new fiscal year which begins on July 1, 2018.  This topic will be revisited.

 

  1. Angie is now able to start filing the needed paperwork necessary for the library’s accreditation. The State Library of Iowa has opened this document to file online.  Angie is wanting to complete it before the deadline of February 28, 2018, in case there are any tier levels that are not being met so she can correct them before the deadline.  Just like the annual survey this will be a time consuming project.

 

  1. It is time to start the E-Rate process for fiscal year 18-19 (federal program that gives discounts on internet/phone services to libraries and schools). Angie will start by filling out the first form (Form 470) in the next few weeks.  Angie is also hoping that funding for the current fiscal year will start soon as well.

 

 

 

New Business:

 

  1. Amy Kniffen was given her annual yearly evaluation.

 

  1. The board reviewed the City of Madrid’s personnel (employee) handbook. This is what the library follows as its personnel policy.

On a motion by Pam, 2nd by Alice, the board has reviewed and the library will follow the city’s personnel handbook.

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; absent. Dave; yes. Motion carried; all ayes

 

Director’s Report:

 

The library’s silent auction has raised over $1,000 so far, some items have not been picked up yet and Angie thinks the total will be over $1,200.  Angie will give a final total at the next board meeting.  Last year the library raised about $1,300 from the auction.

 

The Christmas Extravaganza was held on Monday, December 4.  Angie thanked the board for the cookies and help with the library’s open house.  336 people came to the library that evening.

 

Upcoming programs include:

  • Robotics on Tuesday, December 12th from 6:30 to 8 pm.
  • Early out Cookie Decorating program on Wednesday, December 13th at 2:30 to 3:30 pm
  • Adult Coloring on Thursday, December 14th at 7 pm.
  • Adult Book Discussion on Monday, December 18 at 6 pm.
  • Pinterest on Thursday, January 4th at 7 pm.

 

The city is having a potluck for city employees on Thursday, December 21 at noon.

City hall will be closing that afternoon.  Since she wasn’t given much notice about this, Angie felt that it was not in the library’s best interest to close.  Angie wanted to let the board know that the library will be open regular hours on that day and employees that want to attend will be able to in shifts, to keep the library open.

 

 

 

Board Comments:

 

Items to be discussed at the next board meeting:

Library budget, Records retention

           

Next Council meeting to attend:  December 18, 2017 at 5:30 pm with board member Pam to attend.

 

Adjourn Meeting

On a motion by Alice, 2nd by Pam, meeting adjourned at 6:20 pm

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; absent. Dave; yes. Motion carried; all ayes

 

Next regular Board meeting will be: Tuesday, January 9, 2018

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes November 14, 2017

November 2017 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

November 14, 2017

Meeting called to order by President, Dave Evans at 5:30 p.m.

 

Roll: Pam Allen, yes. Denise Hiveley, yes.  Alice Sharp, yes.  Kelli Wolf, yes.  Dave Evans, yes.

Director, Angie Strong, yes.

Absent: none

 

Approval of Agenda: [Additions or corrections- Under New Business – add Avast Educational Anti-virus proposal]

On a motion by Denise, 2nd by Pam, agenda approved with the addition.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Minutes:  Board Meeting minutes of October 10, 2017

Correction – Under Correspondence and Communications remove the dollar sign in front of 17.7%

On a motion by Alice, 2nd by Kelli, minutes of the October 10, 2017 meeting were approved with the correction.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Bills:

Special notes if any on claims: The mats from Cintas were not replaced in October, Angie contacted Fred and was told a set of keys would be needed so they can replace the mats early in the morning.  Angie will make a set and give them to Fred.  This month there is not a bill for Cintas and it will be removed from the claims sheet.

On a motion by Pam, 2nd by Alice, bills were approved with the removal of the Cintas bill.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR OCTOBER

Fines/Fees

$               93.00  Fines/Fees

$               44.00  Fax Revenue

$             105.80  Copy Revenue

$                2.45  Mag/Books sold

$                0.00   Misc.

$             50.00   Meeting Room            

$            295.25  Total for month

$         1,314.55  Total year to date

 

Trust Fund Receipts:

$          688.95   Open Access/Interlibrary Loan reimbursement

$           00.00

$­_____  _________________________   

$         688.95   Total for the month

$      5,958.07   Total year to date

 

Library Donations:

$           00.00

$           00.00___________________

$           00.00   Total for month

$          310.00  Total year to date

 

First half of county allocations – $9,000

 

Circulation Report for the month of October

 

Items loaned in October 2017     1,684                     Average daily circulation 65

Items loaned in October 2016     1,830                     Open Access Items 131

Items loaned last month (Sept.)  1,767                      Access Plus Items 18

 

Internet Use: Public Access Computers – 1,010 & Wireless users – 1,441

Bridges Checkouts:  audiobooks-116 eBooks-129 streaming video-0

[Open access: all patrons not in our tax locale: ex. Dallas County, Polk County, and other towns.

Access Plus: items requested from our library sent to other libraries.  Both of these programs are partly reimbursed by state funding programs.]

 

 

Public Concerns:

            In order to give equal time to everyone, each person to address the Board will have a maximum time of 15 minutes each.  This guideline is used only if there has not been an official request to appear before the board prior to a meeting.

            None to report

 

 

Correspondence and Communications:

 

  1. Angie received an email from USAC (the company that is in charge of the federal

E-rate program) letting Angie know that the final form in the process had not been filed.  Angie thought she had submitted Form 486 but after logging back into USAC she discovered it did not go through.  The email warned of a reduction in funding if not filed within two weeks of the sent email.  Angie completed Form 486 again right away and this time USAC has verified acceptance of the form.  Now that this form has been accepted, Angie is hopeful the release of funds for this funding year will begin soon.  Angie will let the board know when the e-rate discounts will go into effect.

 

 

Old Business:

 

  1. At this time Angie has not been notified of any upcoming budget meetings with the city. She attended the council meeting on November 6th but was late due to the fact she had another meeting prior to that one.  If there is any discussion about the budget meeting at the November 20th council meeting Angie will notify the board.

 

  1. At last month’s meeting, Angie showed the board the new city/library website. Angie has added all the library events for November, December and most of January to the calendar feature.  The card catalog link has been moved for ease of patron use.   Angie still needs to update a few of the policies on the site as well as adding minutes and agendas from past meetings.  There are still a few things Angie is not comfortable with yet but is receiving help from Jacque Pohl and hopes to be fully up to speed on it soon.  Angie also needs to get Steph signed on as an administrator to help with the website as well, which she hopes to do soon.

 

  1. Angie sent a copy of the accreditation standards to the board for them to review. In order to be fully accredited a library needs to meet all the tier level standards as well as 20 of 38 non-tier standards.  This application is due to the State Library on February 28, 2018 and will be filed online.  The online application will not be available until mid-December, Angie wants to start the process as soon as possible in order to finish before the deadline in case there are any standards that would need corrected.  Questions about the standards were discussed.  The Central District library consultant, Maryann Mori, also sent Angie a reminder that accreditation is due soon and that there are a few big things that need to be done and can’t be done at the last minute.  Those standards have already been done.

 

  1. At the October meeting, discussion was focused on the AED machine and whether or not Steph and Angie could train the rest of the staff on how to use it.   Angie was asked to contact city attorney John Jordan about this.  John’s response was that it would be in the best interest of the library that all staff, now and in the future, be certified.  Angie has looked into training and has found an online option.  Cost would be $19.95 a person and staff would be able to do this during scheduled work time.  When new staff are hired the online option is quick and simple.  Steph also received information from a Red Cross trainer, Steph contacted this person but never received a response back.  Angie is hoping to have the staff certified after the holidays.

On a motion by Pam, 2nd by Alice, to go ahead and use the online certification for library employees for CPR/AED.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

New Business:

 

  1. A new possible database was presented to the board. A to Z World Food database was shown.  This database includes recipes from around the world, food articles, glossaries, as well as ingredient articles.  Angie and Steph looked at the site and feel there are other free sites that accomplish the same goals. Also the library’s new suite of databases has a culinary section similar to this product. The board was also in agreement with Angie and Steph’s assessment so the board is not interested in purchasing this product.

 

  1. Angie has asked City Clerk Mary Jo Reese about possibly being a part of the new records retention software system (ImageTek) the city is looking to acquire. (Minutes and other important data would be stored in the cloud).  The library would have to purchase a scanner and part of the software/maintenance if the library would like to be a part of the service.  The board questioned why the library would have to purchase another scanner since we already have two of them. The board also voiced concern about the system being hacked since storage is on the cloud.  Angie said that even the library’s circulation system could be hacked, nothing is 100% safe.  Angie was asked if the city is looking at other companies for this service, Mary Jo told Angie that Koch Brothers was also going to present a quote. The board is interested in this service but wants to table this topic until more information is acquired.

 

  1. The board reviewed the Website and Social Networking Policy. A few corrections were made.

On a motion by Kelli, 2nd by Denise, to approve the Website and Social Networking Policy with the corrections.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

  1. The board reviewed the Fair Labor Standards Act as a part of accreditation.

On a motion by Denise, 2nd by Pam, the board has reviewed the Fair Labor Standards Act as required by the accreditation standards.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

  1. The library received $688.95 from Open Access/Interlibrary reimbursement this year, last year the library received $769.80.

 

  1. On October 18, the library had two incidents that needed assistance from the police department. First a patron fell outside in the parking lot and needed medical assistance.  A patron coming into the library called Police Chief Rick Tasler and he came and provided medical assistance to the woman.  She went to Boone County Hospital and received several stitches to the cut on her head.  Amy was alone at the time and was apprised of the situation by the patron who called the chief.  Later that same afternoon two boys were fighting outside on library grounds.  Robin was on duty at the time and called the police to break up the fight.  She was also at the library alone and could not leave the building.  An officer came over and took care of the situation by calling the parents of the boys involved.  The boys were then also not allowed back at the library for one week due to the incident.

 

  1. The three Boone County libraries will be meeting on November 29 to discuss county funding with the Boone County Supervisors for fiscal year 18-19. The supervisors will be given the Madrid Library’s annual report as well as other county library statistics. Angie will update the board after the meeting as well as other city officials.

 

  1. The board was given a list of the Library Board meeting dates for 2018. (Second Tuesday of every month) At this time it looks like no day or time changes will be need to be made.

 

  1. In August Angie informed the board that the anti-virus software the library uses (Avast Educational version) would no longer be free to non-profits. Angie was presented an option to receive a 75% percent discount on this software if the library would acquire 16 licenses for three years.  The non-discounted price is $1,007.84 after the discount it would be $251.96.  Angie thinks this is a great deal as does the board.

On a motion by Pam, 2nd by Alice, to purchase a three year license for the Avast antivirus software for the library’s computers.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

Angie will fill out the needed information for the licenses and it looks as if the             library will be sent a bill with net 30.

 

Director’s Report:

 

A staff meeting was held on Saturday, November 11.  Many items were discussed such as interlibrary loan procedures, proper placement of materials and the importance of promoting the new Gale databases.  Angie also informed the staff of certification on the AED machine.  Angie also presented the staff a new incident form to document any major incidents at the library.

 

The library’s annual silent auction will be held from Tuesday, November 28 through Tuesday, December 5.  The library has received many nice donations from area businesses as well as individuals.  Angie will start setting up the auction the Monday after Thanksgiving but bidding won’t start until Tuesday the 28th.

 

Angie reminded the trustees to each bring 2 dozen cookies for the Christmas Extravaganza/Open House on Monday, December 4th.   Denise and Alice will be helping during the Open House.  The Avenue of Trees will be on display again this year in the library’s meeting room.  Trees will be arriving on Thursday, November 30th.  The library trustees are decorating a tree this year and the library staff will be decorating a wreath for the event.  Angie and the trustees will be decorating the tree and setting up the tables and lights for the Avenue of Trees at 5 pm on Wednesday, November 29th.

 

Trick or Treat at the library was very successful again this year with 276 participants.  International Game Day was held on November 4th with 18 in attendance.  Robotics on November 7th was cancelled due to a scheduling conflict but will be rescheduled.

 

 

Upcoming programs include:

  • Adult Coloring on Thursday, November 16th at 7 pm
  • Adult Book Discussion on Monday, November 20th at 7 pm.
  • Robotics on Tuesday, November 28th from 6:30 to 8 pm.
  • Early out STEM program on Wednesday, November 29th at 2:30 to 3:30 pm
  • Pinterest on Thursday, December 7th at 7 pm.
  • December Movie Night on Saturday, December 9th at 7 pm with the showing of A Christmas Story.
  • Chess Club on Monday, December 11th at 6 pm.

 

In an effort to reach more children in the community, Steph has scheduled an evening family story time on January 11th at 6:30 pm.  Also, Steph has scheduled a program on how to use the library’s new preschool coding system called Cubetto.  That program will be held on January 25th at 6:30 pm.  The Cubetto was purchased through a grant from the Lowrey Trust.

 

Board Comments: Denise may be late to the December board meeting

 

Items to be discussed at the next board meeting:

Library budget, Records retention, County Supervisors meeting

           

Next Council meeting to attend:  November 20, 2017 at 5:30 pm with board member Denise to attend.

 

Adjourn Meeting

On a motion by Pam, 2nd by Kelli, meeting adjourned at 6:57 pm

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

 

Next regular Board meeting will be: Tuesday, December 12, 2017

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes October 10, 2017

Minutes of the Madrid Public Library Board of Trustees Meeting:

October 10, 2017

Meeting called to order by President, Dave Evans at 5:30 p.m.

 

Roll: Pam Allen, absent. Denise Hiveley, yes.  Alice Sharp, yes.  Kelli Wolf, yes.  Dave Evans, yes.

Director, Angie Strong, yes.

Absent: Pam Allen

 

Approval of Agenda:   [Additions or corrections- Under Correspondence – add Direct State Aid Letter, Under New Business – remove Cintas addition, it is on the agenda twice, will discuss in Old Business]

On a motion by Denise, 2nd by Kelli, agenda approved with the addition and correction.

Roll: Pam; absent. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Minutes:  Board Meeting minutes of September 12, 2017

Correction – The next regular meeting will be on October 10th not 12th

On a motion by Kelli, 2nd by Alice, minutes of the September 12, 2017 meeting were approved with the correction.

Roll: Pam; absent. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Bills:

Special notes if any on claims: A $6.00 reimbursement to Angie is for becoming a Designated Agent for the library.  This will protect the library from any internet shut downs from the service provider if someone illegally downloads something.  It is valid for three years.

On a motion by Alice, 2nd by Denise, bills were approved as presented.

Roll: Pam; absent. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Financial Report:

Detailed account is available upon request.

 

 

RECEIPTS FOR SEPTEMBER

Fines/Fees

$             133.50   Fines/Fees

$               53.00  Fax Revenue

$               90.85  Copy Revenue

$               12.80  Mag/Books sold

$                0.00   Misc.

$             25.00   Meeting Room            

$            315.15  Total for month

$         1,019.30  Total year to date

 

 

Trust Fund Receipts:

$       1,689.87   Direct State Aid

$           00.00

$­_____  _________________________   

$      1,689.87   Total for the month

$      5,269.12   Total year to date

 

 

Library Donations:

$           10.00    Gen’l donation from Roxanne & Cipriano Garcia

$           25.00__Friends of the Madrid Library for left over book sale books

$           35.00   Total for month

$          310.00   Total year to date

 

 

 

Circulation Report for the month of September

 

Items loaned in September 2017     1,767                     Average daily circulation 77

Items loaned in September 2016     1,630                     Open Access Items 115

Items loaned last month (August)    2,149                      Access Plus Items 15

 

Internet Use: Public Access Computers – 844 & Wireless users – 1,591

Bridges Checkouts:  audiobooks-121 eBooks-108 streaming video-0

[Open access: all patrons not in our tax locale: ex. Dallas County, Polk County, and other towns.

Access Plus: items requested from our library sent to other libraries.  Both of these programs are partly reimbursed by state funding programs.]

 

 

Public Concerns:

            In order to give equal time to everyone, each person to address the Board will have a maximum time of 15 minutes each.  This guideline is used only if there has not been an official request to appear before the board prior to a meeting.

            None to report

 

 

Correspondence and Communications:

 

  1. Angie received an email from Advantage Preservation about preserving two more sets of The Madrid Register News to microfilm. The dates of those newspapers would be 01/03/2013 through 06/26/14 and 07/03/2014 through 12/31/15.  Last year the library received 4 rolls of microfilm at a cost of $800.00.  Angie is guessing that the cost will be $200.00 apiece.  This service is important in preserving Madrid history.  Last year the board paid for the microfilm through one of the estates.  Angie and the board agree that this is vital to Madrid history and that using estate money to purchase these is justified.

 

  1. The library received its Direct State Aid for this fiscal year. Attached with the check was a note from the State Librarian, Michael Scott.  The letter explained that this year’s check reflects 17.7% increase from last year. (The library received $1,689.87 this year in comparison to last year which was $1,435.76) The reason for the increase was due to modifications in funding allocations.

 

Old Business:

 

  1. Angie was sent an email about an add-on to the Cintas agreement. This add-on is to help sanitize the boy’s restroom.  The board feels that this is not necessary.

On a motion by Denise, 2nd by Alice, to leave the Cintas agreement as it is with no add-ons.

Roll: Pam; absent. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

 

  1. Angie explained why the library did not attend the first budget meeting with the council. The library’s budget line items are pretty much set and the Mayor told Angie that unless the library needs to add something then there was no need to come to the meeting that was held on October 5.  Also, Angie would like to amend the trust account budget for this year, at the last meeting she didn’t think it was needed.  After reviewing some numbers, she respectfully asked the board if the budget

amount could be raised from $6,500 to $7,500.  The reason is due to grants.  Denise

asked what happens if the money isn’t spent, Angie replied that since it is the trust account the money will carry over.  The board agreed to change the requested amount.

 

New Business:

 

  1. As a part of accreditation, the trustees need to review the ADA Checklist for Readily Achievable Barrier Removal. In March, Angie and the staff took sections of the document and checked whether or not the library was compliant with the items on that checklist.  Angie highlighted what the library was compliant with, and what things the library is not.  The trustees are now aware of this checklist and what needs to be changed.  Angie told the board that these things do not need to be fixed but they need to be aware of them.

On a motion by Denise, 2nd by Kelli, that the board is aware of the ADA Checklist.

Roll: Pam; absent. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

  1. Steph Fogarty, Shelly Schaffer and Janna Allbee were given their yearly written evaluations.

 

  1. Angie showed the trustees the new city website that will include the library’s new website. Angie was told that the site is to become active sometime this week.  Angie has added events to the calendar but has not uploaded any minutes or agendas because she was unsure on how to do it.  Angie commented that she would like to move a few things, such as the card catalog, because it is difficult to find the catalog where it currently is.  The card catalog should be front and center.  Angie is hoping to get some more training on this before it goes “live”.

 

  1. Angie finished the annual survey for the State Library of Iowa at the end of September. Angie has created the annual report for the board, as well as the City Council and Boone County Board of Supervisors.  The information included in the report is taken directly from the annual survey which covers fiscal year July 1, 2016 through June 30, 2017.

 

  1. The library will be closed on Friday, November 10 and Saturday, November 11 for Veteran’s Day. The library will be closing at 5 pm on Wednesday, November 22 and will be closed all day Thursday, November 23, Friday, November 24 and Saturday, November 25 for Thanksgiving.  For the Christmas holiday the library will be closed on Friday, December 22, Saturday, December 23 and Monday, December 25.  Finally the library will be closed on New Year’s Day.

On a motion by Kelli, 2nd by Alice, to be closed on the aforementioned holidays.

Roll: Pam; absent. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Director’s Report:

 

The library will be hosting their annual Trick or Treat Night during beggar’s night (October 30) from 6 to 8 pm.  There will be games, food and fun at this family friendly event.  This event is sponsored by the Friends of the Madrid Library.

 

Angie has started looking for dates to have a staff meeting to train the other employees on the AED machine as well as training for other library issues.  Angie is uncertain if all the staff need to be certified on the AED machine or if Angie and Steph can train the others.  Angie has contacted city attorney, John Jordan about this to see if there are liability issues if the staff aren’t certified.  The board wants to know what the city attorney says before scheduling a training session.  At this time Angie has contacted one trainer and was told it would be $60.00 per employee with a minimum of 5 employees in attendance.  Angie has been given information about another possible trainer, she will look into cost and availability if certification is needed.

 

 

 

The library’s annual silent auction will be held from Tuesday, November 28 through Tuesday, December 5.  Angie plans on having Amy send out letters to area businesses asking for donations this week.

 

Steph’s computer has stopped working.  Angie tried to fix it by replacing the hard drive, but that did not resolve the problem.  Her computer has been having issues ever since Windows 10 forcibly downloaded.  Angie plans on using some of the Direct State Aid money that was just received to replace the CPU and may replace another one of the public access computers with some of that money as well.

 

As much as Angie would like to do another fundraiser at this time she doesn’t feel like she could spend quality time implementing a new fundraiser.  Angie is still wanting to do something different but would like to do it at another time of year.  The holiday open house will be on Monday, December 4.  There was discussion about decorating a tree for the Avenue of Trees.  More discussion about this event will be at the next meeting

 

Upcoming programs include:

  • Early out Scientist Club on Wednesday, October 11 at 2:30 pm
  • Pinterest Party on Thursday, October 12 at 7 pm
  • Monthly Movie Night on Saturday, October 14 at 7 pm with the showing of Guardians of the Galaxy Volume 2
  • Book discussion on Monday, October 16 at 7 pm
  • Puppet Show tryouts on Tuesday, October 17 at 3:30 pm, rehearsals every Tuesday from 3:30 to 4:30, final performance on Sunday, January 14, 2018.
  • Robotics on Tuesday, October 17 from 6:30 to 8 pm
  • Adult Coloring on Thursday, October 19 at 7 pm
  • Early out movie on Wednesday, October 25 at 2:30 pm featuring a Halloween movie.
  • Trick or Treat Night on Monday, October 30 from 6 to 8 pm.
  • International Game Day on Saturday, November 4 from 1 to 4 pm.
  • Robotics on Tuesday, November 7 from 6:30 to 8 pm.
  • Early out tabletop gaming on Wednesday, November 8 at 2:30 to 3:30 pm
  • Pinterest on Thursday, November 9 at 7 pm.
  • November Movie Night on Saturday, November 11 at 7 pm with the showing of Cars 3.

 

Board Comments: None

 

Items to be discussed at the next board meeting:

Library budget, Holiday Open House, staff meeting, website and Helms Estate interest

           

 

Next Council meeting to attend:  October 16, 2017 at 5:30 pm with board member Alice to attend.

 

Adjourn Meeting

On a motion by Alice, 2nd by Denise, meeting adjourned at 6:52 pm

Roll: Pam; absent. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

 

Next regular Board meeting will be: Tuesday, November 14, 2017

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes September 12, 2017

September 2017 minutes

Minutes of the Madrid Public Library Board of Trustees Meeting:

September 12, 2017

Meeting called to order by President, Dave Evans at 5:31 p.m.

 

Roll: Pam Allen, yes. Denise Hiveley, yes. (left at 6:30 pm) Alice Sharp, yes. Kelli Wolf, (arrived at 5:32 pm), yes. Dave Evans, yes.

Director, Angie Strong, yes.

 

Approval of Agenda:   [Additions or corrections- Under Director’s Report – Summer Reading Program Stats]

On a motion by Pam, 2nd by Denise, agenda approved with the addition.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; abstain. Dave; yes. Motion carried; all ayes.

 

Approval of Minutes:  Board Meeting minutes of August 8, 2017

On a motion by Alice, 2nd by Pam, minutes of the August 8, 2017 meeting were approved as read.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes.

 

Approval of Bills:

Special notes if any on claims: One of the front doors was not unlocking and needed repair. (Record Automatic Doors – $285.00) Midwest Tech came and replaced two more security cameras that stopped working. ($600.00)

On a motion by Denise, 2nd by Alice, bills were approved as presented.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Financial Report:

Detailed account is available upon request.

 

 

RECEIPTS FOR AUGUST

Fines/Fees

$             172.05   Fines/Fees

$               76.00   Fax Revenue

$               83.00  Copy Revenue

$               10.60  Mag/Books sold

$                0.00   Misc.

$             75.00   Meeting Room            

$            416.65  Total for month

$            704.15  Total year to date

 

 

Trust Fund Receipts:

$         750.00   Lowrey Trust

$           00.00

$­_____  _________________________   

$         750.00   Total for the month

$      3,579.25   Total year to date

 

 

Library Donations:

$         250.00   Donation from Police Chief Rick Tasler

$           ________________  ___

$          250.00   Total for month

$          275.00   Total year to date

 

 

 

 

Circulation Report for the month of August

 

Items loaned in August 2017     2,149                     Average daily circulation 80

Items loaned in August 2016     2,153                     Open Access Items   106

Items loaned last month (July)  3,089                      Access Plus Items 17

 

Internet Use: Public Access Computers – 1,629 & Wireless users – 969

Bridges Checkouts:  audiobooks-119 eBooks-115 streaming video-0

[Open access: all patrons not in our tax locale: ex. Dallas County, Polk County, and other towns.

Access Plus: items requested from our library sent to other libraries.  Both of these programs are partly reimbursed by state funding programs.]

 

 

Public Concerns:

            In order to give equal time to everyone, each person to address the Board will have a maximum time of 15 minutes each.  This guideline is used only if there has not been an official request to appear before the board prior to a meeting.

            None to report

 

 

Correspondence and Communications:

 

  1. The library received the official letter from the Lowrey Trust Foundation for the $750.00 grant the library applied for.  Angie will purchase the items requested soon.

 

Old Business:

 

  1. At the last meeting, discussion was focused on the Cintas proposal for their mat service. Angie found out that there is no bi-monthly option for this service.  Angie went ahead and signed the contract for the monthly service.  The contract is for 3 years.  The mats arrived the week of September 4, as well as the invoice.  The invoice is $42.73 which is a decrease from the quote given which was $59.40 monthly.

 

  1. Mary Jo, the city clerk, informed Angie of the library’s portion of the maintenance agreement with Kruck Plumbing and Heating. The yearly bill is $320.00 for this service.

 

 

New Business:

 

  1. One of the security cameras stopped working and Angie contacted Midwest Tech about replacement. When Andy came to install the new camera, another camera also stopped working.  Andy replaced both cameras.  The Boyd Estate will pay for the replacement cameras.

 

  1. The Registered Sex Offender policy was given to the board for review. A couple of corrections were made.

On a motion by Denise, 2nd by Kelli, to approve the Registered Sex Offender Policy with the corrections.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

 

The Safe Child Policy was also given to the board for review.  No changes were

made.

On a motion by Alice, 2nd by Pam, to approve the Safe Child Policy as presented.

Roll: Pam; yes. Denise; yes. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

  1. Angie and the board discussed the current library budget and the FY 18-19 budget for the upcoming budget talks.

 

 

Director’s Report:

 

The Friends of the Madrid Library Fall Book Sale was held on Saturday, August 26, Sunday, August 27 and during open library hours through Wednesday, August 30.  Profits from the sale were $967.75 which is an increase from last year ($826.00).

 

Angie has started the annual survey for the State Library.  She still has several more hours of work to do on the survey.  Angie would like to complete it by the end of September so she can create an annual report with the results to present to the board and the city council in October.

 

The schedule for Pages for All Ages was given to the board.  This program is for any child preschool and under and is on Tuesdays and Wednesdays at 10 am (same program both days).

 

A schedule for early out programs was given to the board. Fall early out programs include: September 13th is Lego Crew.  September 27th is Crafternoon.  October 11th is Science Club.  October 25th is Halloween Movie afternoon.  November 8th is Table Top Game Afternoon.  November 29th is STEM afternoon.  Finally, December 13th will be holiday cookie decorating.

 

Angie also presented the board with a schedule for preschool outreach.  Steph will be going to Tiger Tots and Lily Pad to read to the preschoolers as well as taking a selection of books for kids to enjoy.  Most of the visits will happen the third week of the month (although a few have been changed due to the holidays) and will be done through May.

 

Angie is looking for ideas to enhance the Silent Auction/Holiday Open House this year.  Angie asked the board for some ideas/suggestions.  Angie has suggested an ugly sweater contest for example.  More discussion about the Open House will be at the next meeting and any possible fundraiser ideas will be discussed then as well.

 

Upcoming programs include:

  • Early out Lego Crew on Wednesday, September 13 at 2:30 pm
  • Chess Club on Thursday, September 14 at 6 pm
  • Book discussion on Monday, September 18 at 7 pm
  • Robotics on Tuesday, September 21 from 6:30 to 8 pm
  • Adult Coloring on Thursday, September 21 at 7 pm
  • Early out Crafternoon on Wednesday, September 27 at 2:30 pm
  • Robotics on Tuesday, October 3 from 6:30 to 8 pm.

 

Angie presented the Summer Reading Program Stats for 2017.  A total of 65 programs were done this summer with a grand total of 1,712 participants.  In comparison to last year there were 71 total programs and total participation of 1,919.

 

 

Board Comments: None

           

 

 

Items to be discussed at the next board meeting:

Library budget

           

 

Next Council meeting to attend:  September 18, 2017 at 5:30 pm with board member Kelli to attend.

 

Adjourn Meeting

On a motion by Alice, 2nd by Pam, meeting adjourned at 6:53 pm

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; yes. Dave; yes. Motion carried; all ayes

 

Next regular Board meeting will be: Tuesday, October 10, 2017

 

Angie Strong, Director

angie@madrid.lib.ia.us