Archive for Library Board Minutes

Library Minutes November 10, 2020 – draft

November 2020 minutes -draft

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

November 10, 2020

Meeting called to order by President, Pam Allen at 5:30 p.m.  This meeting was held via Zoom due to the Covid-19 pandemic.

 

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

Director, Angie Strong, yes.

Guest: State Library of Iowa Central District Consultant Maryann Mori arrived at 5:43 pm left at 6:02 pm

Absent: none

 

Approval of Agenda:   [Additions or corrections- none]

On a motion by Alice, 2nd by Denise, to approve the agenda as presented.

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

 

Approval of Minutes:  Board Meeting minutes of October 13, 2020.

Corrections: None.

On a motion by Dave, 2nd by Kelli, minutes were approved as read.

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

 

Approval of Bills:

Special notes if any on claims: None

On a motion by Denise, 2nd by Dave, the bills are approved as presented.

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

 

Financial Report:

Detailed account is available upon request.

 

Receipts for October (modified hours and services due to Covid-19)

Fines/Fees

$       18.00   Fines/Fees

$       13.50   Fax Revenue

$       92.75   Copy Revenue

$        5.30   Mag/Books sold

$       00.00   Misc.

$       00.00   Guilt jar proceeds

$       00.00   Meeting Room    

$      129.55  Total for month

$      469.14  Total year to date

 

Trust Fund Receipts:

$        50.00  E-book content credit donation

$__      0.00_

$        50.00 Total for the month

$    3,526.15 Total year to date

 

Library Donations:

$      40.00  55 gallon fish tank

$___ 06.00_A to Z posters sold______    

$      46.00  Total for month

$      66.00  Total year to date

 

 

Circulation Report for the month of October

 

Items loaned in Oct. 2020            859                   Average daily circulation   40

Items loaned in Oct. 2019          1,838                  Open Access Items         104

Items loaned last month (Sept)     996                   Access Plus Items            14

Internet Use: Public Access Computers – 116 & Wireless users – 570

Bridges Checkouts: audiobooks-114 eBooks-143 streaming video-0 magazines-6

[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. None to report.

 

Unfinished Business:

 

  1. The drywall has been installed and painted in all three bump outs. The only thing left to be repaired from the derecho are the exterior doors.  Angie will look into the repair of the lights again.  An update will be given at the next meeting.

 

  1. Angie received enough applications for the open position to go ahead and interview. Several of those applicants had found other employment or the hours were not going to work any longer with applicant schedules.  Angie did interview and hire a potential new employee, but before training that the applicant decided to decline the position.  Angie has decided to wait until after the holidays to repost the opening.

 

  1. Maryann Mori, the library’s district consultant, attended the meeting to give an overview of the results from the community survey. The board formed a subcommittee (Alice and Denise, along with Angie) to review the survey results more in depth and start the creation of a new long range plan.  A meeting with the subcommittee will be scheduled with Maryann within the next few weeks.

 

  1. Review of the reopening plan was discussed. Angie has asked to be open until 5:30 on Fridays, she feels closing at 4 pm is a little too early for commuters.  If approved, this will begin on November 20th.

On a motion by Dave, 2nd by Denise, to approve being open on Fridays until 5:30 pm starting November 20th.

Roll: Dave; yes. Alice; yes. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes

 

 

 

New Business:

 

  1. A draft of the fiscal year 21-22 budget was given to the board to review and discuss.

On a motion by Kelli, 2nd by Alice the board approved the rough draft of the FY 21-22 budget.

Roll: Dave; yes. Alice; yes. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes

 

  1. Angie demonstrated the new Bold 360 chat service and the new HelpNow database with the trustees. This was done as a part of trustee training that is needed for accreditation.

 

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

 

  1. The board was given a list of all of the board meeting dates for 2021. At this time none of the dates conflict with any holidays.

 

  1. The board reviewed the Website and Social Networking Policy.

On a motion by Dave, 2nd by Denise, to approve the Website and

Social Networking Policy.

Roll: Dave; yes. Alice; yes. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes

 

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

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

Roll: Dave; yes. Alice; yes. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes

 

  1. The board also reviewed Open Meeting Laws and Public Library Boards that is found on the State Library’s website. This is also needed for accreditation.

On a motion by Alice, 2nd by Denise, the board has reviewed Open Meeting Laws as required by the accreditation standards.

Roll: Dave; yes. Alice; yes. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes

 

  1. The Boone County Supervisors meeting will be on December 16 at 10 am. The supervisors will be given the Madrid Library’s annual report as well as other county library statistics.  Angie will update the board and other city officials after the meeting.

 

 

 

Director’s Report:

 

Due to Covid-19 concerns, the Christmas Extravaganza will only have the lighted parade and lighting contest this year.  Hopefully things will be back to normal next year and the library can host the Avenue of Trees and library silent auction.

 

Angie had booked Iowa author Linda McCann on November 12 for her Prisoners of War in Iowa program.  Due to the rising positive cases of Covid-19, Linda McCann decided to cancel the program.  Angie is hoping to reschedule in the spring.

 

The pumpkin decorating contest was successful.  6 participants competed for the $25.00 Casey’s gift card.  The winner was chosen by votes from the library’s Facebook page and a ballot box located inside the library.  Trick or Treat at the library was also very successful.  Since it was an outdoor event, people were able to social distance.  Treat bags were premade and an outdoor lighted story walk was available.  258 kids/adults attended.  An adult/teen grab and go kit was created for October.  Angie hopes to create another one next week.  Early out grab and go kits are available every Wednesday.  (Except the week of Thanksgiving)

 

Upcoming programs include:

  • Adult Book Discussion via Zoom on Monday, November 16 at 7 pm. We will be discussing the book The Invention of Wings by Sue Monk Kidd.

 

Board Comments:  none

 

Items to be discussed at the next board meeting: reopening plan, library repairs, strategic plan, and review of the circulation system’s patron database policy.

           

Next Council meeting to attend: December 5, 2020 at 10 am.

 

Adjourn Meeting

On a motion by Dave, 2nd by Alice, meeting adjourned at 6:45 pm.

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

 

Next regular Board meeting will be: Tuesday, December 8, 2020

 

Angie Strong, Director

angie@madrid.lib.ia.us

 

 

 

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

Library Minutes October 13, 2020

October 2020 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

October 13, 2020

Meeting called to order by President, Pam Allen at 5:30 p.m.  This meeting was held via Zoom due to the Covid-19 pandemic.

 

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

Director, Angie Strong, yes.

Absent: none

 

Approval of Agenda:   [Additions or corrections- none]

On a motion by Alice, 2nd by Dave, to approve the agenda as presented.

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

 

Approval of Minutes:  Board Meeting minutes of September 8, 2020.

Corrections: None.

On a motion by Denise, 2nd by Kelli, minutes were approved as read.

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

 

Approval of Bills:

Special notes if any on claims: None

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

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

 

Financial Report:

Detailed account is available upon request.

 

Receipts for September (modified hours and services due to Covid-19)

Fines/Fees

$       10.00   Fines/Fees

$       23.50   Fax Revenue

$       66.10   Copy Revenue

$         1.10   Mag/Books sold

$       00.00   Misc.

$       00.00   Guilt jar proceeds

$       00.00   Meeting Room    

$      100.70  Total for month

$      339.59  Total year to date

 

Trust Fund Receipts:

$        50.00  E-book content credit donation

$__1,826.15_Direct State Aid_

$    1,876.15 Total for the month

$    3,476.15 Total year to date

 

Library Donations:

$      20.00  General donation from Stephen & Linda Santee

$___ 00.00________    

$      20.00  Total for month

$      20.00  Total year to date

 

 

Circulation Report for the month of September

 

Items loaned in Sept. 2020            996                  Average daily circulation   47

Items loaned in Sept. 2019         1,642                  Open Access Items         114

Items loaned last month (Aug)    1,085                   Access Plus Items            13

Internet Use: Public Access Computers – 136 & Wireless users – 556

Bridges Checkouts: audiobooks-94 eBooks-104 streaming video-0 magazines-5

[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. None to report.

 

Unfinished Business:

 

  1. The roof has been repaired and drywall has been removed in the areas where it was damaged by the derecho. (All three bump outs).  Angie was told by the insurance company that someone would be looking at the exterior doors.  Angie hopes that is soon, because the left door is not closing properly and making a lot of noise.  The lights have been put on hold until the insurance company has made all of the necessary storm damage repairs.  Angie will update the board at the next meeting on the repairs.

 

  1. Maryann Mori, the library’s district consultant, conducted the community phone survey for the library’s Planning for Results process. Calls were made the week of October 4.  Just under 20 community members were interviewed.  Angie has not received the results from Maryann, but hopes to soon, so she can use the information gathered to create a new 5 year strategic plan for the library.

 

  1. Review of the reopening plan was discussed. At this time no changes will be made to the current plan.  It will be reviewed again in November.

 

  1. The library aide position is still open. Angie is hoping to conduct interviews in the next couple of weeks.   Hopefully by the November meeting the position will be filled.

 

New Business:

 

  1. Direct State Aid was automatically deposited by the State Library. ($1,826.15)  Angie will use the funds for the Tumblebooks database, HelpNow database, new bookshelf and replacement of a public access computer.

 

  1. Trustee training will happen at the November meeting. Angie will demonstrate the new HelpNow database and Bold Chat 360 feature on the website to the trustees.

 

  1. Angie finished the annual survey for the State Library of Iowa. 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 was taken directly from the annual survey which covers fiscal year July 1, 2019 through June 30, 2020.

 

Director’s Report:

 

The Boone County Auditor contacted Angie about the library being the Madrid rural voting venue for the November election.   Since rural citizens are familiar with voting at the library, Angie felt that it was important to try to accommodate the auditor’s request.   Items in the meeting room will be moved to the back work room for the day.  (Furniture, quarantined items etc.) If any help is needed moving items the county is willing to help.  Angie also requested that extra disinfecting of the restrooms be done while the meeting room is being used which the county has agreed to.  (Social distancing and masks will be worn)  Since items will be in library work room, patrons will not be able to make appointments for a two hour work session on Election Day.

 

Bold Chat 360 has been added to the website.  Patrons can live chat with a librarian from a mobile phone or desktop computer. Patrons just click on the “Live Chat” button and a chat box appears. This service is available during library open hours and is a quick and easy way to engage with library staff.

 

Angie has booked Iowa author Linda McCann on November 12 in the Madrid Community Room.  She will be doing a program about her book, Prisoners of War in Iowa, at 6:30 pm.  Participants will need to wear masks and social distance.   The event is free to the public.

 

The scanning function to the circulation desk computer has been fixed.  Tracey from Koch Brothers found that the library’s antivirus software was causing the issue.  The drivers were also updated so they are compatible with Windows 10.

 

Any adult/teen can come to the library and get a pumpkin to decorate for the library’s pumpkin decorating contest.  Pumpkins will be crafted at home using materials such as paint, fabric, paper etc.  Decorated pumpkins will be submitted to the library by October 19.  Patrons will vote on their favorite pumpkin from October 20-29 at the library or online.  The winner will be announced on October 30 and will win a $25 Casey’s gift card.  Trick or Treat at the Library will occur this year as well.  Instead of being indoors, the library will be handing out treat bags on Beggar’s Night on the front lawn.  (Bags will be made several days before hand and Steph and Angie have purchased dinosaur costumes that totally cover their bodies.)  The library will also have a lighted Storywalk® to enjoy. (“The StoryWalk® Project was created by Anne Ferguson of Montpelier, VT and developed in collaboration with the Kellogg-Hubbard Library. Storywalk® is a registered service mark owned by Ms. Ferguson).  This family friendly event is free and open to the public.

 

After much discussion the library has decided not to have its annual silent auction this year.  Angie is unsure if the Christmas Extravaganza is still being held.  She will look into it for the next meeting, and any decisions on whether the library will participate in any events will be determined then.

 

Upcoming programs include:

  • Adult Book Discussion via Zoom on Monday, October 19 at 7 pm. We will be discussing the book The Mosquito by Timothy Winegard.

 

Board Comments:  none

 

Items to be discussed at the next board meeting: reopening plan, library repairs, open position, review of website/social media policy, Fair Labor Standards Act and open meetings law, strategic plan, Christmas Extravaganza, board training and the budget draft.

           

Next Council meeting to attend: November 7, 2020 at 10 am.

 

Adjourn Meeting

On a motion by Kelli, 2nd by Dave, meeting adjourned at 6:21 pm.

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

 

Next regular Board meeting will be: Tuesday, November 10, 2020

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes September 8, 2020

September 2020 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

September 8, 2020

Meeting called to order by President, Pam Allen at 5:30 p.m.  This meeting was held via Zoom as face to face meetings are not recommended due to the Covid-19 pandemic.

 

Roll: Alice Sharp, yes. Kelli Wolf, (arrived at 5:31) yes. Dave Evans, yes. Denise Hiveley, yes. Pam Allen, yes. Director, Angie Strong, yes.

Absent: none

 

Approval of Agenda:   [Additions or corrections- none]

On a motion by Denise, 2nd by Alice, to approve the agenda as presented.

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

 

Approval of Minutes:  Board Meeting minutes of August 18, 2020 and Special Meeting Minutes of August 25, 2020.

Corrections: None.

On a motion by Dave, 2nd by Denise, minutes of both meetings were approved as read.

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

 

Approval of Bills:

Special notes if any on claims: the bill for the repair, cleaning and sealing of the light piers was given after the claims were printed.

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

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

 

Financial Report:

Detailed account is available upon request.

 

Receipts for August (modified hours and services due to Covid-19)

Fines/Fees

$       15.50   Fines/Fees

$       10.00   Fax Revenue

$       32.45   Copy Revenue

$          .60   Mag/Books sold

$       00.00   Misc.

$       00.00   Guilt jar proceeds

$       00.00   Meeting Room    

$        58.55  Total for month

$      238.89  Total year to date

 

Trust Fund Receipts:

$        50.00  E-book content credit donation

$__ 1500.00_Lowrey Foundation – early out programs_

$    1,550.00 Total for the month

$    1,600.00 Total year to date

 

Library Donations:

$      00.00

$___ 00.00________    

$      00.00  Total for month

$      00.00  Total year to date

 

 

Circulation Report for the month of August

 

Items loaned in August 2020        1,085                 Average daily circulation   54

Items loaned in August 2019        1,770                 Open Access Items          70

Items loaned last month (July)    1,291                  Access Plus Items            9

Internet Use: Public Access Computers – 218 & Wireless users – 643

Bridges Checkouts: audiobooks-109 eBooks-148 streaming video-0 magazines-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 State Library of Iowa received funds through the CARES Act (Coronavirus Aid, Relief, and Economic Security Act) and divided its allotment into two projects. The first is the Bold 360 chat that was discussed last month. The other was for PPE kits for every Iowa library.  The Madrid Library received its kit last week.  It included hand sanitizer, masks, disinfectant, bleach, gloves, paper towels and wipes.

 

  1. The annual survey is available to complete online through the State Library. It is due October 31.  Once completed, Angie will create an annual report that will be given to the city council and county supervisors.

 

  1. State Librarian, Michael Scott, sent a message to all Iowa librarians about the future of the current online resources offered through the State Library. (These resources include the Gale databases, Credo and Transparent Language as well as OCLC First Search, H.W. Wilson Core Collection and Foundation Directory Online).  The State feels it’s time to explore other options that would provide a better return on investment.  A task force will be created to see what resources would be most valued and one or more requests for proposal (RFP’s) will be released.  Any new resources will be in place by July 2021.  Angie is a little frustrated that the databases may change again due to the fact that patrons get used to certain materials.

 

  1. Currently all library emails are through the State Library’s webmail system. A new system is being implemented on September 14.  Everything will be migrated over, but Angie will have to complete a few simple steps in order to access the new system for each email account.

 

Unfinished Business:

 

  1. The insurance company provided dehumidifiers to remove the moisture that remained after the derecho. Also, the insurance company has sent out a drywall company to look at the repairs.  Nothing has been started as of yet.

 

  1. The brick repair, cleaning, and sealing on the light piers is almost complete. Angie has not received any information about the lights but she will before the next meeting.

 

  1. The board reviewed the safe child policy. A no corrections were made.

On a motion by Dave, 2nd by Denise, to approve the safe child policy.

Roll: Dave; yes. Alice; yes. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes

 

  1. The board discussed possible names for the community team needed for the Planning for Results process that will help create the library’s new strategic plan. This team will be asked questions via phone about the community and the library.  The board will ask their potential team members if they would be willing to participate.  Those willing to help will be sent a letter to set up a time for a phone survey done by Maryann Mori, the library’s district consultant.  This is planned to take place the first week of October.

 

  1. Review of the reopening plan was discussed. At this time no changes will be made to the current plan.   A letter was sent to the newspaper, school, and posted on Facebook about the current restrictions for students when visiting the library.  The letter has helped keep large groups from gathering at the library.  The plan will be reviewed again in October.

 

  1. The library aide position is still open. Angie has posted the job on Facebook in hopes of more applications.  The position will be open until filled.

 

New Business:

 

  1. Angie has applied for an add-on to the Brainfuse database. HelpNow is a service that offers live tutors, school skills practice, and other services to support students in 3rd grade through college.  With the current Covid situation, Angie feels this is another way the library can help patrons remotely.  Angie will use direct state aid monies for this service.

 

 

Director’s Report:

 

Early out grab and go kits will be made weekly starting on September 9.  Steph is also including a new book list with the kits so students can come to the library on their own and check out what interests them.  She hopes to send these kits to Tiger Tots and the Madrid Kids Club as well.

 

The week of September 14, Steph will be starting sign-ups for fresh air story times.  Steph has contacted the school about providing preschool outreach.  At this time no visitors are allowed at the school.  She will wait a few months and then will see if the restrictions are lifted.  She has also contacted Tiger Tots about providing outreach to them but has not heard back from them at this time.

 

Once again this year, Judy Grant has generously donated the Iowa award books (High School Award, Teen Award, Children’s Choice Award and Goldfinch).  Normally the library receives these books in the spring, but due to Covid-19 it was pushed back to the fall.  Angie hopes to have them ready for check out soon.

 

The circulation desk computer, barcode scanner, and receipt printer have been updated.  The only thing not working on the circulation desk computer is the scanner function from the copiers.  Angie contacted the copier company and at this time they are unable to fix the issue due to a networking problem, even though they have been able to do it in the past.  Steph and Angie’s computer have the scanner capabilities, so those computers will be used instead.

 

Upcoming programs include:

  • Adult Book Discussion via Zoom on Monday, September 21 at 7 pm. We will be discussing the book Arrowood by Laura McHugh.

 

Board Comments:  none

 

Items to be discussed at the next board meeting: reopening plan, library repairs, open position, scanner, strategic plan and possibly the silent auction.

           

Next Council meeting to attend: September 21, 2020 at 7 pm

 

 

Adjourn Meeting

On a motion by Denise, 2nd by Kelli, meeting adjourned at 6:20 pm.

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

 

Next regular Board meeting will be: Tuesday, October 13, 2020

 

Angie Strong, Director

angie@madrid.lib.ia.us

Special Library Meeting Minutes August 25, 2020

Special meeting minutes – August 25, 2020

 

Special Meeting Minutes of the Madrid Public Library:

August 25, 2020

 

Meeting called to order at 5:00 p.m.

This meeting was via Zoom as face to face meetings cannot be held due to the Covid-19 pandemic.

 

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

Guest: State Library of Iowa Central District Consultant Maryann Mori

Absent: Alice Sharp

 

New Business: 

Central District Consultant Maryann Mori presented information to the board about the Planning for Results process that will help create the library’s new strategic plan.  A community team will be created and asked questions via phone.  These questions will pertain to living in our city and the library.  The responses will help the library pursue what areas to focus on in the new strategic plan.  The community team needs to be varied with all ages, backgrounds, library users and non-library users.  The board and Angie will come up with a list of possible names to present at the next board meeting.  Also, a date was decided on when Maryann will conduct the phone calls.

 

Adjourn Meeting

On a motion by Denise, 2nd by Dave, meeting adjourned at 5:46 pm

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

 

Next regular Board meeting will be: September 8, 2020

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes August 18, 2020

August 2020 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

August 18, 2020

Meeting called to order by President, Pam Allen at 5:31 p.m.  This meeting was held via Zoom as face to face meetings are not recommended due to the Covid-19 pandemic.

 

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

Director, Angie Strong, yes.

Absent: Alice Sharp

 

Approval of Agenda:   [Additions or corrections- none]

On a motion by Dave, 2nd by Denise, to approve the agenda as presented.

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

 

Approval of Minutes:  Board Meeting minutes of July 14, 2020.

Corrections: None.

On a motion by Denise, 2nd by Kelli, minutes of the July 14, 2020 meeting were approved as read.

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

 

Approval of Bills:

Special notes if any on claims: none

On a motion by Kelli, 2nd by Dave, the bills are approved as presented.

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

 

Financial Report:

Detailed account is available upon request.

 

Receipts for July (modified hours and services due to Covid-19)

Fines/Fees

$       23.49   Fines/Fees

$         7.50   Fax Revenue

$     109.85   Copy Revenue

$         2.50   Mag/Books sold

$       00.00   Misc.

$       37.00   Guilt jar proceeds

$       00.00   Meeting Room    

$      180.34  Total for month

$      180.34  Total year to date

 

Trust Fund Receipts:

$        50.00  E-book content credit donation

$__    00.00_  __________________

$        50.00 Total for the month

$        50.00 Total year to date

 

Library Donations:

$      00.00

$___ 00.00________    

$      00.00  Total for month

$      00.00  Total year to date

 

 

Circulation Report for the month of June

 

Items loaned in July 2020            1,291                 Average daily circulation   59

Items loaned in July 2019            2,655                 Open Access Items          92

Items loaned last month (June)    1,429                  Access Plus Items            12

Internet Use: Public Access Computers – 168 & Wireless users – 534

Bridges Checkouts: audiobooks-106 eBooks-163 streaming video-0 magazines-5

[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. None to report.

 

Unfinished Business:

 

  1. Repair of the bricks on the lamp posts is almost complete, but due to the derecho last week things have been put on hold. Angie received an estimate to repair the bump outs.  More damage was sustained during the derecho, so insurance should be covering the cost and the estimate is not needed.  Angie has made contact about the lights, but has not heard anymore.

 

  1. The board reviewed the confidentiality policy. A few corrections were made.

On a motion by Denise, 2nd by Dave, to approve the confidentiality policy with the corrections.

Roll: Dave; yes. Alice; absent. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes

 

  1. The trustee’s need to have 3-5 hours a year in trustee training for accreditation. The board reviewed Chapter 19 (Planning for the Library’s future) from the State Library of Iowa’s Trustee Handbook before the meeting.  Angie and the board discussed the chapter at the meeting.

 

  1. A few months ago the board discussed creating a new strategic plan for the library. At that time they decided to use surveys to help gather community information.  Angie received other options from the library’s district consultant at the State Library.  One of those options is a modified Planning for Results (PFR) meeting due to Covid- 19.  Angie wanted to do a PFR meeting but it requires a large group of people and involves some costs.  Since the modified version removes those barriers, Angie feels this more formal process of strategic planning would be beneficial.  The board agrees.  Angie will contact the district consultant (Maryann Mori) to start the process.

 

  1. The library’s reopening plan was discussed. Appointments for people wanting to use the internet for longer than 30 minutes for work/essential projects was discussed.  Angie will open the work room for such requests.  Patrons will be able to use the room for two hours once a day.  Patrons will need to provide their own devices and no guests will be allowed to accompany them.  Staff will disinfect after each use.

The library’s hours, meeting room and all other restrictions will remain in effect   until the meeting in September, when the situation will be re-evaluated.

 

  1. Fall programming was discussed. Steph and Angie have looked into ways to try and have early out programs this fall.  They thought having an outdoor program would work with social distancing, but then realized that most of the early out programs involve high touch items and it would also be difficult to maintain smaller groups.  Steph contacted the elementary school principal Janna Surratt asking what the school is doing in regards to Covid-19.  After that conversation, Steph and Angie decided that the best course of action would be to send a letter to elementary parents notifying them that the library cannot be a gathering place at this time.  The letter would also include the library guidelines for inside the building and suggest students not gather on library property.  Instead of having children gather at the library, Steph will supply Grab and Go kits for early outs.  Steph will contact Tiger Tots and the Madrid Kids Club (YSS) about providing those kits to students on early out days.  Kits will also be available to pick up at the library.

Storytime was also discussed.  Steph will do fresh air story times like she did over the summer.  Anyone can schedule a time for her to come to their home or facility. She will read stories and provide grab and go bags for participants.  She will follow the library’s Covid-19 procedures such as wearing a mask, social distancing and using hand sanitizer.

Angie is looking into adult grab and go bags or other possible programs.

 

New Business:

 

  1. On August 10, 2020 Madrid was hit hard by a derecho. The library had damage, along with most of the trees on library property.  Inside, several water leaks occurred.  The exterior doors received damage when they blew open, and the roof’s flashing was bent. The city’s insurance has been to the library to start the process of repairs.

 

  1. The State Library of Iowa received funds through the CARES Act (Coronavirus Aid, Relief, and Economic Security Act). With this money, the State Library is offering a new service for two years for all Iowa libraries.  This service is called Bold360 chat.  This live chat program will allow library patrons to engage in a virtual chat with Madrid librarians through a chat window deployed on the library’s website.  Angie has created a profile and has sent the widget information to be added to the library’s website.  The chat will be another quick and easy way for patrons to receive information during this pandemic.

 

  1. Holly Olson has decided to leave her position at the library, her last day was August 7. Angie has posted the open position and has placed an ad in the newspaper. No applications have been received at this time.  The position will be open until filled.

 

  1. Martha Petersen was given her annual written evaluation.

 

  1. Since the Labor Day Celebration has been cancelled this year, there is no reason to be closed on Thursday and Friday as previously decided.

On a motion by Denise, 2nd by Dave, to approve being open on Thursday, September 3 and Friday, September 4.

Roll: Dave; yes. Alice; absent. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes

 

  1. It was decided at the beginning of the year to move the board meeting to Thursday in September due to the library being closed for the Labor Day celebration. Since we will be open Thursday and Friday, Angie will be able to get things ready and post an agenda to have a meeting.  Angie requested to move the meeting back to its regular day and time.

On a motion by Dave, 2nd by Kelli, to approve moving the board meeting back to its regular time and day in September.

Roll: Dave; yes. Alice; absent. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes

 

Director’s Report:

 

The library was graciously given the request of $1,500.00 from the Lowrey Trust to be used for early out programming.

 

The Summer Reading Program wrapped up on July 31.  The Science Tellers have an online program that patrons can still access through the library’s Facebook page or website until August 31.  With the pandemic, reporting for the summer program will be different this year, so Angie will let the board know those numbers after she completes the annual survey/report.

 

The annual survey for the State Library of Iowa is due on October 31, 2020.  It is not available online yet, but will be soon. This survey is a requirement for accreditation.  After the survey is complete, Angie will create the library’s annual report from these statistics and will present the report to the board and the city council.

 

Upcoming programs include:

  • Adult Book Discussion via Zoom on Monday, August 24 at 7pm. We will be discussing the book Loving Frank by Nancy Horan.

 

Board Comments:  none

 

Items to be discussed at the next board meeting: Safe Child policy, reopening plan, library repairs, storm damage, open position and strategic plan.

           

Next Council meeting to attend: September 5, 2020 at 10 am. (?)

 

Adjourn Meeting

On a motion by Denise, 2nd by Dave, meeting adjourned at 6:43 pm.

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

 

Next regular Board meeting will be: Tuesday, September 8, 2020

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes July 14, 2020

Library minutes July 14, 2020

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

July 14, 2020

Meeting called to order by President, Pam Allen at 5:31 p.m.  This meeting was held via Zoom as face to face meetings are not recommended due to the Covid-19 pandemic.

 

Roll: Alice Sharp, (arrived at 5:45) yes. Kelli Wolf, yes. Dave Evans, yes. Denise Hiveley, yes.

Pam Allen, yes.

Director, Angie Strong, yes.

Absent: none

 

Approval of Agenda:   [Additions or corrections- under Director’s Report – bookshelf]

On a motion by Dave, 2nd by Denise, to approve the agenda with the addition.

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

 

Approval of Minutes:  Board Meeting minutes of June 9, 2020.

Corrections: None.

On a motion by Denise, 2nd by Kelli, minutes of the June 9, 2020 meeting were approved as read.

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

 

Approval of Bills:

Special notes if any on claims: The actual amount for the Des Moines Register bill was $360.03 and the Baker & Taylor bill was $257.29.  (Those bills were submitted as estimates at the June meeting).  The Center Point Large Print bill was just received and is included in the July claims.

On a motion by Kelli, 2nd by Dave, the bills are approved.

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

 

Financial Report:

Detailed account is available upon request.

 

Receipts for June (Opened to the public on June 1 after Covid shutdown)

Fines/Fees

$       00.50   Fines/Fees

$       26.50   Fax Revenue

$     124.60   Copy Revenue

$         1.70   Mag/Books sold

$       00.00   Misc.

$       00.00   Guilt jar proceeds

$       00.00   Meeting Room    

$      153.30  Total for month

$   2,352.13  Total year to date

 

 

Trust Fund Receipts:

$        50.00   E-book content credit donation

$      200.00   Racial equality books donation

$   1,088.66   Madrid Community Endowment Fund grant (lounge chairs)

$   1,000.00   Community Chest grant

$__  350.00_  Hopkins Grove grant (receipt printer)

$   2,688.66  Total for the month

$ 14,688.88  Total year to date

 

 

Library Donations:

$      00.00

$___ 00.00________    

$      00.00  Total for month

$  2,043.00  Total year to date

Circulation Report for the month of June

 

Items loaned in June 2020            1,429                 Average daily circulation   65

Items loaned in June 2019            2,327                 Open Access Items          104

Items loaned last month (May)        580                  Access Plus Items            12

Internet Use: Public Access Computers – 106 & Wireless users – 669

Bridges Checkouts: audiobooks-124 eBooks-217 streaming video-0 magazines-5

[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 official letter from Boone County about funding for fiscal year 20-21 arrived. The supervisors have given an allocation in the amount of $98,000 to be split between the three Boone County libraries. (Madrid’s portion is 20% which will be $19,600).  Last year the total allocation amount was $96,500.

 

  1. Every year the library receives an email about the library’s current tier level and status. The library is fully accredited at a tier level 3 (highest tier level) until June 30, 2021.

 

  1. Earlier this year, Angie let the board know that Overdrive (company that manages the Bridges consortium) was going to be purchased by a private equity firm. This acquisition has happened.  In addition to Overdrive, this firms also owns RBmedia which is one of the largest independent distributors of digital audiobooks. This is exciting news, because Bridges will acquire more digital audiobooks.  RBmedia also owns Zinio, a digital magazine platform, so more digital magazines may be available in the future through Bridges as well.

 

Unfinished Business:

 

  1. Review of the library’s long range plan was conducted. Many items have been achieved and some have not due to budget or time restraints.  Angie and the board are starting the process of creating a new plan which is necessary for accreditation.

 

  1. The board was asked to review the by-laws. A correction was made.

On a motion by Pam, 2nd by Alice, to approve the library’s by-laws with the correction.

Roll: Dave; yes. Alice; yes. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes

 

  1. The Little Free Pantry was dedicated on June 25. People have already started using the pantry.  Anyone can donate to the pantry, and it is more than just food.  School supplies, baby items, household items and personal hygiene items can also be donated.  Angie has a list of acceptable items at the library.

 

  1. The library’s reopening plan was discussed. The library opened to the public on June 1.  The library’s hours, meeting room, programs and restroom facilities were discussed.

On a motion by Dave, 2nd by Denise, to approve opening the restrooms to the public.

Roll: Dave; yes. Alice; no. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; 4 ayes, 1 nay

The library’s hours, meeting room and all other restrictions will remain in effect until the meeting in August, when the situation will be re-evaluated.

 

New Business:

 

  1. There are several areas of repair that need to be addressed. Angie has talked to Randy Dalton about fixing the mortar and replacing the bricks on the two exterior lamp posts.  Angie is waiting for an estimate from Leerhoff Construction for repairing the peeling paint on the ceiling over the two bump outs.  Angie also discovered fresh mold in the meeting room that needs to be repaired.  There may be a leak in the flat part of the roof over both bump outs.  Leerhoff said that last year when they replaced the shingles the flat areas of the bump outs were fine.  They will look for potential leaks and Angie has asked to have that repaired as well.  Angie has not contacted anyone about the lights yet, but will soon.

 

  1. Before the August meeting the board has been asked to review a chapter in the Trustees Handbook. The chapter discusses long range planning.  This is part of the accreditation requirement for trustee training.

 

  1. A bill was submitted for the concrete pad for the bench by the butterfly garden. Angie was unsure what line item to use for it under the budget.

On a motion by Dave, 2nd by Kelli, to approve the payment of the concrete slab, and to pay for it with Buildings and Grounds Maintenance.

Roll: Dave; yes. Alice; yes. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes

 

Director’s Report:

 

The library has been awarded grants from Hopkins Grove and the Community Chest.  The library has received $350.00 from Hopkins Grove for the purchase of a new receipt printer.  The Community Chest grant was $1,000.00 to be used for library programming.  The library also completed a request to Lowrey Foundation.

 

As a part of Direct State Aid and accreditation, Angie has filled out the necessary paperwork for the State Library of Iowa.  Angie has completed the Direct State Aid report and the Open Access report.

 

Angie filed the last form of the E-rate process.  She is hoping the discounts will start soon.

 

The Friends group have decided not to have a fall book sale this year.  For several reasons.  The meeting room may not be available.  Worrying about social distancing and disinfecting and the concern of finding volunteers to help.

 

The Summer Reading Program will continue until the end of July.  Steph has been visiting Tiger Tots and Lily Pad.  Take and make activity bags and family activity packets have been available weekly.  The Blank Park Zoo and Science Tellers have online programs that patrons can access through the library’s Facebook page or website.  The library was hoping to have two in person presenters perform at the end of July but have decided it would be hard to social distance with possible large numbers attending.

 

Upcoming programs include:

  • Adult Book Discussion via Zoom on Monday, July 20 at 7pm. We will be discussing the book American Dirt by Jeanine Cummins.

 

 

Space in the children’s department is tight.  Even after weeding the picture books Angie feels that removing the 55 gallon fish tank and putting another book shelf in would help remedy the situation.  She is looking into using trust, Direct State Aid or one of the estates to pay for it.  It will be a special order item since it isn’t a “stock” size.

 

 

Board Comments:  none

 

Items to be discussed at the next board meeting: Trustee training, reopening plan, library repairs

           

Next Council meeting to attend: August 1, 2020 at 10 am.

 

Adjourn Meeting

On a motion by Alice, 2nd by Denise, meeting adjourned at 6:45 pm.

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

 

Next regular Board meeting will be: Tuesday, August 11, 2020

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes June 9, 2020

June 2020 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

June 9, 2020

Meeting called to order by President, Denise Hiveley at 5:35 p.m.  This meeting was held via Zoom as face to face meetings cannot be held due to the Covid-19 pandemic.

 

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- none]

On a motion by Dave, 2nd by Alice, to approve the agenda as presented.

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

 

Approval of Minutes:  Board Meeting minutes of May 12, 2020 and Special Meeting Minutes of June 4, 2020

Corrections: None.

On a motion by Alice, 2nd by Kelli, minutes of the May 12, 2020 meeting were approved as read.

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

 

Corrections: addition of what CIPA means

On a motion by Dave, 2nd by Alice, special minutes of the June 4, 2020 meeting were approved with the addition.

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

 

Approval of Bills:

Special notes if any on claims:  Angie noted that there are three bills she has not received yet (Des Moines Register subscription, Center Point Large Print standing order plan and a Baker and Taylor bill) an estimate amount was noted on the claims sheet.  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 Alice, 2nd by Dave, the bills are approved with the estimates.

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

 

Financial Report:

Detailed account is available upon request.

 

Receipts for May (closed March 16 due to Covid-19, reopened to the public June 1)

Fines/Fees

$       00.00   Fines/Fees

$       00.00   Fax Revenue

$       00.00   Copy Revenue

$       00.00   Mag/Books sold

$       00.00   Misc.

$       00.00   Guilt jar proceeds

$       00.00   Meeting Room    

$       00.00  Total for month

$    2,198.83 Total year to date

 

2nd half allocations from the county – $9,650.00

 

Trust Fund Receipts:

$    100.00   E-book content credit donation

$___00.00_________________

$    100.00   Total for the month

$ 12,000.22 Total year to date

 

 

 

Library Donations:

$      00.00

$___ 00.00________    

$      00.00  Total for month

$  2,043.00  Total year to date

 

 

Circulation Report for the month of May (closed March 16 opened for curbside May 11)

 

Physical Items loaned in May  580

May had 231 renewals for extended due dates

Open Access Items          38               Access Plus Items            1

Internet Use: Public Access Computers – 0  Wireless users – 566

Bridges Checkouts: May – audiobooks-115 eBooks-259 streaming video-1 magazines-2

[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. The Little Free Food Pantry is to be installed on Wednesday, June 10 at 5:00 pm.

 

  1. The library’s reopening plan was discussed. The library opened to the public on June 1.  So far things have gone smoothly.  Angie and the board feel at this time that the current tier 3 guidelines should remain in effect until the next board meeting.

 

New Business:

 

  1. Per accreditation standards the bylaws must be reviewed. In order to do so Angie must give notice to the board before the meeting.  Angie will send a copy of the bylaws to the board along with next month’s minutes.

 

  1. There has been no correspondence about county funding for fiscal year 20-21. Last year the library did not receive anything until the middle of June.  Angie will contact the director at the Ericson Public Library in Boone to see if she has heard from them.

 

  1. The board reviewed the building maintenance plan. Several smaller items were completed during the library’s closure due to Co-Vid 19.  Angie will contact someone about replacing the bad light ballasts in the next few weeks.  Angie also asked if the board would like to have the carpets cleaned again in the fall.

 

  1. Angie was contacted by the school superintendent about early outs this fall. With the unexpected closure of Lily Pad the school is looking into a new before and after school provider.  Angie was told that YSS (Youth and Shelter Services) may be that provider.  If that is the case, the library would not be able to partner with the school on early out days.  After discussing this with Steph, the only thing that would really change would be not being able to use the elementary gym.  Denise mentioned that at a teachers meeting she was told that the school may not be able to partner with YSS.  Either way, the library will continue to provide early out programs.

 

 

Director’s Report:

 

Angie was contacted by the Madrid Community Endowment Fund about the grant the library applied for.  The library has received $1,088.66 for two new lounge chairs with tablet holders.  Amy is working on the Lowrey Trust grant which is due at the end of June.  Angie has not heard anything about the Hopkins Grove grant.

 

Angie is able to fill out the last form of the E-rate process.  She had to wait until the special meeting on June 4 (Children’s Internet Protection Act requirement of filtering computers) had taken place to comply with the rules.

 

The Summer Reading Program flyer was given to the board.  The program will be from June 8-July 31.  Make and take activity bags and family packets are available weekly.  4H STEM (Science, Technology, Engineering and Math) kits will be available during the month of June.  The library decided not to go with an online reading tracker, instead paper reading logs are included in the family packets.  The library will encourage patrons to use the online tracker through the school called EPIC.  We will have several online events such as virtual escape rooms, nature quests as well as a link to an online program.  Science Tellers will present Dragons! Return of the Ice Sorceress.  The link will be posted on the library’s website and Facebook page on June 22 and can be viewed anytime. Steph is also going to Tiger Tots and Lily Pad for in person small group story times.  A sign up is also available for anyone who would like her to read at their home (Fresh Air Fairytales).  We are evaluating the Summer Program on a month to month basis, and may have some outdoor presenters such as the Blank Park Zoo in July if restrictions are lifted.

 

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

 

Upcoming programs include:

  • Adult Book Discussion via Zoom on Monday, June 15 at 7pm. We will be discussing the book Garlic and Sapphires by Ruth Reichl.

 

 

Board Comments:  none

 

Items to be discussed at the next board meeting: By-laws, reopening plan

           

Next Council meeting to attend: The next meeting is on the July 4th holiday, Angie is unsure when it will be held

 

Adjourn Meeting

On a motion by Kelli, 2nd by Alice, meeting adjourned at 6:23 pm.

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

 

Next regular Board meeting will be: Tuesday, July 14, 2020

 

Angie Strong, Director

angie@madrid.lib.ia.us

Special Library Meeting Minutes June 4, 2020

Special meeting minutes – June 4, 2020

 

Special Meeting Minutes of the Madrid Public Library:

June 4, 2020

Meeting called to order by President, Denise Hiveley at 5:30 p.m.

This meeting was via Zoom as face to face meetings cannot be held due to the Covid-19 pandemic.

 

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

Absent: Kelli Wolf

 

Approval of Agenda:  [Additions or corrections- none]

On a motion by Pam, 2nd by Dave, to approve the agenda as presented.

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

 

Public Comment:

            Public comment on CIPA (Children’s Internet Protection Act) requirements for filtering the library’s public access computers.

No comments made.

 

Adjourn Meeting

On a motion by Dave, 2nd by Alice, meeting adjourned at 5:41 pm

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

 

Next regular Board meeting will be: June 9, 2020

 

Angie Strong, Director

angie@madrid.lib.ia.us

 

Library Minutes May 12, 2020

May 2020 minutes

    

Minutes of the Madrid Public Library Board of Trustees Meeting:

May 12, 2020

Meeting called to order by President, Denise Hiveley at 5:31 p.m.  This meeting was held via Zoom as face to face meetings cannot be held due to the Covid-19 pandemic.

 

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- none]

On a motion by Alice, 2nd by Kelli, to approve the agenda as presented.

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

 

Approval of Minutes:  Board Meeting minutes of March 10, 2020 and Special Meeting Minutes of April 29, 2020

Corrections: None.

On a motion by Pam, 2nd by Dave, minutes of the March 10, 2020 meeting were approved as read.

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

 

Corrections: None.

On a motion by Dave, 2nd by Alice, special minutes of the April 29, 2020 meeting were approved as read.

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

 

Approval of Bills: April and May

Special notes if any on claims:  none

On a motion by Pam, 2nd by Kelli, bills for the month of May are approved as presented.

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

 

Since the board did not meet in April, the library board president approved and signed the bills to be paid.  This is per the library’s by-laws.

On a motion by Dave, 2nd by Alice, bills for the month of April were officially reviewed and accepted.

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

 

Financial Report:

Detailed account is available upon request.

 

Receipts for March & April (closed March 16 due to Covid-19)

Fines/Fees

$       52.00   Fines/Fees

$       11.50   Fax Revenue

$       56.55  Copy Revenue

$         3.70   Mag/Books sold

$        00.00  Misc.

$        00.00  Guilt jar proceeds

$        25.00  Meeting Room    

$      148.75  Total for month

$    2,198.83 Total year to date

 

Trust Fund Receipts:

$      50.00   E-book content credit donation

$___ 00.00_________________

$      50.00  Total for the month

$ 11,900.22  Total year to date

 

 

Library Donations:

$     150.00  P.E.O. Chapter ID

$     130.00  Mem’l for June Galetich from Gail Longhenry

$      20.00   Mem’l for Lou Galetich from Debbie Grow

$___ 20.00  Mem’l for Lou Galetich from Brian & Gail Longhenry    

$    320.00  Total for month

$  2,043.00 Total year to date

 

 

Circulation Report for the month of March and April (closed March 16)

 

Physical Items loaned in March and April   852

March and April had 1893 renewals for extended due dates

Open Access Items          93               Access Plus Items            12

Internet Use: Public Access Computers – 386  Wireless users – March – 892 April – 469

Bridges Checkouts: March – audiobooks-79 eBooks-164 streaming video-0 magazines-5

April – audiobooks – 104 eBooks- 218 streaming video – 0 magazines – 13

[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. Several months ago the publishing company MacMillan placed an embargo on lending new library eBooks. Libraries were only allowed one copy of a new eBook title for the first two months. After two months additional copies could be purchased on a two year/52 lend model.  Many libraries across the country boycotted this proposal.  MacMillan decided to lift that embargo but digital lending models need to be looked at as a whole due to the expense and lending to libraries.

 

Unfinished Business:

 

  1. The library has chosen a logo. The Boyd or Helms Estate will pay for it.

On a motion by Pam, 2nd by Alice, to approve a library logo.

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

 

  1. At the May 2 council meeting the council approved the installation of the Little Free Food Pantry on library grounds. Angie is in charge of overseeing the pantry.  Angie will contact Erich Kretzinger who is the contact for the project.  This community project was created by the leadership class through the Boone County Chamber of Commerce.

 

  1. The next phase of the library’s reopening plan was discussed. The library plans tentatively (depending on adequate protective gear and cleaning supplies) to open the library building on June 1.  Hours will be Monday through Thursday from 10am to 6pm and on Friday from 10am to 4pm. Only ten people will be allowed in the building at a time.  Browsing of materials will be allowed, but items touched will need to be placed in quarantine. There will be no gathering of groups.  Patrons will be asked to shorten their visit to accommodate as many patrons as possible.  Patrons will only be able to visit the library once a day. There will be no toys, games, or other activities inside the library. Furniture will be removed, except for computer chairs, to discourage lounging.  Four of the eight public access computers will be available to ensure social distancing.  A patron will have one thirty minute time slot a day to use a computer.  Curbside service will remain for patrons who do not want to enter the library. Staff will be disinfecting regularly and will follow a detailed procedure list.  Public restrooms will not be available.  The meeting room will not be available.  Full details of this tier of the plan will be shared with the newspaper, on the library’s website and Facebook page.

On a motion by Kelli, 2nd by Alice, to approve Tier 3 of the library’s reopening plan with the corrections and additions.

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

 

  1. At this time the additional staff training that was approved in March has been put on hold until a later date.

 

  1. The butterfly garden has been updated. New fencing, plants, and a new concrete slab and bench will be added soon. Alice is looking for volunteers to help maintain the garden.

 

New Business:

 

  1. The library’s meeting room policy was given to the trustees to review. A few corrections were made.

On a motion by Dave, 2nd by Pam, to approve the library’s meeting room policy with the corrections.

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

 

  1. The meeting room checklist was reviewed.

On a motion by Kelli, 2nd by Dave, to approve the library’s meeting room policy checklist.

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

 

  1. The meeting room agreement form was reviewed. A correction was made.

On a motion by Dave, 2nd by Pam, to approve the library’s meeting room agreement form with the correction.

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

 

  1. The expired/indebted patron policy was reviewed.

On a motion by Alice, 2nd by Kelli, to approve the library’s expired/indebted patron policy.

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

 

  1. The library board reviewed priority 1 of the ADA Checklist for Readily Achievable Barrier Removal. This is a standard that needs to be met for library accreditation.

On a motion by Pam, 2nd by Dave, to approve the review of priority 1 of the ADA Checklist for Readily Achievable Barrier Removal for accreditation.

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

 

  1. Angie has requested the purchase of another chair cart to hold meeting room chairs. When setting up for Pages for All Ages almost all of the chairs are stacked up.  The

 

 

 

cart is only supposed to hold 25-30 chairs.  Another cart will allow all of the chairs to be stacked safely.  Trust money will be used to purchase it.

On a motion by Dave, 2nd by Alice, to purchase another chair cart for the meeting room chairs.

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

 

Director’s Report:

 

Angie and Amy applied for the Madrid Community Endowment Fund Grant and Hopkins Grove Grant.  If funding is approved, the library is hoping to purchase two new lounge chairs with tablet holders and a new receipt printer for the circulation desk.

 

During the COVID-19 closures the staff have been working inside the building doing many different tasks.  Some of those tasks have been a deep cleaning of the entire library, writing grants, paint touch ups, caulking around the sinks and back splashes, organizing and removing old files, adding new materials to the collection and online classes.

 

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.

 

Due to the pandemic the library will have a summer reading program but it will not be like past programs.  The library is looking at rescheduling presenters to a later date or possibly have online presenters.   Steph has contacted the elementary school principal in hopes to partner with them with an online reading tracker called Readsquared.  The library would purchase the app and the library and school could both utilize the service for the summer and during the school year.  Other ideas would be make and take activity bags, outreach to small groups such as daycare providers or families, and other online activities.  A detailed plan will be made soon.

 

Upcoming programs include:

  • Adult Book Discussion via Zoom on Monday, May 18 at 7pm. The group will give recommendations on books recently read or books that they think others would enjoy.

 

 

Board Comments:  none

 

Items to be discussed at the next board meeting:

           

Next Council meeting to attend: Saturday, June 6, 2020 at 10:00 am

 

Adjourn Meeting

On a motion by Dave, 2nd by Pam, meeting adjourned at 7:23 pm.

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

 

Next regular Board meeting will be: Tuesday, June 9, 2020

 

Angie Strong, Director

angie@madrid.lib.ia.us

 

Library Minutes March 10, 2020

March 2020 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

March 10, 2020

Meeting called to order by President, Denise Hiveley at 5:30 p.m.

Roll: Pam Allen, yes.  Denise Hiveley, yes.  Alice Sharp, (arrived at 5:33) yes.  Kelli Wolf, yes.  Dave Evans, (left at 6:33) yes. Director, Angie Strong, yes.

Absent: none

 

Approval of Agenda:   [Additions or corrections- Under Director’s Report – Kid’s First Conference]

On a motion by Dave, 2nd by Pam, to approve the agenda with the addition.

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

 

Approval of Minutes:  Board Meeting minutes of February 11, 2020

Corrections: None.

On a motion by Pam, 2nd by Dave, minutes of the February 11, 2020 meeting were approved as read.

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

 

Approval of Bills:

Special notes if any on claims:  none

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

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

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR FEBRUARY

Fines/Fees

$       38.50   Fines/Fees

$       19.50   Fax Revenue

$       86.10   Copy Revenue

$         4.05   Mag/Books sold

$        00.00  Misc.

$        00.00  Guilt jar proceeds

$        75.00  Meeting Room    

$      223.15  Total for month

$    2,050.08 Total year to date

 

 

Trust Fund Receipts:

$  1,500.00  Lowrey Foundation – Summer Reading Program

$      50.00   E-book content credit donation

$___ 00.00_________________

$   1,550.00  Total for the month

$ 11,850.22  Total year to date

 

 

Library Donations:

$      00.00

$___ 00.00_____________    

$      00.00 Total for month

$  1,723.00 Total year to date

 

 

Circulation Report for the month of February

 

Items loaned in Feb. 2020              1,491               Average daily circulation   60

Items loaned in Feb. 2019              1,475               Open Access Items          224

Items loaned last month (Jan)       1,602                 Access Plus Items            10

Internet Use: Public Access Computers – 700 & Wireless users – 1,066

Bridges Checkouts:  audiobooks-71 eBooks-162 streaming video-0 magazines-5

[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. Once again President Trump has asked that federal funding for libraries be eliminated for fiscal year 2021. The good news is that for the last three years library supporters have not only saved funding, but have seen increases in the amount of federal funding given to each state.

 

  1. Tennessee and Missouri have proposed bills to have “parental review boards” for public libraries. These bills would create a local board that would review items and deem whether or not they are appropriate for children.  If a librarian violates the rule they could be fined or face jail time.  These bills are aimed at empowering a small group of people as censors, as librarians it is not our job to censor but to allow equal access.  It is the responsibility of parents to monitor what children check out not librarians.

 

Unfinished Business:

 

  1. The old meeting room chairs are now being utilized in the community room.

 

  1. Angie contacted several people about a library logo, in fact, Angie received a few mock-ups. The staff and board have both agreed on one logo with some minor changes, the mock up was in black and white so a colored option is suggested.  There will be a fee to create the logo, Angie suggested using Boyd or Helms Estate to pay for it.

On a motion by Pam, 2nd by Alice, to approve using the Boyd or Helms Estate to pay for the creation of a library logo.

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

 

  1. Angie updated the board on the status of the Friends Group. There will not be a spring book sale and Friends will determine after the fall sale if large book sales will continue. The Friends group is looking at revamping their membership letter, looking for new members and fundraisers.  The Friends are requesting to have a snack cart in the library during peak times such as after school in an effort to raise money.

On a motion by Pam, 2nd by Kelli, to approve a snack cart in the library that will be maintained by the Friends group.

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

 

New Business:

 

  1. Per accreditation standards the board needs to have 3-5 hours a year in trustee training. A library board assessment was done individually before the meeting then discussed as a group.

 

  1. The library’s collection development policy was given to the trustees to review. A few corrections were made.

On a motion by Pam, 2nd by Dave, to approve the library’s collection development policy with the corrections.

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

 

  1. Steph has discussed summer hours with Holly Olson and she is interested in those hours again this year.

 

  1. Staff training was successfully conducted in February. Angie is wanting to have staff training with the police department to go over potential scenarios and how best to handle them.  She has not finalized when, but is asking for approval to close early if necessary.

On a motion by Kelli, 2nd by Dave, to approve closing early at the discretion of the director for staff training.

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

 

  1. There are some building repairs that Angie wants to make the board aware of. A few bricks from the lamp posts are missing. It looks like the mortar is deteriorating causing them to fall out.  There are some areas that need to be touched up with paint.  Some areas will need to be sanded, primed and then painted.  One of the lights over the bump outs is out and the other one is flickering on and off.  Some of these items will have to wait until the new budget year.

 

  1. The library’s long range plan is going to need to be updated this year. Angie wanted the board to decide on either doing a planning for results meeting (basically a community envisioning meeting) or a community survey.  After discussing it, the board would like to do a survey.

 

  1. Angie was notified by Superintendent Brian Horn that every Wednesday will be an early out for the 2020-21 school year. Horn and the elementary school principal Jana Surratt came and discussed this with Angie and Steph.  There was discussion of possibly using the elementary gym for some early outs.

 

  1. Erich Kretzinger approached Angie about a project that the Leadership Program at Boone County Chamber of Commerce would like to do. He asked that a Little Free Food Pantry be placed on library grounds.  This pantry would be a take-what-you-need, leave-what-you-can pantry.  There would be no cost for the project and no service is required.  Boone County Chamber would promote the box at the time of installation and would invite the community to monitor and fill it as needed.  The board looked at possible locations.  The pantry would also need city approval.

On a motion by Kelli, 2nd by Alice, to approve a Little Free Food Pantry on library grounds.

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

 

  1. Alice updated the board about the butterfly garden.  A work day has been scheduled to help with fencing, removal of the old bench, and plantings.  The work day has been scheduled for Saturday, April 25.

 

Director’s Report:

 

Angie has applied for the Community Chest grant to help with summer programming.  Angie and Amy will work on the Madrid Community Endowment Fund Grant and Hopkins Grove grant that are due at the end of April as well.

 

Angie completed the second form for the Erate process.

 

National Library Week is April 19-25 with the theme Find Your Place at the Library.  Special programs have been planned for that week.

 

Upcoming programs include:

  • Early Out Science Club on Wednesday, March 11th at 2:30 pm.
  • Pinterest on Thursday, March 12th at 7 pm.
  • Family Board Game Night on Friday, March 13th from 7 to 9 pm.
  • Book discussion: Undomestic Goddess by Sophie Kinsella on March 16th at 7 pm.
  • Adult Coloring on Thursday, March 19th at 7 pm.
  • Teen after Hours on Friday, March 27th from 7 to 10 pm.
  • Early Out Board Game Afternoon on Wednesday, April 1st at 2:30 pm.
  • Family Board Game Night on Friday, April 3rd from 7 to 9 pm.
  • Pinterest on Thursday, April 9th at 7 pm.
  • Chess Club on April 13th at 6 pm.
  • Ledges Park Manager Andy Bartlett will do a program on the celebration of the 100 years of state parks in Iowa. This program will be on Monday, April 13th at 6:30 pm.

 

At this time the breakout sessions for the Kid’s First conference have not been disclosed.  Since there is a significant cost to this conference, Angie and Steph may not go if the breakout sessions aren’t revealed.  They feel if they aren’t going to learn something new that it is a waste of taxpayer money to go.

 

Board Comments:  none

 

Items to be discussed at the next board meeting: Library logo, Little Food Pantry

           

Next Council meeting to attend: Saturday, April 4, 2020 at 10:00 am with board member Denise to attend.

 

Adjourn Meeting

On a motion by Pam, 2nd by Kelli, meeting adjourned at 6:55 pm.

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

 

Next regular Board meeting will be: Tuesday, April 14, 2020

 

Angie Strong, Director

angie@madrid.lib.ia.us