Archive for Library Board Minutes

Library minutes – January 8, 2019 -draft

January 2019 minutes – draft

    

Minutes of the Madrid Public Library Board of Trustees Meeting:

January 8, 2019

Meeting called to order by President, Kelli Wolf at 5:32 p.m.

 

Roll: Pam Allen, absent.  Denise Hiveley, yes.  Alice Sharp, yes.  Kelli Wolf, yes.  Dave Evans, (arrived at 5:33 pm), yes.

Director, Angie Strong, yes.

Absent: Pam Allen

 

Approval of Agenda:   [Additions or corrections- none]

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

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

 

Approval of Minutes:  Board Meeting minutes of December 11, 2018

Corrections: none

On a motion by Alice, 2nd by Dave, minutes of the December 11, 2018 meeting were approved as read.

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

 

Approval of Bills:

Special notes if any on claims: none.

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

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

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR DECEMBER

Fines/Fees

$              115.20  Fines/Fees

$               56.00   Fax Revenue

$               88.80  Copy Revenue

$               13.40  Mag/Books sold

$                0.00   Misc.

$              25.00  Meeting Room            

$             298.40  Total for month

$          2,046.03  Total year to date

 

 

Trust Fund Receipts:

$         00.00

$         00.00

$         00.00_ _____  

$         00.00  Total for the month

$     3,225.81  Total year to date

 

 

Library Donations:

$      1,048.50  Silent Auction

$          77.50  Silent Auction

$        100.00  Brian & Tami Bertini in honor of Paul & Rosemarie Bertini

$     1,226.00  Total for month

$     1,321.00  Total year to date

 

 

 

 

 

Circulation Report for the month of December

 

Items loaned in Dec. 2018             1,387               Average daily circulation   60

Items loaned in Dec. 2017             1,402               Open Access Items          122

Items loaned last month (Nov)       1,352                Access Plus Items             9

 

Internet Use: Public Access Computers – 370 & Wireless users – 921

Bridges Checkouts:  audiobooks-127 eBooks-131 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 sent an email notice about the library’s current tier level status and accreditation expiration date. This year the library does not have to reapply for accreditation or tier level status.

 

  1. Congress has passed the Museum and Library Services Act of 2018, which reauthorizes the Institute of Museum and Library Services (IMLS) to provide federal funding to libraries and museums through 2023. The IMLS provides the State Library of Iowa approximately 40% of its operating budget, these resources will continue to help the State Library provide library services to all Iowa communities.

 

  1. Angie received an email from the State Library about circulation policies and inclusive language for library card requirements. The email encourages boards to review their policies to be sure that they include all residents of the community.   Some words such as “must provide or include” are exclusive.  Language such as “may include” and “allowing exceptions to be made when needed” is more appropriate.  Even though the board just revamped the circulation policy Angie has added it to the agenda to review again to make sure it is inclusive and applicable to all residents.

 

  1. The State Library has announced a new online resource for career services, test prep and software tutorials for Iowa libraries. Brainfuse will be replacing Learning Express (Learning Express is the current online resource for these topics).  Libraries will continue to have Learning Express through January 31.  More information about Brainfuse will be coming soon, as well as a tutorial on how to use the new database.  Once Angie is up to speed on it, she will present it to the board as a training opportunity.

 

Unfinished Business:

 

  1. Angie updated the board about the Boone County Supervisors meeting she attended on December 12. When a decision about funding is reached she will inform the board and the city.

 

  1. Angie has been recertified with the State Library of Iowa as a level three Public Library Director until December 2021. This certificate is an important part of the library’s accreditation process.
  2. A city budget meeting was held on January 5th. Since the library is not looking for a large increase in the budget, Mary Jo, the city clerk, told Angie that it was not necessary for her to attend.  She did not.  Angie will keep the board informed about the budget.

 

New Business:

 

  1. Angie requested permission for her and Steph to attend the Kid’s Matter conference April 5 in Ames. Cost is $70 for her and Steph to attend, which includes lunch. The breakout sessions will include topics for babies to teens, there are several topics that Steph and Angie are interested in.

On a motion by Denise, 2nd by Alice, to approve attendance for Steph and Angie to attend the Kid’s Matter conference.

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

 

  1. Angie presented the board with some options from Book Systems (the company who is in charge of the library’s circulation system Atriuum) for an updated card catalog. The new upgrades will show book covers of books, not just generic book covers like the current system.  It will also include first chapters, author notes, summaries and a table of contents which the current system does not.  There were three options, some with more features but also with higher costs.  The board and Angie decided to go with Snapshot Classic, which is $395 a year.  The other options were nice, but not necessary for the price.

On a motion by Denise, 2nd by Dave, to approve the upgrade of the library’s card catalog to Snapshot Classic.

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

carried; all ayes

 

  1. At the beginning of the meeting, the board was given an email from the State Library about inclusion for library card requirements. The board reviewed this section of the library’s circulation policy and made changes to it to be sure it is inclusive to all potential patrons.

On a motion by Alice, 2nd by Dave, to approve the circulation policy with the correction.

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

carried; all ayes

 

  1. Holiday closures for 2019 were discussed. The closures are as follows:
  • Monday, May 27 closed for Memorial Day.
  • Wednesday, July 3 closing at 5 pm, closed July 4.
  • Closing at 12 pm on Thursday, August 29, closed Friday, August 30, Saturday, August 31 and Monday, September 2 for Labor Day.
  • Monday, November 11 closed for Veteran’s Day.
  • Closing at 5 pm on Wednesday, November 27 closed Thursday, November 28, Friday, November 29 and Saturday, November 30.
  • Closed Tuesday, December 24 and Wednesday, December 25.
  • Closed Tuesday, December 31 and Wednesday, January 1, 2020.

On a motion by Dave, 2nd by Alice, the library will be closed for the aforementioned holidays for 2019.

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

 

Director’s Report:

 

The library is now officially book fine free.  The circulation system has been updated to not charge book fines and staff manually removed old book fines from patron accounts.  Items are set to be marked lost after 90 days.  Staff has also done overdues for January to remind patrons to return items

before they are marked lost.  So far Angie has not received a lot of feedback about the new policy but hopes to receive some after it is more widely known.

 

A copy of the Pages for All Ages schedule for January through April was given to the board.

 

Angie told the board that she was going to file the next form for Erate (60% discount is given to the library for internet service through this federal program).  Unfortunately, the next form will not be available to fill out online until January 16.

 

Upcoming programs include:

  • Adult Pinterest Party on January 10 at 7 pm. Featured craft is stuffed gnomes/snowmen.
  • Family Board Game Night on Friday, January 11 from 7 to 9 pm.
  • January Movie Night featuring Incredibles 2 on January 12 at 7 pm.
  • Puppet Performance at 1:30 pm on Sunday, January 13. Community is welcome to attend.
  • Chess Club on Monday, January 14 at 6 pm.
  • Early out Lego Crew on Wednesday, January 16 at 2:30 pm.
  • Adult Book Discussion on January 21 at 7 pm. We will be discussing A Light between Oceans by M.L. Stedman.
  • Adult Coloring on Thursday, January 24 at 7 pm.
  • Monday, February 4 Chess Club at 6 pm.
  • Thursday, February 7 is Adult Pinterest.
  • Teen after Hours on Friday, February 8th from 7 to 10 pm.
  • February Movie Night on Saturday, February 9 at 7 pm. We will be showing Christopher Robin.

 

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

 

Board Comments:  None

           

Items to be discussed at the next board meeting:

           

Next Council meeting to attend:  January 21, 2019 at 5:30 pm with board member Dave to attend.

 

Adjourn Meeting

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

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

 

Next regular Board meeting will be: Tuesday, February 12, 2019

 

Angie Strong, Director

angie@madrid.lib.ia.us

 

 

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

Library Minutes December 11, 2018

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

December 11, 2018

Meeting called to order by President, Kelli Wolf at 5:27 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- none]

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

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

 

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

Corrections: Under approval of bills value needs to be changed to valve.  Under correspondence and communications the second sentence in parentheses needs to be two sentences a period needs to be placed in inside the quotes.  Under the director’s report a comma after December 3, underline the movie title and to add a period at the end of the first paragraph.

On a motion by Denise, 2nd by Alice, minutes of the November 13, 2018 meeting were approved with the corrections.

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

 

Approval of Bills:

Special notes if any on claims: none.

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

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

 

Financial Report:

            Detailed account is available upon request.

 

RECEIPTS FOR NOVEMBER

Fines/Fees                                                                    

$               96.80  Fines/Fees

$               36.00  Fax Revenue

$               82.55  Copy Revenue

$                3.00   Mag/Books sold

$                0.00   Misc.  

$              75.00  Meeting Room            

$            293.35  Total for month

$         1,747.63  Total year to date

 

 

Trust Fund Receipts:

$       577.88  Open Access

$         00.00

$         00.00_ _____  

$        577.88  Total for the month

$     3,225.81  Total year to date

 

 

Library Donations:

$           25.00  Gen’l donation from Jeff & Barb McMenamin      

$            0.00  ________

$           25.00  Total for month

$           95.00  Total year to date

 

 

 

 

Circulation Report for the month of November

 

Items loaned in Nov. 2018             1,352               Average daily circulation   64    

Items loaned in Nov. 2017             1,607               Open Access Items          81

Items loaned last month (Oct)        1,554               Access Plus Items            14

 

Internet Use: Public Access Computers – 593 & Wireless users – 1,064           

Bridges Checkouts:  audiobooks-103 eBooks-126 streaming video-0 magazines – 20

[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 new fine free book policy was given to the council and they are happy with it. Angie created a flyer that explains the fine free policy.  A few corrections were made to the flyer.   Angie will add it to the library’s website and send it to the newspaper to promote the January 1, 2019 starting date.

 

  1. Just a reminder that the three Boone County libraries will be meeting on December 12 to discuss county funding with the Boone County Supervisors for fiscal year 19-20. Angie will let the board know how the meeting went in January.

 

 

New Business:

 

  1. A revised copy of the sex offender policy was given to the board to discuss and review. Some corrections were made.

On a motion by Pam, 2nd by Denise, to approve the revised sex offender policy with the corrections.

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

 

  1. At the last meeting Angie mentioned that parts of the circulation policy would have to be changed due to the new fine free policy. Additions and corrections were made.  In the past, the policy was broken up into several policies and now it will be one document.  It will also include the newly revised circulation table.

On a motion by Dave, 2nd by Alice, to approve the circulation policy with the corrections and the revision.

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

carried; all ayes

 

 

  1. Per the State Library, library directors need to have a Public Librarian certificate. Every three years, Angie must have 45 continuing education credits to reapply.  She has submitted the needed documentation for this and hopes to receive her new certificate soon.  When she does she will present it to the board and city council.

 

 

Director’s Report: 

 

 The library had 207 attendees during the Madrid Area Chamber’s Christmas Extravaganza.  Last year the total attendees were 336.  Cookies and cider were served, and if the event is on Saturday next year, the board will change how many cookies are provided as well as when they are going to be served.

 

The library’s silent auction has raised over $1,000.00 so far, some items have not been picked up yet and Angie thinks the total will be about $1,150.00.  Last year’s total was $1,228.50. 

 

            Amy and Steph are working on a grant to the Lowrey Foundation to help with the Summer Reading Program in 2019.  This grant is due at the end of December, Angie will let the board know if the request is granted.

 

            Angie has waited the necessary time period for proposals for internet service for the federal Erate program (60% discount is given to the library for internet service through this program).  Angie will file the next form needed for the process.

 

Upcoming programs include:

  • Early-out cookie decorating on Wednesday, December 12 at 2:30 pm. The Friends of the Madrid Library are generously paying for the supplies.
  • Family Board Game Night on Friday, December 14 from 7 to 9 pm.
  • Adult Book Discussion on December 17 at 7 pm. We will be discussing The Christmas Blizzard by Garrison Keillor.
  • Adult Coloring on Thursday, December 20 at 7 pm.

 

The library will be closed on Christmas Eve and Christmas Day as well as New Year’s Eve and

Day.  Angie will be taking some time off during the holidays since it is slow.

 

Board Comments:  None

           

Items to be discussed at the next board meeting:

            County Supervisors

                       

Next Council meeting to attend:  December 17, 2018 at 5:30 pm with board member Alice to attend.

 

Adjourn Meeting

            On a motion by Pam, 2nd by Dave, meeting adjourned at 6:33 pm

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

 

Next regular Board meeting will be: Tuesday, January 8, 2019

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes November 13, 2018

November 2018 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

November 13, 2018

Meeting called to order by President, Kelli Wolf 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- none]

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

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

 

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

Corrections: none

On a motion by Pam, 2nd by Dave, minutes of the October 9, 2018 meeting were approved as read.

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

 

Approval of Bills:

Special notes if any on claims: The women’s restroom toilet stopped flushing and a new valve kit was needed to fix it.  A sewer backup also occurred and needed to be cleaned out.  Both jobs were done by Kevin Evans and were already paid.  Angie also wanted the board to know that the front doors will need to be repaired again due to the door closers not working properly.  Midwest Technologies also replaced the last old security camera.

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

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

 

Financial Report:

Detailed account is available upon request.

RECEIPTS FOR OCTOBER

Fines/Fees

$             116.55  Fines/Fees

$               28.50  Fax Revenue

$               76.10  Copy Revenue

$                2.30   Mag/Books sold

$                0.00   Misc.

$            100.00  Meeting Room            

$            323.45  Total for month

$         1,454.28  Total year to date

Trust Fund Receipts:

$     1,797.93  Direct State Aid

$         00.00

$         00.00_ _____  

$     1,797.93  Total for the month

$     2,647.93  Total year to date

Library Donations:

$           40.00  Gen’l donation from Linda Romitti

$            5.00   Computer chair            ________

$           45.00  Total for month

$           70.00  Total year to date

 

 

 

 

Circulation Report for the month of October

Items loaned in Oct. 2018             1,554               Average daily circulation   68

Items loaned in Oct. 2017             1,684               Open Access Items         137

Items loaned last month (Sep)       1,564                Access Plus Items           13

Internet Use: Public Access Computers – 582 & Wireless users – 1,352

Bridges Checkouts:  audiobooks-116 eBooks-146 streaming video-0 magazines – 27

[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 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 6.48% increase from last year. (The library received $1,797.93 this year in comparison to last year which was $1,689.87) Also included was a request to have the library sign up to have checks from the State Library direct deposited.  Angie gave the direct deposit form to Mary Jo, the city clerk and it was submitted to the State Library.  The Open Access/Interlibrary loan reimbursement check was also received a few weeks later.  ($577.88 was received this year.  Last year was $688.95)  The amount was lower this year due to the library not sending out as many interlibrary loans and book discussion sets.
  1. Angie gave the trustees a Washington Post article titled Want to Defend Democracy? Start With the Public Library by Katrina Vanden Heuvel. The article highlights the fact that libraries provide trustworthy information in an era of misinformation and “fake news.”  Local libraries are struggling to stay open in some communities but are the most widely used city and county resource.  Libraries are essential for communities as they provide the underserved a chance to be served and are a shared space for community members and help bring people together.

Unfinished Business:

  1. Angie prepared a rough draft of the book fine free policy/circulation table that has been discussed over the last few months and sent it to the trustees to review before the meeting. Entertainment type materials will still have fines, on some of those materials the fine will increase from .10 per day, per item late, to .50 per day, per item late.  The policy spells out how damaged, lost and overdue materials will be handled, prior late fines and the difference between fines and fees.  A few additions/corrections were made.  The board wants to implement this new fine free book policy on January 1, 2019.

On a motion by Pam, 2nd by Dave, to approve the new fine free policy.

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

Angie also updated the circulation table with the new structure.

On a motion by Denise, 2nd by Pam, to approve the updated circulation table.

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

Both of these policies are a part of the library’s circulation policy.  Angie will review

the circulation policy and present any changes to the board at the December meeting.  The fine free policy and circulation table will be sent to the council to review for their next meeting.

  1. At the October meeting, a draft of a new security camera policy was given to the trustees to review. A few corrections were made.

On a motion by Denise, 2nd by Pam, to approve the security camera policy with the corrections.

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

  1. A draft of the new FY 19-20 budget was presented at the last meeting.

On a motion by Pam, 2nd by Dave the board approves a rough draft of the FY 19-20 budget.

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

carried; all ayes.

  1. A library staff meeting has been scheduled for Thursday, November 15 at 6 pm. The adult coloring program will still be held at 7 pm.  Angie will review confidentiality, interlibrary loan, social media and shelving issues at the meeting.
  1. Angie showed the board how to check out the new magazines available through Bridges. (Bridges is the library’s downloadable eBook and audiobook platform) She also showed the Tumblebooks (kid’s eBook platform) database and its features. This was done as a part of trustee training that is needed for accreditation.

 

New Business:

 

  1. Amy Kniffen was given her annual yearly evaluation.
  1. The three Boone County libraries will be meeting on December 12 to discuss county funding with the Boone County Supervisors for fiscal year 19-20. This year the libraries are asking for $125,000, which would put Boone County closer to the state average of $18.54 per capita. (Currently Boone County libraries receive $11.37 per capita, which is in the lower tier of funding in the state.)  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 2019. (Second Tuesday of every month) Angie discovered that the May meeting and a band/vocal concert at the school is also scheduled for that evening.  Angie requested that the board meet at 5 pm.

On a motion by Pam, 2nd by Alice the board approves to meet at 5 pm on May 14, 2019 instead of the usual 5:30 pm.

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

carried; all ayes

  1. Angie has changed the donations procedure for the library. People wanting to donate books or other materials to the library can still do so but some items will no longer be accepted such as videos and textbooks.  Angie wanted to make the board aware of the changes.

 

  1. It is time to start the E-Rate process for fiscal year 19-20 (federal program that gives discounts on internet to libraries and schools). Angie has filed the first form in the process.

 

 

Director’s Report:

Madrid Area Chamber of Commerce has changed the Christmas Extravaganza for this year.  Instead of it being held on December 3, it is now being held all day on Saturday, December 1.  The library will be open from 9 am to 6 pm that day so people can come and see the Avenue of Trees in the library’s meeting room.  The annual library silent auction will be on display.  The library will be showing the movie How the Grinch Stole Christmas on a continuous loop from 12 pm to 6 pm.  Cookies and cider will be served from 3 to 6 pm.  Since Angie will be working 12 to 6 pm and the library is showing a movie on that Saturday, the monthly movie night for December has been cancelled (which was scheduled on December 8).

The library’s annual silent auction will be held from Tuesday, November 27 through Tuesday, December 4.  The library has received many nice donations from area businesses as well as individuals.

Trick or Treat at the library was very successful again this year with 176 kids and 87 adults who attended.  The early out movie in October had 55 in attendance and 60 attended early out gaming afternoon.

Upcoming programs include:

  • Adult Coloring on Thursday, November 15 at 7 pm.
  • Family Board Game Night on Friday, November 16 from 7 to 9 pm.
  • Chess Club will be Monday, November 19 from 6 to 7 pm
  • Adult Book Discussion on November 19 at 7 pm.
  • Early-out Crafternoon on Wednesday, November 28 at 2:30 pm.
  • Adult Pinterest Party on Thursday, December 6 at 7 pm.
  • Chess Club on Monday, December 10 at 6 pm.

Board Comments:  None

           

Items to be discussed at the next board meeting:

Circulation policy, fine free policy

           

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

Adjourn Meeting

On a motion by Alice, 2nd by Pam, meeting adjourned at 6:50 pm

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

 

Next regular Board meeting will be: Tuesday, December 11, 2018

Angie Strong, Director

angie@madrid.lib.ia.us

 

 

 

 

 

 

 

 

 

 

 

Library Minutes October 9, 2018

October 2018 minutes

    

Minutes of the Madrid Public Library Board of Trustees Meeting:

October 9, 2018

Meeting called to order by President, Kelli Wolf at 5:29 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- none]

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

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

 

Approval of Minutes:  Board Meeting minutes of September 11, 2018

Corrections: none

On a motion by Dave, 2nd by Pam, minutes of the September 11, 2018 meeting were approved as read.

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

 

Approval of Bills:

Special notes if any on claims: none.

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

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

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR SEPTEMBER

Fines/Fees

$             116.99  Fines/Fees

$               32.50  Fax Revenue

$             107.85  Copy Revenue

$                4.20   Mag/Books sold

$                0.00   Misc.

$              50.00  Meeting Room            

$            311.54  Total for month

$         1,130.83  Total year to date

 

 

Trust Fund Receipts:

$         20.00  Cyndi Ringgenberg – nonfiction book for library

$         00.00

$         00.00_ _____  

$         20.00  Total for the month

$       850.00  Total year to date

 

 

Library Donations:

$           25.00  Friends of the Madrid Library purchase of left over book sale books

$           00.00                 ________

$           25.00  Total for month

$           25.00  Total year to date

 

 

Circulation Report for the month of September

 

Items loaned in Sept. 2018             1,564               Average daily circulation   68

Items loaned in Sept. 2017             1,767               Open Access Items         115

Items loaned last month (Aug)        1,916                Access Plus Items           19

 

Internet Use: Public Access Computers – 599 & Wireless users – 1,589

Bridges Checkouts:  audiobooks-85 eBooks-131 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 Madrid Library’s eBook/audiobook platform through the State Library named Bridges is now offering magazines for check out. This feature will be available for a year.  There are approximately 80 different titles available.  They have no wait lists or holds, do not count towards checkout limits, and can be renewed.  They will have the same checkout periods as other materials and titles will be automatically returned at the due date.  After the year trial period is up, the State Library will gauge patron interest and usage and will determine if it will be a permanent feature of Bridges.  At this time there is no cost for this, but if it is successful, there may be an added cost for this service.

 

Unfinished Business:

 

  1. Kelli was able to talk to the mayor after the last meeting about the library ordinances that needed to be corrected. Ordinance #483 was put on the agenda at the September 17 meeting for the first reading and to set the public hearing.  At the October 1 meeting the readings and approval of Ordinance 483 occurred.  The library’s ordinances are now corrected.

 

  1. Book fines were the focus again by the trustees. At the last meeting it was decided that ideas for a policy were to be presented at tonight’s meeting.  The consensus of the board is that the library adopt a no book fine policy but patrons would still be responsible for any lost or damaged materials.  DVD’s will continue to have fines as well as other entertainment type materials.  The fine amounts for those items will be changed.  There will be no grace period for any materials.  All materials will be marked lost at 90 days.  There would be no checkouts until items are returned or replaced.  Accounts with fines $10.00 and over will not be allowed to check out, the current amount is $5.00.  Angie will create a new policy and will send it out to the trustees for review before the next meeting.  Once a policy has been created it will be presented to the council for approval.

 

  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 was taken directly from the annual survey which covers fiscal year July 1, 2017 through June 30, 2018.

 

 

 

 

 

New Business:

 

  1. Angie and the trustees prepared a draft of next year’s fiscal year budget (19-20). This draft will be reviewed and voted upon at the next meeting.

 

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

 

  1. Angie has created a security camera policy for the board to review for the November meeting. Each trustee was given a draft copy of the policy as well as a part of the Iowa Code that is referenced in the policy.  Any corrections or changes will be discussed at the next meeting.

 

  1. The library’s proctoring policy was reviewed, a small correction was made.

On a motion by Denise, 2nd by Pam, to approve the proctoring policy with the correction.

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

 

  1. Angie is respectfully asking the board if it would be possible to close early or open late for a staff meeting sometime in November. Other libraries close for such meetings and it may make the scheduling easier.  A specific date has not been determined yet but Angie wanted to get input before going ahead.

On a motion by Pam, 2nd by Dave, to approve possibly closing early or opening late for a staff meeting at the director’s discretion.

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

 

  1. Trustee training will occur again in November. (3 to 5 hours a year of trustee training is needed for accreditation) Angie has decided that she will demonstrate the library’s Tumblebook database and will show the new magazines available through the Bridges consortium and how to check them out.

 

Director’s Report:

 

The library’s open house will be held on December 3 from 6 to 8 pm.  Denise and Alice will help serve refreshments.  All board members are asked to bring 2 dozen cookies for the event.  Angie will provide the cider.  The board also discussed ideas for a tree for the Madrid Area Chamber of Commerce’s Avenue of Trees.

 

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.

 

Puppet Show tryouts will be held on Tuesday, October 16 from 3:30 to 4:30 pm.  Practices will be held every Tuesday from 3:30 to 4:30.  The final performance will be on Sunday, January 13, 2019.

 

The library’s annual silent auction will be held from Tuesday, November 27 through Tuesday, December 4.  Angie plans on having Amy send out letters to area businesses asking for donations this week.

 

Upcoming programs include:

  • Monthly Movie Night on Saturday, October 13 at 7 pm with the showing of Jurassic World: Fallen Kingdom.
  • Adult Book Discussion on Monday, October 15 at 7 pm with discussion of the book The Hotel on the Corner of Bitter and Sweet by Jamie Ford.
  • Robotics Club will be meeting on October 15, 18, 22 and 25 at 7 pm. It is open to 8 participants and pre-registration is required.

 

  • Early out Movie Afternoon on Wednesday, October 17 at 2:15 pm. The featured movie will be Hotel Transylvania 3.
  • Adult Coloring on Thursday, October 22 at 7 pm.
  • November Movie Night will be held on Saturday, November 3 at 7 pm with the featured movie Ant-Man and the Wasp.
  • Early out Game Afternoon on Wednesday, November 7 from 2:30 to 3:30 pm.
  • Adult Pinterest Party on Thursday, November 8 at 7 pm.

 

Board Comments:  None

           

Items to be discussed at the next board meeting:

Fine free policy, Security camera policy, Budget, Tree ideas

           

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

 

Adjourn Meeting

On a motion by Alice, 2nd by Pam, meeting adjourned at 7:10 pm

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

 

 

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

 

Angie Strong, Director

angie@madrid.lib.ia.us

 

Library Minutes September 11, 2018

September 2018 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

September 11, 2018

Meeting called to order by President, Kelli Wolf at 5:33 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- none]

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

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

 

Approval of Minutes:  Board Meeting minutes of August 14, 2018

Corrections: none

On a motion by Pam, 2nd by Dave, minutes of the August 14, 2018 meeting were approved as read.

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

 

Approval of Bills:

Special notes if any on claims: none.

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

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

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR AUGUST

Fines/Fees

$             147.45  Fines/Fees

$               48.50  Fax Revenue

$             155.35  Copy Revenue

$               10.25   Mag/Books sold

$                3.00   Misc.

$              75.00  Meeting Room            

$            439.55  Total for month

$            819.29  Total year to date

 

 

Trust Fund Receipts:

$       830.00  Lowrey Trust Grant

$         00.00

$         00.00_ _____  

$       830.00  Total for the month

$       830.00  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 2018          1,916                Average daily circulation   74

Items loaned in August 2017          2,149                Open Access Items         150

Items loaned last month (July)       2,765                 Access Plus Items           17

 

Internet Use: Public Access Computers – 1,117 & Wireless users – 1,284

Bridges Checkouts:  audiobooks-95 eBooks-113 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 an official letter from the Lowrey Charitable Foundation in reference to the grant that Angie and Amy wrote for two Occulus Go Virtual Reality headsets for the library. The library received $830.00.  The headsets will be loaded with middle school science curriculum.  Steph has already contacted the company and the headsets will be available the middle of September.

 

Unfinished Business:

 

  1. At the time of the meeting, the library’s ordinances have not been corrected by the city council. Angie has asked the board to contact the mayor to try to get the issue resolved.  Kelli will contact the mayor and will relay any information about this to Angie.

 

  1. The discussion of eliminating book fines was revisited. Angie let the board know that at the last council meeting she attended with Pam, Mayor Tom Brown had suggested looking into a rewards system for people who returned their books on time.  She did so.  There were very few library articles pertaining to this topic.  One college library did a prize drawing for students that returned items and did not receive fines within a certain amount of time.  Dave suggested that the current circulation table that includes fines, material types, and check out periods be reviewed by each board member.  He suggested looking at the current table and creating a “new” fee structure as if the library was new and going to open for the first time, that way everyone would have input into a new policy.  It was also suggested to think about time frames on when an item should be marked as lost.  Currently there is no set schedule (usually an item is marked lost after it hasn’t been returned after 6 months). Dave suggested that everyone come up with some possibilities and to bring those ideas to the October meeting.

On a motion by Pam, 2nd by Dave, to table the book fines discussion until

October.

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

 

  1. Angie has hired Martha Petersen for the open library position. She started training on August 27.

 

  1. The new Samsung copier has been delivered and set up by the Koch Office group. Training on this new copier has been easy for staff since it is very similar to the old copier.

 

New Business:

 

  1. Angie requested that the board review the bylaws due to the change in the library ordinances. The first sentence of the bylaws have the old ordinance number listed. Angie has suggested that the ordinance number not be listed.  Angie has asked that the sentence “According to the requirements of Ordinance #4-115.05, the City of Madrid” be removed.  Since the bylaws are consistent with the ordinances there really is no need to refer to them in the bylaws.

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

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

 

  1. Angie was asked for a request of written permission for a registered sex offender against a minor to come into the library. According to the library’s policy, in order to be in compliance with Iowa Code 692A, the library director can provide written permission but can only do so as a result of a vote at a meeting with the trustees at which a quorum is present.  This person is still entitled to library service.  A courier can come, select, check out, and return materials through the library user’s card.  If this person does not have a card they may register for one with the director via the telephone or online.  With a phone call or email, the director can pull any books wanted and have them ready for the courier.   Interlibrary loan requests can also be made by email or phone.  With a library card, this individual can also access all of the library’s online materials and databases.

On a motion by Dave, 2nd by Pam, to deny written permission to a registered sex offender against a minor but to still allow library access through other means per the library’s policy.

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

 

  1. The board was asked to review the library behavior policy and behavior procedures. A couple of items were changed under the procedures.

On a motion by Pam, 2nd by Denise, to approve the behavior policy and procedures with the corrections.

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

 

Director’s Report:

 

The annual survey for the State Library is due on October 31.  This is Angie’s number one priority at this time.  She plans to finish it before the next meeting so she can create an annual report to present to the board and council in October.

 

The Friends of the Madrid Library Fall Book Sale was held on Saturday, August 25 and Sunday, August 26 as well as during open library hours through Wednesday, August 29.  This year yielded a profit of $924.00, last year’s profit was $968.00.

 

The library trustees would like to participate in the Madrid Area Chamber of Commerce’s Avenue of Trees again this year.  Ideas for a Christmas tree are to be brought to the next meeting.  The open house is scheduled on December 3.  The library will be serving cookies and cider.

 

In the past the library provided outreach to the daycare children at Tiger Tots, this year Steph will also be going to each of the preschool classrooms.  Angie and Steph are happy that the library can provide these services to all area preschoolers.

 

Upcoming programs include:

  • Early out Lego Crew on Wednesday, September 12 from 2:30 to 3:30 pm.
  • Adult Book Discussion on Monday, September 17 at 7 pm with discussion of the book A Long Way Home by Saroo Brierley.
  • Adult Coloring on Thursday, September 20 at 7 pm.
  • Early out Tinker Time on Wednesday, September 26 from 2:30 to 3:30 pm.
  • Adult Pinterest Party (annual pumpkin decorating event) on Thursday, October 4 at 7 pm.

 

Board Comments:  None

           

Items to be discussed at the next board meeting:

No book fine ideas, Ordinances, Annual Survey, Budget, Tree ideas

           

Next Council meeting to attend:  September 17, 2018 at 5:30 pm with board member Alice to attend.

 

Adjourn Meeting

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

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

 

 

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

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes August 14, 2018

August 2018 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

August 14, 2018

Meeting called to order by President, Kelli Wolf at 5:33 p.m.

 

Roll: Pam Allen, yes.  Denise Hiveley, yes.  Alice Sharp, (arrived at 6:00 pm), yes.  Kelli Wolf, yes.

Dave Evans, yes.

Director, Angie Strong, yes.

Absent: None

 

Approval of Agenda:   [Additions or corrections- none]

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

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

 

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

Corrections: none

On a motion by Dave, 2nd by Pam, minutes of the July 10, 2018 meeting were approved as read.

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

 

Approval of Bills:

Special notes if any on claims: Angie gave the board a copy of what is covered in the Kruck Maintenance Agreement, Samsung copier lease.

On a motion by Dave, 2nd by Denise, bills are approved with the exception to not pay the Samsung copier lease and maintenance agreement, but will pay for the overages of that machine. ($12.69)  The board would also like to lease a new machine and maintenance agreement through the same company.

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

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR JULY

Fines/Fees

$             176.14  Fines/Fees

$               46.50  Fax Revenue

$               98.20  Copy Revenue

$                4.90   Mag/Books sold

$                4.00   Misc.

$              50.00  Meeting Room            

$            379.74  Total for month

$            379.74  Total year to date

 

 

Trust Fund Receipts:

$         00.00

$         00.00

$         00.00_ _____  

$         00.00  Total for the month

$         00.00  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 July

 

Items loaned in July 2018              2,765                Average daily circulation  111

Items loaned in July 2017              3,089                Open Access Items         177

Items loaned last month (June)      2,571                 Access Plus Items           10

 

Internet Use: Public Access Computers – 1,320 & Wireless users – 1,508

Bridges Checkouts:  audiobooks-88 eBooks-140 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. None to report

 

Unfinished Business:

 

  1. As a part of the 3 to 5 training hours a year for trustees, the board watched a webinar from the State Library’s Boardroom Series called Advocacy before the meeting. Angie and the board discussed the class.

 

  1. After the last meeting Angie decided to check all of the library ordinances not just the ones that were supposed to be corrected and she found some more errors. Angie gave those corrections to the city clerk to be presented at a city council meeting.  So far one correction has been presented and approved.  Angie hopes the other corrections will be on the agenda at the next council meeting.

 

  1. The library’s internet filters have been discussed at the meetings the last few months. The filters the library has are working, but no support is available for them.  The library is still compliant with E-rate since they are working.  Angie will research filters and costs soon.

 

  1. At the last meeting there was discussion about eliminating fines to provide equal access to all patrons. Angie was asked to compile more information on this topic.  She did and gave it to the board.  Other fine forgiveness ideas were discussed such as donating food to pay down fines or an amnesty week where fines would be forgiven for overdue materials.  Also one library had a fine free summer to encourage reading.  With this new information the board would like to table this discussion again to think about this issue.

 

  1. Angie just finished interviewing candidates for the open library aide position but has not hired anyone at the time of the meeting.  The new employee will be announced at the next board meeting.

 

 

 

 

New Business:

 

  1. The library’s Samsung copier has been leased and the lease is up. The board and Angie discussed whether or not to purchase the copier at fair market value or lease a new machine.   The board approved a new lease and maintenance agreement with the approval of the bills through Koch Brothers.

 

  1. Robin Brown and Holly Olson were given their annual written evaluations.

 

  1. The library’s circulation system, called Atriuum, was updated. Angie showed the board some changes to the card catalog and informed them on some other updated features.

 

  1. Last year at this time a rough draft of a new fiscal year budget was presented and discussed as per the request of the mayor. Since it is early to be discussing this and with the election of the new mayor, Angie decided to hold off on a rough draft until September or October.

 

Director’s Report:

 

The annual survey for the State Library of Iowa is due by October 31, 2018.  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.

 

The Friends of the Madrid Library Fall Book Sale will be held on Saturday, August 25 from 8 am to 2 pm and on Sunday, August 26 from 12 pm to 2 pm. $1.00 admission the first hour on Saturday then free admission. The library will also continue the sale during open library hours until Wednesday, August 29.  Sunday through Wednesday will be fill a box for $5.00.

 

The Summer Reading Program has wrapped up for the year with the End of Summer Bash on August 8th.  Steph compiled the Summer Reading Program Stats for 2018.  A total of 76 programs were done this summer with a grand total of 1,777 participants.  Attendance was similar to last year (1,712 participants) but the library did see a decline in reading logs and minutes read.  Angie and Steph will discuss strategies to try to improve for next year.

 

For the Labor Day Celebration the library will be showing a movie on Saturday, September 1st at 7 pm.  The featured film will be Avengers Infinity War.

 

Upcoming programs include:

  • Adult Coloring on Thursday, August 16 at 7 pm.
  • Adult Book Discussion on Monday, August 20 at 7 pm with discussion of the book Behind Closed Doors by B.A. Paris.
  • Adult Pinterest Party on September 6 at 7 pm.
  • Chess Club on Monday, September 10 at 6 pm.

 

Steph has finished the schedule for Pages for All Ages for the fall and it was presented to the board.  This program is for any child preschool age and under and is on Tuesdays and Wednesdays at 10 am (same program both days).

 

The board was given 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.

 

Finally a schedule for early out programs was given to the board.   All early outs have been scheduled for the 18-19 school year.  All three schedules and Summer Reading Stats will be given to the council for the next meeting.

 

 

Board Comments:  None

           

Items to be discussed at the next board meeting:

Angie would like to review the by-laws at the next meeting, they will be included with the minutes.  Also the behavior policy and procedures will be included for review at the next meeting. Library aide position, ordinances, fines, and Avenue of Trees will be discussed in September.

           

Next Council meeting to attend:  August 20, 2018 at 5:30 pm with board member Pam to attend.

 

Adjourn Meeting

On a motion by Pam, 2nd by Dave, meeting adjourned at 7:10 pm

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

 

 

Next regular Board meeting will be: Tuesday, September 11, 2018

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes July 10, 2018

July 2018 minutes

    

Minutes of the Madrid Public Library Board of Trustees Meeting:

July 10, 2018

Meeting called to order by President, Kelli Wolf at 5:32 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- Director’s Report – Trustee Training]

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

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

 

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

Corrections: none

On a motion by Denise, 2nd by Dave, minutes of the June 12, 2018 meeting were approved as read.

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

 

Approval of Bills:

Special notes if any on claims: The actual amount for the Des Moines Register bill was $324.03 and the lighting bill was $1,504.00.  (Those bills were submitted as estimates at the June meeting).  Also the total amount for the repair of the front sidewalk was more than the estimate.  The total for that bill was $1,885.00.

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

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

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR JUNE

Fines/Fees

$             158.90  Fines/Fees

$               31.50  Fax Revenue

$               76.15  Copy Revenue

$                5.25   Mag/Books sold

$                0.00   Misc.

$               0.00  Meeting Room            

$            271.80  Total for month

$         4,153.78  Total year to date

 

 

Trust Fund Receipts:

$         647.92  Madrid Community Endowment Fund – computer chairs

$         105.00  Mem’l in honor of Lois Pies from Carla Pies

$         100.00  Mem’l in honor of Lois Pies from Denise & Steve Hiveley

$         100.00  Mem’l in honor of Lois Pies from Paul & Eleanor Junck

$           45.00  Mem’l in honor of Lois Pies

$           19.25  Van Meter Library – audio book purchase

$         399.00_ Hopkins Grove Grant – laptop cart_____  

$      1,416.17  Total for the month

$    10,545.12  Total year to date

 

 

Library Donations:

$           00.00

$           00.00                 ________

$           00.00  Total for month

$       1,817.50  Total year to date

Circulation Report for the month of June

 

Items loaned in June 2018             2,571                Average daily circulation  99

Items loaned in June 2017             3,414                Open Access Items         172

Items loaned last month (May)       1,541                 Access Plus Items           19

 

Internet Use: Public Access Computers – 1,205 & Wireless users – 1,360

Bridges Checkouts:  audiobooks-106 eBooks-110 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 State Library of Iowa sent an article on the list serve about removing barriers to access of materials by eliminating library fines on children’s materials. Angie gave the board a copy of this article for discussion.  According to the article removing fines would give equal access to all income brackets and would be more welcoming to children and families.  When goals of libraries today are to help develop early literacy skills, the threat of accumulating fines is keeping some families away.  The other side of the topic is that fines promote responsibility in returning things on time and it generates some revenue for the library.  It was commented that even if a patron has fines, materials are always available to use within the library.  The board has tabled this discussion until the next meeting and has asked Angie to compile more information from other fine free libraries in Iowa to review information on the pros and cons.

 

Unfinished Business:

 

  1. The repair of the sidewalk began on July 5 and was finished on July 6. Angie decided to keep the library open during the repair.  Patrons used the west side door to enter the library.  The original estimate had been to remove the small portion of concrete in front of the door but it was determined that another section of the sidewalk needed to be replaced to ensure water would flow away from the building.  Patrons were able to use the front entrance on Saturday, July 7.

 

  1. Mary Jo (city clerk) let Angie know that any corrections to the library ordinances will have to be presented at a city council meeting and will have to go through three readings.

 

  1. At the last meeting Angie informed the board that the internet filters the library is using will no longer be available for purchase. Angie was hoping that some discussion about this would have been brought up on the library list serve but unfortunately it was not.  Angie did receive an email from the previous filtering company the library used.  Angie switched due to incompatibility issues with the timer software the library has.  But if needed the library could go back to this filter.  With the busy summer Angie has not been able to gather more info about other filter options and costs.  At this time, the issue has been tabled again until more info is gathered and to see if the current filters are still operational since the subscription ends on July 10. (If they are working, no support would be available).

 

  1. The library’s trust account was discussed at the last meeting. Angie met with Mary Jo and Lori Stansberry (city consultant) about the trust account as well as the Boyd and Helms estate accounts.  Angie was assured that these accounts were going to essentially function the same way but she was asked if they could be reassigned to make it clearer for the city/auditor for accounting purposes.

 

  1. The State Library of Iowa has officially sent the library’s accreditation certificate. Angie presented it at the meeting.  The library is fully accredited until June 30, 2021.  It will be shown at the next council meeting, then it will be placed in a frame next to the fireplace.

 

New Business:

 

  1. Review of the library’s long range plan was conducted. Many items have been achieved.  Angie and the board have been reminded of areas where the objectives have not been met yet.

 

  1. For 26 years Shelly Schaffer has worked at the library, she has decided that it is time for her to retire. Her last day will be August 9.  Angie will be looking for a replacement to fill her hours and will be posting a help wanted sign soon.

 

  1. The library fax’s policy was given to the board for review. No additions or corrections were made.

On a motion by Dave, 2nd by Alice, to approve the fax policy as read.

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

 

Director’s Report:

 

Amy, Steph and Angie have submitted a grant proposal to the Lowrey Foundation for the purchase of two educational Oculus Go virtual reality headsets and storage cases.  These VR (virtual reality) headsets are not tethered to a computer and are preloaded with educational apps.  These headsets will be for middle school and high school aged patrons as well as homeschoolers.  The library has asked for $829.98.  If the grant is awarded she will let the board know.

 

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, Interlibrary Loan report, and the Open Access report.  These reports are due on July 31, but are already done.

 

Weekly programs will continue until the first week of August for the Summer Reading Program.  The End of Summer Bash will be on August 8.

 

Upcoming programs include:

  • Teen CD Scratch Art program is Thursday, July 12 from 3:30 to 4:30 pm.
  • Adult Pinterest Party on July 12 at 7 pm.
  • Monthly Movie Night is Saturday, July 14 at 7 pm with the featured movie Sherlock Gnomes.
  • Adult book discussion is Monday, July 16 at 7 pm.
  • Adult lyric trivia night is Thursday, July 19 from 6:30 to 8 pm.
  • Teen after hours event is Friday, July 20th from 7 pm to 10 pm.
  • Movie afternoon featuring the movie School of Rock on Monday, July 23

at 1:30 pm.

  • Teen program on Thursday, July 26 from 3:30 to 4:30 pm.

 

 

 

  • Adult Coloring on Thursday, July 26 at 7 pm.
  • Crafts and stories during Food Truck Friday on July 27.
  • 4th-6th grade lock-in at the library on Saturday, July 28 from 7 pm to 12 am.

 

As a part of the accreditation process, the trustees need to have 3 to 5 hours of training. Angie has asked the board to watch a webinar from the State Library about advocacy before the next meeting.  Angie and the board will discuss the class at the next meeting.

 

Board Comments:

 

           

Items to be discussed at the next board meeting:

Filters, trustee class, ordinance, fines/fees

           

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

 

Adjourn Meeting

On a motion by Alice, 2nd by Dave, meeting adjourned at 6:26 pm

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

 

 

Next regular Board meeting will be: Tuesday, August 14, 2018

 

Angie Strong, Director

angie@madrid.lib.ia.us

Library Minutes June 12, 2018

June 2018 minutes

    

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

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