Library Minutes April 2017

     Minutes of the Madrid Public Library Board of Trustees Meeting:

April 11, 2017

Meeting called to order by President, Alice Sharp at 5:32 p.m.

 

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

Director, Angie Strong, yes.

Absent: Pam Allen & Denise Hiveley

 

Approval of Agenda: [Additions or corrections- remove trustee education opportunity under Director’s Report]

On a motion by Kelli, 2nd by Dave, agenda approved with the correction.

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

 

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

On a motion by Kelli, 2nd by Dave, minutes of the March 14, 2017 meeting were approved as read.

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

 

Approval of Bills:

Special notes if any on claims: The interior automatic door stopped working, Angie called Record Doors to come out and fix it.  The transmitter needed replaced.   

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

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

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR MARCH

Fines/Fees

$             146.65  Fines/Fees

$               45.50  Fax Revenue

$             102.55  Copy Revenue

$               10.50  Mag/Books sold

$                0.00   Misc.

$             25.00  Meeting Room           

$            330.20  Total for month

$         2,863.28  Total year to date

 

Trust Fund Receipts:

$      1,435.76  Direct State Aid

$         100.00  P.E.O Chapter ID – audiobooks

$      1,000.00  Lowrey Trust Grant – Robotics computers

$           25.00  Mem’l book for Carol Carlson from Paul & Rosemarie Bertini

$­______38.76   Refund from Tyco Securities for security cameras__    

$      2,599.52   Total for the month

$      8,652.32   Total year to date

 

Library Donations:

$           46.66  Funding Factory – recycled ink cartridges/cell phone credit

$           00.00_

$           46.66  Total for month

$       1,952.66  Total year to date

 

Circulation Report for the month of March

Items loaned in March 2017    2,112                    Average daily circulation  78

Items loaned in March 2016    2,000                    Open Access Items   159

Items loaned last month (Feb) 1,429                    Access Plus Items  17

 

Internet Use: Public Access Computers – 742 & Wireless users – 992

Bridges Checkouts:  audiobooks-56 eBooks-91 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

 

Old Business:

  1. Angie presented a quote from Midwest Tech for security cameras. Midwest Tech will be able to use the existing equipment that the library acquired through Tyco.  The quote includes replacement of two cameras that are currently not working as well as the addition of a new camera in the meeting room.  This quote came in at $994.00.  The board thinks this is a more economical option then replacing the entire system which would be roughly $3,900.

On a motion by Dave, 2nd by Kelli, to go ahead and purchase cameras to be used with the existing security equipment and to use estate money to pay for it.

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

Motion carried; all ayes

 

Angie also relayed to the board that she had Midwest Tech look at the projector and surround sound due to some movies skipping during movie events, as well as not being able to get a DVD/Blu-ray player to work with the system.  After some troubleshooting it looks as if the receiver is not working properly.  Andy and Kent at Midwest Tech have left an old receiver at the library until a replacement receiver is found.  (This receiver is still under warranty and will be replaced at no cost.)

 

New Business:

  1. Angie was informed at the March 20 council meeting that the city was selling the library’s shares of IBM stock. Angie was told it would be roughly $3,200.  Angie asked the trustees what should be done with this income.  Angie had mentioned that this money could go towards the salaries budget for the new fiscal year.  Since this stock was a gift they feel that it should go towards something somewhat permanent than towards an operational expense.  The board has decided to place the money into trust when it is received.

On a motion by Kelli, 2nd by Dave, to place the proceeds from the IBM stock into the library’s trust account.

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

Motion carried; all ayes

  1. As a part of the accreditation process trustees are to have 3 to 5 training hours a year. Angie previewed a new class from the State Library of Iowa and is recommending that the trustees watch it before the next board meeting.  The class is called Free Libraries Aren’t Free: an Introduction to Funding and Budgets.  Angie and the trustees will discuss the class at the next meeting.
  2. At this time Angie has not received any correspondence from the county supervisors about county funding for the next fiscal year.
  3. One of the new changes to the standards of accreditation is job descriptions for each position. The library currently has job descriptions but needs to update those documents.  Angie has completed a new Library Director and Library Aide job descriptions and gave a copy to the trustees.  Three more need to be done and Angie hopes to complete those before the May meeting.
  4. Angie presented a new Meeting Room Policy, a couple of typos were pointed out as well as a change in wording to note that the library will not be responsible for notifying an organization’s members of any schedule changes to the room.

On a motion by Kelli, 2nd by Dave, to approve the new Meeting Room Policy with the corrections.

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

Motion carried; all ayes

A new Meeting Room Checklist was created.  This document is included with the meeting room keys as a reminder of what people need to do when they are finished using the meeting room.  This document is to be signed by individuals using the room and is to be returned with the keys.  No changes were needed.

On a motion by Kelli, 2nd by Dave, to approve the revised Meeting Room Checklist.

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

Motion carried; all ayes

Finally a new Meeting Room Agreement form was created.  The new form is cleaner and easier to read.  Angie added that the form will be kept on file for one year, in the past forms were kept for much longer.

On a motion by Dave, 2nd by Kelli, to approve the new Meeting Room Agreement form

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

Motion carried; all ayes

  1. Angie also presented a new policy in reference to expired/indebted patrons. In the past, if a patron had not checked out anything in the past seven years, they are to be removed from the library’s circulation system. (If those patrons don’t have excessive fines)  In an effort to clean up the library’s circulation system Angie is requesting to remove some of these long overdue accounts.  Angie presented a three step removal of patrons but asked to remove the first step.  Dave then asked if the second step was necessary and had asked if it would just be easier to have one step for simplicity.  Angie agreed that it would be easier with just one step.  So the policy was modified to remove patron accounts that have been expired over seven years from the system and will waive any fines and fees.

On a motion by Dave, 2nd by Kelli, to approve the modified Expired/Indebted Patrons Policy.

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

Motion carried; all ayes

 

Director’s Report:

The Friends of the Madrid Library Spring Book Sale was held on Saturday, April 1.  This year the sale netted a profit of $613.80.  Last year was $547.00.  Angie replied that there were fewer items for sale this time and fewer people the first hour of the sale, but was still a good sale overall.

 

Angie and Steph requested to attend the bi-annual Kids First conference in May.  Angie and Steph have been waiting to see what breakout sessions were going to be presented before making a final decision on whether or not to go one or both days.  The breakout session list was finally revealed on Monday, April 10.  After looking at those sessions Angie and Steph feel that it would be a waste of money to go for the one 45 minute breakout session they are interested in.  Steph also commented to Angie that she can contact the presenter of the breakout session and get the information from that presentation.  The breakout session may also be recorded.  Angie thanked the board for the approval to go but as stated feels it would be a waste of time and money.

 

At the March meeting Denise asked if Angie had received a list of grants from Mary Swalla Holmes.  At that time she had not, but did receive it a few weeks ago.  The list was passed around to the trustees to look at.  Alice had commented that a new bench by the butterfly garden could be purchased next year with one of the grant opportunities.  Angie told the board that she and Amy were going to work on a few of the listed grants in the next few weeks since some have an April 30 deadline.  Angie also asked the board if there were any things that they would like the library to acquire with grant money.  Kelli had suggested a possible coding program in correlation to the Robotics program but something for younger kids.  She suggested looking into OSMO coding.  Angie and Steph have been looking at possibly adding a coding program but haven’t had a chance to explore it.

 

Cathy Martin has accepted a full time position elsewhere and is leaving her position at the library.  She is willing to be a fill in if needed and if she is able.  Angie has posted the open position.  Hours would be Mondays, 3-7, Thursdays, 5-7, every third Saturday and as a fill in for vacations/sick.

 

At the March meeting Alice had mentioned Angie’s idea to open up the back work room as a possible study room for patrons.  A shed to store the book sale books would open up the back storage closet so things that are currently stored in the workroom (such as the TV and gaming systems) could be stored away.  In the past the shed idea was not something the former city administrator was in favor of.  Angie approached mayor Dirk Ringgenberg about the shed and he said to go ahead and talk to the Public Works Director Scott Church about it.  Scott told Angie that a concrete pad can poured and a shed built on top of it.  Scott asked about size, at the time of the meeting Friends had not agreed on a size.  Angie will notify Scott when the Friends are ready to proceed.

National Library Week is April 9 -15.  Friends of the Madrid Library will supply door prizes again this year in honor of the event.  Regular programming will occur this week, no special programs are planned on Saturday due to Easter.

Upcoming programs include:

  • Adult Pinterest Party on Thursday, April 13 at 7 pm
  • Book discussion on Monday, April 17 at 7 pm
  • Adult Coloring on Thursday, April 20 at 7 pm
  • Robotics on Tuesday, April 25 from 6:00 to 7:00 pm

Weekly Pages for All Ages story time is wrapping up the week of April 10.  This will give Steph time to prepare for the Summer Reading Program which will begin the first full week of June.

Board Comments: Dave will not be able to attend the May meeting.

Items to be discussed at the next board meeting:

Online class, job descriptions

Next Council meeting to attend:  April 17, 2017 at 5:30 pm with board member Alice to attend.

Adjourn Meeting

On a motion by Dave, 2nd by Kelli, meeting adjourned at 6:31 pm

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

Next regular Board meeting will be: Tuesday, May 9, 2017

Angie Strong, Director

angie@madrid.lib.ia.us