Library Minutes December 8, 2020

December 2020 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

December 8, 2020

Meeting called to order by President, Pam Allen at 5:31 p.m.  This meeting was held via Zoom due to the Covid-19 pandemic.

 

Roll: Alice Sharp, yes. Kelli Wolf, (arrived at 5:34 pm) yes. Dave Evans, yes. Denise Hiveley, yes. Pam Allen, yes. Director, Angie Strong, yes.

Guest: Madrid Register News

Absent: none

 

Approval of Agenda:   [Additions or corrections- none]

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

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

 

Approval of Minutes:  Board Meeting minutes of November 10, 2020.

Corrections: Some minor punctuation corrections.

On a motion by Dave, 2nd by Alice, minutes were approved with the corrections.

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

 

Approval of Bills:

Special notes if any on claims: None

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

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

 

Financial Report:

Detailed account is available upon request.

 

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

Fines/Fees

$       17.00   Fines/Fees

$         1.00   Fax Revenue

$       18.45   Copy Revenue

$         3.70   Mag/Books sold

$       00.00   Misc.

$       00.00   Guilt jar proceeds

$       00.00   Meeting Room    

$        40.15  Total for month

$      509.29  Total year to date

 

Trust Fund Receipts:

$        50.00  E-book content credit donation

$      100.00  Kathy Barnes donation for mystery books

$__   719.61_Open Access/Interlibrary Loan Reimbursement

$       869.61 Total for the month

$    4,395.76 Total year to date

 

Library Donations:

$        6.42  Reader’s Service book credit

$___ 00.00______    

$        6.42  Total for month

$      72.42  Total year to date

 

1st half county allocations – $9,800.00

 

Circulation Report for the month of November

 

Items loaned in Nov. 2020            931                  Average daily circulation   52

Items loaned in Nov. 2019          1,478                 Open Access Items         74

Items loaned last month (Oct)      569                   Access Plus Items           16

Internet Use: Public Access Computers – 164 & Wireless users – 569

Bridges Checkouts: audiobooks-74 eBooks-177 streaming video-0 magazines-1

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

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

 

Public Concerns:

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

            None to report

 

Correspondence and Communications:

 

  1. Angie received an email from the State Library notifying her that the application form to reapply for accreditation is available online. It is due February 28, 2021.  Angie looked over the application standards and the only thing left to do is review the circulation policy, which will be done in January.  After the January meeting, Angie will spend a day or two uploading documents to the State and should finish the process well before the deadline.

 

  1. The State Library also sent the library a letter about its Open Access/Interlibrary Loan Reimbursement statement of direct deposit. This year the library received $719.61 (last year was $502.66).  The increase was due to the library sending out more book discussion sets to other libraries. Angie reminded the board that in the future that amount will be reduced due to the IA Shares courier service.

 

Unfinished Business:

 

  1. Work on the damage to the exterior doors caused by the derecho has been done by the insurance company. The doors are closing properly, but Angie is concerned with one of the hinges.  (It is an exterior hinge.  It is cracked, squeaking and catching on the jamb.  This started when the door was blown open during the derecho.)  Public Works Director Scott Church has been notified about Angie’s concern with the hinge and told her he would contact the insurance company about it.  Discussion also focused on the interior lights. At the time of the meeting approximately 1/3 of the lights are not working. Scott Church and the electrician feel it is necessary to replace all of these lights with LED instead of continuing to replace old ballasts and florescent bulbs. LED is more efficient and should save on electrical costs. It is also becoming difficult to find fluorescent bulbs for replacement. The quote to switch all of the lights on the library side was $9,047.00. Angie did relay this information to the city council at the council meeting prior to the library board meeting. Mayor Brown asked Angie if she had looked into any rebates or grants from Alliant Energy. She has not. The mayor requested Angie contact him and he will look into it for the library. She did so, but at the time of the meeting she had not heard back from him. The board feels it is necessary to repair the lights soon. The issue is the library does not have enough in the current budget to pay for this. The board has decided to table this until more information has been gathered.

On a motion by Dave, 2nd by Kelli, to table the repair of the lights until the next meeting until more information is received.

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

Motion carried; all ayes.

 

  1. Angie brought up the FY 21-22 budget again due to the repair of the interior lights. There isn’t enough in Building and Grounds Maintenance to pay for the lights.  The board is also concerned that if other repairs are needed for the rest of this fiscal year there would not be money to cover it.  The board is wanting to amend the budget from $10,000 to $16,000 to help cover repairs.

On a motion by Dave, 2nd by Alice, to amend the Building and Grounds Maintenance line item from $10,000 to $16,000.

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

Motion carried; all ayes.

 

  1. Review of the reopening plan was discussed. At this time no changes will be made.

 

  1. The Boone County Supervisors meeting will be on December 16th at 10 am. All three Boone County libraries will be in attendance to discuss the importance of county funding.

 

New Business:

  1. A copy of the newly created 2021-2026 Strategic Plan was given to the board.  Angie, Alice and Denise created the plan with the information compiled by State Library consultant Maryann Mori.  This plan will be given to the council for review and is also an important standard for the library’s accreditation.  A few punctuation corrections were noted.

On a motion by Kelli, 2nd by Dave the board approved the Madrid Library Strategic Plan 2021-2026 with the corrections.

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

Motion carried; all ayes.

 

  1. Amy Kniffen was given her yearly written evaluation.

 

  1. The board reviewed the Circulation System Patron Database Policy. A few punctuation corrections were noted.

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

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

Motion carried; all ayes.

 

Director’s Report:

 

Angie has started the first of three forms for the federal E-rate program for fiscal year 21-22.  This federal program helps the library with internet discounts.

 

Amy is working on the Lowrey Foundation grant to help with the Summer Reading Program in 2021.  This grant is due at the end of December, Angie will let the board know if the request is granted.

 

Early out grab and go kits are available every Wednesday.  Angie had hoped to have an adult/teen grab and go kit available in November but unfortunately she had to shift some priorities and was unable to do so.  She has started a holiday kit and will have it out this week.  The library is starting to resume some of its outreach programs.  Some of these programs haven’t been done since March due to the pandemic.

 

Upcoming programs include:

  • Adult Book Discussion via Zoom on Monday, December 21 at 7 pm. We will be discussing books we have enjoyed outside of book club.

 

Board Comments:  none

 

Items to be discussed at the next board meeting: reopening plan, library lights, and review of the circulation policy.

           

Next Council meeting to attend: January 2, 2021 at 10 am?

 

Adjourn Meeting

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

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

 

Next regular Board meeting will be: Tuesday, January 12, 2021.

 

Angie Strong, Director

angie@madrid.lib.ia.us