Library Minutes June 2017

Meeting called to order by President, Alice Sharp at 5:31 p.m.

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

Director, Angie Strong, yes.
Absent: Dave Evans and Kelli Wolf

Approval of Agenda: [Additions or corrections- none]

On a motion by Pam, 2nd by Denise, agenda approved as presented.
Roll: Pam; yes. Denise; yes. Dave; absent. Kelli; absent. Alice; yes. Motion carried; all ayes.

Approval of Minutes:  Board Meeting minutes of May 9, 2017

On a motion by Denise, 2nd by Pam, minutes of the May 9, 2017 meeting were approved as read.
Roll: Pam; yes. Denise; yes. Dave; absent. Kelli; absent. Alice; yes. Motion carried; all ayes.

Approval of Bills:

Special notes if any on claims: Angie noted that there is a bill she has not received yet (Des Moines Register subscription) an estimate amount was noted on the claims sheet.  Angie will submit the bill when she receives it and will let the board know of the correct amount at the next meeting.

On a motion by Denise, 2nd by Pam, bills approved as well as the estimate.
Roll: Pam; yes. Denise; yes. Dave; absent. Kelli; absent. Alice; yes. Motion carried; all ayes

Financial Report:

Detailed account is available upon request.




$             174.80  Fines/Fees
$              49.50  Fax Revenue
$              88.50  Copy Revenue
$                8.30  Mag/Books sold
$                0.00   Misc.
$             50.00  Meeting Room
$            371.10  Total for month
$         3,628.23  Total year to date


Trust Fund Receipts:

$          20.00   Mem’l for Bruno Isolini from Rick Isolini & family
$­_________________________ __
$          20.00   Total for the month
$    10,272.32   Total year to date


Library Donations:

$           25.00   Mem’l for Charles Cope from Sue Barker
$           10.00   Mem’l for Charles Cope from George & Pearl Simkins
$           20.00   Mem’l for Charles Cope from Mr. & Mrs. Kent Daugherty
$           20.00   Mem’l for Charles Cope from Aryln & Annie Nordaas
$           10.00__Gen’l donation from Cipriano & Roxanne Garcia___
$           85.00   Total for month
$       2,037.66   Total year to date


Circulation Report for the month of May

Items loaned in May 2017     1,708                     Average daily circulation  66
Items loaned in May 2016     1,661                     Open Access Items   114
Items loaned last month (Apr) 1,707                    Access Plus Items  15


Internet Use: Public Access Computers – 895 & Wireless users – 736
Bridges Checkouts:  audiobooks-61 eBooks-81 streaming video-0
[Open access: all patrons not in our tax locale: ex. Dallas County, Polk County, and other towns.
Access Plus: items requested from our library sent to other libraries.  Both of these programs are partly reimbursed by state funding programs.]

Public Concerns:

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

            None to report

Correspondence and Communications:

  1. Angie received an email from the State Library of Iowa about changes to the statewide database. On July 1, a new database from Gale will be the new state contract and includes journal articles and reference sources, an auto repair database, a research skills database and a language and learning database.  This package of databases will replace the EBSCOhost databases the state currently provides to libraries.  The cost for this database is very comparable to EBSCO

(EBSCO – $152.15 Gale – $177.58 the pricing is based from a formula – $25.00 base fee plus .06 times per capita per the 2010 census) After reading the email it sounds as if the auto repair and language database is included, with EBSCO the auto repair was an add on at an additional cost.  Angie will train staff and promote the new database as soon as she can.  There will be differences between the two databases, for example, Angie was informed through the list serve that Consumer Reports is not a part of the Gale package.  The library will try other means to get the Consumer Reports information that patrons want.

Old Business:

  1. At the last meeting discussion was focused on a patron purchasing a portable AED (Automated External Defibrillator) machine for the library. The trustees asked Angie to contact City Attorney, John Jordan, to see if there would be any liability issues in having such a machine.  John relayed to Angie that there are no liability issues.

On a motion by Denise, 2nd by Pam, to go ahead and accept the AED machine  donation for the library’s meeting room.

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

Angie will contact the patron and let her know the board’s decision about the    donation.

  1. At the May meeting Angie informed the board about county funding from the Boone County Supervisors for the FY 17-18. Angie received the official letter from the county and presented it to the board.
  1. Another job description (janitor position) was presented to the board for review.

On a motion by Pam, 2nd by Denise, to approve the janitor job description

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

There is one more job description that needs to be done for the library.  An

Interlibrary Loan/Adult Services description is needed.  Angie will present it at the next meeting.

  1. The summer help position has been filled. Angie has hired Stacey Fox to help Steph with the Summer Reading Programs.  She will be working when needed June through August.  The other library aide position is still open.  Angie has some applications but not enough to interview.  Angie is not wanting to rush and fill the opening with just anyone, she wants to insure that a new hire will be a good fit at the library as well as the other staff members.  The position will continue to be open until filled.
  2. As of May 30, the library has been open over the lunch hour. Angie has updated signs, Facebook, the library’s website, letterhead and other materials with the new hours. Lane Shaver and Heidi Raymond from Mid National Graphics came and replaced the exterior sign. Angie was asked if a lot of patrons have taken advantage of the new hours.  Some have and some didn’t know, just like anything else it takes time for people to adjust to new changes.

New Business:

  1. Fred Garrin, a representative from Cintas (a services business focusing on uniforms, cleaning, mats and other services), gave Angie a proposal for steam cleaning the library restrooms. His quote is to enhance what the library janitor does, not replace her.  Cintas would steam clean everything in both bathrooms including the vents.  By steam cleaning that should help clean the grout in between the tiles in the restrooms.  The last time the grout was thoroughly cleaned was when Angie, Steph and Amy scrubbed it when the library was closed when the carpet was replaced.  Unfortunately the janitor does not have time to regularly scrub the grout unless the board decides to contract her to do so at an additional cost.  Cintas would come either weekly or biweekly to steam clean.  Weekly the cost would be $50.00 and bi-weekly it would be $70.00, a 12 month contract would have to be signed.  Fred also told Angie of the other services Cintas provides, such as interior mats to protect the carpet and stocking of janitorial supplies.  The board is concerned with the cost of cleaning of the restrooms due to the fact that the extra cost is not factored into the new fiscal year budget.  It was suggested that maybe city hall and the library could share the cost.  Also the board would like to get a quote for the interior mat service they provide.  Angie will talk to Mary Jo about possibly partnering up and splitting costs and will talk to Fred about getting a quote for the mat service.  The board has decided to table this until more information is obtained.
  1. The library is now able to accept debit/credit card payments for fines and fees. Mary Jo and Debi at City Hall have set up an account for the library for this service.  If someone uses this service there is a convenience fee as well as a service charge of 2.25%.  Staff will be able to tell a patron how much the convenience fee and service charge is before swiping the card so a patron will know exactly how much a transaction will be.  This service has not been used at this point.  By offering another form of payment this will help the library meet another non-tier standard for accreditation.
  1. Angie asked if it would be possible to close early on July 3 due to the 4th of July holiday. Instead of closing at 7 pm she is requesting to close at 5 pm.  Many firework shows are scheduled that evening and the library will not be extremely busy.  Also several staff members are on vacation, this will help alleviate others working extra hours to help cover. The library will be closed all day on the 4th as well.

On a motion by Pam, 2nd by Denise, to close at 5 pm on July 3 for the holiday.

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

  1. At the next meeting Angie would like the board to review the library’s by-laws. According to the rules of the by-laws any changes can be adopted at any regular board meeting, provided that a notice be given to all members in advance of the meeting.  Angie will send a copy of the by-laws for review before the next meeting but just wanted the board to be aware of this to be in accordance to the rules.

Director’s Report:

The library has been granted $800.00 for two new iPads from the Madrid Community Endowment Fund.  Angie accepted the grant on June 1 at their awards ceremony.

The Summer Reading Program Kick-off was held on Wednesday, June 7 on the library’s front lawn.  119 kids were in attendance, 22 adults and 6 volunteers were present.  Weekly story time programs for summer began on Tuesday, June 13.  Weekly programs will continue through the end of July, with the exception of no programs the week of July 4th due to the holiday.

Upcoming programs include:

  • Teen Throwback Movie – Aladdin on Thursday, June 15 at 7 pm
  • Book discussion on Monday, June 19 at 7 pm
  • Adult Coloring on Thursday, June 22 at 7 pm
  • Family STEM afternoon on Saturday, June 24 at 1:30 pm
  • Teen Computer Part Jewelry program on Wednesday, June 28 at 2 pm
  • Lego Crew on Wednesday, July 5 at 10 am and 2 pm
  • Pinterest Party on Thursday, July 6 at 7 pm
  • How to Photograph the Solar Eclipse Class taught by Willard Sharp on Friday, July 7 from 7 pm to 9 pm.
  • July Movie Night on Saturday, July 8 at 7 pm featuring Lego Batman

The board rotates the role of president every year.  It looks as if Dave is next in line for the

position.  Angie emailed him asking if he would like to do so, but at the time of the meeting Angie had not heard back from him.  If he declines another member will be chosen at the next meeting.

Board Comments: Alice and Denise said they may not be able to attend the next board meeting.  Kelli is definitely unable to attend due to a class.  Another date may have to be chosen in order to have a quorum.  Angie asked that the board let her know as soon as possible if Tuesday, July 11 isn’t going to work so she can plan another meeting time.

Items to be discussed at the next board meeting:

Cintas proposal

Next Council meeting to attend:  June 19, 2017 at 5:30 pm with board member Pam to attend.

Adjourn Meeting

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

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

Next regular Board meeting will be: Tuesday, July 11, 2017

Angie Strong, Director