Library Minutes May 12, 2020 – draft

May 2020 minutes -draft

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

May 12, 2020

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

 

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

Director, Angie Strong, yes.

Absent: none

 

Approval of Agenda:   [Additions or corrections- none]

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

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

 

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

Corrections: None.

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

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

 

Corrections: None.

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

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

 

Approval of Bills: April and May

Special notes if any on claims:  none

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

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

 

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

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

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

 

Financial Report:

Detailed account is available upon request.

 

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

Fines/Fees

$       52.00   Fines/Fees

$       11.50   Fax Revenue

$       56.55  Copy Revenue

$         3.70   Mag/Books sold

$        00.00  Misc.

$        00.00  Guilt jar proceeds

$        25.00  Meeting Room    

$      148.75  Total for month

$    2,198.83 Total year to date

 

Trust Fund Receipts:

$      50.00   E-book content credit donation

$___ 00.00_________________

$      50.00  Total for the month

$ 11,900.22  Total year to date

 

Library Donations:

$     150.00  P.E.O. Chapter ID

$     130.00  Mem’l for June Galetich from Gail Longhenry

$      20.00   Mem’l for Lou Galetich from Debbie Grow

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

$    320.00  Total for month

$  2,043.00 Total year to date

 

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

Physical Items loaned in March and April   852

March and April had 1893 renewals for extended due dates

Open Access Items          93               Access Plus Items            12

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

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

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

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

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

 

Public Concerns:

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

            None to report

 

Correspondence and Communications:

 

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

 

Unfinished Business:

 

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

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

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

 

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

 

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

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

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

 

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

 

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

 

New Business:

 

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

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

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

 

  1. The meeting room checklist was reviewed.

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

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

 

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

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

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

 

  1. The expired/indebted patron policy was reviewed.

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

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

 

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

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

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

 

  1. Angie has requested the purchase of another chair cart to hold meeting room chairs. When setting up for Pages for All Ages almost all of the chairs are stacked up.  Thecart is only supposed to hold 25-30 chairs.  Another cart will allow all of the chairs to be stacked safely.  Trust money will be used to purchase it.

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

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

 

Director’s Report:

 

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

 

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

 

Each year the library must fill out an Enrich Iowa Agreement.  The Enrich Iowa Program includes Direct State Aid, Open Access and Interlibrary Loan Reimbursement for public libraries.  The library will participate according to the Terms of Agreement for each program.  Angie has signed this agreement and sent it to the State Library.

 

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

 

Upcoming programs include:

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

 

 

Board Comments:  none

 

Items to be discussed at the next board meeting:

           

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

 

Adjourn Meeting

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

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

 

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

 

Angie Strong, Director

angie@madrid.lib.ia.us

 

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