Minutes of the Library Board of Trustees Meeting March 11, 2010

The March meeting of the Union Public Library Board of Trustees was called to order at 6:10 pm by vice-president, Deanna Vaux.  Also present were Heidi Kaisand, Kara Backoff, and Nanci Galloway, librarian.

Minutes

Minutes of the February board meeting were read.  Heidi moved with Kara seconding, the minutes will be accepted when Nanci has Karen read and signed them.

Financial Reports and Bills

A motion was made by Kara to pay bills in the amount of $4637.41.  Heidi seconded.   Motion will carry when Karen can review them. 

Nanci went over the bills paid last month and the income. 

 Circulation Report

Circulation numbers were 1464 for the month of February, 61.00 average circulations per day.

Librarian’s Report

 Nanci reported that staff continue to weed the collection in anticipation of Inventory. After weeding is completed, all cataloging information of retained materials will then be sent to SILO to be uploaded into the new database which has been recently installed.

 Deb has finished her project of checking all the categories for non-fiction materials.  In preparing last year’s Annual Report, there were discrepancies about the number of non-fiction and the coordinating category designation. This has now been rectified.

Nanci attended a PLOW (website) class at Iowa Falls, Feb. 23.  She also attended a “Landscape for Libraries” class at the BCLUW ICN classroom, Feb. 24. She will be attending a Hardin Co. Lib. meeting, March 16, an Early Literature class March 17, and SLP class March 19.  Kay will read stories on March 19, while Pat works the morning hours.

In Committee reports, Nanci will speak to Connie Rose and her family about cleaning the library yard this spring.  Connie had earlier expressed interest in doing this for the library.

Deanna spoke about the Town of Union’s budget hearing that she and Nanci had attended March 8.  The City is cutting the library’s request by 20% (25,500 to 20,500).  The other city entities were also cut 20%.  Members of the Council were apologetic about the needed cuts. 

Board Policiy review was tabled until April when both Bylaws and Policies will be reviewed together.  Everyone is to look their copies over so that this can be done in a timely manner.

The City of Union’s sex abuse policy was reviewed.  Nanci mentioned that the Hardin Co. Librarian Assoc. will be discussing a policy at their next meeting.  The Lib. Board tabled this discussion until April.

Heidi left the meeting at 6:40 pm.

In other concerns, trustee terms of Jolece, Kara and Genya are expiring.  Everyone is to be thinking of a pool of possible replacements if needed.

With no other business, the meeting adjourned at 6:45 pm.

Nanci Galloway, secretary pro-tem

Minutes of the Library Board of Trustees Meeting January 14, 2010

The January meeting of the Union Public Library Board of Trustees was called to order at 6:00 pm by president, Karen Hammers  Also present were Heidi Kaisand, Kara Backoff, Genya Clemons, Deanna Vaux and Nanci Galloway, librarian.

 Minutes

Minutes of the December board meeting were reviewed and approved as read. 

 Financial Reports and Bills

A motion was made by Heidi to pay bills in the amount of $1529.43.  Kara seconded.   Motion carried. 

            No one had received their financial reports via e-mail, Karen discussed the listing of the past month’s paid bills and the amount paid to Union City for the share of the payroll taxes the library owed.  Nanci will forward all financial reports to Board members tomorrow (Jan. 15).

Deanna led discussion about the upcoming FY budget.  The finance committee had met with Ann, Dec. 28, and prepared the budget for the FY 2011.

            Karen exited the meeting and Deanna Vaux assumed conducting the meeting.

 Circulation Report

Circulation numbers were 1143 for the month of December, 47.63 average circulation per day.  It was noted December’s weather and the fact that it is a month of many events and the Holidays for the decrease in library usage.

 Librarian’s Report

 Good news has been received from the Martha-Ellen Tye Foundation.  The Union Public Library has been awarded the matching $400 for additional book CD’s.  Materials have been ordered and some have arrived and are ready for cataloging.

 The Hardin Co. Librarians met with the County Supervisors, Dec. 16 and presented their budget request of $120,000.00.  At this same time, each library shared about the programs and activities their library has had in the past year.  After the budget presentation, the librarians also had their quarterly meeting at the Eldora Library. The digitalization project of “Putting Hardin Co. Newspapers Online” was discussed.

 Lora Bachman joined the meeting at 6:45.

 Nanci will be on vacation Jan. 20 - Jan. 28.  She has all the library hours that she works, covered by other staff. 

 11 children were present for the library Christmas party and Santa visit.  Each child was able to visit with Santa, have a cookie and drink. 28 children received a book at the Union Betterment Association sponsored visit with Santa on December 11.  The UBA and Union Public Library partnered with this endeavor.

 Deanna and the Finance Committee presented the FY2011 to the Town Council on January 12 and requested $68,146.  The additional monies will be used for maintenance, payroll, and the increase in telephone/internet expenses.  Heidi also shared news of the past year about the Union Public Library’s activities.

 The sex abuse policy tabled from December was discussed.  Nanci had talked to the Hardin County Sheriff’s office about the new law enacted July 1, 2009.  People on the sex abuse registry must have written permission to enter public buildings such as a library.  This permission can be granted (or not) on a person-by-person basis, for a specific amount of time, and can be rescinded at any time.  The Union Public Library had been approached by a registered offender, who wanted such a letter to be able to utilize the Union Library.  The motion was made by Heidi Kaisand and seconded by Lora Bachman to allow this person access to the Union Public Library for one year from the date, January 15, 2010 pending a permanent sex offender policy.  This approval can be rescinded at any time.  Motion carried.  Nanci will send a letter to the patron concerning this approval.

 The meeting adjourned at 6:55 pm as there was no further business.

 Nanci Galloway, secretary pro-tem

October 8, 2009

Minutes of the Library Board of Trustees Meeting October 8, 2009

The September meeting of the Union Public Library Board of Trustees was called to order at 6:00 pm by president, Karen Hammers.  Present also were Deanna Vaux and Nanci Galloway, librarian.

Minutes

Minutes of the September board meeting were reviewed and approved as read.  Nanci will have 2 other board members read and approve the August and September minutes.

Financial Reports and Bills

A motion was made by Deanna to pay all bills in the amount of $1186.84.  Karen seconded.   This approval is contingent upon 2 other board members.   The city amount owed is not included within the bill listing.

Deanna will get in touch with Ann & Nanci to continue to match the budget categories.

Circulation Report

Circulation numbers were 1556 for the month of September, 62.24 average circulation per day.  It was noted that use of the internet was up.

Librarian’s Report

1. The Hardin County Digitalization project is still on hold.
2. Nanci attended a county librarian meeting Sept. 15 networking with other Hardin librarians & regional librarian discussing other county activities as well as the digitalization project.  She reported the SILO records for year 08-09 will not be added until the first of 2010. 

3.  She also attended NIACC regional meeting Sept. 24.  State officials were in attendance, reporting on SILO, Web Junction IA, and interlibrary protocol of loaning

Committee Reports

None

Misc.

Nanci has been working on the State Library Annual Report; has 5 questions left.  It is due October 30, 2009.  Ideas are still needed for the special grant opportunity from Martha-Ellen Tye Foundation.  Please let Karen or Nanci know about your idea.

Current trustee officers remain:  Karen Hammers, president; Deanna Vaux, vice-president; Lora Bachman, secretary.

By-laws were amended to change Wednesday hours from 1-7 pm.  Deanna moved with Karen seconding.  The motion will carry as soon as 2 more board members sign the minutes.  This was discussed last month, with of Kara, Genya and Karen. 

The meeting adjourned at 6:35 pm as there was no further business.

Nanci Galloway, secretary pro-tem