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Minutes: February 2014

Mt. Pleasant Public Library Board of Trustees Meeting February 18, 2014 Attendees: Laurie Hansen – Library Director, Nancy Walker, Lori Birch, Mike Ellington, Christy Larsen, Maren Peel – Friends of the Library Minutes from January Meeting – Approved – motioned by Mike Ellington, seconded by Laurie Hansen Budget • Cheryl Webb has backed off on helping with Quick books, she suggested X-cel. Jane Banks uses QuickBooks and still recommends its usage. Maybe look for course at Snow, or other quick class, maybe on Utube • Budget for books – still trying to spend this budget. Problem with main supplier – Ingram – they cut our limit. Solution would be to do pro-forma invoices paying a head. The biggest problem is neglecting with the company in syncing things up from the start with -0- balances. The library has been purchasing from paid ahead amounts so budget usage is only 15%. We need to get the budget used this year. • Check with the city if the smaller invoices could be paid without waiting for city council meeting. This has caused some problems in getting things paid in a timely manner – causing some problems with suppliers, resulting in a cut in our credit limits. • By next meeting Laurie will have a budget outline for next year. We need to get this put together. According to the mayor, Laurie, etc. the biggest issue is that we need to be open more. There is talk of increasing hours on Monday and opening some hours on Fridays. It may be better to increase Saturday hours when school is not open rather than Friday. This needs to be addressed with the city. How can we fit this into the budget? Discussion needs to be had with the city to clarify our budget. Have we gotten the ‘retained earnings’? • New elementary has an impact from the aspect of location. Need to work on book clubs or other ‘programs’ for the patrons. Incident Management Policy • Young man – early 20’s – very agitated. Claimed to be stranded and needed a way to get to Provo. Was causing some anxiety and concern on behalf of the staff. They got the kids out of the library. He had been kicked out of re-hab. Kevin Stallings was called and he contacted the city and police. Dave Blackham walked over and the police was called. Need to have some sort of policy in place to deal with safety concerns. • We need to come up with and for next meeting Laurie will propose procedures for different situations – emergencies situations. Laurie will follow up with the city and Chief Wilberg as to options.   Food for Fines • This has been approved and is currently happening. This has been published in the paper, and is going on now through the end of February. We are doing this in conjunction with Ephraim, Manti and Gunnison. We will waive up to $5 in fees for food brought in for the food bank. Library Partnership • Juan from ULS is pleased with how our collaboration is going. • Rule established that we will only loan books that the

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other library doesn’t have – if it is just currently checked out, patron will have to wait for it at that library. CLEF • If we use this money for computers it will put us on track to have all the computers being less than 5 years old. Laurie will put together an outline/proposal for the use of these funds. Training • Trustee training is coming up, it is a one day training, but trustees would have to travel. Let Laurie know if anyone is interested. • ULA convention in May – Laurie going, trustees are welcome to attend. Frontage Property – no update yet. City Council • Laurie has not gotten on the agenda at this point. A discussion needs to be had with Jane as to when the best meeting is

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to attend to this. Laurie will follow up with the city. What do we want to talk about with the city? Vickie Richmond is willing to go with Laurie. o Collaboration with the other cities o Additional hours – how do we fund this so it can be maintained. Tables • Tables in the archive room – match the one on the main level and are just the right size for people bringing in their laptops and needing a place to work. Could we replace the tables in the archive room and move those upstairs as a matching set. Is providing new tables something Friends could do? Maren said that it wouldn’t be high on priority list and there are concerns as to the legal status of the organization at this point. She will follow up on this. • Laurie would like to get tables and dedicate them to former board members – Alison, Charlene, Colleen, etc. Specific books were obtained and dedicated to Alison and Charlene, maybe one for Colleen also. Unless someone actually donated the table, maybe a better option would be to have a plaque to show those who have served. • People are bringing in their laptops and using the WiFi. WiFi is password protected and filtered. Some people are parked outside at odd hours – nothing nefarious – they are using the WiFi. Main Street • Discussion on proposed retail establishment on present site of rodeo grounds. Laurie concerned on taking a position publicly with her role as library director. Steve Clark • Has written a book and would like to kick off the event with a book signing at the library. • He will provide the date to Laurie. He is looking at late March or early April. Colleen Oltrogge wants to be on the Friends of the Library committee and is good at events. She is still working with the city on events so availability is uncertain. Employees • Colleen Pyper has been putting in hours to help catalog, etc. Hiltje Todd has also been working with programs, etc. They have been trying to push her a little more. She has some health issues so may not be able to be pushed anymore. She has a shift on Saturday but comes in on Wednesday to volunteer. • Employees – each come in two days a week for 8 hours. Sue does interlibrary loans but is only here two days a week – Wednesday and Thursday – this puts a week in between when these are done. Could we train someone else to cover this on other days? Some patrons have been affected by the wait. The amount of usage is less than half of what it was. Are we covering the costs of postage with what we charge? It is set up so that patrons pay the shipping but unknown if the actual shipping cost is being covered. One option would be to set up an account with and could possibly save and cover the costs. Nancy will work with Laurie to follow up on this. Libraries Change Lives – Declaration for the Right to Libraries, handout. Good information ideas to share if needed. Laurie’s new computer – got an $80 keyboard to replace the one that came with it – which was utilized elsewhere. The new one is ergonomically beneficial. She paid the city $50 towards her new keyboard as she didn’t want this to appear as if she was spending the budget money extravagantly. Adjourn – 9:52 – motion, Laurie – second, Nancy Lori – sold her house – moved out. Happened really quickly over Christmas. Moved into a house on state street. Looking to get a house constructed before the new school year, looking towards the other end of the county. Still involved in a lot of things. May need to be replaced on board.

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