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Minutes: October 2014

Mt. Pleasant Public Library
Board of Trustees Meeting
October 21, 2014

Attendees: Laurie Hansen – Library Director, Mike Ellington, Christy Larsen, Rhonda Shewell, Nancy Walker, Dalene Burch (new member), Maren Peel – Friends of the Library. Roll call was taken verbally for recorded minutes.

Minutes from September Meeting – Approved with the correction of Maren Peel to be listed as from Friends of the Library rather than Friends of Scouting – Motion Christy Larsen, Second Nancy Walker

Hiltje Todd – Her sudden death is a great loss to the library. She has been with the library first as a volunteer and then as a shift worker. She continued her volunteer work with the library. A book has been purchased by the city in her name for the library. It’s a very nice quilting book.

New members introductions
Dalene Burch our newest member is a teacher with several degrees in consumer science, home production, elementary education. She is a great addition to our board.
Rhonda Shewell had never introduced herself – She grew up in the military, has thirteen children with a blended family. She really likes the library. It was an asset to her from the time she moved here from Oregon.

Budget

• Concern about the toner issue – some money is taken in for copies, etc. but this doesn’t cover all the costs and the library also does copying and printing. We want to avoid problems with this in the future.
• Wage analysis – We should have some wiggle room in the budget as we didn’t start the additional hours until September. We need to make sure the library is on track with the budget and has sufficient for the remainder of the fiscal year with hopefully some excess.

New Hours
• Everyone appears to love the new hours. There are positive comments from patrons with expressions of ‘Thanks’.

Miscellaneous
• City council report went well with the approval of Rhonda Shewell and Dalane Burch as board members, submitted by Nancy Walker. Laurie gave the council a report along with a human interest story on Brandon Aiken.
• Susan Fullmer received a Utah State mini-grant for indigenous peoples month (November) in the amount of $760 – this includes some new books and will also provide a story teller to go to the elementary schools. This is in conjunction with the Fairview museum with them sharing some artifacts. An evening meeting will be held also to highlight and explain some of the museum’s artifacts.
• Laurie submitted a grant proposal for an UPLIFT grant for a QuickBooks class – this was approved yesterday. This includes travel and lodging.

Unfinished Business

• TechSoup purchases – still working through the different needs and best options. This includes Microsoft Office Suite and Norton. Our tech support recommends using Norton and the price for the library still seems reasonable. The total costs the software purchase as outlined is $620. This could be reduced if we used a free program such as Open Office instead of Microsoft Office.
• It was suggested that we add Open Office to the computers as it is free and get patron input on which they prefer.
• There is a concern that at times a number of the computers are out of order. Is this a consistent ongoing problem? Employee Sue is quick to stick out of order on the computer even if its an internet problem and not a computer problem.. Are we getting the computer support we are paying for? We seem to be low priority to them. Sean comes in after hours to do updates and cleaning. The contract specifies a number of service hours we get from them monthly but not a guaranteed response time. It was discussed and decided that we should have an accounting each month of their time and what they did.
• Laurie will get an accounting from Sean for the next meeting.
• Laurie sees a need for a small server with a shared file – Sean is working on this, he may have a used one as the library’s need for this is small.
• The Bookmark is finished. It has a lot of great information on the back with the basic information on the front. It looks great! Now the work is going forward on the links on the website and then will proceed with the brochure.
• The daily cash receipts accounting is working well with two people counting each deposit.

Action Items

• New board members – are there any suggestions for possible new members? No names were mentioned.
• We would like to purchase a book in Mike’s name for the library. This is his last meeting before he leaves on his mission. He will give this some thought and respond to Laurie
• Computer games – Patrons are going beyond the games that are listed. Are we okay with any game that is educational? What is the definition of educational? What is the criteria? We will have the librarians evaluate the games patrons want to play. We may have to address this again.
• FaceBook is allowed but not YouTube. Is this acceptable? No decision was made.
• We are lacking substitutes. We currently have two substitutes. Two people are willing to be substitutes – one of them is Nancy Walker. With her on the board does this present a conflict? After discussion this was not seen as a conflict.

New Business

• Computer Rules address children under 5 being supervised on the computer but we need to address unattended children.
• Unattended Children – this has become a problem in the last few weeks with a group of children ranging from 10 down to 3 years of age. They are here all day long, they are disruptive before and during library hours. Last week the police were contacted.
• We need a policy.
• What age is acceptable to be unaccompanied or to be in charge of other people. It was suggested that 8 years of age would be an acceptable age to be unattended. We could have this as an un-enforced age limit which would give the librarians leeway to enforce when necessary.
• An acceptable age to be a supervisor of others would be twelve.
• What if they are unattended – Other library’s polices were referenced that allow a specified time to contact the parents then police are called.
• Laurie will talk to the state library to see what library policies are and liabilities that may arise from this.
• Selective enforcement – A copy of Provo’s library policy was read and then given to Laurie for review and to use in developing a policy.
• The basic guidelines of 8 to be unattended and 12 to be a supervisor was decided upon.
• It was proposed by Dalene Burch to adopt this “Safe Children” policy and the motion was seconded by Nancy Walker – All voted in the affirmative on this.
Friends of the Library

• Unsold items from the weeded out books to be sold are given to Deseret Industries.
Miscellaneous

• State Report – Our collection is up 2,000. Our service hours are up not including our new changes. Our circulation is down 4,000 from last year but this is less than was anticipated with the cuts etc. We should bounce back with the new hours.

Adjourn 9:54 Motion Christy Larsen Second Rhonda Shewell

Next meeting – November 18th – 8:30 a.m.

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