Meeting Minutes-September 14, 2022

Montezuma Public Library Board of Trustees met September 14, 2022 with the following members present: President Jim Kivi, Harold Wheeler, Nicole VerMeer, LeAnn James, Sally Johnston, Taren Bates and Barb Baker. Absent: Derrick Dengler and Boyd Sparks. Library Director Christine Grimm was also present.

Kivi called the meeting to order.

The minutes of the August 10, 2022 meeting were read. James made the motion to approve and Johnston seconded it. It was unanimously approved.

The treasurer’s report was read and discussed. Johnston made a motion to approve and James seconded it. It was unanimously approved.

Johnston made the motion to approve to pay the bills as presented, with the exception of the Access Systems bill, as the board is wanting more clarification of this bill prior to paying it. Kivi is going to talk with Abby at the city office for this clarification. It was approved unanimously.

Reports: It was shared by Kivi that the library will receive $104.00 from the unclaimed property from the State of Iowa after he fills out the paperwork.

It was moved by Johnston and seconded by Young to authorize Kivi as President and VerMeer as Secretary to sign the signature cards at Montezuma State Bank for our accounts which include: checking, savings and two time certificates. It was approved unanimously.

Trustee training was discussed. Each trustee has to have three hours per year. Several trustees attended a webinar for 1.5 hours of training put on the by the State Library. Others have been able to watch at their homes which satisfies this requirement. There would only be one more webinar to watch.

Grimm contacted Country Carpet Cleaners to come in and completely clean the carpets at the library. Brad Hutchcraft told Grimm the cost would be $600.00 for this job and that they could complete it on September 30 and October 1.

Grimm will be attending a Disaster Recovery Class on October 20. The board approved paying mileage for this meeting.

On motion by James and seconded by Young, the meeting adjourned. It was unanimously approved.

Barb Baker, Assistant Secretary

Meeting Minutes-August 10, 2022

Montezuma Public Library Board of Trustees met August 10, 2022 with the following members present: President Jim Kivi, Derrick Dengler, LeAnn James, Boyd Sparks, Sally Johnston, Taren Young, Barb Baker and Harold Wheeler. Absent: Nicole VerMeer. Library Director Christine Grimm was also present.

The minutes of the July 13, 2022 meeting were read and approved. Johnston made the motion, Dengler seconded it. It was unanimously approved. 

The treasurer's report was read and discussed. There was a motion by James, seconded by Sparks to approve the treasurer's report. It was unanimously approved.

Motion by Sparks and seconded by James to pay the bills as presented. It was approved unanimously.

Grimm shared that she received an unclaimed property notice for the library and Kivi will check with the city in regard to this.

New Business: There was a request for a memorial plaque for Jean Johnson. It was discussed to talk to the family to see if book stickers for Large Print books would be okay with them instead of a plaque. 

An agenda item for next meeting is checking into getting the carpet cleaning estimate.

On motion by Dengler and seconded by Sparks, the meeting was adjourned. It was unanimously approved. 

Next meeting is scheduled for September 14, 2022. 

Barb Baker, Assistant Secretary

Meeting Minutes-July 13, 2022

Montezuma Public Library Board of Trustees met July 13, 2022 with the following members present: President Jim Kivi, Barb Baker, Derrick Dengler, Sally Johnston, Boyd Sparks and Nicole VerMeer. Absent: Taren Young, LeAnn James, Harold Wheeler and Library Director Christine Grimm. 

The minutes of the June 9, 2022 regular board meeting and June 22, 2022 special meeting were read and approved. July treasurer's report was viewed with motion by Baker and seconded by Dengler to pay July's bills. 

Public Comment and Correspondence: None

Reports: Grimm's Library Director printed report gave statistics, highlights and upcoming events. 

Old Business: Proposed shelving units were ordered by City Clerk Christy Sanger at a lower rate than approved. 

New Business: Discussion on creating Library Board Google Drive for monthly board documents. 

Motion by Sparks, seconded by Baker to adjourn. It was unanimously approved. 

Next meeting is scheduled for August 10, 2022. 

Nicole VerMeer, Secretary

Meeting Minutes-June 9, 2022

Montezuma Public Library Board of Trustees met June 9, 2022 with the following members present: President Jim Kivi, Sally Johnston, LeAnn James, Nicole VerMeer, Taren Young and Harold Wheeler. Library Director Christine Grimm was also present.

The minutes of the May 2022 meeting were read and motioned by James, seconded by Wheeler to approve the minutes as written.  

The treasurer's report was read, and James moved to pay the bills as reported, seconded by Wheeler, motion approved. 

Public Comment and Correspondence: None

Reports: Library Director Grimm reached out to the president of the Montezuma Country Club (MCC) to see if they would be willing to sponsor an end of the summer pool party for those who reached their summer reading goals. She's submitted a donation request to Casey's for 10 pizzas. MCC board was meeting soon to make a decision. 

Old Business: Discussion on ability to use Capital Outlay funds in current FY23 budget. President Kivi will be asking for clarification from the City Manager and City Finance Director.

New Business: Grimm proposed hiring Connie Young as a part-time employee to replace Haylie Moore when she goes to college. Motion by James, seconded by Wheeler to approve Grimm hiring Connie for training purposes until August 13 in which time her regularly scheduled hours will begin as Haylie will be going to college. Motion approved. 

Motion by James, seconded by Wheeler to adjourn. It was unanimously approved.

Nicole VerMeer, Secretary

Meeting Minutes-May 11, 2022

Montezuma Public Library Board of Trustees met May 11, 2022 with the following members present: President Jim Kivi, LeAnn James, Nicole VerMeer, Sally Johnston, Barb Baker and Harold Wheeler.

Absent: Derrick Dengler, Janet McKee and Boyd Sparks. Library Director Christine Grimm was also present. 

The minutes of the April 2022 meeting were read and motioned by James, seconded by Wheeler to approve the minutes as written. Previous minutes unanimously approved. 

The treasurer's report was read, and James moved to pay the bills as reported, seconded by Sparks, motion approved. Board members noted that there was $4506.25 left in the books, magazines and video budget line item. Grimm reported that $1224.32 would be coming off once the May bills were paid. Grimm plans to spend the $3281.92 left in that line item. 

Members expressed concern and confusion as to why the board was unable to spend from other line items such as $1500 in Materials-Library Checking and $2808.97 in Supplies and Misc-Library Checking plus $8000 in capital outlay/buildings. In previous years the library director and board were able to spend down all line items funded through the annual city budget. President Kivi is going to reach out to city finance director Abby Hubbard for clarification. 

Bills: Motion by Johnston and seconded by Baker to approve May bills. Motion by James and seconded by Baker to approve Grimm ordering summer reading program supplies from Amazon for $269.13.

Public Comment and Correspondence: None

Reports: Library Director Grimm reported that the library's state accreditation tier status has been upgraded from the lowest level of tier one to tier two. The state library staff made suggestions for how the library staff and board can raise to level three. One of the requirements is to have a new employee orientation for all new staff. Grimm is currently working on creating a manual for the upcoming training of new part-time staff. Grimm is commended for her efforts in increasing the library's tier status. 

Old Business: Board motioned and approved the library moving to summer hours beginning Memorial Day weekend and concluding after Labor Day weekend. Grimm gave an update regarding applicants for part-time library positions. A motion by Baker and seconded by James to give authority to library director to hire said applicant after May 20th application deadline. It was unanimously approved. The City of Barnes City has asked to transfer their annual city contract from Oskaloosa to Montezuma. The board viewed the contract number of $191 and voted to approve the contract for the amount they currently pay Oskaloosa. 

Part-Time Help: If no one else applies, the board approved giving the authority to library director to hire a part-time applicant after the May 20th application date. The pay scale for part-time employees was brought up as currently part-time staff are paid $10.00 per hour with the board approving a raise to $11.00 per hour beginning July 1, 2022. Motion by Baker, seconded by James to increase wage of currently (5/12/22) employed part-time library staff to $12.00 per hour at the beginning of FY23. Part-time staff hired after 5/12/22, will see an increase to $11.00 per hour in FY23. Both motions were approved and Grimm will inform city officials of the increase starting July 1, 2022. 

Policies: The board voted unanimously to dissovle the Montezuma Public Library's operations policy, since all items are duplicated in other policies including: Collection Development and Circulation. 

Board member Janet McKee expressed her desire to retire from the library board. The board greatly appreciates her years of service. Multiple possible candidates for a new board member were discussed. Once a candidate is found, their name will be submitted to the city council for approval. 

Due to scheduling conflicts, the June board meeting will be moved to 6/9/22.

Motion by Baker, seconded by James to adjourn. It was unanimously approved.

Nicole VerMeer, Secretary

Meeting Minutes-April 13, 2022

Montezuma Public Library Board of Trustees met April 13, 2022 with the following members present: President Jim Kivi, LeAnn James, Boyd Sparks, Nicole VerMeer, Sally Johnston, and Derrick Dengler. Absent Barb Baker, Harold Wheeler and Janet McKee. Library Director Christine Grimm was also present.

The minutes of the March 2022 meeting were read and approved. Treasurer’s report was read and Dengler moved to pay the bills as reported, seconded by Sparks, motion approved.

Public Comment and Correspondence: none

Reports: Library Director printed report gave statistics, highlights and upcoming events. A total of 18 community members came to Bingo in March with the next Bingo being on 4/14/22. There were 113 first grade and kindergarten students and teachers that visited the library in March for a tour and to sign up for library cards. Twenty-nine students signed up as new library patrons. It was reported that the Greater Poweshiek County Alliance approved a grant for $4,000 for the library.

Old Business: In order to meet Size C category for state library credentialing the library has to be open certain hours. As long as we have regular hours for nine months of the year, we are able to close on Saturdays. Nicole motioned and Dengler seconded to close the library on Saturdays for the summer months of June, July and August including through Labor Day. While the library will be closed to walk in patrons during the summer, Grimm and library staff will be bringing the library to the community directly by participating in the Montezuma 4th of July festivities and Deep River Fun Days.

New Business: Part-time help, Barnes City Contract

Barnes City’s yearly contract is $191 with the City of Oskaloosa ends in December 2022. The rate they pay is based on taxable value. Part of town is Mahaska County while other parts are in Poweshiek County. Grimm will reach out to the assessor’s office to learn taxable value of both Barnes City and Deep River.

Dengler motioned to approve 13 hours of part time help along with Pat, Francene and Nikki’s current scheduled hours. Motion was seconded by VerMeer and unanimous approval.

Agenda items for next meeting – board training and approving updated operations policy.

Motion by James seconded by Dengler, seconded by Sparks to adjourn. It was unanimously approved.

Next meeting is scheduled for May 11, 2022.

Nicole VerMeer, Secretary

Meeting Minutes-March 9, 2022

Montezuma Public Library Board of Trustees met March 9, 2022 with the following members present:President Jim Kivi, Barb Baker, LeAnn James, Boyd Sparks, Nicole VerMeer and Harold Wheeler. Absent Janet McKee, Sally Johnston and Derrick Dengler. Library Director Christine Grimm was also present. 

The minutes of the February 9, 2022 meeting were read and approved. The treasurer's report was not available from the city. February records will be reviewed at the April meeting. 

Public Comment and Correspondence: none

Reports: Grimm's Library Director printed report gave statistics, highlights and upcoming events.

Old Business: Motion by Baker, seconded by VerMeer to adopt paragraph K of the Library Circulation Policy.

New Business: Motion by Baker, seconded by James to approve $350 payment for Jeff Quinn's Magical Reading Show to come during the summer reading program. Grimm was commended for involving other local libraries so mileage cost was split between three communities. 

Motion by James, seconded by Sparks to adjourn. It was unanimously approved. 

Next meeting is scheduled for May 11, 2022.

Nicole VerMeer, Secretary

Meeting Minutes-February 9, 2022

Montezuma Public Library Board of Trustees met February 9, 2022 with the following members present:President Jim Kivi, Harold Wheeler, Derrick Dengler, LeAnn James and Nicole VerMeer. Absent Janet McKee, Sally Johnston, Boyd Sparks and Barb Baker. Library Director Christine Grimm was also absent.

The minutes of the January 12th, 2022 meeting were read and approved. The treasurer's report was reviewed. Motion by Wheeler and seconded by Dengler to approve the monthly billings. It was approved unanimously. 

Correspondence: none

Reports: Grimm's Library Director printed report gave statistics, highlights and upcoming events. 

Old Business: City of Montezuma will keep and store the library's old Ricoh printer. Discussion on library having programming options for adults. Grimm proposed a wine history and tasting workshop with information presented by Ackerman & Fireside Wineries. While the board and city council thought the history of wine making would be an appropriate adult program, sampling of wine was not encouraged. 

New Business: Updated circulation policy was discussed and will be addressed at March meeting.

Motion by James and seconded by Dengler to adjourn. It was unanimously approved.

Next meeting is scheduled for March 9, 2022. 

Nicole VerMeer, Secretary

Meeting Minutes-January 12, 2022

Montezuma Public Library Board of Trustees met January 12, 2022 with the following members present: Harold Wheeler, Sally Johnston, Jim Kivi, Barb Baker, LeeAnn James and Nicole VerMeer. Absent: Janet McKee, Boyd Sparks and Derrick Dengler. Library Director Christine Grimm was also present.

The minutes of the December 2021 meeting were read and approved. The treasurer’s report was reviewed. Motion by Baker and seconded by Johnston to approve the monthly billings. It was approved unanimously.

Correspondence: Letter from Randy Horn saying the price of monthly window cleaning is increasing from $1.00 per window to $1.50 per window.

Reports: Grimm’s Library Director report gave statistics, highlights and upcoming events.

New Business: Grimm talked about hosting an adult program to include wine history and wine tasting in the near future. The FOTMPL group would pay the $50 program fee. Kivi would check with the city’s attorney about ramifications. FOTMPL board members had encouraged staff to add more adult programming. Grimm also asked about having the Iowa State University Insect Zoo come to the library this June for a program. The cost would be $243.70. Motion by VerMeer and seconded by James to reserve date in June with the ISU Insect Zoo and send payment.

Now that the FOTMPL has donated a new color copier/printer, the library’s Ricoh printer is not being used as much. Will discuss options with city as far as what to do with old printer. Kivi will address how to make purchases for library programs and supplies going forward.

Motion by Baker and seconded by James to approve FY23 budget as written by city director of finance Abby Hubbard. The board voted for a 3 percent cost of living increase for full-time and part-time library staff. It was unanimously approved.

Motion by Wheeler and seconded by James to adjourn. It was unanimously approved.

Next meeting is scheduled for February 9, 2022.

Nicole VerMeer, Secretary

Meeting Minutes-December 17, 2021

Montezuma Public Library Board of Trustees met December 17, 2021 with the following members present: Jim Kivi, Boyd Sparks, Harold Wheeler, Janet McKee and Nicole VerMeer by speaker phone. Library Director Christine Grimm was also present. 

Motion by Sparks and seconded by McKee to approve the monthly bills. Motion was unanimously approved. 

Motion by McKee and seconded by Sparks to adjourn was unanimously approved.

Jim Kivi, President

Meeting Minutes-November 10, 2021

Montezuma Public Library Board of Trustees met November 10, 2021 with the following members present:, Harold Wheeler, Jim Kivi, Derrick Dengler, LeeAnn James and Nicole VerMeer. Absent Janet McKee, Barb Baker, Boyd Sparks and Sally Johnston.  Library Director Christine Grimm was also present.

The minutes of the October 2021 meeting were read and approved.  The treasurer’s report was reviewed.  Motion by Dengler and second by Wheeler to approve the monthly billings.  It was approved unanimously.

Reports: Grimm’s Library Director report gave statistics, highlights and upcoming events.  Board reviewed letter and budget submitted by Friends of the Montezuma Public Library president Stacie Cameron.

New Business: Grimm explained that the current desktop phones need replaced as they are no longer holding a charge.  Price comparisons show that it is more cost efficient to replace the entire phone vs buying new batteries.  VerMeer motioned and Dengler seconded approval for Grimm to order new phones.  It was approved unanimously.

Board discussed possibility of forming a budget committee that would include members of this board and the Friends group in the future.  As required by the state credentialing process, the board completed the City of Montezuma’s Annual Performance Review for library director Grimm.  The board commends Grimm for receiving her Public Library Certification Director Endorsement.

Next meeting is scheduled for January 12, 2022 as the board does not meet in December.  January meeting will include budget figures to propose to the City Council.

Motion by Wheeler second by Dengler to adjourn.  It was unanimously approved.

Nicole VerMeer, Secretary

Meeting Minutes-October 13, 2021

Montezuma Public Library Board of Trustees met October 13, 2021 with the following members present:  Harold Wheeler, Derrick Dengler, Nicole VerMeer, Janet McKee, LeAnn James, Boyd Sparks and Barb Baker.  Absent were Sally Johnston and Jim Kivi.  The librarian Christine Grimm was also present.

Harold Wheeler called the meeting to order.

On motion by Boyd Sparks the secretary minutes were read and approved, it was seconded by Nicole VerMeer.  It was unanimously approved. 

The treasurer’s report was read and discussed, there was a motion by LeAnn James, seconded by Derrick Dengler to approve the treasurer report, it was unanimously approved.

Motion by Nicole VerMeer and second by Janet McKee, to pay the bills as presented, it was approved unanimously. 

LeAnn James read correspondence from Sally Johnston in regards to a thank you for the funeral flowers for Denny, then she read a thank you from Taryn Young in regards to the hidden pumpkin challenge.

Christine shared her Director’s report to the board.

The board reviewed and discussed the revised Library Collection Development Policy, it was moved by Derrick Dengler and seconded by LeAnn James to approve the policy as presented.  It was unanimously approved.

The board reviewed and discussed the Library Circulation Policy, it was moved by LeAnn James and seconded by Nicole VerMeer to approve the policy as presented.  It was unanimously approved.

The Great Poweshiek Community Fund was discussed and it was decided to table any further discussion until we can talk with Nicole Behrens in regards to our options.

The empty lot south of the library was discussed, it was decided to table any further discussion for another meeting.

Christine handed out performance review forms for the board members to fill out and bring back to the next meeting. 

On motion by LeAnn James and seconded by Nicole VerMeer the meeting was adjourned.  It was unanimously approved.

Barb Baker, Secretary

Meeting Minutes-September 8, 2021

Montezuma Public Library Board of Trustees met September 8, 2021 with the following members present: Harold Wheeler, Jim Kivi, Derrick Dengler, Nicole VerMeer, Janet McKee, Sally Johnston, LeAnn James, Boyd Sparks and Barb Baker. The librarian Christine Grimm was also present.

Jim Kivi called the meeting to order.

On motion by Sally Johnston the secretary minutes were read and approved, it was seconded by Harold Wheeler. It was unanimously approved.

The treasurer’s report was read and discussed, there was a motion by Derrick Dengler, seconded by LeAnn James to approve the treasurer report, it was unanimously approved.

Motion by LeAnn James and second by Nicole Vermeer, to pay the bills as presented, it was approved unanimously.

In old business for the library, it was reported by Jim Kivi that the city council approved that we sell our old books to the Friends of the Library for $1.00. The board also discussed not renewing our subscribtion to the Des Moines Register. 

The board reviewed and discussed the revised Personnel Policy that was last reviewed on June 13, 2018. The revised policy which was shown by the highlighted portions regarding changing the wording to Library Director, was approved by motion LeAnn James and seconded by Derrick Dengler, it was unanimously approved.

The board reviewed and discussed the Materials Selection Policy as presented by librarian Christine Grimm, after some discussion it was decided to table this policy until next month, so we had time to check out the portion of section 6, number B.

The board reviewed and discussed the Montezuma Public Library By-Laws as presented by librarian Christine Grimm, it was moved by Derrick Dengler and seconded by LeAnn James to approve the By-Laws with the highlighted items, it was unanimously approved.

Story time was discussed, starting in October story time will be moving to Tuesday morning instead of Friday mornings.

On motion by Sally Johnston and seconded by Nicole VerMeer the meeting was adjourned. It was unanimously approved.

Barb Baker, Secretary