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Automated agenda packet transcript and first-pass audit leads
Miami Agenda Packet 10/20/2026 #6164
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17 PDF pages. 28,712 extracted text characters. 10 money references captured for first-pass review.
grant: 2
First-Pass Money References
Use these as starting points for invoice, purchase order, contract, transfer, grant, and budget-authority checks.
| Page | Amount | Nearby extracted text |
|---|---|---|
| p. 3 | $15,000 | tform could provide additional support to staff by helping identify books and resources to recommend to patrons. The estimated cost is approximately $15,000. Leadership Miami Caitlyn has been accepted into the Leadership Miami program. Technology The library received: 10 laptops 10 all-in-one computers The equipment was prov |
| p. 6 | $400 | on. The motion passed unanimously. Friends of the Library Report The Friends of the Library recently completed a book sale and raised approximately $400. The organization remains current on Imagination Library payments through the end of this year. The average annual cost to sponsor one child through the Dolly Parton Imagination Library i |
| p. 6 | $30 | ry payments through the end of this year. The average annual cost to sponsor one child through the Dolly Parton Imagination Library is approximately $30 per child. Additional donations are always welcome to support continued participation in the program. Adjournment The meeting was adjourned. Approved on ________________ ______________ |
| p. 7 | $626,863 | d by the Community by utilizing $626,863 In-Person Visitors (YTD) 5,963 library materials (Fiscal YTD) Services |
| p. 7 | $31.20 | led 978 Cost Per Child Per Year $31.20 Library Card Stats Excel High School Total Library Card Holders 7,446 |
| p. 7 | $1,100 | Applicants Waiting 2 Library Cards are FREE for anyone who lives, works, or goes to Per student cost is $1,100. We have no current seats available school in Ottawa County, OK. until sponsorships come in. Tribal Nation |
| p. 12 | $1,152.00 | - $ - $ - $ - $ - $ - $ - $ - $ - $ 4.00 TOTAL $ 1,152.00 $ 1,357.57 $ 1,068.82 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 3,578.39 |
| p. 12 | $1,357.57 | $ - $ - $ - $ - $ - $ - $ - $ 4.00 TOTAL $ 1,152.00 $ 1,357.57 $ 1,068.82 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 3,578.39 |
| p. 12 | $1,068.82 | - $ - $ - $ - $ - $ - $ 4.00 TOTAL $ 1,152.00 $ 1,357.57 $ 1,068.82 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 3,578.39 |
| p. 12 | $3,578.39 | GRAND TOTAL $3,578.39 Donations $ 109.75 $ 248.60 $ 47.70 |
Public Review Checklist
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Full Transcript
Transcript pages 1-17
Packet Page 2
Library Board Meeting Minutes
Date: September 15, 2026
Call to Order
Ray called the meeting to order.
There were no unscheduled appearances.
No prior meeting minutes were presented for approval.
Introductions
Board members, staff, and attendees provided brief introductions:
Caitlyn– New Library Director, effective August 17.
Ray– Has lived in Miami for approximately 10 years.
Kristin– Librarian with Wyandotte Public Schools. She has two daughters, two
stepchildren, and three grandchildren.
Scott – Senior Director of Human Resources for the Wyandotte Tribe of Oklahoma and
oversees the Tribe’s companies.
Brittany – Youth Librarian who joined the library at the end of March. She has three
children.
Mark– Retired from Thermo Fisher and serves as the Friends of the Library representative.
Amber – 20 years healthcare revenue cycle, healthcare IT, non-profits
Jordan
Director’s Report
Staffing
Five library staff members are assisting at the Senior Center while vacancies there are being filled.
Because staff time is currently being split between the Library and Senior Center, Genealogy
Research and Conversion services are not currently staffed.
Palace Project
The Palace Project will be discontinued. Funds currently allocated to the program will be redirected
toward expanding the library’s existing collection.
Collection HQPacket Page 3
The library is considering implementing Collection HQ, a platform designed to assist with collection development and management. Because Caitlyn’s previous position is not currently being filled, the platform could provide additional support to staff by helping identify books and resources to recommend to patrons. The estimated cost is approximately $15,000. Leadership Miami Caitlyn has been accepted into the Leadership Miami program. Technology The library received: 10 laptops 10 all-in-one computers The equipment was provided at no cost and is awaiting setup by IT before being placed into service. The library will be required to provide a report describing how the equipment is being utilized. Library Usage Overall visits have decreased, which is expected with students returning to school. Circulation has also decreased seasonally. Use of the Palace Project increased, while OverDrive Magazine and NewsBank continue to perform well. Use of HelpNow has increased as students have returned to school and homework needs have increased. Imagination Library Staff will be meeting to discuss what can be offered for the upcoming 9 to 5 Day event. Due to current staffing shortages, the Library will not be able to offer an active program at this time. The Friends of the Library are discussing whether they may be able to coordinate an event. The Imagination Library received 20 new registrations. There are currently approximately 980 children enrolled in the program.
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Programs and Upcoming Events Upcoming programming includes: Papel Picado Craft – September 22 Let’s Talk About It – September 22 Sierra is also working to schedule a celebration for applicants who are graduating. Children’s Department Report Afternoon Story Time Afternoon Story Time is held on Thursdays and continues to perform well, averaging approximately 15 attendees. Themed flyers are now being used to promote Story Time programs. Lego League and Reading Challenge The Library is offering Lego League and launching a new reading challenge this month. Participants will: 1. Read a selected book. 2. Watch the movie adaptation. 3. Share which version they preferred and why. The program is expected to run for approximately 10 weeks. Professional Development Brittany will be leaving this week to attend ARSL and is expected to return next Tuesday. The event provides an opportunity to connect and network with other librarians. Winnie-the-Pooh Centennial Winnie-the-Pooh will celebrate its 100th anniversary in October, and the Library plans to incorporate themed Story Time programming in recognition of the milestone. Collection Weeding and Development The Library continues an extensive collection-weeding project.
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Weeding involves removing outdated, damaged, or low-use materials from the shelves. Materials may be placed on the free cart, offered through Friends of the Library book sales, or discarded as appropriate. Adult Collection Staff are currently reviewing the adult nonfiction collection. Books that have not circulated within approximately five years are being evaluated for removal. Some materials have remained on the shelves without circulation for as long as 15 years and may no longer be current or relevant. Children’s Collection Children’s nonfiction materials are also being reviewed. Some geography materials predate September 11, 2001, and are no longer considered current or relevant. Books are also being evaluated based on physical condition, including: Torn pages Damaged bindings Overall cleanliness and appearance Juvenile fiction and nonfiction reviews have been completed. The picture book collection is now under review. The collection contains more than 3,000 books, with more than 2,000 titles that are over 20 years old. Staff will evaluate these titles for relevance, condition, and possible replacement. The Library is pursuing grant opportunities to assist with replacing materials. One grant application was submitted this week through the Oklahoma Department of Libraries (ODL). The Library will continue focusing on maintaining a collection that prioritizes quality and relevance over quantity. Space Planning The Library is working on developing a Health Pod. The proposed space would currently impact the area occupied by the Science Fiction collection, so additional planning will be needed. Board Action
Packet Page 6
Kristen made a motion to approve the 2027 Library Board Schedule. Mark seconded the motion. The motion passed unanimously. Friends of the Library Report The Friends of the Library recently completed a book sale and raised approximately $400. The organization remains current on Imagination Library payments through the end of this year. The average annual cost to sponsor one child through the Dolly Parton Imagination Library is approximately $30 per child. Additional donations are always welcome to support continued participation in the program. Adjournment The meeting was adjourned. Approved on ________________ ____________________________ ____________________________ Ray VandeGiessen Meghan Dorey ____________________________ ____________________________ Rhonda Hayworth Scott Horner ____________________________ ____________________________ Empty Jordan Douthit ____________________________ ____________________________ Kristin Mingori Amber Atkinson ____________________________ Tea Woods
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200 N Main Monday - Thursday 9 am - 7 pm
Miami, OK
Miami Public Library Friday 9 am - 5 pm
September Recap 2026 Saturday 9 am - 1 pm
Stats
Circulation Programs
6,863 13
(Materials checked out) (All programs for any age)
Electronic Resources Community Impact
3,981 107
(online databases/resources) (Attendance/People who received service)
In-Person Visitors (Month) 5,963 Amount Saved by the Community by utilizing
$626,863
In-Person Visitors (YTD) 5,963 library materials (Fiscal YTD)
Services Imagination Library
VHS/Tape Conversion 0 Est. Eligible Children in Ottawa Co. 2,633
Genealogy Research Requests 4 Graduates 695
Reference Assistance Est. 889 Current Enrolled 978
Cost Per Child Per Year $31.20
Library Card Stats Excel High School
Total Library Card Holders 7,446 Graduates 12
Youth/Teen 919 Current Students 6
Cardholders who have Open Seats 0
582
shared tribal enrollment Applicants Waiting 2
Library Cards are FREE for anyone who lives, works, or goes to Per student cost is $1,100. We have no current seats available
school in Ottawa County, OK. until sponsorships come in.
Tribal Nation # of Cardholders Tribal Nation # of Cardholders
Cherokee 331 Peoria 23
Choctaw 22 Quapaw 27
Eastern Shawnee 22 Seneca-Cayuga 31
Miami 17 Shawnee 22
Modoc 8 Wyandotte 19
Ottawa 18 Other 42
Miscellaneous
Ottawa County Community Calendar Do you need a space to host an event? Or need more community partners? We
Are you on it yet? Contact Us! would love to see how we can help!! Reach out today!
READ IT, WATCH IT READING CHALLENGE!! Libraries with Heart!
Going on now through Nov. 30th!! Watch the movie, read the Hypertension is on the rise! Monitor your
book, and tell me which one is the best! Check it out on blood pressure by checking out a Blood Become a library
BEANSTACK! Pressure Kit from the Library! Or use the program pioneer!
Bring the Library to YOU! in-house machine
New at the Senior Center! Lead a program or
Hours!
We can present about library resources or do library card Fridays we now close at 5 pm! sponsor one today!
signups! First Thursday of the Month we open at
noon!
Events & Programs
Follow us on Facebook!
918-541-2292 200 N Main St
[email protected] www.miamipl.okpls.org Miami, OKPacket Page 8
Circ. Statistics July 1, 2026 - June 30, 2027
July Aug Sept Oct Nov Dec Jan Feb Mar April May June TOTALS
Physical Circulation
Adult/Teen PHYSICAL Materials 2,016 1,770 1,808 5,594
Children's PHYSICAL Materials 3,321 2,755 2,166 8,242
eBook Circulation
Youth Overdrive eBooks 42 34 46 122
Teen/Adult Overdrive eBooks 820 805 757 2,382
Adult ComicsPlus 1 13 6 20
Teen ComicsPlus 2 4 - 6
Youth ComicsPlus - 3 - 3
The Palace Project eBooks 4 12 1 17
TOTAL 2,550
eAudioBook Circulation
Youth Overdrive eAudioBooks 116 136 104 356
Teen/Adult Overdrive eAudioBooks 1217 1126 1,783 4,126
Unlimited Listens 2 NA NA 2
The Palace Project eAudioBooks 8 22 5 35
TOTAL 4,519
eSerial Circulation
Overdrive Magazines 126 83 82 291
Newsbank 407 213 235 855
TOTAL 1,146
Non Traditional Materials
*Activity Kit for Seniors 2 - - 2
*IN HOUSE USE 11 11 20 42
*DVD Player 1 - 2 3
*Excel High School 2 2 2 6
*Health Literacy 1 7 3 11
*Hotspot 34 34 30 98
*Intercity use only 2 - - 2
*Juvenile Activity Packet 17 8 6 31
*Juvenile Games 22 34 33 89
*Playaway Launchpad 14 11 9 34
*Portable CD Player 3 - - 3
*Teen Games 20 9 11 40
*Toniebox - 9 - 9
-
TOTAL 370
Overall Circulation TOTALS 8,211 7,101 7,109 - - - - - - - - - 22,421
Renewed Library Cards 64 58 68 190
New Library Cards 67 96 64 227Packet Page 9
Database Statistics
July 1, 2026 - June 30, 2027
Database July Aug Sept Oct Nov Dec Jan Feb Mar April May June TOTALS
Website 3,294 2,100 2,411 7,805
Heritage Hub 2 3 15 20
ebscoHost - - - -
HelpNow 7 27 11 45
JobNow 6 17 7 30
VetNow - 2 - 2
Beanstack 634 332 313 1,279
Genealogy Facebook - - - -
FamilySearch 12 5 20 37
Internet Archive 26 204 1,010 1,240
-
Total 3,981 2,690 3,787 - - - - - - - - - 10,458Packet Page 10
Tech Services July 1, 2026 - June 30, 2027
July Aug Sept Oct Nov Dec Jan Feb Mar April May June TOTALS
Jen's Numbers
Proctor 2 - 2 4
Front Desk Numbers
Computer Usage 392 591 618 1,601
Wi-Fi Usage 82 82 82 246
Hot Spot Checkouts 34 34 30 98
AWE Usage 173 173 173 519Packet Page 11
Door Counts July 1, 2026 - June 30, 2027
July Aug Sept Oct Nov Dec Jan Feb Mar April May June TOTALS
Door Counts
Small Meeting Room 161 75 65 301
Large Meeting Room 591 82 164 837
Door Counts 5,963 4,375 4,597 14,935
Off-Campus Program Attendance July 1, 2026 - June 30, 2027
Jul Aug Sept Oct Nov Dec Jan Feb Mar April May June TOTALS
Attendance
Off Campus
86 350 - 436
Attendance
Total People Served July 1, 2026 - June 30, 2027
Jul Aug Sept Oct Nov Dec Jan Feb Mar April May June TOTALS
Total People 6,049 4,725 4,597 - - - - - - - - - 15,371Packet Page 12
Cash Receipts FY 2026-2027
Jul-26 Aug-26 Sep-26 Oct-26 Nov-26 Dec-26 Jan-27 Feb-27 Mar-27 Apr-27 May-27 Jun-27 TOTALS
Printing $ 708.10 $ 702.75 $ 740.32 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 2,151.17
Fax $ 137.00 $ 277.00 $ 106.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 520.00
Replacement Cards $ 80.00 $ 60.00 $ 28.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 168.00
Fines $ 85.00 $ 70.95 $ 89.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 244.95
Fee Cards $ 80.00 $ 40.00 $ 40.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 160.00
(Outside Ottawa County)
Lost / Damaged
$ 31.90 $ 181.87 $ 38.50 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 252.27
Materials
ILL Fee $ 30.00 $ 21.00 $ 27.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 78.00
Laminate $ - $ 4.00 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 4.00
TOTAL $ 1,152.00 $ 1,357.57 $ 1,068.82 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 3,578.39
GRAND TOTAL $3,578.39
Donations $ 109.75 $ 248.60 $ 47.70 $ 406.05Packet Page 13
If in meeting
Location
Date Program Name room, select Attendance Programming Type Targeted Audience Off Campus Location
On/Off Campus
which one
9/1/2026 STEAM Social On Campus Large 4 Synchronous/Live Family
9/2/2026 Children's Story Time On Campus 7 Synchronous/Live Early Ed (0-5)
9/2/2026 bingo On Campus Large 11 Synchronous/Live Family
9/3/2026 Children's Story Time On Campus 14 Synchronous/Live Early Ed (0-5)
9/9/2026 Children's Story Time On Campus 10 Synchronous/Live Early Ed (0-5)
9/8/2026 Mosaic Coasters On Campus Large 8 Synchronous/Live Adult (19+)
9/10/2026 Children's Story Time On Campus 14 Synchronous/Live Early Ed (0-5)
9/16/2026 Children's Story Time On Campus 4 Synchronous/Live Early Ed (0-5)
9/17/2026 Children's Story Time On Campus 6 Synchronous/Live Early Ed (0-5)
9/22/2026 Papel Picado On Campus Small 3 Synchronous/Live Family
9/23/2026 Children's Story Time On Campus 6 Synchronous/Live Early Ed (0-5)
9/24/2026 Children's Story Time On Campus 13 Synchronous/Live Early Ed (0-5)
9/30/2026 Children's Story Time On Campus 7 Synchronous/Live Early Ed (0-5)Packet Page 14
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