Library Minutes December 12, 2017

December 2017 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

December 12, 2017

Meeting called to order by President, Dave Evans at 5:30 p.m.


Roll: Pam Allen, yes. Denise Hiveley, absent.  Alice Sharp, yes.  Kelli Wolf, absent.  Dave Evans, yes.

Director, Angie Strong, yes.

Absent: Denise Hiveley and Kelli Wolf


Approval of Agenda:   [Additions or corrections- Under New Business – add City Personnel Handbook & under Director’s Report – potluck]

On a motion by Pam, 2nd by Alice, agenda approved with the additions.

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; absent. Dave; yes. Motion carried; all ayes.


Approval of Minutes:  Board Meeting minutes of November 14, 2017

On a motion by Alice, 2nd by Pam, minutes of the November 14, 2017 meeting were approved as read.

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; absent. Dave; yes. Motion carried; all ayes.


Approval of Bills:

Special notes if any on claims: The automatic doors needed repair again.  Two transmitters were replaced, the total cost was $410.74.  Mary Jo, the city clerk, sent Angie an email about the city purchasing sidewalk salt for the library. (The library’s portion is $152.50) The board would like Angie to talk to Mary Jo about why the library is being billed for this and have not been charged for it in the past.  They would also like to know if this will be a yearly expense so the board can budget for this in the future.  This bill will be on next month’s claim sheet.

On a motion by Alice, 2nd by Pam, bills were approved as presented.

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; absent. Dave; yes. Motion carried; all ayes


Financial Report:

Detailed account is available upon request.




$             176.59  Fines/Fees

$               37.00  Fax Revenue

$               82.20  Copy Revenue

$               12.00  Mag/Books sold

$                0.00   Misc.

$             75.00   Meeting Room            

$            382.79  Total for month

$         1,697.34  Total year to date


Trust Fund Receipts:

$           00.00

$           00.00

$­_____  _________________________   

$           00.00  Total for the month

$      5,958.07   Total year to date


Library Donations:

$           00.00

$           00.00___________________

$           00.00   Total for month

$          310.00  Total year to date





Circulation Report for the month of November


Items loaned in November 2017     1,607                  Average daily circulation  77

Items loaned in November 2016     1,857                  Open Access Items        130

Items loaned last month (Oct.)       1,684                   Access Plus Items           8


Internet Use: Public Access Computers – 817 & Wireless users – 1,195

Bridges Checkouts:  audiobooks-92 eBooks-112 streaming video-0

[Open access: all patrons not in our tax locale: ex. Dallas County, Polk County, and other towns.

Access Plus: items requested from our library sent to other libraries.  Both of these programs are partly reimbursed by state funding programs.]



Public Concerns:

            In order to give equal time to everyone, each person to address the Board will have a maximum time of 15 minutes each.  This guideline is used only if there has not been an official request to appear before the board prior to a meeting.

            None to report



Correspondence and Communications:


  1. Nothing to report.



Old Business:


  1. At this time Angie has not been notified of any upcoming budget meetings with the city.


  1. At last month’s meeting, Angie discussed using an online certification for the AED machine. The board approved of this option.  Angie plans to go ahead with this purchase after the holidays.  This is a self-paced class and the staff will have 30 days to complete the certification.  If someone fails the test the first time they can retake it at no cost.  Angie asked the board if they would like to use estate money to pay for this or use the miscellaneous account.  Since it is such a small amount ($19.95 per person times 5 staff members) the board would like to use the miscellaneous account for this.

On a motion by Pam, 2nd by Alice, to use the miscellaneous account to pay for the AED certification for staff.

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; absent. Dave; yes. Motion carried; all ayes.



  1. Angie and the other Boone County library directors met with the Boone County Supervisors on November 29 to discuss county funding for fiscal year 18-19. Our libraries are respectfully asking for $135,000 (Boone receives 65%, Madrid 20% and Ogden 15%).  If this increase is given it will put the Boone County libraries closer to the state average of $17.89 per capita (currently the county is at $10.77 per capita)  This year two new supervisors are on the board and asked questions in regards to funding.  All three libraries reiterated that a lot of county residents are using libraries especially for the internet speeds and other computer related needs and checking out materials.  When a decision has been made about funding Angie will let the board and other city officials know.




  1. At the November meeting, discussion was focused on the library being a part of the records retention program through the city.  Mary Jo, the city clerk, was able to set up a demonstration of Koch Brother’s software retention system and Angie was able to participate.  Angie asked if the library would have to purchase a scanner for this system and was told that the library could use existing machines.  A quote for this system has not been received yet.  Also, Angie has not had a chance to look at the ImageTek system that the city already has a quote for.  When a decision has been made about which system the city would like to use, it will not be implemented until after the new fiscal year which begins on July 1, 2018.  This topic will be revisited.


  1. Angie is now able to start filing the needed paperwork necessary for the library’s accreditation. The State Library of Iowa has opened this document to file online.  Angie is wanting to complete it before the deadline of February 28, 2018, in case there are any tier levels that are not being met so she can correct them before the deadline.  Just like the annual survey this will be a time consuming project.


  1. It is time to start the E-Rate process for fiscal year 18-19 (federal program that gives discounts on internet/phone services to libraries and schools). Angie will start by filling out the first form (Form 470) in the next few weeks.  Angie is also hoping that funding for the current fiscal year will start soon as well.




New Business:


  1. Amy Kniffen was given her annual yearly evaluation.


  1. The board reviewed the City of Madrid’s personnel (employee) handbook. This is what the library follows as its personnel policy.

On a motion by Pam, 2nd by Alice, the board has reviewed and the library will follow the city’s personnel handbook.

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; absent. Dave; yes. Motion carried; all ayes


Director’s Report:


The library’s silent auction has raised over $1,000 so far, some items have not been picked up yet and Angie thinks the total will be over $1,200.  Angie will give a final total at the next board meeting.  Last year the library raised about $1,300 from the auction.


The Christmas Extravaganza was held on Monday, December 4.  Angie thanked the board for the cookies and help with the library’s open house.  336 people came to the library that evening.


Upcoming programs include:

  • Robotics on Tuesday, December 12th from 6:30 to 8 pm.
  • Early out Cookie Decorating program on Wednesday, December 13th at 2:30 to 3:30 pm
  • Adult Coloring on Thursday, December 14th at 7 pm.
  • Adult Book Discussion on Monday, December 18 at 6 pm.
  • Pinterest on Thursday, January 4th at 7 pm.


The city is having a potluck for city employees on Thursday, December 21 at noon.

City hall will be closing that afternoon.  Since she wasn’t given much notice about this, Angie felt that it was not in the library’s best interest to close.  Angie wanted to let the board know that the library will be open regular hours on that day and employees that want to attend will be able to in shifts, to keep the library open.




Board Comments:


Items to be discussed at the next board meeting:

Library budget, Records retention


Next Council meeting to attend:  December 18, 2017 at 5:30 pm with board member Pam to attend.


Adjourn Meeting

On a motion by Alice, 2nd by Pam, meeting adjourned at 6:20 pm

Roll: Pam; yes. Denise; absent. Alice; yes. Kelli; absent. Dave; yes. Motion carried; all ayes


Next regular Board meeting will be: Tuesday, January 9, 2018


Angie Strong, Director