Library Minutes January 12, 2021 – draft

January 2021 minutes -draft


Minutes of the Madrid Public Library Board of Trustees Meeting:

January 12, 2021

Meeting called to order by President, Pam Allen at 5:32 p.m.  This meeting was held via Zoom due to the Covid-19 pandemic.


Roll: Alice Sharp, yes. Kelli Wolf, (arrived at 6:05 pm) yes. Dave Evans, yes. Denise Hiveley, yes.

Pam Allen, yes. Director, Angie Strong, yes.

Absent: none


Approval of Agenda:   [Additions or corrections- none]

On a motion by Dave, 2nd by Alice, to approve the agenda as presented.

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


Approval of Minutes:  Board Meeting minutes of December 8, 2020.

Corrections: none.

On a motion by Denise, 2nd by Alice, minutes were approved as presented.

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


Approval of Bills:

Special notes if any on claims: None

On a motion by Alice, 2nd by Dave, the bills are approved as presented.

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


Financial Report:

Detailed account is available upon request.


Receipts for December (modified hours and services due to Covid-19)


$         6.40   Fines/Fees

$       33.00   Fax Revenue

$       83.40   Copy Revenue

$         0.20   Mag/Books sold

$       00.00   Misc.

$       23.00   Guilt jar proceeds

$       00.00   Meeting Room    

$      146.00  Total for month

$      655.29  Total year to date


Trust Fund Receipts:

$        50.00  E-book content credit donation

$__   500.00_Camille & Robert Wagaman – kids books

$       550.00 Total for the month

$    4,945.76 Total year to date


Library Donations:

$        7.39  Angie Strong duplicate book purchase (Can I Be Your Dog)

$___  00.00______    

$        7.39  Total for month

$      79.81  Total year to date



Circulation Report for the month of December


Items loaned in Dec. 2020            931                  Average daily circulation   44

Items loaned in Dec. 2019          1,392                 Open Access Items          76

Items loaned last month (Nov)      931                   Access Plus Items           21

Internet Use: Public Access Computers – 182 & Wireless users – 478

Bridges Checkouts: audiobooks-82 eBooks-187 streaming video-0 magazines-3

[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. Angie received an email from the State Library about the Bridges consortia (downloadable e-books and audiobooks) statistics for the year 2020. The most popular downloaded e-books and audios were listed.  Total number of checkouts and the total of unique users for the year were also mentioned.


Unfinished Business:


  1. The interior lights were discussed again. Angie submitted the request for a budget amendment to help cover the cost.  Mayor Brown told Angie that Alliant would possibly be able to help with some of the cost, but the entire library would have to have all of the lights switched to LED.  The current proposal is just for the library side.  At the last council meeting, Mayor Brown asked Angie if the library was willing to do a two month study in order to receive help from Alliant.  Angie agreed to the study, but at the time of the meeting had not received the information about it from the mayor.  Until more information is gathered, the topic was tabled until next time.


  1. Review of the reopening plan was discussed. At this time no changes will be made.


  1. Angie attended the Boone County Supervisors meeting on December 16th. When a decision about funding is reached, she will inform the board and the city.


  1. Next week, Angie will focus all her efforts on completing and uploading the necessary documents to the State Library for the library’s accreditation renewal. The renewal is due February 28th, 2021.  It will take several days to gather this information and submit it.


New Business:


  1. Holiday closures for 2021 were discussed.  The closures are as follows :
  • Monday, May 31 closed for Memorial Day.
  • Closed Monday, July 5 (July 4 is on a Sunday so the day off will be observed on Monday as per the city handbook).
  • Closing at 12 pm on Thursday, September 2, closed Friday, September 3, Saturday, September 4 and Monday, September 6 for Labor Day.
  • Thursday, November 11 closed for Veteran’s Day.
  • Closing at 5 pm on Wednesday, November 24 closed Thursday, November 25, Friday, November 26 and Saturday, November 27.
  • Christmas Eve and Day are on Friday and Saturday and are paid holidays. Angie is unsure which day will be taken off for Christmas Day since it is on Saturday.
  • Closed Friday, December 31 and Saturday, January 1, 2022.


On a motion by Denise, 2nd by Dave, the library will be closed for the aforementioned holidays.  A decision about what days the library will be closed for Christmas will be determined at a later date.

Roll: Pam; yes. Dave; yes. Denise; yes. Alice; yes. Kelli; yes.

Motion carried; all ayes.


  1. Angie presented the board a quote for providing internet hot spots for check out.    This quote was from T-Mobile.  The quote included the hot spot device for free (if stolen the library would have to purchase another one), unlimited data, usage statistics and web filtering.  If the library went with this plan the library would have to sign a two year agreement. Angie suggested starting with two hot spots for circulation to see how it goes.  Angie is unsure how reliable T-Mobile would be in this area.  Angie asked Kelli and Denise if they knew what provider the school is using for their hot spots.  Kelli was going to find out.  Angie is looking at gathering quotes from Verizon and US Cellular as well.  When the library moves forward with this project Angie/Amy are looking at writing a grant to help pay for it.


  1. Creativebug is a database that offers online video arts and crafts workshops and techniques. There are thousands of classes with new classes added daily. Downloadable patterns, templates and recipes are included.  If the library provides this database it could be a helpful tool for grab and go kits.  The library could purchase necessary items and then patrons could log into Creativebug and watch the video on how to create what’s in the bag.  The cost is $500.00 a year. If we sign up for three years the library can lock in $500.00 each year without any increases.  With the three year option we could cancel after year 1 or 2 without penalty and not be billed further.  Angie would like to try to get a grant for this service.  The library will apply for a grant, but will use direct state aid monies to purchase it now.   It was originally planned that a portion of direct state aid money would be spent on a replacement computer. If the grant is not awarded, that money would cover the database and a computer would not be purchased.

On a motion by Kelli, 2nd by Denise, to approve the purchase of a three year subscription to the Creativebug database.

Roll: Pam; yes. Dave; yes. Denise; yes. Alice; yes. Kelli; yes.

Motion carried; all ayes.


  1. The board reviewed the Circulation Policy and Fines Table.

On a motion by Denise, 2nd by Alice, to approve Circulation policy and Fines Table as presented.

Roll: Dave; yes. Alice; yes. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes.


Director’s Report:


The second form in the E-rate process (internet discounts) will be available to fill out starting January 15.  It will be done shortly after that date.


Early out grab and go kits are available again now that school is back in session.  An adult/teen kit will be available soon.


Upcoming programs include:

  • Adult Book Discussion via Zoom on Monday, January 18 at 7 pm. We will be discussing A Gentleman in Moscow by Amor Towles.


Board Comments:  none


Items to be discussed at the next board meeting: reopening plan, library lights, hot spots, accreditation and possibly the Christmas holiday closures.


Next Council meeting to attend: February 6, 2021 at 10 am.


Adjourn Meeting

On a motion by Alice, 2nd by Denise, meeting adjourned at 6:50 pm.

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


Next regular Board meeting will be: Tuesday, February 9, 2021.


Angie Strong, Director




These are draft minutes and have not been approved by the board.