Library Minutes January 8, 2019

January 2019 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

January 8, 2019

Meeting called to order by President, Kelli Wolf at 5:32 p.m.


Roll: Pam Allen, absent.  Denise Hiveley, yes.  Alice Sharp, yes.  Kelli Wolf, yes.  Dave Evans, (arrived at 5:33 pm), yes.

Director, Angie Strong, yes.

Absent: Pam Allen


Approval of Agenda:   [Additions or corrections- none]

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

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


Approval of Minutes:  Board Meeting minutes of December 11, 2018

Corrections: none

On a motion by Alice, 2nd by Dave, minutes of the December 11, 2018 meeting were approved as read.

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


Approval of Bills:

Special notes if any on claims: none.

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

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


Financial Report:

Detailed account is available upon request.




$              115.20  Fines/Fees

$               56.00   Fax Revenue

$               88.80  Copy Revenue

$               13.40  Mag/Books sold

$                0.00   Misc.

$              25.00  Meeting Room            

$             298.40  Total for month

$          2,046.03  Total year to date



Trust Fund Receipts:

$         00.00

$         00.00

$         00.00_ _____  

$         00.00  Total for the month

$     3,225.81  Total year to date



Library Donations:

$      1,048.50  Silent Auction

$          77.50  Silent Auction

$        100.00  Brian & Tami Bertini in honor of Paul & Rosemarie Bertini

$     1,226.00  Total for month

$     1,321.00  Total year to date






Circulation Report for the month of December


Items loaned in Dec. 2018             1,387               Average daily circulation   60

Items loaned in Dec. 2017             1,402               Open Access Items          122

Items loaned last month (Nov)       1,352                Access Plus Items             9


Internet Use: Public Access Computers – 370 & Wireless users – 921

Bridges Checkouts:  audiobooks-127 eBooks-131 streaming video-0 magazines – 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. The State Library of Iowa sent an email notice about the library’s current tier level status and accreditation expiration date. This year the library does not have to reapply for accreditation or tier level status.


  1. Congress has passed the Museum and Library Services Act of 2018, which reauthorizes the Institute of Museum and Library Services (IMLS) to provide federal funding to libraries and museums through 2023. The IMLS provides the State Library of Iowa approximately 40% of its operating budget, these resources will continue to help the State Library provide library services to all Iowa communities.


  1. Angie received an email from the State Library about circulation policies and inclusive language for library card requirements. The email encourages boards to review their policies to be sure that they include all residents of the community.   Some words such as “must provide or include” are exclusive.  Language such as “may include” and “allowing exceptions to be made when needed” is more appropriate.  Even though the board just revamped the circulation policy Angie has added it to the agenda to review again to make sure it is inclusive and applicable to all residents.


  1. The State Library has announced a new online resource for career services, test prep and software tutorials for Iowa libraries. Brainfuse will be replacing Learning Express (Learning Express is the current online resource for these topics).  Libraries will continue to have Learning Express through January 31.  More information about Brainfuse will be coming soon, as well as a tutorial on how to use the new database.  Once Angie is up to speed on it, she will present it to the board as a training opportunity.


Unfinished Business:


  1. Angie updated the board about the Boone County Supervisors meeting she attended on December 12. When a decision about funding is reached she will inform the board and the city.


  1. Angie has been recertified with the State Library of Iowa as a level three Public Library Director until December 2021. This certificate is an important part of the library’s accreditation process.
  2. A city budget meeting was held on January 5th. Since the library is not looking for a large increase in the budget, Mary Jo, the city clerk, told Angie that it was not necessary for her to attend.  She did not.  Angie will keep the board informed about the budget.


New Business:


  1. Angie requested permission for her and Steph to attend the Kid’s Matter conference April 5 in Ames. Cost is $70 for her and Steph to attend, which includes lunch. The breakout sessions will include topics for babies to teens, there are several topics that Steph and Angie are interested in.

On a motion by Denise, 2nd by Alice, to approve attendance for Steph and Angie to attend the Kid’s Matter conference.

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


  1. Angie presented the board with some options from Book Systems (the company who is in charge of the library’s circulation system Atriuum) for an updated card catalog. The new upgrades will show book covers of books, not just generic book covers like the current system.  It will also include first chapters, author notes, summaries and a table of contents which the current system does not.  There were three options, some with more features but also with higher costs.  The board and Angie decided to go with Snapshot Classic, which is $395 a year.  The other options were nice, but not necessary for the price.

On a motion by Denise, 2nd by Dave, to approve the upgrade of the library’s card catalog to Snapshot Classic.

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

carried; all ayes


  1. At the beginning of the meeting, the board was given an email from the State Library about inclusion for library card requirements. The board reviewed this section of the library’s circulation policy and made changes to it to be sure it is inclusive to all potential patrons.

On a motion by Alice, 2nd by Dave, to approve the circulation policy with the correction.

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

carried; all ayes


  1. Holiday closures for 2019 were discussed. The closures are as follows:
  • Monday, May 27 closed for Memorial Day.
  • Wednesday, July 3 closing at 5 pm, closed July 4.
  • Closing at 12 pm on Thursday, August 29, closed Friday, August 30, Saturday, August 31 and Monday, September 2 for Labor Day.
  • Monday, November 11 closed for Veteran’s Day.
  • Closing at 5 pm on Wednesday, November 27 closed Thursday, November 28, Friday, November 29 and Saturday, November 30.
  • Closed Tuesday, December 24 and Wednesday, December 25.
  • Closed Tuesday, December 31 and Wednesday, January 1, 2020.

On a motion by Dave, 2nd by Alice, the library will be closed for the aforementioned holidays for 2019.

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


Director’s Report:


The library is now officially book fine free.  The circulation system has been updated to not charge book fines and staff manually removed old book fines from patron accounts.  Items are set to be marked lost after 90 days.  Staff has also done overdues for January to remind patrons to return items

before they are marked lost.  So far Angie has not received a lot of feedback about the new policy but hopes to receive some after it is more widely known.


A copy of the Pages for All Ages schedule for January through April was given to the board.


Angie told the board that she was going to file the next form for Erate (60% discount is given to the library for internet service through this federal program).  Unfortunately, the next form will not be available to fill out online until January 16.


Upcoming programs include:

  • Adult Pinterest Party on January 10 at 7 pm. Featured craft is stuffed gnomes/snowmen.
  • Family Board Game Night on Friday, January 11 from 7 to 9 pm.
  • January Movie Night featuring Incredibles 2 on January 12 at 7 pm.
  • Puppet Performance at 1:30 pm on Sunday, January 13. Community is welcome to attend.
  • Chess Club on Monday, January 14 at 6 pm.
  • Early out Lego Crew on Wednesday, January 16 at 2:30 pm.
  • Adult Book Discussion on January 21 at 7 pm. We will be discussing A Light between Oceans by M.L. Stedman.
  • Adult Coloring on Thursday, January 24 at 7 pm.
  • Monday, February 4 Chess Club at 6 pm.
  • Thursday, February 7 is Adult Pinterest.
  • Teen after Hours on Friday, February 8th from 7 to 10 pm.
  • February Movie Night on Saturday, February 9 at 7 pm. We will be showing Christopher Robin.


Angie will include her written yearly evaluation when she sends out next month’s minutes.


Board Comments:  None


Items to be discussed at the next board meeting:


Next Council meeting to attend:  January 21, 2019 at 5:30 pm with board member Dave to attend.


Adjourn Meeting

On a motion by Alice, 2nd by Denise, meeting adjourned at 6:26 pm

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


Next regular Board meeting will be: Tuesday, February 12, 2019


Angie Strong, Director