Library Minutes November 13, 2018

November 2018 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

November 13, 2018

Meeting called to order by President, Kelli Wolf at 5:30 p.m.

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

Director, Angie Strong, yes.

Absent: None

Approval of Agenda:   [Additions or corrections- none]

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

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


Approval of Minutes:  Board Meeting minutes of October 9, 2018

Corrections: none

On a motion by Pam, 2nd by Dave, minutes of the October 9, 2018 meeting were approved as read.

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


Approval of Bills:

Special notes if any on claims: The women’s restroom toilet stopped flushing and a new valve kit was needed to fix it.  A sewer backup also occurred and needed to be cleaned out.  Both jobs were done by Kevin Evans and were already paid.  Angie also wanted the board to know that the front doors will need to be repaired again due to the door closers not working properly.  Midwest Technologies also replaced the last old security camera.

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

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


Financial Report:

Detailed account is available upon request.



$             116.55  Fines/Fees

$               28.50  Fax Revenue

$               76.10  Copy Revenue

$                2.30   Mag/Books sold

$                0.00   Misc.

$            100.00  Meeting Room            

$            323.45  Total for month

$         1,454.28  Total year to date

Trust Fund Receipts:

$     1,797.93  Direct State Aid

$         00.00

$         00.00_ _____  

$     1,797.93  Total for the month

$     2,647.93  Total year to date

Library Donations:

$           40.00  Gen’l donation from Linda Romitti

$            5.00   Computer chair            ________

$           45.00  Total for month

$           70.00  Total year to date





Circulation Report for the month of October

Items loaned in Oct. 2018             1,554               Average daily circulation   68

Items loaned in Oct. 2017             1,684               Open Access Items         137

Items loaned last month (Sep)       1,564                Access Plus Items           13

Internet Use: Public Access Computers – 582 & Wireless users – 1,352

Bridges Checkouts:  audiobooks-116 eBooks-146 streaming video-0 magazines – 27

[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 library received its Direct State Aid for this fiscal year. Attached with the check was a note from the State Librarian, Michael Scott.  The letter explained that this year’s check reflects 6.48% increase from last year. (The library received $1,797.93 this year in comparison to last year which was $1,689.87) Also included was a request to have the library sign up to have checks from the State Library direct deposited.  Angie gave the direct deposit form to Mary Jo, the city clerk and it was submitted to the State Library.  The Open Access/Interlibrary loan reimbursement check was also received a few weeks later.  ($577.88 was received this year.  Last year was $688.95)  The amount was lower this year due to the library not sending out as many interlibrary loans and book discussion sets.
  1. Angie gave the trustees a Washington Post article titled Want to Defend Democracy? Start With the Public Library by Katrina Vanden Heuvel. The article highlights the fact that libraries provide trustworthy information in an era of misinformation and “fake news.”  Local libraries are struggling to stay open in some communities but are the most widely used city and county resource.  Libraries are essential for communities as they provide the underserved a chance to be served and are a shared space for community members and help bring people together.

Unfinished Business:

  1. Angie prepared a rough draft of the book fine free policy/circulation table that has been discussed over the last few months and sent it to the trustees to review before the meeting. Entertainment type materials will still have fines, on some of those materials the fine will increase from .10 per day, per item late, to .50 per day, per item late.  The policy spells out how damaged, lost and overdue materials will be handled, prior late fines and the difference between fines and fees.  A few additions/corrections were made.  The board wants to implement this new fine free book policy on January 1, 2019.

On a motion by Pam, 2nd by Dave, to approve the new fine free policy.

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

Angie also updated the circulation table with the new structure.

On a motion by Denise, 2nd by Pam, to approve the updated circulation table.

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

Both of these policies are a part of the library’s circulation policy.  Angie will review

the circulation policy and present any changes to the board at the December meeting.  The fine free policy and circulation table will be sent to the council to review for their next meeting.

  1. At the October meeting, a draft of a new security camera policy was given to the trustees to review. A few corrections were made.

On a motion by Denise, 2nd by Pam, to approve the security camera policy with the corrections.

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

  1. A draft of the new FY 19-20 budget was presented at the last meeting.

On a motion by Pam, 2nd by Dave the board approves a rough draft of the FY 19-20 budget.

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

carried; all ayes.

  1. A library staff meeting has been scheduled for Thursday, November 15 at 6 pm. The adult coloring program will still be held at 7 pm.  Angie will review confidentiality, interlibrary loan, social media and shelving issues at the meeting.
  1. Angie showed the board how to check out the new magazines available through Bridges. (Bridges is the library’s downloadable eBook and audiobook platform) She also showed the Tumblebooks (kid’s eBook platform) database and its features. This was done as a part of trustee training that is needed for accreditation.


New Business:


  1. Amy Kniffen was given her annual yearly evaluation.
  1. The three Boone County libraries will be meeting on December 12 to discuss county funding with the Boone County Supervisors for fiscal year 19-20. This year the libraries are asking for $125,000, which would put Boone County closer to the state average of $18.54 per capita. (Currently Boone County libraries receive $11.37 per capita, which is in the lower tier of funding in the state.)  The supervisors will be given the Madrid Library’s annual report as well as other county library statistics.  Angie will update the board after the meeting as well as other city officials.
  1. The board was given a list of the Library Board meeting dates for 2019. (Second Tuesday of every month) Angie discovered that the May meeting and a band/vocal concert at the school is also scheduled for that evening.  Angie requested that the board meet at 5 pm.

On a motion by Pam, 2nd by Alice the board approves to meet at 5 pm on May 14, 2019 instead of the usual 5:30 pm.

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

carried; all ayes

  1. Angie has changed the donations procedure for the library. People wanting to donate books or other materials to the library can still do so but some items will no longer be accepted such as videos and textbooks.  Angie wanted to make the board aware of the changes.


  1. It is time to start the E-Rate process for fiscal year 19-20 (federal program that gives discounts on internet to libraries and schools). Angie has filed the first form in the process.



Director’s Report:

Madrid Area Chamber of Commerce has changed the Christmas Extravaganza for this year.  Instead of it being held on December 3, it is now being held all day on Saturday, December 1.  The library will be open from 9 am to 6 pm that day so people can come and see the Avenue of Trees in the library’s meeting room.  The annual library silent auction will be on display.  The library will be showing the movie How the Grinch Stole Christmas on a continuous loop from 12 pm to 6 pm.  Cookies and cider will be served from 3 to 6 pm.  Since Angie will be working 12 to 6 pm and the library is showing a movie on that Saturday, the monthly movie night for December has been cancelled (which was scheduled on December 8).

The library’s annual silent auction will be held from Tuesday, November 27 through Tuesday, December 4.  The library has received many nice donations from area businesses as well as individuals.

Trick or Treat at the library was very successful again this year with 176 kids and 87 adults who attended.  The early out movie in October had 55 in attendance and 60 attended early out gaming afternoon.

Upcoming programs include:

  • Adult Coloring on Thursday, November 15 at 7 pm.
  • Family Board Game Night on Friday, November 16 from 7 to 9 pm.
  • Chess Club will be Monday, November 19 from 6 to 7 pm
  • Adult Book Discussion on November 19 at 7 pm.
  • Early-out Crafternoon on Wednesday, November 28 at 2:30 pm.
  • Adult Pinterest Party on Thursday, December 6 at 7 pm.
  • Chess Club on Monday, December 10 at 6 pm.

Board Comments:  None


Items to be discussed at the next board meeting:

Circulation policy, fine free policy


Next Council meeting to attend:  November 19, 2018 at 5:30 pm with board member Denise to attend.

Adjourn Meeting

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

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


Next regular Board meeting will be: Tuesday, December 11, 2018

Angie Strong, Director