Library Minutes November 14, 2017

November 2017 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

November 14, 2017

Meeting called to order by President, Dave Evans 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- Under New Business – add Avast Educational Anti-virus proposal]

On a motion by Denise, 2nd by Pam, agenda approved with the addition.

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


Approval of Minutes:  Board Meeting minutes of October 10, 2017

Correction – Under Correspondence and Communications remove the dollar sign in front of 17.7%

On a motion by Alice, 2nd by Kelli, minutes of the October 10, 2017 meeting were approved with the correction.

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


Approval of Bills:

Special notes if any on claims: The mats from Cintas were not replaced in October, Angie contacted Fred and was told a set of keys would be needed so they can replace the mats early in the morning.  Angie will make a set and give them to Fred.  This month there is not a bill for Cintas and it will be removed from the claims sheet.

On a motion by Pam, 2nd by Alice, bills were approved with the removal of the Cintas bill.

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


Financial Report:

Detailed account is available upon request.




$               93.00  Fines/Fees

$               44.00  Fax Revenue

$             105.80  Copy Revenue

$                2.45  Mag/Books sold

$                0.00   Misc.

$             50.00   Meeting Room            

$            295.25  Total for month

$         1,314.55  Total year to date


Trust Fund Receipts:

$          688.95   Open Access/Interlibrary Loan reimbursement

$           00.00

$­_____  _________________________   

$         688.95   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


First half of county allocations – $9,000


Circulation Report for the month of October


Items loaned in October 2017     1,684                     Average daily circulation 65

Items loaned in October 2016     1,830                     Open Access Items 131

Items loaned last month (Sept.)  1,767                      Access Plus Items 18


Internet Use: Public Access Computers – 1,010 & Wireless users – 1,441

Bridges Checkouts:  audiobooks-116 eBooks-129 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. Angie received an email from USAC (the company that is in charge of the federal

E-rate program) letting Angie know that the final form in the process had not been filed.  Angie thought she had submitted Form 486 but after logging back into USAC she discovered it did not go through.  The email warned of a reduction in funding if not filed within two weeks of the sent email.  Angie completed Form 486 again right away and this time USAC has verified acceptance of the form.  Now that this form has been accepted, Angie is hopeful the release of funds for this funding year will begin soon.  Angie will let the board know when the e-rate discounts will go into effect.



Old Business:


  1. At this time Angie has not been notified of any upcoming budget meetings with the city. She attended the council meeting on November 6th but was late due to the fact she had another meeting prior to that one.  If there is any discussion about the budget meeting at the November 20th council meeting Angie will notify the board.


  1. At last month’s meeting, Angie showed the board the new city/library website. Angie has added all the library events for November, December and most of January to the calendar feature.  The card catalog link has been moved for ease of patron use.   Angie still needs to update a few of the policies on the site as well as adding minutes and agendas from past meetings.  There are still a few things Angie is not comfortable with yet but is receiving help from Jacque Pohl and hopes to be fully up to speed on it soon.  Angie also needs to get Steph signed on as an administrator to help with the website as well, which she hopes to do soon.


  1. Angie sent a copy of the accreditation standards to the board for them to review. In order to be fully accredited a library needs to meet all the tier level standards as well as 20 of 38 non-tier standards.  This application is due to the State Library on February 28, 2018 and will be filed online.  The online application will not be available until mid-December, Angie wants to start the process as soon as possible in order to finish before the deadline in case there are any standards that would need corrected.  Questions about the standards were discussed.  The Central District library consultant, Maryann Mori, also sent Angie a reminder that accreditation is due soon and that there are a few big things that need to be done and can’t be done at the last minute.  Those standards have already been done.


  1. At the October meeting, discussion was focused on the AED machine and whether or not Steph and Angie could train the rest of the staff on how to use it.   Angie was asked to contact city attorney John Jordan about this.  John’s response was that it would be in the best interest of the library that all staff, now and in the future, be certified.  Angie has looked into training and has found an online option.  Cost would be $19.95 a person and staff would be able to do this during scheduled work time.  When new staff are hired the online option is quick and simple.  Steph also received information from a Red Cross trainer, Steph contacted this person but never received a response back.  Angie is hoping to have the staff certified after the holidays.

On a motion by Pam, 2nd by Alice, to go ahead and use the online certification for library employees for CPR/AED.

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


New Business:


  1. A new possible database was presented to the board. A to Z World Food database was shown.  This database includes recipes from around the world, food articles, glossaries, as well as ingredient articles.  Angie and Steph looked at the site and feel there are other free sites that accomplish the same goals. Also the library’s new suite of databases has a culinary section similar to this product. The board was also in agreement with Angie and Steph’s assessment so the board is not interested in purchasing this product.


  1. Angie has asked City Clerk Mary Jo Reese about possibly being a part of the new records retention software system (ImageTek) the city is looking to acquire. (Minutes and other important data would be stored in the cloud).  The library would have to purchase a scanner and part of the software/maintenance if the library would like to be a part of the service.  The board questioned why the library would have to purchase another scanner since we already have two of them. The board also voiced concern about the system being hacked since storage is on the cloud.  Angie said that even the library’s circulation system could be hacked, nothing is 100% safe.  Angie was asked if the city is looking at other companies for this service, Mary Jo told Angie that Koch Brothers was also going to present a quote. The board is interested in this service but wants to table this topic until more information is acquired.


  1. The board reviewed the Website and Social Networking Policy. A few corrections were made.

On a motion by Kelli, 2nd by Denise, to approve the Website and Social Networking Policy with the corrections.

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


  1. The board reviewed the Fair Labor Standards Act as a part of accreditation.

On a motion by Denise, 2nd by Pam, the board has reviewed the Fair Labor Standards Act as required by the accreditation standards.

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


  1. The library received $688.95 from Open Access/Interlibrary reimbursement this year, last year the library received $769.80.


  1. On October 18, the library had two incidents that needed assistance from the police department. First a patron fell outside in the parking lot and needed medical assistance.  A patron coming into the library called Police Chief Rick Tasler and he came and provided medical assistance to the woman.  She went to Boone County Hospital and received several stitches to the cut on her head.  Amy was alone at the time and was apprised of the situation by the patron who called the chief.  Later that same afternoon two boys were fighting outside on library grounds.  Robin was on duty at the time and called the police to break up the fight.  She was also at the library alone and could not leave the building.  An officer came over and took care of the situation by calling the parents of the boys involved.  The boys were then also not allowed back at the library for one week due to the incident.


  1. The three Boone County libraries will be meeting on November 29 to discuss county funding with the Boone County Supervisors for fiscal year 18-19. 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 2018. (Second Tuesday of every month) At this time it looks like no day or time changes will be need to be made.


  1. In August Angie informed the board that the anti-virus software the library uses (Avast Educational version) would no longer be free to non-profits. Angie was presented an option to receive a 75% percent discount on this software if the library would acquire 16 licenses for three years.  The non-discounted price is $1,007.84 after the discount it would be $251.96.  Angie thinks this is a great deal as does the board.

On a motion by Pam, 2nd by Alice, to purchase a three year license for the Avast antivirus software for the library’s computers.

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

Angie will fill out the needed information for the licenses and it looks as if the             library will be sent a bill with net 30.


Director’s Report:


A staff meeting was held on Saturday, November 11.  Many items were discussed such as interlibrary loan procedures, proper placement of materials and the importance of promoting the new Gale databases.  Angie also informed the staff of certification on the AED machine.  Angie also presented the staff a new incident form to document any major incidents at the library.


The library’s annual silent auction will be held from Tuesday, November 28 through Tuesday, December 5.  The library has received many nice donations from area businesses as well as individuals.  Angie will start setting up the auction the Monday after Thanksgiving but bidding won’t start until Tuesday the 28th.


Angie reminded the trustees to each bring 2 dozen cookies for the Christmas Extravaganza/Open House on Monday, December 4th.   Denise and Alice will be helping during the Open House.  The Avenue of Trees will be on display again this year in the library’s meeting room.  Trees will be arriving on Thursday, November 30th.  The library trustees are decorating a tree this year and the library staff will be decorating a wreath for the event.  Angie and the trustees will be decorating the tree and setting up the tables and lights for the Avenue of Trees at 5 pm on Wednesday, November 29th.


Trick or Treat at the library was very successful again this year with 276 participants.  International Game Day was held on November 4th with 18 in attendance.  Robotics on November 7th was cancelled due to a scheduling conflict but will be rescheduled.



Upcoming programs include:

  • Adult Coloring on Thursday, November 16th at 7 pm
  • Adult Book Discussion on Monday, November 20th at 7 pm.
  • Robotics on Tuesday, November 28th from 6:30 to 8 pm.
  • Early out STEM program on Wednesday, November 29th at 2:30 to 3:30 pm
  • Pinterest on Thursday, December 7th at 7 pm.
  • December Movie Night on Saturday, December 9th at 7 pm with the showing of A Christmas Story.
  • Chess Club on Monday, December 11th at 6 pm.


In an effort to reach more children in the community, Steph has scheduled an evening family story time on January 11th at 6:30 pm.  Also, Steph has scheduled a program on how to use the library’s new preschool coding system called Cubetto.  That program will be held on January 25th at 6:30 pm.  The Cubetto was purchased through a grant from the Lowrey Trust.


Board Comments: Denise may be late to the December board meeting


Items to be discussed at the next board meeting:

Library budget, Records retention, County Supervisors meeting


Next Council meeting to attend:  November 20, 2017 at 5:30 pm with board member Denise to attend.


Adjourn Meeting

On a motion by Pam, 2nd by Kelli, meeting adjourned at 6:57 pm

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



Next regular Board meeting will be: Tuesday, December 12, 2017


Angie Strong, Director