Library Minutes October 9, 2018

October 2018 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

October 9, 2018

Meeting called to order by President, Kelli Wolf at 5:29 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 Denise, 2nd by Alice, 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 September 11, 2018

Corrections: none

On a motion by Dave, 2nd by Pam, minutes of the September 11, 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: none.

On a motion by Pam, 2nd by Dave, 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.




$             116.99  Fines/Fees

$               32.50  Fax Revenue

$             107.85  Copy Revenue

$                4.20   Mag/Books sold

$                0.00   Misc.

$              50.00  Meeting Room            

$            311.54  Total for month

$         1,130.83  Total year to date



Trust Fund Receipts:

$         20.00  Cyndi Ringgenberg – nonfiction book for library

$         00.00

$         00.00_ _____  

$         20.00  Total for the month

$       850.00  Total year to date



Library Donations:

$           25.00  Friends of the Madrid Library purchase of left over book sale books

$           00.00                 ________

$           25.00  Total for month

$           25.00  Total year to date



Circulation Report for the month of September


Items loaned in Sept. 2018             1,564               Average daily circulation   68

Items loaned in Sept. 2017             1,767               Open Access Items         115

Items loaned last month (Aug)        1,916                Access Plus Items           19


Internet Use: Public Access Computers – 599 & Wireless users – 1,589

Bridges Checkouts:  audiobooks-85 eBooks-131 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. The Madrid Library’s eBook/audiobook platform through the State Library named Bridges is now offering magazines for check out. This feature will be available for a year.  There are approximately 80 different titles available.  They have no wait lists or holds, do not count towards checkout limits, and can be renewed.  They will have the same checkout periods as other materials and titles will be automatically returned at the due date.  After the year trial period is up, the State Library will gauge patron interest and usage and will determine if it will be a permanent feature of Bridges.  At this time there is no cost for this, but if it is successful, there may be an added cost for this service.


Unfinished Business:


  1. Kelli was able to talk to the mayor after the last meeting about the library ordinances that needed to be corrected. Ordinance #483 was put on the agenda at the September 17 meeting for the first reading and to set the public hearing.  At the October 1 meeting the readings and approval of Ordinance 483 occurred.  The library’s ordinances are now corrected.


  1. Book fines were the focus again by the trustees. At the last meeting it was decided that ideas for a policy were to be presented at tonight’s meeting.  The consensus of the board is that the library adopt a no book fine policy but patrons would still be responsible for any lost or damaged materials.  DVD’s will continue to have fines as well as other entertainment type materials.  The fine amounts for those items will be changed.  There will be no grace period for any materials.  All materials will be marked lost at 90 days.  There would be no checkouts until items are returned or replaced.  Accounts with fines $10.00 and over will not be allowed to check out, the current amount is $5.00.  Angie will create a new policy and will send it out to the trustees for review before the next meeting.  Once a policy has been created it will be presented to the council for approval.


  1. Angie finished the annual survey for the State Library of Iowa at the end of September. Angie has created the annual report for the board, as well as the City Council and Boone County Board of Supervisors.  The information included in the report was taken directly from the annual survey which covers fiscal year July 1, 2017 through June 30, 2018.






New Business:


  1. Angie and the trustees prepared a draft of next year’s fiscal year budget (19-20). This draft will be reviewed and voted upon at the next meeting.


  1. Steph Fogarty and Janna Allbee were given their yearly written evaluations.


  1. Angie has created a security camera policy for the board to review for the November meeting. Each trustee was given a draft copy of the policy as well as a part of the Iowa Code that is referenced in the policy.  Any corrections or changes will be discussed at the next meeting.


  1. The library’s proctoring policy was reviewed, a small correction was made.

On a motion by Denise, 2nd by Pam, to approve the proctoring policy with the correction.

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


  1. Angie is respectfully asking the board if it would be possible to close early or open late for a staff meeting sometime in November. Other libraries close for such meetings and it may make the scheduling easier.  A specific date has not been determined yet but Angie wanted to get input before going ahead.

On a motion by Pam, 2nd by Dave, to approve possibly closing early or opening late for a staff meeting at the director’s discretion.

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


  1. Trustee training will occur again in November. (3 to 5 hours a year of trustee training is needed for accreditation) Angie has decided that she will demonstrate the library’s Tumblebook database and will show the new magazines available through the Bridges consortium and how to check them out.


Director’s Report:


The library’s open house will be held on December 3 from 6 to 8 pm.  Denise and Alice will help serve refreshments.  All board members are asked to bring 2 dozen cookies for the event.  Angie will provide the cider.  The board also discussed ideas for a tree for the Madrid Area Chamber of Commerce’s Avenue of Trees.


The library will be hosting their annual Trick or Treat Night during beggar’s night (October 30) from 6 to 8 pm.  There will be games, food and fun at this family friendly event.  This event is sponsored by the Friends of the Madrid Library.


Puppet Show tryouts will be held on Tuesday, October 16 from 3:30 to 4:30 pm.  Practices will be held every Tuesday from 3:30 to 4:30.  The final performance will be on Sunday, January 13, 2019.


The library’s annual silent auction will be held from Tuesday, November 27 through Tuesday, December 4.  Angie plans on having Amy send out letters to area businesses asking for donations this week.


Upcoming programs include:

  • Monthly Movie Night on Saturday, October 13 at 7 pm with the showing of Jurassic World: Fallen Kingdom.
  • Adult Book Discussion on Monday, October 15 at 7 pm with discussion of the book The Hotel on the Corner of Bitter and Sweet by Jamie Ford.
  • Robotics Club will be meeting on October 15, 18, 22 and 25 at 7 pm. It is open to 8 participants and pre-registration is required.


  • Early out Movie Afternoon on Wednesday, October 17 at 2:15 pm. The featured movie will be Hotel Transylvania 3.
  • Adult Coloring on Thursday, October 22 at 7 pm.
  • November Movie Night will be held on Saturday, November 3 at 7 pm with the featured movie Ant-Man and the Wasp.
  • Early out Game Afternoon on Wednesday, November 7 from 2:30 to 3:30 pm.
  • Adult Pinterest Party on Thursday, November 8 at 7 pm.


Board Comments:  None


Items to be discussed at the next board meeting:

Fine free policy, Security camera policy, Budget, Tree ideas


Next Council meeting to attend:  October 15, 2018 at 5:30 pm with board member Kelli to attend.


Adjourn Meeting

On a motion by Alice, 2nd by Pam, meeting adjourned at 7:10 pm

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



Next regular Board meeting will be: Tuesday, November 13, 2018


Angie Strong, Director