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February 23, 2021 Special Council Meeting Agenda

February 23, 2021 Special Council Meeting

Madrid City Council Special Meeting

Feb 23, 2021 05:00 PM

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Library Minutes February 9, 2021 -draft

Minutes of the Madrid Public Library Board of Trustees Meeting:

February 9, 2021

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


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

Director, Angie Strong, yes.

Absent: Kelli Wolf and Pam Allen


Approval of Agenda:   [Additions or corrections- none]

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

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


Approval of Minutes:  Board Meeting minutes of January 12, 2021.

Corrections: None.

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

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


Approval of Bills:

Special notes if any on claims: None

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

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


Financial Report:

Detailed account is available upon request.


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


$         7.99   Fines/Fees

$         8.00   Fax Revenue

$       31.20   Copy Revenue

$         7.40   Mag/Books sold

$       00.00   Misc.

$       00.00   Guilt jar proceeds

$       00.00   Meeting Room    

$        54.59  Total for month

$      709.88  Total year to date


Trust Fund Receipts:

$        50.00  E-book content credit donation

$      350.00  Educational kit donation

$        30.00  Memorials for Nathaniel Outcalt

$        50.00  Memorial for Nathaniel Outcalt from Paul & Rosemarie Bertini

$__    25.00   Memorial for Nathaniel Outcalt_

$       505.00 Total for the month

$    5,450.76 Total year to date


Library Donations:

$      00.00

$___ 00.00______    

$      00.00  Total for month

$      79.81  Total year to date



Circulation Report for the month of January


Items loaned in Jan. 2021            825                   Average daily circulation   46

Items loaned in Jan. 2020          1,602                  Open Access Items          89

Items loaned last month (Dec)     889                    Access Plus Items            26

Internet Use: Public Access Computers – 146 & Wireless users – 475

Bridges Checkouts: audiobooks-102 eBooks-186 streaming video-0 magazines-2

[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 gave the trustees a document from the Iowa Library Association about what library topics they will address with the current legislature. Some of those topics include; full funding to the State Library, financial relief for libraries affected by Covid-19, and increased funding for Enrich Iowa.  (Enrich Iowa includes direct state aid, open access and interlibrary loan reimbursement from the State Library)  Angie informed the board that two upcoming advocacy dates are Lobby from Home Day on February 10 and Legislative Day on March 10.  These virtual events are a way for library trustees to advocate directly to state legislators.


  1. A new trustee handbook is now available online through the State Library. The handbook will be reviewed on a chapter by chapter basis for trustee training.


  1. Angie presented more information in the ongoing topic of eBook lending. There has been an increase in eBook checkouts during the pandemic.  Publishers want libraries to repurchase digital materials on an annual or biannual basis or limit the number of copies a library can purchase.  Publishers relaxed pricing and terms until March 31, due to the pandemic, but will return to normal after this date.  Libraries will not be able to keep up with demand and many budgets will not support the current guidelines.  Digital materials cost two to three times more for libraries than what a patron can buy it for on Amazon. Once purchased, access is only available for one to two years and needs to be repurchased for popular titles.  Amazon does not offer its digital content to libraries, which is also a barrier for access.  Until a new digital rights agreement can be reached with publishers this will be an ongoing problem.


Unfinished Business:


  1. The mayor sent Angie an energy audit form from Alliant Energy regarding the process for the library to receive rebates for upgrading interior lights. An unbiased third party will conduct the audit and provide recommendations with data, to help with decision making.  Although the lighting will be the primary focus, other building recommendations will be made.  Once this process has happened, Alliant will give options for specific bulb/fixtures that will qualify for rebates. After the work is completed, Alliant will guide the library to the correct claim forms that need to be filled out.  Angie has completed and returned the energy audit form to the account manager in charge of the process.  The topic will be open until more information has been received.


  1. The reopening plan was discussed. Several studies have been done about the Covid-19 virus and how long it lives on surfaces.  These studies suggest that it is very unlikely that someone could get the virus from a book.  Angie is suggesting shortening quarantining materials from three days to one day.  Staff will still disinfect returned materials, let them dry in the meeting room overnight, then reshelf.  Angie is also suggesting returning a few furniture items.  A chair will be placed by the fireplace, a couple of chairs will be put in the teen area and also by the work tables in the middle of the library.  These furniture items will be socially distanced and wiped down after use.  The library is still not encouraging patrons to linger or gather.  The governor has removed the mask mandate, the board would like to continue the use of masks within the library.  Angie would also like to reopen on Saturdays. She suggested to be open from 10-1.  The board is in favor of this as long as there is staff coverage, and will leave it up to Angie as to when to begin opening on Saturdays.

On a motion by Denise, 2nd by Alice, to approve the suggested changes to the library’s reopening plan.

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

Motion carried; all ayes


  1. Angie has submitted all of the necessary documents to the State Library for accreditation. The library should receive notification in late spring or early summer if the library has been recertified.


  1. Angie has received another quote for hot spots for check out. The quote from US Cellular does not include unlimited data like T-Mobile.  The board has questions about going over the 40 gigabytes in data and whether or not the library will be charged for exceeding the limit.  Also, if someone uses all of the data the first week will the next patron have no data.  Angie will contact the rep to answer these questions.  She was unable to get a quote from Verizon before the meeting, but will continue to try to contact them.

On a motion by Alice, 2nd by Denise, to table the hot spot discussion until more information is gathered.

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

Motion carried; all ayes


  1. Angie has received information about the set-up of the Creativebug database and hopes to have it on the website soon.


New Business:


  1. Angie Strong was given her yearly written evaluations.


  1. Angie is suggesting the trustees review chapters 1 and 2 from the new trustee handbook for March’s trustee training.


  1. Pam Allen and Alice Sharp both have terms ending in June. Angie is requesting they let her know if they would like to renew their terms at the next meeting.


  1. Angie was presented with a copier proposal from Access Systems. Access would replace the color copier and buyout the current lease on the black and white copier and replace it with a new copier.  The board reviewed the proposal and feels that the copiers don’t need to be replaced at this time

On a motion by Alice, 2nd by Denise, to decline Access Systems proposal for new copiers.

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

Motion carried; all ayes


Director’s Report:


Each year the library usually follows the State Library’s suggested Summer Reading Theme.  The State Library has changed vendors to IRead (the theme is Reading Colors Your World) instead of the Collborative Summer Library Program (Tails and Tales theme).  The Madrid Library will be doing Tails and Tales theme.  Steph has also decided that programming will be in person this summer.  Programs will be social distanced and held outside.  More information will be given at a later time.


Angie will schedule a meeting with the Friends of the Library to discuss any fundraisers or a possible book sale for this year.


Angie has completed the second form in the Erate process. (Federal program offering internet discounts).


Upcoming programs include:

  • Adult Book Discussion via Zoom on Monday, February 15 at 7 pm. We will be discussing the book Educated by Tara Westover.


Board Comments:  Denise will be unable to attend the March meeting.


Items to be discussed at the next board meeting: reopening plan, library repairs, Grigsby trust grant, trustee training, trustee terms


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


Adjourn Meeting

On a motion by Denise, 2nd by Alice, meeting adjourned at 6:55 pm.

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


Next regular Board meeting will be: Tuesday, March 9, 2021


Angie Strong, Director




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

Snow Ordinance In Effect February 21, 2021

Madrid’s snow ordinance is in effect from noon Sunday, February 21, 2021 through 11:59 p.m. Sunday, February 21, 2021.

PARKING: Vehicles shall NOT be parked or left standing on any part of a public street, alley, or City-owned off-street parking area during times when snow removal operations are in progress and before such operations have resulted in the removal or clearance of snow or ice from streets OR the alert, that is effect, has expired.  Snow removal operations will begin when there is an accumulation of at least ONE INCH of snow. Any vehicle parked in any public street or alley during a snow ordinance may be ticketed by the Madrid Police Department.

SIDEWALKS: Property owners will remove snow, ice and accumulations promptly from sidewalks. If a property owner fails to remove snow, ice or accumulations with 24 hours from end of snow event, the City may do so and assess the costs against the property owner.

DUMPING OF SNOW: It is unlawful for any person to throw, push or place any snow from private property, sidewalks or driveway into the street. Snow must remain on your property.


Friends of the High Trestle Trail Zoom Meeting

The Friends of the High Trestle Trail will be meeting via Zoom on January 14, 2021 at 6:00 pm.  The zoom link is below.  One of the agenda items will be discussing the REAP project at Dalander Park and how to move forward.  Also, the $20 per person membership dues for 2021 are also due.  Please consider renewing. All funds go towards trail enhancement projects.  Checks should be sent to:

Friends of the High Trestle Trail
c/o Madrid City Hall
304 S Water St
Madrid IA 50156

Topic: Friends of the High Trestle Trail – Madrid
Time: Jan 14, 2021 06:00 PM Central Time (US and Canada)

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Ledges State Park Annual Meeting-January 14, 2021

The Ledges State Park Annual Public Meeting is going virtual this year. It will give viewers a chance to see some of the projects and challenges faced at Ledges in 2020; along with highlighting the dedicated volunteers that help make this such a great state park. We’ll also look ahead to 2021 and what’s in store for the park. Anticipated duration of the presentation is less than an hour and then questions will be answered at the end.

Meeting Details

Date: Thursday, January 14, 2021

Time: 6:30pm

Zoom Link:

Be sure to register soon, as we’re only allowed 100 participants in the meeting. If it does fill though, the presentation will be recorded and can be sent out after the fact.

Iowa Residential Utility Disruption Prevention Program

*** The deadline to apply has been extended to December 4, 2020 ***

This program can help eligible residential customers with up to $2000 towards utility costs like water, electric, and gas if at risk for disconnection of service due specifically to Covid-19.  Please click the link for more information regarding eligibility and how to apply.

The deadline to apply is November 20, 2020.

Iowa Residential Utility Disruption Prevention Program

November 16, 2020 Council Packet

November 16, 2020 Council Packet

Madrid City Council Meeting

Nov 16, 2020 at 05:30 PM

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City Brush Dump Closed

Effective 3pm today – November 3, 2020 – the Madrid City Brush Dump will be closed to all residents. We have been forced to lock the gates for illegal dumping. If anyone knows who may have dumped the fencing, shingles and nails (below) please contact the Madrid Police Department or City Hall. We are sorry for any inconvenience this may cause. Thank you.

Community Visioning Presentation October 28, 2020


Boone County Burn Ban in Effect

Boone County Emergency Management is placing all of Boone County, including Madrid, under a burn ban effective at 6:00AM on October 15, 2020.  As a result, there will be NO BURNING ALLOWED in the City of Madrid until the order is lifted.  If you have questions, please contact City Hall.