Library Board Minutes – March 12, 2018

March 2018 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

March 12, 2018

Meeting called to order by President, Dave Evans at 5:30 p.m.


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

Director, Angie Strong, yes.

Absent: Alice Sharp


Approval of Agenda: [Additions or corrections- none]

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

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


Approval of Minutes:  Board Meeting minutes of February 13, 2018

Corrections: none

On a motion by Pam, 2nd by Kelli, minutes of the February 13, 2018 meeting were approved as read.

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


Approval of Bills:

Special notes if any on claims: none

On a motion by Denise, 2nd by Kelli, bills were approved as presented.

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


Financial Report:

Detailed account is available upon request.




$             128.25  Fines/Fees

$               62.00  Fax Revenue

$             109.95  Copy Revenue

$                8.20   Mag/Books sold

$                0.00   Misc.

$              75.00   Meeting Room           

$            383.40  Total for month

$         2,538.18  Total year to date


Trust Fund Receipts:

$         800.00   Lowrey Trust Grant

$          00.00__________________  

$         800.00  Total for the month

$      7,733.39  Total year to date


Library Donations:

$             4.00   Silent Auction

$                             ________

$             4.00  Total for month

$       1,692.50  Total year to date



Circulation Report for the month of February


Items loaned in February 2018      1,727                 Average daily circulation  72

Items loaned in February 2017      1,429                 Open Access Items        139

Items loaned last month (Jan.)      2,048                  Access Plus Items           24




Internet Use: Public Access Computers – 639 & Wireless users – 1,094

Bridges Checkouts:  audiobooks-103 eBooks-108 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:

None to report


Unfinished Business:


  1. At the last meeting, Angie asked that the library trustees watch an online class as a part of trustee training for accreditation. The trustees watched Toward Better Board Meetings through a webinar that was archived through the State Library of Iowa. The board discussed the class.


New Business:


  1. Angie would like to change the policies when it comes to in-house check out of the iPads and laptops. Currently a signed consent form with a copy of an ID is necessary for anyone to use one of these devices.  Angie feels they are not being utilized as much as she would like and that the current policy is a little too strict.  Proposed ideas for a new policy are to remove the ID requirement or purchase a table locking the iPads inside (to be placed in the teen area).  After discussion of the issue it has been decided to remove the ID requirement, a consent form will still need to be signed, and people must have a library card in order to use these devices.  The issue has been tabled until the next meeting so Angie can create a new consent form and policy for the board to review.


  1. Angie has replaced several light bulbs within the library and discovered that 10 ballasts need to be replaced. Angie has talked to Public Works Director Scott Church about this and he told Angie that he will ask Jeremy Forristall to see if he can come and replace the ballasts.  About a year and a half ago the library replaced the same number of ballasts at a cost of about $1,000.00.  Discussion then focused on switching to LED, costs or grants to switch to LED, or replacing all the lights with new ones.  Due to the age of the building, it was suggested that the library should create a maintenance plan for future building improvements.  Angie will create one and present it at the next meeting.


  1. The summer help position was discussed. Angie has proposed giving the summer hours to Holly Olson instead of hiring a teen for the summer.  There would be no training and Holly can help behind the desk if needed.  The board feels this is beneficial and will be helpful during the busy summer months.  This should not affect the budget in that the summer help position is already included in the salaries line item.







Director’s Report:


Each year the library must fill out an Enrich Iowa Agreement.  The Enrich Iowa Program includes Direct State Aid, Open Access and Interlibrary Loan Reimbursement for public libraries.  The library will participate according to the Terms of Agreement for each program.  Angie has signed this agreement and sent it to the State Library for FY18-19.


Angie will be applying for the Madrid Community Endowment Fund Grant.  She’s looking at replacing chairs within the library.


National Library Week is April 8-14.  This year’s theme is Libraries Lead.  The Friends of the Library will be donating door prizes for patrons to win to celebrate this event.  Several regular library programs are planned during this week.  Chess Club on Monday, April 9th, Early out Gross Me Out at the Library program on Wednesday, April 11th, Pinterest on April 12th and Monthly Movie Night on Saturday, April 14th with the featured movie Star Wars the Last Jedi.


The Friends of the Madrid Library Spring Book Sale will be held on Saturday, March 24 from 8 am to 2 pm.  Volunteers will be needed to help sort and box up, as well as work the sale.  It was decided to try special discount pricing from 12 pm to 2 pm this year.  For example, puzzles will be 5 for $1.00 during the last two hours instead of fill a box for $5.00.


Upcoming programs include:

  • Chess Club on Monday, March 12th at 6 pm.
  • Adult Coloring on Thursday, March 15th at 7 pm.
  • Adult Book Discussion on March 19th at 7pm.
  • Early out Tinker Time program on Wednesday, March 28th at 2:30 pm.
  • National Library Week events the week of April 8th-14th


Board Comments:

            Pam will not be able to attend the April meeting.


Items to be discussed at the next board meeting:

Building maintenance plan, new in-house iPad/laptop policy, lighting


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


Adjourn Meeting

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

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


Next regular Board meeting will be: Tuesday, April 10, 2018


Angie Strong, Director