Library Minutes April 10, 2018

April 2018 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

April 10, 2018

Meeting called to order by President, Dave Evans at 5:34 p.m.


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

Director, Angie Strong, yes.

Absent: Pam Allen


Approval of Agenda:   [Additions or corrections- Under Director’s report – Kindergarten visits]

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

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


Approval of Minutes:  Board Meeting minutes of March 12, 2018

Corrections: none

On a motion by Kelli, 2nd by Alice, minutes of the March 12, 2018 meeting were approved as read.

Roll: Pam; absent. Denise; yes. Alice; yes. 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 Alice, bills were approved as presented.

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


Financial Report:

Detailed account is available upon request.




$             134.65  Fines/Fees

$               50.00  Fax Revenue

$             103.50  Copy Revenue

$              16.30   Mag/Books sold

$                1.50   Misc.

$            135.00   Meeting Room           

$            440.95  Total for month

$         2,979.13  Total year to date


Trust Fund Receipts:

$          20.00   Mem’l for Lila Cooper from Alene, Robert & Torrey Welder

$          00.00__________________  

$          20.00  Total for the month

$      7,753.39  Total year to date


Library Donations:

$         100.00   Chapter ID PEO – donation

$                             ________

$          100.00  Total for month

$       1,792.50  Total year to date



Circulation Report for the month of March


Items loaned in March 2018          1,816                 Average daily circulation  67

Items loaned in March 2017          2,112                 Open Access Items        110

Items loaned last month (Feb.)     1,727                  Access Plus Items            9




Internet Use: Public Access Computers – 791 & Wireless users – 1,318

Bridges Checkouts:  audiobooks-96 eBooks-116 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 about an increase of $9 million of federal funding to the Institute of Museum and Library Services (IMLS). This federal program provides funding to the State Library of Iowa through the Grants to States program.  The Grants to States funding helps the State Library provide programs and services that help all Iowa libraries.


Unfinished Business:


  1. At the last meeting, Angie proposed changing the IPad/Laptop in house use policy. Angie presented a rough draft of the revised policy to the board.  After corrections and revisions a new policy has been created.  Two main points of the new policy is these devices will be “checked out” to a patron through their library card, if the device is not returned, they will be reported to the police for theft.

On a motion by Denise, 2nd by Kelli, to approve the revised IPad/laptop policy.

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


  1. Angie was asked to create a building maintenance plan. The purpose of this plan is to be proactive in looking at the areas of concern about the building as well as a guide to help with budgeting in the future.  Angie presented a list of little and big items that are in need of repair and also included a list of things already repaired and the dates of those repairs.  She tried to find a time table or excel spreadsheet she could modify to fit the library’s needs but had a hard time finding one.  It was suggested that Angie ask the city clerk if the city had such a plan.  The board would like to invite the mayor to the next board meeting to discuss the library’s plan and what to do going forward.  The board also decided what things are top priority for repair.  This item was tabled until the next meeting.


  1. Jeremy Forristall came to the library and answered several questions the board had about the lights in the library. The current lights that are out can be replaced with new LED’s.  A quote for replacement was given and presented to the board.  Also Jeremy suggested replacing all of the lights at one time with LED.  At the time of the meeting Angie had not received a quote for doing so.  This item was tabled until the next meeting in order to see the quote as well as discussing this issue with the mayor.


  1. There has been no word on county funding. Last year the library didn’t receive word about funding until May.  Angie will relay this information when she receives it.



New Business:


  1. Angie has been asked to look into possibly running the SAM Center for the city. Ideas for possible uses were discussed.  Angie would like to see it used as a community center for all ages, but seniors would still have their programs.   Angie would like to see it used for teens after the library closes or maybe making the building into another meeting room space for adults in the community.  The board asked to discuss it with the mayor at the next meeting.


  1. Denise has asked the board and Angie if the library could be a part of the school’s Positive Behavior Interventions and Supports Program (PBIS). The school would like to expand this program into the community and Denise thinks the library would be a good place to start.  The PBIS program gives tickets to students who are showing positive behavior, these tickets can be saved and used to purchase rewards at the school.  Denise will talk to the elementary principal and will let her know that the library is interested in this program.


Director’s Report:


Amy and Angie have applied for a grant from the Hopkins Grove United Methodist Church Trust.  The library has asked for funds to purchase a cart that will house the laptops and IPads.  This cart locks for security and will charge these devices when they are being stored.  Later this week, Amy and Angie will also complete a grant application asking for funds to purchase new computer chairs through the Madrid Community Endowment Fund.  Angie will let the board know if the library receives funding from these grants.


The library has been given $650.00 from Madrid Community Chest for the Summer Reading Program this year.   The library asked for $600.00 but was graciously given a little more to help fund summer programs for all ages.  Angie is appreciative of their continued support of the library.


Once again this year, Judy Grant has generously donated the Iowa award books (High School Award, Teen Award, Children’s Choice Award and Goldfinch).  Angie has all of these books out on display in the middle of the library and are ready to be checked out.


National Library Week is in full swing.  This year’s theme is Libraries Lead.  The Friends of the Library has donated door prizes for patrons to win to celebrate this event.  Several regular library programs are planned during this week.  Teddy Bear Picnic for Pages for All Ages Tuesday and Wednesday (these are the final story times until summer) Early out Gross Me Out at the Library program on Wednesday, April 11th, Pinterest on April 12th, and Teen Game Night on Friday, April 13th from 7 to 10 pm.  Finally, 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 was held on Saturday, March 24. This year the sale netted a profit of $441.30.  Last year was $613.80.  Unfortunately it snowed that day resulting in fewer sales than normal.  The fall sale will be held the weekend before Labor Day.


Upcoming programs include:

  • Book Discussion on Monday, April 16th at 7 pm.
  • Robotics on Tuesday, April 17th, Monday, April 23rd and Tuesday, April 24 at 7 pm. This event is limited to 8 participants and will involve teaching the robot to play follow the leader.
  • Adult Coloring on April 19th at 7pm.
  • Early out obstacle course program on Wednesday, May 2nd at 2:30 pm.
  • Chess Club on Monday, May 7th.


With spring comes the annual visits with the kindergarten classes.  Visits will be April 23, 24 and 25.  Steph will give the kids a tour of the library, read a book and then the kids will chose a book to check out and take home with them.  Steph will also talk about the upcoming Summer Reading Program.



Board Comments:

            Dave will not be able to attend the May meeting.


Items to be discussed at the next board meeting:

Building maintenance plan, lighting, Sam Center, PBIS


Next Council meeting to attend:  April 16, 2018 at 5:30 pm with board member Alice to attend.


Adjourn Meeting

On a motion by Kelli, 2nd by Denise, meeting adjourned at 7:02 pm

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


Next regular Board meeting will be: Tuesday, May 8, 2018


Angie Strong, Director