Library Minutes August 13, 2019

August 2019 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

August 13, 2019

Meeting called to order by President, Denise Hiveley at 5:33 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 Kelli, 2nd by Pam, to approve the agenda as presented.

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


Approval of Minutes:  Board Meeting minutes of July 9, 2019

Corrections: A few grammar errors were found.

On a motion by Dave, 2nd by Pam, minutes of the July 9, 2019 meeting were approved with the corrections.

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 Alice, bills are approved as presented.

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


Financial Report:

Detailed account is available upon request.




$       128.99  Fines/Fees

$        45.00  Fax Revenue

$        97.00  Copy Revenue

$         5.10   Mag/Books sold

$         0.00   Misc.

$        25.00  Meeting Room    

$      301.09  Total for month

$      301.09  Total year to date



Trust Fund Receipts:

$      00.00

$___ 00.00_______________

$      00.00  Total for the month

$      00.00  Total year to date



Library Donations:

$         00.00


$         00.00 Total for month

$         00.00 Total year to date



Circulation Report for the month of July


Items loaned in July 2019             2,655                Average daily circulation   102

Items loaned in July 2018             2,765                Open Access Items          394

Items loaned last month (Jun)      2,327                 Access Plus Items            11

Internet Use: Public Access Computers – 1,319 & Wireless users – 1,173

Bridges Checkouts:  audiobooks-113 eBooks-160 streaming video-0 magazines-7

[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 informed the board of changes with ebook and digital audiobook lending. Macmillan Publishing is looking to put limitations on libraries purchasing digital copies.  For the first two months a library can only purchase one copy, then after eight weeks they can purchase expiring copies which will need to be repurchased after two years or 52 lends.  Macmillan is essentially trying to have patrons purchase their own copies of these items because they believe patrons will get frustrated with the wait times.  Macmillan is blaming libraries for “cannibalizing” their sales even though libraries pay full price for their digital copies and are 45% of the total of all digital book reads.  Angie will stay on top of the situation and let the board know of any changes to Bridges (the library’s eBook/audiobook consortia) due to this development.


Unfinished Business:


  1. Angie contacted Leerhoff Construction about the roof and they will use the ice barrier and 30 year shingles. The library has been put on their schedule.


  1. Angie contacted Heritage Interiors (the company that installed the carpet) and asked who they would recommend to clean the library’s carpet. They suggested Carpet Pro Cleaning and Restoration out of Grimes.  They will use hot water extraction and no chemicals.  Their estimate came in at $700.00 to do the work.  The board is concerned about the drying time and people walking on the wet carpet.   Drying times with Carpet Pro will be discussed. If a later open time or earlier closing is necessary to help the carpet dry the board will allow Angie to do so.

On a motion by Pam, 2nd by Kelli, to approve the estimate from Carpet Pro to clean the carpets, and if necessary to open later or close earlier to allow the carpet to dry.

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


  1. A few more examples of meeting room chairs were given to the board. A plastic chair was decided upon for durability and ease of clean up.  The board asked Angie to purchase one of the chairs to look at and tryout before ordering the rest.  Angie will do so.


New Business:


  1. The board was asked to review the library’s displays & exhibits policy. There were no changes or corrections.

On a motion by Pam, 2nd by Dave, to approve the displays and exhibits policy.

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


  1. Per accreditation standards the board needs to have 3-5 hours a year in trustee training. The board reviewed the Intellectual Freedom chapter from the State Library of Iowa’s Trustee Handbook before the meeting.  Angie and the board discussed the chapter at the meeting.


  1. Angie informed the board of changes to the City Council meeting times and days. The first Saturday of the month at 10 am will be the first council meeting of the month.  Department reports will be given at this meeting.  The second meeting of the month will still be on the third Monday but will be a quick meeting to approve bills and other business items.


  1. Holly Olson and Martha Petersen were given their annual written evaluations.



Director’s Report:


The Friends of the Madrid Library Fall Book Sale will be held on Saturday, August 24 from 8 am to 2 pm, and on Sunday, August 25 from 12 pm to 2 pm. $1.00 admission the first hour on Saturday, then free admission. The library will also continue the sale during open library hours until Wednesday, August 29.  Sunday through Wednesday will be fill a box for $5.00.  The library is looking for volunteers to help with the sale.


The annual survey for the State Library of Iowa is due by October 31, 2019.  This survey is a requirement for accreditation.  After the survey is complete, Angie will create the library’s annual report from these statistics and will present the report to the board and the city council.


The library was graciously given the request of $775.00 from the Lowrey Trust, and was also given an extra $1,500.00 to be used for children’s programming.  Angie and Steph are looking at several options with the extra grant money.


The Summer Reading Program ended with the finale of the Wild, Wild, Wet Show on Wednesday July 31.  The reading incentives for teens and adults continued until August 9, children in grades K-6 are encouraged to continue with the Read and Bead Program until August 22.


The library will be showing Dumbo during the Madrid Labor Day Festivities.  The movie will be on Saturday, August 31 at 7 pm.  The library will also do a story walk in Jensen Park.


The Pages for All Ages, Early out and Preschool Outreach schedules were given to the board.


Upcoming programs include:

  • Family Board Game Night from 7 to 9 pm on Friday, August 16.
  • Adult Book Discussion on August 19 at 7 pm. This month’s book is Alexander Hamilton by Ron Chernow.
  • Adult Pinterest on September 5 at 7 pm.


Board Comments:


Items to be discussed at the next board meeting: Roof, meeting room chairs, carpet cleaning.


Next Council meeting to attend:  September 7, 2019 at 10:00 am with board member Dave to attend.


Adjourn Meeting

On a motion by Pam, 2nd by Dave, meeting adjourned at 6:42 pm.

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


Next regular Board meeting will be: Tuesday, September 10, 2019


Angie Strong, Director