Library Minutes February 13, 2018

February 2018 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

February 13, 2018

Meeting called to order by President, Dave Evans at 5:34 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 Pam, 2nd by Kelli, 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 January 9, 2018

Corrections: Under approval of bills a sentence was modified into two sentences.

On a motion by Denise, 2nd by Kelli, minutes of the January 9, 2018 meeting were approved with the correction.

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 Pam, 2nd by Denise, 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.




$             148.90  Fines/Fees

$               38.00  Fax Revenue

$               70.10  Copy Revenue

$                9.85   Mag/Books sold

$                0.00   Misc.

$               0.00   Meeting Room           

$            266.85  Total for month

$         2,154.78  Total year to date


Trust Fund Receipts:

$         300.00   Robert & Camille Wagaman – children’s books

$          00.00__________________  

$         300.00  Total for the month

$      6,933.39  Total year to date


Library Donations:

$          100.00   Gen’l donation from Ray & Janet Neumann

$            61.00   Silent Auction

$                             ________

$          161.00  Total for month

$       1,688.50  Total year to date



Circulation Report for the month of January


Items loaned in January 2018       2,048                 Average daily circulation  79

Items loaned in January 2017       1,596                 Open Access Items        131

Items loaned last month (Dec.)     1,402                  Access Plus Items           17


Internet Use: Public Access Computers – 706 & Wireless users – 1,073

Bridges Checkouts:  audiobooks-113 eBooks-109 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 from the State Library of Iowa about its Enrich Iowa Report for Fiscal Year 2017. This report highlights the uses and impacts of funding to Iowa libraries for Open Access, Interlibrary Loan and Direct State Aid.  An explanation of these services is included in the report.  The board feels it is an important document that emphasizes the importance of state funding and would like Angie to submit a copy to the city council.  Angie will do so.


  1. The Iowa Library Association sent out an email about Lobby from Home Day on February 14. This is a way that libraries and library advocates can thank legislators for their support and future support of libraries.



Unfinished Business:


  1. Angie attended the city’s budget meeting on January 30 and presented the library board’s proposal for the library’s budget for fiscal year 18-19.


  1. Angie finished the online accreditation process on January 26. All of the documentation that was sent looked good according to the State Library.  Angie will relay to the board and city council the library’s tier status when she receives word about it.


  1. Dave spoke with Mayor Dirk Ringgenberg about the recent salt purchase the city made that was billed to the library. It was reiterated that the library would like to be notified of an expenditure before being billed for it.


  1. Michael Scott, the State Librarian, visited the Madrid Library on Thursday, February 8. He toured the facility and he and Angie discussed library issues.  His visit was about 20 minutes, he was impressed with our facilities.


  1. At the last meeting, Angie let the board know that one of the public access computers had stopped working. She sent it in for repair.  It was returned (the hard drive was replaced) and Angie prepared it to be used again.  Since it was under warranty there was no charge for the repair.  Angie wanted to let the board know that it was fixed.


New Business:


  1. Angie has filed the second form for the E-rate process (federal program that gives discounts to libraries for internet service). She will be able to file the final form


sometime in April or May in hopes that the discounts will kick in at the start of the new fiscal year July 1, 2018.


  1. The city of Madrid is updating and changing its ordinances. Angie was asked to look over the library portion of the ordinances and some changes were proposed.  Any changes to the library ordinances must be voted on by the public in order for them to be changed. Angie let the mayor and city clerk know of this requirement.   The city is allowed to change ordinances without a vote.  Angie did have one correction to the old ordinances.  Trustee terms were listed as 4 years but have always been 6 years.  This typographical error was reported by the former director and Angie, to the former city administrator.  So in a nutshell all of the library ordinances need to be the same as before except for the change in the trustee terms.


  1. Angie Strong was given her yearly evaluation. Holly Olson was given her 6 month probationary evaluation.


  1. Angie would like the trustees to watch a webinar from the State Library before the March meeting. The class titled Toward Better Meetings, will be used towards the 3 to 5 hours of trustee education needed yearly for accreditation.  Discussion of the class will occur at the next meeting.


  1. Review of trustee terms was discussed, no one is up for renewal at this time.


  1. Holiday closures for the year was discussed. Angie feels it is more efficient to do it once instead of several times throughout the year.  The closures are as follows:
  • Monday, May 28 closed for Memorial Day.
  • Tuesday, July 3 closing at 5 pm, closed July 4.
  • Closing at 12 pm on Thursday, August 30, closed Friday, August 31, Saturday, September 1 and Monday, September 3 for Labor Day.
  • Monday, November 12 closed for Veteran’s Day.
  • Closing at 5 pm on Wednesday, November 21 closed Thursday, November 22, Friday, November 23 and Saturday, November 24.
  • Closed Monday, December 24 and Tuesday, December 25.
  • Closed Monday, December 31 and Tuesday, January 1, 2019.

On a motion by Pam, 2nd by Kelli, the library will be closed for the aforementioned holidays.

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



Director’s Report:


All staff have completed the AED certification.


The library was awarded $800.00 from the Lowrey Trust for the purchase of new infant and toddler items.  Angie will begin purchasing the items soon.


Angie has applied for the Community Chest grant for the Summer Reading Program again this year.  She is respectfully asking for $600.00 to help with this year’s program.


Upcoming programs include:

  • Thursday, February 15th is Family Storytime from 6:30 to 7:15 pm. This is for patrons who are unable to bring their children to our daytime story times.  It is geared towards 3, 4, and 5 year olds but all ages are welcome.




  • Adult Book Discussion on Monday, February 19 at 7 pm.
  • Adult Coloring on Thursday, February 22nd at 7 pm.
  • Early out video game afternoon on Wednesday, February 28th at 2:30 pm.
  • Early out Science Club featuring magnets on Wednesday, March 7th at 2:30 pm.
  • Adult Pinterest on Thursday, March 8th at 7 pm.
  • March Movie Night on Saturday, March 10th at 7 pm with the featured movie Wonder.
  • Chess Club on Monday, March 12 at 6 pm.


Board Comments:




Items to be discussed at the next board meeting:

Trustee class


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


Adjourn Meeting

On a motion by Kelli, 2nd by Pam, meeting adjourned at 6:28 pm

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


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


Angie Strong, Director