Library Minutes January 9, 2018

January 2018 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

January 9, 2018

Meeting called to order by President, Dave Evans at 5:34 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- Under Director’s Report – State Librarian visit]

On a motion by Pam, 2nd by Alice, agenda approved with the addition.

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


Approval of Minutes:  Board Meeting minutes of December 12, 2017

Corrections: Under approval of bills, where should be were, and be, should be been.  Under the directors report for the silent auction the .00 should be removed from the last amount to maintain continuity.

On a motion by Denise, 2nd by Kelli, minutes of the December 12, 2017 meeting were approved with the corrections.

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


Approval of Bills:

Special notes if any on claims: The city clerk has transferred money out of the Boyd and Helms estate per the auditor.  This was money that had already been approved and spent from the last couple of years. The issue of the salt was discussed.  Per the board’s request Angie asked if this was a new yearly expense and how the amount of the bill was calculated.  Yes, it is a new yearly expense that is split between 4 city entities.  This expense is on this month’s claim sheet.  The board approved the salt expenditure with reservation.  If an item or service has not been previously billed to the library, the library board would like prior communication before being charged for the unexpected expenditure.


On a motion by Denise, 2nd by Alice, bills were 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.




$               81.59  Fines/Fees

$               23.50  Fax Revenue

$               82.50  Copy Revenue

$                3.00   Mag/Books sold

$                0.00   Misc.

$               0.00   Meeting Room           

$            190.59  Total for month

$         1,887.93  Total year to date


Trust Fund Receipts:

$         100.00   Mike Anderson & family mem’l for Patricia Anderson

$         574.72   SK Funeral Home – mem’l books         

$         674.72  Total for the month

$      6,633.39  Total year to date


Library Donations:

$           50.00   Tri County Boarding Kennel – silent auction donation

$       1,043.00   Silent Auction

$         124.50__Silent Auction_________

$       1,217.50  Total for month

$       1,527.50  Total year to date


Circulation Report for the month of December


Items loaned in December 2017     1,402                  Average daily circulation  61

Items loaned in December 2016     1,541                  Open Access Items        130

Items loaned last month (Nov.)      1,607                   Access Plus Items           12


Internet Use: Public Access Computers – 649 & Wireless users – 1,062

Bridges Checkouts:  audiobooks-121 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:


  1. Angie received an email about advocating for the Museum and Library Services Act of 2017. This act reauthorizes the Institute of Museum and Library (IMLS) as a federal agency.  The IMLS administers funding through the Library Service Technology Act (LSTA), which is the only federal program that covers services and funding for libraries.  The State Library of Iowa receives a large portion of their budget through  the LSTA, losing those funds will have a direct impact on the services our local library provides.  It is important to advocate for this legislation for the future of libraries.


Old Business:


  1. Angie and the board reviewed the numbers for the budget year 18-19 before submitting them to the city. Angie was told that there will be a separate sheet for amendments for the current fiscal year.  The board decided not to change any budget line items that were agreed upon in September.  The city’s budget meeting will be held on Tuesday, January 30 at 5 pm.  Any and all board members are welcome to attend with Angie.

On a motion by Alice, 2nd by Kelli, to approve the final budget figures for fiscal year 18-19.

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


  1. Angie has started the online application for accreditation. One of the standards is a checklist for new employees.  Angie has created one and gave it to the board to review.  Angie hopes to have everything filled out for accreditation by the end of January.


New Business:


  1. There are several online classes that Angie and Steph are interested in taking. These classes are free through the State Library.  Steph is taking webinars for the summer reading program for early literacy and school aged children.  Angie is taking the adult summer reading webinar on January 16 and a webinar called Library HR and the Law on January 23.  If she finds this class beneficial she may suggest the board watch it for trustee training.  Finally the last class is an all-day event on January 18 and is called Innovative Libraries Online Conference, the focus of this year’s conference is advocacy.  There are keynote speakers and breakout sessions throughout the day.  Angie will attend the morning keynote and a couple of breakout sessions.


  1. One of the public access computers has stopped working (#3). This computer is still covered under the maintenance agreement Angie purchased when she bought the machine.  The computer system says it’s a hard drive issue.  Angie has filed a claim with Smart Guard (maintenance agreement company) to get it fixed.  Also Angie is having some issues installing the license file for the upgraded Avast anti-virus software the library just purchased, she is getting help from their support and hopes to resolve the issue soon.



Director’s Report:


At the time of the meeting the library has raised $1,278.50 from the silent auction.  A couple of things have still not been picked up, if they are not picked up then the library will save them for next year.


Angie has signed the library staff up for the online AED certification.  She is waiting for a link to have them log in to take the course.  They will have a month to take it.


Amy and Angie applied for the Lowrey Trust Grant at the end of December.  The library is wanting to acquire some items for infants and toddlers.  Those items include a light table and accessories, a climber for infants, sensory items such as egg shakers and a parachute.  The proposed budget for the project is $892.92 and the library has asked for $800.00, the Friends will cover the other costs of the project.  Angie will let the board know if the library has been awarded the grant.


Upcoming programs include:

  • Thursday, January 11th 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.
  • After Hours Teen Game Night on Friday, January 12th from 7:00 to 10:00 pm
  • Movie Night is Saturday, January 13th at 7 pm. The featured movie will be Despicable Me 3.
  • The library’s Puppet Show will be on Sunday, January 14 at 1:30 pm.
  • Adult Book Discussion on Monday, January 15 at 7 pm.
  • Adult Coloring on Thursday, January 18th at 7 pm.
  • Chess Club on Monday, January 22nd at 6 pm.
  • Early out movie on Wednesday, January 24th at 2:30 pm.
  • Cubetto Intro on Thursday, January 25 at 6:30 pm. Steph will be showing how to use the preschool coding program called Cubetto.
  • Early out Lego Crew on Wednesday, February 7th at 2:30 pm
  • Adult Pinterest on Thursday, February 8th at 7 pm
  • February Movie Night on Saturday the 10th at 7 pm


Angie received an email from State Librarian, Michael Scott about wanting to come and visit the library on February 8 at 1:30 pm. This is the first time he has visited our library and Angie is excited for his visit.


Angie will include her written yearly evaluation when she sends out next month’s minutes.


Board Comments:


Items to be discussed at the next board meeting:

Salt, State Librarian visit


Next Council meeting to attend:  January 15, 2018 at 5:30 pm with board member Kelli to attend.


Adjourn Meeting

On a motion by Pam, 2nd by Alice, meeting adjourned at 6:27 pm

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


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


Angie Strong, Director