Library Minutes July 14, 2020

Library minutes July 14, 2020


Minutes of the Madrid Public Library Board of Trustees Meeting:

July 14, 2020

Meeting called to order by President, Pam Allen at 5:31 p.m.  This meeting was held via Zoom as face to face meetings are not recommended due to the Covid-19 pandemic.


Roll: Alice Sharp, (arrived at 5:45) yes. Kelli Wolf, yes. Dave Evans, yes. Denise Hiveley, yes.

Pam Allen, yes.

Director, Angie Strong, yes.

Absent: none


Approval of Agenda:   [Additions or corrections- under Director’s Report – bookshelf]

On a motion by Dave, 2nd by Denise, to approve the agenda with the addition.

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


Approval of Minutes:  Board Meeting minutes of June 9, 2020.

Corrections: None.

On a motion by Denise, 2nd by Kelli, minutes of the June 9, 2020 meeting were approved as read.

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


Approval of Bills:

Special notes if any on claims: The actual amount for the Des Moines Register bill was $360.03 and the Baker & Taylor bill was $257.29.  (Those bills were submitted as estimates at the June meeting).  The Center Point Large Print bill was just received and is included in the July claims.

On a motion by Kelli, 2nd by Dave, the bills are approved.

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


Financial Report:

Detailed account is available upon request.


Receipts for June (Opened to the public on June 1 after Covid shutdown)


$       00.50   Fines/Fees

$       26.50   Fax Revenue

$     124.60   Copy Revenue

$         1.70   Mag/Books sold

$       00.00   Misc.

$       00.00   Guilt jar proceeds

$       00.00   Meeting Room    

$      153.30  Total for month

$   2,352.13  Total year to date



Trust Fund Receipts:

$        50.00   E-book content credit donation

$      200.00   Racial equality books donation

$   1,088.66   Madrid Community Endowment Fund grant (lounge chairs)

$   1,000.00   Community Chest grant

$__  350.00_  Hopkins Grove grant (receipt printer)

$   2,688.66  Total for the month

$ 14,688.88  Total year to date



Library Donations:

$      00.00

$___ 00.00________    

$      00.00  Total for month

$  2,043.00  Total year to date

Circulation Report for the month of June


Items loaned in June 2020            1,429                 Average daily circulation   65

Items loaned in June 2019            2,327                 Open Access Items          104

Items loaned last month (May)        580                  Access Plus Items            12

Internet Use: Public Access Computers – 106 & Wireless users – 669

Bridges Checkouts: audiobooks-124 eBooks-217 streaming video-0 magazines-5

[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. The official letter from Boone County about funding for fiscal year 20-21 arrived. The supervisors have given an allocation in the amount of $98,000 to be split between the three Boone County libraries. (Madrid’s portion is 20% which will be $19,600).  Last year the total allocation amount was $96,500.


  1. Every year the library receives an email about the library’s current tier level and status. The library is fully accredited at a tier level 3 (highest tier level) until June 30, 2021.


  1. Earlier this year, Angie let the board know that Overdrive (company that manages the Bridges consortium) was going to be purchased by a private equity firm. This acquisition has happened.  In addition to Overdrive, this firms also owns RBmedia which is one of the largest independent distributors of digital audiobooks. This is exciting news, because Bridges will acquire more digital audiobooks.  RBmedia also owns Zinio, a digital magazine platform, so more digital magazines may be available in the future through Bridges as well.


Unfinished Business:


  1. Review of the library’s long range plan was conducted. Many items have been achieved and some have not due to budget or time restraints.  Angie and the board are starting the process of creating a new plan which is necessary for accreditation.


  1. The board was asked to review the by-laws. A correction was made.

On a motion by Pam, 2nd by Alice, to approve the library’s by-laws with the correction.

Roll: Dave; yes. Alice; yes. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes


  1. The Little Free Pantry was dedicated on June 25. People have already started using the pantry.  Anyone can donate to the pantry, and it is more than just food.  School supplies, baby items, household items and personal hygiene items can also be donated.  Angie has a list of acceptable items at the library.


  1. The library’s reopening plan was discussed. The library opened to the public on June 1.  The library’s hours, meeting room, programs and restroom facilities were discussed.

On a motion by Dave, 2nd by Denise, to approve opening the restrooms to the public.

Roll: Dave; yes. Alice; no. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; 4 ayes, 1 nay

The library’s hours, meeting room and all other restrictions will remain in effect until the meeting in August, when the situation will be re-evaluated.


New Business:


  1. There are several areas of repair that need to be addressed. Angie has talked to Randy Dalton about fixing the mortar and replacing the bricks on the two exterior lamp posts.  Angie is waiting for an estimate from Leerhoff Construction for repairing the peeling paint on the ceiling over the two bump outs.  Angie also discovered fresh mold in the meeting room that needs to be repaired.  There may be a leak in the flat part of the roof over both bump outs.  Leerhoff said that last year when they replaced the shingles the flat areas of the bump outs were fine.  They will look for potential leaks and Angie has asked to have that repaired as well.  Angie has not contacted anyone about the lights yet, but will soon.


  1. Before the August meeting the board has been asked to review a chapter in the Trustees Handbook. The chapter discusses long range planning.  This is part of the accreditation requirement for trustee training.


  1. A bill was submitted for the concrete pad for the bench by the butterfly garden. Angie was unsure what line item to use for it under the budget.

On a motion by Dave, 2nd by Kelli, to approve the payment of the concrete slab, and to pay for it with Buildings and Grounds Maintenance.

Roll: Dave; yes. Alice; yes. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes


Director’s Report:


The library has been awarded grants from Hopkins Grove and the Community Chest.  The library has received $350.00 from Hopkins Grove for the purchase of a new receipt printer.  The Community Chest grant was $1,000.00 to be used for library programming.  The library also completed a request to Lowrey Foundation.


As a part of Direct State Aid and accreditation, Angie has filled out the necessary paperwork for the State Library of Iowa.  Angie has completed the Direct State Aid report and the Open Access report.


Angie filed the last form of the E-rate process.  She is hoping the discounts will start soon.


The Friends group have decided not to have a fall book sale this year.  For several reasons.  The meeting room may not be available.  Worrying about social distancing and disinfecting and the concern of finding volunteers to help.


The Summer Reading Program will continue until the end of July.  Steph has been visiting Tiger Tots and Lily Pad.  Take and make activity bags and family activity packets have been available weekly.  The Blank Park Zoo and Science Tellers have online programs that patrons can access through the library’s Facebook page or website.  The library was hoping to have two in person presenters perform at the end of July but have decided it would be hard to social distance with possible large numbers attending.


Upcoming programs include:

  • Adult Book Discussion via Zoom on Monday, July 20 at 7pm. We will be discussing the book American Dirt by Jeanine Cummins.



Space in the children’s department is tight.  Even after weeding the picture books Angie feels that removing the 55 gallon fish tank and putting another book shelf in would help remedy the situation.  She is looking into using trust, Direct State Aid or one of the estates to pay for it.  It will be a special order item since it isn’t a “stock” size.



Board Comments:  none


Items to be discussed at the next board meeting: Trustee training, reopening plan, library repairs


Next Council meeting to attend: August 1, 2020 at 10 am.


Adjourn Meeting

On a motion by Alice, 2nd by Denise, meeting adjourned at 6:45 pm.

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


Next regular Board meeting will be: Tuesday, August 11, 2020


Angie Strong, Director