Library Minutes July 9, 2019

July 2019 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

July 9, 2019

Meeting called to order by President, Kelli Wolf at 5:32 p.m.


Roll: Pam Allen, (arrived at 5:38) 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 Dave, 2nd by Denise, agenda approved as presented.

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


Approval of Minutes:  Board Meeting minutes of June 11, 2019

Corrections: None.

On a motion by Denise, 2nd by Alice, minutes of the June 11, 2019 meeting were approved as read.

Roll: Pam; absent. Dave; yes. Denise; yes. Alice; yes. Kelli; 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 Center Point bill was $560.88.  (Those bills were submitted as estimates at the June meeting).  The air conditioner repair was $119.01 and was also paid in June.

On a motion by Dave, 2nd by Alice, bills are approved as presented.

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


Financial Report:

Detailed account is available upon request.




$        24.50  Fines/Fees

$        29.50  Fax Revenue

$        91.20  Copy Revenue

$         3.10   Mag/Books sold

$         1.50   Misc.

$        50.00  Meeting Room    

$      199.80  Total for month

$   3,619.03  Total year to date


Trust Fund Receipts:

$  5,000.00   Dr. Marion & Linda Romitti – donation for furniture

$     500.00   MCEF grant – computers

$      25.00    Mem’l for Judy Paul from Paul & Rosemarie Bertini

$     250.00   Hopkins Grove Grant – circulation computer upgrade

$___ 20.00__Mem’l for Lorena Buhrman from Brian & Gail Longhenry & Nikki & Debbie Grow

$  5,795.00  Total for the month

$ 13,299.82  Total year to date


Library Donations:

$         00.00


$         00.00  Total for month

$     1,601.00 Total year to date


Circulation Report for the month of June

Items loaned in June 2019            2,327                 Average daily circulation   93

Items loaned in June 2018            2,571                 Open Access Items          282

Items loaned last month (May)      1,557                  Access Plus Items            11

Internet Use: Public Access Computers – 756 & Wireless users – 1,286

Bridges Checkouts:  audiobooks-99 eBooks-115 streaming video-0 magazines-9

[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 19-20 finally arrived. The supervisors have given an allocation in the amount of $96,500 to be split between the three Boone County libraries. (Madrid’s portion is 20% which will be $19,300).  Last year the total allocation amount was $95,000.


Unfinished Business:

  1. The meeting room floor is completed. The bill for the installation has been paid.  Angie has received many compliments on the new floor.  To help protect the floor, felt pads have been added to the bottom of the chairs to prevent scratching.


  1. Angie was asked to get another asphalt shingle bid for the roof, she did so. Of the three bids received the board has decided to go with Leerhoff Construction to do the work.  The board wants Angie to verify that they will use 30 year shingles and apply an ice guard even if the cost of the project is more.  Their estimate ($2,300) was similar to JMB Roofing ($2,430).  Another estimate from Rankin Construction was presented but was almost double the cost.  The board decided to use a local company and one the library has worked with before.  Angie will contact Leerhoff and ask to be put on the schedule.

On a motion by Pam, 2nd by Dave, to approve the asphalt shingle estimate from Leerhoff Construction with the stipulation that they use 30 year                            shingles and an ice/water barrier.

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


New 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.


  1. The board was asked to review the library’s inclement weather policy. There were no changes or corrections.

On a motion by Pam, 2nd by Alice, to approve the inclement weather policy.

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


  1. Through the card catalog on the library’s website patrons are now able to see if a particular item is available through Bridges (Overdrive) as an eBook or audiobook. If an item is of interest to a patron they can click a link and it will take them directly to Bridges.


  1. With the generous donation from Dr. Marion and Linda Romitti, the library is looking at replacing the meeting room chairs. Angie presented types of chairs to the board.  It was decided to either go with a plastic or possibly vinyl chair for ease of clean-up and stackability.  The board asked for examples of options, they will be presented at the next meeting.


  1. The carpet is in need of cleaning in some areas. Angie asked the board if they would like her to rent a carpet cleaner and clean those areas or look into having the entire carpet cleaned.  They would like a carpet cleaning company to do it.  It was decided that Angie contact Heritage Interiors and ask if they have any recommendations for carpet cleaning companies and whether or not to use water or chemicals.  Angie will do so.


Director’s Report:

Amy, Steph and Angie have submitted a grant proposal to the Lowrey Foundation for the purchase of two replacement iPads for the iPad table in the children’s area and a Breakout EDU kit.  A Breakout EDU is a physical game kit and platform where students work together to solve academically geared puzzles to open a locked box, similar to an escape room.  If the grant is awarded she will let the board know.


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, Interlibrary Loan report, and the Open Access report.


Weekly programs will continue until the week of July 22 for the Summer Reading Program.  The summer finale will be the Wild, Wild Wet show on July 31 at 1:30 pm.


Upcoming programs include:

  • Pinterest Party on Thursday, July 11 at 7 pm, the featured craft is ice dyeing.
  • Teen after Hours on Friday, July 12 from 7 to 10 pm.
  • Movie Night on Saturday, July 13 at 7 pm with the featured film Captain Marvel.
  • Movie Afternoon on Monday, July 15 at 1:30 pm we will be showing the movie Space Buddies.
  • Apollo 11 program by NASA ambassador Dan Hoy on Monday, July 15 at 6:30 pm.
  • Adult Book Discussion on July 15 at 7 pm. This month’s book is The Dinner by Herman Koch.
  • Kate Shelley Musical preview on Thursday, July 18 at 10 am.
  • Family Board Game Night on July 19 from 7 to 9 pm.
  • Tinkertime on Monday, July 22 at 2 pm.
  • Come and go make and take activity on Thursday, July 25 from 6 to 7 pm.
  • Teen after Hours on Friday, July 26 from 7 to 10 pm.
  • Adult Coloring on Tuesday, July 30 at 7 pm.
  • Summer finale – Wild, Wild, Wet Show on July 31 at 1:30 pm.
  • Pinterest Party on Thursday, August 1 at 7 pm.
  • Chess Club, Monday, August 5 at 6 pm.
  • Adult Coloring on Thursday, August 8 at 7 pm.
  • August Movie Night on Saturday, August 10 at 7 pm featuring the movie Wonder Park.


Angie has asked the board to review a chapter about intellectual freedom from the State Library’s trustee handbook.  This is a part of training needed for accreditation and will be discussed in August.


Board Comments:


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


Next Council meeting to attend:  July 15, 2019 at 5:30 pm with board member Denise to attend.


Adjourn Meeting

On a motion by Pam, 2nd by Dave, meeting adjourned at 6:50 pm.

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


Next regular Board meeting will be: Tuesday, August 13, 2019


Angie Strong, Director