Library Minutes June 11, 2019

June 2019 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

June 11, 2019

Meeting called to order by President, Kelli Wolf at 5:30 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- Under Director’s Report – donation]

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

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


Approval of Minutes:  Board Meeting minutes of May 14, 2019

Corrections: None.

On a motion by Pam, 2nd by Dave, minutes of the May 14, 2019 meeting were approved as read.

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


Approval of Bills:

Special notes if any on claims: Angie noted that there are two bills she has not received yet (Des Moines Register subscription and the Center Point Large Print standing order plan) an estimate amount was noted on the claims sheet.  Angie will submit those bills when she receives them and will let the board know of the correct amounts at the next meeting.

On a motion by Dave, 2nd by Denise, bills are approved with the estimates.

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


Financial Report:

Detailed account is available upon request.




$        84.94  Fines/Fees

$        19.50  Fax Revenue

$        68.70  Copy Revenue

$           .90   Mag/Books sold

$         1.00   Misc.

$      110.00  Meeting Room    

$       285.04  Total for month

$    3,419.23  Total year to date



Trust Fund Receipts:

$       00.00

$       00.00


$         00.00  Total for the month

$     7,504.82  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 May


Items loaned in May 2019             1,557                 Average daily circulation   60

Items loaned in May 2018             1,541                 Open Access Items          166

Items loaned last month (Apr)       1,399                  Access Plus Items            17

Internet Use: Public Access Computers – 662 & Wireless users – 1,372

Bridges Checkouts:  audiobooks-100 eBooks-106 streaming video-0 magazines-10

[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. 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.


Unfinished Business:


  1. Heritage Interiors will be replacing the meeting room floor on June 20 and 21. The programs scheduled for those days will be held on the library side instead of in the meeting room.  Angie chose Woodland Taupe luxury vinyl plank for the room.  Staff will take down tables, remove the chairs, refrigerator and other items to prep for the new floor.


  1. There is still no correspondence about county funding for fiscal year 19-20.


  1. The board reviewed the three estimates Angie has received for the roof. Two estimates were for asphalt shingles and the third was for a metal roof.  The board would like another quote for asphalt shingles as a comparison and possibly another one for a metal roof.  The board decided to hold off on a decision until other estimates are received.


New Business:


  1. The meeting room air conditioner was repaired. The issue was a bad condenser.  A bill has not been received for the repair.


  1. Angie contacted the board about window leaks and water damage that occurred the first week of June. The children’s area window had rain coming in due to a clogged gutter and bad seals.  The carpet was also wet by this window.  A window in the teen area wasn’t leaking but the drywall was wet.  Angie contacted Public Works Director Scott Church about these issues, Scott contacted Leerhoff Construction to evaluate if the windows needed repair or replacement.  It was determined that the caulking and foam backer needed to be replaced around the windows.  Leerhoff also removed the wet drywall and found mold.   They cleaned the mold, replaced the drywall, and fixed the windows.


  1. Since the library has been working on grants to purchase some new computers, Angie decided to go ahead and purchase new time management software for the public access computers. The new software should be compatible for about 5 years.  Angie also contacted the antivirus company and requested a new product that would be compatible with Windows 10.  The old version the library had was conflicting with Windows 10.  There was no charge for the new antivirus software since the library had recently purchased a three year license.  Both of these products have been added to the library computers.


Director’s Report:


Pam and Denise graciously went to the Madrid Community Endowment Fund ceremony since Angie was unable to attend.  They accepted a grant in the amount of $500 to help purchase new public access computers.  The library is also going to receive a grant for $250 to help purchase a new circulation computer thanks to the Hopkins Grove United Methodist Church Congregational Trust.


The Summer Reading Calendar has a couple of additions.  On July 15, Dan Hoy, a NASA Ambassador will be coming to the library to talk about the 50th anniversary of Apollo 11.  This program is for all ages and will be at 6:30 pm in the library’s meeting room.  On July 18, there will be a Kate Shelley Bridge Musical Preview at the library from 10 to 11 am. Actors will be in costume, sharing the story and singing songs from the show.  The show will be performed at Snus Hill that evening.


Upcoming programs include:

  • Weekly library summer programs began June 11 & 12.
  • Pinterest Party on Thursday, June 13 at 7 pm, the featured craft is garden pots.
  • Teen after Hours on Friday, June 14 from 7 to 10 pm.
  • Movie Afternoon on Monday, June 17 at 1:30 pm with the featured film Zathura.
  • Adult Book Discussion on June 17 at 7 pm. This month’s book is Little Fires Everywhere by Celeste Ng.
  • Robotics – June 18, 20, 25 from 6 to 7:30 pm and June 27 from 7 to 8:30 pm.
  • Family Board Game Night on June 21 from 7 to 9 pm.
  • Come and go make and take activity on Thursday, June 27 from 6 to 7 pm.
  • Teen after Hours on Friday, June 28 from 7 to 10 pm.
  • Lego Crew on Tuesday, July 2 from 10 to 11 am and from 2 to 3 pm.
  • Blank Park Zoo presentation on Monday, July 8 at 10 am in the community room.
  • Chess Club, Monday, July 8 at 6 pm.


The board rotates the role of president every year.  Denise will be board president starting in August.


The library has been given a $5,000 donation from Dr. Marion & Linda Romitti.  Angie plans to use the money for some new meeting room chairs and other furniture items.


Board Comments:  Denise will not be able to attend the July meeting.


Items to be discussed at the next board meeting: County funding, roof, inclement weather policy review.


Next Council meeting to attend:  June 17, 2019 at 5:30 pm with board member Pam to attend.


Adjourn Meeting

On a motion by Pam, 2nd by Dave, meeting adjourned at 6:31 pm.

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


Next regular Board meeting will be: Tuesday, July 8, 2019


Angie Strong, Director