Library Minutes June 9, 2020

June 2020 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

June 9, 2020

Meeting called to order by President, Denise Hiveley at 5:35 p.m.  This meeting was held via Zoom as face to face meetings cannot be held due to the Covid-19 pandemic.


Roll: Pam Allen, absent.  Denise Hiveley, yes.  Alice Sharp, yes.  Kelli Wolf, yes.  Dave Evans, yes.

Director, Angie Strong, yes.

Absent: Pam Allen


Approval of Agenda:   [Additions or corrections- none]

On a motion by Dave, 2nd by Alice, to approve the agenda as presented.

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


Approval of Minutes:  Board Meeting minutes of May 12, 2020 and Special Meeting Minutes of June 4, 2020

Corrections: None.

On a motion by Alice, 2nd by Kelli, minutes of the May 12, 2020 meeting were approved as read.

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


Corrections: addition of what CIPA means

On a motion by Dave, 2nd by Alice, special minutes of the June 4, 2020 meeting were approved with the addition.

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


Approval of Bills:

Special notes if any on claims:  Angie noted that there are three bills she has not received yet (Des Moines Register subscription, Center Point Large Print standing order plan and a Baker and Taylor bill) 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 Alice, 2nd by Dave, the bills are approved with the estimates.

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


Financial Report:

Detailed account is available upon request.


Receipts for May (closed March 16 due to Covid-19, reopened to the public June 1)


$       00.00   Fines/Fees

$       00.00   Fax Revenue

$       00.00   Copy Revenue

$       00.00   Mag/Books sold

$       00.00   Misc.

$       00.00   Guilt jar proceeds

$       00.00   Meeting Room    

$       00.00  Total for month

$    2,198.83 Total year to date


2nd half allocations from the county – $9,650.00


Trust Fund Receipts:

$    100.00   E-book content credit donation


$    100.00   Total for the month

$ 12,000.22 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 May (closed March 16 opened for curbside May 11)


Physical Items loaned in May  580

May had 231 renewals for extended due dates

Open Access Items          38               Access Plus Items            1

Internet Use: Public Access Computers – 0  Wireless users – 566

Bridges Checkouts: May – audiobooks-115 eBooks-259 streaming video-1 magazines-2

[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:


None to report


Unfinished Business:


  1. The Little Free Food Pantry is to be installed on Wednesday, June 10 at 5:00 pm.


  1. The library’s reopening plan was discussed. The library opened to the public on June 1.  So far things have gone smoothly.  Angie and the board feel at this time that the current tier 3 guidelines should remain in effect until the next board meeting.


New Business:


  1. Per accreditation standards the bylaws must be reviewed. In order to do so Angie must give notice to the board before the meeting.  Angie will send a copy of the bylaws to the board along with next month’s minutes.


  1. There has been no correspondence about county funding for fiscal year 20-21. Last year the library did not receive anything until the middle of June.  Angie will contact the director at the Ericson Public Library in Boone to see if she has heard from them.


  1. The board reviewed the building maintenance plan. Several smaller items were completed during the library’s closure due to Co-Vid 19.  Angie will contact someone about replacing the bad light ballasts in the next few weeks.  Angie also asked if the board would like to have the carpets cleaned again in the fall.


  1. Angie was contacted by the school superintendent about early outs this fall. With the unexpected closure of Lily Pad the school is looking into a new before and after school provider.  Angie was told that YSS (Youth and Shelter Services) may be that provider.  If that is the case, the library would not be able to partner with the school on early out days.  After discussing this with Steph, the only thing that would really change would be not being able to use the elementary gym.  Denise mentioned that at a teachers meeting she was told that the school may not be able to partner with YSS.  Either way, the library will continue to provide early out programs.



Director’s Report:


Angie was contacted by the Madrid Community Endowment Fund about the grant the library applied for.  The library has received $1,088.66 for two new lounge chairs with tablet holders.  Amy is working on the Lowrey Trust grant which is due at the end of June.  Angie has not heard anything about the Hopkins Grove grant.


Angie is able to fill out the last form of the E-rate process.  She had to wait until the special meeting on June 4 (Children’s Internet Protection Act requirement of filtering computers) had taken place to comply with the rules.


The Summer Reading Program flyer was given to the board.  The program will be from June 8-July 31.  Make and take activity bags and family packets are available weekly.  4H STEM (Science, Technology, Engineering and Math) kits will be available during the month of June.  The library decided not to go with an online reading tracker, instead paper reading logs are included in the family packets.  The library will encourage patrons to use the online tracker through the school called EPIC.  We will have several online events such as virtual escape rooms, nature quests as well as a link to an online program.  Science Tellers will present Dragons! Return of the Ice Sorceress.  The link will be posted on the library’s website and Facebook page on June 22 and can be viewed anytime. Steph is also going to Tiger Tots and Lily Pad for in person small group story times.  A sign up is also available for anyone who would like her to read at their home (Fresh Air Fairytales).  We are evaluating the Summer Program on a month to month basis, and may have some outdoor presenters such as the Blank Park Zoo in July if restrictions are lifted.


The board rotates the role of president every year.  Pam will be board president starting in July.


Upcoming programs include:

  • Adult Book Discussion via Zoom on Monday, June 15 at 7pm. We will be discussing the book Garlic and Sapphires by Ruth Reichl.



Board Comments:  none


Items to be discussed at the next board meeting: By-laws, reopening plan


Next Council meeting to attend: The next meeting is on the July 4th holiday, Angie is unsure when it will be held


Adjourn Meeting

On a motion by Kelli, 2nd by Alice, meeting adjourned at 6:23 pm.

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


Next regular Board meeting will be: Tuesday, July 14, 2020


Angie Strong, Director