Library Minutes October 10, 2017

Minutes of the Madrid Public Library Board of Trustees Meeting:

October 10, 2017

Meeting called to order by President, Dave Evans at 5:30 p.m.


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- Under Correspondence – add Direct State Aid Letter, Under New Business – remove Cintas addition, it is on the agenda twice, will discuss in Old Business]

On a motion by Denise, 2nd by Kelli, agenda approved with the addition and correction.

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


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

Correction – The next regular meeting will be on October 10th not 12th

On a motion by Kelli, 2nd by Alice, minutes of the September 12, 2017 meeting were approved with the correction.

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


Approval of Bills:

Special notes if any on claims: A $6.00 reimbursement to Angie is for becoming a Designated Agent for the library.  This will protect the library from any internet shut downs from the service provider if someone illegally downloads something.  It is valid for three years.

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

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


Financial Report:

Detailed account is available upon request.





$             133.50   Fines/Fees

$               53.00  Fax Revenue

$               90.85  Copy Revenue

$               12.80  Mag/Books sold

$                0.00   Misc.

$             25.00   Meeting Room            

$            315.15  Total for month

$         1,019.30  Total year to date



Trust Fund Receipts:

$       1,689.87   Direct State Aid

$           00.00

$­_____  _________________________   

$      1,689.87   Total for the month

$      5,269.12   Total year to date



Library Donations:

$           10.00    Gen’l donation from Roxanne & Cipriano Garcia

$           25.00__Friends of the Madrid Library for left over book sale books

$           35.00   Total for month

$          310.00   Total year to date




Circulation Report for the month of September


Items loaned in September 2017     1,767                     Average daily circulation 77

Items loaned in September 2016     1,630                     Open Access Items 115

Items loaned last month (August)    2,149                      Access Plus Items 15


Internet Use: Public Access Computers – 844 & Wireless users – 1,591

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 from Advantage Preservation about preserving two more sets of The Madrid Register News to microfilm. The dates of those newspapers would be 01/03/2013 through 06/26/14 and 07/03/2014 through 12/31/15.  Last year the library received 4 rolls of microfilm at a cost of $800.00.  Angie is guessing that the cost will be $200.00 apiece.  This service is important in preserving Madrid history.  Last year the board paid for the microfilm through one of the estates.  Angie and the board agree that this is vital to Madrid history and that using estate money to purchase these is justified.


  1. The library received its Direct State Aid for this fiscal year. Attached with the check was a note from the State Librarian, Michael Scott.  The letter explained that this year’s check reflects 17.7% increase from last year. (The library received $1,689.87 this year in comparison to last year which was $1,435.76) The reason for the increase was due to modifications in funding allocations.


Old Business:


  1. Angie was sent an email about an add-on to the Cintas agreement. This add-on is to help sanitize the boy’s restroom.  The board feels that this is not necessary.

On a motion by Denise, 2nd by Alice, to leave the Cintas agreement as it is with no add-ons.

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



  1. Angie explained why the library did not attend the first budget meeting with the council. The library’s budget line items are pretty much set and the Mayor told Angie that unless the library needs to add something then there was no need to come to the meeting that was held on October 5.  Also, Angie would like to amend the trust account budget for this year, at the last meeting she didn’t think it was needed.  After reviewing some numbers, she respectfully asked the board if the budget

amount could be raised from $6,500 to $7,500.  The reason is due to grants.  Denise

asked what happens if the money isn’t spent, Angie replied that since it is the trust account the money will carry over.  The board agreed to change the requested amount.


New Business:


  1. As a part of accreditation, the trustees need to review the ADA Checklist for Readily Achievable Barrier Removal. In March, Angie and the staff took sections of the document and checked whether or not the library was compliant with the items on that checklist.  Angie highlighted what the library was compliant with, and what things the library is not.  The trustees are now aware of this checklist and what needs to be changed.  Angie told the board that these things do not need to be fixed but they need to be aware of them.

On a motion by Denise, 2nd by Kelli, that the board is aware of the ADA Checklist.

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


  1. Steph Fogarty, Shelly Schaffer and Janna Allbee were given their yearly written evaluations.


  1. Angie showed the trustees the new city website that will include the library’s new website. Angie was told that the site is to become active sometime this week.  Angie has added events to the calendar but has not uploaded any minutes or agendas because she was unsure on how to do it.  Angie commented that she would like to move a few things, such as the card catalog, because it is difficult to find the catalog where it currently is.  The card catalog should be front and center.  Angie is hoping to get some more training on this before it goes “live”.


  1. Angie finished the annual survey for the State Library of Iowa at the end of September. Angie has created the annual report for the board, as well as the City Council and Boone County Board of Supervisors.  The information included in the report is taken directly from the annual survey which covers fiscal year July 1, 2016 through June 30, 2017.


  1. The library will be closed on Friday, November 10 and Saturday, November 11 for Veteran’s Day. The library will be closing at 5 pm on Wednesday, November 22 and will be closed all day Thursday, November 23, Friday, November 24 and Saturday, November 25 for Thanksgiving.  For the Christmas holiday the library will be closed on Friday, December 22, Saturday, December 23 and Monday, December 25.  Finally the library will be closed on New Year’s Day.

On a motion by Kelli, 2nd by Alice, to be closed on the aforementioned holidays.

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


Director’s Report:


The library will be hosting their annual Trick or Treat Night during beggar’s night (October 30) from 6 to 8 pm.  There will be games, food and fun at this family friendly event.  This event is sponsored by the Friends of the Madrid Library.


Angie has started looking for dates to have a staff meeting to train the other employees on the AED machine as well as training for other library issues.  Angie is uncertain if all the staff need to be certified on the AED machine or if Angie and Steph can train the others.  Angie has contacted city attorney, John Jordan about this to see if there are liability issues if the staff aren’t certified.  The board wants to know what the city attorney says before scheduling a training session.  At this time Angie has contacted one trainer and was told it would be $60.00 per employee with a minimum of 5 employees in attendance.  Angie has been given information about another possible trainer, she will look into cost and availability if certification is needed.




The library’s annual silent auction will be held from Tuesday, November 28 through Tuesday, December 5.  Angie plans on having Amy send out letters to area businesses asking for donations this week.


Steph’s computer has stopped working.  Angie tried to fix it by replacing the hard drive, but that did not resolve the problem.  Her computer has been having issues ever since Windows 10 forcibly downloaded.  Angie plans on using some of the Direct State Aid money that was just received to replace the CPU and may replace another one of the public access computers with some of that money as well.


As much as Angie would like to do another fundraiser at this time she doesn’t feel like she could spend quality time implementing a new fundraiser.  Angie is still wanting to do something different but would like to do it at another time of year.  The holiday open house will be on Monday, December 4.  There was discussion about decorating a tree for the Avenue of Trees.  More discussion about this event will be at the next meeting


Upcoming programs include:

  • Early out Scientist Club on Wednesday, October 11 at 2:30 pm
  • Pinterest Party on Thursday, October 12 at 7 pm
  • Monthly Movie Night on Saturday, October 14 at 7 pm with the showing of Guardians of the Galaxy Volume 2
  • Book discussion on Monday, October 16 at 7 pm
  • Puppet Show tryouts on Tuesday, October 17 at 3:30 pm, rehearsals every Tuesday from 3:30 to 4:30, final performance on Sunday, January 14, 2018.
  • Robotics on Tuesday, October 17 from 6:30 to 8 pm
  • Adult Coloring on Thursday, October 19 at 7 pm
  • Early out movie on Wednesday, October 25 at 2:30 pm featuring a Halloween movie.
  • Trick or Treat Night on Monday, October 30 from 6 to 8 pm.
  • International Game Day on Saturday, November 4 from 1 to 4 pm.
  • Robotics on Tuesday, November 7 from 6:30 to 8 pm.
  • Early out tabletop gaming on Wednesday, November 8 at 2:30 to 3:30 pm
  • Pinterest on Thursday, November 9 at 7 pm.
  • November Movie Night on Saturday, November 11 at 7 pm with the showing of Cars 3.


Board Comments: None


Items to be discussed at the next board meeting:

Library budget, Holiday Open House, staff meeting, website and Helms Estate interest



Next Council meeting to attend:  October 16, 2017 at 5:30 pm with board member Alice to attend.


Adjourn Meeting

On a motion by Alice, 2nd by Denise, meeting adjourned at 6:52 pm

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



Next regular Board meeting will be: Tuesday, November 14, 2017


Angie Strong, Director