Library Minutes October 13, 2020

October 2020 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

October 13, 2020

Meeting called to order by President, Pam Allen at 5:30 p.m.  This meeting was held via Zoom due to the Covid-19 pandemic.


Roll: Alice Sharp, 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- none]

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

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


Approval of Minutes:  Board Meeting minutes of September 8, 2020.

Corrections: None.

On a motion by Denise, 2nd by Kelli, minutes were approved as read.

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


Approval of Bills:

Special notes if any on claims: None

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

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


Financial Report:

Detailed account is available upon request.


Receipts for September (modified hours and services due to Covid-19)


$       10.00   Fines/Fees

$       23.50   Fax Revenue

$       66.10   Copy Revenue

$         1.10   Mag/Books sold

$       00.00   Misc.

$       00.00   Guilt jar proceeds

$       00.00   Meeting Room    

$      100.70  Total for month

$      339.59  Total year to date


Trust Fund Receipts:

$        50.00  E-book content credit donation

$__1,826.15_Direct State Aid_

$    1,876.15 Total for the month

$    3,476.15 Total year to date


Library Donations:

$      20.00  General donation from Stephen & Linda Santee

$___ 00.00________    

$      20.00  Total for month

$      20.00  Total year to date



Circulation Report for the month of September


Items loaned in Sept. 2020            996                  Average daily circulation   47

Items loaned in Sept. 2019         1,642                  Open Access Items         114

Items loaned last month (Aug)    1,085                   Access Plus Items            13

Internet Use: Public Access Computers – 136 & Wireless users – 556

Bridges Checkouts: audiobooks-94 eBooks-104 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. None to report.


Unfinished Business:


  1. The roof has been repaired and drywall has been removed in the areas where it was damaged by the derecho. (All three bump outs).  Angie was told by the insurance company that someone would be looking at the exterior doors.  Angie hopes that is soon, because the left door is not closing properly and making a lot of noise.  The lights have been put on hold until the insurance company has made all of the necessary storm damage repairs.  Angie will update the board at the next meeting on the repairs.


  1. Maryann Mori, the library’s district consultant, conducted the community phone survey for the library’s Planning for Results process. Calls were made the week of October 4.  Just under 20 community members were interviewed.  Angie has not received the results from Maryann, but hopes to soon, so she can use the information gathered to create a new 5 year strategic plan for the library.


  1. Review of the reopening plan was discussed. At this time no changes will be made to the current plan.  It will be reviewed again in November.


  1. The library aide position is still open. Angie is hoping to conduct interviews in the next couple of weeks.   Hopefully by the November meeting the position will be filled.


New Business:


  1. Direct State Aid was automatically deposited by the State Library. ($1,826.15)  Angie will use the funds for the Tumblebooks database, HelpNow database, new bookshelf and replacement of a public access computer.


  1. Trustee training will happen at the November meeting. Angie will demonstrate the new HelpNow database and Bold Chat 360 feature on the website to the trustees.


  1. Angie finished the annual survey for the State Library of Iowa. 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 was taken directly from the annual survey which covers fiscal year July 1, 2019 through June 30, 2020.


Director’s Report:


The Boone County Auditor contacted Angie about the library being the Madrid rural voting venue for the November election.   Since rural citizens are familiar with voting at the library, Angie felt that it was important to try to accommodate the auditor’s request.   Items in the meeting room will be moved to the back work room for the day.  (Furniture, quarantined items etc.) If any help is needed moving items the county is willing to help.  Angie also requested that extra disinfecting of the restrooms be done while the meeting room is being used which the county has agreed to.  (Social distancing and masks will be worn)  Since items will be in library work room, patrons will not be able to make appointments for a two hour work session on Election Day.


Bold Chat 360 has been added to the website.  Patrons can live chat with a librarian from a mobile phone or desktop computer. Patrons just click on the “Live Chat” button and a chat box appears. This service is available during library open hours and is a quick and easy way to engage with library staff.


Angie has booked Iowa author Linda McCann on November 12 in the Madrid Community Room.  She will be doing a program about her book, Prisoners of War in Iowa, at 6:30 pm.  Participants will need to wear masks and social distance.   The event is free to the public.


The scanning function to the circulation desk computer has been fixed.  Tracey from Koch Brothers found that the library’s antivirus software was causing the issue.  The drivers were also updated so they are compatible with Windows 10.


Any adult/teen can come to the library and get a pumpkin to decorate for the library’s pumpkin decorating contest.  Pumpkins will be crafted at home using materials such as paint, fabric, paper etc.  Decorated pumpkins will be submitted to the library by October 19.  Patrons will vote on their favorite pumpkin from October 20-29 at the library or online.  The winner will be announced on October 30 and will win a $25 Casey’s gift card.  Trick or Treat at the Library will occur this year as well.  Instead of being indoors, the library will be handing out treat bags on Beggar’s Night on the front lawn.  (Bags will be made several days before hand and Steph and Angie have purchased dinosaur costumes that totally cover their bodies.)  The library will also have a lighted Storywalk® to enjoy. (“The StoryWalk® Project was created by Anne Ferguson of Montpelier, VT and developed in collaboration with the Kellogg-Hubbard Library. Storywalk® is a registered service mark owned by Ms. Ferguson).  This family friendly event is free and open to the public.


After much discussion the library has decided not to have its annual silent auction this year.  Angie is unsure if the Christmas Extravaganza is still being held.  She will look into it for the next meeting, and any decisions on whether the library will participate in any events will be determined then.


Upcoming programs include:

  • Adult Book Discussion via Zoom on Monday, October 19 at 7 pm. We will be discussing the book The Mosquito by Timothy Winegard.


Board Comments:  none


Items to be discussed at the next board meeting: reopening plan, library repairs, open position, review of website/social media policy, Fair Labor Standards Act and open meetings law, strategic plan, Christmas Extravaganza, board training and the budget draft.


Next Council meeting to attend: November 7, 2020 at 10 am.


Adjourn Meeting

On a motion by Kelli, 2nd by Dave, meeting adjourned at 6:21 pm.

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


Next regular Board meeting will be: Tuesday, November 10, 2020


Angie Strong, Director