Library Minutes October 9, 2019

October 2019 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

October 8, 2019

Meeting called to order by President, Denise Hiveley at 5:33 p.m.


Roll: Pam Allen, yes.  Denise Hiveley, yes.  Alice Sharp, yes.  Kelli Wolf, yes.  Dave Evans, (left at 6:35) yes.

Director, Angie Strong, yes.

Absent: none


Approval of Agenda:   [Additions or corrections- none]

On a motion by Kelli, 2nd by Pam, to approve the agenda as presented.

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


Approval of Minutes:  Board Meeting minutes of September 10, 2019

Corrections: None.

On a motion by Dave, 2nd by Alice, minutes of the September 10, 2019 meeting were approved as read.

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


Approval of Bills:

Special notes if any on claims:  none

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

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


Financial Report:

Detailed account is available upon request.




$        82.25  Fines/Fees

$        13.00  Fax Revenue

$      112.20  Copy Revenue

$         2.70   Mag/Books sold

$         0.00   Misc.

$        40.00  Guilt jar proceeds

$        25.00  Meeting Room    

$      275.15  Total for month

$      742.24  Total year to date



Trust Fund Receipts:

$      00.00

$___ 00.00_______________

$      00.00  Total for the month

$  2,275.00  Total year to date



Library Donations:

$        25.00  Friends purchased left over book sale books


$         25.00 Total for month

$       125.00 Total year to date



Circulation Report for the month of September


Items loaned in Sep. 2019              1,642               Average daily circulation   68

Items loaned in Sep. 2018              1,564               Open Access Items          157

Items loaned last month (Aug)         1,770               Access Plus Items            19

Internet Use: Public Access Computers – 829 & Wireless users – 1,423

Bridges Checkouts:  audiobooks-96 eBooks-126 streaming video-0 magazines-4

[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 was sent an email through Publisher’s Weekly about more changes to e-book and audio book e-lending. The publishing house Simon & Schuster has changed its digital terms of service.  New pricing is in place which in some cases is more than double the previous prices. Also the lending model is changing from one year licenses to two year licenses for e-books.  Digital audios will change from a perpetual access model to a metered model, and must be re-licensed after two years.  There will be no embargos with Simon & Schuster unlike publishing giant Macmillan that has a two month embargo on new e-book titles for libraries.  These changes from both publishers will hurt library lending.  Angie will continue to monitor digital lending and will update the board as necessary.



Unfinished Business:


  1. The carpets were cleaned on September 13, Angie is very happy with the work that was done by Carpet Pro. It was done in an hour and a half, and the carpets dried pretty quickly.  It was suggested that it be done on a yearly basis, Angie agreed.


  1. Another sample meeting room chair was reviewed by the trustees. It is not as comfortable as the first sample chair but was sturdier.  It was suggested to look for more chairs and present them at the next meeting.  Angie will do so.


  1. Angie attended the fiber internet informational meeting. The $75 will be totally refunded if Huxley Communications does not bring fiber to Madrid.  In order for Madrid to get fiber at least 500 people need to commit to this service.  The city paid and signed up all departments for fiber internet.   The library should still be able to get discounts through E-Rate and may be able to get reimbursed for internal connections.  Angie will keep the board informed of any updates.


  1. Angie finished the annual survey for the State Library of Iowa last week. 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, 2018 through June 30, 2019.



New Business:


  1. A draft of the fiscal year 20-21 budget was given to the board to review. The board has a few questions about this year’s budget, Angie will discuss it with Mary Jo.

On a motion by Kelli, 2nd by Dave the board approved the rough draft of the FY 20-21 budget.

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



  1. Angie has partnered with Danielle Dalluge, the high school art teacher, in the hopes of creating a library logo. Angie presented mock ups created by the students to the board.  Suggestions for changes will be given and those revisions will be presented at the next meeting.


  1. Alice updated the board on her efforts in regards to the butterfly garden (her son created the garden as an Eagle Scout project). Alice is wanting to replace the smaller fencing and bench in the garden area as well as replace some plants.  The cost of the project will be $1,700.  She has already applied for grants and has asked the Friends of the Library for help.  With winter approaching this will be a spring project, but she wanted to let the board know what was happening.


  1. Trustee training will happen at the November meeting. Angie will demonstrate the Transparent Language database to the trustees.


  1. Angie has requested permission for her and Steph to attend the Kid’s First conference April 5-7 in Ames. Angie explained that this conference has given the library some good programming ideas in the past, for example the library’s annual puppet show.  There will be a cost to this conference.

On a motion by Pam, 2nd by Kelli the board approves that Angie and Steph can attend the Kid’s First conference.

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



Director’s Report:


Angie has filed the first form in the E-Rate process for fiscal year 20-21.  This federal program helps the library with internet discounts.


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.


Puppet Show tryouts will be held on Tuesday, October 15 from 3:30 to 4:30 pm.  Practices will be held every Tuesday from 3:30 to 4:30.  The final performance will be on Sunday, January 12, 2020.


The library’s annual silent auction will be held from Tuesday, December 3 through Saturday, December 7th.  Bidding will end on Saturday following the Madrid Area Chamber’s Christmas Extravaganza, which is a change from previous years.  Angie plans on having Amy send out letters to area businesses asking for donations this week.


With the Christmas Extravaganza being held on Saturday afternoon Angie will work and keep the library open for people who want to look at the Avenue of Trees.  Angie has decided that board members don’t need to be at the library that afternoon but all board members are asked to bring 2 dozen cookies for the event.  Angie will provide the cider.  The board also discussed ideas for a tree for the Avenue of Trees.


Upcoming programs include:

  • Pumpkin Patch Pages for All Ages program October 8th and 9th at Frey’s Pumpkin Patch.
  • Adult Pinterest Party, Thursday, October 10th at 7 pm, the featured craft is pumpkin decorating.
  • Movie Night on Saturday, October 12th at 7 pm, the featured movie is The Secret Life of Pets 2.
  • Chess Club on Monday, October 14th at 6 pm.
  • Puppet try-outs on Tuesday, October 15th at 3:30 pm.
  • Early Out Lego Crew on Wednesday, October 16th at 2:30 pm.
  • Lessons of the Holocaust program by Brad Wilkening on Thursday, October 17th at 6:30 pm. This program is sponsored by the Friends of the Library.
  • Teen after Hours on Friday, October 18th from 7 to 10 pm.
  • Adult Book Discussion on October 21st at 7 pm. This month’s book is Little Bee by Chris Cleave.
  • Honey bee program on Tuesday, October 22nd at 6:30 pm.
  • Medicare Basics Program on Thursday, October 24th from 6 to 7 pm.
  • Early Out Movie on Wednesday, October 30th at 2:30 pm.
  • Trick or Treat Night from 6 to 8 pm on Wednesday, October 30th.
  • Chess Club on Monday, November 4th at 6 pm.
  • Pinterest on Thursday, November 7th at 7 pm.
  • Family Board Game Night on Friday, November 8th from 7 to 9 pm.
  • November Movie Night on Saturday, November 9th at 7 pm.


The library was also invited to be a part of a Madrid Family Night before the football

game on October 4th.  Steph and Angie set up activities and had an active story before the game to help promote physical and mental health.


Board Comments:


Items to be discussed at the next board meeting: Meeting room chairs, budget questions, Christmas Extravaganza, new State Library courier service and the library logo.


Next Council meeting to attend:  November 2, 2019 at 10:00 am with board member Alice to attend.


Adjourn Meeting

On a motion by Alice, 2nd by Pam, meeting adjourned at 6:54 pm.

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


Next regular Board meeting will be: Tuesday, November 12, 2019


Angie Strong, Director