Library Minutes September 10, 2019

September 2019 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

September 10, 2019

Meeting called to order by President, Denise Hiveley at 5:31 p.m.


Roll: Pam Allen, yes.  Denise Hiveley, yes.  Alice Sharp, yes.  Kelli Wolf, (arrived at 5:34) yes.  Dave Evans, yes.

Director, Angie Strong, yes.

Absent: none


Approval of Agenda:   [Additions or corrections- none]

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

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


Approval of Minutes:  Board Meeting minutes of August 13, 2019

Corrections: None.

On a motion by Dave, 2nd by Pam, minutes of the August 13, 2019 meeting were approved as read.

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


Approval of Bills:

Special notes if any on claims:  none

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

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


Financial Report:

Detailed account is available upon request.




$        42.49  Fines/Fees

$        22.00  Fax Revenue

$        68.26  Copy Revenue

$         8.25   Mag/Books sold

$         0.00   Misc.

$        25.00  Meeting Room    

$      166.00  Total for month

$      467.09  Total year to date



Trust Fund Receipts:

$  2,275.00   Lowrey Trust

$___ 00.00_______________

$  2,275.00  Total for the month

$  2,275.00  Total year to date



Library Donations:

$       100.00  Kathy Barnes – gen’l donation


$       100.00 Total for month

$       100.00 Total year to date



Circulation Report for the month of August


Items loaned in Aug. 2019             1,770               Average daily circulation   71

Items loaned in Aug 2018              1,916               Open Access Items          211

Items loaned last month (Jul)         2,655               Access Plus Items            8

Internet Use: Public Access Computers – 1,182 & Wireless users – 1,623

Bridges Checkouts:  audiobooks-92 eBooks-131 streaming video-0 magazines-1

[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. Leerhoff Construction replaced the roof over the bump outs the first week of September. Angie is very happy with their work.


  1. Carpet Pro is coming on Friday, September 13 at 8 am to clean the carpets. Angie has decided to open an hour later (10 am) to allow time for the carpet to dry.  If the carpet isn’t totally dry it should still be ok because Friday mornings are usually slow.


  1. Angie purchased a sample meeting room chair as requested to “try out” before ordering the rest. Angie and Steph have some concerns about the chairs.  The backs don’t seem sturdy enough to handle children climbing on them.  They are light which is great for stacking but seem like they would tip easily.  With these issues it was decided to look at another style of plastic chair for the meeting room.  Angie will order another sample chair and will show it to the board at the next meeting.



New Business:


  1. Angie has requested to attend an Atriuum (library’s circulation system) User Group Meeting at the Perry Public Library on Thursday, September 19 from 10 am to 4 pm. There is no cost to attend.  She will learn about the latest update and will also be able to provide input about what is/isn’t working well with the system.

On a motion by Alice, 2nd by Pam, to allow Angie to attend the workshop.

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


  1. At the last city council meeting there was discussion about signing up for fiber internet through Huxley Communications. Angie thinks that fiber internet for the library is essential for faster speeds.  There was discussion at the council meeting about paying $75 to be one of the first to try this service.  Angie would like to sign up but feels she needs more information.  There is a public informational meeting on September 30 at 7 pm.  Angie plans on attending.  Angie will also look into whether or not the library will still be able to get internet discounts through Erate.



Director’s Report:


The Friends of the Madrid Library Fall Book Sale was held on Saturday, August 24 through Wednesday, August 29.  The library made a profit of $670, last year was $923.  With all of the work involved with the sale and such a small profit, Angie and the Friends of the Library are looking to only doing one sale a year or doing another fundraiser instead.  Angie will keep the board informed of any decision that is made.


Since Angie has been focused on the book sale, she has only briefly looked at the annual survey which is due October 31.  She is determined to get it done so she can create an annual report to present to the board and city council in October.


Angie will send out any information to the board (for example the annual report) via mail or email before presenting it to the council.  This is due to the council meetings being before library board meetings and the board should be notified before council.


Statistics for the summer were given to the board.  In comparison to last year overall attendance was down.  But the kickoff and school visits were combined this year due to school make-up days.  Also there were fewer programs this year.  Attendance was up for teen and 4-6 programs.  There was also increased participation in the teen and adult reading drawings.  Less minutes were turned in for the new reading incentive program, Read and Bead.  But the library had very positive remarks about the program and will likely continue next year.


Angie had to repair three of the public access computers.  She wiped them clean and reinstalled the necessary programs.  There was an issue with the timer on one of the computers, Angie will look into the problem.  Other than that, the computers are working normally again.


The Christmas Extravaganza will be held on Saturday, December 7 this year according to the Madrid Area Chamber’s Facebook page.  Angie wanted to let the board know and this topic will be discussed at the next meeting.


Upcoming programs include:

  • Pages for All Ages begins September 10th and 11th.
  • Early Out Science Club on Wednesday, September 11 at 2:30 pm.
  • Movie Night on Saturday, September 14 at 7 pm, the featured movie is Avengers End Game.
  • Preschool Outreach begins September 16.
  • Chess Club on Monday, September 16 at 6 pm.
  • Adult Book Discussion on September 16 at 7 pm. This month’s book is The Storied Life of A.J. Fikry by Gabrielle Zevin.
  • Adult Coloring on September 19 at 7 pm.
  • Early Out Video Game Day on Wednesday, September 25 at 2:30 pm.
  • Medicare Basics Program on Thursday, September 26 from 10 am to 11 am.



Board Comments:


Items to be discussed at the next board meeting: Meeting room chairs, fiber internet, Christmas Extravaganza, library logo and butterfly garden


Next Council meeting to attend:  October 5, 2019 at 10:00 am with board member Kelli to attend.


Adjourn Meeting

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

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


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


Angie Strong, Director