Library Minutes September 11, 2018

September 2018 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

September 11, 2018

Meeting called to order by President, Kelli Wolf at 5:33 p.m.


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

Dave Evans, yes.

Director, Angie Strong, yes.

Absent: None


Approval of Agenda:   [Additions or corrections- none]

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

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


Approval of Minutes:  Board Meeting minutes of August 14, 2018

Corrections: none

On a motion by Pam, 2nd by Dave, minutes of the August 14, 2018 meeting were approved as read.

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


Approval of Bills:

Special notes if any on claims: none.

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

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


Financial Report:

Detailed account is available upon request.




$             147.45  Fines/Fees

$               48.50  Fax Revenue

$             155.35  Copy Revenue

$               10.25   Mag/Books sold

$                3.00   Misc.

$              75.00  Meeting Room            

$            439.55  Total for month

$            819.29  Total year to date



Trust Fund Receipts:

$       830.00  Lowrey Trust Grant

$         00.00

$         00.00_ _____  

$       830.00  Total for the month

$       830.00  Total year to date



Library Donations:

$           00.00

$           00.00                 ________

$           00.00  Total for month

$           00.00  Total year to date


Circulation Report for the month of August


Items loaned in August 2018          1,916                Average daily circulation   74

Items loaned in August 2017          2,149                Open Access Items         150

Items loaned last month (July)       2,765                 Access Plus Items           17


Internet Use: Public Access Computers – 1,117 & Wireless users – 1,284

Bridges Checkouts:  audiobooks-95 eBooks-113 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. The library received an official letter from the Lowrey Charitable Foundation in reference to the grant that Angie and Amy wrote for two Occulus Go Virtual Reality headsets for the library. The library received $830.00.  The headsets will be loaded with middle school science curriculum.  Steph has already contacted the company and the headsets will be available the middle of September.


Unfinished Business:


  1. At the time of the meeting, the library’s ordinances have not been corrected by the city council. Angie has asked the board to contact the mayor to try to get the issue resolved.  Kelli will contact the mayor and will relay any information about this to Angie.


  1. The discussion of eliminating book fines was revisited. Angie let the board know that at the last council meeting she attended with Pam, Mayor Tom Brown had suggested looking into a rewards system for people who returned their books on time.  She did so.  There were very few library articles pertaining to this topic.  One college library did a prize drawing for students that returned items and did not receive fines within a certain amount of time.  Dave suggested that the current circulation table that includes fines, material types, and check out periods be reviewed by each board member.  He suggested looking at the current table and creating a “new” fee structure as if the library was new and going to open for the first time, that way everyone would have input into a new policy.  It was also suggested to think about time frames on when an item should be marked as lost.  Currently there is no set schedule (usually an item is marked lost after it hasn’t been returned after 6 months). Dave suggested that everyone come up with some possibilities and to bring those ideas to the October meeting.

On a motion by Pam, 2nd by Dave, to table the book fines discussion until


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


  1. Angie has hired Martha Petersen for the open library position. She started training on August 27.


  1. The new Samsung copier has been delivered and set up by the Koch Office group. Training on this new copier has been easy for staff since it is very similar to the old copier.


New Business:


  1. Angie requested that the board review the bylaws due to the change in the library ordinances. The first sentence of the bylaws have the old ordinance number listed. Angie has suggested that the ordinance number not be listed.  Angie has asked that the sentence “According to the requirements of Ordinance #4-115.05, the City of Madrid” be removed.  Since the bylaws are consistent with the ordinances there really is no need to refer to them in the bylaws.

On a motion by Pam, 2nd by Alice, to approve the by-laws with the correction.

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


  1. Angie was asked for a request of written permission for a registered sex offender against a minor to come into the library. According to the library’s policy, in order to be in compliance with Iowa Code 692A, the library director can provide written permission but can only do so as a result of a vote at a meeting with the trustees at which a quorum is present.  This person is still entitled to library service.  A courier can come, select, check out, and return materials through the library user’s card.  If this person does not have a card they may register for one with the director via the telephone or online.  With a phone call or email, the director can pull any books wanted and have them ready for the courier.   Interlibrary loan requests can also be made by email or phone.  With a library card, this individual can also access all of the library’s online materials and databases.

On a motion by Dave, 2nd by Pam, to deny written permission to a registered sex offender against a minor but to still allow library access through other means per the library’s policy.

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


  1. The board was asked to review the library behavior policy and behavior procedures. A couple of items were changed under the procedures.

On a motion by Pam, 2nd by Denise, to approve the behavior policy and procedures with the corrections.

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


Director’s Report:


The annual survey for the State Library is due on October 31.  This is Angie’s number one priority at this time.  She plans to finish it before the next meeting so she can create an annual report to present to the board and council in October.


The Friends of the Madrid Library Fall Book Sale was held on Saturday, August 25 and Sunday, August 26 as well as during open library hours through Wednesday, August 29.  This year yielded a profit of $924.00, last year’s profit was $968.00.


The library trustees would like to participate in the Madrid Area Chamber of Commerce’s Avenue of Trees again this year.  Ideas for a Christmas tree are to be brought to the next meeting.  The open house is scheduled on December 3.  The library will be serving cookies and cider.


In the past the library provided outreach to the daycare children at Tiger Tots, this year Steph will also be going to each of the preschool classrooms.  Angie and Steph are happy that the library can provide these services to all area preschoolers.


Upcoming programs include:

  • Early out Lego Crew on Wednesday, September 12 from 2:30 to 3:30 pm.
  • Adult Book Discussion on Monday, September 17 at 7 pm with discussion of the book A Long Way Home by Saroo Brierley.
  • Adult Coloring on Thursday, September 20 at 7 pm.
  • Early out Tinker Time on Wednesday, September 26 from 2:30 to 3:30 pm.
  • Adult Pinterest Party (annual pumpkin decorating event) on Thursday, October 4 at 7 pm.


Board Comments:  None


Items to be discussed at the next board meeting:

No book fine ideas, Ordinances, Annual Survey, Budget, Tree ideas


Next Council meeting to attend:  September 17, 2018 at 5:30 pm with board member Alice to attend.


Adjourn Meeting

On a motion by Dave, 2nd by Pam, meeting adjourned at 6:55 pm

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



Next regular Board meeting will be: Tuesday, October 9, 2018


Angie Strong, Director