Library Minutes September 12, 2017

September 2017 minutes

Minutes of the Madrid Public Library Board of Trustees Meeting:

September 12, 2017

Meeting called to order by President, Dave Evans at 5:31 p.m.


Roll: Pam Allen, yes. Denise Hiveley, yes. (left at 6:30 pm) Alice Sharp, yes. Kelli Wolf, (arrived at 5:32 pm), yes. Dave Evans, yes.

Director, Angie Strong, yes.


Approval of Agenda:   [Additions or corrections- Under Director’s Report – Summer Reading Program Stats]

On a motion by Pam, 2nd by Denise, agenda approved with the addition.

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


Approval of Minutes:  Board Meeting minutes of August 8, 2017

On a motion by Alice, 2nd by Pam, minutes of the August 8, 2017 meeting were approved as read.

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


Approval of Bills:

Special notes if any on claims: One of the front doors was not unlocking and needed repair. (Record Automatic Doors – $285.00) Midwest Tech came and replaced two more security cameras that stopped working. ($600.00)

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

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


Financial Report:

Detailed account is available upon request.





$             172.05   Fines/Fees

$               76.00   Fax Revenue

$               83.00  Copy Revenue

$               10.60  Mag/Books sold

$                0.00   Misc.

$             75.00   Meeting Room            

$            416.65  Total for month

$            704.15  Total year to date



Trust Fund Receipts:

$         750.00   Lowrey Trust

$           00.00

$­_____  _________________________   

$         750.00   Total for the month

$      3,579.25   Total year to date



Library Donations:

$         250.00   Donation from Police Chief Rick Tasler

$           ________________  ___

$          250.00   Total for month

$          275.00   Total year to date





Circulation Report for the month of August


Items loaned in August 2017     2,149                     Average daily circulation 80

Items loaned in August 2016     2,153                     Open Access Items   106

Items loaned last month (July)  3,089                      Access Plus Items 17


Internet Use: Public Access Computers – 1,629 & Wireless users – 969

Bridges Checkouts:  audiobooks-119 eBooks-115 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 the official letter from the Lowrey Trust Foundation for the $750.00 grant the library applied for.  Angie will purchase the items requested soon.


Old Business:


  1. At the last meeting, discussion was focused on the Cintas proposal for their mat service. Angie found out that there is no bi-monthly option for this service.  Angie went ahead and signed the contract for the monthly service.  The contract is for 3 years.  The mats arrived the week of September 4, as well as the invoice.  The invoice is $42.73 which is a decrease from the quote given which was $59.40 monthly.


  1. Mary Jo, the city clerk, informed Angie of the library’s portion of the maintenance agreement with Kruck Plumbing and Heating. The yearly bill is $320.00 for this service.



New Business:


  1. One of the security cameras stopped working and Angie contacted Midwest Tech about replacement. When Andy came to install the new camera, another camera also stopped working.  Andy replaced both cameras.  The Boyd Estate will pay for the replacement cameras.


  1. The Registered Sex Offender policy was given to the board for review. A couple of corrections were made.

On a motion by Denise, 2nd by Kelli, to approve the Registered Sex Offender Policy with the corrections.

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



The Safe Child Policy was also given to the board for review.  No changes were


On a motion by Alice, 2nd by Pam, to approve the Safe Child Policy as presented.

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


  1. Angie and the board discussed the current library budget and the FY 18-19 budget for the upcoming budget talks.



Director’s Report:


The Friends of the Madrid Library Fall Book Sale was held on Saturday, August 26, Sunday, August 27 and during open library hours through Wednesday, August 30.  Profits from the sale were $967.75 which is an increase from last year ($826.00).


Angie has started the annual survey for the State Library.  She still has several more hours of work to do on the survey.  Angie would like to complete it by the end of September so she can create an annual report with the results to present to the board and the city council in October.


The schedule for Pages for All Ages was given to the board.  This program is for any child preschool and under and is on Tuesdays and Wednesdays at 10 am (same program both days).


A schedule for early out programs was given to the board. Fall early out programs include: September 13th is Lego Crew.  September 27th is Crafternoon.  October 11th is Science Club.  October 25th is Halloween Movie afternoon.  November 8th is Table Top Game Afternoon.  November 29th is STEM afternoon.  Finally, December 13th will be holiday cookie decorating.


Angie also presented the board with a schedule for preschool outreach.  Steph will be going to Tiger Tots and Lily Pad to read to the preschoolers as well as taking a selection of books for kids to enjoy.  Most of the visits will happen the third week of the month (although a few have been changed due to the holidays) and will be done through May.


Angie is looking for ideas to enhance the Silent Auction/Holiday Open House this year.  Angie asked the board for some ideas/suggestions.  Angie has suggested an ugly sweater contest for example.  More discussion about the Open House will be at the next meeting and any possible fundraiser ideas will be discussed then as well.


Upcoming programs include:

  • Early out Lego Crew on Wednesday, September 13 at 2:30 pm
  • Chess Club on Thursday, September 14 at 6 pm
  • Book discussion on Monday, September 18 at 7 pm
  • Robotics on Tuesday, September 21 from 6:30 to 8 pm
  • Adult Coloring on Thursday, September 21 at 7 pm
  • Early out Crafternoon on Wednesday, September 27 at 2:30 pm
  • Robotics on Tuesday, October 3 from 6:30 to 8 pm.


Angie presented the Summer Reading Program Stats for 2017.  A total of 65 programs were done this summer with a grand total of 1,712 participants.  In comparison to last year there were 71 total programs and total participation of 1,919.



Board Comments: None




Items to be discussed at the next board meeting:

Library budget



Next Council meeting to attend:  September 18, 2017 at 5:30 pm with board member Kelli to attend.


Adjourn Meeting

On a motion by Alice, 2nd by Pam, meeting adjourned at 6:53 pm

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


Next regular Board meeting will be: Tuesday, October 10, 2017


Angie Strong, Director