Library Minutes September 8, 2020

September 2020 minutes


Minutes of the Madrid Public Library Board of Trustees Meeting:

September 8, 2020

Meeting called to order by President, Pam Allen at 5:30 p.m.  This meeting was held via Zoom as face to face meetings are not recommended due to the Covid-19 pandemic.


Roll: Alice Sharp, yes. Kelli Wolf, (arrived at 5:31) 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 Denise, 2nd by Alice, 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 August 18, 2020 and Special Meeting Minutes of August 25, 2020.

Corrections: None.

On a motion by Dave, 2nd by Denise, minutes of both meetings 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: the bill for the repair, cleaning and sealing of the light piers was given after the claims were printed.

On a motion by Alice, 2nd by Kelli, the bills are approved with the addition.

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 August (modified hours and services due to Covid-19)


$       15.50   Fines/Fees

$       10.00   Fax Revenue

$       32.45   Copy Revenue

$          .60   Mag/Books sold

$       00.00   Misc.

$       00.00   Guilt jar proceeds

$       00.00   Meeting Room    

$        58.55  Total for month

$      238.89  Total year to date


Trust Fund Receipts:

$        50.00  E-book content credit donation

$__ 1500.00_Lowrey Foundation – early out programs_

$    1,550.00 Total for the month

$    1,600.00 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 2020        1,085                 Average daily circulation   54

Items loaned in August 2019        1,770                 Open Access Items          70

Items loaned last month (July)    1,291                  Access Plus Items            9

Internet Use: Public Access Computers – 218 & Wireless users – 643

Bridges Checkouts: audiobooks-109 eBooks-148 streaming video-0 magazines-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 State Library of Iowa received funds through the CARES Act (Coronavirus Aid, Relief, and Economic Security Act) and divided its allotment into two projects. The first is the Bold 360 chat that was discussed last month. The other was for PPE kits for every Iowa library.  The Madrid Library received its kit last week.  It included hand sanitizer, masks, disinfectant, bleach, gloves, paper towels and wipes.


  1. The annual survey is available to complete online through the State Library. It is due October 31.  Once completed, Angie will create an annual report that will be given to the city council and county supervisors.


  1. State Librarian, Michael Scott, sent a message to all Iowa librarians about the future of the current online resources offered through the State Library. (These resources include the Gale databases, Credo and Transparent Language as well as OCLC First Search, H.W. Wilson Core Collection and Foundation Directory Online).  The State feels it’s time to explore other options that would provide a better return on investment.  A task force will be created to see what resources would be most valued and one or more requests for proposal (RFP’s) will be released.  Any new resources will be in place by July 2021.  Angie is a little frustrated that the databases may change again due to the fact that patrons get used to certain materials.


  1. Currently all library emails are through the State Library’s webmail system. A new system is being implemented on September 14.  Everything will be migrated over, but Angie will have to complete a few simple steps in order to access the new system for each email account.


Unfinished Business:


  1. The insurance company provided dehumidifiers to remove the moisture that remained after the derecho. Also, the insurance company has sent out a drywall company to look at the repairs.  Nothing has been started as of yet.


  1. The brick repair, cleaning, and sealing on the light piers is almost complete. Angie has not received any information about the lights but she will before the next meeting.


  1. The board reviewed the safe child policy. A no corrections were made.

On a motion by Dave, 2nd by Denise, to approve the safe child policy.

Roll: Dave; yes. Alice; yes. Kelli; yes. Denise; yes. Pam; yes.

Motion carried; all ayes


  1. The board discussed possible names for the community team needed for the Planning for Results process that will help create the library’s new strategic plan. This team will be asked questions via phone about the community and the library.  The board will ask their potential team members if they would be willing to participate.  Those willing to help will be sent a letter to set up a time for a phone survey done by Maryann Mori, the library’s district consultant.  This is planned to take place the first week of October.


  1. Review of the reopening plan was discussed. At this time no changes will be made to the current plan.   A letter was sent to the newspaper, school, and posted on Facebook about the current restrictions for students when visiting the library.  The letter has helped keep large groups from gathering at the library.  The plan will be reviewed again in October.


  1. The library aide position is still open. Angie has posted the job on Facebook in hopes of more applications.  The position will be open until filled.


New Business:


  1. Angie has applied for an add-on to the Brainfuse database. HelpNow is a service that offers live tutors, school skills practice, and other services to support students in 3rd grade through college.  With the current Covid situation, Angie feels this is another way the library can help patrons remotely.  Angie will use direct state aid monies for this service.



Director’s Report:


Early out grab and go kits will be made weekly starting on September 9.  Steph is also including a new book list with the kits so students can come to the library on their own and check out what interests them.  She hopes to send these kits to Tiger Tots and the Madrid Kids Club as well.


The week of September 14, Steph will be starting sign-ups for fresh air story times.  Steph has contacted the school about providing preschool outreach.  At this time no visitors are allowed at the school.  She will wait a few months and then will see if the restrictions are lifted.  She has also contacted Tiger Tots about providing outreach to them but has not heard back from them at this time.


Once again this year, Judy Grant has generously donated the Iowa award books (High School Award, Teen Award, Children’s Choice Award and Goldfinch).  Normally the library receives these books in the spring, but due to Covid-19 it was pushed back to the fall.  Angie hopes to have them ready for check out soon.


The circulation desk computer, barcode scanner, and receipt printer have been updated.  The only thing not working on the circulation desk computer is the scanner function from the copiers.  Angie contacted the copier company and at this time they are unable to fix the issue due to a networking problem, even though they have been able to do it in the past.  Steph and Angie’s computer have the scanner capabilities, so those computers will be used instead.


Upcoming programs include:

  • Adult Book Discussion via Zoom on Monday, September 21 at 7 pm. We will be discussing the book Arrowood by Laura McHugh.


Board Comments:  none


Items to be discussed at the next board meeting: reopening plan, library repairs, open position, scanner, strategic plan and possibly the silent auction.


Next Council meeting to attend: September 21, 2020 at 7 pm



Adjourn Meeting

On a motion by Denise, 2nd by Kelli, meeting adjourned at 6:20 pm.

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


Next regular Board meeting will be: Tuesday, October 13, 2020


Angie Strong, Director