2017 Saylorville Christmas Bird Count

On Sunday, December 17, you might see people in blaze orange walking around the Madrid area with binoculars.  They are conducting the Annual Saylorville Christmas Bird Count on behalf of the Audubon Society.  With the mild temperatures, many birds have yet to migrate for the winter and the volunteers are hoping our community will keep their bird feeders filled this weekend in anticipation of an exciting bird count.  Click Here to be redirected for more information regarding the Annual Christmas Bird Count.

Library Minutes December 12, 2017 – draft

December 2017 minutes draft

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

December 12, 2017

Meeting called to order by President, Dave Evans at 5:30 p.m.

 

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

Director, Angie Strong, yes.

Absent: Denise Hiveley and Kelli Wolf

 

Approval of Agenda:   [Additions or corrections- Under New Business – add City Personnel Handbook & under Director’s Report – potluck]

On a motion by Pam, 2nd by Alice, agenda approved with the additions.

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

 

Approval of Minutes:  Board Meeting minutes of November 14, 2017

On a motion by Alice, 2nd by Pam, minutes of the November 14, 2017 meeting were approved as read.

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

 

Approval of Bills:

Special notes if any on claims: The automatic doors needed repair again.  Two transmitters where replaced, the total cost was $410.74.  Mary Jo, the city clerk, sent Angie an email about the city purchasing sidewalk salt for the library. (The library’s portion is $152.50) The board would like Angie to talk to Mary Jo about why the library is being billed for this and have not be charged for it in the past.  They would also like to know if this will be a yearly expense so the board can budget for this in the future.  This bill will be on next month’s claim sheet.

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

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

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR NOVEMBER

Fines/Fees

$             176.59  Fines/Fees

$               37.00  Fax Revenue

$               82.20  Copy Revenue

$               12.00  Mag/Books sold

$                0.00   Misc.

$             75.00   Meeting Room            

$            382.79  Total for month

$         1,697.34  Total year to date

 

Trust Fund Receipts:

$           00.00

$           00.00

$­_____  _________________________   

$           00.00  Total for the month

$      5,958.07   Total year to date

 

Library Donations:

$           00.00

$           00.00___________________

$           00.00   Total for month

$          310.00  Total year to date

 

 

 

 

Circulation Report for the month of November

 

Items loaned in November 2017     1,607                  Average daily circulation  77

Items loaned in November 2016     1,857                  Open Access Items        130

Items loaned last month (Oct.)       1,684                   Access Plus Items           8

 

Internet Use: Public Access Computers – 817 & Wireless users – 1,195

Bridges Checkouts:  audiobooks-92 eBooks-112 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. Nothing to report.

 

 

Old Business:

 

  1. At this time Angie has not been notified of any upcoming budget meetings with the city.

 

  1. At last month’s meeting, Angie discussed using an online certification for the AED machine. The board approved of this option.  Angie plans to go ahead with this purchase after the holidays.  This is a self-paced class and the staff will have 30 days to complete the certification.  If someone fails the test the first time they can retake it at no cost.  Angie asked the board if they would like to use estate money to pay for this or use the miscellaneous account.  Since it is such a small amount ($19.95 per person times 5 staff members) the board would like to use the miscellaneous account for this.

On a motion by Pam, 2nd by Alice, to use the miscellaneous account to pay for the AED certification for staff.

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

 

 

  1. Angie and the other Boone County library directors met with the Boone County Supervisors on November 29 to discuss county funding for fiscal year 18-19. Our libraries are respectfully asking for $135,000 (Boone receives 65%, Madrid 20% and Ogden 15%).  If this increase is given it will put the Boone County libraries closer to the state average of $17.89 per capita (currently the county is at $10.77 per capita)  This year two new supervisors are on the board and asked questions in regards to funding.  All three libraries reiterated that a lot of county residents are using libraries especially for the internet speeds and other computer related needs and checking out materials.  When a decision has been made about funding Angie will let the board and other city officials know.

 

 

 

  1. At the November meeting, discussion was focused on the library being a part of the records retention program through the city.  Mary Jo, the city clerk, was able to set up a demonstration of Koch Brother’s software retention system and Angie was able to participate.  Angie asked if the library would have to purchase a scanner for this system and was told that the library could use existing machines.  A quote for this system has not been received yet.  Also, Angie has not had a chance to look at the ImageTek system that the city already has a quote for.  When a decision has been made about which system the city would like to use, it will not be implemented until after the new fiscal year which begins on July 1, 2018.  This topic will be revisited.

 

  1. Angie is now able to start filing the needed paperwork necessary for the library’s accreditation. The State Library of Iowa has opened this document to file online.  Angie is wanting to complete it before the deadline of February 28, 2018, in case there are any tier levels that are not being met so she can correct them before the deadline.  Just like the annual survey this will be a time consuming project.

 

  1. It is time to start the E-Rate process for fiscal year 18-19 (federal program that gives discounts on internet/phone services to libraries and schools). Angie will start by filling out the first form (Form 470) in the next few weeks.  Angie is also hoping that funding for the current fiscal year will start soon as well.

 

 

 

New Business:

 

  1. Amy Kniffen was given her annual yearly evaluation.

 

  1. The board reviewed the City of Madrid’s personnel (employee) handbook. This is what the library follows as its personnel policy.

On a motion by Pam, 2nd by Alice, the board has reviewed and the library will follow the city’s personnel handbook.

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

 

Director’s Report:

 

The library’s silent auction has raised over $1,000 so far, some items have not been picked up yet and Angie thinks the total will be over $1,200.  Angie will give a final total at the next board meeting.  Last year the library raised about $1,300.00 from the auction.

 

The Christmas Extravaganza was held on Monday, December 4.  Angie thanked the board for the cookies and help with the library’s open house.  336 people came to the library that evening.

 

Upcoming programs include:

  • Robotics on Tuesday, December 12th from 6:30 to 8 pm.
  • Early out Cookie Decorating program on Wednesday, December 13th at 2:30 to 3:30 pm
  • Adult Coloring on Thursday, December 14th at 7 pm.
  • Adult Book Discussion on Monday, December 18 at 6 pm.
  • Pinterest on Thursday, January 4th at 7 pm.

The city is having a potluck for city employees on Thursday, December 21 at noon.

City hall will be closing that afternoon.  Since she wasn’t given much notice about this, Angie felt that it was not in the library’s best interest to close.  Angie wanted to let the board know that the library will be open regular hours on that day and employees that want to attend will be able to in shifts, to keep the library open.

 

 

 

Board Comments:

 

Items to be discussed at the next board meeting:

Library budget, Records retention

           

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

 

Adjourn Meeting

On a motion by Alice, 2nd by Pam, meeting adjourned at 6:20 pm

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

 

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

 

Angie Strong, Director

angie@madrid.lib.ia.us

 

 

These are draft minutes and have not been approved by the board.

P&Z Minutes – November 9, 2017

Click Here – to download meeting minutes

Madrid Planning & Zoning
Regular Meeting
November 9, 2017
6:30 p.m.

The Planning and Zoning regular meeting was called to order at 6:30 p.m. with Randy Dalton presiding.

Present at Roll Call: Randy Dalton, Deb Biegger, Becky Roorda, Ashley Neff, Adam Ostert, Kirk Sheehy, and Paul Mills.  Jason Suckut and Denny Bernholtz were absent.

Other’s Present: Mayor Dirk Ringgenberg

Motion by Roorda, seconded by Sheehy to approve the Planning & Zoning Meeting Minutes from October 12, 2017.

Ayes: All Present                                                                 Motion Carried

Mayor Ringgenberg addressed the P&Z Committee regarding future plans for the City.  He wanted the Committee to be aware that the City’s focus is on the city infrastructure, the downtown area and updating the Planning & Zoning Code of Ordinance.

The meeting was spent discussing a draft of a new rental ordinance.  Questions arose regarding enforcement of the ordinance and other items with the ordinance.  The P&Z Committee asked to meet with the City Council regarding issues that came out of the meeting.  Biegger will talk with Mayor Ringgenberg to see if there is a time that a meeting can take place.

The next Planning & Zoning Meeting has been scheduled for December 14, 2017 at 6:30 p.m.

Motion by Mills, seconded by Roorda to adjourn the Planning and Zoning Meeting at 7:49 p.m.

Council Agenda December 5, 2017

Council Agenda December 5, 2017

Library Minutes November 14, 2017

November 2017 minutes

 

Minutes of the Madrid Public Library Board of Trustees Meeting:

November 14, 2017

Meeting called to order by President, Dave Evans at 5:30 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- Under New Business – add Avast Educational Anti-virus proposal]

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

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

 

Approval of Minutes:  Board Meeting minutes of October 10, 2017

Correction – Under Correspondence and Communications remove the dollar sign in front of 17.7%

On a motion by Alice, 2nd by Kelli, minutes of the October 10, 2017 meeting were approved with the correction.

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

 

Approval of Bills:

Special notes if any on claims: The mats from Cintas were not replaced in October, Angie contacted Fred and was told a set of keys would be needed so they can replace the mats early in the morning.  Angie will make a set and give them to Fred.  This month there is not a bill for Cintas and it will be removed from the claims sheet.

On a motion by Pam, 2nd by Alice, bills were approved with the removal of the Cintas bill.

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

 

Financial Report:

Detailed account is available upon request.

 

RECEIPTS FOR OCTOBER

Fines/Fees

$               93.00  Fines/Fees

$               44.00  Fax Revenue

$             105.80  Copy Revenue

$                2.45  Mag/Books sold

$                0.00   Misc.

$             50.00   Meeting Room            

$            295.25  Total for month

$         1,314.55  Total year to date

 

Trust Fund Receipts:

$          688.95   Open Access/Interlibrary Loan reimbursement

$           00.00

$­_____  _________________________   

$         688.95   Total for the month

$      5,958.07   Total year to date

 

Library Donations:

$           00.00

$           00.00___________________

$           00.00   Total for month

$          310.00  Total year to date

 

First half of county allocations – $9,000

 

Circulation Report for the month of October

 

Items loaned in October 2017     1,684                     Average daily circulation 65

Items loaned in October 2016     1,830                     Open Access Items 131

Items loaned last month (Sept.)  1,767                      Access Plus Items 18

 

Internet Use: Public Access Computers – 1,010 & Wireless users – 1,441

Bridges Checkouts:  audiobooks-116 eBooks-129 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. Angie received an email from USAC (the company that is in charge of the federal

E-rate program) letting Angie know that the final form in the process had not been filed.  Angie thought she had submitted Form 486 but after logging back into USAC she discovered it did not go through.  The email warned of a reduction in funding if not filed within two weeks of the sent email.  Angie completed Form 486 again right away and this time USAC has verified acceptance of the form.  Now that this form has been accepted, Angie is hopeful the release of funds for this funding year will begin soon.  Angie will let the board know when the e-rate discounts will go into effect.

 

 

Old Business:

 

  1. At this time Angie has not been notified of any upcoming budget meetings with the city. She attended the council meeting on November 6th but was late due to the fact she had another meeting prior to that one.  If there is any discussion about the budget meeting at the November 20th council meeting Angie will notify the board.

 

  1. At last month’s meeting, Angie showed the board the new city/library website. Angie has added all the library events for November, December and most of January to the calendar feature.  The card catalog link has been moved for ease of patron use.   Angie still needs to update a few of the policies on the site as well as adding minutes and agendas from past meetings.  There are still a few things Angie is not comfortable with yet but is receiving help from Jacque Pohl and hopes to be fully up to speed on it soon.  Angie also needs to get Steph signed on as an administrator to help with the website as well, which she hopes to do soon.

 

  1. Angie sent a copy of the accreditation standards to the board for them to review. In order to be fully accredited a library needs to meet all the tier level standards as well as 20 of 38 non-tier standards.  This application is due to the State Library on February 28, 2018 and will be filed online.  The online application will not be available until mid-December, Angie wants to start the process as soon as possible in order to finish before the deadline in case there are any standards that would need corrected.  Questions about the standards were discussed.  The Central District library consultant, Maryann Mori, also sent Angie a reminder that accreditation is due soon and that there are a few big things that need to be done and can’t be done at the last minute.  Those standards have already been done.

 

  1. At the October meeting, discussion was focused on the AED machine and whether or not Steph and Angie could train the rest of the staff on how to use it.   Angie was asked to contact city attorney John Jordan about this.  John’s response was that it would be in the best interest of the library that all staff, now and in the future, be certified.  Angie has looked into training and has found an online option.  Cost would be $19.95 a person and staff would be able to do this during scheduled work time.  When new staff are hired the online option is quick and simple.  Steph also received information from a Red Cross trainer, Steph contacted this person but never received a response back.  Angie is hoping to have the staff certified after the holidays.

On a motion by Pam, 2nd by Alice, to go ahead and use the online certification for library employees for CPR/AED.

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

 

New Business:

 

  1. A new possible database was presented to the board. A to Z World Food database was shown.  This database includes recipes from around the world, food articles, glossaries, as well as ingredient articles.  Angie and Steph looked at the site and feel there are other free sites that accomplish the same goals. Also the library’s new suite of databases has a culinary section similar to this product. The board was also in agreement with Angie and Steph’s assessment so the board is not interested in purchasing this product.

 

  1. Angie has asked City Clerk Mary Jo Reese about possibly being a part of the new records retention software system (ImageTek) the city is looking to acquire. (Minutes and other important data would be stored in the cloud).  The library would have to purchase a scanner and part of the software/maintenance if the library would like to be a part of the service.  The board questioned why the library would have to purchase another scanner since we already have two of them. The board also voiced concern about the system being hacked since storage is on the cloud.  Angie said that even the library’s circulation system could be hacked, nothing is 100% safe.  Angie was asked if the city is looking at other companies for this service, Mary Jo told Angie that Koch Brothers was also going to present a quote. The board is interested in this service but wants to table this topic until more information is acquired.

 

  1. The board reviewed the Website and Social Networking Policy. A few corrections were made.

On a motion by Kelli, 2nd by Denise, to approve the Website and Social Networking Policy with the corrections.

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

 

  1. The board reviewed the Fair Labor Standards Act as a part of accreditation.

On a motion by Denise, 2nd by Pam, the board has reviewed the Fair Labor Standards Act as required by the accreditation standards.

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

 

  1. The library received $688.95 from Open Access/Interlibrary reimbursement this year, last year the library received $769.80.

 

  1. On October 18, the library had two incidents that needed assistance from the police department. First a patron fell outside in the parking lot and needed medical assistance.  A patron coming into the library called Police Chief Rick Tasler and he came and provided medical assistance to the woman.  She went to Boone County Hospital and received several stitches to the cut on her head.  Amy was alone at the time and was apprised of the situation by the patron who called the chief.  Later that same afternoon two boys were fighting outside on library grounds.  Robin was on duty at the time and called the police to break up the fight.  She was also at the library alone and could not leave the building.  An officer came over and took care of the situation by calling the parents of the boys involved.  The boys were then also not allowed back at the library for one week due to the incident.

 

  1. The three Boone County libraries will be meeting on November 29 to discuss county funding with the Boone County Supervisors for fiscal year 18-19. The supervisors will be given the Madrid Library’s annual report as well as other county library statistics. Angie will update the board after the meeting as well as other city officials.

 

  1. The board was given a list of the Library Board meeting dates for 2018. (Second Tuesday of every month) At this time it looks like no day or time changes will be need to be made.

 

  1. In August Angie informed the board that the anti-virus software the library uses (Avast Educational version) would no longer be free to non-profits. Angie was presented an option to receive a 75% percent discount on this software if the library would acquire 16 licenses for three years.  The non-discounted price is $1,007.84 after the discount it would be $251.96.  Angie thinks this is a great deal as does the board.

On a motion by Pam, 2nd by Alice, to purchase a three year license for the Avast antivirus software for the library’s computers.

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

Angie will fill out the needed information for the licenses and it looks as if the             library will be sent a bill with net 30.

 

Director’s Report:

 

A staff meeting was held on Saturday, November 11.  Many items were discussed such as interlibrary loan procedures, proper placement of materials and the importance of promoting the new Gale databases.  Angie also informed the staff of certification on the AED machine.  Angie also presented the staff a new incident form to document any major incidents at the library.

 

The library’s annual silent auction will be held from Tuesday, November 28 through Tuesday, December 5.  The library has received many nice donations from area businesses as well as individuals.  Angie will start setting up the auction the Monday after Thanksgiving but bidding won’t start until Tuesday the 28th.

 

Angie reminded the trustees to each bring 2 dozen cookies for the Christmas Extravaganza/Open House on Monday, December 4th.   Denise and Alice will be helping during the Open House.  The Avenue of Trees will be on display again this year in the library’s meeting room.  Trees will be arriving on Thursday, November 30th.  The library trustees are decorating a tree this year and the library staff will be decorating a wreath for the event.  Angie and the trustees will be decorating the tree and setting up the tables and lights for the Avenue of Trees at 5 pm on Wednesday, November 29th.

 

Trick or Treat at the library was very successful again this year with 276 participants.  International Game Day was held on November 4th with 18 in attendance.  Robotics on November 7th was cancelled due to a scheduling conflict but will be rescheduled.

 

 

Upcoming programs include:

  • Adult Coloring on Thursday, November 16th at 7 pm
  • Adult Book Discussion on Monday, November 20th at 7 pm.
  • Robotics on Tuesday, November 28th from 6:30 to 8 pm.
  • Early out STEM program on Wednesday, November 29th at 2:30 to 3:30 pm
  • Pinterest on Thursday, December 7th at 7 pm.
  • December Movie Night on Saturday, December 9th at 7 pm with the showing of A Christmas Story.
  • Chess Club on Monday, December 11th at 6 pm.

 

In an effort to reach more children in the community, Steph has scheduled an evening family story time on January 11th at 6:30 pm.  Also, Steph has scheduled a program on how to use the library’s new preschool coding system called Cubetto.  That program will be held on January 25th at 6:30 pm.  The Cubetto was purchased through a grant from the Lowrey Trust.

 

Board Comments: Denise may be late to the December board meeting

 

Items to be discussed at the next board meeting:

Library budget, Records retention, County Supervisors meeting

           

Next Council meeting to attend:  November 20, 2017 at 5:30 pm with board member Denise to attend.

 

Adjourn Meeting

On a motion by Pam, 2nd by Kelli, meeting adjourned at 6:57 pm

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

 

 

Next regular Board meeting will be: Tuesday, December 12, 2017

 

Angie Strong, Director

angie@madrid.lib.ia.us

City Council Minutes – November 20, 2017

Click Here – to download and print the minutes
 

Madrid City Council
Regular Meeting
November 20, 2017
5:30 p.m.
The City Council meeting was called to order at 5:30 p.m. with Mayor Dirk Ringgenberg presiding.

Present at Roll Call: Steve Burich, Val Chapman, Dave Cook, Lane Shaver, and Kurt Kruse.

Other City Officials Present: City Clerk Mary Jo Reese, Public Works Director Scott Church, City Attorney John Jordan, City Treasurer Don Fatka, Police Chief Rick Tasler, Library Director Angie Strong, Library Board Member and Park Board Member Dualla Carlson.

Motion by Councilperson Shaver, seconded by Councilperson Kruse to approve the agenda for November 20, 2017.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Cook, seconded by Councilperson Chapman to approve the City Council Meeting Minutes of November 6, 2017 and Library Meeting Minutes of October 10, 2017, and the Planning and Zoning Meeting Minutes of November 9, 2017 by consent agenda.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Kruse, seconded by Councilperson Burich to approve the claims for November 20, 2017 in the amount of $ 137,836.95.

Ayes: All Present                                                                 Motion Carried

Don Lincoln of 1672 334th Road, Madrid approached the Council representing the Friends of the Trail. Lincoln stated new lighting has been installed at the Dalander Trailhead. The project was paid for by a grant received from Boone County Endowment. He also stated he met recently with Penny Perkins of FTF restorations regarding maintaining the prairie area at Dalander Park. He asked that Mayor Ringgenberg sign a maintenance agreement with FTF for prairie maintenance.

Kurt Phillips of the Boone County Economic Growth Corporation thanked the city for its participation and support of the organization. He shared handouts with the Councilmembers that outlined projects that were accomplished during the last year and upcoming projects being planned. Phillips and the Council also discussed for the need to bring broadband internet service to Madrid.

Perry Gjersvik of SEH Engineering approached the Council to discuss planned improvements to the wastewater treatment facility to meet NPDES requirements. The total cost of the recommended project which involves installing an activated sludge package plan is just under $4.9 million. The city must comply with new regulations no later than March 1, 2021. Final plans and specifications must be submitted no later than May of 2019. SEH has developed a compliance schedule for the project. Cost to residents for the project will be around $16.00 per month for a 30 year loan, or $21.00 per month for a 20 year loan. Gjersvik will submit the plan to the State of Iowa by December 1, 2017. Motion by Councilperson Shaver, seconded by Councilperson Cook to approve the engineering plans from SEH for improvements to the wastewater treatment facility.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Kruse to authorize SEH to submit the Wastewater Treatment Facility Upgrade Project Facility Plan to the IDNR.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Kruse, seconded by Councilperson Shaver to authorize SEH to submit the SRF application to have the wastewater upgrade project placed on the IDNR intended use plan.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Kruse to approve the SEH supplement letter agreement for design/bidding services for the wastewater treatment facility upgrade.

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Cook to approve the publication of the anti-degradation information in the Madrid Register News.

Ayes: All Present                                                                 Motion Carried

Mary Holmes of the Madrid Area Chamber of Commerce reported on the upcoming Christmas Extravaganza which will take place on December 4th. She also reported a Business Development group and a Lodging Interest group have been created to work in conjunction with MAC.

Nate Samples of the Labor Day Committee addressed the Council to advise of his resignation on the committee due to his new position on the Madrid City Council. The Labor Day Committee is in need of new members to help with the celebration. Councilperson Shaver stated the tractor pull at the last celebration was a huge success, and Midwest Pullers are planning another event for the upcoming year. There is also a civic group in town who like to oversee the raffle for the celebration. Details on that project will be given later.

Library Director Angie Strong advised she will be meeting with Boone County to request funding for FY 18-19. The silent auction at the library will from November 28th until December 5th. The Library will be open during the Christmas Extravaganza on December 4th with the Avenue of Trees in the meeting room, and cookies and cider. She also reported she is updating the library section on the city website. New programs starting in January will be a family story time, and a Cubetto coding program for preschoolers. Upcoming programs include book discussion, robotics and early out events.

Public Safety Director Rick Tasler reported he addressed a concern with a property in the downtown area that needed to repair a set of steps into their business. He also stated the police vehicles will be prepped for winter soon. Tasler is considering hiring Chris Knouse as a permanent part time officer. On December 13th, all full-time officers will be attending a de-escalation class. Tasler stated warrants have been issued for the recent burglary at Medicap Pharmacy.

Mayor Ringgenberg read the third reading of Ordinance #476, “An Ordinance Amending the Code of the City of Madrid, Iowa, 1999, by Amending Chapter 92, “Water Rates”, and Subsequent Amendments Thereto”, Ordinance #477,”An Ordinance amending the Code of the City of Madrid, Iowa, 199m, by Amending Chapter 99 “Sewer Service Charges”, and Subsequent Amendments Thereto”, and Ordinance #478, An Ordinance Amending the Code of the City of Madrid, Iowa, 1999, by Adding a new Chapter, “Establishing a Storm Water Management Utility.” Motion by Councilperson Chapman, seconded by Councilperson Kruse to approve the third and final reading of the ordinances.

Ayes: All Present                                                                 Motion Carried

The Council considered a request for approval from Hach to install a spectrophotometer for $4,805.48, a PH sensor with a cost of $3,064.22, and a Chlorine Analyzer in the amount of $4,343.50. Scott Church explained the meters are all outdated and need to be upgraded. He expects the upgrades to cut the overtime needed at the water treatment facility. Motion by Councilperson Cook, seconded by Councilperson Kruse to approve the three purchases.

Ayes: All Present                                                                 Motion Carried

Church advised the Council that the Computer workstation at the water plant needs to be replaced. Cost to replace the system is around $11,395.00 as provided by Automatic Systems. A vote on the matter was tabled until the next meeting on December 5th, when the item will be placed on the agenda for consideration by the Council.

Church advised the Council the fence will be installed around the water tower this week, the Storm Sewer project on West 5th Street has been completed. He commented the Christmas lights need to be replaced, and should be considered during budgeting for FY 18-19. Church will be obtaining bids to place LED lighting to light the water tower at night. Church is also currently taking bids on the demolition of the old theatre building on West 2nd Street.

The Council considered Ordinance #479. At the last City Council meeting, Mayor Ringgenberg vetoed the version of the ordinance which would allow bottle rockets within the city. Councilperson Shaver stated he is in favor of allowing bottle rockets, as is Councilperson Burich. Councilperson Chapman stated she is not in favor of allowing bottle rockets, as the flight of the rockets cannot be controlled, and could land on other people’s property. Motion by Councilperson Chapman to approve Ordinance #479 which would exclude bottle rockets. Councilperson Cook seconded the motion. The Ordinance sets the public hearing for Ordinance #479 for December 5th at 5:30 p.m.

Ayes: Kruse, Chapman, Cook         Nays: Burich, Shaver              Motion Carried

Motion by Councilperson Shaver, seconded by Councilperson Burich to approve Resolution # 14-17-18,” Resolution Approving Annual Tax Increment Financing Indebtedness Report to County Auditor for the Fiscal Year Ending June 30. 2019.”

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Chapman, seconded by Councilperson Kruse to approve Resolution #15-17-18, Resolution Approving the Annual Urban Renewal Report for the Fiscal Year Ending June 30, 2017.”

Ayes: All Present                                                                 Motion Carried

Motion by Councilperson Chapman, seconded by Councilperson Kruse to approve Resolution #16-17-18, “Resolution Approving Annual Appropriation to Peter’s per Development Agreement. “

Ayes: Burich, Kruse, Chapman, Cook                    Nays: Shaver              Motion Carried

Motion by Councilpersons Chapman, seconded by Councilperson Shaver to reschedule the next City Council Meeting from December 4th, 2017 to December 5th, to allow for the Christmas Extravaganza on December 4th.

Ayes: All Present                                                                 Motion Carried

Councilperson Shaver stated he has heard many compliments on the street sweeper and how clean the streets have been kept.

Motion by Councilperson Chapman, seconded by Councilperson Kruse to close the regular session of the City Council meeting to allow a closed session in accordance with Iowa Code Section 21.5(c) to discuss matters currently in litigation.

Motion by Councilperson Chapman, seconded by Councilperson Burich to open the regular session of the City Council Meeting.

Don Lincoln thanked the Public Works Department for helping to set the light poles at the Dalander Trail head.

Motion by Councilperson Shaver, seconded by Councilperson Cook to close the City Council Meeting at 6:54 p.m.

Library Minutes October 10, 2017

Minutes of the Madrid Public Library Board of Trustees Meeting:

October 10, 2017

Meeting called to order by President, Dave Evans at 5:30 p.m.

 

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

Director, Angie Strong, yes.

Absent: Pam Allen

 

Approval of Agenda:   [Additions or corrections- Under Correspondence – add Direct State Aid Letter, Under New Business – remove Cintas addition, it is on the agenda twice, will discuss in Old Business]

On a motion by Denise, 2nd by Kelli, agenda approved with the addition and correction.

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

 

Approval of Minutes:  Board Meeting minutes of September 12, 2017

Correction – The next regular meeting will be on October 10th not 12th

On a motion by Kelli, 2nd by Alice, minutes of the September 12, 2017 meeting were approved with the correction.

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

 

Approval of Bills:

Special notes if any on claims: A $6.00 reimbursement to Angie is for becoming a Designated Agent for the library.  This will protect the library from any internet shut downs from the service provider if someone illegally downloads something.  It is valid for three years.

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

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

 

Financial Report:

Detailed account is available upon request.

 

 

RECEIPTS FOR SEPTEMBER

Fines/Fees

$             133.50   Fines/Fees

$               53.00  Fax Revenue

$               90.85  Copy Revenue

$               12.80  Mag/Books sold

$                0.00   Misc.

$             25.00   Meeting Room            

$            315.15  Total for month

$         1,019.30  Total year to date

 

 

Trust Fund Receipts:

$       1,689.87   Direct State Aid

$           00.00

$­_____  _________________________   

$      1,689.87   Total for the month

$      5,269.12   Total year to date

 

 

Library Donations:

$           10.00    Gen’l donation from Roxanne & Cipriano Garcia

$           25.00__Friends of the Madrid Library for left over book sale books

$           35.00   Total for month

$          310.00   Total year to date

 

 

 

Circulation Report for the month of September

 

Items loaned in September 2017     1,767                     Average daily circulation 77

Items loaned in September 2016     1,630                     Open Access Items 115

Items loaned last month (August)    2,149                      Access Plus Items 15

 

Internet Use: Public Access Computers – 844 & Wireless users – 1,591

Bridges Checkouts:  audiobooks-121 eBooks-108 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. Angie received an email from Advantage Preservation about preserving two more sets of The Madrid Register News to microfilm. The dates of those newspapers would be 01/03/2013 through 06/26/14 and 07/03/2014 through 12/31/15.  Last year the library received 4 rolls of microfilm at a cost of $800.00.  Angie is guessing that the cost will be $200.00 apiece.  This service is important in preserving Madrid history.  Last year the board paid for the microfilm through one of the estates.  Angie and the board agree that this is vital to Madrid history and that using estate money to purchase these is justified.

 

  1. The library received its Direct State Aid for this fiscal year. Attached with the check was a note from the State Librarian, Michael Scott.  The letter explained that this year’s check reflects 17.7% increase from last year. (The library received $1,689.87 this year in comparison to last year which was $1,435.76) The reason for the increase was due to modifications in funding allocations.

 

Old Business:

 

  1. Angie was sent an email about an add-on to the Cintas agreement. This add-on is to help sanitize the boy’s restroom.  The board feels that this is not necessary.

On a motion by Denise, 2nd by Alice, to leave the Cintas agreement as it is with no add-ons.

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

 

 

  1. Angie explained why the library did not attend the first budget meeting with the council. The library’s budget line items are pretty much set and the Mayor told Angie that unless the library needs to add something then there was no need to come to the meeting that was held on October 5.  Also, Angie would like to amend the trust account budget for this year, at the last meeting she didn’t think it was needed.  After reviewing some numbers, she respectfully asked the board if the budget

amount could be raised from $6,500 to $7,500.  The reason is due to grants.  Denise

asked what happens if the money isn’t spent, Angie replied that since it is the trust account the money will carry over.  The board agreed to change the requested amount.

 

New Business:

 

  1. As a part of accreditation, the trustees need to review the ADA Checklist for Readily Achievable Barrier Removal. In March, Angie and the staff took sections of the document and checked whether or not the library was compliant with the items on that checklist.  Angie highlighted what the library was compliant with, and what things the library is not.  The trustees are now aware of this checklist and what needs to be changed.  Angie told the board that these things do not need to be fixed but they need to be aware of them.

On a motion by Denise, 2nd by Kelli, that the board is aware of the ADA Checklist.

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

 

  1. Steph Fogarty, Shelly Schaffer and Janna Allbee were given their yearly written evaluations.

 

  1. Angie showed the trustees the new city website that will include the library’s new website. Angie was told that the site is to become active sometime this week.  Angie has added events to the calendar but has not uploaded any minutes or agendas because she was unsure on how to do it.  Angie commented that she would like to move a few things, such as the card catalog, because it is difficult to find the catalog where it currently is.  The card catalog should be front and center.  Angie is hoping to get some more training on this before it goes “live”.

 

  1. Angie finished the annual survey for the State Library of Iowa at the end of September. 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 is taken directly from the annual survey which covers fiscal year July 1, 2016 through June 30, 2017.

 

  1. The library will be closed on Friday, November 10 and Saturday, November 11 for Veteran’s Day. The library will be closing at 5 pm on Wednesday, November 22 and will be closed all day Thursday, November 23, Friday, November 24 and Saturday, November 25 for Thanksgiving.  For the Christmas holiday the library will be closed on Friday, December 22, Saturday, December 23 and Monday, December 25.  Finally the library will be closed on New Year’s Day.

On a motion by Kelli, 2nd by Alice, to be closed on the aforementioned holidays.

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

 

Director’s Report:

 

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.

 

Angie has started looking for dates to have a staff meeting to train the other employees on the AED machine as well as training for other library issues.  Angie is uncertain if all the staff need to be certified on the AED machine or if Angie and Steph can train the others.  Angie has contacted city attorney, John Jordan about this to see if there are liability issues if the staff aren’t certified.  The board wants to know what the city attorney says before scheduling a training session.  At this time Angie has contacted one trainer and was told it would be $60.00 per employee with a minimum of 5 employees in attendance.  Angie has been given information about another possible trainer, she will look into cost and availability if certification is needed.

 

 

 

The library’s annual silent auction will be held from Tuesday, November 28 through Tuesday, December 5.  Angie plans on having Amy send out letters to area businesses asking for donations this week.

 

Steph’s computer has stopped working.  Angie tried to fix it by replacing the hard drive, but that did not resolve the problem.  Her computer has been having issues ever since Windows 10 forcibly downloaded.  Angie plans on using some of the Direct State Aid money that was just received to replace the CPU and may replace another one of the public access computers with some of that money as well.

 

As much as Angie would like to do another fundraiser at this time she doesn’t feel like she could spend quality time implementing a new fundraiser.  Angie is still wanting to do something different but would like to do it at another time of year.  The holiday open house will be on Monday, December 4.  There was discussion about decorating a tree for the Avenue of Trees.  More discussion about this event will be at the next meeting

 

Upcoming programs include:

  • Early out Scientist Club on Wednesday, October 11 at 2:30 pm
  • Pinterest Party on Thursday, October 12 at 7 pm
  • Monthly Movie Night on Saturday, October 14 at 7 pm with the showing of Guardians of the Galaxy Volume 2
  • Book discussion on Monday, October 16 at 7 pm
  • Puppet Show tryouts on Tuesday, October 17 at 3:30 pm, rehearsals every Tuesday from 3:30 to 4:30, final performance on Sunday, January 14, 2018.
  • Robotics on Tuesday, October 17 from 6:30 to 8 pm
  • Adult Coloring on Thursday, October 19 at 7 pm
  • Early out movie on Wednesday, October 25 at 2:30 pm featuring a Halloween movie.
  • Trick or Treat Night on Monday, October 30 from 6 to 8 pm.
  • International Game Day on Saturday, November 4 from 1 to 4 pm.
  • Robotics on Tuesday, November 7 from 6:30 to 8 pm.
  • Early out tabletop gaming on Wednesday, November 8 at 2:30 to 3:30 pm
  • Pinterest on Thursday, November 9 at 7 pm.
  • November Movie Night on Saturday, November 11 at 7 pm with the showing of Cars 3.

 

Board Comments: None

 

Items to be discussed at the next board meeting:

Library budget, Holiday Open House, staff meeting, website and Helms Estate interest

           

 

Next Council meeting to attend:  October 16, 2017 at 5:30 pm with board member Alice to attend.

 

Adjourn Meeting

On a motion by Alice, 2nd by Denise, meeting adjourned at 6:52 pm

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

 

 

Next regular Board meeting will be: Tuesday, November 14, 2017

 

Angie Strong, Director

angie@madrid.lib.ia.us

Bids for Movie Theater Removal

Public Works Director Scott Church is now taking bids on behalf of the City of Madrid for the removal of the old movie theater located at 234 W. 2nd Street.  All bidders must be licensed, bonded and insured.

The scope of work required for this bid are as follows:

1.) The separation of the structure from the adjacent structure.
2.) The razing of the structure.
3.) The removal of the slab and footings of the structure.
4.) The trucking and disposal of the materials generated.
5.) Backfill of the excavation to match the surrounding area.

Please drop off your sealed bid with City Hall no later than 4:30 p.m. on December 27, 2017 for consideration.

Water Tower Back Online

As of 3:00 p.m. on November 22, 2017 the newly restored water tower is back online. If you have any questions, please contact City Hall.

Labor Day Volunteers Needed

The Labor Day Committee is in need of volunteers to join the committee and start the pre-planning for our 2018 celebration.  Please email madridialaborday@gmail.com if you are interested in volunteering.