Board Meeting Minutes From Previous Years

 

2016

Madison Library District
Trustee Board Meeting
Minutes
Wednesday January 20, 2016
5:00 pm Community Room

1. Call meeting to order
Tony called the meeting to order at 5:02 pm. Those present: Pamela Beard, Katie Baird, David Reeser, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Brad Reed (Auditor). Visitor: Mr. Frogue.

2. Approve Bills
Pamela moved to approve the bills. David seconded; all voted in favor.

3. Approve Minutes
The board discussed Katie volunteering in December’s meeting to be the liaison to the Library Foundation and to attend their meetings. This will be changed and brought to the next meeting for Tony’s signature. David moved to approve the December meeting minutes as amended. Pamela seconded; all voted in favor.

4. Auditor’s Report Rudd & Co.
Brad Reed from Rudd & Co. presented a draft to the Board and discussed the audit report page by page. FDIC will only cover $250,000 per entity not per account as we previously thought. Perhaps moving some accounts to a different bank would be a good idea? The Board will address this at a later time, after gaining more information. Mr. Reed suggested spending the bond money noting that it is bound by covenants as to what we can spend it on. Rudd & Co. will finalize the report at bring it to the next board meeting.

5. Timothy Frogue – Concerned Patron
Mr. Frogue, an out of District LiLI borrower, addressed the Board. He expressed concerns about the procedure for a damaged book for which he was charged. He was unsure of the grievance process and had requested to address the Board. His concern was regarding the ability of Library staff to assess patron-caused damages to items and then notification to the patron regarding damages. Library policy is for damages to be charged to the patron and library cards blocked until payment is received. He thanked the Board for listening to him.

6. Community Room Policy (Policy III) 2nd Reading
The Board read through the policy. There was a discussion of extending the hours of availability for the Community Room. While some thought it would increase revenue, others thought it would be difficult to sustain given the shortage of Library staff. The changes made were regarding the Library’s right to assess penalties for damages to the facility or equipment, cleaning fees as outlined, and contacting Library staff outside Library hours. Katie moved to approve this policy as amended. Dave seconded; all voted in favor.

7. Internet Safety Policy (Policy XII) 1st Reading
The Board read through this policy. There was a question regarding which Library Board, State level or district level, the document was referring to under Section F. Implementation Requirements, paragraph 2. The Director will contact Patrick Bodily, the Southern Field Representative, about this and bring the answers back to the next meeting for the second reading.

8. Executive Session – Director’s Annual Review
Pam moved to table this agenda item as many people needed to leave.

Tony moved to adjourn at 7:43 pm.

____________________________________                                                           ____________________________________

Tony Derricott, Chairperson                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday February 17, 2016
5:00 pm Community Room

1. Call meeting to order
Tony called the meeting to order at 5:02 pm. Those present: Katie Baird, David Reeser, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Brad Reed (Auditor); Lori Robertson (Accountant). Patrick Bodily (ICfL field representative.) Board Member Pamela Beard had asked to be excused due to illness.

2. Approve Bills
Katie moved to approve the bills. David seconded; all voted in favor.

3. Approve Minutes
David moved to approve the January meeting minutes. Katie seconded; all voted in favor.

4. Auditor’s Report, Rudd & Co.
Brad Reed presented the official report of the auditor’s findings for the fiscal year 2014-2015. Since Mr. Reed had presented the audit in depth at the January meeting, this was a quick review to confirm any changes that had been made. He stated that the Madison Library District was in conformity with general accounting principles. There were no major concerns, and the audit was successfully completed.

5. Patrick Bodily Idaho Commission for Libraries
Mr. Bodily presented information to the Board members regarding Trustee training opportunities, both online and upcoming meetings. He led a discussion and provided handouts with links for further information.

6. Internet Safety Policy (Policy XII) 2nd Reading
The Board read through this policy. Patrick Bodily answered questions the Board members had about the document and regarding the relationship between this policy and the 2009 Public Internet Computer Use Policy (Policy VI.) This document, Policy XII, was created in response to a 2012 law that required public libraries to have filtered internet. However, it was included in Policy VI and is now becoming its own policy. After reading and inspecting the document David moved to accept the Internet Safety Policy. Golden seconded; all voted in favor.

7. Executive Session – Director’s Annual Review
Pursuant to Idaho Code 74-206 (1) (b) and after a roll call vote; Katie, yes; Golden, yes; Tony, yes; David, yes the Board entered into executive session at 6:21pm. Valerie and Miranda left the room.

The Board exited executive session at 6:43pm.

Golden made a motion to adjourn at 6:43pm.

____________________________________          ____________________________________
Tony Derricott, Chairperson                                        Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday March 16, 2016
5:00 pm Community Room

1. Call meeting to order
Tony called the meeting to order at 5:04 pm. Those present: David Reeser, Pamela Beard, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Board member Katie Baird was absent.

2. Approve Bills
Pamela moved to approve the bills. David seconded; all voted in favor.

3. Approve Minutes
David moved to approve the February meeting minutes. Pamela seconded; all voted in favor.

4. Set Date for Budget Hearing
The Board chose August 17, 2016 to be the Budget Hearing. The Director will complete the paperwork and give it to the County Clerk for certification.

5. Public Records Request Policy Discussion
The Board read through the draft that the Director presented. Changes to the draft included altering the format to match the Library’s other policies. Questions about certain words and phrases used in this policy were brought up. The Director will contact Jim McNall from ICRMP for answers and will email her findings to the Board. The Director will bring the changed draft as well as the answers from Mr. McNall to the April meeting.

6. Community Room Use Policy Revision 1st Reading
The policy was updated to include a phrase about open flame in the Community Room. One additional sentence was added under section F number twelve. The Board read that specifically. The Director will bring the final draft of this to the April meeting ready for second reading and adoption.

7. Pamela made a motion to amend the agenda to include discussion regarding the Board training meeting and future plans for the Board. Good faith reason: the Board needed to talk about future events with enough time to carry out decisions or make further inquiries. Golden seconded; all voted in favor. The Board talked about participation in the Fourth of July parade. Some Board members could ride in a float or drive a vehicle. Others suggested walking through the parade in matching shirts advertising that they were Board members and passing out flyers for the Library. General rules for public participation at Board meetings was also brought up. No final decisions were made at this time. It was requested that this be added to the April meeting agenda to allow more time for additional discussion and review.

Tony made a motion to adjourn at 6:43pm.

____________________________________       ____________________________________
Tony Derricott, Chairperson                                   Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday April 20, 2016
5:00 pm Community Room

1. Call meeting to order
Tony called the meeting to order at 5:05 pm. Those present: David Reeser, Pamela Beard, Katie Baird, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant); Christian Anderson (Zions Bank Representative).

2. Approve Bills
Pamela moved to approve the bills. Katie seconded; all voted in favor.

3. Approve Minutes
Katie moved to approve the March meeting minutes. Golden seconded; all voted in favor.

4. Proposal to Refinance Bond Zions Bank Christian Anderson
Christian Anderson from Zions Bank presented information regarding the 2008 Bond. That Bond had three total borrowers.  The Idaho Bond Bank made the loan in 2008. The Library was one of three entities to be in that loan, and the other two of these loan holders have either refinanced or are in the process of being refinanced. Mr. Anderson suggested that by refinancing now while interest rates are low the taxpayers would be able to save hundreds of thousands of dollars. He then presented different methods of sale and went over market conditions. He gave three scenarios of the good, better and best outcomes.  After some questions from Board members, Pam moved to adopt a resolution authorizing the issuance and sale of the general obligation refunding bond. Katie seconded; all voted in favor. David motioned to hire Zions Bank as municipal advisor to the Library. Katie seconded; all voted in favor.

5. Community Room Use Policy Revision 2nd Reading
The Board read through the proposed addition to the Community Room policy about no open flame in the Community Room. Pam moved to approve the change and adopt the revision. Katie seconded; all voted in favor.

6. Rules for Visitor Conduct in Board Meetings
The Board discussed this, but it was decided that this resolution would fit better in a general Patron Behavior Policy. The Director will bring samples of Patron Behavior Policies from other libraries for the Board to peruse at the May Board Meeting. Pam said she thought it would be a good idea for the Board members to be able to be easily identified and tied to the Library.  It was suggested that since the Board had planned to participate in the Fourth of July parade, they should have matching shirts. The Director told the Board about the Summer Reading t-shirts that the staff wears. The Board was going to look at that information after the meeting and make a choice from there. They also wanted to have another type of shirt, polo style, for more formal occasions. Tony asked Pam and Katie to look at a selection of shirts and the Director will let others know what they had decided.

7. Needs Assessment Survey Discussion
Golden discussed the need for a survey. He wanted to get the community’s input on what the Library can/ought to/should do. He also said that it needed to be positive and specific. Other members were concerned that we would only hear negative comments. The Board members all agreed that a survey would be a good idea. Since the Director had discussed this idea with Golden earlier in the month she got input from Patrick Bodily, the representative from ICfL. The Director read the email she received in response. The email stated that a needs assessment and long-range or strategic plan work hand in hand with a needs assessment survey. He gave links to the Library Commission’s website and additional suggestions. He also offered his help in this task. The Director will invite Patrick to the May 18th Board meeting for further instructions on beginning this process. Note: Golden had to leave the meeting at this point.

8. Executive Session – Director’s Annual Review
Pursuant to Idaho Code 74-206 (1) (a) and after a rollcall vote Tony, yes; Pam, yes; Katie, yes; David, yes. The Board moved into executive session at 7:33 pm.
The Board exited executive session at 8:25 pm.

Tony made a motion to adjourn at 8:25 pm.

____________________________________       ____________________________________
Tony Derricott, Chairperson                                   Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday May 18, 2016
5:00 pm Community Room

1. Call meeting to order
Tony called the meeting to order at 5:03 pm. Those present: David Reeser, Pamela Beard, Katie Baird, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant); Christian Anderson (Zions Bank Representative). Patrick Bodily (ICfL field Representative).

2. Trustee Chairperson and Vice Chairperson Election
Katie was elected Chairperson. David was elected Vice-Chairperson. Katie then conducted the meeting.

3. Approve Bills
Tony moved to approve the bills. Golden seconded; all voted in favor.

4. Approve Minutes
Pamela moved to approve the April meeting minutes. David seconded; all voted in favor.

5. Proposal to Refinance Bond Zions Bank Christian Anderson
Mr. Anderson discussed the bond refinance. Zions sent out a formal request to over thirty banks. Four banks responded to the refunding bids. D.L. Evans Bank was the clear standout. Christian reviewed the information with the Board. By making this change, the Library should save an approximated amount of $232,073. Christian will contact us as things progress with D.L. Evans Bank and notify us of anything we need to do to move the process along. Closing date is anticipated to be June 15, 2016.

6. Strategic Planning Discussion Idaho Commission for Libraries Rep. Patrick Bodily
Patrick presented a slide show and discussed the importance and reasoning behind having a strategic plan. He gave examples of how he did this in his former library. He helped the Board reevaluate the existing mission statement and simplify it for the future. The Board came up with “Empowering Our Community” as the new vision statement. Patrick will be back to advise us as this process continues.

7. Public Records Request Policy
The Board read though the request policy. This was the first reading. The Director will put this on the June agenda for a second reading and adoption.

8. Patron Behavior Policy Discussion
A policy addressing Patron Behavior was introduced to the Board by the Director. This policy would address situations that have come up or that may come up with regards to proper behavior in the Library. This policy was suggested to provide clarity for both employees and patrons to assist them in having a positive library experience.

9. Director’s Report/Discussion
The Director requested that the date of the June meeting be moved to the 22 nd at 5:00 pm in the Community Room. The date change will accommodate receiving and payment of bills. Golden gave the rest of the Board the information he had regarding the parade float. The board would like to hand out book marks that have the new vision statement “Empowering the Community” on them, along with Library information.

Golden moved to adjourn at 8:42.

____________________________________                                                ____________________________________
Katie Baird, Chairperson                                                                                  Valerie Lloyd, Secretary

Madison Library District
Trustee Special Meeting
Minutes
Monday June 6, 2016
1:00 pm Community Room

1. Call meeting to order
Chairman Katie Baird called the meeting to order at 1:07. Those present: David Reeser and Katie Baird, (Board members); Valerie Lloyd (Secretary). Pamela Beard was present via speaker phone.

2. Zions Bank Bond Refinance Resolution
This meeting was called by request from Christian Anderson from Zions Bank. The Bank found a couple of minor items in the resolution that need to be addressed in an amendment so that the bonds will comply with the parameters set forth in the Bond Resolution. The Board read the refinance resolution from Zions bank. Dave moved to approve the changes the Bank suggested.

____________________________________                                        ____________________________________
Katie Baird, Chairperson                                                                          Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday June 22, 2016
5:00 pm Community Room

This meeting was canceled due to lack of a quorum. Tony and Golden signed checks. All items were tabled until the July 20 th meeting.

____________________________________                                                  ____________________________________
Katie Baird, Chairperson                                                                                   Valerie Lloyd, Secretary

Madison Library District
Trustee Special Meeting
Minutes
Wednesday July 20, 2016
5:00 pm Community Room

1. Call meeting to order
Golden called the meeting to order at 5:04 pm. Those present: Pamela Beard, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Patrick Bodily (ICfL field Representative). David Reeser was absent. Katie Baird arrived at 5:08 and conducted the meeting at that point.

2. Approve Bills
Pamela moved to approve the bills. Golden seconded; all voted in favor.

3. Approve Minutes
Golden moved to approve the minutes as amended. Tony seconded; all voted in favor.

4. Bond Refinance Update
The Director notified the Board that the bond refinance officially closed on June 15th. Christian Anderson from Zions Bank sent out an invitation to dinner for the Board, the Director, the Assistant Director, and their spouses. The Board decided on Thursday, July 28th to go to Idaho Falls for the dinner. The Director will be contacting everyone for a time and location.

5. Public Records Request Policy Second Reading
Pamela moved to table agenda items Public Records Request Policy and Patron Behavior Policy to be addressed at the August meeting. Golden seconded; all voted in favor.

6. Patron Behavior Policy Second Reading
Tabled as noted above.

7. Strategic Planning Discussion Patrick Bodily Idaho Commission for Libraries
Mr. Bodily made suggestions on the next steps in the strategic planning for the library. Involving a group of people who could be involved in focus group discussions was suggested. Mr. Bodily assisted the Board in making a list of possible community members to invite for involvement.

8. Preliminary Budget Discussion
The Board reviewed the preliminary budget presented by the Director and accountant. The Board suggested adding money to the budget for Board training. The Board also discussed attending ILA in October.

9. Director’s Report/Discussion
The Director gave a brief review of the events of the Summer Reading Program to the Board.

Pamela moved to adjourn at 7:02

____________________________________                                        ____________________________________
Katie Baird, Chairperson                                                                          Valerie Lloyd, Secretary

Madison Library District
Trustee Special Meeting
Minutes
Wednesday, August 17, 2016
5:00 pm Community Room

1. Call meeting to order
Katie called the meeting to order at 5:05 pm. Those present: Pamela Beard, David Reeser, Golden Fulcher, Katie Baird, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant).

2. Approve Bills
David moved to approve the bills. Golden seconded; all voted in favor.

3. Approve Minutes
Pamela moved to approve the minutes from the July meeting. David seconded; all voted in favor.

4. Approve Budget for 2016-2017 Fiscal Year
Pamela moved to approve the budget and resolution to capture forgone amounts for the 2016-2017 fiscal year. David seconded; all voted in favor.

5. Public Records Request Policy Second Reading
The Board read through the Public Records Request policy. Golden moved to approve the policy. Tony seconded; all voted in favor.

6. Patron Code of Conduct Policy Second Reading
The Board read through this and made suggestions for changes. The Director will make the adjustments and send out an email of the draft to the Board members. This will be on the agenda for approval in the September meeting.

7. Long Range Plan Step One Discussion
Pam moved to table this discussion as some Board members were leaving the meeting, resulting in a lack of quorum.

8. Contracts and Local Businesses Discussion
Changes in the janitorial company have necessitated the need to look for other options. The Director will contact the current company to inform them that their services will no longer be needed. She will also take bids for new janitorial companies.

9. Director’s Report/Discussion
There were no questions about the report that the Director had emailed to Board members.

Pamela moved to adjourn at 7:03

____________________________________                                        ____________________________________
Katie Baird, Chairperson                                                                          Valerie Lloyd, Secretary

Madison Library District
Trustee Special Meeting
Minutes
Wednesday, September 21, 2016
5:00 pm Community Room

1. Call meeting to order
Katie called the meeting to order at 5:05 pm. Those present: Pamela Beard, David Reeser, Katie Baird, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Board member Golden Fulcher was excused. Garon Miskin; Visitor.

2. Approve Bills
Pamela moved to approve the bills. David seconded; all voted in favor.

3. Approve Minutes
Tony moved to approve the minutes from the August meeting. Pamela seconded; all voted in favor.

The Board Chair acknowledged visitor Garon Miskin and invited him to speak to the Board. As owner of Miskin Cleaning, he expressed his concerns about the cleaning contract his company had had with the library the previous year. He also addressed his internal business issues regarding a former employee. The Board Chair thanked him for coming in and let him know that the Board would take his concerns into consideration when selecting a new janitorial contract. Mr. Miskin left the meeting.

4. Patron Code of Conduct Policy Second Reading
The Board read through and made minor changes to this policy. The Director will add a section for public comment to each agenda. Pamela moved to adopt the Patron Code of Conduct Policy. Tony seconded; all voted in favor.

5. Personnel Policy Update
The Director brought this policy to the attention and consideration of the Board to update and remove a former employee’s name. The Board agreed. The Director will look at this policy and bring suggested changes to the October Board meeting.

6. Long Range Plan Step One Discussion
The Board agreed that creating focus groups was the next step. Several people from the area, including Library patrons as well as a representative from the staff and the Board should be involved in this discussion. The Director took notes of who volunteered or was assigned to invite people to participate in the focus groups. It was requested that the Director contact Patrick Bodily from the Idaho Commission for Libraries and ask for a script with suggested ways to invite people to participate. The Director will bring both the list of assignments and the suggestions from Mr. Bodily to the October meeting.

7. Janitorial Bid Review
The Director presented bids from two different cleaning companies. The Board did not award the contract to any company at this time. Instead, they decided to seek more bids. The Director will gather more bids and bring them to the Board meeting in October. The Library will use Honestly Clean for janitorial services on a month-to-month basis until the Board makes a decision.

8. HVAC Bid Review
During an annual HVAC inspection it was discovered that the HVAC units were no longer viable for heating. After confirming this with another company, the Director requested bids from four heating/cooling/plumbing companies for a new HVAC system. Three of those companies submitted bids. These were reviewed and compared for commercial vs. residential experience as well as the time frame of the expected delivery of the rooftop units. Tony moved to accept the bid from Modern Plumbing. Pamela seconded; all voted in favor.

9. Director’s Report/Discussion
The Director sent out a summary of the previous month’s library events to the Board. During the month of September the Library will be taking exchanging one dollar in fines for a new pair of socks, up to ten dollars per card. The socks will be donated to the Family Crisis Center. As part of Teen Read Week, the Library is partnering with the Rexburg Teen writers conference to provide a space for a writing workshop. Board members Tony and Pamela would like to attend the Idaho Library Association Conference and are planning to do so.

Pamela moved to adjourn at 7:58.

____________________________________                                        ____________________________________
Katie Baird, Chairperson                                                                          Valerie Lloyd, Secretary

Madison Library District
Trustee Special Meeting
Minutes
Wednesday, October 19, 2016
5:00 pm Community Room

1. Call meeting to order
In the absence of the Board chair and vice chair, Tony called the meeting to order at 5:04 pm. Those present: Pamela Beard, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Board members David Reeser and Katie Baird, were excused. Mysha Wolf; Visitor.

2. Approve Bills
David moved to approve the bills. Golden seconded; all voted in favor.

3. Approve Minutes
Golden moved to approve the minutes from the September meeting. Pamela seconded; all voted in favor.

4. Public Comment
No comments were made.

5. Mysha Wolf – Janitorial Concerns
Tony invited Ms. Wolf to speak. Mysha explained her former status as sole owner of Miskin Cleaning for many years. She said that she has been cleaning the library for almost a decade. Mysha informed the Board that she divorced Garon Miskin in early 2016, and at that time the state of Idaho divided the business fifty-fifty. She made clear that she is no longer working with, nor affiliated with, Miskin Cleaning. She is currently employed with a different cleaning company. This company has submitted a bid to the Library. Their services would include window cleaning four times a year as well as the inclusion of carpet cleaning in the bid. The Board thanked her for her time and Mysha left the meeting.

6. Report of the Idaho Library Association Conference from Attendees
Pamela and Tony discussed various sessions they attended and reviewed from the handouts that they had and made copies for other Board members. They felt it was worth going and think it was a good idea to dedicate a portion of the budget to make this training available to Board members.

7. Personnel Policy Update – First Reading
This policy was reviewed. Changes made include the removal of a former employee’s name, allowing holiday pay for part time employees, and rules governing compensatory time. The Director will make these adjustments and bring them to the Board meeting in November.

8. Long Range Plan/Standards for Idaho Public Libraries Discussion & Progress Report
Rebekka Hanson entered the meeting. She is a Library employee and formerly was the chairperson of the Public Libraries Division of the Idaho Library Association. While in this capacity, she helped finish and adopt the Standards for Idaho Public Libraries document that was over a decade in the making. She presented copies of the document to the Board. Rebekka volunteered to work with the Director and the Board on this project and plans to attend the focus group meeting in November. Rebekka then left the meeting.

9. Janitorial Bid Review
Submissions for the janitorial contract were assessed. The Board suggested an optional trial basis for two companies. The Director will contact these companies and discuss this with them.

10. Library Layout Discussion
The Board discussed rearranging the Library to make it more conducive to a quiet study area, as well as being more inviting to people with children on the general side of the Library. It was pointed out that the employees have been discussing ideas for change for many years. The Director expressed the difficulty of balancing the needs of the community with budgetary constraints. It was suggested that the Board might have a better idea of what the community is asking for after the focus group meeting. Golden suggested changing the signs from quiet area to study area to be more inviting to people with children as well as customer service training for employees.

11. Director’s Report/Discussion
The Board had read the email the Director sent out with a summary of the previous month’s activities. The Library will add five more seats to its Google account to make separate library email accounts for the Board members.

Pamela moved to adjourn at 7:28.

____________________________________                                        ____________________________________
Katie Baird, Chairperson                                                                          Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday, November 16, 2016
5:00 pm Community Room

1. Call meeting to order
In the absence of the Board chair, vice chair David Reeser called the meeting to order at 5:04 pm. Those present: David Reeser, Pamela Beard, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Board member Katie Baird, was excused.

2. Approve Bills
Pamela moved to approve the bills. Golden seconded; all voted in favor.

3. Approve Minutes
Pamela moved to approve the minutes from the October meeting. Golden seconded; all voted in favor.

4. Public Comment
No comments were made.

5. Personnel Policy Update Second Reading
The Board read through and reviewed the changes to this policy. There was also some discussion about closing the Library for Veteran’s Day. This change in policy will allow part-time employees paid holidays. Golden moved to accept the Personnel Policy updates as written and edited. Tony seconded. All voted in favor.

6. Report of the Long Range Plan Focus Group Meeting
The meeting was held on November 2nd in the Community Room at the Library. There was a total of five people from the community, the Library Director, a staff member, and Patrick Bodily from the Idaho Commission for Libraries there. Each represented a different demographic.  This group discussed goals that the Library can realistically achieve during the next three to five years. The result of the meeting was three main directives. These include partnering with the community, expand the digital/physical presence in the community, and create additional/alternative programming for underserved populations as determined by the Library. The Library Board and the Director will be using the information from this meeting to continue to develop the Long Range Plan.

7. Possible Cancellation of December Board Meeting
The Director suggested that the December Board meeting be canceled as it is so close to the holidays and many people would be gone. The Board agreed and the meeting was canceled.

8. Director’s Report/Discussion
The Director reported that she has been working with auditors from Rudd and company to complete the fiscal year 2015-2016. The Director also discussed the issues of the janitors and the eventual resolution. The HVAC units were successfully installed and completed on October 31st.

Pamela moved to adjourn at 6:16 pm.

____________________________________                                        ____________________________________
Katie Baird, Chairperson                                                                          Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting

No meeting was held in December

2015

Madison Library District
Trustee Board Meeting
Minutes
Wednesday January 21, 2015
5:00 pm Community Room

1. Call meeting to order
Board Chairman Pam Beard called the meeting to order at 5:03. Those present: Pam Beard, Blaine Robertson, Gordon Timothy, Christie Bryant (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director). Brad Reed and Dayle Dalling from Rudd & Company were also in attendance. Brady Adams from Zions Bank arrived at 5:22. Board member Tony Derricott arrived at 6:35. Board member Christie Bryant left at 6:45.

2. Approve Bills
Blaine moved to approve the bills. Christie seconded; all voted in favor.

3. Approve Minutes
Gordon moved to approve the minutes. Blaine seconded; all voted in favor.

4. Auditor’s Report Rudd & Co.
Brad Reed and Dayle Dalling from Rudd & Co. reported to the Board the findings of the 2013-
2014 audit. Brad presented bound copies of their report to the Board. The report was read by Brad, who answered questions from the Board and Director as he went. Mr. Reed said this was a clean audit. He suggested we use the money that is left from the bond sooner than later, and that we should make sure we are using this money for qualified purchases rather than the money from the general account. Mr. Reed discussed the changes that were going to be taking place with the way we currently report our PERSI. There were no major concerns, and the audit was successfully completed.

5. Brady Adams – Zions Bank Account Options
Mr. Adams from Zions Bank presented various options offered regarding Merchant Services. He explained check fraud products and the pros and cons involved with each. He discussed switching providers for the debit/credit card machine and showed how Zions can save the
Library money each month. Zions Bank is a local company versus what we currently have, the Royal Bank of Scotland (RBI). Switching providers would make customer service faster and easier. Brady explained the new Europay, MasterCard, and Visa (EMV) credit card system. This will read cards using a microchip, which increases the security of each transaction. We will need to be in compliance by October, 2015. Though no action was required by the Board, they agreed with the Director to change from RBI to Zions Bank.

6. Director’s Report
The Director talked about On the Same Page, the community read of True Grit. She gave schedules of events to the Board Members. Several flyers from the Idaho Commission for Libraries regarding the available continuing education opportunities for staff and Board were also given out. Grants are available from ICFL to help pay for the costs, but only if the Library
contributes a certain percentage as well. The Director discussed the new online audio book collection from One Click Digital and how to log in to it. SRV-IT is continuing to update the computer software and is making sure the computers are all set up and are functional. The
servers have been relocated in the basement to a safer location. The Director asked if there was a specific schedule to follow regarding accepting bids regarding janitorial contracts.

7. Executive Session
Pursuant to Idaho Code 67-2345(1) (c) and after a roll call vote; Blaine; yes, Tony; yes, Gordon; yes and Pam; yes, the Board moved into executive session at 6:50. The Board exited from executive session at 7:42.

8. Professional Development Policy Reading
Blaine moved to table discussion of the Professional Development Policy to the next meeting. Gordon seconded. All voted in favor.

Tony moved to adjourn at 7:45.

______________________________                                                  _________________________
Pam Beard, Board Chair                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday February 18, 2015
5:00 pm Community Room

1. Call meeting to order
Pam called the meeting to order at 5:00. Those present: Pam Beard, Blaine Robertson, Tony Derricott, Gordon Timothy, Christie Bryant (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director).

2. Approve Bills
Tony moved to approve the bills. Christie seconded; all voted in favor.

3. Approve Minutes
Blaine moved to approve the minutes. Tony seconded; all voted in favor.

4. Director’s Report
The Director updated the Board about our annual community read; On the Same Page and the events that were occurring. The rate of the community room and other available rooms in the area was discussed. The Library’s room is the lowest price for the longest amount of time in the area. More information is to be gathered by the Director and employees for further discussion later in the year. The Director reported to the Board about annual employee evaluations. Most of the employees have met with the Director and the Assistant Director for this review. These will be completed as soon as possible.

5. Upcoming Board Elections
The Director discussed with the Board the upcoming elections and noted the 5:00 Friday March
20th deadline. There are two seats, C & D, which will expire in May; these are for the full 6 year term. There are two seats that need to be filled due to resignations which need to be officially elected. One is to fill a four year term; seat B. The second is a two year term; seat E. The
Director will advertise within the community about these.

6. Executive Session
This was no longer necessary as the subject of the employees and their benefits pertaining to
Professional Development did not need to be discussed in an executive session.

7. Professional Development Policy Reading
The Board read and discussed this policy. Some changes were made and a clean policy will be brought to the next board meeting in March.

Gordon moved to adjourn at 6:30.

______________________________                                                  _________________________
Pam Beard, Board Chair                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday March 18, 2015
5:00 pm Activity Room

1. Call meeting to order
Pam called the meeting to order at 5:00. Those present: Pam Beard, Blaine Robertson, Tony Derricott, Gordon Timothy (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director). Board member Christy Bryant was absent and had asked to be excused for a family event.

2. Approve Bills
Gordon moved to approve the bills. Blaine seconded; all voted in favor.

3. Approve Minutes
Blaine moved to approve the minutes, as amended. Gordon seconded; all voted in favor.

4. Director’s Report
The Director informed the Board on the recent declarations of candidacy for the Trustee election coming up. Gordon confirmed that he would not be running again. The grants for a new vehicle for the library were discussed. It was suggested that the Director contact Mitch at Stones to ask for a match/donation similar to the one we received a few years ago from them for the Durango. The Director will report on this at the next meeting. Upgrading the sound system and projection screen in the community room was discussed next. The Director will receive bids from local businesses for comparison and will bring these to the next meeting. The price for landscaping has increased. Other options, such as volunteers, were brought up for consideration.

5. Interlibrary Loan Policy Amendment – Junior Requests
The Director discussed with the Board the need for our official policy to indicate that only adults who reside in district boundaries and patrons who have paid for a non-resident cards could request interlibrary loans. The Board agreed. The Board added the words “with an adult card” into the Circulation Policy with regards to Interlibrary Loans. The Director will make these changes and bring a clean copy to the April meeting for a second reading.

6. Community Room Policy Amendment – Advertising
Fees and advertising for events happening in the community room was discussed. A recent event posted flyers and posters that did not have any of their information on it. Instead, it said “at the Madison Library.” This made it look as if the library were sponsoring the event. The Director suggested updating the Policy to say all advertising for events must say in/at the Madison Library Community Room as the location. Fees for the Community Room were also discussed. Due to the low cost of the room and the volume of events scheduled, the Library is having a challenge scheduling events. At the price we currently charge, the Library is also having difficulties covering the expenses to operate it. It was also noted that events in the community room after regularly scheduled library hours were posing more problems than events held when Library employees were on site. A solution was suggested to increase the fees and adding additional cost to events scheduled after library hours as a solution. The Director will make the suggested changes and bring a copy to the April meeting for reading.

7. Blaine moved to add an item to the agenda to talk about the Professional Development Policy. Gordon seconded; all voted in favor. The Board then discussed and read through the policy with the suggested changes from last month. Tony moved to accept the changes made. Blaine seconded; all voted in favor.

Gordon moved to adjourn at 6:37.

______________________________                                                  _________________________
Tony Derricott, Vice-Chair                                                                      Valerie Lloyd, Secretary

Madison Library District Trustee
Board Meeting
Minutes
Wednesday April 15, 2015
5:00 pm Community Room

1. Call meeting to order
Vice Chair Tony Derricott called the meeting to order at 5:04. Those present: Tony Derricott, Christy Bryant, Gordon Timothy (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director) and Golden Fulcher (Board member elect). Board members Pam Beard, Blaine Robertson were absent and had asked to be excused from the meeting.

2. Approve Bills
Gordon moved to approve the bills. Christie seconded; all voted in favor. It was noted that the bill for Mity-Lite Tables and Chairs was to be paid from the bond account.

3. Approve Minutes
Christie moved to approve the minutes. Gordon seconded; all voted in favor.

4. Director’s Report
The Director briefly discussed the upcoming trustee election to be held on May 19th. This election is also including the school board elections at the regular voting locations.

5. Interlibrary Loan Policy Second Reading
The Board read the change in this policy. Gordon moved to accept the policy as amended. Christie seconded; all voted in favor.

6. Community Room Policy Second Reading
Christie moved to table items 6, 7, and 8 until the May 20th, meeting as the Director was not feeling well.

7. Rules of Conduct Policy Introduction
This item was tabled as indicated above.

8. Fines and Fees Recovery Policy Addition
This item was tabled as indicated above.

Gordon moved to adjourn at 5:26.
_____________________________________                               ____________________________________
Tony Derricott, Board Chair                                                             Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday May 20, 2015
5:00 pm Community Room

1. Call meeting to order
Pamela called the meeting to order at 5:10. Those present: Pamela Beard, Blaine Robertson, Tony Derricott, (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Katie Baird, David Reeser, and Golden Fulcher (Board members elect); Lori Robertson (Treasurer).

2. Swear in New Trustees / Trustee Election
Blaine Robertson swore in new Board members Katie Baird and David Reeser. Golden Fulcher was sworn in by Pamela Beard. The Board members then held an election. Dave nominated Tony as Chairperson. Tony nominated Pam for Chairperson. A vote was called. Tony Derricott was voted as Chairperson. Katie nominated Pamela Beard as Vice-Chairperson. Dave seconded. Pamela nominated Golden as Vice-Chairperson. A vote was called. Pamela was elected ViceChairperson. Former Board member Blaine Robertson then left the meeting. Tony then began to conduct the meeting.

3. Approve Bills
After some discussion and orientation about the process of how bills are paid, Pam moved to approve the bills. Golden seconded; all voted in favor.

4. Approve Minutes
Tony moved to approve the April meeting minutes. Golden seconded; all voted in favor.

5. Director’s Report
The Director told the Board about the situation with the lights at the circulation desk. They hold heat and blind the patrons across the desk. They are a fire hazard and can burn people because the light switch and screws get so hot. Ron Pena will replace them before next meeting.

6. Patrick Bodily Idaho Commission for Libraries Trustee Orientation
Patrick Bodily, the Southern Idaho Field Representative from the Idaho Commission for Libraries, gave a presentation to the Board. Patrick presented an activity about a failed moon landing with NASA that stressed the importance of group discussion and decision making abilities. We discussed the difference between procedure and policy, and what the Board does vs what the Director does. He gave the Board information from the ICFL and told them about available training.

7. Community Room Policy Second Reading
Due to the number of new Board members, Pam moved to table agenda items 7, 8, and 9 until the next meeting so more information could be obtained. Golden seconded; all voted in favor. The Director will email the Board with the current policy and suggested changes/additions that are being discussed.

8. Rules of Conduct Policy Introduction
The Director suggested that each Board Member review other Behavior/Rules of Conduct Policies and bring examples and ideas to the next Board meeting.

9. Fines and Fees Recovery Policy Addition
This was tabled as indicated above. Dave moved to adjourn at 7:23.

Dave moved to adjourn at 7:23.

_____________________________________                          ____________________________________
Tony Derricott, Chairperson                                                        Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday June 17, 2015
5:30 pm Community Room

1. Call meeting to order
Tony called the meeting to order at 5:36. Those present: Pamela Beard, Katie Baird, David Reeser, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director).

2. Approve Bills
Pamela moved to approve the bills. Golden seconded; all voted in favor.

3. Approve Minutes
Dave moved to approve the May meeting minutes. Pamela seconded; all voted in favor.

4. Director’s Report
The Director informed the Board about current events and things happening at the library in the last month. The summer reading program is in full swing and so far the highest traffic count numbers this year are over 400 more people than last year’s highest number. The track lighting at the Circulation desk has been removed and replaced with energy efficient LED can lights. The plumbers came to fix the water fountain and the urinal in the east side men’s rest room. Inspectors from Fire Systems of Idaho and Omni Security came to inspect and certify the fire riser, fire suppression system, and fire alarm for the year. It was noted that the fire riser had not been inspected since its installation in 2010, but that it was in good working order.

5. Zions Bank Signature Cards
The Director presented the signature cards from Zions Bank. These were signed by all qualifying people. It was noted that Katie’s last name was misspelled. The Director will take the cards to the bank and check with them about the error and let Katie know if they will need to be re-done.

6. Board of Trustees By-Laws
The Director provided examples from two library districts in Idaho and the sample provided on the Idaho Commission for Libraries website. It was suggested to follow the ICFL’s sample and make a few changes to fit our specific needs. Tony Dericott used this sample on a laptop in the meeting and projected it on the wall. He cut and pasted as the Board reviewed. Tony then made the suggested additions and changes. The Director will bring a copy of this to the July meeting for further discussion.

7. Rules of Conduct Policy Introduction
Katie moved that this be tabled to the July meeting. Pamela seconded. All voted in favor.

8. Circulation Policy – Fines and Fees Recovery Policy Addition
The Director explained that the present Fines and Fees Recovery Policy does not address bankruptcy and discussed the need to add a section regarding bankruptcy. She provided examples of other library’s policies regarding bankruptcy and the Library’s current Circulation Policy for the Board to look at. It was suggested to add two sections. One states our policy for recovery of lost items and specifies that the main goal is to recover the items or be reimbursed the cost. The second states the specific Idaho Code titles and chapters regarding bankruptcy and libraries. The Director will bring a copy of this Policy, with the changes noted, to the July meeting.

9. Community Room Policy
The Director informed the Board about the fees for the Community Room. She brought up the discussion from the March meeting. Due to the low cost of the room and the volume of events scheduled, the Library is having a challenge scheduling events. At the price we currently charge, the Library is also having difficulties covering the expenses to operate it. It was noted that events in the Community Room after regularly scheduled Library hours were posing more problems than events held when Library employees were on site. A solution was suggested to increase the fees, and add additional cost to events scheduled after Library hours as a solution. The Director will make the suggested changes and bring a copy to the July meeting for reading.

Pamela moved to adjourn at 9:03.

_____________________________________                                   ____________________________________
Tony Derricott, Chairperson                                                                Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday July 22, 2015
5:30 pm Community Room

1. Call meeting to order
Tony called the meeting to order at 5:37. Those present: Pamela Beard, Katie Baird, David Reeser, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant).

2. Approve Bills
Pamela moved to approve the bills. Katie seconded; all voted in favor.

3. Approve Minutes
Katie moved to approve the June meeting minutes. Dave seconded; all voted in favor.

4. Director’s Report
The Director took the Board on a field trip to the staff area of the Library. This included a general run down on the operations of the Library staff and each person’s job duties. The Director reported to the Board about the Books for Young Readers Conference she and two other staff members attended.

5. Budget Discussion
The Board looked at the proposed budget for fiscal year 2015-2016. The official numbers have not yet arrived from the County. Materials budgets will remain the same. Increases in professional services like payroll and janitorial will be made as they have increased in cost. This year the Library has asked for the “forgone” amount from the State. It was suggested to add a line item for Trustee Professional Development. The Director will contact Patrick Bodily at the Idaho Commission for Libraries (ICFL) for more information. Corrections to fix a typo for the janitorial supplies and money to contingency fund were made.

6. Circulation Policy – Fines and Fees Recovery Policy First Reading
The Board read through the policy. They suggested some minor punctuation changes for ease of reading and clarity. They focused specifically on the suggested addition under section I. Fines and Fees Recovery Policy. This creates a policy for the Library to follow when patrons declare bankruptcy. It was also suggested that the Fee Schedule discussed in this policy be very obvious on our web page. The Director will make the suggested changes and have this policy ready for a second reading and approval at the August meeting.

7. Community Room Policy – First Reading
The Board reviewed this policy. Changes include increasing the rental rate per hour and requiring the inclusion of “Community Room” in all advertising notifications. The Director will make the suggested changes and have this policy ready for a second reading and approval at the August meeting.

8. Board of Trustees By-Laws
Golden moved to table items 8 and 9 on the agenda due to time constraints. Katie seconded; all voted in favor.

9. Rules of Conduct Policy Introduction
This was tabled as indicated above.

10. Trustee Liaison Discussion
Pamela discussed the Board’s involvement in the community. She suggested floats in the parade. A closer working relationship with the Madison Library District Foundation Board was also suggested.

11. New Business
The Director will contact Patrick Bodily from ICFL and ask him about budgeting money for Trustees to use for conferences/hotels/food/travel. She will report her findings at the next meeting.

Pamela moved to adjourn at 8:53.

_____________________________________                                                     ____________________________________
Pamela Beard, Vice-Chairperson                                                                           Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Annual Budget Hearing
Minutes
Wednesday August 19, 2015
5:00 pm Community Room

1. Call meeting to order
In the Chairman’s absence, Vice-Chairman Pamela Beard called the meeting to order at 5:07. Those present: Pamela Beard, Katie Baird, and David Reeser, (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Board members Golden Fulcher and Tony Derricott were absent and had asked to be excused.

2. Approve Bills
David motioned to approve the bills. Katie seconded; all voted in favor.

3. Approve Minutes
Katie motioned to approve the July minutes. David seconded; all voted in favor.

4. Approve Budget for 2015-2016 Fiscal Year
After a brief review, Katie motioned to approve the budget for the 2015-2016 fiscal year. Dave seconded; all voted in favor.

5. Director’s Report
The Director noted that the current edition of the Envoy was published. She highlighted our library’s role and activities in response to some of the articles listed. The Board and the Director discussed training opportunities for Board members. After reviewing the budget, it was decided that the funds are better allocated for employee training rather than Trustee out of area training. In order to accommodate the Board members’ desire for more training, the Director will contact Patrick Bodily from the Idaho Commission for Libraries, who will come to our library at our convenience and train the Board for free.

6. Circulation Policy – Fines and Fees Recovery Policy Second Reading
The Board read through the policy. All changes from the previous meeting had been made. David motioned to accept the Circulation Policy as amended. Katie seconded; all voted in favor.

7. Community Room Policy –Second Reading
The Board read through the policy. The requested changes that were made at the last meeting had been noted and discussed. Katie motioned to accept the Community Room Policy as revised. David seconded; all voted in favor.

8. The Director received a letter from Ann Joslin, the State Librarian and Director at the Idaho Commission for Libraries. She requested that directors show their library trustees a video presentation she made for the Idaho Legislature. This describes the Idaho Commission for Libraries’ support of publicly funded libraries in 2014. The video highlights some of the valuable work that Idaho libraries are doing and offers a statewide perspective on the important role of libraries. The Director reminded those present of the request to complete a survey after watching the video. The Director will send out an email regarding the 5:00 or 5:30 time preference of Trustee members for Board meeting.

Pamela moved to adjourn at 7:33.

_____________________________________                                                 ____________________________________
Tony Derricott, Chairperson                                                                               Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday September 23, 2015
5:00 pm Community Room

1. Call meeting to order
Tony called the meeting to order at 5:05. Those present Katie Baird, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Pamela Beard and David Reeser asked to be excused.

2. Approve Bills
Katie moved to approve the bills. Golden seconded; all voted in favor.

3. Approve Minutes
Golden moved to approve the August meeting minutes. Katie seconded; all voted in favor.

4. Director’s Report
The Director and the Board discussed training for Board members. The Director will contact Patrick Bodily about training here at the library, with training dates to be sometime in November or January. The LCEI meeting was a success. Lots of South East Idaho libraries came and attended this day-long training. The Library needs a new signature card at Washington Federal. All Board members please stop by this bank to get this set up. The lighting issues throughout the Library were discussed. Because all the bulbs were installed at the same time they are now going out at about the same time.

5. Discussion of 2015-2016 Board Meetings Date and Time
The Board discussed the date of the upcoming Board meetings. While each Board member won’t be able to attend each meeting, leaving the meetings at 5:00 on the third Wednesday of each month still worked the best. We will adjust as needed.

6. Public Internet Computer Use Policy Review
In order to have more Board members available for the review, it was suggested that these be postponed to a later meeting. Katie motioned to table items 6 and 7. Golden seconded; all voted in favor.

7. Internet Safety Policy Review This was tabled, as indicated above.

Golden moved to adjourn at 5:58.

____________________________________                                                 ____________________________________
Tony Derricott, Chairperson                                                                             Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday October 21, 2015
5:00 pm Community Room

1. Call meeting to order
Tony called the meeting to order at 5:14. Those present: Pamela Beard, Katie Baird, David Reeser, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant).

2. Approve Bills
Pamela moved to approve the bills. Katie seconded; all voted in favor.

3. Approve Minutes
Golden moved to approve the September meeting minutes with approved changes. Dave seconded; all voted in favor.

4. Director’s Report
The Director reported the happenings of the Staff Training on October 16th, from the ICFL. Bekka, Lorna and Valerie went to ILA. Valerie & Miranda went to the PRIMA training in Idaho Falls. Miranda received her certification. The Director also discussed 3M billing and the beginning fiscal year.

5. Policy Review & New Policy Schedule/Protocol Discussion
The Director would like have an outline of how policies are to be introduced, reviewed, and/or updated. Ideally, a new policy would be introduced in one meeting, then have its first reading at the next meeting. The following month the second reading would happen, and the policy would be adopted and in effect. A new policy would take three months from introduction to approval. An existing policy up for renewal could be reviewed (this means no changes are made) and noted in the same meeting and completed. An existing policy needing updates would be addressed in one meeting, with needed revisions made and brought back for a second review. Therefore, a revised existing policy would take two months for completion. The Director will set up a cascading system of reviewing policies starting with the ones that have not been updated or reviewed in the longest time frame.

6. Public Internet Computer Use Policy Review
The Board read and reviewed this policy. It was suggested to remove the words ‘Trojan horses’ and ‘diskette.’ The Director will make these changes and bring this to the next meeting for final approval.

7. Internet Safety Policy Review
The Board read and reviewed this policy. There was some question as to whether these two could be combined. The Director will contact the ICFL field representative Patrick Bodily to see what the best solution would be. She will send out an email to the Board with the answer by Friday October 30th.

8. Public Records Request Policy Introductory Discussion
The Director discussed the need for a Public Records policy. She presented sample forms from the ICRMP website and other Idaho District Libraries policies. The Board Chair suggested that a committee should be formed to do more research into this. Golden and Tony volunteered to be on this committee. They will bring their information to the next Board Meeting.

9. Community Partnering & Community Room Use Discussion
Pamela received a phone call from a patron who wanted to partner with us regarding using the Community Room. Pamela then asked to discuss how the Library decides to partner with people in the community at this meeting. Tony wanted to know what partnering means and how that affects the Library. The discussion then became centered on the difference between procedure vs. policy of the Library. In the past several years a minimal number of people have asked the Library to help them co-sponsor an event. An example of this was the recent Teen Literature Symposium. Some on the Board felt that it would be wise to nail down how that happens. Other Board members could see that putting in the policy could possibly steer people to try to partner with the Library in order to avoid paying room fees. The Director listed the guidelines used when determining if the Library should partner with an entity. These include: non profit /government organization for furthering education service oriented general community benefit open to the public, and the event must be free of charge. Rebekah Layton, the employee over the Community Room, came in to discuss current benefits and problems partnering has presented in the year she has been tasked with this duty. The Board read through the policy again and found several places that they would like to make additional amendments or changes. After an extensive discussion it was suggested that this item be put on the agenda for the November meeting.

Pamela moved to adjourn at 7:45.

____________________________________                                                 ____________________________________
Tony Derricott, Chairperson                                                                             Valerie Lloyd, Secretary

 

Madison Library District
Trustee Board Meeting

No meeting was held in November

Madison Library District
Trustee Board Meeting
Minutes
Wednesday December 16, 2015
5:00 pm Community Room

1. Call meeting to order
Tony called the meeting to order at 5:07 pm. Those present: Pamela Beard, Katie Baird, David Reeser, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Visitor: Susan Thomas a Foundation Board Member.

2. Approve Bills
Pamela moved to approve the bills. Katie seconded; all voted in favor.

3. Approve Minutes
David moved to approve the October meeting minutes. Pamela seconded; all voted in favor. It was noted that the November meeting was canceled as several people could not attend.

4. Director’s Report
In the interest of time, the Director emailed this out to the Board members earlier. Board members agreed this was a good idea and that the Director should continue to do this.

5. Susan Thomas Library Foundation Board
The Board discussed ideas for fundraising and volunteer help with Susan Thomas, a member of the Library Foundation Board. The difference between a Foundation and a Friends group was also discussed. It was suggested that Susan look at how other libraries use their Foundation and Friends groups to get ideas from. Tax information about donating to a 501(c)(3) – was provided to her. Katie volunteered to be the liaison to the Foundation and attend their meetings.

6. Policy Review & New Policy Schedule/Protocol Discussion
The Director presented this Policy Schedule to the Board. She will add additional words for clarification to the Policy Schedule. This will be included in the binders for each Board member.

7. Public Internet Computer Use Policy Review
The policy was read aloud. Pam motioned to accept the policy as revised. Golden seconded; all voted in favor. The Director will note the date of review and make the revisions as noted.

8. Internet Safety Policy Review
The Director will call Patrick Bodily from the ICFL and ask about changes that can be made to this policy. She will bring the results of her conversation to the next Board meeting.

9. Public Records Request Policy Introductory Discussion
The Director contacted Sue Bagley at the Madison County Clerk’s office to ask what policy they have in place. Sue said they have a form to fill out but the policy the County follows is from Idaho Code 74. The Director brought in a copy of the form used by the County.

10. Community Partnering & Community Room Use Discussion
The Board discussed this policy. The discussion included extending the hours of operation for the Community Room. The discussion also addressed the Library Director’s right to allow or deny partnerships between government and/or non-profit organizations that include the use of the Community Room. The changes discussed will be made and a draft will be brought to the January meeting for approval.

11. Certification of Statistical Report to State – Signature from Board Chair
The annual statistical report to the ICFL was finished and ready to be turned in. Board Chair Tony signed the certification document, and it will be submitted within the week.

Pamela moved to adjourn at 7:38 pm.

____________________________________                                                        ____________________________________

Tony Derricott, Chairperson                                                                                    Valerie Lloyd, Secretary

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