Board of Trustees

About the Board

The Madison Library District is a tax-supported, independent, local governmental entity existing under the laws of the State of Idaho. Although the geographic area served by this library is nearly the same as the Madison School District, the library district is not affiliated with the school district, the City of Rexburg, or Madison County.

The library is governed by a Board of Trustees. These five trustees are elected officials who live within the library district and serve without pay. Each trustee is elected for a term of six years, with elections taking place in May in odd years.

The Board meets once each month, usually on the third Wednesday at 5:00 pm. Announcements for each board meeting are posted on the large screen TV located in the main lobby of the library. The public is always welcome at board meetings. If you have items for the agenda, please call the Director at the library (208-356-3461).

  • Chairman: David Reeser
  • Vice-Chair: Terry Rodino
  • Trustees: Pamela Beard, Tony Derricott, Golden Fulcher

Board Terms and Expirations

All board positions are held for a term of 6 years, with elections being held in odd numbered years. The following are the years of expiration for each seat:

2019: Seats A (Tony Derricott) and B (David Reeser).
2021: Seats C (Golden Fulcher) and D (Pamela Beard).
2023: Seat E (Tery Rodino).

board-davidDavid Reeser

Chair

Phone: 359-2505
email: TrusteeB@madisonlib.org

Terry Rodino

Vice-Chair

Phone:
email: TrusteeE@madisonlib.org

board-pamPamela Beard

Trustee

Phone: 356-4891
email: TrusteeD@madisonlib.org

board-tonyTony Derricott

Trustee

Phone: 313-5324
email: TrusteeA@madisonlib.org

board-goldenGolden Fulcher

Trustee

Phone: 301-996-8324
email: TrusteeC@madisonlib.org

Board Meeting Minutes

2017

Madison Library District
Trustee Board Meeting
Minutes
Wednesday January 18, 2017
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 5:07 pm. Those present: David Reeser, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director). Cody Gamboa, Tina Leishman, and Brad Reed (representatives from Rudd & Co). Board members Pamela Beard and Katie Baird were excused.

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

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

4. Public Comment
No comments were made.

5. Report of Audit – Rudd & Co.
Brad Reed from Rudd & Co. presented a draft to the Board and discussed the audit report. He stated that the Madison Library District was in conformity with general accounting principles. He noted that the checks and balances that the Library has set up were working well and suggested to maintain these. Mr. Reed informed the board that the Library was now beginning to depreciate. There were no major concerns, and the audit was successfully completed. Tony motioned to approve the audit for the 2015-2016 fiscal year. Golden seconded; all voted in favor.

6. Presentation of Annual Statistics to Board
The Director handed out copies of the fiscal year 2015-2016 to the Board. The Board reviewed these and discussed the state and federal use of library statistics with Patrick Bodily, who is the State Data Coordinator.

7. Strategic Planning Discussion Patrick Bodily Idaho Commission for Libraries
Patrick Bodily reviewed and evaluated the work done previously in focus groups. The general consensus was that the goals reached at the focus group meeting were enough to move to the next step. Miranda volunteered to help the Director write the long range plan.

8. Madison Library Board Bylaws
The Board has discussed formalizing bylaws. The Director presented the suggested bylaws from the Idaho Commission for Libraries, as well as examples from several public libraries. The Director will modify the sample from the Commission and bring a draft to the next meeting ready for discussion.

9. Trustee Election Laws Update
The Director reminded the Board that 2017 is an election year for the Library Board Trustee seat E. Katie Baird currently holds that position but does not plan to run again. The Director suggested that the vacancy be advertised. The Deadline for Declaration of Candidacy is March 17, 2017.

10. Change location of February meeting to Activity room.
The Director informed the Board that the February meeting will need to be held in the Activity room inside the Library. There will be an event for the Library sponsored program On the Same Page in the Community Room that night.

11.Director’s Report/Discussion
The Director told the Board about the Niche Academy Platform that provides ready-to-use tutorials and online learning platforms to help promote resource utilization, patron awareness, and staff efficiency. Niche Academy has ready training modules available as well as being willing to help the Library create tutorials to meet specific in-house needs.

David moved to adjourn at 6:20 pm.

____________________________________                                                           ____________________________________

Tony Derricott, Chairperson                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday March 15, 2017
5:00 pm Community Room

1. Call meeting to order
Chairperson Katie Baird called the meeting to order at 5:20 pm. Those present: Katie Baird, David Reeser, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Pamela Beard and Golden Fulcher (Board members) were absent.

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

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

4. Public Comment
No comments were made.

5. Trustee Election Discussion
The Director informed the Board that Terry Rodino has declared candidacy for the Trustee position. He is the only person running at this point. The last day for write in candidates is April 3rd. If in the event there are no other candidates, an election will not be necessary.

6. Trustee Training Opportunities
The Idaho commission for Libraries has purchased access to Short Takes for Trustees, a series for Trustees and library directors, of 10 short videos (8-10 minutes each). These will be accessible through June, 2017. The Board members in attendance thought that this ought to be viewed individually, and suggested that they bring what they learn back to the Board meetings for discussion. The Library will be hosting a Trustee Connection Workshop on Friday August 11th. This will be sponsored by the Idaho Commission for Libraries, and they are in charge of all activities the Library is just providing the room. This will be open for all Library Trustees and Directors in the South East Idaho Region.

7. Schedule Date for Budget Hearing in August
The Board scheduled August 16th, 2017 at 5:00 in the Library’s Community Room. The Director will certify this date with the County Clerk by the end of the Month.

8. Eclipse August 2017 Discussion
Fifty to eighty thousand visitors are expected for the solar eclipse on August 21st, 2017. If in fact this were the case, the following are reasons not to be open: to prevent becoming just a bathroom facility, to protect the building, parking issues, the high volume of traffic on the roads, and the employees should get to view the eclipse too. The Director suggest that the Library be closed on Saturday, August 19th and on Monday, August 21st. With other days as needed to be determined by the Director.

9. Madison Library Board Bylaws Second Reading
The Board reviewed the bylaws. A few changes were suggested including cutting information already in the personnel policy and referencing it in the document. A few sentences were combined to facilitate ease of reading. The Director will make these changes, send them to the Board members to review and bring the final draft to the next meeting in April.

10. Trustee Fourth of July Parade Float
Since all Board members were not in attendance this subject was tabled until the April meeting.

11.Director’s Report/Discussion

Katie moved to adjourn at 6:40 pm.

____________________________________                                                           ____________________________________
Katie Baird, Chairperson                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday April 19, 2017
5:00 pm Community Room

No meeting was held due to illness.

Madison Library District
Trustee Board Meeting
Minutes
Wednesday May 17, 2017
5:00 pm Community Room

1. Call meeting to order
Chairperson Katie Baird called the meeting to order at 5:02 pm. Those present: Katie Baird, David Reeser, Pamela Beard, Golden Fulcher, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant) was absent. Toni Rodino future Board member attended as a visitor.

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

3. Approve Minutes
Dave moved to approve the minutes from the March meeting. Tony seconded; all voted in favor. There are no meeting minutes for April as the meeting was canceled.

4. Public Comment
No comments were made.

5. Madison Library Board Bylaws Final Reading
The Board read the draft of the bylaws. They made revisions including changing a few words and adding sentences for clarification. Golden motioned to approve the Board bylaws. Pamela seconded; all voted in favor.

6. Trustee Fourth of July Parade Float
The Trustees discussed being in the parade on the Fourth of July. Terri was asked to obtain an application from the Chamber of Commerce and complete the paperwork for that. Pamela was asked to contact Stones to see if they sponsor the Trustees and allow them to use a vehicle for the parade. Further details will be discussed at the June Board meeting.

7. Records Retention Policy Review
The Director added Trustee election documents and the annual audit reports to the permanent records list. Pam motioned to approve the updates to the records retention policy. Tony seconded; all voted in favor.

8. Disc Repair Machine Purchase
The Director discussed plans to purchase a disc repair machine. This was brought to the attention of the Board because half of the payment for this purchase would be made in this fiscal year and the final payment in the next fiscal year. The Trustees agreed that this was a wise purchase for the Library. The Director will continue steps for this purchase.

9. Director’s Report/Discussion
The Idaho Commission for Libraries announced their decision to extend access to Short Takes for Trustees through June of 2018. So that will continue to be available.

Pamela moved to adjourn at 7:04 pm.

____________________________________                                                           ____________________________________
David Reeser, Chairperson                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday June 21, 2017
5:00 pm Community Room

1. Call meeting to order
Chairperson David Reeser called the meeting to order at 5:06 pm. Those present: David Reeser, Terry Rodino, and Tony Derricott (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director). Pamela Beard and Golden Fulcher (Board members) and Lori Robertson (Accountant) were absent.

2. Swear In New Trustee Terry Rodino
Pursuant to Idaho Code 59 – 401, Chairperson Reeser swore in new Board member Terry Rodino.

3. Approve Agenda
No changes were proposed.

4. Approve Bills
Terry moved to approve the bills. Tony seconded; all voted in favor.

5. Approve Minutes
Tony moved to approve the minutes from the May meeting. Terry seconded; all voted in favor.

6. Public Comment
No comments were made.

7. Unfinished Business

  1. Trustee Entry for Fourth of July Parade
    The Board discussed the possibility of being in the parade. Several of the Board members were not going to be available on that day. Those present decided to cancel plans.

8. New Business

    1. Nomination for Vice-ChairTony nominated Terry for the position of Vice-Chairperson. Terry accepted the nomination; all voted in favor.
    2. Parking IssuesThe Director informed the Board about the difficulty Library patrons and Family History Center patrons were having with parking. The grass north of the School District was discussed but quickly dismissed given the asking price. In effort to discourage people from leaving their vehicle here for extended periods of time, two or three hour parking signs were suggested, in the library parking area depending on what is sanctioned by the City. These would have to be patrolled by the Rexburg Police Department. The Director will contact the City/Police to see what needs to be done to make these changes to the parking lot.

9. Patrick Bodily Idaho Commission for Libraries
Patrick discussed the roles and responsibilities of Library Trustees. He also covered the Freedom to Read statement and the Library Bill of Rights. He reminded the Board about access to Short Takes, an online Trustee training series paid for by the ICfL. The Idaho Commission for Libraries has other training on their website as well as information about the Idaho Code and Library Laws. Mr. Bodily also reminded the Board about the upcoming regional Trustee training meeting to be held Friday, August 11, from 8:45 am to 3:15 pm in the Madison Library Community Room.

10. Director’s Report
The Director discussed the Library policy and the challenged book And Tango Makes Three. The Director and Board will follow steps as outlined. The Director also informed the Board about the amazing record breaking statistics from the Summer Reading Program. 2,000 people visited the Library on the first day alone.

David moved to adjourn at 7:03 pm.

____________________________________                                                           ____________________________________
David Reeser, Chairman                                                                                      Valerie Lloyd, Secretary

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

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