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).

Board of Trustees
  • 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).

David Reeser

Chair

Phone: (208) 359-2505
email: TrusteeB@madisonlib.org

Terry Rodino

Vice-Chair

Phone:
email: TrusteeE@madisonlib.org

Pamela Beard

Trustee

Phone: (208) 356-4891
email: TrusteeD@madisonlib.org

Tony Derricott

Trustee

Phone: (208) 313-5324
email: TrusteeA@madisonlib.org

Golden Fulcher

Trustee

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

Trustee Treasures

A blog from your Board of Trustees

Board Meeting Minutes

2018

Madison Library District
Trustee Board Meeting
Minutes
Wednesday January 17, 2018
5:00 pm Community Room

1. Call meeting to order
Board Chair David Reeser called the meeting to order at 5:10 pm. Those present: David Reeser, Terry Rodino, and Golden Fulcher (Board members), Valerie Lloyd (Secretary), Miranda Galbraith (Assistant Director), Tina Leishman, and Brad Reed (representatives from Rudd & Co). Tony Derricott, Pamela Beard (Board members) and Lori Robertson (Accountant) were excused.

2. Approve Bills
Terry motioned to approve the bills. Golden seconded; all voted in favor.

3. Approve Minutes
Terry motioned to approve the minutes from the October and November meetings. Golden seconded; all voted in favor.

4. Public Comment No comments were made.

5. Unfinished Business
A. Trustee Blog Next Assignment
Golden wrote the January blog. In the absence of two Board members, assignment of the next blog was tabled until the next meeting.
B. Strategic Plan Discussion
The Director presented and discussed drafts of the Strategic Plan. The results of a community meeting regarding the needs of the public and how the Library could fill those were talked about. These goals were short term goals that have been addressed with plans to continue efforts such as becoming more visible in the community, reaching underserved populations, and signage. This is a work in progress, and the Director will continue working with staff to proceed with these plans.
C. Book Drive – Children’s and Young Adult Books The Board agreed to collect books to help replenish the stock for the book wagon and other outreach programs. No specific duties were assigned. The Director will add this topic to the agenda for the February meeting.

6. New Business
A. Report of Audit – Rudd & Co.
Tina Lishman and Brad Reed from Rudd & Co. presented the findings of the annual audit to the Board. Mr. Reed stated that the Madison Library District was in conformity with general accounting principles. He noted that the checks and balances the Library has set up were working well and recommended these continue. There were no major concerns, and the audit was successfully completed. Golden motioned to accept and approve the audit for the 2016-2017 fiscal year. Terry seconded; all voted in favor. (Note: the auditors left the meeting at this point.)
B. Presentation of Annual Statistics to Board
The Director presented the results of 2016-2017 statistics report to the Board. The Board reviewed these and discussed the state and federal use of library statistics. Some interesting statistics are as follows: the collection size was 122,981, while the number of items checked out was 529,853; roughly all the items in the Library checked out 5 times. We are now able to track Wi-Fi sessions; there were 47,817 individual sessions during the year.

7. Director’s Report
The Director discussed the recent posts on the Library’s Facebook page regarding the showing of a PG-13 movie in the Community Room. The need for a Social Media Policy was apparent. The Director will draft a policy and bring it to the February meeting. The Library program On the Same Page will begin on January 19th. This year the featured book is Just So Stories by Rudyard Kipling. The Board was given copies of the book along with a calendar of events. The Library’s 100 year celebration will be in 2021. The Director and Assistant Director discussed plans they already have in the works. The Director will put this item on the agenda for the February meeting for further discussion.

David adjourned at 6:51 pm.

____________________________________                                                           ____________________________________
David Reeser, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday February 21, 2018
5:00 pm Community Room

1. Call meeting to order
Vice Chair called the meeting to order at 5:10 pm. Those present: Terry Rodino, Tony Derricott, Pamela Beard, and Golden Fulcher (Board members), Valerie Lloyd (Secretary), Miranda Galbraith (Assistant Director), and Lori Robertson (Accountant). David Reeser (Board Chair) was excused.

2. Approve Agenda
Pamela motioned to approve the agenda. Golden seconded; all voted in favor.

3. Approve Bills
Tony motioned to approve the bills. Pamela seconded; all voted in favor.

4. Approve Minutes
Golden motioned to approve the minutes from the January meeting. Pamela seconded; all voted in favor.

5. Public Comment
No comments were made.

6. Unfinished Business
A. Trustee Blog – Next Assignment
Tony volunteered to write the blog for the month of March.
B. Strategic Plan Review
In order to make an effective strategic plan, the Director suggested more research and meetings with community members, as well as conducting surveys on social media, the Library website, and in-house. The Director will bring sample survey questions to the next meeting.
C. Book Drive Follow-Up Discussion The Director informed the Board that the Foundation book store inside the Library was going to be having a book drive in April. Rather than duplicating these efforts, the Board thought they would help the Foundation individually where possible.

7. New Business
A. Community Room Policy Discussion
The Board discussed an email they had received regarding the use of the room. The patron’s concern and question was regarding reserving/using the room in one hour increments. The Director provided the Community Room Policy to the Board and explained that in the past we did allow reservations in one hour increments but that many using the room didn’t allow enough time for clean up and take down of their events. This caused problems for those using the room after them. No changes to the policy were suggested at this time. The Board Chair will contact the patron regarding their concern.
B. Social Media Policy Introduction
The Board discussed this policy. They suggested revising the draft and bringing the revision to the March meeting. Terry agreed to help with this.
C. Library’s 100 Year Celebration Discussion
2021 will be the Library’s centennial year. The Director suggested creating a committee with staff, trustees, and perhaps community members to begin planning events for this celebration.

8. Director’s Report
The Director sent out an email with a summary of things that happened at the Library over the previous month. The report talked about replacing external lights, installing new ballasts, and updating bulbs. It also informed the Board that the Library staff certified for the ICRMP discount program by taking online quizzes and reading the Vehicle Use and Personnel policies. There were no questions from the Board.

Terry moved to adjourn at 7:08.

____________________________________                                                           ____________________________________
Terry Rodino, Vice-Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday March 21, 2018
5:00 pm Community Room

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

2. Approve Agenda
Tony moved to amend the agenda to add a discussion of a patron complaint. Pamela seconded; all voted in favor.

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

4. Approve Minutes
Terry motioned to approve the minutes from the February meeting. Pamela seconded; all voted in favor.

5. Public Comment
No comments were made.

6. Unfinished Business
A. Trustee Blog – Next Assignment
Pamela accepted the invitation to write the blog for the month of April. The Board also asked if there was a way to track the number of people looking at the blog. The Director will follow up with this question and bring the results to the next meeting.
B. Strategic Plan Discussion
Following up from last month’s meeting, the Director brought sample survey questions to review. She also informed the Board that she had discussed this with the staff. At this meeting a staff member suggested getting advice from her husband, a professor of sociology at BYU-I. He teaches how to best do surveys. She said he would be willing to consult with the Library on how to produce a successful survey for the strategic plan. The Board thought that working with him would be wise. The Director will keep the Board informed on the progress.
C. Social Media Policy Discussion
With the help of Terry Rodino, the Director presented a condensed and streamlined draft of this policy. The Board changed some headings for clarification. There was a discussion about free speech and constitutional law and how that fits with this policy. The Director will make the changes suggested in the meeting and bring in a new draft for a first reading in April.

7. New Business
A. Library Advocacy with Legislators
The Idaho Library Association Trustee division chair notified the Director that she will be issuing a challenge to all public library trustees in Idaho. The charge is to contact their legislators three times before the start of the next legislative session, which begins in January 2019. The Director will add this to the agenda for the April meeting to discuss ideas on how to do this.
B. Schedule Date for Budget Hearing in August
Tony motioned to set the budget hearing for August 22, 2018. Pamela seconded; all voted in favor. The Director will certify this date with the Madison County Clerk as soon as possible.
C. Patron Complaint
Tony informed the Board of a discussion he had with a person at the Farmers Merchant Banquet he attended. This person was upset that they couldn’t get a library card because they live out of the district. The Director informed the Board that through the Libraries Linking Idaho program, people who pay a tax to a library in Idaho can get a card here. They have limited use, but they do have access to what is available here.

8. Director’s Report
The Director sent out an email with a summary of events that happened at the Library over the previous month. Pamela suggested adding an executive session to the April agenda to discuss the annual evaluation of the Director.

Dave moved to adjourn at 7:39 pm.

____________________________________                                                           ____________________________________
David Reeser, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday April 18, 2018
5:00 pm Community Room

1. Call meeting to order
Dave called the meeting to order at 5:08. Those present: David Reeser, Tony Derricott, and Golden Fulcher (Board members), Valerie Lloyd (Secretary), and Miranda Galbraith (Assistant Director). Terry Rodino, Pamela Beard, (Board members), and Lori Robertson (Accountant) were excused.

2. Approve Agenda
Golden motioned to accept the agenda as written. Tony seconded; all voted in favor.

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

4. Approve Minutes
Golden motioned to approve the minutes from the March meeting. Tony seconded; all voted in favor.

5. Public Comment
No comments were made.

6. Unfinished Business
A. Trustee Blog – Next Assignment
In the absence of two Board members this assignment was tabled.
B. Strategic Plan Discussion
The Director reported the continuing progress being made with the strategic plan. She will be meeting with a sociology professor regarding a survey.
C. Social Media Policy Discussion
This was tabled and will be brought to the May meeting.
D. Library Advocacy with Legislators
The Director gave the Board members a copy of a letter that was sent out from the Trustee Division of the Idaho Library Association. This letter issues a challenge to library boards across the state to contact their legislators three times before the start of the 2019 legislative session. The Director will put this on the agenda for discussion at the May meeting.

7. New Business
A. Personnel Policy Review
The Board reviewed the Personnel Policy. A few changes to the policy were suggested. These included bereavement leave, military leave, and jury duty. There was also a question regarding a clause about a Director’s contract under Powers and Duties the Board. The Director will make a new draft of the policy and bring it to the May meeting.
B. Executive Session – Director’s Annual Review
The executive session was tabled to the next meeting in order to have more Board members in attendance. The Board watched a short clip ‘Evaluating the Library Director’ from the American Library Association’s Trustee Division. This video interview covered different ways of gathering information, tools to use, and suggestions on how to conduct a Director’s review. Tony agreed to look into potential questions to use in the upcoming review and will bring those back to the Board at the next meeting.

8. Director’s Report
The Director sent out an email with a summary of events that happened at the Library over the previous month. Some discussion was had regarding public use of the community room.

Dave moved to adjourn at 7:00 pm.

____________________________________                                                           ____________________________________
David Reeser, Chairman                                                                                       Valerie Lloyd, Secretary

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 February 15, 2017
5:00 pm Community Room

1. Call meeting to order
Chairperson Katie Baird called the meeting to order at 5:06 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).

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 November meeting. David seconded; all voted in favor.

4. Public Comment
No comments were made.

5. Trustee Election Discussion
The Board discussed several people who might be able to run as a Trustee. March 17, 2017 is the deadline to get declaration of candidacy to the County Clerk. This is a six year term.

6. Madison Library Board Bylaws First Reading
The Board reviewed the sample bylaws from the Idaho Commission for Libraries. The Board discussed items and made suggestions specific for this Library. The Director will make these changes and bring a second draft to the next Board meeting in March.

7. Strategic Plan First Reading
Due to time constraints Tony motioned to table this until the next month.

8. Director’s Report/Discussion
The Director referred to the email she had sent to the Board. She reminded them about the events for the On Same Page Community Reading Program – Murder on the Orient Express.

Pamela moved to adjourn at 7:05 pm.

____________________________________                                                           ____________________________________
Katie Baird, 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

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

1. Call meeting to order
Chairperson David Reeser called the meeting to order at 5:11 pm. Those present: David Reeser, Terry Rodino, Tony Derricott, Pamela Beard (entered meeting at 5:45 pm) and Golden Fulcher (entered meeting at 5:40 pm) (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant).

2. Approve Agenda
No changes were proposed.

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

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

5. Public Comment
No comments were made.

6. Unfinished Business
A Board member asked if the patron who had suggested a review of the book And Tango Makes Three has contacted the Director for further discussion. No contact had been made.

7. New Business

  1. Preliminary Budget Discussion
    The Library had not yet received the L-2’s from the County Clerk at this point. Therefore, projected numbers were used based on the tax money income from fiscal year 2015-2016. Valerie and Lori explained the line items and bond repayment issues. Since we refinanced the bond last year, our payment schedule has changed slightly. Due to the lowered interest rate, we will now be asking for less money from our tax payers. When the final numbers become available, the Director will make these adjustments and bring the results to the August Budget Hearing for approval for the Board.
  2. Little Free Library Proposal
    Tony introduced the idea of a Free Little Library, maintained by the Board members, to be set up in their neighborhoods. They discussed the logistics of something like this, including cost, city codes, and who would be responsible for building or purchasing them. Tony said he will look into this. David will contact Alpha Graphics about a banner/sign to be used as advertising for the Board members.

8. Director’s Report
The Director reminded the Board members about the Trustee meeting presented by the Idaho Commission for Libraries on August 11th, here at the Library. The Director will email the Board information about a list-serv for trustees. Parking continues to be a problem. After the School District Bond election, the Madison School District, owners of the property, might be willing to negotiate a lower price for a piece of land west of the Library to be used as parking. The Board will wait until after the election to discuss this further. The Library will be closed Saturday, August 19, and Monday, August 20, for the eclipse. As previously noted in a prior Board meeting, the Director has been given permission to close other days as she sees fit in order to protect the staff and building.

David moved to adjourn at 6:30 pm.

____________________________________                                                           ____________________________________
David Reeser, Chairman                                                                                      Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday September 20, 2017
5:00 pm Community Room

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

2. Approve Agenda
Pam motioned to approve the agenda as amended: texting added as item C to New Business. Golden seconded, all in favor.

3. Approve Bills
Tony motioned to approve the bills from the August meeting. Terry seconded; all voted in favor.

4. Approve Minutes
Terry motioned to approve the minutes from the August meeting. Tony seconded; all voted in favor.

5. Public Comment
No comments were made.

6. Unfinished Business

  1. Parking Issues – David Reeser
    Dave contacted the school district and was told there was not a possibility to purchase a portion of the school district property for parking.
  2. Alpha Graphics – David Reeser
    It was decided to wait to discuss this until later in the meeting, after the conversation about outreach, to see if a banner is necessary or what other type of signs may be needed.
  3. Little Free Libraries – Tony Derricott
    Tony played two short videos showing what a Little Free Library is and how they are built. He also presented answers to FAQ. Concerns about liability were raised. Other questions about costs involved were asked. It was suggested that this may become an Eagle Scout project to build the book box, gather books, and obtain permits, etc. More discussion about locations and number of “libraries” will be needed to decide how to proceed.
  4. Internet Safety Policy and Public Internet Computer Use Policy Second Reading
    Second reading of the policy. Pam motioned to accept policy changes. Golden seconded, all in favor.

7. New Business

  1. Outreach – Tony Derricott
    The Board discussed the role of the members and how it correlates to the needs of the Library. Board members are needed to create policy and oversee the budget. Valerie talked about the ways Board members can help with outreach, including coming to the Library frequently and being aware of what the Library already offers, such as programs and other resources.Terry suggested that the Board members could each write a newspaper article on a regular basis. It was also suggested that Board members write book reviews and other blog posts for the Library blog, which can then be posted to the Library Facebook page. These will be written once a month by alternating Board members. David will write the first post. Golden will call The Standard Journal to ask about printing material written by the Board. He will also call the Post Register to see what can be done with that paper.Pam suggested placing flyers on bulletin boards around town, including the grocery stores and other businesses who will allow them. Other locations include the high school, the alternative high school, and the college.Terry suggested doing a book drive to gather books to send to smaller libraries affected by the hurricane in the Houston area. This will be discussed more in the October meeting.
  2. Library Infrastructure
    Currently the staff infrastructure of employee duties is not working. It was suggested that the employee categories be adjusted to better fit the needs of the Library. The Library is losing good employees because the current payroll schedule is outdated. The Board agreed that this needed addressed. Valerie and Miranda will calculate options and work with Lori to create a better payroll schedule, which will be presented at October’s meeting.
  3. Discussion of Texting as Public Record
    Texts between Board members becomes public record. All communication should go through Valerie to avoid having Board members discuss or share information directly. Alternative methods for communicating when the Director is unavailable were discussed, including communicating through the Assistant Director.

8. Director’s Report
Valerie shared information about the fall PRIMA conference that will take place in October. Day-end and the computer that calls/emails patrons for holds and overdues is still having issues, requiring contact with offices in Canada and New Zealand.

David adjourn at 7:35 pm.

____________________________________                                                           ____________________________________
Terry Rodino, Vice Chair                                                                                      Valerie Lloyd, Secretary

 

Madison Library District
Trustee Board Meeting
Minutes
Wednesday October 18, 2017
5:00 pm Community Room

1. Call meeting to order
Vice Chair Terry Rodino called the meeting to order at 5:30 pm. Those present: Terry Rodino, Tony Derricott, Pamela Beard, and Golden Fulcher (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). David Reeser (Board Chair) was absent.

2. Approve Agenda
Pamela motioned to approve the agenda as amended. Tony seconded, all in favor.

3. Approve Bills
Tony motioned to approve the bills from the September meeting. Golden seconded; all voted in favor.

4. Approve Minutes
Golden motioned to approve the minutes from the September meeting as amended. Pamela seconded; all voted in favor.

5. Public Comment
No comments were made.

6. Unfinished Business

  1. Trustee ReportDavid Blog/Web Article
    In David’s absence, the Board discussed publishing the Trustee blog on the Library’s Facebook account and also in the newspaper. Terry will write the next article.Golden Newspaper
    Golden spoke with the editor of the Standard Journal and they have given us permission to send articles and information about the Library. The Director will be the contact person on these articles in case changes or editing are necessary. Send information to the Director and she will forward the article for submission to the appropriate person.Pamela Newsletters
    Flyers highlighting selected events will be printed at the end of the month. The Director will notify Pamela when they are ready for distribution.Terry Book Drive
    Terry will write an article to promote a book drive for local usage such as Central High School and the book wagon.Tony Little Free Library
    Tony visited current Little Free Libraries in town. He will contact the owners and get more details from them.
  2. Library Infrastructure
    The Director proposed that a change in the salary schedule was necessary to be competitive and retain employees. These changes would also include redefining current job descriptions, which would also help streamline efficiency. These changes should not affect the current budget.

7. New Business
Vehicle Use Policy Review
The Board read this policy out loud. They made suggestions for changes, outlining the Director’s right to refuse or revoke driving privileges, and added guidelines for personal vehicle use for Library related business. This was the first reading of this updated policy. The Director will bring the revised copy to the November meeting for second reading and approval.

8. Director’s Report
There is an Eagle Scout project to add the Library’s name on the northwest corner of the building. Riley Gilbert is earning money to pay for powder coating letters to be professionally cut and will have the troupe read and have people sponsor them for the hours they read. He has been working closely with the Director to make sure the sign placement and material are correct. It is anticipated that this will be completed before the end of the year.

Terry adjourned at 7:30 pm.

____________________________________                                                           ____________________________________
Terry Rodino, Vice Chair                                                                                      Valerie Lloyd, Secretary

 

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

1. Call meeting to order
Board Chair David Reeser called the meeting to order at 5:15 pm. Those present: David Reeser, Terry Rodino, Tony Derricott, Pamela Beard, and Golden Fulcher (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director). Lori Robertson (Accountant) was absent.

2. Approve Agenda
Tony motioned to approve the agenda as amended. Pam seconded, all in favor.

3. Approve Bills
Golden motioned to approve the bills from the October meeting. Terry seconded; all voted in favor.

4. Approve Minutes
No minutes were available. The minutes for the October meeting will be brought to the next
Board meeting.

5. Public Comment
No comments were made.

6. Unfinished Business
A. Trustee Blog Next Assignment
Terry will write the Trustee Blog for the month of December. Golden will take the month of January. The next assignment will be made at the January meeting. The Board decided that the subject for the next cycle of Trustee Blogs will be their favorite reads.

B. Vehicle Use Policy Second Reading
After reading through this policy for a second time, Pam motioned to approve the changes to this policy. Golden seconded; all voted in favor.

7. New Business
A. Cancel December Meeting?
The Board decided to forgo the regular Board meeting in December and instead volunteered to help with the Library’s Christmas Extravaganza on December 4th. The Director will notify the staff person over the event and they will contact the Board members for specific information.

8. Director’s Report
The Board was informed that the Director and Assistant Director are currently performing employee evaluations. There was discussion about how that process was going and comments regarding employee concerns and cohesiveness.

Dvae adjourned at 6:55 pm.

____________________________________                                                           ____________________________________
David Reeser, Vice Chair                                                                                      Valerie Lloyd, Secretary

 

Madison Library District
Trustee Board Meeting
Minutes
December 2017

The Board decided to cancel the regular Board meeting in December and instead volunteered to help with the Library’s Christmas Extravaganza on December 4th.

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