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).

  • Acting Chair: Pamela Beard
  • Vice-Chair:
  • Trustees: Tony Derricott, Golden Fulcher, Kathrine Holyoak

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 (Kathrine Holyoak).
2021: Seats C (Golden Fulcher) and D (Pamela Beard).
2023: Seat E.

Pamela Beard

Chair

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

Tony Derricott

Vice-Chair

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

Kathrine Holyoak

Trustee

Phone:
email: TrusteeB@madisonlib.org

Beth Hanson

Trustee

Golden Fulcher

Trustee

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

Trustee Treasures

A blog from your Board of Trustees

Board Meeting Minutes

2019

Madison Library District
Trustee Board Meeting
Minutes
Wednesday January 16, 2019
5:00 pm Community Room

1. Call meeting to order
Pamela called the meeting to order at 5:03 pm. Those present: Tony Derricott, Golden Fulcher, Kathrine Holyoak, Beth Hanson, and Pamela Beard (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Tina Leishman and Brad Reed (representatives from Rudd & Co).

2. Assign New Vice – Chair
Pamela nominated Golden as Vice Chair. Kathrine seconded; all voted in favor.

3. Swear in New Board Member
Pursuant to Idaho Code 59-401, Board chair Pamela Beard swore in Beth Hanson.

4. Approve Agenda (Action Item)
Kathrine moved to approve the agenda, Tony seconded; all voted in favor.

5. Approve Bills (Action Item)
Tony motioned to approve the bills, Golden seconded; all voted in favor.

6. Approve Minutes (Action Item)
The Board reviewed the minutes. Pam pointed out a word that needed to be changed. The Director made note and it will be updated. Golden motioned to approve the minutes as corrected. Tony seconded; all voted in favor.

7. Public Comment
No comments were made.

8. New Business
A. Audit Report Rudd & Co.
Tina Leishman and Brad Reed from Rudd & Co. presented the findings of the annual audit the 2017-2018 fiscal year 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. (Note: the auditors left the meeting at this point.)
B. Patrick Bodily Board Member Training and Orientation
Patrick presented an orientation on Trustee duties.

9. Unfinished Business
A. Strategic Plan Discussion
After the presentation from Research and Business Development center in November’s meeting, the Board discussed the value of doing a needs assessment this summer. Several Board members suggested that while collecting data would be informative, they weren’t sure what they would use it for at present. They thought it more prudent to get the basic goals of the Library for the strategic plan laid out. Then, after these were established, a more in depth study would be beneficial at a later date. (Note: Tony Derricott left the meeting at this point.) It was suggested to have a work meeting later in the month to discuss the goals and strategic plan of the Library as the sole focus. The date for the work meeting was set to Thursday the 24th of January. At 5:00 pm in the community room. Patrick agreed to return to facilitate the meeting.

10. Director’s Report
The Director sent an email to Board members with a summary of events that happened at the Library over the previous month.

Pamela adjourned the meeting at 7:45 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday February 20, 2019
5:00 pm Community Room

This meeting has been canceled due to illness, therefore there are no minutes.

Madison Library District
Trustee Board Meeting
Minutes
Wednesday March 20, 2019
5:30 pm Community Room

1. Call meeting to order
Pamela called the meeting to order at 5:38 pm. Those present: Tony Derricott, Golden Fulcher, Kathrine Holyoak, Beth Hanson, and Pamela Beard (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant).

2. Approve Agenda (Action Item)
Kathrine moved to approve the agenda, Golden seconded; all voted in favor.

3. Approve Bills (Action Item)
Tony motioned to approve the bills, Golden seconded; all voted in favor.

4. Approve Minutes (Action Item)
Beth motioned to approve the minutes of the January meeting, Pamela seconded; all voted in favor.

5. Public Comment
No comments were made.

6. New Business
A. Set Date for Budget Hearing
The Board scheduled August 21, 2019 at 5:30 pm as the date and time for the budget hearing. The Director will certify this date with the County Clerk by the end of the month.

B. Edward Jones Bond Report
Based on advice from a Zack Excell at Edward Jones, and after careful consideration, the Director acted in accordance with the Investment Policy and sold the bond. The interest rate that we had in the Texas based bond was 3.625%. The newly purchased bond in California has a 4.25% interest rate. The money earned from the sale will be put into the summer reading budget.

C. Professional Development Policy Review
The Director brought this policy to the Board for clarification and designation. The Board reviewed this and added library-related, master-degree level education classes to parts of the policy. They also added emphasis on the necessity of obtaining pre-approval from the Director.

7. Unfinished Business
A. Strategic Plan Discussion
The Director and Assistant Director presented a copy of a one page strategic plan. This lists the Library’s mission, purpose, core services, and what we will concentrate on for the next few years. A copy will be available online as well as posted in the Library. The Director and staff will proceed at this point.

8. Director’s Report
The Director sent an email to Board members with a summary of events that happened at the Library over the previous month.

Pamela adjourned the meeting at 6:45 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday April 17, 2019
5:30 pm Community Room

1. Call meeting to order
Pamela called the meeting to order at 5:30 pm. Those present: Tony Derricott, Golden Fulcher, Kathrine Holyoak, Beth Hanson, and Pamela Beard (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Gina Miller and Susan Evans (employees).

2. Approve Agenda (Action Item)
Beth moved to approve the agenda, Golden seconded; all voted in favor.

3. Approve Bills (Action Item)
Kathrine moved to approve the bills, Golden seconded; all voted in favor.

4. Approve Minutes (Action Item)
Tony moved to approve the minutes of the January meeting, Pamela seconded; all voted in favor.

5. Public Comment
No comments were made.

6. New Business
A. Summer Reading Sponsors – Gina Miller & Susan Evans
Gina and Susan are in charge of getting sponsors from local businesses for Library programs. They discussed specifically the summer reading sponsors. They asked the Trustees to either call or send a thank you note to some of these sponsors. The Trustees were given a list of sponsors to contact before the May meeting.
B. Report of Trustee Training Meeting
Pamela, Beth, and Tony discussed the training meeting held on March 30th in Idaho Falls. Highlighted topics covered onboarding, orienting, and training trustees. Each Trustee was given a copy of the presentation from that day.
C. Board By-Laws Review
The Board agreed that their bylaws were in need of review. Updating the bylaws as well as a Board self-assessment and code of conduct will be scheduled for discussion at the May meeting.

7. Unfinished Business
A. Professional Development Policy Review Second Reading
The Board read the Professional Development Policy. Beth moved to adopt the changes to this policy. Golden seconded; all voted in favor.

8. Director’s Report
The Director sent an email to Board members with a summary of events that happened at the Library over the previous month.

Pamela adjourned the meeting at 6:42 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday May 15, 2019
5:30 pm Community Room

1. Call meeting to order
Pamela called the meeting to order at 5:30 pm. Those present: Tony Derricott, Beth Hanson, and Pamela Beard (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Gina Miller and Susan Evans (Employees). Golden Fulcher and Kathrine Holyoak (Board members) were absent.

2. Approve Agenda (Action Item)
Tony moved to approve the agenda, Beth seconded; all voted in favor.

3. Approve Bills (Action Item)
Pamela moved to approve the bills, Tony seconded; all voted in favor.

4. Approve Minutes (Action Item)
Beth moved to approve the minutes of the previous meeting, Pamela seconded; all voted in favor.

5. Public Comment
No comments were made.

6. New Business
No new business was discussed. The Board continued to the next agenda item.

7. Unfinished Business
A. Trustee Report of Sponsor Contact
Gina and Susan returned to follow up with the Trustees on the assignments they were given last month. Susan said she had received great responses from sponsors about how nice it was to hear personally from the Trustees. Kathrine sent thank you notes to the list of sponsors she had been given. Pamela had called several of her sponsors, and left messages with the ones she was not able to speak with. Beth had begun to contact those on her list but still had a few to get with. Tony said he would complete his in the next couple of days and follow up with an email. Golden was absent and unable to report. Gina and Susan gave additional last minute sponsors to Pamela and Beth.
B. Trustee By-Laws Review
The Trustees read and reviewed their by-laws. They discussed the addition of two new sections. This will be addressed at the next meeting.
1. Trustee Self-Assessment
The Trustees read and discussed the self-assessment example from the information packet given to those who attended the Trustee training on March 30th. They discussed doing an annual self-assessment and what time of year it should take place. The Trustees agreed to continue discussion at the June meeting.
2. Trustee Code of Conduct
Sample codes of conduct and ethics were read. The Trustees thought sample two from Broad Source was the one they most agreed with and matched the goals of the Library. The Director will make the necessary adjustments and bring that draft to the June meeting.

8. Director’s Report
The Director informed the Board members about events that have happened at the Library over the previous month. The security system has been updated from 15 cameras to 29. This is the first major overhaul since their original installation nine years ago. We have had a maintenance and tune up on the sorting machine in preparation for the upsurge of use in the summer months. Everyone is preparing for the summer reading program. (Note: At the time of this meeting the Children’s Librarian, Vivian Milius, had been diagnosed with terminal pancreatic cancer. She passed away on the 25th of May. The Library was closed, May 28th, in her honor and to allow the employees to attend her funeral.)

Pamela adjourned the meeting at 7:20 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday June 19, 2019
5:30 pm Community Room

1. Call meeting to order
Pamela called the meeting to order at 5:30 pm. Those present: Tony Derricott, Beth Hanson, Kathrine Holyoak, and Pamela Beard (Board members); Valerie Lloyd (Secretary); Alissa Wilson (Employee). Golden Fulcher (Board member) and Miranda Galbraith (Assistant Director) were absent.

2. Approve Agenda (Action Item)
Beth moved to approve the agenda, Kathrine seconded; all voted in favor.

3. Approve Bills (Action Item)
Tony moved to approve the bills, Beth seconded; all voted in favor.

4. Approve Minutes (Action Item)
Pam moved to approve the minutes of the previous meeting, Tony seconded; all voted in favor.

5. Public Comment
No comments were made.

6. New Business
A. Administer Trustee Oath of Office
Pursuant to Idaho Code 59-401, Pamela swore in the newly elected and re-elected Board members, Kathrine, Beth, and Tony, respectively.
B. Trustee Officer Election
Pursuant to the Board of Trustees By-Laws, Pamela was voted as Chairperson and Tony was voted Vice-Chairperson.
C. Collection Development Policy Review
The Trustees read aloud the Collection Development Policy. Changes to the sentence “Receipt for donations will be provided upon request.” This addition of words shifts the responsibility to the donor.

Note: Tony suggested we review the Investment Policy. The Director will send out the current policy and bring printed copies to the next meeting for review.

7. Unfinished Business
A. Trustee By-Laws Review
Changes from the May meeting were made and the Trustees were given a revised copy. The changes made at this meeting include adding the Trustee Code of Conduct to the main body of the by-laws and changing the way new agenda items are added per the updates in Idaho Code 74-204. These changes will be made, and a current draft will be presented at the July meeting.
1. Trustee Self-Assessment – Discussion
This was tabled for discussion at the next meeting.
2. Trustee Code of Conduct
This Code of Conduct was added to the Board By-Laws as Article III.

8. Director’s Report
The Director sent an email informing the Board members about events that have happened at the Library over the previous month.

Pamela adjourned the meeting at 9:10 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

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

Madison Library District
Trustee Board Meeting
Minutes
Wednesday May 16, 2018
5:00 pm Community Room

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

2. Approve Agenda (Action Item)
Terry motioned to accept the agenda as written. Tony seconded; all voted in favor.

3. Approve Bills (Action Item)
Pam motioned to approve the bills. Terry seconded; all voted in favor.

4. Trustee Training
The Board watched a ten minute training video from the training series “Short Takes for Trustees” titled “Library Advocacy.” Access to this training has been paid for by the Idaho Commission for Libraries and was produced by the American Library Association.

5. Approve Minutes (Action Item)
David motioned to approve the minutes from the April meeting. Tony seconded; all voted in favor.

6. Public Comment
No comments were made.

7. Trustee Chair Appointment and New Vice-Chair Election (Action Item)
As per the Trustee bylaws the new Board Chair is the Vice-Chair from the previous year. Tony nominated Pamela to be the new Vice-Chair. Terry seconded; all voted in favor.

8. Unfinished Business
A. Trustee Blog – Next Assignment
Pamela volunteered to present the next Trustee blog.
B. Strategic Plan Discussion
It was suggested that all Board members should watch the “Trustee Short Take” regarding strategic planning. Tony was wondering if this was an action item. The Director will call Patrick Bodily from the ICfL to find out this information and will bring the answer back to the June meeting.
C. Social Media Policy First Reading
The Board read through this policy. Minor changes were made for clarity. The Director will bring these changes to the next Board meeting for a second and final review.
D. Library Advocacy with Legislators
Pamela expressed a desire to become a member of the Idaho Library Association. The Director will sign her up.
E. Personnel Policy Review
The Board reviewed the Personnel Policy. Changes were suggested regarding bereavement leave and compensatory time vs flex time. Grammatical changes were also noticed. The Director will make these changes and bring that draft to the June meeting.
F. Executive Session – Director’s Annual Review
The Executive Session was tabled. The Board discussed how to best perform their review in order to establish a format for future use. Tony brought sample questions. The Director will send them out to the rest of the Board for review.

9. New Business
David Reeser announced his resignation from the Board. He and his family have moved out of the Library District boundaries, which disqualifies him from serving on the Board. The other Board members accepted his resignation and will now look to appoint a new Trustee.

10. Director’s Report
The Director sent an email to Board members with a summary of events that happened at the Library over the previous month.

Pamela moved to adjourn at 7:53 pm.

____________________________________                                                           ____________________________________
Terry Rodino, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday June 20, 2018
5:00 pm Community Room

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

2. Approve Agenda (Action Item)
Tony motioned to accept the agenda as written. Pamela seconded; all voted in favor.

3. Approve Bills (Action Item)
Pamela motioned to approve the bills. Golden seconded; all voted in favor.

4. Trustee Training
The Board watched a ten minute training video from the training series “Short Takes for Trustees” titled “Strategic Planning.”

5. Approve Minutes (Action Item)
Pamela motioned to approve the minutes from the April meeting. Golden seconded; all voted in favor.

6. Public Comment
No comments were made.

7. Unfinished Business
A. Trustee Blog – Next Assignment
Pamela and the Director will meet to complete the blog entry.
B. Strategic Plan Discussion
The Strategic plan is something that will continue to be on the agenda as it is a work in progress. Tony volunteered to attend a City Council meeting and report on what he finds. It was suggested that Pamela and the Director attend a Community Council coalition meeting or meet with someone from the city of Rexburg regarding population growth and what the city has in mind.
C. Social Media Policy Second Reading (Action Item)
The Board read and reviewed this policy. Golden moved to approve the Social Media Policy as it was read. Tony seconded; all voted in favor.
D. Personnel Policy Revision First Reading
This was tabled until the next meeting. Terry and Valerie will meet to review this policy and bring their findings to the next meeting.
E. Board Bylaws Questionnaire Review
Library Director reviews from several different libraries were presented. The Board concluded that it would be best for each member to take these reviews home and bring back their top five questions to the meeting in July.

8. New Business
A. New Trustee Appointment Discussion
Tony had asked Carol Brown if she would be willing to serve on the Board. For the record, she is willing to help, but not at this time. Katherine Holyoak has accepted the invitation to serve on the Board. She won’t be able to make it to the July meeting. However, she plans to be in attendance at the August meeting, where she will be sworn in.
B. Little Free Libraries
Pamela saw how the Valley of the Tetons Library in Driggs is sponsoring their Little Free Libraries throughout their area. She was interested in perhaps having something similar in our area. As the Board had previously researched and agreed that this wouldn’t be something the Madison Library should take on at this time, it was suggested that the Madison Library District Foundation could perhaps be interested in it. The Director will contact Susan Thomas, Chair of the Foundation, and invite her to the July meeting.

9. Director’s Report
The Director sent an email to Board members with a summary of events that happened at the Library over the previous month.

Terry moved to adjourn at 8:15 pm.

____________________________________                                                           ____________________________________
Terry Rodino, Chairman                                                                                       Valerie Lloyd, Secretary

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

1. Call meeting to order
Board Chair Terry Rodino called the meeting to order at 5:07 pm. Those present: Terry Rodino, Tony Derricott, Golden Fulcher, and Pamela Beard (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant); Patrick Bodily (Idaho Commission for Libraries); and Susan Thomas (Madison Library District Foundation President).

2. Approve Agenda (Action Item)
Pamela motioned to accept the agenda as written. Tony seconded; all voted in favor.

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

4. Trustee Training
As Patrick Bodily from ICfL was in attendance, the Board used this time as a question and answer session with him. Questions and discussions were regarding Trustee duties, budgeting, and forgone amount issues.

5. Approve Minutes (Action Item)
Golden motioned to approve the minutes from the June meeting as edited. Pamela seconded; all voted in favor.

6. Public Comment
No comments were made.

7. Unfinished Business
A. Little Free Libraries –Discussion with Foundation Representative
Pamela presented information from the Driggs newspaper article covering the Little Free Library program they have in that area. Susan said she would be willing to take this information to the Foundation Board. Their next meeting is in September. Pamela volunteered to be liaison to the Foundation from the Library Board regarding this. Susan will bring results of this meeting to the October meeting. Susan left the meeting.
B. Trustee Blog – Next Assignment
The Trustees decided to make a schedule for the blog posts. The assignments are as follows: Terry – August; Golden – September; Kathrine – October.
C. Strategic Plan Discussion
Tony will attend a city council meeting and report back at the next meeting. Pamela and Valerie will meet with a city planner and report at the next meeting.
D. Personnel Policy Revision First Reading
The Board reviewed this policy and made suggestions for changes. One such suggestion was to remove the section regarding powers and duties of the Board and place it into the Board bylaws. The Director will make these changes and bring the edited version to the August meeting.
E. Board Bylaws Questionnaire Review
The Board discussed annual reviews and how they are performed at the Commission. Patrick explained how reviews were conducted by his supervisor on an annual basis. He said they also look at the previous year’s review to see if the goals they set were met. Patrick pointed out the section in the trustee manual about director evaluations and suggested all the Trustees read this.

8. New Business
A. New Trustee Appointment (Action Item)
Tony motioned to appoint Kathrine Holyoak to fill the Trustee vacancy. Golden seconded; all voted in favor. She will be sworn in at the August meeting.
B. Budget Discussion
Budget L-2’s from the county and the forgone amount were discussed. Lori and Patrick talked about the Idaho State Tax Commission and how the rules of claiming a forgone amount have changed. The budget for the forthcoming year is based on the budget numbers we used in fiscal year 2017-2018. The county has not sent out the L2’s, so no true numbers were available yet from the County. The Library anticipates getting these in the first week of August. The Director will go over these numbers with Lori and bring the proposed budget to the hearing in August.

9. Director’s Report
The Director sent an email to Board members with a summary of events that happened at the Library over the previous month.

Terry moved to adjourn at 7:55 pm.

____________________________________                                                           ____________________________________
Terry Rodino, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday August 22, 2018
5:00 pm Community Room

1. Call meeting to order
Pamela called the meeting to order at 5:04 pm. Those present: Golden Fulcher and Pamela Beard (Board members); Valerie Lloyd (Secretary); Lori Robertson (Accountant). Tony Derricott (Trustee) participated via speaker phone. Terry Rodino (Trustee) and Miranda Galbraith (Assistant Director) were absent.

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

3. Approve Bills (Action Item)
Tabled to next meeting.

4. Trustee Training
Tabled to next meeting.

5. Approve Minutes (Action Item)
Pamela motioned to approve the minutes from the July meeting. Golden seconded; all voted in favor.

6. Public Comment
No comments were made.

7. Unfinished Business
A. Strategic Plan Reports
Tabled to next meeting.
B. Personnel Policy Revision First Reading
Tabled to next meeting.
C. Discussion – Establishing Guidelines for Director Review
Tabled to next meeting.

8. New Business
A. Approve Budget for 2018-2019 Fiscal Year (Action Item)
Tony motioned to approve the budget for the 2018-2019 fiscal year. Golden seconded; all voted in favor.

9. Director’s Report
The Director sent an email to Board members with a summary of events that happened at the Library over the previous month.

Pamela moved to adjourn at 5:20 pm.

____________________________________                                                           ____________________________________
Terry Rodino, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday September 19, 2018
5:00 pm Community Room

1. Call meeting to order
Pamela called the meeting to order at 5:32 pm. Those present: Golden Fulcher, Tony Derricott, Kathrine Holyoak, and Pamela Beard (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant); Patrick Bodily; (Idaho Commission for Libraries). Terry Rodino (Trustee) was absent.

2. Swear In New Trustee Kathrine Holyoak (Action Item)
Vice Chair Pamela Beard swore in new Trustee Kathrine Holyoak pursuant to Idaho Code 59-401.

3. Approve Agenda (Action Item)
Tony motioned to accept the agenda as written. Golden seconded; all voted in favor.

4. Approve Bills (Action Item)
Golden motioned to approve the bills for July and August. Pamela seconded; all voted in favor.

5. Approve Minutes (Action Item)
Pamela motioned to approve the minutes from the August meeting. Tony seconded; majority passed.

6. Public Comment
No comments were made.

7. Trustee Training – Patrick Bodily ICfL
Patrick presented an orientation on Trustee duties.

8. Unfinished Business
A. Strategic Plan Reports
Pamela and the Director reported their meeting with Daniel Torres, Assistant Economic Developer from the City of Rexburg. More information was requested; the Director will ask Mr. Torres to come to the next meeting to discuss the recent strategic plan he and his team put together.
B. Personnel Policy Revision First Reading
The Board read through this policy. Details of the powers and duties of the Board of Trustees was removed and replaced with a link to the Idaho Code, which details this information. Bereavement leave was revised, adding more time off for an employee should a member of their immediate family die.
C. Discussion – Establishing Guidelines for Director Review
Pamela and the Director will meet and discuss questions pertaining to a Director review and bring the results back to the October meeting.

9. New Business
A. Recruit New Trustee
There was no discussion of recruitment at this time.

B. Audit – Letter of Engagement
Rudd & Company will be doing an audit in October. The Director presented the Board with this preliminary letter to get a signature from them to begin the process.

9. Director’s Report
The Director will send an email to Board members with a summary of events that happened at the Library over the previous month.

Pamela moved to adjourn at 7:53 pm.

____________________________________                                                           ____________________________________
Terry Rodino, Chairman                                                                                       Valerie Lloyd, Secretary

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

1. Call meeting to order
Pamela called the meeting to order at 5:15 pm. Those present: Tony Derricott and Pamela Beard (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Terry Rodino (Board member) participated via Skype; Golden Fulcher and Kathrine Holyoak (Board members) were absent.

2. Approve Agenda (Action Item)
Tony motioned to accept the agenda as written. Terry seconded; all voted in favor.

3. Approve Bills (Action Item)
Tony motioned to approve the bills for September. Pamela seconded; all voted in favor.

4. Approve Minutes (Action Item)
Pamela 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
A. Strategic Plan Discussion Daniel Torres – City of Rexburg
This was tabled until the November meeting.
B. Personnel Policy Revision Second Reading and Adoption (Action Item)
The Board read through the changes of the Personnel Policy. Terry motioned to approve the revisions. Tony seconded; all voted in favor.
C. Discussion – Establishing Guidelines for Director Review
Pamela will come to the next staff meeting and have the staff fill out a review of the Director. She will bring these results to the November meeting. An executive session will be added to the agenda for the annual Director review.

7. New Business
A. Circulation Policy Discussion – LiLI Program (LiLI)
The Director discussed the Libraries Linking Idaho Program with the Board. Clarification was made regarding prospective patron qualifications. To be eligible to get a library card here the patron must pay a library tax where they live or pay the out-of-district fee.

8. Director’s Report
The Director sent an email to Board members with a summary of events that happened at the Library over the previous month. Adjustment of the November meeting date was discussed. The Board decided to reschedule the November meeting to Wednesday the 28th to avoid the Thanksgiving holiday.

Pamela moved to adjourn at 6:02 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Acting Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday November 28, 2018
5:00 pm Community Room

1. Call meeting to order
Pamela called the meeting to order at 5:05 pm. Those present: Tony Derricott, Golden Fulcher, Kathrine Holyoak, and Pamela Beard (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Terry Rodino (Board member) was absent.

2. Approve Agenda (Action Item)
Kathrine motioned to approve the agenda. Tony seconded; all voted in favor.

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

4. Approve Minutes (Action Item)
Pamela motioned to approve the minutes from the previous meeting. Golden seconded; all voted in favor.

5. Public Comment
No comments were made.

6. Unfinished Business
A. Strategic Plan Discussion Daniel Torres – City of Rexburg
Mr. Torres presented information on how the City worked with the Research and Business Development Center. Their representative, Brady Adams, explained that students do research and legwork to help create a strategic plan. This would cost approximately $3,500. Kathrine suggested that the Board hold a separate work meeting to consider the best options of when and how this would take place.
B. Little Free Libraries – Madison Library Foundation
The Board discussed Little Free Libraries in September of 2017, and again in May and July of 2018. The consensus at this meeting was that the Board wasn’t going to proceed with this any longer. They would instead turn it over to the Foundation to do as they see fit.
Tony exited at 7:00
C. Executive Session – Director’s Annual Review
Pursuant to Idaho Code 74-206 (b), and after a rollcall vote: Golden, yes; Pamela, yes; Kathrine, yes, the Board moved into executive session. Miranda was excused. The Board exited executive session at 8:45 pm.

7. New Business
No new business was discussed.

8. Director’s Report
The Director sent an email to Board members with a summary of events that happened at the Library over the previous month. Since the Board members volunteered to help at the Christmas Extravaganza, they decided to cancel the December Board meeting. The next regular meeting will be held as scheduled on January 16th.

Pamela moved to adjourn at 8:45 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Acting Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
December 2018

The Board decided to cancel the regular Board meeting in December and instead volunteered to help with the Library’s Christmas Extravaganza on December 3rd.

Pin It on Pinterest

Share This