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).

  • Chair: Pamela Beard
  • Vice-Chair: Tony Derricott
  • Trustees: Golden Fulcher, Beth Hanson, Carol Brown

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:

2021: Seats C (Golden Fulcher) and D (Pamela Beard).
2023: Seat E (Beth Hanson).
2025: Seats A (Tony Derricott) and B (Carol Brown).

Pamela Beard

Chair

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

Tony Derricott

Vice-Chair

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

Carol Brown

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

2020

Madison Library District
Trustee Board Meeting
Minutes
Wednesday January 15, 2020
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, Beth Hanson, Carol Brown, and Pamela Beard (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Tina Leishman and Brad Reed (Rudd & Co. representatives).

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

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

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

5. Public Comment
No comments were made.

6. New Business
A. Audit Report Rudd & Co.
Tina Leishman and Brad Reed from Rudd & Co. presented the findings of the annual audit of the 2018-2019 fiscal year to the Board. Mr. Reed gave the Library District a clean report. He stated that the Madison Library District was in conformity with general accounting principles. There were no major concerns, and the audit was successfully completed. (Note: the auditors left the meeting at this point.)
B. Update Bank Signature Cards
Those with authorization signed the signature card for all bank accounts at Zions. This removed the prior Board member and added the new Trustee to the account.
C. Operating Procedures Policy Review First Reading
The Board read this policy and made no changes to it. This will be on the February meeting agenda for a second reading.

7. Unfinished Business
A. Internet Safety Policy Review 2nd Review (Action Item)
The Board read this policy. Beth moved to accept this policy as revised. Golden seconded; all voted in favor.

8. Director’s Report
The Director informed the Board about things going on at the Library since the last meeting. She thanked them for their help at the Christmas Extravaganza and considered the event a success. The Board was given a copy of the upcoming book and a schedule of events for the Library’s On the Same Page program. It was noted which Board members volunteered to bring the refreshments for the next four meetings. The Director will contact Patrick to discuss revision versions and how far back we need to keep policies. She will bring her findings to the next meeting.

Pamela adjourned the meeting at 7:06 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday February 19, 2020
5:30 pm Community Room

1. Call meeting to order
Golden called the meeting to order at 5:30 pm. Those present: Golden Fulcher, Beth Hanson, and Carol Brown (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Tony Derricott and Pamela Beard (Board members) were absent.

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

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

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

5. Public Comment
No comments were made.

6. New Business
A. Circulation Policy Review
B. Community Room Policy Review
The availability of the community room for Library events was discussed. Also the possibility of raising the room prices was talked about. The Board made no decisions or revisions and this will be added to the agenda for the meeting in March.
C. Long Range Budget Planning Discussion
The Board discussed with the Director and Assistant Director various projects and goals for the future of the Library. Subjects included sound proofing the hallway to the general side of the Library and additional computers and new furniture for the children’s area. This was not an action item.
D. Board Bylaws Discussion
This topic was tabled until the next meeting.

7. Unfinished Business
A. Operating Procedures Policy Review Second Reading (Action Item)
The Board read and reviewed this policy. No changes were made. Beth moved to approve the review, Carol 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.

Golden adjourned the meeting at 7:35 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
March 2020

CANCELLED Due to Covid-19 Concerns

Madison Library District
Trustee Board Meeting
Minutes
Wednesday April 15, 2019
5:30 pm online Zoom Meeting
https://zoom.us/j/547740561

1. Call meeting to order

2. Approve Agenda (Action Item)

3. Approve Bills (Action Item)

4. Approve Minutes (Action Item)

5. Public Comment

6. New Business
A. Set Date for Budget Hearing (Action Item)
B. Covid -19 Update

7. Director’s Report

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

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

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

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

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

5. Public Comment
No comments were made.

6. New Business
A. Circulation Policy Review
The Board read this through policy. A few edits and updates were made. For example; updates included adding the phrase ‘or signing the application’ to the card holder responsibilities section of the policy and clarification regarding outgoing ILL materials. The Director will bring this to the June meeting for a second reading.
B. Community Room Policy Review
Several topics about the Community Room were discussed. One concern was if the amount of money generated by renting out the room covers the expenses and time it takes to schedule and maintain it. Another matter was the known parking issues and accessibility for those who have reserved the room. The Board also discussed the availability of the room to schedule more Library programs in the room to meet the popularity and attendance demands. It was determined that more information was needed. Tony agreed to gather information regarding the availability of meeting rooms in the area and their prices for further discussion at the June meeting.
C. Board Bylaws
Two changes were made to the Bylaws. The phrase ‘except at an official Board meeting.’ was added to Article II, section 3, sentence 3. The word “and” was added to the first sentence of Article IV, section 1. The Director will make these changes and send out a copy to the Board electronically.

7. Old Business
There was no old business to discuss.

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. She will also send information to the Board about the online fee schedule. Items for the June meeting agenda are: a Community Room needs assessment from Tony, possibility of increasing out of district fees, preliminary budget discussion, and the second reading of the Circulation Policy, which is an action item.

Pamela adjourned the meeting at 6:40 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

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

1. Call meeting to order
Pamela called the meeting to order at 5:31 pm. Those present: Pamela Beard, Tony Derricott, and Carol Brown (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director). Beth Hanson (Board member) and Lori Robertson (Accountant) were absent. Golden Fulcher (Board member) arrived at 6:30.

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

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

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

5. Public Comment
After the public comment portion of the meeting had passed, a concerned patron came in. The Board Chair recognized the visitor and allowed her to voice her concerns to the Board regarding the Library’s closure during the stay at home order from the Governor.

6. New Business
A. Out of District Fees Discussion
Fees were discussed regarding leveling the out-of-district fees with the current taxes paid by an in-district resident. Further discussion was tabled pending the need for more information to be gathered regarding current tax amounts. The Director/Assistant Director will gather this information and bring it to the July meeting for discussion.

B. Preliminary Budget Overview
The Director discussed a conversation she had with the County Clerk. With recent issues regarding Covid -19 and proposed tax relief, it is difficult to get a ball park figure for what the budget might look like next year. The Clerk warned us that the usual 3% increase as seen in previous years probably won’t happen this year. The Director will bring 2-3 budget proposals to the July meeting for discussion.

7. Old Business
A. Covid -19 Update
The Director informed the Board of the steps the Library was taking to protect both the public and the staff. The Library began letting the public back into the building for limited hours on June 1st. The Library pushed back the start date of the Summer Reading Program to June 8th. All in house programs have been postponed until further notice, pending safety guidelines. The staff have been great to change their plans and have been doing a virtual story time and other programs online. Additional changes have been made to be in compliance with social distancing for summer reading sign ups. The Community Room will be in use for the length of the entire program for this purpose. The staff are doing their best to keep everyone safe.
B. Community Room Report – Tony
Tony and a group of volunteers will do some research in regards to what rooms are available in the Community and their prices. He will bring more information to the July meeting.
C. Circulation Policy Review Second Reading (Action Item)
The Board read this policy aloud. A few words were added for clarification concerning Interlibrary Loans and adding a link to the fines and fees. The Director will make these changes and bring a draft to the next meeting.

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 6:44 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday July 22, 2019
5:30 pm Community Room

1. Call meeting to order
Pamela called the meeting to order at 5:31 pm. Those present: Pamela Beard, Tony Derricott, Golden Fulcher, and Carol Brown (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director). Beth Hanson (Board member) and Lori Robertson (Accountant) were absent.

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

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

4. Approve Minutes (Action Item)
The Board reviewed the minutes and made changes. This was tabled until the August meeting. The Director will make the revisions and bring them to the August meeting for approval.

5. Public Comment
No public in attendance so no comments were made.

6. New Business
A. Covid -19 Report
The Director discussed with the Board the steps being taken to protect the public and the staff. It was suggested that the Library provide an infographic with information regarding these steps to the public.
B. Patron Code of Conduct
This policy was reviewed. The Board addressed patron behavior in a board meeting specifically. The Director will make these changes and additions and bring a working draft to the August meeting.

7. Old Business
A. Out of District Fees Discussion
According to the county tax assessor’s office, the average amount of taxes paid per household by those who live in Library district boundaries is $120 per year. The Director informed the Board that the $60 price for a nonresident card had not increased in at least fifteen to twenty years. The Director will review pervious year’s minutes and bring an exact date to the Board at the August meeting.
B. Preliminary Budget Overview
The Board and Director went over the budget. The Library had not received the final numbers from the County at this point but should have firm numbers to bring to the budget hearing in August. It is anticipated that the budget will remain close to the 2019-2020 fiscal year.
C. Community Room Report – Tony
Tabled to August meeting pending further information from Tony and the person researching price comparisons of the meeting rooms in the area.
D. Circulation Policy Review Second Reading (Action Item)
The Board read and updated this policy. Golden moved to accept the edited version. Tony 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 7:52 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

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

1. Call meeting to order
Tony called the meeting to order at 5:31 pm. Those present: Tony Derricott, Golden Fulcher, Beth Hanson, and Carol Brown (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Pamela Beard (Board member) was absent.

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

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

4. Approve Minutes from June and July (Action Item)
Beth moved to approve the minutes of both months. Carol seconded; all voted in favor.

5. Public Comment
No public was in attendance. No comments were made.

6. New Business
A. Approve Budget for 2020-2021 Fiscal Year (Action Item)
The Board reviewed the budget for the next fiscal year. Golden motioned to accept the proposed budget. Carol seconded; all voted in favor.

7. Unfinished Business
A. Community Room Report – Tony
Tony gave an overview of the preliminary report he received from David Barrus regarding the prices and availability of gathering spaces in Rexburg. Tony suggested that we invite Mr. Barrus to the September meeting to give a full report himself. The Director will email Mr. Barrus about attending the meeting.
B. Out of District Fee Increase (Action Item)
Based on information from the Madison County Assessor’s office, current house hold tax for the Library District is an average of $120/year. At present the Out-of-District fee for a Library card is $60. The Director informed the Board that according to our records, the last time the Library had raised the Out-of-District fee was November 1, 1996. It was suggested that the fees should be increased to better match the average amount. Carol moved to raise the Out-of-District fee to $80.00 per year. Beth seconded; all voted in favor.
C. Patron Code of Conduct Second Reading (Action Item)
Golden moved to approve the updates on this policy Beth 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 6:47 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

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

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

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

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

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

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

5. Public Comment
No comments were made.

6. New Business
A. Preliminary Budget Review
The Director presented a draft of the fiscal year 2019-2020 budget. The final numbers were not available from the county at the time of the meeting so the draft was based on the numbers from the previous budget year. The Director will email the Board a proposed draft with updated numbers when they become available.
B. Investment Policy Review
The Board read and made suggestions for rearranging the order of the paragraphs for ease of reading. The Director will make these changes, email them to the Board, and bring the changed draft to the August meeting for a final reading.

7. Unfinished Business
A. Collection Development Policy Second Reading (Action Item)
This policy was reviewed comparing the new changes to the pervious draft. The changes from the previous meeting were made and found acceptable. Golden motioned to approve the changes to the Collection Development Policy. Beth Seconded; all voted in favor.
B. Trustee By-Laws Review
1. Trustee Self-Assessment – Discussion
Prior to the meeting, Pamela had requested that the Director send the Board a survey they could do online. Not everyone was able to complete it. Golden motioned to table this discussion until the next meeting.
2. Trustee Code of Conduct – Discussion
The Code of Conduct was added to the Board Bylaws as Article 3. All changes from previous meetings were reviewed. The Board accepted the Bylaws. The Director will make the final changes and provide the Board with a copy at the next meeting.

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.

Tony adjourned the meeting at 6:51 pm.

____________________________________                                                           ____________________________________
Tony Derricott, Vice-Chairman                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday August 21, 2019
5:30 pm Community Room

1. Call meeting to order
Pamela called the meeting to order at 5:30 pm. Those present: Beth Hanson, Kathrine Holyoak, Golden Fulcher, and Pamela Beard (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Tony Derricott (Board member) was absent. It was noted; Pamela left the meeting at 6:30, at which point Golden conducted the meeting.

2. Approve Agenda (Action Item)
Due to an emergency situation that was discovered one hour prior to the Board meeting, Kathrine motioned to amend the agenda to create a resolution concerning the financial operation requirements and to approve the agenda as amended. Golden seconded. All voted in favor.

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

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

5. Public Comment
No comments were made.

6. New Business
A. Approve Budget for 2019-2020 Fiscal Year (Action Item)
Golden motioned to approve the budget for the 2019-2020 fiscal year, Kathrine seconded; all voted in favor.
B. Update Washington Federal Signature Cards
A representative from Washington Federal bank had planned on coming to update the signature cards, one of the new requirements that Washington Federal needed in order for us to continue their services. Instead, he advised us that we would get a better interest rate if we moved to a different bank and suggested that we close the accounts. Fees to close the accounts earlier than scheduled were waived, pending closure of the said accounts.
C. Resolution Concerning Financial Operation Requirements (Action Item)
As per Idaho code 74-204, due to emergency situation, namely money from the closed accounts at Washington Federal needing to be invested as soon as possible, Beth moved to approve Resolution 19-01. Kathrine seconded; all voted in favor.

7. Unfinished Business
A. Investment Policy Review Second Reading (Action Item)
The Board read the Investment Policy aloud. Golden moved to approve the updated policy. Beth seconded; all voted in favor.
B. Trustee By-Laws Review
1. Trustee Self-Assessment – Discussion
Golden motioned to table this to the September meeting as two Board members were absent.

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.

Golden adjourned the meeting at 7:19 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday September 18, 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, and Pamela Beard (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Kathrine Holyoak and Beth Hanson (Board members) were absent.

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

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

4. Approve Minutes (Action Item)
Golden 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. Beehive Bank Signature Cards
The Director opened a CD at Beehive Bank as instructed at the last Board meeting. In order for the Board members to become authorized signers they need to contact Beehive and follow their instructions.
B. Trustee Budget Guidelines
The Board has designated a specific amount of money from budget for their specific use. The Director and Pamela will meet and discuss the procedures used by the Staff and how to best adapt them for Board use. The Director will send the draft to the Board prior to the next meeting. This will be added to the Board By-Laws.
C. Policy Development Policy Review
The Board read and reviewed the Policy Development Policy. Revisions include updating the Idaho Code tile and chapter changes as well as policy adoption periods. The Director will make these revisions and bring an updated draft to be read at the October meeting for final approval.

7. Unfinished Business
A. Trustee By-Laws Review
1. Trustee Self-Assessment – Discussion
The Board had previously done an online assessment. The results were brought to the meeting and reviewed by the Board. The Director gave the Board a list of guidelines and expectations based on previous discussions and recommendations from the Idaho Commission for Libraries. It was suggested that a review be done on a regular basis.

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 6:30 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday October 16, 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, Beth Hanson, Carol Brown and Pamela Beard (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Patrick Bodily (Idaho Commission for Libraries representative). Kim Muir (Madison County Clerk).

2. Swear in New Trustee
Board Chair Pamela Beard swore in new Trustee Carol Brown pursuant to Idaho Code 59-401.

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

4. Approve Bills (Action Item)
Beth moved to approve the bills. Golden seconded; all voted in favor.

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

6. Public Comment
No comments were made.

7. New Business
A. Discussion with County Clerk – Levy & Special Taxing Districts
Kim explained how money for special taxing districts is collected and distributed. She also explained the forgone amount and how it gets there. The Director informed the Board that Library Districts throughout the state have been having difficulty claiming this for many years. Pamela discussed a conversation with Senator Rice at the Idaho Library Association state conference. The Senator said that he needed data and facts about how not collecting a forgone amount affects the Library Districts and to bring the information to him at a later date. Beth and Carol volunteered to form a sub-committee and meet with the Director to find out more information regarding levies and forgone amounts. (Golden left at 6:00. Kim Muir left at the end of this discussion.)
B. Idaho Commission for Libraries – Trustee Training
Patrick presented an orientation and training on the responsibilities and duties of a Trustee to the Board.
C. Trustee Report of ILA Conference
Pamela and Tony discussed the Idaho Library Association conference they had attended earlier in the month. They shared their favorite sessions and new ideas.

8. Unfinished Business
A. Trustee By-Laws Budget Guidelines Review
The Trustees looked at their by-laws and discussed budget guidelines. These guidelines were added to the existing by-laws and became Article XI. (Beth Hanson left the meeting at 6:50 pm.)
B. Policy Development Policy Review Second Reading (Action Item)
The Board read through the Policy Development Policy. Carol moved to approve the changes to the policy. Tony 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 adjourned the meeting at 7:52 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday November 20, 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, Beth Hanson, Carol Brown, and Pamela Beard (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant).

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

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

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

5. Public Comment
No comments were made.

6. New Business
A. Internet Safety Policy Review
The Board read and discussed this policy. They suggested a few updates, such as adding specific links to Idaho Code and referencing other policies. The Director will make these changes and bring them to the next meeting.
B. Executive Session
Pursuant to Idaho Code 74-206(a) and after a roll call vote:
Pamela: yes.
Beth: yes.
Tony: yes.
Carol: yes.
Golden: yes.
The Board entered executive session at 6:24 pm. The Board exited executive session at 7:00 pm.

7. Unfinished Business
A. Report of Sub-Committee Meeting
Beth and Carol reported the findings from their research. Carol contacted Patrick Bodily at the ICfL. He was only able to give us contact information for people, but couldn’t help us further as it would be a conflict of interest. Beth contacted Kim Muir at Madison County and together they talked to someone from the Idaho State Tax commission. They were told that it would be a waste of time to pursue this as it would require the public to increase their taxes.
B. Trustee By-Laws Additions & Review
The Board read the By-Laws and a few changes were made such as removing the specific time of the meeting and in Article II Section 3 some sentences were consolidated to avoid redundancy. With these changes made, the Board then approved their By-Laws.

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 7:05 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
December 2019

The Board decided to cancel the regular Board meeting in December and instead volunteered to help with the Library’s Christmas Extravaganza on December 2nd.

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