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

2021

Madison Library District
Trustee Board Meeting
Minutes
Wednesday January 20, 2021
5:30 pm Madison Library

Meeting canceled due to Covid illness.

Madison Library District
Trustee Board Meeting
Minutes
Wednesday February 17, 2021
5:30 pm Madison Library

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); Tina Leishman and Josh Bingham (Rudd & Co. representatives). Lori Robertson (Accountant) was 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. 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
A. Audit Report Rudd & Co.
Tina Leishman and Josh Bingham from Rudd & Co. presented the findings of the annual audit of the 2019-2020 fiscal year to the Board. Tina gave the Library District a clean report. She 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. Records Retention Policy Review
The Board read through this policy. The only modification made was the length of time we keep interlibrary loan records. This was updated from one month to three. Golden moved to approve the records retention policy with the noted change. Carol seconded; all voted in favor.
C. Trustee Seats Expiration & Re-Election Dates
There are two trustee seats whose terms have expired, Trustee C and D. Seat B was appointed, and must be elected this year. The Director gave these Trustees the paperwork and information for this election. The deadline for declaration of candidacy is March 19, 2021 at 5:00 pm.

7. Unfinished Business
There was no unfinished business to attend to this month.

8. Director’s Report
A. Annual Statistics State Report
The Director presented the Library’s annual statistics report to the Board. The Board members also received an email with a summary of events that happened at the Library over the previous month. Curbside service ended in February, and the Library opened its doors to the public again when Eastern Idaho Public health decreased Madison County’s assessed risk category from high to moderate.

Pamela adjourned the meeting at 6:58 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday April 21, 2021
5:30 pm
Madison Library District Community Room

This meeting was canceled due to illness.

Madison Library District
Trustee Board Meeting
Minutes
Wednesday May 19, 2021
5:30 pm
Madison Library District Community Room

This meeting was canceled due to illness.

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, 2020
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, 2020
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, 2020
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, 2020
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, 2020
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

Madison Library District
Trustee Board Meeting
Minutes
Wednesday September 16, 2020
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); David Barrus (Visitor). Pamela Beard (Board member) was absent.

2. Approve Agenda (Action Item)
Carol 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. Golden seconded; all voted in favor.

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

6. New Business
A. Vehicle Use Policy Discussion
This policy was read aloud by the Board. A clause was added to specify that the driver must be authorized by the Director/Assistant Director. The Director will make this change and bring this policy to the next meeting for a second reading.
B. Public Records Request Policy Discussion
The Board read aloud and reviewed this policy. No changes were made. This policy will be on the agenda for the next meeting for a second reading.
C. Emergency and Public Safety Policy (Action Item)
The Board reviewed the proposed Emergency and Public safety policy. It was introduced to give guidance for running the Library safely during emergencies and states that the Library will follow guidelines and safety recommendations set forth by the Eastern Idaho Public Health Department. Carol moved to adopt this policy with the addition of section titles noted. Beth seconded; All voted in favor.

7. Unfinished Business
A. Community Room Report – Tony & Mr. Barrus
Mr. Barrus, an economist from BYU Idaho, gave a report he made using market analysis regarding Community Room use. He compared the Library space using parameters such as financial costs and available capacity to other rented rooms in the area. His study found that aside from church buildings, we are the lowest option for a room rental in the surrounding area. He suggested ways that the Library could regain some of the money spent to rent and maintain the room. These included raising the amount we charge to rent the room or charging higher prices when it is most in demand.

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.

Tony adjourned the meeting at 7:21 pm.

____________________________________                                                           ____________________________________
Tony Derricott, Vice Chair                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday October 21, 2020
5:30 pm Community Room

This meeting was canceled due to Covid-19 illness.

Madison Library District
Trustee Board Meeting
Minutes
Wednesday November 18, 2020
5:30 pm Zoom
https://us04web.zoom.us/j/73328937158?pwd=M3JqRmFLaU53dUVoVmYyRUNDVWErZz09

1. Call meeting to Order
At the Board Chair’s request, Tony Derricott, Vice Chair, conducted this meeting. Tony called the meeting to order at 5:35 pm. Those present: Tony Derricott, Pamela Beard, Beth Hanson, and Carol Brown (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Alissa Wilson (staff member & tech support). Golden Fulcher (Board member) and Lori Robertson (Accountant) were absent.

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

3. Approve Bills (Action Item)
Beth moved to approve the bills from October and November. Carol seconded; all voted in favor.

4. Approve Minutes from June and July (Action Item)
Carol moved to approve the minutes of both months. Beth seconded; all voted in favor. It was noted that, due to Covid, discussion regarding Community Room fees should be reevaluated at a future meeting.

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

6. New Business
A. LCEI Bylaws Discussion & Signature
The Madison Library is a participating member of the Library Consortium of Eastern Idaho. The bylaws of the consortium were updated at the last meeting. Each library was asked to present them to their Boards so they were aware of this participation. No action was required.

7. Unfinished Business
A. Vehicle Use Policy Second Reading (Action Item)
This Policy was read aloud. Pamela moved to approve the updates. Beth seconded; all voted in favor.

B. Public Records Request Policy Review Second Reading (Action Item)
The Board read this policy aloud. Carol moved to approve the 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.

In keeping with previous years, the December Board meeting will not be held.

Tony adjourned the meeting at 6:20 pm.

____________________________________                                                           ____________________________________
Tony Derricott, Vice Chair                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
December, 2020

No meeting was held this month.

Regular Hours of Operation

  • Monday – Thursday: 9:00 am – 8:00 pm
  • Friday: 10:00 am – 6:00 pm
  • Saturday: 10:00 am – 4:00 pm
  • Sunday: CLOSED

Closures in 2021

  • January 1 – New Year’s
  • January 18 – Martin Luther King, Jr., Day
  • February 15 – President’s Day
  • March 26 – Staff Development Day
  • April 3 – Closed for Maintenance
  • May 29-31 – Memorial Day
  • July 5 – Independence Day
  • September 4-6 – Labor Day
  • October 2 – Closed for Maintenance
  • November 11 – Veteran’s Day
  • November 24 – Closing at 5 pm
  • November 25-26 – Thanksgiving
  • December 24-27 – Christmas
  • December 31, 2020 – January 1, 2021 – New Year’s

Address

73 North Center
Rexburg, Idaho 83440

We are located on Center Street, just north of Main Street, by the Historic Rexburg Tabernacle.

Contact Us

(208) 356-3461
24 Hour Phone Renewal: (208) 356-6658
askmadisonlibrary@madisonlib.org

Madison Library District

73 North Center
Rexburg, ID 83440
A public library.

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