TRUSTEE BOARD MEETING

Minutes

April 20, 2004

The meeting was called to order at 5:05 pm by Chairman Brent Eames. Board members present were Gordon Timothy, Roger Jackson, Blaine Robertson, Brent Eames, and Judy Dewey.

The minutes of the last meeting were approved. The bills were approved, and the checks paying the bills were signed. We need to watch the budget for the remainder of the fiscal year. We will most likely need a supplemental budget hearing. Roger pointed out we can’t keep dipping into our reserves or soon we won’t have any, and we need to hold the hearing before we can spend anything over the total budget for this year. Items not budgeted for include: new shelving in the fiction section ($4,080) to accommodate our growing collection; six new computers ($4,561) and cost to get up and running ($2,137); 19 months maintenance for the Horizon system ($5,782); a substantial increase in building insurance ($1,730 over estimated/budgeted amount); and the carpeting bid came in $9,000 over the budgeted amount.

The first item was a report by Kirk Shirley of Shirley Roofing in Hibbard. Eleven years ago Kirk installed a new roof covering on the library. It was guaranteed for 10 years. Kirk has inspected the roof and found no leaks or problems. He recommends renewing the roofing by spraying on two new layers of elastomeric coating. The cost to do so this summer would be $14,095.00. Due to the fact this was not budgeted for this fiscal year, and the fact the roof at this point has no problems, the board decided to postpone re-coating until the summer of 2005. Kirk estimated the cost will be $300-$400 higher next summer.

A discussion was held regarding the upcoming installation of new carpeting in the library. The contractor has given us the dates of May 12 (Wednesday evening), 13, 14, and 15 for installation. The board decided it would be best to close the library to the public on Thursday, Friday, and Saturday. The staff will come in Thursday morning to move computers, stack items on permanent desks, and generally get ready for the installation.

Because some patrons have requested the library accept credit and debit cards, Judy conducted an informal survey of patrons and contacted two financial institutions about the feasibility. We would need to limit the use of the cards to charges in excess of $5.00. Running the figures for a typical day, it was determined it would cost the library between $12 and $40 (depending on which financial institution we used) to collect approximately $50. The board agreed the few additional charges we would collect if we took the cards would not offset the cost of doing so. (Spreadsheet attached)

Judy had been requested at the last board meeting to formulate a survey for patrons to complete. A draft was presented and accepted. The staff will decide the best way to conduct the survey.

The Provo City Library allows non-resident cards to be purchased for a 6 month term. Judy said this might be a way to allow more non-residents to buy cards and suggested we offer a six-month non-resident card at a cost of $32. Currently the non-resident yearly fee is $60 including tax. The board agreed this would be a good idea, provided it doesn’t excessively impact the staff’s time to issue. Renewing a non-resident card takes no more time than collecting fines.

The City of Rexburg has passed an ordinance that the library, among other places, must provide a lock-box on the outside of the building for keys to allow entry during an emergency. We have a year to comply. The board decided to wait until the next fiscal year to install the box.

Judy reported that Qwest prices for our phone service will be increasing, effective May 1^st. The bid for landscape maintenance submitted by Kevin Davis was accepted by the board.

The date for our FY 2004-2005 budget hearing was set for August 17, 2004. The board requested an article be submitted to the paper to be published the same time as the legal notice of the hearing. The article would announce the hearing, invite people to attend, explain our boundaries, and how the library is funded. Blaine said he thought we should do a better job of explaining to Sugar Salem residents why they must pay a non-resident fee to use the Madison Library.

There have been an increasing number of problems with children running loose and being extremely noisy and disruptive in the library while their parents are else wise occupied – especially the problem where parents are using the computers. A discussion was held as to possible solutions, but nothing was decided. The disclaimer sign we posted has had no effect whatsoever. We discussed the fact libraries used to be quiet places. The staff will be discussing the problem at their next meeting.

The last agenda item, regarding the Distribution Center building, was postponed until the next board meeting.

The meeting was adjourned at 6:25 pm.