TRUSTEE BOARD MEETING

Minutes

August 17, 2004

The meeting was called to order at 5:16 pm by Chairman Brent Eames. Board members present were Roger Jackson, Brent Eames, Gordon Timothy, Tricia Galer, and Judy Dewey. The minutes of the last meeting were approved. The bills were approved, and the checks paying the bills were signed.

A letter from ICRMP was reviewed by the board. The board decided to go with the “Split Limit Policy” (see attached information from ICRMP) which will reduce our premium for the 2004-2005 fiscal year.

The Summer Reading Program, entitled “Discover New Trails @ the Library,” was very successful. The elementary program had 750 participants, an increase over 2003 of about 100. The teen program had 228 teens participating, an increase of more than 50 over 2003. This year an informal toddler reading program was started; 381 toddlers were registered.

A brief discussion on revisions to the vacation policy for staff members was held. The board agreed new staff employees should begin with two weeks vacation, accruable monthly, up to a maximum of four weeks over an undecided period of time. A final decision will be made at the September board meeting, and the new policy will go into effect at the beginning of the new fiscal year.

Judy had done some research on security systems but determined the cost and staff time would be prohibitive at this point, outweighing the benefit. When the library is expanded, or a new building built, the board will revisit the issue.

Blaine reported, via email, on the status of the LDS Church Distribution Center that the library wants to purchase or have donated. Attached is his report.

Roger mentioned the recent passing of Blaine’s mother. A card will be sent from the library expressing our sympathy in this difficult time.

Judy reported on the summer reading program. Attached is the children’s librarian’s report. The library experienced a substantial growth in the number of participants and the number of businesses willing to contribute. Plans are already underway for next year’s program to make it even bigger and better. We are considering adding an adult program next summer, and we will definitely continue the party at the end.

The budget adjustments for the current fiscal year were presented. The adjustments are necessitated by several larger-than-expected expenses. The carpeting, some computers, and some additional shelving are among the major items being adjusted for. Roger moved to approve, Gordon seconded, and the vote was unanimous in the affirmative.

The board then held a discussion of the upcoming fiscal year’s budget. Roger and Judy had prepared the figures. The library will be receiving a substantial amount of money for new construction going on in Rexburg. It was felt this would be a good time to give the staff a rather substantial raise in an attempt to get the salaries more in line with the education and experience of the staff. Also, there are computers that need to be replaced, furniture to be purchased, some filtering/control software for the public computers, etc. The board also decided to budget for the purchase of the Distribution Center building, thus hopefully avoiding holding another budget adjustment hearing. Roger pointed out that just because we budget for something doesn’t mean we must spend the money. It was also mentioned that there can be line-item adjustments, but we cannot exceed the approved budget. The budget as proposed was then approved. Judy will do the necessary paperwork to certify the budget to the county clerk.

The meeting was adjourned at 6:28 pm.