TRUSTEE BOARD MEETING

Minutes

January 20, 2004

The meeting was called to order at 5:17 pm by Vice Chairman Blaine Robertson in the absence of Brent Eames. Board members present were Blaine Robertson, Gordon Timothy, Roger Jackson, and Judy Dewey. Tricia Galer asked to be excused because of illness.

The minutes of the last meeting were approved. The bills were approved, and the checks paying the bills were signed. The question arose why we have to pay personal property tax on the leased photocopier when we are exempt from paying taxes. Judy reported she had checked with the county assessor and because the copier belongs to IOS Capital, it is part of their business, they owe the tax, and according to our lease agreement we reimburse them.

The first order of business was a report on the status of the Distribution Center building. Attached is an email which details that status. It appears it will be late summer or early fall before the building is vacated. Blaine will keep in contact with the Church of Jesus Christ of Latter-day Saints regarding the library’s interest in purchasing the property. Judy found a deed in the library archives; she will visit the courthouse to determine what property the library actually owns.

Because only one bid had been received, any decisions about carpeting were tabled until February. Attached is a copy of the bid received from Diversified Flooring, Inc. for moving the books and re-carpeting. Judy will get bids from some local carpet stores.

Blaine brought the list of items left undone when JRW Associates managed the remodel of the library several years ago. Brent was assigned to follow up with John Watson regarding these items. They are: (1) sewer clean-out in north sidewalk not capped, (2) the 220 volt outlet in the board room is not covered (it has a piece of tape over it), (3) the rubber transition strip dividing the new carpeting from the old in the children’s section is too short, and (4) the rubber coving was not affixed properly and is falling off the walls and shelving units. Because the sewer clean-out was left uncapped, the library had to pay $280 to have some large objects removed after vandals shoved them through the duct tape.

In new business, Judy announced that the library’s homepage is once again up and running after much tweaking, correction, and formatting. The URL is: www.lili.org/madison. It is being hosted by the Idaho State Library free of charge.

The library does not have a formal policy manual. Judy was assigned the task of reviewing the board minutes and writing the manual, starting with a basic outline and going through the latest minutes first. Decisions have been made regarding policy but they have not been collected into a formal manual.

The Library Consortium of Eastern Idaho Agreement was reviewed by the board and, after some discussion, signed by Blaine Robertson, acting chairman in Brent’s absence. This document was drafted by Judy and revised and voted on by the representatives to the consortium but needed board approval from each library.

Also signed was the Library Board Certification of Public Library Data, FY 2003. The online report was completed by Judy and submitted January 20, 2004. Copies of the report are filed in the director’s office. The information from the report will be used to compile the 2003 Idaho Public Library Statistics Report. This report is published annually by the Idaho State Library.

A non-resident patron had contacted Roger regarding lowering the non-resident fee. After much discussion the board reiterated its prior decision that non-residents should not pay less than residents to use the library. Additionally, the board affirmed its decision to not join LiLI Express (a state-wide reciprocal borrowing agreement). The reasoning behind this decision is that the board can see no benefit to our library. Judy reported that of the 33 libraries signing up so far, only two were of any size (the University of Idaho Library and their law library).

The meeting was adjourned at 6:22 pm.