TRUSTEE BOARD MEETING

Minutes

October 19, 2004

The meeting was called to order at 5:05 pm by Chairman Brent Eames. Board members present were Gordon Timothy, Blaine Robertson, Brent Eames, Roger Jackson, and Judith Dewey. Tricia Galer asked to be excused. The minutes of the last meeting were approved. The bills were approved, and the checks paying the bills were signed.

The first order of business was the change to the staff vacation policy. Roger had formulated three possible scenarios. Judy and the staff had discussed the different possibilities. The staff had chosen the scenario which allowed accrual of one-half additional day. Also discussed were the following: how much vacation a staff member can carry over from one year to the next; what anniversary date to use for vacation accrual purposes; whether a break in service means the staff member starts over in number of years worked; whether a page who became a staff member could count the years worked as a page; what constitutes a “day”; and sick leave and funeral leave policies.

Upon Roger’s motion and the unanimous vote of the trustees, the vacation, sick, and funeral leave policies are set as follows:

Each employee can accrue 10 days of vacation during their first year. Thereafter, each employee can accrue an additional one-half day of vacation for each subsequent year of employment. The maximum amount of vacation accruable will be 20 days after 20 years of service.

An employee can carry over on October 1^st into the next fiscal year one-half of the amount of vacation accruable in that employee’s current year of employment.

The date for determining the amount accruable shall be the anniversary of that employee’s hire date.

If an employee resigns her position and then is re-hired at some later point in time, the re-hire date becomes the new anniversary date for purposes of vacation accrual.

If a page subsequently becomes a staff member, the date upon which that happens becomes the anniversary date for purposes of vacation accrual.

An employee’s “day” equals, for purposes of vacation, sick leave, and funeral leave, the number of hours per day that an employee works. Although leave is set as a certain number of days, it is calculated in hours to accommodate those taking less than a full day’s leave.

For example, an employee in her first year of employment who works six hours per day would have 60 hours (6 hours x 5 days x 2 weeks) of vacation; she would have 18 hours (6 hours x 3 days) of funeral leave. This also applies to the total number of hours of sick leave accruable. Because the maximum amount of six leave an employee can accrue is six weeks, for a six-hour-per-day employee six weeks would translate to a maximum of 180 hours (6 hours x 5 days x 6 weeks) of sick leave accruable; a five-hour-per-day employee can accrue a maximum of 150 hours (5 hours x 5 days x 6 weeks) of sick leave; eight-hour-per-day employees can accrue 240 hours (8 hours x 5 days x 6 weeks) of sick leave.

The same calculation method applies to funeral leave. The board has allowed 3 “days” of funeral leave; therefore 5 hour people get 15 hours (3 x 5) funeral leave, 6 hour people get 18 (3 x 6) hours funeral leave, and 8 hour people get 24 (3 x 8) hours funeral leave.

The board affirmed the present rate of accrual of funeral leave (3 days).

Our insurance agent, Lynn Archibald of the Archibald agency, has informed us of the happy fact that health insurance rates have gone down approximately $90 a month for this coming year. This is apparently due to the insured personnel having fewer medical claims this past year.

Judy has been communicating with the LDS Church real estate department in an effort to get the property next to the library (the “Beehive facility”) donated to the library district. There is another interested party wishing to purchase the property. See the attached email addressed to Dale Koford. A discussion was held regarding this purchase. Board members decided that the library will not pay an exorbitant price for the property, but it would definitely be an asset if it can be acquired by gift or reasonable price. It was also pointed out that the Beehive facility has no accessible parking. The Board decided that if another business purchases the property, a fence would probably be erected and customers of that business would not be allowed to park on library property. Given BYU-Idaho President David Bednar’s new calling as an Apostle of the LDS Church, it was decided Judy would write him a letter briefly stating our desire for a donation of the property.

A short discussion was held on outdoor holiday lighting for the library. The Board directed Judy to determine the cost and how much the Standard Journal and the City would pay toward the lighting. It is possible to do it in stages.

Several of the library’s certificates of deposit are coming due in the next few months. Judy described the Local Government Investment Pool (the “state pool”) which is administered by the State of Idaho and offers a higher rate of return on investments. Judy is to look into this further and read through the material downloaded from the Treasurer’s website. She will email the URL to the board members so they may also review the information.

The library’s record retention policy was the last item discussed. A few decisions were made: board meeting records should be kept indefinitely but could be scanned into electronic form; personnel records for current employees should be kept during their term of employment and for some time afterward; the IRS requires three years plus the current year of financial records for tax purposes. The question to ask in determining policy: Is there a reason to keep a given record for more than five years? Judy is to put together a chart listing all the kinds of records the library has and bring it to the next board meeting.

The meeting was adjourned at 6:10 pm.