TRUSTEE BOARD MEETING

Minutes

February 15, 2005

The meeting was called to order at 5:08 pm by Blaine Robertson, vice-chairman. Board members present were Gordon Timothy, Blaine Robertson, Tricia Galer, Roger Jackson, and Judy Dewey. Brent Eames was out of town. The minutes of the last meeting were approved. The bills were approved, and the checks paying the bills were signed.

It was discovered this past week that when the budget was set up for the current fiscal year, some erroneous figures were entered for salaries for Colleen Brewerton and Jennette Nielsen. Colleen has been underpaid $94.59 each month since the beginning of the fiscal year. Jennette has been overpaid $263.25 each month since the beginning of the fiscal year. The board determined to include in February’s paycheck the amount not paid to Colleen. Judy was asked to talk to Jennette and ask her to propose a fair settlement.

A discussion was held regarding the Local Government Investment Pool where the library could invest its savings to maximize returns. Roger made the motion and Tricia seconded it to move the money from the Key Bank Money Market account and some of the money from the checking account to the investment pool. The voting was unanimous in the affirmative. Judy will take care of filling out the application, having a board member sign it, and submitting it to the state treasurer. The information from the state treasurer’s website is available at www.state.id.us/treasur/lgip/forms/webspp1.htm.

Although the board has been very satisfied with the audits done by Schwendiman and Sutton, for some time they have discussed going out for bids to other accounting firms to prepare the annual audit for the library. Roger made the motion and Gordon seconded to put a notice in the paper seeking proposals from other auditors. The voting was again unanimous in the affirmative. Judy will prepare the notice and submit it for approval at the next meeting.

As stated in the minutes of the special meeting held January 31, 2005, the library did not submit a second counterproposal on the Beehive facility to the LDS Church.

Judy was assigned to draft a records retention policy and present it at the next meeting.

At the recommendation of the auditors, and upon Roger’s motion and Gordon’s second, the board voted unanimously to increase the capitalization limits from $1,000 to $2,500.

In new business, Judy reported that the new money handling procedures implemented on January 25, 2005, have greatly increased the accuracy of the cash register tapes as compared with the fines reported in Horizon. A copy of the new policy and procedures is attached to these minutes.

In the next item of business, it was determined the women’s restroom could be made more handicap accessible without too much expense. The door to the handicap stall will be removed and replaced with a shower curtain hung so as to increase the size of the stall. Grab bars are already in place.

Judy reported on the RFID security systems she saw at the CODI (Customers of Dynix, Inc.) conference in Portland in November. These new systems have multiple capabilities, and the prices are dropping as more libraries realize the benefits and install them. A small “patch” containing a computer chip and antenna is installed in each item. This functions as a security tag, but in addition it allows shelves to be read for accuracy and an inventory quickly taken. Additionally, the tags allow self-checkout by patrons and greatly speed up traditional checkout procedures because it is not necessary to scan each barcode. A special mat “reads” all the tags and inputs the information to the computer. The board asked Judy to do more research and get some idea of the cost to install such a system in our library.

The meeting was adjourned at approximately 6:00 pm.