TRUSTEE BOARD MEETING

ADJUSTED BUDGET HEARING

Minutes

May 24, 2006

The meeting was called to order at 5:13 pm by Chairman Blaine Robertson. Board members present were Roger Jackson, Blaine Robertson, Lee Anne Kinghorn, Tricia Galer, and Judy Dewey, secretary.

The minutes of the last meeting were approved by acclamation. The bills were approved, and the checks paying the bills were signed.

In old business, upon motion by Roger and a second by Tricia, and a unanimous vote of those present, the board revised the library’s Mission Statement to read as follows:

The Madison Library District will:

          •         Assemble, preserve, and make available materials in a variety of formats;

          •         Be a preschooler’s door to learning through children’s reading programs and story times;

          •         Serve as a center for lifelong learning; and

          •         Be wise stewards of public funds.

The first reading of the Personnel Policy was completed. Judy was assigned to provide board members with a revised copy for review and final reading at the next board meeting.

A Proposed Circulation Policy was distributed to board members. This will be read and discussed at the next board meeting.

In new business, the board addressed the issue of adjusting the budget to allow for purchase of the RFID system approved at the April meeting. Lee Anne made the motion and Tricia seconded to approve the adjusted budget, increased by $125,000. Blaine noted that before we make a final payment we should make certain everything is running smoothly and that we have received all the materials, services, training, and equipment promised.

A patron had objected to the new collection of Marvel comic books prominently featured in the library. After review of the two books and discussion, the board decided the staff’s decision to shelve the books in the adult section along with other books of comics would suffice. Judy will send a letter to the patron.

Because our present bank requires us to keep a $25,000 minimum in our checking account in order to avoid bank charges, the decision was made to open a new checking account at the Bank of Commerce. Roger made the motion, Lee Anne seconded it, and the vote was unanimous. Judy will prepare a check for signature at the next board meeting and make the necessary arrangements.

Amber Kent was hired as a staff member in January of 2005 while she was still a college student. She was promised a raise when she graduated. The board unanimously approved the raise.

Signing the new LCEI consortium agreement was tabled until next month.

The library recently received a copy of a letter from the Rexburg Children’s Museum to the LDS Church regarding the Beehive Facility. Judy reported she had spoken with the head of the Church’s real estate department and that he was looking into the status by checking with the person in charge of this transaction. He pointed out that the Church moves very slowly, so the time frame we are dealing with is not unusual.

Judy reported the RFID conversion is going much more quickly than expected. During the week the library was closed, staff was able to finishing tagging all the books that were checked in. We had two 8 hours shifts Monday through Thursday. A couple of small collections had been completed prior to the library’s closing. Approximately 4,500 books were weeded from the collection, and the staff is reviewing those to determine if a new copy should be purchased and the book set aside for the book sale or if the title should just be removed from the collection. All the discarded books must be removed from the database and taken to the basement where they will await the Foundation’s book sale. Tagging the audiovisual materials, backpacks, story kits, and so forth will continue, probably throughout the summer. Judy emphasized what a great job the staff is doing and how everyone is working very hard.

A question came from a staff member as to how many people can be in the library at one time. She contacted the Rexburg-Madison County Emergency Services and they determined the maximum occupant load for the library is 226. The question then became, are we exceeding that number? During activities such as the summer reading party we probably are. Additionally, the letter stated the board should not be meeting in the basement since there is only one exit. Staff is working on getting an address posted on the front of the building, as requested in the letter.

The meeting was adjourned at 6:39 pm upon motion by Roger Jackson.

Blaine Robertson, Chair of the Board                 Judith M. Dewey, Secretary

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