TRUSTEE BOARD MEETING
Minutes
August 15, 2007
The meeting was called to order at 5:10 pm by Gordon Timothy, Vice Chairman. Board members present were Pam Beard, Gordon Timothy, Tricia Galer, Roger Jackson, and Judy Dewey, secretary.
The minutes of the last meeting were approved by acclamation. The bills were approved upon motion by Pam, seconded by Tricia, and the checks paying the bills were signed.
Proposals for Continuing Education
A staff member completing her undergraduate degree online at Indiana University presented her proposal for reimbursement for her tuition and books for a literature course she is taking. Another proposal had been submitted by a staff member for reimbursement of her tuition to pursue a master’s degree in library science. After discussion, Roger moved and Pam seconded that the library use funds from its professional development line item to reimburse those pursuing further education. Judy was assigned to draft a policy addressing this issue. All voted in favor.
Horizon Software
Blaine Robertson, board chairman, has received a letter from Ken Taylor, the chairman of the Idaho Falls Public Library board of trustees. After more than 25 years of computer support for the Horizon library software (formerly Dynix), IFPL will not be offering support after March 2008. Discussion at prior board meetings has been underway for several months regarding moving Horizon to our library. A bid from SirsiDynix for approximately $37,400 has been received. This is the cost for the Madison Library District to purchase the core software (we already own the individual licenses), the telecirc program and server, and other software and support. Judy proposed that the other two servers be purchased locally. She is obtaining bids for those. The library already owns a fourth server, the SIP server, which allows EnvisionWare and 3M to communicate with the patron database. Roger Evans, formerly employed by IFPL and intimately familiar with Horizon, will be facilitating the move and setup of the computers. It is estimated the move will cost somewhere around $50,000. Tricia moved and Roger seconded the motion to proceed. The vote was unanimous in the affirmative.
Records Retention Policy
The first reading of the records retention policy was accomplished at the July board meeting. Roger moved and Tricia seconded the motion to waive the second reading of the policy. The policy was designated 20070815.1.
Executive Session
The board adjourned to an executive session to discuss a personnel matter.
Personnel Matter
Following the executive session, Roger moved to express support for the director as to the personnel matter. Pam seconded the motion, and it passed with a unanimous vote. The board chairman will write a letter responding to the employee’s grievance.
New Building
Pam reported that the foundations working with the library’s foundation are moving forward. Another foundation has also expressed interest in contributing to the building of the library. A question the board had was who would be operating the museum/educational part of the building. The library is still hoping to build in a central location in downtown Rexburg. While on vacation, Gordon visited a library in New York which, at 53,000 square feet, he said was very beautiful. He also visited the Buffalo Bill Cody museum in Cody, Wyoming, and was impressed with the size and the exhibits. The board is hopeful the donations will materialize, but they are keeping open the option to bond for all or part of the cost.
Consolidation with Sugar Salem School-Community Library
Judy attended a meeting of those who are proponents of combining the two libraries into one district. She went not only as director of the Madison Library but also in her capacity as a resident of that school district. In addition to those proposing the merger, the SSSCL library director was there as well as the school superintendent. None of that library’s board members were present. It was decided to have a meeting with the library board.
Budget Hearing
Roger presented the proposed budget and a discussion was held. Following are the changes and decisions made:
1. Add $50,000 to capital expenditures for the Horizon move since it is highly probable it will not be accomplished in this fiscal year.
2. Prepare a list of capital expenditures (things that require a large outlay to repair or replace) for September board meeting.
3. Add $2,000 to the professional services line item for the audit.
4. Director authorized to apportion the payroll raises as she sees fit.
The director requested the board eliminate the half-time circulation clerk position and replace it with a full-time benefitted position. After discussion, Tricia moved and Pam seconded the motion to create the position.
Pam brought up the matter of the automated book drop which would check in the items as they are put through the drop. Judy had been given an approximate cost of $25,000 at one of the recent library conferences. Pam made the motion and Tricia seconded it to approve adding the cost to the capital expenditures line item of the budget.
Pam made the motion and Tricia seconded to approve the budget as amended. All approved.
The meeting was adjourned at 8:00 pm.
Blaine Robertson, Chair of the Board Judith M. Dewey, Secretary