TRUSTEE BOARD MEETING

Minutes

February 21, 2007

The meeting was called to order at 5:11 pm by board chairman Blaine Robertson. Board members present were Pam Beard, Gordon Timothy, Blaine Robertson, 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 Gordon, seconded by Tricia, and the checks paying the bills were signed.

The first discussion was regarding the library accepting debit cards in payment of fines and fees. Judy was asked to look into the following: (1) the library having an ATM instead; (2) comparison between debit and credit cards; and (3) costs associated with accepting debit/credit cards.

It was brought to the attention of the board that Stacee and Brian Magee, students at BYU-Idaho, owe the library a considerable sum for “lost” materials. What has actually happened is that they have checked out materials and decided to keep them, knowing the maximum fine is $5 per item. When contacted they returned some of the material, which probably means they will be returning the rest at some point. Judy was asked to talk to the dean at BYU-Idaho.

Next was a discussion on the proposed circulation policies. A second reading of one was scheduled. Roger moved and Pam seconded the motion to kill the second reading; all voted in favor of the motion. Tricia moved that Judy merge the two proposed circulation policies; Roger seconded the motion; all voted in favor. It was also pointed out that we need a collection policy.

The next item of business was the records retention policy. Judy was asked to determine if a patron’s history can be purged. Patron histories are created when the patron owes money, has overdue items, pays fines, and other “non-circulation” happenings. Once a patron returns materials before or on the due date, all record of what they had checked out disappears. We also need to make certain the updated policies are on our website. Everyone was asked to read through the draft of the records retention policy, and a decision will be made as to reading it at the next board meeting.

The building committee consists, so far, of the following people: Amber Kent representing the staff, Jeanne Moore representing the community; Pam Beard representing the board of trustees; and Eileen Hancey representing the foundation. Other folks are being considered.

As to architects for the new building, those discussed were JRW of Rexburg and CRS Architects of Idaho Falls. Judy will work on the needs assessment and bring it to the next meeting. May 2008 is the earliest we could hold a bond election. Judy will bring print-outs of the power point presentation developed by the librarian at Portneuf Library District. The next steps are the needs assessment and choosing an architect.

The problem of noise in the library, particularly that created by the abundance of children visiting the library, was discussed. Judy is proposing enclosing the children’s area with a windowed wall. The board asked that she come up with some sort of dollar figure for constructing such a wall.

The meeting was adjourned at 6:45 pm.

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