TRUSTEE BOARD MEETING
Minutes
June 20, 2007
The meeting was called to order at 5:05 pm by Board Chair Blaine Robertson. Board members present were Gordon Timothy, Pam Beard, Blaine Robertson, Roger Jackson, and secretary Judy Dewey. Two representatives from a local architectural firm came to observe the meeting.
The minutes of the last meeting were approved by acclamation. The bills were approved upon motion by Pam and a second by Gordon, and the checks paying the bills were signed.
Consolidation. Judy presented to the board the petitions signed by the residents of Plano and reported that nearly 100% of the Plano residents had signed and wanted to join the Madison Library District. Blaine asked if the petitions shouldn’t be presented to the Sugar-Salem School-Community Library board. Judy will talk with Jerry Decker.
Untaxed Properties. The county clerk’s office is working on this problem. There exist a goodly number of properties that are not paying property tax for the library. Among these are properties owned by the county, the city, the railroad, utilities, and others. The question was asked if the library gets any impact fees from the federal government for the land they own that isn’t taxed. Judy will call the county clerk and ask.
Tour of Local Libraries. Saturday, June 30th, was tentatively set for the tour. Gordon, Pam, Blaine, and Judy said they could go. Roger and Tricia will get back to Judy by the end of the week.
Building Committee. HyDee Greybill has agreed to be on the building committee. Members so far include Eileen Hancey, Amber Kent, Pam Beard (liaison from the board of trustees), Jeanne Moore, Jennifer Felt, and HyDee Greybill. Blaine will check with his contact to see if he will serve.
New Building. Blaine reported he had been approached by many people as a result of the radio, TV, and newspaper articles regarding the donation of a new building for the library. Pam reported a meeting is scheduled the last week of June with a local donor possibility.
Judy asked if the Rexburg Children’s Museum group couldn’t be approached about perhaps operating the education centers to be included in the new building. Rhonda Seamons is temporarily heading up the children’s museum board. They meet on the 3rd Thursday at the Flood Museum.
The architects had a number of questions. 1) Is the funding secure? Apparently that is the case for almost all of it. 2) Will we need a bond? They have helped other libraries with their bonding. We think we won’t need one.
The architects provided the board with a website which has information on the libraries they have done. Their best estimate is three months minimum to do the design work. Permits can generally be had in a month. The architects’ fee is a percentage of the construction cost. The question was asked whether the Madison Library Foundation, being a private entity, could do the project without going out for bids. No one knew the answer.
The next board meeting will be on July 18th. Everyone but Gordon indicated they can be there. CRSA will do a presentation.
Policies. A discussion was held regarding the Records Retention Policy. Roger said the five year records can be stored electronically on a CD and a server hard drive. The library also has the option of sending records to the Idaho State Archives. This is a viable off-site storage option.
Roger moved and Tricia seconded to set aside the second reading of the Public Internet Computer Use Policy. The voting was unanimous in the affirmative. The policy was designated 20070620.1.
Pam moved to waive the second reading of the Circulation Policy. Roger seconded the motion. The voting was unanimous in the affirmative. The policy was designated 20070620.2.
Noise in the Library. Noise in the library is still a problem. It will be solved in the new library by having the children’s section separate from the rest of the library. The board discussed trying to educate the public, perhaps with a letter to the parents at the beginning of each semester of story time. Judy will draft a letter for the board’s consideration.
The board then adjourned into executive session.
The meeting was adjourned at approximately 7:30 pm.
Blaine Robertson, Chair of the Board Judith M. Dewey, Secretary