TRUSTEE BOARD MEETING

Minutes

Wednesday, June 18, 2008

The meeting was called to order at 5:08 pm by Blaine Robertson, chairman. Board members present were Blaine Robertson, Pam Beard, Tricia Galer, and Judy Dewey, clerk. Gordon Timothy had asked to be excused.

The minutes of the last meeting were approved upon motion by Pam with a second by Tricia. The checks paying the bills were signed.

Temporary Loan of Agricultural Books to the Library

Judy was approached by a person wanting to place some agricultural books in the library on temporary loan so that others could easily use them. In the discussion that followed it was decided the library could do this and treat them as if they were interlibrary loan books.

Open Board Positions

There were two vacancies on the board of directors, a 3-year position (Roger Jackson) and a 5-year position (Tricia Galer). A discussion was had about Idaho Code §33-2718 which requires that anyone appointed to serve on the board would serve until the next annual election, at which time they need to file declarations of candidacy and be elected to continue serving.

Jeanna Huff, a resident of the district, had submitted a letter to the board expressing her interest in becoming a board member. After discussion, Tricia made the motion to appoint Jeanna Huff to replace Tricia Galer for the five year term. All voted in favor. Jeanna was sworn in as a trustee.

Henry Benavidez also attended the meeting and expressed a verbal interest in serving the remainder of Roger’s term (3 years). He will submit a letter of interest.

Treasurer

A discussion was held about a treasurer to the library board, since none of the board members has financial experience. It was pointed out the treasurer must be bonded in the amount of $5,000. Judy was appointed to look for a treasurer.

Bills

After discussion of the CHC Foundation reimbursement for the Durango, the bills were approved upon Pam’s motion and Jeanna’s second. All voted in favor.

Bond Election

Marilyn Rasmussen, the Madison County Clerk, attended the meeting to explain the procedures for the bond election. The county will get the ballots printed according to the form sent by bond counsel. The approximate costs of the election were as follows: $2,800 plus the cost of printing 4000 ballots at 10¢ to 15¢ per ballot; $400 for the personnel to run the election; $750 for scanning the ballots. The school district bond election cost about $10,000 but that was a much bigger election. The mail-out absentee ballots must be sent out one month ahead of the election. She emphasized we want to make sure everything is absolutely correct. She advised us the library do nothing the day of the election that might be construed as influencing the voters. It would not be prudent to do absentee balloting at the library, given our summer reading program and the various handouts associated with it. She recommended absentee balloting be at the county administration building. Because of other engagements, Marilyn then asked to be excused.

The library will pay to advertise the election in the legal notices in the Standard Journal. The board directed Judy to publish the notice on July 15^th with the second notice on the 29^th of July. [Subsequent to the meeting, it was decided to publish the first notice prior to the beginning of the early/absentee voting.]

Absentee Balloting

The board discussed where to hold the absentee balloting. It was decided Blaine would approach the mayor the next day to ask if it could be at city hall. If the mayor said no, other possibilities were the police or fire departments.

Advertising

The library plans to drive the Durango with the book wagon in the 4^th of July parade in Rexburg. Handouts, such as a bookmark, would be appropriate.

The question was asked whether our telecirc system could make calls to all our patrons the night before the election and remind them to vote. Judy will investigate whether it can be programmed to do such a thing.

The Madison Library Foundation has the following plans for advertising: a banner on the car for the parade; sticky notes on the newspaper the day before the election; 5,000 more brochures to be given out during the parade and the dance festival; PSAs to the newspapers and radio and TV stations; and a possible book sale at Smith Park on the 4^th of July.

The board decided to hold three open houses, July 10^th, 17^th, and 24^th, for about an hour and invite local authors to read their own works. These will be “Jubilee Open Houses.” A number of local authors and poets were discussed. Blaine will contact them. These open houses will also include tours of the library and refreshments.

The board decided to hold a special board meeting on Wednesday, August 6^th, to certify the results of the election.

Election Resolutions

Resolution No. 3 ordering the special election was approved unanimously upon Jeanna’s motion and Tricia’s second.

Resolution No. 4 adopting the official seal of the district was unanimously approved upon Tricia’s motion and Pam’s second.

Next Board Meeting

The board decided to hold July’s meeting on Wednesday, July 9^th, prior to the first open house. Judy pointed out the bills could not be paid earlier than the third Wednesday. At least one board member will review and sign the checks at that time.

Recognition Dinner

Roger Jackson has served on the board of trustees for many years. To recognize his service, and that of Tricia Galer for the last five years, a special dinner for board members and spouses will be held at Gringos on Thursday, June 26^th, at 7:00 pm.

The meeting was adjourned upon Tricia’s motion at 7:45 pm.