TRUSTEE BOARD MEETING

Minutes

Wednesday, October 15, 2008

The meeting was called to order at 5:08 pm by Blaine Robertson, chairman. Board members present were Gordon Timothy, Blaine Robertson, Henry Benavidez, and Judy Dewey, secretary. Also present was Jacob Harlan, treasurer.

The minutes of the last meeting were approved upon Henry’s motion, seconded by Gordon, and a unanimous vote in favor. After reviewing the checks paying the bills, Gordon moved and Henry seconded the motion to approve them; all voted in favor.

Blue Cross Health Insurance

J.B. Bird from Archibald Insurance Center led a discussion on the renewal of the library’s health insurance policy. He had discovered a problem in the present policy: the limit on prescription coverage was $3,000, after which the insured would be responsible for any prescription costs. He presented several different plans with varying costs depending on the coverage. After much discussion, and in consideration of the salaries paid to benefitted staff, the board recommended changing only the prescription coverage. J.B. was asked to inform Judy what the cost would be for leaving the provisions as they stood but removing the cap on prescription coverage. Judy will email the board with the information and the board will vote electronically on the final decision.

Review of Architectural Contract

The attorney had not sent the recommended changes to the contract, so this matter was deferred until November.

Beehive Property

Blaine brought the board up to date on negotiations to acquire the Beehive property. Dealing with the real estate department of the LDS Church has proven frustrating. The property has now been listed on the open market by a realtor in Idaho Falls. The latest word from the contact here in Rexburg is that the Church is willing to sell the property to the library for a “reasonable amount.” Blaine is going to make some further inquiries as to what a reasonable amount would be.

Sale of Bond

Given the unstable financial market, the interest rate on municipal bonds is going up, and there is no way to predict what it will be at the end of October when the sale is scheduled to take place. Judy participated on October 14^th in a telephone conference with the Idaho Bond Bank Authority, Western Financial, and Zions Bank, as well as some other folks involved in making the sale. We will know more as the date of the sale approaches.

Election of Officers

Judy pointed out that the election of officers should have taken place in June. That did not happen, primarily because the board was not complete; there were two vacancies at that time. Gordon made the motion which Henry seconded that the officers remain the same as last year: Blaine, chairman; Gordon, vice chairman; and the others as board members. Jacob Harlan, not a board member, is serving as a volunteer treasurer. His bond is covered by the library’s ICRMP insurance policy.

Long Range Plan

Discussion of the second draft was tabled until the November meeting, which will be on Wednesday, November 19^th.

Unique Management Services

A discussion was held regarding this collection agency which does only collections for libraries. Previous discussions have been held on these services. Judy brought the current board members up to date on what they do and how they use the “gentle nudge” approach, a term which Unique has trademarked. By acclamation, the board voted to accept their offer of a 90-day free trial starting January 1, 2009. Judy is to contact the newspaper so an article can be run to inform the library’s patrons what is planned. Judy will also get the cost for the debt collect module necessary for interface between Horizon and Unique Management.

Accepting Debit/Credit Cards

Judy explained the charges and the system necessary to set up accepting debit and credit cards at the library. She also explained the cost and equipment needed to allow patrons to pay their fines at the self-check station. It will cost an average of 2.2% per transaction, plus a $15 per month fee to the company with which the bank contracts for such services. To take debit and credit cards, not cash, at the self-check station will cost $3,900 for the equipment and the first year’s maintenance ($565). After discussion of the increasing load we’re seeing on the one circulation clerk, the board voted unanimously to start accepting debit and credit cards at both the manned circulation station and the self-check station. Henry made the motion and Gordon seconded it.

Presentation of Plaques to Former Board Members

At 6:00, the library’s hospitality committee brought in refreshments and two former board members arrived. Engraved plaques were presented to Roger Jackson and Tricia Galer for their many years of service to the library. The board expressed their sincere appreciation and congratulations.

ICRMP Insurance

Judy presented a quick review of the resources available to the library through the Idaho Counties Risk Management Program.

The meeting was adjourned at 7:03 pm.

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