TRUSTEE BOARD MEETING

Minutes

Wednesday, August 19, 2009

The meeting was called to order at 5:10 pm by Gordon Timothy, vice chairman, in the absence of Blaine Robertson. Board members present were Pam Beard, Jeniel Facer, Gordon Timothy, Henry Benavidez, Judy Dewey, secretary, and Valerie Vail, assistant director of the library.

The minutes of the last meeting were approved upon Pam’s motion and Henry’s second of that motion. Jeniel moved to approve the bills, and Pam seconded the motion. Both motions passed with a unanimous vote. The checks paying the bills were signed.

New Library

The first order of business was a discussion of the bidding process. The date for submission of bids has been changed to Tuesday, August 25^th, at 5:00pm.

Software Trials

Judy and Valerie informed the board the staff has been using a trial version of some software that tracks phone calls and reference questions as well as some of our statistics, such as the traffic count. A trial of a second program is set to begin in September.

Policy Readings

Gordon presented revisions of the collection development policy. A discussion was held and it was decided to take the policy home and review it. The first reading will be at next month’s meeting.

Blaine Robertson arrived at the meeting, having just barely returned from vacation.

The board did the first reading of the computer use policy, the circulation policy, and the personnel policy. Judy was asked to send a copy of the changes by email to the board members.

Meeting with the Rexburg City Design Review Committee

Blaine reported on the meeting with the members of the Design Review Committee. They asked that we add a bank of windows to the west wall of the community room so there wouldn’t be a blank brick wall along the driveway. They liked the fact landscaping will be used to break up other long walls on the north side. They also asked that provision be made for placement of the garbage dumpster. Otherwise, the plans were approved.

Junior High Property

There was some discussion about possibly getting a right of first refusal on at least part of the junior high school property lawn area. More discussion will be had on this at the next meeting.

Executive Session

Since Gordon was conducting the meeting, Blaine moved that we go into executive session pursuant to Idaho Code §67-2345(1)(b) to discuss hiring more staff for the library. Henry seconded the motion. Roll call vote was as follows: Blaine-yes, Henry-yes, Jeniel-yes, Pam-yes, Gordon-yes.

Budget Hearing

Upon reconvening after the executive session, the budget hearing portion of the meeting was held. Judy presented the budget spreadsheet on-screen for the board to view. Figures were adjusted and re-adjusted; much discussion was held; and the final budget was approved in the amount of $4,302,855, of which $3,566,500 is for capital expenditures for the library addition and remodel, leaving an operating and maintenance budget of $736,355 which is $13,341 over expected revenues for fiscal year 2009-2010. The additional $13,341 is nearly equal to the estimated revenue overage of $13,528 for the current fiscal year. The extra monies help to offset the change in employment status of two employees from part-time to full-time. The spreadsheet showing the final budget is included with these minutes.

Judy was asked to call Archibald Insurance agency and ask why the ICRMP insurance premium went down for fiscal year 2009-2010.

Blaine made the motion, and Pam seconded it, to approve the budget as worked out. It was noted that once again there were no public comments.

The meeting was adjourned at 7:59 pm upon Pam’s motion.