TRUSTEE BOARD MEETING

Minutes

Wednesday, January 21, 2009

The meeting was called to order at 5:05 pm by Blaine Robertson, chairman. Board members present were Blaine Robertson, Jeniel Facer, Gordon Timothy, Jacob Harlan, Henry Benavidez, and Judy Dewey. Pam Beard was excused because of illness.

The minutes of the last meeting were unanimously approved upon Gordon’s motion, with a second by Jeniel. Henry made the motion to approve the bills, Gordon seconded the motion, and all voted in favor. The checks paying the bills were signed.

Auditors’ Report

The auditors reviewed their report with the board. They reported the books seemed to be all in order. They renewed their recommendation that the board continue to closely monitor the finances, given the small size of the library and therefore the impossibility of internal controls. A copy of the report accompanies these minutes.

Additional Self-Check Station

The board had suggested purchasing an additional self-check station because frequently there is a line waiting to use the single station now in use. Judy presented the bid received from SirsiDynix. After brief discussion the board voted unanimously to purchase an additional station since the station can be used in the new library. Gordon made the motion to purchase and Jeniel seconded the motion.

Snow Removal

The board expressed their wish that the sidewalk on the north side of the building be kept clear of snow. Judy explained the situation the custodians faced this year in that the city plowed the snow from the street onto our sidewalk. The city also plowed the parking lot in such a way that there was a four foot pile of ice blocking access to the sidewalk at the northwest corner of the building. Judy had talked with the custodians and they were aware of the situation and were working to solve the problem. Judy agreed to talk to them again and discuss possible solutions.

Architects

The architects presented the schedule for the addition/remodel and discussed with the board the roles everyone will play in this process. A calendar is attached to these minutes. As to roles: Wally Cooper is the principal architect in charge of the project. Kevin DeKold is the project architect in charge of design and quality, and Jared Peterson is the project manager who will assist Kevin and be our line of communication. The board and the director will give the final approval of the plans. The director is responsible to communicate with the board and the library staff. It was decided the Madison Library Foundation members should be invited to the meetings with the architects. After reviewing the calendar presented by the architects, the board tentatively set the groundbreaking for July 24^th. If all goes as planned, we should have a grand opening in the Spring of 2010.

The meeting was adjourned at approximately 6:30 pm