TRUSTEE BOARD MEETING

Minutes

Wednesday, June 17, 2009

The meeting was called to order at 4:50 pm by Blaine Robertson, chairman. Board members present were Pam Beard, Gordon Timothy, Jeniel Facer, Blaine Robertson, Judy Dewey, clerk, and Valerie Vail, assistant director.

Pam made the motion to amend the minutes of the last meeting to read that six, not seven, contractors were prequalified and will be invited to bid on the new library project. Henry seconded the motion and all voted in favor. Gordon moved to approve the minutes as amended, Henry seconded the motion, and all voted in favor.

After review, the bills were approved upon Jeniel’s motion and Pam’s second. All voted in favor and the checks were signed.

New Library: Contractors

Several members of the public were in attendance at the meeting to urge the board to reconsider prequalifying local contractors who had responded to the Request for Qualifications (RFQ). A letter from the Chamber of Commerce was read to the board, urging the board to reconsider the local contractors who submitted RFQs. The objection was that the board had not prequalified any Rexburg/Madison County contractors. David Beck requested a copy of the matrix created by the architects during the prequalification board meeting. The board asked David to submit a letter requesting a review of his original submittal.

New Library: Architects

The architects presented the latest drawings for the new library, and the board reviewed them. The next step is for the drawings to be finished and sent to the design review board and the city building department, hopefully by the first of July. The city would then give their feedback in 2-3 weeks. The architects will then address all the comments from the city and get the plans back to the city by the first week in August for final approval. It is expected a building permit will be issued in the second week of August and the plans be ready to go out for bids about August 15^th. Presumably, about the first of September a special board meeting will be needed to open the bids.

New Library: Groundbreaking

The board suggested this event be assigned to the staff hospitality committee and wondered if some of the proceeds from the foundation book sale in August could be used. Judy will check on this.

Unique Management Library Collection Agency

The trial period with Unique Management has expired. After discussion and recommendation from the director, Gordon moved and Jeniel seconded the motion to continue the contract with Unique Management.

Programming for Special Needs Adults

There have been adult special needs folks coming to the children’s story time which is not really appropriate nor geared to them. Some of the staff suggested having special programming for them. The board discussed this possibility and determined there needs to be a meeting with the care givers to see in what way we can serve them best, i.e., do a needs analysis. Gordon volunteered to work on this project, and Judy will get him the names of some contacts. Nick Allison of the library foundation would be a good person to work on this project. Any programming would of necessity need to be scheduled after the new library is completed so it could be in the community room.

PERSI

Judy reported that every once in a while we have a problem with a part-time employee working too many hours and becoming qualified for PERSI. If we go over the hours limitation, then PERSI is mandatory. The board directed Judy that we need to obey the spirit and the letter of the law. If someone qualifies for PERSI, the library and the employee will pay it.

Open Meeting Law Changes

The legislature has passed some substantial changes to the open meeting law. ICRMP, the library’s insurer, is presenting training on these changes. There will be a session held in St. Anthony at the City Hall on Monday, June 22^nd, as well as online. Blaine encouraged the board to attend one of the training meetings. Judy will attend the session in St. Anthony and report to the board.

Collection Development Policy

It has come to the attention of the board that we do not have a collection development policy. Judy will draft a preliminary one and bring it to the next board meeting.

Preliminary Budget Review

Due to the lateness of the hour, this item will be considered at the July meeting.

Executive Session

The board then adjourned into executive session for review of a personnel matter.

The meeting was adjourned at 7:50 pm.