TRUSTEE BOARD MEETING

Minutes

Wednesday, November 18, 2009

The meeting was called to order at 5:01 pm by Blaine Robertson, chairman. Board members present were Blaine, Pam, Jeniel, Gordon, Judy Dewey, secretary, and Valerie Vail, assistant director.

The minutes of the last meeting were unanimously approved upon Pam’s motion and Jeniel’s second of that motion. Jeniel moved to approve the bills and Pam seconded the motion; all voted in favor. The checks paying the bills were signed.

Purrington Plaza Parking

The owner of Purrington Plaza just south of the Civic Tabernacle had been invited to attend the meeting to discuss possible use of his parking lot for staff parking during construction of the library addition. After discussion of expenses and prior leasing of the parking lot by other entities, an agreement was reached whereby the library will lease ten parking spaces at a cost of $200 per month. The library will make hang tags for the staff to display while parked there. Judy was asked to prepare a short written agreement for the owner to sign. Gordon moved to authorize the agreement and Pam seconded the motion; all voted in favor.

Direct Deposit of Paychecks

After discussion with Zions Bank, Judy determined it would be possible, for a nominal cost, to have paychecks written on the library’s Zions Bank operating and maintenance account directly deposited to employee’s bank accounts, whether at Zions Bank or another institution. This has not been possible, without great expense, with our other banking institution. After board discussion, including the fact that two board members will not have to come in late in the month to sign paychecks, Pam made the motion, and Jeniel seconded it, to authorize direct deposit of paychecks written on the Zions Bank account; all voted in favor.

Bonus Checks for Staff

The bonus checks for the staff were signed by the board and will be handed out to staff at the annual Christmas party on December 4^th. Blaine authorized writing one for Amber Kent who is working remotely from Arizona for the last two months of the year.

“PSR” Workers and Clients Using the Library for Business

Counselors (PSR workers) have been bringing clients to the library and monopolizing seating space in the library for counseling and testing procedures. At times, all the tables are occupied by these workers. We have been told there can be only one worker and one (or possibly two or three) clients at a table at any one time. Also, the workers are required to have their cell phones on and frequently take calls in contravention of the library’s “no cell phone usage in the library” policy. There have been incidents where the workers have lost control of their clients, putting not only the client and worker at risk but also the staff and other patrons of the library.

The board expressed the view that the library, being a public place, is not the proper place to carry on this type of activity. Judy was asked to obtain the names of the businesses utilizing the library in this manner and write a letter to them.

Sortation System

The new library has been planned with space for a sortation system which would sort returned materials into individual bins according to genre, helping to alleviate rote tasks for the staff and facilitating returning items to circulation as quickly as possible. Judy presented some information on some of the systems available. Two representatives from different companies have visited our library to discuss their systems. Because the board is unfamiliar with such systems, Judy will send the board members some links from YouTube showing how they work. Further discussion was tabled until the next board meeting. One reason for addressing the issue at this point is that the contractor needs measurements and placement information for the book drops. The cost is significant, being somewhere between $175,000 and $250,000.

Security Systems for New Library

Judy presented information regarding security systems for the new library, including a burglar alarm system and security cameras. Three different companies have been contacted. At the time of the board meeting only one had returned a proposal. Questions from the board included whether the windows would be alarmed and the cost of maintenance. Judy will follow up on those two issues.

Board Members Registered with the Idaho Commission for Libraries

Judy will make certain the Commission has the correct names and address for our board members.

Executive Session

Gordon made the motion, pursuant to Idaho Code §67-2345(b), to adjourn into executive session. Roll call vote was as follows: Jeniel, yes; Pam, yes; Blaine, yes; Gordon, yes. The meeting was then adjourned to discuss personnel matters.

The meeting was adjourned at 7:05 pm.