Madison Library District
TRUSTEE BOARD MEETING
Minutes
Wednesday, December 1, 2010
Blaine Robertson called the meeting to order at 5:05 pm. Present at the meeting were all the board members. Also present was the assistant library director, Valerie Vail, and the Madison Library Foundation president, Nick Allison. The minutes of the October meeting having been reviewed by the board members prior to the meeting, Jeniel moved and Henry seconded the motion to approve them. The bills were approved upon Pam’s motion and Henry’s second, and the checks paying the bills were signed.
Community Room Use Policy
The first order of business was the community room use policy. The issues discussed and the decisions made are as follows:
What types of groups? | All groups may use the room. |
What fees to charge? | Everyone must pay a $50 refundable cleaning and damage deposit and a $10 non-refundable application fee. The $50 fee will not be returned if the room is not left clean or if there is damage; if damage exceeds $50, any overage must be paid by the person reserving the room; failure to do so will result in not being able to use the room again. In-district patrons (including non-residents who pay the non-resident fee) may use the room for three hours for no charge; every hour after that is $25 per hour. Out-of-district patrons (including LiLI Express patrons) pay $25 per hour. There is no extra charge for using the kitchen. |
Staff member present for after hours use? | No, a staff member does not have to be present. Judy will check with the security company about keys. |
How far in advance can the room be scheduled? | One year. |
How many events per user per month? | One. |
Days available? | Monday through Saturday; no Sundays. |
Judy will draft the procedures for the staff to follow. As soon as the policy has been approved by the board, the application will be available online and at the library. Reservations must be confirmed within seven days. The $50 deposit check will be held and returned if the room is clean and there is no damage. In the case of users scheduling the room on a continuing basis, the $50 check will be deposited in the library’s account and returned if/when the user ceases to use the room.
It was decided to postpone working on other parts of the policy manual until construction is complete.
New Library Current Issues
It may be that the brick will need to be acid washed. Minerals are leaching out of the grout. The problem is the plants may be killed by the chemicals used. Nothing can be done until spring, so Judy will check with the landscape company to see what their opinion is.
The punch list is nearly done but at least the following items remain: 1) base tile in the bathrooms (CRSA is working on this); 2) carpet seams are not acceptable (the carpet installers are working on this); 3) the veneer on the fireplace mantle has buckled due to heat from the fireplace (the millwork company is working on this with CRSA).
Bad Weather Closures
Blaine had a complaint from a patron who felt we had closed the library arbitrarily due to bad weather the Monday and Tuesday before Thanksgiving. Both Blaine and Judy read the personnel policy and felt it covered the director’s decision to close, but it was decided to add a paragraph specifically addressing emergency closures. Judy will add that to the policy and the first reading will be at January’s meeting.
Cell Phones in the Library
It has been the procedure to ask patrons using cell phones to step outside or into the foyer. Pam made the point that talking quietly on a cell phone is the same as sitting at a table talking quietly with someone, so if we were just to ask the offenders (those who talk loudly on their cell phones) to talk quietly, that would work. It was decided to try to keep cell phones in the addition only. Blaine will write a letter to the editor and send it around to the board for approval before sending it to the newspaper.
Annual Audit
Judy presented the audit engagement letter from Rudd & Company. After discussion, Gordon moved to approve having them perform the annual audit, and Pam seconded the motion.
The meeting was adjourned at 7:05 pm.
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Blaine Robertson, Chairman Judith M. Dewey, Secretary