TRUSTEE BOARD MEETING

Minutes

March 17, 2010

The meeting was called to order at 5:00 pm by Blaine Robertson, chairman. Board members present were Blaine Robertson, Gordon Timothy, Pam Beard, Henry Benavidez, Jeniel Facer, Judy Dewey, secretary, and Valerie Vail, assistant director.

The minutes of the last meeting were approved upon Gordon’s motion, Jeniel’s second of the motion, and all voting in favor. There being no questions after reviewing the checks, Pam moved to approve the bills, Henry seconded the motion, and all voted in favor. The checks paying the bills were signed.

Auditor’s Report

Brad Reed from Rudd & Company presented copies of the audit report to the board members (the address needed correcting from Ashton to Rexburg) and reviewed the audit in some detail with the board. Brad again reiterated, as he has during past audits, that because the library is so small, the board needs to review all financial transactions. He reminded us that bond funds are to be kept totally separate from the operating and maintenance funds. The library needs to prepare, when we have time, the Management Discussion Analysis, which is a general overview of what we did this past year and what we’re going to do this year. Brad volunteered to send a .pdf version of the audit to the legislative review agency. In summary, the library was given a clean bill of health.

PSR Situation

Blaine reported on what we have done since last month’s board meeting regarding the psycho-social rehabilitation workers using the library for business purposes. He talked with a number of different agencies, at both the local and state levels, trying to get feedback on what the law really is and get some direction. The trustees held a special board meeting on February 24, 2010. Andrea Ohman from Human Dynamics and Diagnostics in Idaho Falls attended that meeting. The board decided they would invite specialists to come in and have a series of workshops so we can all be on the same page.

The Madison School District is having a meeting on Tuesday, March 23, 2010 (no time or place yet) for basically an outreach program for the community dealing with children with disabilities, special needs, and PSR-related issues. The purpose of that meeting is to gather all people in the community affected by these issues to make sure all the children are served. Janet Goodliff at the school district has been awarded a grant to do this. Blaine, Gordon, and Judy had all talked with Janet but did not know much more than what is stated here.

The library director has received numerous emails, written notes, and verbal comments from patrons that they do not like having the PSR workers in the library. Copies of some of the written comments were given to the board members. Patron comments center mainly around three things: 1) they feel uncomfortable hearing conversations they feel should be private; 2) they feel they cannot look for materials shelved near the tables where the PSR workers are carrying on their business; and 3) they are frustrated that most of the tables in the library are occupied by the PSR workers carrying on their business. The library staff also feels the PSR workers should not be carrying on their business in the library, and they don’t like listening to the conversations they also feel should be private. The director’s primary concern is that the PSR workers have brought children into the library who are out control, thereby creating safety issues for other library patrons and the staff.

Vonda Smith, a PSR worker from Human Dynamics and Diagnostics, brought some information with her and explained more about the program. The rules which govern PSR workers are found at www.adm.idaho.gov/administration rules; click on PSR rules 16.0310. PSR services are for children and adults. A PSR worker must have a bachelor’s degree in certain limited areas. PSR workers are certified by the state, must have a certain number of college credits in social work, and must complete 20 units of CEU each year. They are subject to extensive background checks.

Agencies who hire PSR workers must be credentialed by the state. They are reviewed every three years. Some agencies have been shut down for non-compliance.

Human Dynamics and Diagnostics is owned by a psychiatrist. They have psychotherapists who counsel children in house. They have PSR workers who spend a maximum of five hours with any given child per week. To receive PSR services a child must be qualified; all treatment must be “medically necessary”; those receiving PSR go to school, church, etc. Everything the PSR worker does with the child must be approved by the state, and services are carried out everywhere in the community.

Blaine asked the question that out of the five hours spent with the child, how much would be spent at any one place. Vonda responded that the child’s home is the first priority, the library is second, and other places in the community are then used. She commented that she has brought children to the summer reading program here at the library.

Blaine reiterated the library’s position which is that we want people to come to the library to use the library for library purposes. Everyone is welcome to come to the library to use the library for library purposes. A few people would, of course, not be welcome, such as those who commit crimes while using the library. He said the board is not certain they have an answer to the PSR problem. He likened the problem to the United States Supreme Court’s comments about pornography: they can’t define it but they know it when they see it.

Andrea Ohman, who also attended this meeting, addressed the concern that the conversations held between the PSR workers and their clients should be carried on in private. She said those conversations held in public are legal, justified, and not against HIPAA rules.

Blaine then closed this part of the board meeting saying we should wait to resolve some of these issues until after the meeting the school district was to hold the following Tuesday and see what happens. If we don’t get satisfaction from that meeting, then the board will revisit this issue.

The board also expressed the wish that people could be encouraged to be quiet in the library.

Programming for the Disabled

Gordon reported he had been doing research on needs assessments for the disabled. He has learned that the needs are very individualized for the developmentally disabled, so the board is unsure what we can offer in the way of programming. This issue is being addressed because some disabled adults have attended the story time which is meant for preschoolers.

New Library - Budget Figures

A discussion was held regarding the budget figures for the new library. Judy presented a spreadsheet showing the current contract price with Bateman-Hall, monies spent by the library so far, testing done and paid for, the architects total fee, bids accepted, bid proposals, estimates of items yet to be purchased, and the cost of the 3M automated materials handling (AMH) equipment.

          Children’s Game Computers from AWE

The decision was to wait to order these computers.

          Shelving Bid from Spacesaver

After discussion, Gordon moved and Jeniel seconded the motion to accept the bid from Spacesaver for the shelving. All voted in favor. The bid consisted of the basic metal shelving for the entire library ($192,603.82); buy back of “new” existing shelving (-$4,602.75); end panels, canopy tops (for the lower shelving), and column wraps ($97,452.36); and two glass enclosed hex-shaped study rooms ($10,210.90). Spacesaver will deliver and install the shelving in the addition, and when the remodeled portion is ready, they will deliver and install the shelving and study rooms in that part of the library.

          3M AMH Equipment

Judy presented the bids she had received from three different vendors for AMH equipment. The board had previously discussed in some depth the difference between the older style equipment and 3M’s new “sweep” system. Given the differences in the technology and the fact the library’s other RFID equipment is from 3M, the board decided to purchase the 3M equipment. Pam made the motion, Gordon seconded the motion, and all voted in favor of the 11 bin system at a cost of $311,633.00.

          Furniture Bid Proposal

The library received three bids for the furniture (chairs, tables, study carrels, lamps, etc.). The lowest bid was from InsideOut of Salt Lake City, but it was unclear in the bid if it included installation. Judy was assigned to find out if the proposal included installation, and the board decided to meet on Friday, March 19^th, at 12 noon to finalize their decision.

          Change Orders

Change orders that exceeded Judy’s monthly approval amount of $10,000 were presented. Henry moved to accept the change orders, Jeniel seconded the motion, and all voted in favor.

Budget Hearing Date

The date for the budget hearing for the 2010-2011 budget was set for August 18, 2010.

The meeting was adjourned at 7:50 pm upon Jeniel’s motion.