1. Call meeting to order
Tony called the meeting to order at 5:32pm. Those present: Tony Derricott, Beth Hanson, and Carol Brown (Board members); Valerie Lloyd (Secretary); Lori Robertson (Accountant); Miranda Galbraith (Assistant Director). Pamela Beard and Golden Fulcher (Board members) were absent.

2. Approve Bills (Action Item)
Carol moved to approve the bills as presented. Beth seconded; all voted in favor.

3. Approve Minutes (Action Item)
Beth moved to approve the minutes of the previous meeting. Carol seconded; all voted in favor.

4. Public Comment
Not scheduled on the agenda (limit 2 Minutes); issues may be considered for discussion on a future agenda. Please keep comments on point and respectful.
There were no visitors.

5. New Business
A. Audit Report – Rudd & Co. (Action Item)
Tina Leishman and Josh Bingham from Rudd & Co. presented the findings of the annual audit of the 2021-2022 fiscal year to the Board. Tina gave the Library District a clean report. She stated that the Madison Library District was in conformity with general accounting principles. There were no major concerns, and the audit was successfully completed. (Note: the auditors left the meeting at this point.)
Formal acceptance of this audit will be made at the March meeting.

B. Annual Statistics Report – Director
The Director presented the statistics and highlighted a few changes from the previous fiscal year. 121,817 people visited the Library compared to 73,109 from previous year. The Library had 113,951 physical items and 47,354 digital items for a total collection size of 161,305. A total of 457,637 items were checked out in the year. The Library had 462 programs, including all ages, with a total attendance of 19,995.

C. Resolution to Move Funds from Zions to ICCU – (Action Item)
The resolution was read by Tony. Beth made a motioned to accept. Carol seconded; all voted in favor.

6. Unfinished Business
A. Collection Development Policy (Action Item)
The Board read this policy aloud. One typographical error was noted; hyperlinks were checked to be active. Beth motioned to accept the policy. Carol seconded; all voted in favor.

7. Director’s Report
The Board members received an email with a summary of events that happened at the Library over the previous month.

Tony adjourned the meeting at 6:50 pm.

__________________________________                           ____________________________________
Tony Derricott, Vice-Chairman                                                              Valerie Lloyd, Secretary

1. Call meeting to order
Pamela called the meeting to order at 5:35 pm. Those present: Pamela Beard, Tony Derricott, Golden Fulcher, Beth Hanson, Carol Brown (Board members); Valerie Lloyd (Secretary); Lori Robertson (Accountant); Miranda Galbraith (Assistant Director).

2. Approve Bills (Action Item)
Carol moved to approve the bills as presented. Tony seconded; all voted in favor.

3. Approve Minutes (Action Item)
Carol moved to approve the minutes of the previous meeting. Beth seconded; all voted in favor.

4. Public Comment
Not scheduled on the agenda (limit 2 Minutes); issues may be considered for discussion on a future agenda. Please keep comments on point and respectful.
There were no visitors.

5. New Business
A. Executive Session Idaho Code 74-206 (1) (b) To consider the evaluation, dismissal or disciplining of, or to hear complaints or charges brought against, a public officer, employee, staff member or individual agent, or public-school student. (Action Item)
Pursuant to Idaho Code 74-206 (b) and after a roll call vote; Pamela, yes; Beth, yes; Tony, yes; Carol, yes; Golden, yes; the Board entered executive session at 5:58 pm. The Board exited executive session at 6:38 pm.

B. Set Date for Budget Hearing. (Action Item)
Beth proposed that August 16, 2023, be the date set for the annual budget hearing. Tony seconded; all voted in favor.

C. Operating Procedures Development Policy Review (Action Item)
The Board reviewed this policy. No changes were made. Beth moved to accept this policy as it stands. Carol seconded; all voted in favor.

D. Professional Development Policy Review (Action Item)
The Board read this policy aloud. The word “Administration” was added in two areas in conjunction with “Staff”. The word “online” is to be stricken under employee responsibilities. Tony moved to approve the policy with the changes added. Golden seconded; all voted in favor.

E. First Amendment Audit Training
The Director presented information to the Board regarding first amendment audits. She defined what an audit was and what the rights of the people and staff in the area or building have. Instructions on best practices and how to handle this were presented. A YouTube video of an actual audit was shown. There was a question and answer session at the end.

6. Unfinished Business
A. Accept 2021-2022 Audit Report (Action Item)
Beth moved to accept the Audit Report of the 2021-2022 fiscal year. Carol seconded; all voted in favor.

7. Director’s Report
The Board members received an email with a summary of events that happened at the Library over the previous month.

Pam adjourned the meeting at 7:26 pm.

__________________________________                           ____________________________________
Pamela Beard, Chairman                                                                        Valerie Lloyd, Secretary

1. Call meeting to order
Pamela called the meeting to order at 5:30 pm. Those present: Pamela Beard, Tony Derricott, Golden Fulcher, Beth Hanson, Carol Brown (Board members); Valerie Lloyd (Secretary); Lori Robertson (Accountant); Miranda Galbraith (Assistant Director); Leslie Harker (Office Manager).

2. Approve Bills (Action Item)
Carol moved to approve the bills as presented. Golden seconded; all voted in favor.

3. Approve Minutes (Action Item)
Beth moved to approve the minutes of the previous meeting with formatting errors corrected. Golden seconded; all voted in favor.

4. Public Comment
Not scheduled on the agenda (limit 2 Minutes); issues may be considered for discussion on a future agenda. Please keep comments on point and respectful.

5. New Business
A. Staffing Shortage and Reduction of Hours Discussion
The Director informed the Board about the difficulty the Library is having hiring employees. She informed them that 3 people have been hired. This is a problem many businesses, including both BYUI and Madison and Sugar-Salem School Districts are having as well. This has resulted in the temporary reduction of open hours. Monday evening, Thursday morning, and Saturday afternoon hours have all been reduced by two hours. The Library should be back to normal operating hours by the end of May, provided sufficient people have been hired and trained.

B. Vehicle Use Policy (Action Item)
The Board members read this policy aloud. Golden moved to accept the Vehicle Use Policy with suggested formatting changes. Beth seconded; all voted in favor.

C. Circulation Policy (Action Item)
This policy was read aloud by the Board members. Beth motioned to accept the Circulation Policy with suggested formatting changes. Golden seconded; all voted in favor.

D. Community Outreach Discussion
The Director discussed the need to reduce some of the Library’s outreach hours due to staffing difficulties.

6. Unfinished Business
There was no unfinished business to discuss.

7. Director’s Report
The Board members received an email with a summary of events that happened at the Library over the previous month.

Pam adjourned the meeting at 6:05 pm.

__________________________________                           ____________________________________
Pamela Beard, Chairman                                                                        Valerie Lloyd, Secretary

1. Call meeting to order
Pamela called the meeting to order at 5:30 pm. Those present: Pamela Beard, Tony Derricott, Golden Fulcher, Beth Hanson (Board members); Valerie Lloyd (Secretary); Lori Robertson (Accountant); Miranda Galbraith (Assistant Director). Carol Brown (Board Member) was absent.

2. Approve Bills (Action Item)
Golden moved to approve the bills as presented. Beth seconded; all voted in favor.

3. Approve Minutes (Action Item)
Tony moved to approve the minutes of the previous meeting. Golden seconded; all voted in favor.

4. Public Comment
Not scheduled on the agenda (limit 2 minutes); issues may be considered for discussion on a future agenda. Please keep comments on point and respectful.
There were no visitors.

5. New Business
A. Presentation to the Board by Sonya Fulcher
Sonya informed the Board that she had recently attended a Teachers Union meeting which addressed how librarians and teachers are affected by the proposed laws in the House and Senate in the most recent session. She wanted to express gratitude to her local librarians and acknowledged their efforts in joining educators throughout the state.

B. Board Bylaws – Discussion (Action Item)
The Board reviewed the points of the Bylaws referring to election of officers and extended term limits. The Director will update this change and bring this to the June meeting for approval.

C. Internet Safety Policy – Review (Action Item)
The Board read through this policy. Tony volunteered to research information regarding public vs private computer access regulations with reference to Idaho Code 33-27-41.

D. Building Grant
Abby Reeser presented the request for a grant and discussed the likelihood of the Library needing to spend some of its reserves in conjunction with this. The grant is due in June.

6. Unfinished Business
There was no unfinished business to discuss.

7. Director’s Report
The Board members received an email with a summary of events that happened at the Library over the previous month.

Pam adjourned the meeting at 7:40 pm.

__________________________________                           ____________________________________
Pamela Beard, Chairman                                                                        Valerie Lloyd, Secretary

1. Call meeting to order
Pamela called the meeting to order at 5:30 pm. Those present: Pamela Beard, Tony Derricott, Golden Fulcher, Carol Brown, David Reeser (Board members); Valerie Lloyd (Secretary); Lori Robertson (Accountant); Miranda Galbraith (Assistant Director). Beth Hanson former Board Member.

2. Approve Bills (Action Item)
Beth moved to approve the bills as presented. Carol seconded; all voted in favor.

3. Approve Minutes (Action Item)
It was noted that Carol was absent from the May meeting but had been listed in attendance. This change was noted. Golden moved to approve the minutes of the previous meeting with the update. Tony seconded; all voted in favor.

4. Public Comment
Not scheduled on the agenda (limit 2 minutes); issues may be considered for discussion on a future agenda. Please keep comments on point and respectful.
There were no visitors.

5. New Business
A. Swear in New Trustee – David Reeser
Pursuant to Idaho Code 33-2715, Pamela swore in Dave Reeser as the new trustee.

B. Personnel Policy Revision (Action Item)
The Board reviewed the changes from the previous meeting. These changes were regarding business credit card authority and responsibility. The Director will make the changes and bring them to the July meeting.

C. Executive Session Idaho Code 74-206 (1) (b) To consider the evaluation, dismissal or disciplining of, or to hear complaints or charges brought against, a public officer, employee, staff member or individual agent, or public school student. (Action Item) Pursuant to Idaho Code 74-206 (1) (b) and after a rollcall vote; Pam (yes), Tony(yes), Golden (yes), Carol (yes), David (yes). The Board Entered into Executive session at 6:00 pm. The Board exited Executive Session at 6:37 pm.

D. Board Bylaws Revision (Action Item)
The Board read and discussed changes. The Director will amend the document and bring it to the July meeting.

E. Internet Safety Policy – Review (Action Item)
This was tabled and will be on the July meeting agenda.

F. Building Grant
After reviewing the estimated costs of an addition as well as missing deadline of this proposal, it was dismissed. Since there was nothing official regarding this no official action motion was needed.

6. Unfinished Business
There was no unfinished business to discuss.

7. Director’s Report
The Board members received an email with a summary of events that happened at the Library over the previous month.

Pam adjourned the meeting at 7:40 pm.

__________________________________                           ____________________________________
Pamela Beard, Chairman                                                                        Valerie Lloyd, Secretary

1. Call meeting to order
Pamela called the meeting to order at 5:30 pm. Those present: Pamela Beard, Tony Derricott, Golden Fulcher, Carol Brown, (Board members); Valerie Vail (Secretary); Lori Robertson (Accountant); Miranda Galbraith (Assistant Director). David Reeser (Board Member) was absent.

2. Approve Bills (Action Item)
Carol moved to approve the bills as presented. Golden seconded; all voted in favor.

3. Approve Minutes (Action Item)
Golden moved to approve the minutes of the previous meeting with the update. Tony seconded; all voted in favor.

4. Public Comment
Not scheduled on the agenda (limit 2 minutes); issues may be considered for discussion on a future agenda. Please keep comments on point and respectful.
There were no visitors.

5. Unfinished Business
A. Internet Safety Policy – (Review Action Item)
The Board read this policy aloud. Computer terms were updated to reflect current specifications. The Director will make these changes and bring a new draft to the August meeting for approval.

B. Board Bylaws Revision – (Action Item)
The Board read and discussed their Bylaws. The Director will make updates and bring a new draft that includes the suggested changes to the August meeting.

C. Personnel Policy Revision – (Action Item)
The Board read aloud the proposed changes regarding employee responsibility with respect to credit card use. Golden moved to accept the proposed changes. Carol seconded; all voted in favor.

6. New Business
A. Preliminary 2023 – 2024 Budget Review
The Board reviewed the projected next fiscal year’s budget. The Accountant and the Director explained proposed adjustments. This budget will be brought to the Annual Budget Hearing in August for further discussion and approval.

7. Director’s Report
The Board members received an email with a summary of events that happened at the Library over the previous month.

Pam adjourned the meeting at 7:40 pm.

__________________________________                           ____________________________________
Pamela Beard, Chairman                                                                        Valerie Lloyd, Secretary

1. Call meeting to order
Tony Derricott called the meeting to order at 5:30 pm. Those present: Tony Derricott, Golden Fulcher, Carol Brown, David Reeser (Board members); Valerie Vail (Secretary); Lori Robertson (Accountant); Miranda Galbraith (Assistant Director). Pamela Beard, (Board Member) was absent.

2. Approve Agenda (Action Item)
David motioned to approve the agenda. Golden seconded; all voted in favor.

3. Approve Bills (Action Item)
Carol motioned to approve the bills. David seconded; all voted in favor.

4. Approve Minutes (Action Item)
Golden motioned to approve the minutes from the July meeting amended to note David Reeser’s absence. Carol
seconded; all voted in favor.

5. Public Comment
Not scheduled on the agenda (limit 2 minutes); issues may be considered for discussion on a future agenda. Please keep comments on point and respectful.
There were no visitors.

6. New Business
A. Approve Budget for 2023-2024 Fiscal Year (Action Item)
After reviewing the budget, David moved to approve the budget for the 2023-2024 fiscal year. Golden seconded; all voted in favor.

7. Unfinished Business
A. Internet Safety Policy Review (Action Item)
The Board reviewed and discussed a few updates regarding the technical terminology. Golden motioned to approve the Internet Safety Policy as modified. Carol seconded; all voted in favor.

B. Board Bylaws Revision (Action Item)
Golden moved to accept the Board Bylaws as revised. David seconded; all voted in favor.

8. Director’s Report
The Board members received an email with a summary of events that happened at the Library over the previous month.

Tony adjourned the meeting at 6:07 pm.

__________________________________                           ____________________________________
Tony Derricott, Vice-Chairman                                                                        Valerie Lloyd, Secretary

1. Call meeting to order
Tony Derricott was asked to conduct and called the meeting to order at 5:30 pm. Those present: Pamela Beard, Tony Derricott, Golden Fulcher, Carol Brown, David Reeser (Board members); Valerie Vail (Secretary); Lori Robertson (Accountant); Miranda Galbraith (Assistant Director).

2. Approve Bills (Action Item)
Pamela motioned to approve the bills. David seconded; all voted in favor.

3. Approve Minutes (Action Item)
Carol motioned to approve the minutes from the August meeting. Golden seconded; all voted in favor.

4. Public Comment
Not scheduled on the agenda (limit 2 minutes); issues may be considered for discussion on a future agenda. Please keep comments on point and respectful.
There were no visitors.

5. New Business
A. Social Media Policy Review
The Board read this policy aloud. The Director will contact the Human Resources Risk Manager at ICRMP to make sure the wording is correct in section D, 1, iv. and bring an updated draft to the meeting in October.

B. Preliminary Legislative Discussion
The upcoming legislation session and how proposed changes based on previous sessions may affect the Library was discussed. Golden suggested attending the January 15, 2024 Lobby Day event to discuss issues and meet with legislators. The Assistant Director mentioned a tutorial available from Niche Academy called ‘Fighting for the First’ which gave information on censorship and the right to read. She will send the link to the Board.

6. Unfinished Business
There was no unfinished business to discuss.

7. Director’s Report
The Board members received an email with a summary of events that happened at the Library over the previous month.

Tony adjourned the meeting at 6:12 pm.

__________________________________                           ____________________________________
Tony Derricott, Vice-Chairman                                                                        Valerie Lloyd, Secretary