Board of Trustees

Agenda for Upcoming Board Meeting (November 15)

Madison Library District
Trustee Board Meeting
Agenda
Wednesday November 15, 2023
5:30 pm Community Room

1. Call meeting to order

2. Approve Bills (Action Item)

3. Approve Minutes (Action Item)

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. Trustee Training – Hyrum Erickson
B. Collection Development Policy Review

6. Unfinished Business
A. Personnel Policy Update – (Action Item)
B. Social Media Policy Review – (Action Item)

7. Trustee concerns (Informational Items)

8. Director’s Report

About the Board

The Madison Library District is a tax-supported, independent, local governmental entity existing under the laws of the State of Idaho. Although the geographic area served by this library is nearly the same as the Madison School District, the library district is not affiliated with the school district, the City of Rexburg, or Madison County.

The library is governed by a Board of Trustees. These five trustees are elected officials who live within the library district and serve without pay. Each trustee is elected for a term of six years, with elections taking place in May in odd years.

The Board meets once each month, usually on the third Wednesday at 5:30 pm. Announcements for each board meeting are posted in the main lobby of the library. The public is always welcome at board meetings. If you have items for the agenda, please call the Director at the library (208-356-3461).

  • Chair: Pamela Beard
  • Vice-Chair: Tony Derricott
  • Trustees: Carol Brown, Golden Fulcher, Dave Reeser.

Board Terms and Expirations

All board positions are held for a term of 6 years, with elections being held in odd numbered years. The following are the years of expiration for each seat:

2025: Seats A (Tony Derricott) and B (Carol Brown).
2027: Seats C (Golden Fulcher) and D (Pamela Beard).
2029: Seat E (Dave Reeser).

Pamela Beard

Tony Derricott

Vice-Chair

email: TrusteeA@madisonlib.org

Carol Brown

Trustee

email: TrusteeB@madisonlib.org

Golden Fulcher

Trustee

email: TrusteeC@madisonlib.org

Dave Reeser

Trustee

Board Meeting Minutes

2023

Madison Library District
Trustee Board Meeting and
Minutes
Wednesday January 25, 2023
5:30 pm Activity Room

1. Call meeting to order
Pamela called the meeting to order at 5:33pm. Those present: Pamela Beard, Tony Derricott, Golden Fulcher, and Carol Brown (Board members); Valerie Lloyd (Secretary); Lori Robertson (Accountant); Miranda Galbraith (Assistant Director). Beth Hanson, (Board member) was absent.

2. Amend Agenda (Action Item)
Carol moved to amend the agenda to add discussion/approval of a letter of intent required to complete a grant proposal. Good faith reason; the deadline was given to us two days ago. Golden seconded; All voted in favor.

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

4. Approve Minutes (Action Item)
Carrol moved to approve the minutes of the previous meeting. Golden 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. Change Board Meeting Dates in February and March.
The Director requested the dates of the February and March Board meeting be moved a week later to allow for the arrival of bills. The Board agreed with the suggestion and the new dates were noted.

B. Board By-Laws
The Board by-laws were updated to reflect that the Board meetings were being governed by the Idaho Open Meeting law requirements. Governance by Robert’s Rules of Order was removed.

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

Pamela adjourned the meeting at 6:10 pm.

 

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday February 22, 2023
5:30 pm Madison Library

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

Madison Library District
Trustee Board Meeting
Minutes
Wednesday March 22, 2023
5:30 pm Madison Library

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

Madison Library District
Trustee Board Meeting
Minutes
Wednesday April 19, 2023
5:30 pm Madison Library

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

Madison Library District
Trustee Board Meeting
Minutes
Wednesday May 17, 2023
5:30 pm Madison Library

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

Madison Library District
Trustee Board Meeting
Minutes
Wednesday June 14, 2023
5:30 pm Madison Library

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

Madison Library District
Trustee Board Meeting
Minutes
Wednesday July 19, 2023
5:30 pm Madison Library

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

Madison Library District
Trustee Board Meeting
Minutes
Wednesday August 16, 2023
5:30 pm Madison Library

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

Madison Library District
Trustee Board Meeting
Minutes
Wednesday September 20, 2023
5:30 pm Madison Library

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

2022

Madison Library District
Trustee Board Meeting
Minutes
Wednesday January 19, 2022
5:30 pm Madison Library

Meeting canceled due to Covid illness.

Madison Library District
Trustee Board Meeting
Minutes
Wednesday February 23, 2022
5:30 pm Madison Library

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

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

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

4. Approve Minutes (Action Item)
Beth moved to approve the minutes of the previous meeting. Golden 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.
No comments were made.

6. New Business
A. Approval of Fiscal Year 2021 Audit Report – Rudd & Co. (Action Item)
Tina Leishman and Josh Bingham from Rudd & Co. presented the findings of the annual audit of the 2020-2021 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.)
Golden moved to accept the report. Beth seconded; all voted in favor.

B. Public Computer Use Policy Review (Action Item)
The Board read this policy aloud. Finding no changes, Golden approved to accept the policy as it stands. Pam seconded; all voted in favor.

7. Unfinished Business
A. Centennial Celebration Discussion
The Director discussed upcoming events and plans for the year-long Centennial Celebration. Starting in February with the 1920’s, each month will feature a decade that will be the theme for programs and other events. In April, a USO tour is in the works to celebrate the 1940’s and a World War II highlight. More information regarding these events will be advertised.
B. Library Support Associations Discussion
In past meetings, the Board had discussed the difference between a Library Foundation, whose primary function is to secure higher level fundraising activities, corporate foundation grant writing and sponsorships, capital campaign fundraising for new and renovated buildings and major gift solicitation from individuals. A Friends of the Library group typically raises funds through book sales, advocacy, and fundraising events and volunteer activities. The idea was discussed that perhaps the current Foundation is operating as a Friends group and that if they changed their name to reflect what they are actually doing it might help them going forward. However, it was decided that now isn’t the best time to pursue these kind of changes because of how Covid and the economy have changed things. It has unofficially been tabled for discussion in the future.

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

Pamela adjourned the meeting at 6:45 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday March 16, 2022
5:30 pm Madison Library

1. Call meeting to order
Pamela called the meeting to order at 5:31pm. Those present: Pamela Beard, Tony Derricott, Golden Fulcher, Carol Brown, and Beth Hanson (Board members); Valerie Lloyd (Secretary); Leslie Harker (Head of Circulation); Lori Robertson (Accountant).

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

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

4. Approve Minutes (Action Item)
Beth moved to approve the minutes of the previous meeting as ammended. Golden 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.
No comments were made.

6. New Business
A. Presentation of Fiscal Year 2021Statistics – Director
The Director presented the statistics and pointed out a few changes from the previous fiscal year. Annual visits were 73,109. The Library had a total of 252 programs, including all ages, with a total attendance of 13,712.
B. Current Legislative Issues
House Bill 666 was discussed. This bill would amend existing law to remove protections for librarians allowing them to be prosecuted for “disseminating material harmful to minors.” The Director talked about public records requests, what constitutes a public record, and the need to separate personal information from public record. The Board discussed ways they could help address this. It was decided that individual letters to our legislative representative would be the best avenue to take.
C. Executive Session – Director Review
Pursuant to Idaho Code 74-206 (b) and after a roll call vote; Pamela, yes; Tony, yes; Golden, yes; Carol, yes; Beth, yes. The Board entered executive session at 7:15.
The Board exited executive session at 8:05.

7. Unfinished Business
There was no business to discuss.

8. Director’s Report
The Director discussed upcoming Library events, including the USO event on April 23 rd and the Regency Tea on April 29th. She also gave an update regarding preparation for the Summer Reading Program.

Pamela adjourned the meeting at 8:06 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday April 20, 2022
5:30 pm Madison Library

1. Call meeting to order
Pamela called the meeting to order at 5:40pm. Those present: Pamela Beard, Tony Derricott, Golden Fulcher, Carol Brown, and Beth Hanson (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant).

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

3. Approve Bills (Action Item)
Approval of the month’s bills was tabled until the May meeting.

4. Approve Minutes (Action Item)
Beth moved to approve the minutes of the previous meeting as amended. Golden 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.
No comments were made.

6. New Business
A. Set Annual Budget Hearing Date (Action Item)
Golden motioned to set August 17, 2022 as the date of the annual budget hearing. Carol seconded. All voted in favor.
B. Community Room Discussion (Action Item)
Given the growth in the area, the Library has expanded the number of programs. Due to the fact that the room is usually in use for these programs, the community room has not been available to the public. Due to the lack of public availability, it was decided to discontinue public reservation and use of the community room. Beth motioned to retire the Community Room Policy. Pamela seconded. Four voted in favor; Tony abstained.
C. Policy Development Policy Review (Action Item)
The Board read and reviewed this policy. Golden moved to approve the review of this policy. Beth seconded; all voted in favor.
D. Professional Development Policy Review (Action Item)
The word “class” was changed to “course” for clarification. Tony motioned to accept this policy as revised, Golden seconded; all voted in favor.

7. Unfinished Business
There was no business to discuss.

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

Pamela adjourned the meeting at 7:00pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday May 18, 2022
5:30 pm Madison Library

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

2. Approve Agenda (Action Item)
Beth moved to approve the agenda. Tony seconded; all voted in favor.

3. Approve Bills (Action Item)
Carol moved to approve the bills for April and May. Tony seconded; all voted in favor.

4. Approve Minutes (Action Item)
Pam moved to approve the minutes of the previous meeting. Beth 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.
No comments were made.

6. New Business
A. Board Member Leadership Discussion
No nominations for a change in Board leadership were made. The Board Chair will remain Pamela Beard and the Vice-Chair will remain Tony Derricott.
B. Personnel Policy Review (Action Item)
The Board read the Personnel Policy aloud. The different types of leave were addressed. Changes for clarification of paid vs unpaid leave will be made by the Director. This will be on the agenda for the June meeting.
C. Collection Development Policy Review (Action Item)
The Board read this policy. Minor changes to the adjustment of the media types were made for clarification. Beth motioned to accept the changes to this policy as amended. Pamela seconded; all voted in favor.

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

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

Pamela adjourned the meeting at 7:30pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday June 22, 2022
5:30 pm Madison Library

1. Call meeting to order
Pamela called the meeting to order at 5:33pm. Those present: Pamela Beard, Tony Derricott, Carol Brown, and Golden Fulcher (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Beth Hanson (Board member) was absent.

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

3. Approve Bills (Action Item)
Golden moved to approve the bills for April and May. Tony seconded; all voted in favor.

4. Approve Minutes (Action Item)
Tony moved to approve the minutes of the previous meeting. 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.
No comments were made.

6. New Business
A. Board Bylaws Review
The Board read and discussed updates to their bylaws. The Director will make these changes and bring the document to the meeting in June.
B. Strategic Plan Review
The Board read and discussed the strategic plan. The five-year plan covers 2019 to 2024. The Director noted that this should be on the agenda in the fall of 2023.

7. Unfinished Business
A. Personnel Policy Review (Action Item)
The Board read and updated the Personnel Policy. Golden moved to approve this policy contingent on the changes made. Carol 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.

Pamela adjourned the meeting at 7:30pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday July 20, 2022
5:30 pm Madison Library

1. Call meeting to order
Pamela called the meeting to order at 5:36pm. Those present: Pamela Beard, Tony Derricott, Golden Fulcher, Carol Brown, and Beth Hanson (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant).

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

3. Approve Bills (Action Item)
Beth moved to approve the bills for the previous month. Golden seconded; all voted in favor.

4. Approve Minutes (Action Item)
Golden moved to approve the minutes of the previous meeting. Tony 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.
No comments were made.

6. New Business
A. Preliminary 2022-2023 Budget Review
The Board reviewed a projected budget for the upcoming fiscal year. It was noted that we are taking into consideration the difference in the usual L2’s was adjusted as advised by the State Tax Commission. As these numbers are not final, no action was taken.
B. Public Internet Computer Use Policy Review (Action Item)
This item was tabled pending the date of last review. It will be addressed at a later date if necessary.

7. Unfinished Business
A. Board Bylaws Review (Action Item)
The Bylaws were read aloud. Minor changes were made regarding the length of a term Trustees may serve as Chairperson and Vice-Chairperson. Beth motioned to accept the changes. Golden 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.

Pamela adjourned the meeting at 6:50 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday August 17, 2022
5:30 pm Madison Library

1. Call meeting to order
In the absence of the Chairperson and Vice-Chairperson, Golden called the meeting to order at 5:37pm. Those present: Golden Fulcher, Carol Brown, and Beth Hanson (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Pamela Beard and Tony Derricott (Board members) were absent.

2. Approve Agenda (Action Item)
Carol moved to approve the agenda. Beth seconded; all voted in favor.

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

4. Approve Minutes (Action Item)
Beth moved to approve the minutes of the previous meeting. 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.
No comments were made.

6. New Business
A. Approve Budget for 2022-2023 Fiscal Year (Action Item)
After reviewing the budget, Beth moved to approve the budget for the 2022-2023 fiscal year. Golden seconded; all voted in favor.

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

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

Golden adjourned the meeting at 6:10 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday September 21, 2022
5:30 pm Madison Library

1. Call meeting to order
Pamela called the meeting to order at 5:36pm. Those present: Pamela Beard, Tony Derricott, Golden Fulcher, and Carol Brown (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant). Beth Hanson (Board member) was absent.

2. Approve Agenda (Action Item)
Pamela moved to amend the agenda to include item 6. C. Open the budget for the 2021-2022 fiscal year. Carol seconded; all voted in favor.
Golden moved to approve the agenda as amended. Tony seconded; all voted in favor.

3. Approve Bills (Action Item)
Tony moved to approve the bills. Pamela seconded; all voted in favor.

4. Approve Minutes (Action Item)
Golden moved to approve the minutes of the previous meeting. 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. Budget – Approve Request to Recover and Reserve Forgone Funds 2022-2023 Fiscal Year to be used for a capital project. (Action Item)
Pamela read the following resolution:
WHEREAS, Madison Library District intends to recover $37,724 a portion of its forgone amount, for a capital project in the fiscal year 2022-2023 budget, NOW THEREFORE BE IT RESOLVED, by the majority vote taken by the Board of Trustees of the Madison Library District on September 21, 2022 that the above stated amount be included in the property tax to be levied in 2022-2023 fiscal year.

Pamela motioned to accept the resolution to recover the $37,724 of the forgone amount. Tony seconded; all voted in favor.

Pamela read this second resolution:
WHEREAS, Madison Library District intends to reserve $49,533 the forgone amount.
NOW THEREFORE BE IT RESOLVED, by the majority vote taken by the Board of Trustees of the Madison Library District on September 21, 2022 that the above stated amount be included in the property tax to be levied in 2022-2023 fiscal year.

Golden motioned to accept the resolution to reserve $49,533 of the forgone amount. Tony seconded; all voted in favor.

B. Patron Code of Conduct Policy Review
The Board read the Patron Code of Conduct Policy aloud. Updates included specific clothing required for entrance into the building and ADA specifications regarding service animals. These changes will be made and brought to the next Board meeting for approval.
C. Amended agenda item: Open the Budget for the 2021-2022 fiscal year. (Action Item) Carol motioned to open the budget for the 2021-2022 fiscal year in order to bring forward funds for the purchase of a new automatic materials handler.
Golden seconded; all voted in favor.

The Board discussed the installation and purchase of a new sorting system. As the Director has been working with Bibliotheca for over a year and half on this and taking manufacturing and shipping delays due to Covid, the specific date of delivery and installation was unknown. Therefore, it was necessary to open the budget to account for the purchase of the new sorting machine at the present time.

Golden motioned to approve the proposed change to the budget to account for the purchase of the new machine. Tony seconded; all voted in favor.

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

8. Director’s Report
The Director updated the Board on recent events at the Library. The new sorting machine from Bibliotheca is still being fine-tuned as was expected in the early stages of implantation.

Pamela motioned to adjourned the meeting at 7:00 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday October 19, 2022
5:30 pm Madison Library

1. Call meeting to order
Pamela called the meeting to order at 5:36pm. Those present: Pamela Beard, Tony Derricott, Golden Fulcher, Beth Hanson, and Carol Brown (Board members); Valerie Lloyd (Secretary); Miranda Galbraith (Assistant Director); Lori Robertson (Accountant).

2. Approve Agenda (Action Item)
Golden moved accept the agenda. Carol seconded; all voted in favor.

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

4. Approve Minutes (Action Item)
Carol moved to approve the minutes of the previous meeting. Beth 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. Budget – Approve Request to Reserve Foregone Funds 2022-2023 Fiscal Year for General Use (Action Item)
Pamela read the following:

WHEREAS, the Madison Library District intends to recover $12,574, a portion of its foregone amount, to be used for general purposes from the maintenance and operations budget in the fiscal year 2022-2023 budget,

THEREFORE, BE IT RESOLVED by the majority vote taken by the Board of Trustees of the Madison Library District on October 19, 2022 that the above stated amount be included in the property tax to be levied in the 2022-2023 fiscal year.

Beth motioned to approve the request to reserve foregone funds. Tony seconded: all voted in favor.

B. Trustee Training – Clay Ritter, Public Libraries Representative Idaho Commission for Libraries
Clay Ritter spoke to the Board. He discussed current concerns such as First Amendment audits, records retention policies, and public records requests. Clay recommended suggestions on how to be prepared for these concerns. He offered his help with continued guidance and training as we proceed forward.

C. Collection Development Policy Review
The Board read and discussed the suggested additions/changes made by the Director. These updates will be made and a draft will be brought to the next meeting.

7. Unfinished Business
A. Patron Code of Conduct Policy Review (Action Item)
The Board reviewed this policy. Changes for clarification and compliance with current legal updates were made. These edits will be made to be addressed at the November meeting.

8. Director’s Report
The Board members received an email with a summary of events that happened at the Library over the previous month. A report on the LCEI conference hosted by the Library in September were discussed. An update on the new AMH “Lucii” was given. It was noted that the Library is seeing an increase in program attendance.

Pamela motioned to adjourned the meeting at 7:12 pm.

____________________________________                                                           ____________________________________
Pamela Beard, Chairman                                                                                       Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
Wednesday November 16, 2022
5:30 pm Madison Library

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

2. Approve Agenda (Action Item)
Beth moved accept the agenda. Carol seconded; all voted in favor.

3. Approve Bills (Action Item)
Due to not having received all the bills, checks could not be presented & approved. This will be done at the next Board meeting.

4. Approve Minutes (Action Item)
Golden moved to approve the minutes of the previous meeting. Beth 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. Upcoming Library Events
The Director discussed the opportunities for the Board members to volunteer to help during the Christmas Extravaganza on December 5th . Plans and activities for the Centennial Celebration, on December 16th were also discussed.

7. Unfinished Business
A. Patron Code of Conduct Policy Review (Action Item)
The Board read the proposed additions to this policy aloud. Tony moved to accept the changes. Golden seconded; all voted in favor.

B. Collection Development Policy (Action Item)
This policy was reviewed by the Board. Discussion regarding request for material reconsideration was discussed. Updates to this form were suggested. The Director will make these changes and bring them to the February meeting.

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 motioned to adjourned the meeting at 6:42 pm.

____________________________________                                                           ____________________________________
Tony Derricott, Vice – Chairman                                                                          Valerie Lloyd, Secretary

Madison Library District
Trustee Board Meeting
Minutes
December 21, 2022

No meeting was held this month.

Annual Audit

Click here to see the current and previous years.

Regular Hours of Operation

  • Monday: 9:00 am – 6:00 pm
  • Tuesday - Wednesday: 9:00 am – 8:00 pm
  • Thursday: 11:00 am – 8:00 pm
  • Friday: 10:00 am – 6:00 pm
  • Saturday: 10:00 am – 2:00 pm
  • Sunday: CLOSED

Closures in 2023

  • January 2 – New Year’s
  • January 16 – Martin Luther King, Jr., Day
  • February 20 – Presidents Day
  • March 24 – Staff Development Day
  • April 1 – Building Maintenance
  • May 27-29 – Memorial Day
  • June 19 – Juneteenth
  • July 4 – Independence Day
  • September 2-4 – Labor Day
  • September 28 – Library Conference (LCEI)
  • September 29-30 – Building Maintenance
  • November 10-11 – Veterans Day
  • November 22 – Closing at 5:00 pm
  • November 23-25 – Thanksgiving
  • December 23-26 – Christmas
  • December 30-31, 2023 – New Year’s
  • January 1, 2024 – New Year’s Day

Address

73 North Center
Rexburg, Idaho 83440

We are located on Center Street, just north of Main Street, by the Historic Rexburg Tabernacle.

Contact Us

(208) 356-3461
24 Hour Phone Renewal: (208) 356-6658
askmadisonlibrary@madisonlib.org

Madison Library District

73 North Center
Rexburg, ID 83440
A public library.

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