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

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

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.