TREMONTON CITY LIBRARY
BOARD MEETING
November 2, 2016
Members Present:
Kim Griffiths, Library Director
Diana Doutre, City Council Representative
Carol Jones, Vice Chairperson
Rick Jeppesen, Board Member
Annette Macfarlane, Board Member
Kathy Wood, Board Member
Rebecca Jeppesen, Librarian-Secretary
Members Excused:
Linda James, Chairperson
Laura Bloomfield, Board Secretary
Dan Richard, Board Member
Members Absent:
Nancy Bills, Board Member
The meeting was called to order by Kristen Stehel at 6:05 p.m. The meeting was held in the Tremonton City Building at 102 North Tremont Street, Tremonton, Utah. Those in attendance were Tremonton Library Director Kim Griffiths, Council Representative Diana Doutre, Vice Chairperson Carol Jones, Board Members Rick Jeppesen, Annette Macfarlane, Kathy Wood, Librarian-Secretary Rebecca Jeppesen, Garland Library Director Melanie Capener, and Utah State Library Data Coordinator Kristen Stehel.
OPEN MEETING TRAINING WITH GARLAND LIBRARY BOARD AND TREMONTON CITY BOARDS
1. Welcome
State Library Data Coordinator Kristen Stehel opened the meeting and asked everyone to introduce themselves.
2. Presentation by Utah State Library
State Library Data Coordinator Stehel passed out copies of Utah Library Laws and reviewed the Utah Codes.
All library board business must be conducted in an official meeting. Emergency meetings cannot be held unless an attempt has been made to notify all library board members and a majority of them approve the meeting. A library board may discuss resolutions, rules, and regulations in closed meetings, but they cannot vote on anything in closed meetings. Public notice of the date, time, place, agenda, and items to be voted on must be posted at least 24 hours before each open meeting. Electronic access to the meeting may be arranged in advance.
Each library board meeting is recorded and made available to the public for listening within three business days. A written draft listing participants, summarizing matters discussed, and documenting individual votes, will be approved by the library board at their next meeting. The approved minutes will be posted and made available to the public within three business days. After being stored at the library for three years, they may be sent to state archives for permanent storage.
TREMONTON LIBRARY BOARD MEETING
1. Welcome
Vice Chairperson Jones opened the meeting.
2. Approval of Agenda
Motion by Council Representative Doutre to approve the Agenda, with the Annual Meeting Schedule Year changed to 2017. Board Member Jeppesen seconded the motion. Vote: City Council Representative Doutre – aye, Vice Chairperson Jones – aye, Board Member Jeppesen – aye, Board Member Macfarlane – aye, Board Member Wood – aye. The motion carried.
3. Approval of Minutes from July 20, 2016
Motion by Board Member Macfarlane to approve the Minutes of July 20, 2016. Board Member Wood seconded the motion. Vote: City Council Representative Doutre – aye, Vice Chairperson Jones – aye, Board Member Jeppesen – aye, Board Member Macfarlane – aye, Board Member Wood – aye. The motion carried.
4. Public comments: This is an opportunity to address the Library Board regarding your concerns or ideas. Please limit your comments to three minutes.
There were no public comments.
5. New Business
a. Review Code of Conduct Policy
Board Member Macfarlane explained that any individual claiming a need to bring an emotional support animal into the library, under the Americans with Disabilities Act, needs to verify their claim with a doctor’s letter. The letter needs to be less than a year old and needs to include the doctor’s name, phone number, school graduated from, and license number. The Library Board would like this information to be added to the Code of Conduct Policy. Director Griffiths will review the Code of Conduct Policy with the library staff and ask them for recommendations. She will present the recommendations at the next library board meeting.
b. Vote on 2017 Annual Meeting Schedule
The scheduled dates for Library Board Meetings in 2017 are January 18, April 19, July 19, and October 18.
Motion by Board Member Jeppesen to approve the 2017 Annual Meeting Schedule. Board Member Macfarlane seconded the motion. Vote: City Council Representative Doutre – aye, Vice Chairperson Jones – aye, Board Member Jeppesen – aye, Board Member Macfarlane – aye, Board Member Wood – aye. The motion carried.
6. Board Reports
a. Library Director’s Report
In July, 69 children played pioneer games and made toy crafts, 130 individuals attended the Harry Potter Birthday Party, 10 adults participated in an Author Writing Class, and 107 youth signed up for the Beat the Librarian Contest. In August, 48 children, 20 teens, and 24 adults attended the Summer Reading End Parties, and approximately 54 individuals came to the Beat the Librarian Prize Party. In September, 160 children created Play Unplugged Crafts, 37 children made fall crafts, 29 adults decorated snowman-scarecrow boards, and 10 teens decorated the library for Halloween. In October, 49 individuals participated in Observe the Moon Night activities, and 21 parents and children baked and decorated Halloween sugar cookies.
Board Member Macfarlane expressed appreciation for library’s support of the Play Unplugged summer program. Director Griffiths expressed interest in being more involved in the program next year. Brag Badges would cost about $300.
b. Business Topics for the Next Board Meeting
Discuss library staff suggestions for Code of Conduct Policy.
7. Calendar Items
a. Next Library Board Meeting will be held on January 18, 2017.
b. Advanced Computer Class on Tuesdays from 9 – 11 a.m. (Senior Center)
c. Computer Class on Tuesdays from 6-8 p.m. (Senior Center)
d. Computer Help Class on Wednesdays from 9 – 11 a.m. (Senior Center)
e. Beginning Computer Class on Thursdays from 9 – 11 a.m. (Senior Center)
f. Needlecraft Class on Thursdays from 4 – 6 p.m.
g. Children’s Story Hour on Fridays at 10 a.m.
h. Drawing Class with Gary Brantner on 1st Friday from 5-7 p.m.
i. Teen Games on November 12 from 12-2 p.m.
j. Pumpkin Wonton Cooking Class with Debby Carter on November 19 at 4 p.m. (Senior Center)
k. Teen Christmas Craft all day on December 9 and 10
l. Children’s Christmas Party with the Grinch on December 12 from 6 – 8 p.m.
8. Adjournment
Motion by Council Representative Doutre to adjourn the meeting. Board Member Macfarlane seconded the motion. Vote: City Council Representative Doutre – aye, Vice Chairperson Jones – aye, Board Member Jeppesen – aye, Board Member Macfarlane – aye, Board Member Wood – aye. The motion carried.
The meeting adjourned at 7:22 p.m.
The undersigned duly acting and appointed Library Director and Library Board Chairperson for the Tremonton Library Board hereby certifies that the foregoing is a true and correct copy of the minutes for the Library Board Meeting held on the above referenced date. Minutes were prepared by Rebecca Jeppesen.
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Kim Griffiths
Library Director
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Linda James
Chairperson