Minutes of the Board of Trustees

Tuesday, March 8th 2016

Approved on Wednesday, April 13th 2016

March 8, 2016

Minutes of the Board of Trustees

Twin Falls Public Library

The regular meeting of the Board of Trustees was held on Wednesday, March 8, 2016 in the Library’s Board Room.  Attending the meeting were Trustees John Van Engelen, Ben Cluff, Margaret Peck and Kyle Tarbett; Library Director Tara Bartley; City Council Liaison Suzanne Hawkins; Library Staff Member Wanda Harris.  Absent, Chris Vaage

Chairman Ben Cluff called the meeting to order at 4:30 p.m.

The Trustees MSC approval of March 8, 2016 agenda. 

The Trustees MSC the approval of the February 10, 2016 minutes.

The Trustees MSC the approval of the February  2016 bills. Vote taken. Approved.

Financial and Statistical report review. No discussion. Motion to approve. Approved.


Communications & Correspondence


National Library Week, April 10-15. Schedule was presented by Tara. Week long event, including Food For Fines with this. Monday is kick-off. With a theme “Because of You…”. Effort is to connect with the community. Will have stations throughout the library, presenting non-traditional activities in each department. 3D printer would be example, each department will have something. The trustees are invited to our open-house style event at 3pm Monday.  We would also like to see someone from the city. Suzanne Hawkins volunteered to attend. An invitation will also be given to the mayor by Suzanne.  Tuesday is Volunteer Recognition with a luncheon at Noon, the trustees are also invited to this. Saturday is a children’s program, there will be people dressed up like storybook characters. We had big success with a similar program we did in December.

Working on promotional videos with CSI student interns. It will be a nice highlight for the library.  They will discuss non-traditional aspects. Have also discussed training videos for patrons.

In Youth Services, our story time numbers are rising. Friday 10:30am, had 90 kids and parents consistently. Have added another story time. May add another toddler time as well. Kasi Allen has brought a lot of energy to that department.

Notary Service is Available now, free to residents of Twin Falls. $2.00 non-resident fee.

Meeting Room update. Have 3 different organizations signed up already. Have others wanting to use it, had to decline them for different reasons. 

City Council

City Council Liaison report (Suzanne Hawkins):

Demolition starts downtown any day. Ribbon cutting in May for Splash Pad. Growth is happening, lot of subdivisions coming in. Cliff Bar in May.

Library Foundation

No report

Finance & Budgeting

Finance/Budgeting (Kyle)

Met last week, talked about the new budget. Have 2 budgets prepared. Discussed adding person to staff, for marketing and social media, outreach. No MLS degree required. Currently being done by outreach librarian and others. More experience will help. 2 budgets, one with additional personnel expense, one without. Committee had questions regarding adding an employee. Marketing is being done now, but not to full potential. Want it to be more professional. Part-time people don’t stay. Want to offer this person benefits. One option discussed is to eliminate a current part-time position, then create a full-time position. The Library budget is separate from the city budget. Approval to make request for additional employee as presented in budget. 

Building & Grounds

Building/Grounds (John and Kyle)

Capital Improvements, will be looking at roof over 1991 addition. Have been having leaks. When had patch done, was recommended to replace. Looked at last week. Also, security for doors, upgrades on interior and exterior doors. Roots are coming up from trees, interferes with sprinkler system. 

Planning & Public Relations

No report

Operations & Personnel

No report

Business Issues

Business Issues:

Hot spot lending. Last year, talked about different services to offer patrons. How can we make services available to those outside the library who may not have a way to access? First thought was mobile devices, set money aside in the budget for that. As we looked at that closely, we realized that people have devices, but no internet access. Recommendation is to purchase hot spot devices, lend to patrons. Showed a breakdown of the costs on monitor. Cannot control usage. Can deactivate if it is lost or stolen. Would put policy in place first.  5 devices can hook up to one hot spot. Password protected. Unsure if contract is needed. Designed for low-income families, people traveling. Last year $6,000 was set aside for these types of items. If it is not a multi-year contract, we should go forward. Approval to go forward, present policy at next meeting. 

Library Staff

No report

Library Director

Library Director Report:  

ILS update, on schedule. 25th of May, will have Polaris. On the 19th will be off-line, cannot do holds or collect fines 19th -25th. This month, start training. Cataloging training, Circulation training 22nd – 23rd of March. Workflow training, main cataloger only. One person will train staff here.

Building Services Department Head resigned. He was with us for 8 months, 2 was with temp agency. Scheduling has been an issue. Have benefits. Any recommendations, please let me know. Manages 4 part-time custodians in that department. Understanding of HVAC and boiler.

Have reviewed procedures, including Dress Code. Basics, keep it professional. Discussed tattoos, hair color. Can show a copy to Fritz if needed. Board was given copy. 

Public Comment

No report

Additional Comments

Library Incidents:

Now locking foyer doors. There were complaints from custodians. People were in there all night, messy and smells. Looked at videos, had a lot of activity. Notified TFPD, they will keep an eye on our ramp more. We are a public building. Opening the doors at 6am, when the custodians come in. Book drop in the back will be only book return available in evening .

Will schedule upcoming committee meetings, Building/Grounds and Financial/Budgeting.


Ben Cluff announced the next regular meeting is April 13 th, 2016 and adjourned the meeting at 5:55pm.


                              Respectfully submitted,

                        Wanda Harris, Sec. Pro. Tem


*sent to and reviewed by John Van Engelen, Secretary