This section is for the foundational (intellectual freedom) documents of libraries, library elections, Idaho’s Open Meetings Law and its requirements, information on the library’s attorney, the Idaho Counties Risk Management Program (ICRMP), Idaho’s library laws, Idaho’s Public Records Act, and records retention guidelines.
- The American Library Association’s Intellectual Freedom documents
- An explanation of elections relevant to the library, including trustees, plant facilities, construction bond, levy override, and the applicable legal citations
- Elections for district library trustees are held in May of odd-numbered years (Idaho Code 33-2716)
- District libraries may create a plant facilities reserve fund and hold an election to authorize the levy to fund it (Idaho Code 33-2729)
- A taxing district, such as a library district or city, may hold an election for the approval of a building bond (Idaho Code 33-2728)
- A taxing district may hold an election for a temporary (two-year) levy override, which requires a simple majority to pass, or for a permanent levy override, which requires a supermajority of 66.7% to pass (Idaho Code 63-802)
- How to meet the agenda and notice posting requirements for regular, special, and emergency meetings and instructions for going into executive session – there are checklists at the back of the Idaho Open Meeting Law Manual.
- How many trustees make a quorum
- For a city library, a quorum shall consist of three voting members, but a smaller number may adjourn (Idaho Code 33-2606)
- For a district library, a quorum shall consist of three members, but a smaller number may adjourn (Idaho Code 33-2719)
- The name of and contact information for your library’s attorney and where legal fees are accounted for in the library’s annual budget
- What the Idaho Counties Risk Management Program (ICRMP) does for your library and how to contact them
- Idaho Library Laws
- Open Meeting Law Worksheets:
- Open Meeting Law Checklist for Regular Meetings
- Open Meeting Law Checklist for Special Meetings
- Executive Sessions
- Open Meeting Law Checklist for Executive Sessions
- Executive Session Motion and Order
- Motion and Order to Amend Agenda
- Curing Process Flowchart
- The Idaho Public Records Law Manual
- Record retention guidelines.
- Library policies: Do not discard. Retired policies and older versions of current policies can help future boards understand how, when, and why policy changes were made and when policies were created. There may also be answers to these questions in the board’s meeting minutes.
- Library board bylaws. Do not discard. Older versions of board bylaws are also a good source of historical information.
- Minutes of library board meetings: Do not discard. Meeting minutes are an invaluable source for learning about the library’s history.
- E-Rate documents: All applicants and service providers are required to retain receipt and delivery records relating to pre-bidding, bidding, contracts, application process, invoices, provision of services, and other matters relating to the administration of universal service for a period of at least 10 years after the latter of the last day of the applicable funding year or the service delivery deadline for the funding request. For example, if a service provider provides recurring internet access to an applicant for Funding Year 2022 (July 1, 2022 – June 30, 2023), both the applicant and the service provider must retain all records on this transaction until at least June 30, 2033.
- Human Resources Documents:
- Time periods for retaining records set forth in statutes are minimums. Since these records are critical to the employer if its compliance with federal or state law is questioned or if it must defend itself against employment-related litigation, employers may want to retain employment-related records for longer periods. Moreover, the penalties for not keeping required records may be severe.
- Your library’s HR professional or attorney should be able to answer your questions about human resources records retention.