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Minutes - 1991 - Eagle Public Library - 01/14/1991 - Regular � } kU67EES MEETING--EAGLE PUBLIC LIBRARY JANUARY 14, 1991 lHOSE ATTENDING: Mike Covault , Ann Gallinger , Pat Krasen, Linda Phillips, Liz Horn, Lynn Mtlton, Karen Delisio 1 . Call to order 7:05 p .m. Eagle Public Library 2. Minutes of 11/ 19/90 meeting--not available 3. Librarian's report : Ann presented statistics and expenses for November and December , 1990. Circulation dropped in December which is a normal trend . The board discussed which of the December expenses were to be paid by the E.P.L. and which expenses were actually 1991 expenses to be paid under the Boise Public Library contract . Members discussed and clarified exactly what will be paid under this contract . Procedure for submission of expenses to BPL will be -Lynn Maqton will provide monthly itemized reports to the EPL of expenses -Ann will submit verified bills weekly to BPL -Checks from the EPL board will be made out to the BPL as of January 1 , 1991 -EPL board will see an itemized list of all expenses every month The EPL board agreed to sign a modified expenses statement as soon as one can be prepared . Moved--Linda, Seconded- Pat 4 . Approval of Bills--Quarterly Report Linda questioned total bugeted from City Council . The report indicates $43,483.00 when the library actually receives $40,483.00. Mike explained the discrepancy. Linda will reconcile our budget to match the City Council 's amount . Workman's compensation payment will have to be anticipated as a bill for EPL. The city council will help Linda figure the amount owed . Adopt-a-book program. EPL is able to order books though BPL for a better discount . As soon as all December bills are paid and the checks clear , all board members need to put their names on the bank card . 5. Reference Grant--LaserCat Grant from ISL. EPL has received two grants from the Idaho State Library Board . One grant is for the LaserCat and the second grant is for the Basic Reference. Matching grants of $625. and $132. will come from EPL funds as the LaserCat and Basic Reference will increase EPL's asset foundation. The board discussed the installation of the LaserCat , who will do that installation, and the cost . 3. The EPL Board of Trustees will aid in collection analysis and collection development . Board Member in charge: Liz Horn 4. The EPL Board of Trustees will aid in . an ongoing search for grant money. Board Member in charge: Eel )* Blair 5. The EPL Board of Trustees will work to make the BPL/EPL contract work . Board Member in charge: All 6. The EPL Board of Trustees will work to make the LaserCat functional and useful . Board Member in charge: Ann Gallinger . 7. The EPL Board of Trustees will work to clear up the backlog of cataloging tasks with the help of the LaserCat . Board Member in charge: Ann Gallinger and Lynn Milton 11 . Book circulation period--extention Lynn Md,lton proposed that the EEL change its circulation period for books from two weeks to four weeks. She said it will reduce the renewal process and cut down on desk time for Ann. It won' t appreciably reduce the amount of books on the shelves nor will it probably reduce overdues. Videos will continue circulating for two days and magazines for three. Move to accept the proposal--Liz , Second--Linda 12. Other business items: 1 . Lynn expressed a personal goal to reduce front desk work so that Ann can concentrate on analyzing and weeding the collection. 2. Linda discussed the checking account . The board needs more information on the possibility of putting some of the funds into a state interest-bearing account . The main criteria is that the EPL board has exclusive access to those funds. Linda will also consult with WestOne to determine the best procedure. Lynn stated that EPL could pay bills to BPL quarterly in order to keep funds in interest-bearing accounts. 3. Mike mentioned a 1990 goal to collect Centennial books. Many of those books need processing and should be shelved together . Karen asked if the Friends could help and Mike suggested that the Friends decide how to house and display these books for their 1991 project . 4 . Having the legislators visit the EPL was discussed but dropped since the legislature is currently in session. A fall project was considered . Mike will call Glida. 5. At the next meeting the Board should sketch out a 6. I .L.A. Membership for Board . Applications were filled out . 7. Review BPL/EPL Contract Lynn M�lton is investing time in the EPL and, in part , is considering what will compliment the present collection. Lynn explained the Collection Review Program which the BPL completed through a Collection Analysis Grant from the Fred Meyer Company. This analysis considers the age and condition of the collection, compares it to the Standard Catalog , and reviews circulation statistics on each item. This analysis looks at what a library has in its collection. Professionals then decide on a focus for the growth of the collection based on community needs. Recommendations are made based on material selection criteria. 10. book Selection Procedure from BPL Ann preceives a need for popular fiction and Lynn added that BPL has a large and current collection of travel books that would appeal to Eagle patrons. Over the next weeks Ann will be spending half days at the BPL. She will complete an orientation and work with the various departments as she begins selecting books for EPL. Members discussed how books will be marked and how both BPL and EPL will keep track of those books. The books will be shelved separately to keep patrons aware of the BPL/EPL contract. Patron suggestions for what they would like to see in the collection will be solicited . Mike suggested setting actual per centage goals for what categories of books are borrowed from BPL and asked Ann to set those goals and think about pacing the book selection over a series of months. S. EPL/ACDL Contract Mike asked for cash from ACDL and they proposed $5,000 to extend the existing contract to serve Ada County residents who are not Eagle residents. Payment is yet to be determined . The best arrangement would be January to December . Move to accept proposal--Pat, Second--Linda Mike will have Mona rewrite actual contract . 9. Goals for 1991 1 . The EPL Board of Trustees will begin establishing critera for a possible new library site and begin investigating available properties. Board Member in charge: Mike Covault 2. The EPL Board of Trustees will work with Ann Gallinger and Lynn Milton to review and "clean up" the library policies and procedures as well as try to clean up general housekeeping chores such as outstanding fines. There is an ISL video on policies and procedures. Board Members in charge: Linda Phillips and Pat Krasen. tentative calander for the year . The Board also needs to know in advance about expectations for Eagle Fun Days. Adjournment--8:45 p .m. Respectfully submitted , Liz Horn