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Minutes - 1991 - Eagle Public Library - 04/04/1991 - Regular AGENDA NOTES April 4, 1991 Old Business New Business Annual Calendar--Last month, I distributed for your consideration a draft of an annual Board calendar. This is certainly open for change, and there may be a number of things that the BPL Board has on its calendar (from which I designed this on) that the EPL Board feels is not appropriate for its operations. If the Board is interested in having such a calendar, it will require a motion for adoption once the appropriate changes have been incorporated. Please bring the calendar we distributed last month to the April 8th meeting. Assiqnment or duties for Eaqie Fun Days breakfast--Aithough Ann has been working with the Chamber of Commerce, apparently the list of duties is not available at this time. I have recommended to Ann that she call each of you as soon as it is available for your review, and she can sign you up by phone. Since most of you have done this in the past, you might be able to give me an idea at the Board meeting what tasks you would be interested in doing; I can relay that to Ann to get her started as soon as the list is available. No action is required by the Board on this issue. Library Event Calendar--We will have a calendar for distribution at the Monday meeting that will list the events of which we are aware at this time, including the calendar of upcoming Board meetings. No action by the Board will be necessary on this issue, but we will be glad to add information that you might have. Performance Standards for Branch Specialist and Department Aide--We have revised existing performance standards that have been adopted by BPL to reflect the duties and the new positions at EPL. These standards are reasonably lengthy. We will have copies available for all Board members on Monday (I was too cheap to mail them out!) and I will spend some time with you explaining how we use them for all of our staff. I have indicated to Ann and Janice that I would like them to review them and think about them for a month; if they have suggested changes, we can make them at that time. I will also bring you a sample of the review sheets and explain how we de our performance ratings. No action is required by the Board on this issue. Distribution of For-profit I nformation--Recently, I took an information card from the Eagle Library which was from the Universal College Aid Service. I was concerned that the library was appearing to the public to be promoting this service, since the cards were prominently displayed on the front desk. My suspicion is that this is one of those "services" that sounds good, but charges a fee for a computer print-out of scholarship information. This information is available free through most public libraries, either through interlibrary loan or from their own collections, and it is also available free from the school districts in the Boise area. When I mailed the post card, it was returned to me as "refused" and "not deliverable as addressed. II I would make a recommendation to the Board that it adopt a policy of not distributing information such as this for a for-profit agency, or post information such as business cards, advertisements, etc. for businesses or individuals who are profit- making entities. There are plenty of places in town (e.g. laundromats) that are not tax-supported where such notices can be posted. If the Board approves, it will -, :--.. ~.,- "-- ~.~----" -,-.-.-,..-.,.. require' a motion for adoption. ------ ,_.' -,.. -~'~ - '-- - ---. .-.....-.........~---~._.- CONTRACT ADMINISTRATOR1S REPORT April 4, 1991 Cleaninq schedulel staff I have talked to Ann regarding the past practice for hiring cleaning help and have clarified what the usual tasks have been. I am willing to retain the current service provider, but Marilyn Poertner (BPL's Assistant Director who supervises our custodial crew) is working on standards and task lists for EPL cleaning. Hopefully, we will have this resolved in the next month. Collection Development and Maintenance Ann and Janice have been working on getting the magazine collection cleaned out and getting rid of back issues that are no longer used. I n addition, I have set the following deadlines for collection development issues: 1) Book purchasing--The first major order will be submitted by May 1st, to include new spring releases as well as some new children's books to prepare EPL for summer reading. These will be ordered fully cataloged and processed so we can eliminate these time-consuming and expensive tasks for the staff. 2) Loan collection from BPL--By April 15, the balance of the loan collection will be on-site at EPL. Thereafter, 200 titles will be exchanged for new ones by July 1, and an additional 200 exchanged by September 15. 3) Weeding--Beginning April 1, a minimum of two sections of books will be weeded each week (one section for picture books), checking for condition, currency of information and circulation activity. "Weeding" includes pulling the books; checking the titles against the Public Library Catalog; pulling all catalog cards; marking books as "withdrawn"; and placing them on the on-going book sale shelf. Weeding will be done in the following order: Adult Non-fiction; Adult Fiction; Children's Non-Fiction; Children's Fiction; Children's Picture Books; Young Adult Fiction and Non-Fiction; and Reference. 4) Catalogingl processing backlog-- This will be started no later than July 1, checking the uncataloged holdings against the WLN microfiche and ordering cards through BPL. The backlog should be eliminated by September 30, 1991. Cash Procedures Ann has given me information regarding the petty cash, fine collections, etc. I have asked her to "c1ose out" the cash on the last day of the month so we can provide Pat with a "c1ean cut, II assuring that the deposits made will accurately reflect the income for each month. This will help avoid a mixing of different month's funds. Ann will also make a notation for Pat regarding the number of non-resident cards she has issued (this should match the revenues), but with an additional item of information regarding-the number of people in the family so the Board will know how many individuals EPL serves with each non-resident card. Our confusion last month regarding non-resident cards was because Ann had reported the number of individuals in the family rather than the actual number of cards purchased. Library Buildinq Information I have spoken to Marj Hooper at the Idaho State Library regarding the Title II building grant funds. Because EPL does not have a building program on file at ISL, it will not be eligible for Title II funds in the upcoming cycle. Marj is going to send me information regarding the requirements of such a building program. I hope to have it by the Monday meeting, and the Board can decide how it wants to proceed from there.