Minutes - 2002 - Eagle Public Library - 09/09/2002 - Regular DRAFT NOTES
EAGLE PUBLIC LIBRARY BOARD MEETING
Monday, September 9, 2002
Call to order: 7pm Present: Ann, Don, Terry, Liz, Stan (7:20)
Approval of Agenda: Terry/Liz
Approval of the Minutes: No quorum in August, no minutes
Friends of the Library Report: Anne Ritter is the new treasurer. They paid for the new
TattleTale application machine.
Approval of the bills: August and September. Terry/Liz
Director's Report:
• Statistics. Staff is purging patron registrations that have been inactive for more than two
years. (This will make our statistics look different from libraries that do not purge old
registrations.) Eagle presently has 7,263 active cards—over 50% of our population.
• Looked at LYNX contract. Approved: Liz/Terry
• Adding cards for Ada County residents still difficult from a public relations stand point.
Ann brought a document to the board that should alleviate this problem. A copy will be
placed in the Library Board Policy book. Approved: Liz/Terry
• People bringing in art. Reviewed expectations.
• City Hall/Library communication. The Board needs to find out about upcoming meetings
of interest. When are meetings posted and in what papers? How often are meetings
posted on the City website? Is there a master calendar at City Hall? Should we include a
calendar of city actions at library board meetings? What is posted in the Statesman? We
need to generate ideas by talking to the mayor and Stan. Don suggested that we add a
permanent agenda item to the library board meetings for Stan to report meeting dates in
the future and upcoming action by City Council. This item will appear right after the
director's report.
• City Hall Plans: Driveway proposed by City Hall poses a safety issue for library patrons.
The drive entry will increase traffic to include those heading towards City Hall. Young
mothers with speedy toddlers plus senior citizens will have to cross this new traffic pattern
to get to the library. The Library Board urges the modification of the parking lot plan to
move the entryway further from the library entrance and closer to the City Hall entrance to
improve safety. No one wants a child or senior citizen hit by accident. Stan reported that
he has been talking to Kathy from ZGA. He also reported that Nancy said that library staff
should park behind City Hall. The library board stated that we are concerned about the
safety of female staff members working after dark and having to walk to the backside of
another building to get to a car. The City was not presently planning on having a guard in
the parking lot after dark during business hours and City meetings. Stan also added that
any changes add to the architect's costs.
• Satellite dish: Rob went up to look at it and stated that the mount/post had not been cut
down correctly and that the installation is not complete. Don &Terry climbed up to look
after the meeting. Don will call Star Satellite.
City of Eagle
PERFORMANCE EVALUATION
Employee: Ann Gallinger Date: 9/17/02
Job Title: Library Director Review Period:
Supervisor's Title: Library Board from 10/01 — 10/02
The Library Director directs the operation of Eagle Public Library and performs a
variety of administrative and supervisory work in planning, organizing and
implementing the programs and services of the Library. The Library Director leads
the Library's management team, performs related work as required and reports to
the Library Board.
Responsible for operation of the library within policies set by the Library Board.
Prepares Agenda items, reports and updates for the Library Board meetings.
Attends Library Board meetings and acts as advisor to the Board.
COMMENTS:
Ann Gallinger understands the expectations of her position both as Library Director and
community leader. She leads with decisiveness and promptness. She is meticulous with
details when dealing with budgets,personnel, and patrons. She comes to meetings with
all agenda items organized and documented. When appropriate, she involves the
Library Board in decision making, and policy development
Participates in forming long range plans, files annual statistical report for Idaho
State Library, assists Board in preparation of budget and oversees the revenues and
expenditures of funds. Develops and implements library policy concerning public
service and personnel.
COMMENTS:
Ann Gallinger completes all state reports within expected dates and shares that
information with the Board. She also works with the Board both during the annual winter
up-date of the Library Board Policy Manual and any revisions needed to that document
during the year. She keeps an exacting set of financial records and maintains
communication with the City staff to make sure that their records are up to date. She
participates in the annual budget-planning workshop with the Board. She is a strong
advocate for appropriate pay raises for her staff.
Supervises library employees, hires employees and completes performance
evaluations.
COMMENTS:
Ann's staff is well-trained because she can and does do all the skills expected of them and
trains her staff to the same high expectations she holds for herself. She maintains a
continuous schedule of both formal and informal training for all staff and encourages
staff to take additional library training when available. She is also supportive of their
attendance at library workshops. Ann is also upfront, immediate, and appropriate when
dealing with any staff member needing skill-improvement. Those sessions are carefully
documented and reported to the Library Board as are any training sessions and
workshop attendance. Ann is quick to sing the praises of her staff.
Oversees and reviews collection of library materials following library collection
development policy.
COMMENTS:
Ann Gallanger is governed by Board Policy, state standards, and good library practices
both when developing the collection and when evaluating the existing collection. She is
always looking at new avenues of media service such as the recent move into CD-ROM
books. When she brings such ideas to the Board, she has already investigated the
process and is able to present the pros and cons of any changes suggested.
As appropriate, any challenged materials are immediately brought to the Board's
attention and the guidelines governing challenged materials in the Board Policy are
followed.
Responsible for accepting reservations and for scheduling of meeting room and
conference rooms, collecting deposits and returning refunds. Makes sure Board
policy for meeting room is followed.
COMMENTS:
Ann applies the Board Policy regarding meeting rooms consistently and without bias.
When patrons are unhappy with the existing policy, she does not hesitate to bring their
concerns to the Board. This is not always an easy area to administer and Ann does it
with her usual positive good grace that has earned her such high regard in the
community.
Accounts for fines, copy money, etc. and deposits into Eagle City's account at Wells
Fargo Bank and keeps records of all monies.
COMMENTS:
Ann is meticulous in handling all aspects of the Eagle Public Library budget. She has
moved those records onto a database so that she can see at a glance—or Board request—
what money has been spent, what has been encumbered, and what is left in each line
item.
Attends LYNX! Directors meetings and related Consortium meetings,workshops,
conventions and/or classes. Act as liaison to community and represents the library.
COMMENTS:
Ann attends LYNX. Meetings plus participates in workshops and training sessions. What
she learns she shares gladly with staff and Board members. She is highly respected in
Eagle and this reputation is well-deserved.
• Ann discussed a contract for Colin to act as the WebMaster. The Board will ask Vic to
draw up a simple contract for Colin to redesign and maintain it on a bi-weekly basis. The
contract will specify 2 to 3 hours a week, not to exceed $250. The contract would offer
Colin the rate of$20 an hour. Ann will contact Colin. Motion to proceed: Liz/Terry
• ILA coming in October. Ann encouraged board members to attend. There are lots of
interesting meetings. The library budget will pay registration.
• Looked at one resume for the open Board position. Ann has advertised for more.
• Will need to sign and pay bills at the end of September so we can encumber all funds
before the end of the fiscal year.
• Looked at Library Expenditures by Fund printout from the City.
Committee Reports: None
Unfinished Business: Handled during Director's Report
New Business:
• WebMaster contract—handled during Director's Report
• Liz asked that we discuss a timeline and think about issues related to naming a new
Library Director. Where do we advertise? PNLA, ALA? Who pays—Stan thought the City
paid for advertising, he will check this. What do the ads need to look like? What should
happen if no director is named by the time Ann retires? Keep Ann on as a consultant?
Name an Interim Director? What wages and expectations does each decision entail? Does
this entail a legal document?
Selection of Next Meeting:
We will meet September 23, 2002 for an abbreviated agenda: Bills, new board
member, hiring strategy.
Adjourn 8:10 Liz/Terry