Minutes - 2003 - Eagle Public Library - 07/14/2003 - Regular -__r
DRAFT OF MINUTES OF JULY 14
EAGLE PUBLIC LIBRARY - BOARD OF TRUSTEES
• The Eagle Public Library Board of Trustees meeting was called to order at 7:00 PM
by President, Victor Ramirez. All current board members, the Director and the City
Council Liaison were present.
• Terry made a motion that the agenda be approved and Jane seconded the motion.
Terry made a motion that the minutes be approved without reading and Jane seconded
the motion. Both motions passed unanimously.
• There was no Friends of the Library report.
• Approval of Bills: After extensive discussion and consideration of some new
business items, Terry moved that the bill sheet be approved with the exception of the
$9,410 invoice from Minitex; Jane seconded the motion. Vic directed Ron to get us
out of the DLA problem by either getting credit or selling the machine to a potential
buyer and not to pay for the chips until we negotiate with the company.
• Director's Report: Ron had prepared an Initial Evaluative Report of the Eagle
Library for the Board to discuss and review. In addition to his written report which
he referred to during discussion of bills and new business, Ron verbally reported the
following: the budget cycle presented some urgency to the early timing of his
evaluation; double staffing for administrators in June put some extra demands upon
• the budget; staff recommends that Fiberpipe be the library's new internet provider
since Boise is dropping us;there are 40,000 items in the total library collection; and
there has been a Worker's Compensation claim by an employee.
• Library Liaison/City Hall Report: Stan provided the Board with some data to
consider. Eagle has had a 25% population increase each year recently, and city
revenue has increase 13%this year largely due to increased building permits,but this
trend may not continue. The city employee salary increase will be held at 5%. The
Library budget presentation needs careful consideration, and Stan encouraged Ron to
present the information in terms of"What do we want for the citizens of the Eagle
community?" He also suggested that the budget present alternative levels of funding
along with the impact each level would have for library patrons. Stan also opened a
discussion of alternative ways to establish an $160,000 reserve fund which is
recommended.
• There were no committee reports and no unfinished business
• New Business:
1. Budget: Ron will present the proposed budgets to the City Council on August 5.
After discussing the budget along with the current bills, the Board asked Ron to
see if the DLA machine could be returned for at least an $8,000 credit toward a
second check machine at a cost of$26,000.
2. The Board approved the closing of the Library on Monday, August 11, 2003 in
order to create more functional Reference and Periodical areas within the library.
3. Both Library Service Hours and Holiday Hours were discussed briefly and action
was postponed to a later time.
4. A Patron Cell Phone Use Policy for the Library was supported by the full Board.
It was suggested that Ron draft a policy, and bring it to the Board for approval.
• Additional items discussed:
1. Stan suggested that the Strategic Plan that Ron helps the Board and community
develop for the library will be a plan from which goals can be developed for the
next five(5) years. It should include a vision statement, a mission statement and
objectives. The objectives should be stated in measurable terms, such as"to
increase/decrease by x%" within a certain time frame. This type of strategic plan
could then be used to keep the library and us as a Board on track.
2. Nancy offered to attend the Trustee sessions at the Pacific NW Library
Association (PLNA) conference in Boise, August 13-15 at her own expense.
• Two dates were set for future meetings:
Saturday, July 26, 8am-4pm - Budget Session
Monday, August 4, 7:00 pm - August Board Meeting
• Nancy made a motion that the meeting be adjourned at 9:10 PM and Terry.seconded
the motion.
Nancy Marshall, Secretary
DRAFT OF MINUTES OF JULY 14
EAGLE PUBLIC LIBRARY - BOARD OF TRUSTEES
• The Eagle Public Library Board of Trustees meeting was called to order at 7:00 PM
by President, Victor Ramirez. All current board members, the Director and the City
Council Liaison were present.
• Terry made a motion that the agenda be approved and Jane seconded the motion.
Terry made a motion that the minutes be approved without reading and Jane seconded
the motion. Both motions passed unanimously.
• There was no Friends of the Library report.
• Approval of Bills: After extensive discussion and consideration of some new
business items, Terry moved that the bill sheet be approved with the exception of the
$9,000 for DLA chips; Jane seconded the motion. Vic directed Ron to get us out of
the DLA problem by either getting credit or selling the machine to a potential buyer
and not to pay for the chips until we negotiate with the company.
• Director's Report: Ron had prepared an Initial Evaluative Report of the Eagle
Library for the Board to discuss and review. In addition to his written report which
he referred to during discussion of bills and new business, Ron verbally reported the
following: the budget cycle presented some urgency to the early timing of his
evaluation; double staffing for administrators in June put some extra demands upon
the budget;, 'iberpipe will be the library's new internet provider since Boise is
dropping us; there are 40,000 items in the total library collection; and there has been a
Worker's Compensation claim by an employee.
• Library Liaison/City Hall Report: Stan provided the Board with some data to
consider. Eagle has had a 25% population increase each year recently, and city
revenue has increase 13%this year largely due to increased building permits, but this
trend may not continue. The city employee salary increase will be held at 5%. The
Library budget presentation needs careful consideration, and Stan encouraged Ron to
present the information in terms of"What do we want for the citizens of the Eagle
community?" He also suggested that the budget present alternative levels of funding
along with the impact each level would have for library patrons. Stan also opened a
discussion of alternative ways to establish an $80,000 reserve fund which is
recommended.
• There were no committee reports and no unfinished business
• New Business:
1. Budget: Ron will present the proposed budgets to the City Council on August 5.
After discussing the budget along with the current bills, the Board asked Ron to
see if the DLA machine could be returned for a $7,000 credit toward a second
check machine at a cost of$26,000.
2. The Board approved the closing of the Library on Monday, August 11, 2003 in
order to create more functional Reference and Periodical areas within the library.
3. Both Library Service Hours and Holiday Hours were discussed briefly and action
was postponed to a later time.
4. A Patron Cell Phone Use Policy for the Library was supported by the full Board.
It was suggested that Ron draft a olicy .. o to4
p y and.postapprr�priate signs toanfnrm the
public about-use-of-phones_.in_the.library.
• Additional items discussed:
1. Stan suggested that the Strategic Plan that Ron develops for the library will be a
plan from which goals can be developed for the next five (5)years. It should
include a vision statement, a mission statement and objectives. The objectives
should be stated in measurable terms, such as "to increase/decrease by x%" within
a certain time frame. This type of strategic plan could then be used to keep the
library and us as a Board on track.
2. Nancy offered to attend the Trustee sessions at the Pacific NW Library conference
in Boise, August 13-15 at her own expense.
• Two dates were set for future meetings:
Saturday, July 26, 8am-4pm - Budget Session
Monday, August 4, 7:00 pm - August Board Meeting
• Nancy made a motion that the meeting be adjourned at 9: 10 PM and Terry seconded
the motion.
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