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Minutes - 2003 - Eagle Public Library - 11/10/2003 - Regular MINUTES OF NOVEMBER 10,2003 EAGLE PUBLIC LIBRARY—BOARD OF TRUSTEES MEETING • The Eagle Public Library Board of Trustees meeting was called to order at 7:05 PM by President Terry Loftus. Present were the Director,the City Council Liaison,Stan Bastion,Friends of the Library President,Jeanie Farnworth,and all Board members except Vic Ramirez. • Don made a motion that the Agenda be approved,and Nancy seconded the motion. The Agenda was unanimously approved. • Jane made a motion that the Minutes be approved,and Don seconded the motion. The Minutes were unanimously approved. • Nancy moved to pay the bills,Don seconded the motion,and it was approved. • Ron brought up 4 items of note: - As we do not currently use the satellite dish,we are not renewing it's maintenance agreement with Quest at this time. Don suggested satellite-based programming be considered during strategic planning. - Travel bills for Jeanie and Sarah(Dynix Conference)will be included when all bills and credit card costs are in. - We need two new accounts for next year: small equipment and furniture repairs. - The$907.84 paid to 3M covers putting one of the security gates back on a service agreement. There was confusion last year and the wrong door was dropped. . Jeanie reported that the Friends of the Library has books coming in and they are getting ready for the ongoing book sale,to start shortly. They purchased the Encyclopedia of World Biography,contributing to the Eagle Library's needs for better reference material availability. . Ron gave the following Director's Report: - The Strategic Planning Workshop will take place Wednesday,December 10,2003 at 6:30-8:30 in the Community Room. The State Library may videotape the workshop. Ron will meet with Erin next week to develop the agenda. - We need a Policy Review of the Community Room Use and Public Forum(bulletin board) Space. We have problems with the policies as written. Ron and Janice will redraft the policy providing more specific guidelines,and they will be available next month for the Board's consideration. - Copier problems and replacement issues. The Eagle Public Library owns three copiers,one for public use. Ron talked with Sharon at City Hall re their needs. They have money to buy a new copier and would loan Eagle Public Library their old one and give us the maintenance agreement. We need to put monies aside to replace the public copier in next year's budget. Sharon and Ron are looking into going together as Eagle City to get copier contracts. - Update to new collection development process. The Eagle Public Library placed three orders since the start of the FY. Working as a team,the employees did a good job selecting materials to add to the collection. . Stan,as Liaison,brought up two issues: - The Girl Scouts of America have asked to place a"peace pole"on Eagle public land. It was suggested that the grassy area in front of the library might be an appropriate place. The Board had several concerns and decided not to make Library property available to a"peace pole." Concern was expressed that once the"peace pole"was in place its maintenance and responsibility would be borne by the Eagle Public Library. - Re the proposal for a new City Hall,the original plan was perceived as expensive and more `grand'than the City needed. By removing the Sheriff's wing,the cost is down to$2.6 million. Fifty-nine percent of voters would favor the new plan. They will have a company do a`value engineering'study to determine which elements are more expensive that could be deleted or downgraded. The City Council plans for the bond election to take place in May. . Under unfinished business: - Ron suggested three people(Irina Kazakova,Teri Bath and library staffmember Dana Chamberlain)be added to the Strategic Planning Committee. Terry moved to add them,Jane seconded the motion,and the motion was passed. A chair or convener is needed as well to keep the ball rolling—Vic has shown an interest and the Library Board is wholeheartedly in favor of Vic's chairing the Strategic Planning Committee. - Ron explained the implications of the LiLI Express proposal from the State Library on the Eagle City Library. We will be hardest hit(Middleton,Emmett,Horseshoe Bend)were we to join this alliance. One issue is lost income—people outside Eagle pay$60 yearly figure is$47.50)for family library Y Y(actually library provides gratis book services a the level it willdeterm e. Based on the concerns home raised,the Library Board agreed with Ron that this would not benefit the Eagle City Library. Ron will ask for something formal from the library board,and will let the library board know what the Lynx directors say re participation. A Lynx consortium response is assumed. Ron also said that the Lynx meetings should probably take place more often than quarterly. . Reference service. Eagle Public Library wants the reference service up by early January,and 22 hours will be added at the adult desk for reference services. Ron will start training five staff members. . References for former employees. Ron said he can use his own stationery and pocket when providing references for former employees. Nancy and Don said they eeothis as partlof the position of library director. Nancy moved to have Ron use city stationery service. Jane seconded the motion,and it was passed unanimously. and the library phone for this . Next meeting date is Monday December 8,2003(the Monday before the second Tuesday). . Meeting adjourned at 8:37.