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Minutes - 2003 - Eagle Public Library - 12/08/2003 - RegularMINUTES OF DECEMBER 8, 2003 EAGLE PUBLIC LIBRARY — BOARD OF TRUSTEES MEETING O The Eagle Public Library Board of Trustees meeting was called to order at 7:00 PM by President Terry Loftus. Present were Board members Terry Loftus, Don Gray, Nancy Marshall, Vic Ramirez and Jane Marrs; City Council Liaison Stan Bastian; Library Director Ron Baker and Assistant Director Janice. Campbell. O Board member Ramirez made a motion that the Agenda be approved, and Jane Marrs seconded the motion. The Agenda was unanimously approved. O Board member Ramirez made a motion that the Minutes be approved, and Nancy Marshall seconded the motion. The Minutes were unanimously approved. O Board member Marrs moved to pay the bills, Don Gray seconded the motion, and it was approved. O Friends of the Library Report: Library Director Ron Baker reported that the ongoing book sale is working very well. $275 was brought in the first two weeks. New boxes have been approved and the Friends of the Library will get a slightly smaller table. Stocking takes place Wednesday, Friday and Monday. O Director's report: - Strategic Planning Workshop, December 10, 2003, 6:30-8:30. The Director met with Erin McKusker who will be the presenter. They agreed on the agenda and reviewed the handouts. - The Mayor will be at the Library Staff Meeting January 15, 2004. She and the City Clerk will be in attendance a couple times a year. - Holiday and Director's Schedule. Staff will be off December 25-26 and December 31 - January 1, 2004. The Director will be out December 18-28. - LYNX Automation Migration: Status. Friday, December 5, 2003 was the LYNX directors' meeting. Meridian said their attorney requires an RFP to move from Dynix to Horizon or any other new automated product. The Director is now the chair of LYNX and appointed a committee to arrange for vendor presentations. He asked the Boise City attorney for a reading before the March LYNX meeting. There will be no migration before October 1' of 2005. Our costs for a migration to Horizon could be as high as $25,000 to $28,000, including equipment upgrades and our consortium share allocation. The directors voted to install the last Dynix upgrade which will be supported for 3-1/2 to 4 years. Horizon advantages are that it's web -based and modular. As the Boise director is retiring on February 29, 2004, Boise plans to wait on a migration. - Reference Service update. Eagle Public Library has started reference service training on its own and will begin staffing the reference service desk in early January. - Annual statistical report. The report is due December 31, 2003 and will need to be signed by Board President Terry Loftus by the end of January 2004. - Incidents of vandalism. Lights have been kicked out, trees mutilated, and the women's bathroom has been trashed twice. Officer John McDaniel of the Sheriffs Department is working with the staff of the Eagle Public Library on this problem. The library security camera has been reactivated and notices are posted in case someone saw vandalism activity. There will be a staff meeting with the Sheriffs Department Thursday, December 11, 2003. - Initiation of payment agreements. Two new systems have been budgeted. The Telecirc System will be installed first. The Debt -Collect System will be installed in January. The Director presented a draft of a patron payment agreement as an alternative to accounts going to collection. Board member Ramirez said this agreement needs to be run by Susan Buckston, the City Attorney, as this is a contract with the City of Eagle. The Director will do this and report back to the Board in January. We pay a $15 surcharge for debt collection but get more back. The company only services libraries. - Net growth of collection. The total collection number is now a new line and chart on the monthly statistics report. O Library Liaison/City Hall Reports: - Trash collection. BFI wants all trash collection to be hands-free due to high workmen's comp claims. Rates would be $6.00 for a 32 gallon container, $8 for a 64 gallon container, and $13 for a 95 gallon container. Unlimited pickup with a customer's own trash containers would be $14/month. - The next meeting of the City Council will discuss hiring a new city planner to develop a new comprehensive plan to determine what should go in the Linder to Star Road area, as this is a future area for annexation. - Route 16 will be extended to Chinden and perhaps finrther south in future. O Committee reports. None. O Unfinished Business: - Community Room Use Policy discussion. Assistant Director Janice Campbell reported that she handles the bookings of the Community Room. She and the Director will review how other libraries handle this and what they charge and will rewrite the policy and present it to the Library Board. - LiLl Express. The state representative discussed this program at the last LYNX Directors' meeting. It will start January 1, 2004. Two libraries in the LYNX Consortium are interested — Caldwell which will not impact Eagle Public Library and Ada County which will impact Eagle Public Library. It was noted that anyone working in Eagle can get a library card for the Eagle Public Library and 90-100 families buy a card at $47.50/family. - Further appointments to the Strategic Planning Committee. Two additional members, Julia Peck (suggested by the Senior Board) and Pam Carter (representative from the Friends of the Library Board), have been added. Vic Ramirez moved to accept these nominations, Nancy Marshall seconded, and they unanimously passed. O New Business: - Homebound Service. The Senior Board meets December 9, 2003 and Library Director Ron Baker and Lynette Wasden will attend. Homebound Service is defined as volunteers taking books and audio-visual material to homebound individuals. We will be the only library in the LYNX Consortium with no Homebound Service when Ada County initiates its service early in 2004. The Director said that Eagle Public Library, working with Ada County, could cover people in the 83616 zip code area. One staff member would supervise volunteers. Board member Nancy Marshall moved to begin basic homebound service with the Director negotiating with Ada County. Vic Ramirez seconded the motion, and it passed unanimously. O Next meeting date is Monday January 12, 2004 (the Monday before the second Tuesday). O Meeting adjourned at 8:30.