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Minutes - 2004 - Eagle Public Library - 02/09/2004 - Regular MINUTES OF FEBRUARY 9,2004 EAGLE PUBLIC LIBRARY—BOARD OF TRUSTEES MEETING The Eagle Public Library Board of Trustees meeting was called to order at 7:13 pm by President Terry Loftus. Present were Board Presidenerry Loftus, Board members Jane Mans and Nancy Marshall; Library Director Ron Baker and Circulation Supervisor Jeanie Comerford. Board member Marrs made a motion that the Agenda be approved,and Board member Nancy Marshall seconded the motion. The Agenda was unanimously approved. Board President Terry Loftus made a motion that the Minutes be approved,and Board member Jane Mans seconded the motion. The Minutes were unanimously approved. Board President Terry Loftus moved to pay the bills,Board member Jane Marrs seconded the motion,and the motion was approved. Friends of the Library Report: Library Director Ron Baker gave the Friends of the Library Report. - The Valentines Day appreciation lunch will be held Thursday, February 12,at noon. Staff,the Library Board and Friends are invited./ - The ongoing book sale has made over$1,400 in 10 weeks/ Director's Report: - Resignation of Board membersVie Ramirez and Don Gray./ - Strategic Planning Committee Meeting,February 17,2004, 6:30-8:30 p.m. - President's Day Holiday Closure, February 16,2004. - DVD Theft Issue. Eagle Public Library has had problems with the theft of DVDs. Following involvement of the police the thefts subsided. Library Director Ron Baker stated that many libraries keep DVDs behind the checkout desk. Long term they are considering moving the Young Adult area,giving a better view of all audio/visual materials. Parents want the adult AN material closer to the children's area. DVD theft is considered solved for now. - Concerns over Todd Pan's The Family Book Three weeks ago there were calls to the Library complaining about this book which was used in Storytime. One woman asked that it be pulled from Storytime. Her friend said she was uncomfortable with the book but did not request any action. Library Director Ron Baker and Assistant Director Janis Campbell contacted the author and learned that Eagle Public Library was the third library calling with concerns. The Family Book will not be included in Storytime again and the woman was notified. Her husband complained publicly and the Library Director contracted Board President Terry Loftus and City Mayor Nancy Merrill. There was no follow up on this issue. Library Liaison/City Hall Reports. - Library Liaison Stan Bastian reported that last Wednesday the City Council discussed the new City Hall. The proposal is a 12,000 sq. ft. building coming in at about$2 million. There is discussion going on about the seating capacity in the City Chambers and a capacity of 200 seats has been proposed. - Further discussion covered the issues of traffic flow around Eagle Public Library and the new City Hall. Committee Reports. - Strategic Planning Committee. Meeting of February 3,2004. A SWOT(strengths, weaknesses, opportunities and threats)analysis was done by the members for the community. This external analysis will be combined with the staff SWOT document this Thursday. Chairmanship Issue/Staff Support Issue. The Library Board supported Library Director Ron Baker chairing the Strategic Planning Committee. Due to the extra workload this entails,the Board will authorize additional support from a temp agency. Library Director Ron Baker will explore with the Friends of the Library their experience with temp agencies. Unfinished Business. - Community Room Policy(Discussion and Action). The draft of the Community Room Policy is finished. Library Director Ron Baker will send a copy of the final draft to the board prior to the March meeting. - Rules of Conduct(Discussion and Action). Board Member Nancy Marshall moved to accept the amended Rules of Conduct;Board Member Jane Marrs seconded the motion. The motion was approved. New Business. - Board Member Replacement(Discussion). Library Director Ron Baker will discuss with members of the Strategic Planning Committee at the next meeting. - Closure for Circulation Desk Remodel(Discussion and Action.) Library Director Ron Baker •• • - '.- • • met with the contractor last week; $5,000 is available. The preferred option is to close 4 days, Thursday through Sunday, and this is scheduled for early May. Board Member Nancy Marshall moved to close for 4 days;Board Member Jane Marrs seconded the motion. The motion was approved. - Revision of Public Internet Access Policy: Filtering and Time-out Software (Discussion). Circulation Supervisor Jeanie Comerford stated that 85-125 hours per months are expended signing people up for internet access(signing up, giving passwords, and babysitting if someone is waiting for a PC). They asked other libraries about their policies. Meridian's stations are all filtered, as are Caldwell's. Library Director Ron Baker would like to give patrons the option to select filtered or unfiltered access. Both the Library Director and the Circulation Supervisor want to eliminate access to chat rooms. All adult PCs are unfiltered at this time at Eagle Public Library. Proposed was to filter out chat rooms, have five filtered PCs and one unfiltered PC and one by the reference desk. The Library Board will not take action tonight. A new IT person is looking into timeout software(provision of a 15 minute station). This may go to next year's budget. Additional Items or Public Comment. None. EXECUTIVE SESSION Board Member Nancy Marshall moved to go to Executive Session; Board Member Jane Marrs seconded the motion, and the Board moved to Executive Session. Board Member Jane Marrs moved to return from Executive Session; Board Member Nancy Marshall seconded the motion, an the Board exited Executive Session. Next meeting date is Monday, March 8,2004. Meeting adjourned at 9:02. MINUTES OF FEBRUARY 9, 2004 EAGLE PUBLIC LIBRARY—BOARD OF TRUSTEES MEETING The Eagle Public Library Board of Trustees meeting was called to order at 7:13 pm by President Terry Loftus. Present were Board PresidentTerry Loftus, Board members Jane Marrs and Nancy Marshall; Library Director Ron Baker and Circulation Supervisor Jeanie Comerford. 7.21 Board member Marrs made a motion that the Agenda be approved, and Board member Nancy Marshall seconded the motion. The Agenda was unanimously approved. Board President Terry Loftus made a motion that the Minutes be approved, and Board member Jane Mans seconded the motion. The Minutes were unanimously approved. Board President Terry Loftus moved to pay the bills, Board member Jane Marrs seconded the motion, and the motion was approved. Friends of the Library Report: Library Director Ron Baker gave the Friends of the Library Report. - The Valentines Day appreciation lunch will be held Thursday,February 12,at noon. Staff,the Library Board and Friends are invited. - The ongoing book sale has made over$1,400 in 10 weeks. Director's Report: - Resignation of Board membersVic Ramirez and Don Gray. - Strategic Planning Committee Meeting,February 17,2004, 6:30-8:30 p.m. - President's Day Holiday Closure, February 16,2004. - DVD Theft Issue. Eagle Public Library has had problems with the theft of DVDs. uL Following involvement of the police the thefts subsided. Library Director Ron Baker ' stated that many libraries keep DVDs behind the checkout desk. Long term they are / i considering moving the Young Adult area,giving a better view of all audio/visual materials. Parents want the adult A/V material closer to the children's area. DVD theft is considered solved for now. - Concerns over T d Pa 's T e Family ook. T ee weeks ago there were calls4G t " tai this boot juvl�icr- used in Storytime. One woman asked that it be pulled from Storytime. Her friend said she was uncomfortable with the book but did not request any action. Library Director Ron Baker and Assistant Director Janis Campbell contacted the author and learned that Eagle Public Library f, was the third library calling with concerns. The Family Book will not be included ini} f ` 1.1 Storytime again and the woman was notified. Her husband complained publiclylknd the Library Director contracted Board President Terry Loftus and City Mayor Nancy Merrill. There was no follow up on this issue. Library Liaison/City Hall Reports. - Library Liaison Stan Bastian reported that last Wednesday the City Council discussed the new City Hall. The proposal is a 12,000 sq. ft. building coming in at about$2 million. There is discussion going on about the seating capacity in the City Chambers and a capacity of 200 seats has been proposed. - Further discussion covered the issues of traffic flow around Eagle Public Library and the new City Hall. Committee Reports. - Strategic Planning Committee. Meeting of February 3,2004. A SWOT(strengths,weaknesses, opportunities and threats)analysis was done by the members for the community. This external analysis will be combined with the staff SWOT document this Thursday. Chairmanship Issue/Staff Support Issue. The Library Board supported Library Director Ron Baker chairing the Strategic Planning Committee. Due to the extra r workload this entails,the Board will authorize additional support from a temp ! 1 agency. Library Director Ron Baker will explore with the Friends of the Library their experience with temp agencies. Unfinished Business. - Community Room Policy(Discussion and Action). The draft of the Community Room Policy is finished. Library Director Ron Baker will send a copy of the final draft to the Board prior to the March meeting. - Rules of Conduct(Discussion and Action). Board Member Nancy Marshall moved to accept the amended Rules of Conduct; Board Member Jane Marrs seconded the motion. The motion was approved. New Business. - Board Member Replacement(Discussion). Library Director Ron Baker will discuss with members of the Strategic Planning Committee at the next meeting. - Closure for Circulation Desk Remodel(Discussion and °�ctio . Library Director Ron Baker =. . • • -- - . : - • - • Jeanie F '� et with the contractor last week; $5,000 is available. The preferred option is to close 4 days, Thursday through Sunday, and this is scheduled for early May. Board Member Nancy Marshall moved to close for 4 days; Board Member Jane Marrs seconded the motion. The motion was approved. - Revision of Public Internet Access Policy: Filtering and Time-out Software (Discussion). Circulation Supervisor Jeanie Comerford stated that 85-125 hours per months are expended signing people up for interact access(signing up, giving passwords, and babysitting if someone is waiting for a PC). They asked other libraries about their policies. Meridian's stations are all filtered, as are Caldwell's. Library Director Ron Baker would like to give patrons the option to select filtered or unfiltered access. Both the Library Director and the Circulation Supervisor want to eliminate access to chat rooms. All adult PCs are unfiltered at this time at Eagle Public Library. Proposed was to filter out chat rooms,have five filtered PCs and one unfiltered PC and one by the reference desk. The Library Board will not to e ac3ion tonight. A new IT person is looking into timeout software(provision of a in minute statio4. This may go to next year's budget. Additional Items or Public Comment. None. EXECUTIVE SESSION Board Member Nancy Marshall moved to go to Executive Session; Board Member Jane Mans seconded the motion, and the Board moved to Executive Session. Request for Extended paid Leave Time(Action). The Eagle Public Library has too few employees for a Family Leave Policy;the Library policy is to allow a maximum of 80 hours accrued to be taken at one time, and time over that needs to be approved by the Board. Tracy Nielson has 293.5 accrued hours which were approved. Concerns were expressed that this leaves her without paid sick leave,but she can take additional unpaid leave if needed. Board Member Nancy Marshall moved to approve the request for extended paid leave;Board Member Jane Marrs seconded the motion; the motion was approved. Board Member Jane Marrs moved to return from Executive Session; Board Member Nancy Marshall seconded the motion,an the Board exited Executive Session. Next meeting date is Monday,March 8, 2004. Meeting adjourned at 9:02.