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Minutes - 2004 - Eagle Public Library - 04/12/2004 - Regular MINUTES OF EAGLE PUBLIC LIBRARY—BOARD OF TRUSTEES MEETING APRIL 12, 2004 The Eagle Public Library Board of Trustees meeting was called to order at 7:16 pm by President Terry Loftus. Present were Board President Terry Loftus,Board members Jane Marrs and Nancy Marshall;Library Liaison Stan Bastian; Library Director Ron Baker; Margo Walter and Kimberly Landsberg. Board President Terry Loftus made a motion that the Agenda be approved, and Board member Jane Marrs seconded the motion. The Agenda was unanimously approved. Board member Jane Marrs made a motion that the Minutes be approved, and Board member Nancy Marshall seconded the motion. The Minutes were unanimously approved. Board member Nancy Marshall moved to pay the bills,Board member Jane Mans 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 two bears presented by the Friends of the Library to Eagle Public Library were named and prizes were given to the children who named the bears. - Friends of the Library purchased a$1,000 AV cart which holds 400 CDs. It comes in 2 weeks. - Eagle Public Library needs to switch the Young Adult and AV collections and needs seven more wall shelving units for the YA collection. Cost is $2,100. - The Friends of the Library will publish a newsletter and push for volunteers. Director's Report - The next Strategic Planning Committee Meeting will take place May 11, 2004 at 6:30 pm. - Library Director Ron Baker will be moving his household April 15, 16 and 20. - Accelerated Schedule for FY 04/05 Budget. Eagle City Council has asked the EPL to accelerate its budget schedule. - Automated Telephone Tree Answering Service. The EPL went to an automated telephone tree answering service last month. It is a real staff saver. The service has menu options with functions. - Reduction of Reference Desk Hours. Over the next couple of months the EPL will reduce reference desk hours from 38 to 26 per week. Tracy Nelson is on maternity leave and there is no money to pay someone to come in and man the reference desk. Library Liaison/City Hall Report - City Hall Issue. Rental of a city hall facility will cost$220,000 per year if we do not get bond approval. Ted Martinez will head the committee to publicize the new City Hall—the City of Eagle cannot promote it with public money. The total bond issue will be just under$2,000,000 paid over 12 years,and the impact is$20-$30 per family. - The comprehensive planning committee for the west side has met three times. There is a 1-mile dispute between going to Highway 16 or to Palmer Road. The Linder and State Street intersection is likely to have business growth as well as Highway 16 and State Street. The Eagle City Council wants to meet with Star now to work on community aesthetics. Committee Reports - Strategic Planning Committee, Meetings of February 17 and March 2,2004. The EPL has had two meetings since the last report,and Library Director Ron Baker tested the individual survey on the Kiwanis organization. The Library Director will go to the Chamber of Commerce and pass out surveys, and the committee is in contact with schools and will get their input also. Nancy is working on research and documentation. They have a statistical form they are working from. Unfinished Business - Community Room Policy(Action). The Library Director took the draft to the City Attorney for review.Board member Nancy Marshall moved to approve the Community Room Policy, Board member Jane Marrs seconded the motion, and the motion was approved. - Library Board Replacements. Kimberly Landsberg and Margo Walter will replace two members who left the Eagle Public Library Board. New Business - Long-term Loan of Study Carrels to Garden City Public Library. The Eagle Public Library has 13 large double carrels. If AV and YA collections are switched,the EPL needs to remove three carrels. Library Director Ron Baker mentioned this to Garden City Public Library and they might want to take three to six on loan. The arrangement would be for a 5-year loan with possible purchase.Board member Jane Marrs made a motion that the loan be approved, and Board member Nancy Marshall seconded the motion. The loan of carrels was unanimously approved. - Department Budget for FY 04/05: Initiatives(Discussion). Under building and equipment,Library Director Ron Baker has been asked to come up with a regular HVAC maintenance contract. (Wright Brothers has the current maintenance agreement.) Additional shelving is needed. Selection of Next Meetin Date. May 10 at 7 pm. 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 Mans moved to return from Executive Session;Board Member Nancy Marshall seconded the motion, an the Board exited Executive Session. Adjournment. Board member Nancy Marshall moved to adjourn. Board member Jane Marrs seconded the motion. The meeting adjourned at 9:27 pm.