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Minutes - 2004 - Eagle Public Library - 07/12/2004 - Regular MINUTES OF EAGLE PUBLIC LIBRARY—BOARD OF TRUSTEES MEETING July 12, 2004 The Eagle Public Library Board of Trustees meeting was called to order at 7:05 pm by President Terry Loftus. Present were Board President Terry Loftus, Board Members Jane Marrs, Margo Walter and Kimberly Landsberg, and Library Director Ron Baker. Board Member Jane Marrs made a motion that the Agenda be approved, and Board Member Margo Walter seconded the motion. The Agenda was unanimously approved. Board Member Jane Marrs moved to pay the bills, Margo Walter 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 EPL needs money for duplication of the household survey and Library Director Ron Baker will ask the Friends of the Library for those funds. Director's Report LYNX! Consortium Issues: - Automation migration update. The LYNX consortium is going ahead with this process; six vendors are being considered and of those probably three will be invited to give presentations at the end of August. The goal is to have a windows-based catalog system installed by November 2005. - Statewide OCLC subscription. The State Library is looking at a statewide subscription to the cataloging database in FY 05/06. $2,000 is budgeted for this function by EPL. - Cooperative purchase issues. Several libraries don't think they need The Statesman on line; we have$750 in the budget for the next year to cover those costs. We will not pay for Chilton's database($1,400). - iPAC installation. This is a windows-based module from Dynix that allows an Amazon.Com look to our catalog interface on the web. Boise was eager to get this installed. We need 6 mornings of staff time to convert to a vanilla version that would have to be redesigned when we migrate to another system in 2005. The EPL has no staff time available. Boise,Meridian and Ada County are doing this but other libraries also cannot afford the manpower. Circulation desk remodel update. The remodel is complete and signs are temporary. Recalculation of employee leave hours. Have already discussed this. Support letter for West End Planning Process. Library Director Ron Baker sent a support letter to the Eagle City planner. The process will wrap up late July; the area of impact is in contention(Eagle/Star). Update on filling of personnel vacancies. Curtis Franklin is now on full-time staff. His half-time position was offered to substitute Hal Chapman,who has accepted the position. Update on the Summer Reading Program. This is going well with 780 children and young adults registered. Update on"House Calls,"the homebound delivery program. We have six trained volunteers serving 13 homebound people. Friends of the Library recruited most of the volunteers. Committee Reports - Strategic Planning Committee. There is good news. Library Director Ron Baker talked with Lynn Sedlecek re the household survey. The Eagle Sewer District can send it out with the September mailing. We would need to get the forms to the distribution office by August 28th. They will collect the returned forms with sewer bill payments. They are running a report that will allow us to determine households with single institutional billing(such as apartments). These will have to be distributed individually as with those on streets not in the sewer district. 65%of Eagle households get a sewer district invoice. Pressure is on the SPC to transform the individual form to a household form. Unfinished Business Da rtment Budget for FY 04/05 Library Director Ron Baker and EPL Board President Terry Loftus met with the City Council and Stan to get the magic budget number. They asked for$56,000 in addition to the$628,000 we had this year bringing the total requested to$684,000 plus the$40,000 match for the library reserve fund. Timeline. In mid-August will be the first public hearing of possibly 3 hearings. The budget is published several times. On July 27 we will know the real tax receipt dollars. Decision points: - Further contribution to the Reserve Fund. - Purchase of a second self-check machine. The EPL wants a new self-check machine, which costs$26,000. - HVAC equipment replacement fund. The Eagle City Council normally covers HVAC expenses in their buildings. The EPL can offer to create a war chest fund for HVAC. Board Member Margo Walter moved to empower Library Director Ron Baker and EPL Board President Terry Loftus to include these two items. Board Member Kim Landsberg seconded the motion. The motion passed. New Business - Patron grace periods. Jeannie Comerford met with LYNX in January re a 2-day free fine grace period. The EPL was the only holdout of 9 library Director Ron Baker will talk with LYNX to see if we have any leeway and hen we will decide. The$28,000 income from overdue materials will drop by$5,000(most being DVD's and videos which are$1.00/day late). Board President Terry Loftus suggested we remove the grace period on DVD's and videos, and books could have the extra 2-day grace period. The reaction of the Board was that they saw no advantage to adding a grace period. - St.Luke's Hospital deposit of defibrillator. The consensus of the EPL Board was that we do not want a defibillator and the responsibilities and issues that would be involved. Library Director Ron Baker will discuss with the Eagle City attorney. Director honorarium for pro bono work. The issue came up re Library Director Ron Baker doing pro bono training of other libraries. The EPL Board had agreed to pay for phone calls and mailings. The Harney County Library in Oregon wanted to help a library in Ron's name and sent him a Borders' card in the amount of$25.00, which he will donate to Garden City Public Library. Selection of Next Meetin Date. August 9,2004 at 7:00 pm. Adiounment. Meeting adjourned at 9:10 pm. MINUTES OF EAGLE PUBLIC LIBRARY—BOARD OF TRUSTEES MEETING 12, 2004 ETING 3 7 The Eagle Public Library Board of Trustees meeting was called to order at 7:05 pm by A T jet President Terry Loftus. Present were Board President Terry Loftus, Board Members Jane Mans, Margo Walter and Kimberly Landsberg, and Library Director Ron Baker. Board Member Jane Mans made a motion that the Agenda be approved, and Board Member Margo Walter seconded the motion. The Agenda was unanimously approved. Board Member Jane Marrs moved to pay the bills, Margo Walter 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 EPL needs money for duplication of the household survey and Library Director Ron Baker will ask the Friends of the Library for those funds. Director's Re ort LYNX! Consortium Issues: Automation migration update. The e40,- �PE Pi ix vs being considered and of those probably ahead with thi six vendors are the end of August. The goal is to have windows-based catalog system em stalled by November 2005. - Statewide OCLC subscription. The, Late Lli (jO is looking at a statewide subscription to the cataloging databas $°�1, - Cooperative purchase issues. Several libraries don't hink they d The States an j f�L • we have$750 in the budget for the next year to cover those costs. We will not pay y �J for Chilton's database($1,400). - `l AC installation. This is a window - Amazon.Com4e•look amour catalogen t the web.dBoise was eager to get this installed We need 6 mornings of staff time to convert fi - vanilla versionThe EPL has no staff time available. Boise, Meridian and Ada (county are doing this but other libraries also cannot afford the manpower. Circulation desk remodel update. The remodel is complete and signs are temporary. Recalculation of employee leave hours. Have�dis�ed this. Support letter for West End Planning Process. Library Director Ron Baker sent a support letter to the Eagle City planner. The process will wrap up late July—the�errline is in contention(Eagle/Star). � 'Men- Dom' firjA4-G7" Update on filling of personnel v c 00079 half-time position was offered to�ha ap ho teee now on full-time staff. His p ��¢pted the position. Update on the Summer Reading Program. This is going well with 780 children and young adults registered. _DE-t5/6 7ji'iit-7"uioz • 414"e- .66 i?&4 ‘04<e / we' rivO,0? To .IAI"°) <5y�T-`� 14' Z Update on"House Calls,"the homebound delivery program. We have six trained volunteers serving 13 homebound peo ll-.IFriends of the Library recruited theft. I'Pl DI O F THG V 1 &J,V Committee Reports - Strategic Planning Committee. There is good news. Library Director Ron Baker talked with Lynn Sedlecek re the household survey. The Eagle Sewer District can send it out with the September mailing. We would need to get the forms to the distribution office by August 28"'. They will collect the returned forms with sewer bill pa �� The w an re with' ins i ion .6ho determine households distri t ' voice. Pressure is on the SPC to transform hindividual form to aer DES E ��u ez _11,7724 household form. HIE re' Unfinished Business 040/��.D 1)44 Department Budget for FY 04/05 Library Director Ron Baker and EPL Board President AS uJ/� [ Terry Loftus met with the City Council and Stan to get the magic budget number. The 0A) 5'n'Z0 asked for$56,000 in addition to the$628,000 we had this year bringing the total N°T [>v requested to$684,000 plus the$40,000 match' Y � SEA etu Ward' - Foy¢-rKrc c..ta prr2H �iS'n Timeline. In mid-August will be the first public hearing of possibly 3 hearings. The budget is published several times. On July 27 we will know the real tax receipt dollars. Decision points: - Further contribution to the Reserve Fund. - Purchase of a second self-check machine. The EPL wants a new self-check machine, which costs $26,000. - HVAC equipment replacement fund. The Eagle City Council normally covers HVAC expenses in their buildings. The EPL can offer to create a war chest fund for HVAC. Board Member Margo Walter moved to empower Library Director Ron Baker and EPL Board President Terry Loftus to include these two items. Board Member Kim Landsberg seconded the motion. 3/� I. ' ,045,5 7 t f„•,l New Business - Patron grace periods. Jeannie Comerford met with LYNX in January re a 2-day grace period. The EPL was the only holdout of 9 library Y free Director Ron Baker will talk with LYNX to see if we have any eeway and th n we will decide. The$28,000 income from overdue materials will drop by$5,000(most being DVD's and videos which are$1.00/day late). Board President Terry Loftus suggested we ov the grace period on DVD's and videos, and books could have the extra 2-dar'e . The reaction of the Board was that they saw no adding a grace period. —. Y advantage to - St. Luke's Hospital deposit of defibrillator. The consensus of the EPL Board was that we do not want a defibillator and the responsibilities and issues that would be involved. Library Director Ron Baker will discuss with the Eagle City attorney. Director honorarium for pro bono work. The issue came up re Library Director Ron Baker doing pro bono training of other libraries. The EPL Board had agreed to pay for phone calls and mailings. The Harney County Library in Oregon wanted to help a library in Ron's name and sent him a Borders' card in the amount of$25.00 which he will donate to Garden City Public Library.