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Minutes - 2005 - Eagle Public Library - 11/07/2005 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES November 7, 2005 Community Room The Eagle Public Library Board of Trustees meeting was called to order at 7:03 p.m. by President Nancy Marshall. Present were Board President Nancy Marshall; Board Members Jane Marrs, Margo Walter, and Christine Edwards Allred; Library Liaison Stan Bastian; and Library Director Ron Baker. Board Member Terry Loftus made a motion that the Agenda be approved and Board Member Margo Walter seconded the motion. The Agenda was unanimously approved. Board Member Terry Loftus made a motion that the Minutes as amended be approved and Board Member Margo Walter seconded the motion. The Minutes were unanimously approved. Board Member Terry Loftus made a motion to pay the bills and Board Member Jane Mans seconded the motion. The motion to pay the bills was unanimously approved. Note: Ron Baker noted that the library paid a large sum for the repair of a single fire alarm. Board members discussed the costs of the Simplex Grinnell contract for fire/security and recommended that the contract be reviewed. Board members also recommended that the Eagle Library contract for fire/security be compared to the Boise Library contract and to the pending contract for the new city hall. Friends of the Library Report Director Ron Baker made the Friends of the Library Report. The Friends made over $2,600 from the book sale. They are still negotiating with book dealers over rare books that they did not sell publicly and may realize several hundred dollars profit from the sale of these books. The sale went smoothly and successfully as did the removal of unsold books by DI and post-sale cleanup. Director's Report Director Ron Baker made the Director's Report. Strategic Plan Collations Distributed Ron Baker distributed copies of the Eagle Public Library Strategic Plan FY 2005/06 to FY 2009/10. Statistics Collection: The library's collection of items exceeded 60,000 during October 2005. Reciprocal Borrowing: The Ada Community and Boise libraries have different methods of calculating reciprocal borrowing which result in a different assignment of 1% of Eagle Library's reciprocal borrowers. Ada Community's method of determining reciprocal borrowing—they designate residents within the Boise Library district who obtained library cards from Ada Community Library as Boise Library borrowers—shifts the responsibility of 1% of borrowers using the Eagle Library from Ada Community to Boise. The percentage of borrowers from Ada Community who use the Eagle Library is nevertheless rising. Building Issues Needed Repairs to Front Doors: The library has been informed that the base of the glass doors will eventually require remilling and that the guide tracks must be replaced. The problems with the front doors have been exacerbated by the settling of the building. Overflow Tank Replacement: The library has replaced the hot water system's overflow tank. The tank failed during the last week of October 2005. Materials Challenge: No Follow-up by Complainant Assistant Director Janice Campbell sent the complaining patron a letter regarding the committee's decision not to remove the offending video from the collection. The patron has not chosen to respond. The materials challenge will, according to library policy, remain open, but no further action on the part of the committee or board will be taken now. Senior Center Collection Update The shelving—attractive, mobile, and accessible—for which the Friends paid has arrived and has been assembled. It will be transferred to the Senior Center on Wednesday, November 9, 2005. Grants The library has received a$3,000 memorial donation from a couple that has chosen to remain anonymous. Although the money was gifted without restrictions, Ron Baker will remain in dialogue with the donors until the money is spent. The library budgeted $2,000 for grants for the FY 05/06. The library has already received $3,800 in grant money during FY 05/06. The library will never spend more than the amount actually received,but may spend whatever amount is granted no matter the amount initially budgeted. Director's Schedule Ron Baker will be off from November 18 to November 28. Ron Baker will be off from December 12 to December 17. Library Liaison/City Hall Report Councilman Stan Bastian gave the Library Liaison/City Hall Report. The new city hall is moving forward with an anticipated move-in date of April. Committee Reports Search Committee for Youth Services Librarian Board President Nancy Marshall, Director Ron Baker, and Assistant Director Janice Campbell are working as the search committee for a Youth Services Librarian. They have posted the position with libraries and library coordinators throughout the western states, universities, the Association of Idaho Cities jobline, and the LILY jobline. The search, which will be posted for four weeks, will close on November 29th. The committee will review applications from November 30th through December 14th, conduct phone interviews from December 15th through 17th, and conduct on-site interviews from January 4th through 11th. The committee intends to come to a hiring decision by January 14th and hopes to have the new librarian in position between mid-January and the beginning of February. The committee's search allows individuals who will receive their professional accreditation within six months of their date of hire to apply. The committee hopes that the position will attract candidates despite competition from Meridian Library, because of a competitive pay scale and leadership potential. Unfinished Business LYNX! Agreement In general, revisions to the agreement allow responsibilities previously designated as specific to Boise Library to be held by other libraries. Terry Loftus moved to have the revised LYNX! Agreement sent to City Hall for review. Margo Walter seconded the motion. The motion was unanimously approved. President Nancy Marshall signed the revised LYNX! Agreement. Stan Bastian anticipates that the agreement will be considered during a November meeting of the City Council following its review by city attorney Susan Buxton. New Business Library's Carry-Forward Funds and FY 05/06 Supplementals The Eagle Public Library carry-forward funds for FY 05/06 total $77,902. These funds include a large one-time windfall from a change in accounting system. They include a fairly large amount due to an increase in library revenues from fines and fees. They also include a large amount as a result of increased tax collection. Only a very modest amount was actually carried forward from the library's FY 04/05 budget. These carry-forward funds need not be allocated at the present time. In fact, the bulk of these funds may be carried forward into FY 06/07. Ron Baker suggested that carrying the bulk of the funds forward may be prudent, in part, because tax reforms may result in a more modest budget in the future. Ron Baker did recommend the possible allocation of roughly$24,000 of these carry- forward funds. West Wall Shelving $8,000 Although this shelving is scheduled to be installed in FY 06/07 in the Strategic Plan, it is needed, and could reasonably be installed, this year. Additional Shelving Installation $1,000 When the west wall shelving is installed, the installers could also install shelving units already in hand. Shelves are needed in the children's room. Shelves could be also be usefully installed in the A/V area. Additionally, reading carrels that must be removed in order to install the west wall shelving must be broken down and stored. Although the Hidden Springs Joint School/Public Library could use two or three of these carrels for an unspecified amount of time, Ron Baker recommended that the carrels be stored on site in order to be used when the building is expanded. Youth Services Librarian Job Search Advertising/Recruitment $1,500 No money has been budgeted for advertising/recruitment costs for the youth services librarian. The library anticipates conducting possibly three, and no more than five, on- site interviews. City Clerk Sharon Bergman has approved the idea of allocating funds for the purposes of defraying costs for candidates. Staff Room Plumbing $512 The staff room, currently serving 23 persons, has a sink without a disposal that is simply too small. ALH Plumbing has bid on installing a new sink equipped with a disposal for $512. Merit Increases $5,000 No money has been budgeted for merit increases. Budgeting $5,000 would bring the library into compliance with what the City of Eagle has budgeted for employees other than library employees. These would be single-time merit increases for special performance rather than across the board on-going merit increases. Telephones $1,800 While $500 has already been budgeted to reprogram the telephone system, the library staff have recognized that they must expand the current system with a fourth line and expand the existing system within the building to bring a new line into the children's library area as well as a new line into a small conference room. Installing and maintaining a fourth line will require $552 while the bid on expanding the internal system with two additional lines is $1,200. Front Doors $500 The front door requires the installation of new guides. Hub Replacement $1,500 Following the server replacement, the hubs were replaced. No money was budgeted for this expense. Internet Service $3,000 Following a change in its relationship with the Boise Library, the Eagle Library contracted its own internet service. No money was budgeted for this expense. Board Member Terry Loftus made a motion that carry-forward funds be allocated for the purposes identified by Ron Baker and that the remainder of the carry-forward funds be carried forward. Board Member Jane Mans seconded the motion. The motion to allocate carry-forward funds for the specified purposes and to carry-forward the remainder of the funds was unanimously approved. Additional Items or Public Comment None. Selection of Next Meeting Date The next meeting will take place on December 12, 2005, at 7 p.m. Adjournment Board Member Terry Loftus made a motion that the meeting be adjourned. Board Member Margo Walter seconded the motion. The motion to adjourn the meeting was unanimously approved. The meeting adjourned at 8:27 p.m.