Loading...
Minutes - 2005 - Eagle Public Library - 12/12/2005 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES DRAFT December 12, 2005 Community Room The Eagle Public Library Board of Trustees meeting was called to order at 7:07 p.m. by President Nancy Marshall. Present were Board President Nancy Marshall; Board Members Terry Loftus, Jane Marrs, Margo Walter, and Christine Edwards Allred; and Library Director Ron Baker. Board Member Jane Marrs made a motion that the Agenda be approved and Board Member Christine Edwards Allred seconded the motion. The Agenda was unanimously approved. Board Member Jane Marrs made a motion that the Minutes be approved and Board Member Terry Loftus seconded the motion. The Minutes were unanimously approved. Board Member Terry Loftus made a motion to pay the bills and Board Member Margo Walter seconded the motion. The motion to pay the bills was unanimously approved. Friends of the Library Report President Jeanie Farnworth was not present. No Friends of the Library report was given. Director's Report Director Ron Baker gave the Director's Report. System Migration Issues On Friday, December 9,the consortium libraries held a meeting regarding the migration from the old text-based SirsiDynix system to the new-web based SirsiDynix Horizon Integrated Library System. During the meeting, the consortium libraries learned that the system migration may cost an unexpected additional$35,000. Much of this cost may be the result of the fact that the Twin Falls Library has not yet standardized its cataloguing records and has many deficient records in its database. Although the consortium libraries were led to believe that these records could be handled by the Horizon system at not additional cost,this meeting revealed that the non-standardized records may cost either$14,000 or$35,000— depending upon one's interpretation of a memo from the Boise Library IT staff—because the libraries will be required to run two parallel databases. Feeling very hesitant to pay a large amount of money to perpetuate the problem in the Twin Falls Library catalogue,the consortium libraries discussed the possibility of securing grant money to standardize the Twin Falls Library cataloguing records rather than paying consortium money in order to allow the problem to persist. This interest in acting to standardize the Twin Falls Library cataloguing records was heightened by the fact that the Mountain Home Library is interested in joining the library consortium and, to do so, will need to update their traditional card catalogue system. The Mountain Home Library will be applying for grant money to convert their system. As a result, the Twin Falls Library and the Mountain Home Library may work simultaneously on this problem by seeking cataloguing grants. Although if it proceeds, this work may slow the consortium libraries down in the effort to migrate systems, the problems of non- standardized catalogue records would be solved. In other regards,the system migration is on track. The consortium libraries have the goal of migrating to the Horizon system on a single day in May. Staff training will begin early in 2006. Ada County has developed a system to identify staff strengths and weaknesses. In March or April, SirsiDynix will begin the official training of two or three individuals from each library. These individuals will then return to their respective institutions to train additional staff. Ron Baker will appoint a three person committee to oversee the transition in the Eagle Library. This committee will oversee all issues including training, hardware, etc. Time-Out Software Currently, every consortium library faces a problem related to its Time-Out software. Time-Out software relieves pressure on library staff in the scheduling of computer stations by timing users out of a computer. The Eagle Library bought the software in the last week of the 2005 fiscal year for this purpose. However,the library does not have the authentication software necessary to ensure that the computer user is, in fact, using a legitimate library care to access the computer in the first place. Although Dynix can provide authentication service for$7,400,Ron Baker won't be pursuing that option for the remaining five months that the library will be on the text-based Dynix system. Following the migration, the Horizon system will provide authentication software. Board Records Ron Baker is currently involved in organizing all Eagle Public Library Board of Trustees minutes. The meetin s for tw minutes are missing. Board members may need to meet to reconstitute the minutes for these meetings. Library Liaison/City Hall Report Councilman Stan Bastian was not present. No Library Liaison/City Hall Report was given. Committee Report Search Committee for Youth Services Librarian Ron Baker, Nancy Marshall, and Janice Campbell have met twice as a search committee since the last board meeting. In the first meeting, the committee reviewed the thirteen applications that had been submitted and identified six of the applicants with whom to conduct phone interviews. The committee anticipates conducting those phone interviews on January 6 and 7. The committee feels that these six applicants—all of whom have responded with interest to the request for phone interviews—comprise a strong applicant pool. Of the six,two individuals are from the Treasure Valley. Four are from out-of-state including two from California, one from Washington,one from Oregon. Some of the candidates are new MLS's while others have many years of experience. One candidate will not receive her MLS until January 2007, but comes highly recommended by three superb recommenders. If this particular candidate is selected, the library will have to delay her hire until July 2006 because the position announcement required that candidates receive their MLS within six months of their hiring date. The committee anticipates bringing in as many as three candidates for on-site interviews during the week of January 23. Out-of-state candidates coming for on-site interviews will be housed in the Hilton. In the second meeting, the committee generated questions that they intend to ask of all the candidates. The committee considered inviting the candidates to perform on-site for the children, but have decided against this request for scheduling reasons. They will, however, invite candidates to bring relevant materials including video recordings of prior performances with children. All six candidates have solid experience with children. Unfinished Business LYNX! Agreement Revisited The LYNX! document sent by Ada County and signed by Nancy Marshall was actually a template document that did not include the name of the Eagle Library. The final document will be prepared for Nancy Marshall's signature shortly and must be returned by the first of the year. Final 2005/06 Budget and Accounts Ron Baker and Nancy Marshall reviewed the final 2005/06 budget. An additional$500 will be added to the "Administrative Expenses"account under"Operations & Maintenance" bringing the FY 2005/06 budget total to $877,326. New Business None. Additional Items or Public Comment None. Selection of Next Meeting Date rr The next meeting will take place on January 9, 2006 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 8:10 p.m.