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Minutes - 2006 - Eagle Public Library - 05/08/2006 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES May 8, 2006 Small Conference Room, City Hall Thanks to Stan Bastian for a tour of the new City Hall facilities. The Eagle Public Library Board of Trustees meeting was called to order at 7:23 p.m. by President Nancy Marshall. Present were Board President Nancy Marshall; Board Members Jane Marrs, Margo Walter, Terry Loftus, and Christine Edwards Allred; Library Liaison Stan Bastian; and Library Director Ron Baker. Board Member Jane Marrs made a motion that the Agenda be approved and Board Member Terry Loftus seconded the motion. The Agenda was unanimously approved. Board Member Terry Loftus made a motion that the amended Minutes be approved and Board Member Jane Marrs seconded the motion. The amended Minutes were unanimously approved. Board Member Terry Loftus made a motion to pay the bills and Board Member Christine Edwards Allred seconded the motion. The motion to pay the bills was unanimously approved. Board Member Jane Marrs made a motion that the amended February Minutes be approved and Board Member Terry Loftus seconded the motion. The amended Minutes were unanimously approved. Friends of the Library Report Ron Baker gave the Friends of the Library Report. The Friends met with the shelving contractor to talk about the possibly of installing shelving in the Friends' Store that would match the shelving throughout the library. The Friends are waiting for estimates for two different shelving possibilities in the store and wall shelving for their portion of the garage next year. The Friends purchased a walker cart so that they can restock the sale table. The cart is serving them well. Director's Report Director Ron Baker gave the Director's Report. ILS Migration: Progress Report The EPL is starting the preliminary Horizon training right now. Although the staff has had to travel for portions of this training, the library recently bought a portable telephone with a speaker in order to broadcast the training throughout the community room. This equipment cost roughly $100 and will require the library to do some rewiring, but will allow the staff to go through training in the EPL itself. By the time the second round of training comes along, the staff should be able to do all training on-site. There is an incredible amount of training to be done. For instance, the preliminary acquisitions training includes three sessions of training lasting four hours each. Two staff members must attend each session. The total training program, including ten training modules, will require an enormous number of staff hours. The Horizons software will go live on September 12. Regrettably, the current Dynix acquisitions module may be disabled as of June 12. This will inconvenience staff and patrons. The absence of an acquisitions module means that patrons are not able to put a hold on new books until the books are actually in the building and catalogued. Remodel: May 17-19 The remodeling projects under discussion are moving forward: the removal of the satellite, the construction in the Children's room, and the construction of the Friends' Store. Board members have asked about the possibility of resale of the satellite. Wright Brothers recommend that the satellite be discarded because of its age. Ron Baker has posted public notices regarding the May 17-19 reconstruction. The library will not change its hours at all, but construction involving the glass sheeting will occur on the morning of Thursday, May 18, during hours when the Library is and will be normally closed. Extra staff presence will ensure that all patrons use the library safely during construction. Budget Meeting: May 22; Distribution of Budget Calendar A budget meeting will occur on May 22 at 7:00 p.m. in the Community Room of the Library. This meeting will allow the board to review major and unusual budget items prior to the June 5 meeting with the Mayor, Stan Bastian, and Sharon Bergmann. On June 5, the Library and City Hall will compare revenues and needs. Director out of State: May 9-12 Ron Baker will be out of town during these days and requests that any problems be referred to Jeannie Comerford as Janice Campbell is currently managing serious family health problems. Library Liaison/City Hall Report Councilman Stan Bastian gave the Library Liaison/City Hall Report. Tomorrow night the City Council will hear about Laguna Point and Legacy. Laguna Point is not a high density project. Most of the properties will come in at two acres each. Legacy will be a high density project. It has given up its plan to install a full golf course and plans to put housing units in its place. It proposes 1,550+ homes for 600+ acres and will add significantly to the population of the city. Although it will be different in character from other Eagle developments, the city is not likely to deny it. Eagle doesn't calculate in net density. Instead, it calculates in gross density minus open spaces. Legacy has done a good deal of preliminary work and spent substantial sums. Legacy homeowners will pay homeowners' dues as well as an athletic due for their use of the facilities. The Legacy contemplates having some commercial development in its center. Eagle continues to meet with the M3 company. The Firebird Raceway has been sold. Brad Little has acquired that property. Significant development will occur in the nearby Eagle area. The City is negotiating the purchase of significant amounts of land in the foothills between Highway 16 and 55. Valley floor area will have density comparable to most subdivisions. Hillside density will be low. Significant development decisions will be made in the next few months. Unfinished Business Appointment of Betty Miller to the Strategic Plan Review Committee The Friends' Board had recommended Betty Miller to the Strategic Plan Review Committee to replace Pam Carter. Betty has worked faithfully with the everyday book sale since its inception. She is a pleasant and thoughtful person to work with. Ron Baker recommends her highly to the Strategic Plan Review Committee. Terry Loftus made a motion to appoint Betty Miller to the Strategic Plan Review Committee. Jane Marrs seconded the motion. The Board approved the motion unanimously. New Business Credit Card Payment Option in City Departments The City has been talking about moving to a basic credit/debit system. There is a high expectation among library patrons that the library will accept credit/debit cards. Ron Baker recommends that the library move forward with the same credit/debit system that City Hall will adopt. The library will contract with Wells Fargo. There will be a $0.20 cent transaction fee plus a 0.0234% fee on the total amount. There will be a $45 annual fee. The library will allow patrons to use the credit/debit system to pay fines and to purchase Friends' books. As the Library takes in a significant amount of money each year—currently in cash and checks—this system will enhance the security of the money the library collects. The library will try this system for a year. The library will look into establishing a minimum amount for credit card purchases. EPL Participation in Tom and Millie Allen Foundation Grant When Diane Matejka came to the EPL, she brought with her a $3500 grant, part of which has already been spent, to create music and movement kits and training for caregivers, preschools, daycares, etc. The Garden City Library Foundation has the entire amount of the grant and will be the fiduciary agent so long as the EPL will allow Diane to make the kits, store the kits, perform the training, and allow the Library to make kits available to Eagle, Garden City, and Star patrons. The Allen Foundation has quite a bit of money that it wants to give locally to children's programming. By being a cooperative player in a small way with this grant, the EPL positions itself nicely to receive help from this foundation in the future. The library will not take this issue to City Council because the money has already been granted and will be handled through Garden City. Requests for Education Program Reimbursement Library employees in Idaho can't get an MILS degree in Idaho. If they're interested in pursuing this degree while living locally, they must pursue a distance learning option. The Library has had discussion with City Hall to change the language regarding education reimbursement to cover distance learning for Library employees. Ron Baker has received a request as well as a notification of a request for reimbursement for an MLS distance learning program. Replacement of Trees on East Side of Library The landscape architect for City Hall has decided it is not the right time to transplant trees. As a result, replacing the white pines that aren't flourishing on the east side of the building isn't an issue for discussion at this time. Additional Items or Public Comment Gutter maintenance at the library should be handled by the City. Ron Baker will speak with Mike McCurry. Selection of Next Meeting Date The next meeting will take place on June 5 at 7 p.m. Adjournment Board Member Christine Edwards Allred made a motion that the meeting be adjourned. Board Member Terry Loftus seconded the motion. The motion to adjourn the meeting was unanimously approved. The meeting adjourned at 8:42 p.m.