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Minutes - 2006 - Eagle Public Library - 09/11/2006 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES September 11, 2006 Community Room The Eagle Public Library Board of Trustees meeting was called to order at 7:05 p.m. by President Nancy Marshall. Present were Board President Nancy Marshall; Board Members Jane Mans and Christine Edwards Allred; Library Liaison Stan Bastian; Friends of the Library representative Julia Gleed; and Library Director Ron Baker. Board Member Jane Mans made a motion that the Agenda be approved and Board Member Christine Edwards Allred seconded the motion. The Agenda was unanimously approved. Board Member Christine Edwards Allred made a motion that the amended Minutes be approved and Board Member Jane Mans seconded the motion. The amended Minutes were unanimously approved. Board Member Jane Mans 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. Friends of the Library Report Secretary Julia Gleed gave the Friends of the Library Report. The Friends will hold their annual book sale on October 14 and 15. The Friends hosted their Eagle group meeting on Wednesday with Ron Baker who presented a list of requests for the next fiscal year. The Friends approved the following items: a paperback tower for the children's library to house the basic accelerated reading program, two computer tables, and a ten volume copy of the Dictionary of American History for a total of$3,781. The Friends will consider other requests as the year progresses and other obligations have been met. The Friends are thrilled to have the new everyday book sale room. The new shelving will be installed on September 21 and will match the shelving in the rest of the library. Director's Report Director Ron Baker gave the Director's Report. ILS Migration: Progress Report, Closure Technologically, the migration is moving forward smoothly. EPL has discovered that they have the only 3M workstations of all the consortium libraries, but the 3M service provider was on site for several days to ensure that the migration would occur smoothly through that equipment. The library has announced the necessary closure for September 12 to complete the ILS Migration. The library is currently unable to check books in, but hopes to be able to provide that service again as of September 13. Ron hopes that the library will be up and running again on Wednesday, September 13 and that the catalogue will be on line by Thursday, September 14. Although the SirsiDynix product is a good product, the implementation has been worrisome. In fact, the system migration has been fraught with difficulties which the EPL staff and other library staff members have done their best to handle successfully. Some of these difficulties may have been the result of the recent SirsiDynix merger. Much of the preparatory staff training wasn't as productive as it might have been because the training database was insufficient—it simply didn't support all necessary functions. There were also inconsistencies between the handbooks staff received and the information provided on the web. Additionally, the project manager, who was under prepared and uninformed, was fired midstream. The library consortium had expected that this project manager would be familiar with both Dynix, the old, text-based system, and Horizon, the new, web-based system, but this was not the case. As a result, there was a good deal of discontinuity. Other difficulties were unrelated to SirsiDynix. In the middle of the migration training, the Boise Library IT staff was told that they would be moved to Boise City Hall. This is of real concern for the EPL, which relies on the Boise Library IT staff The head of circulation and automation services at Boise has borne the brunt of all difficulties and has done a very fine job. Still, the EPL staff will require some additional training. Budget for FY 2006/07 passed; Orders for new telephone system placed The City Council passed the FY 2006/07 budget for the library two weeks ago. Ron Baker has already ordered the new telephone system—the NEC system—which will be installed the second week in November. Although it will be installed as a stand-alone system, it will be possible to integrate this system with the City Hall system. Recruitment for Board Vacancy;Election of Board Officers There is a notice of a Board Vacancy as of October 1 posted in the library and on the library webpage. The notice requests that letters of interest be submitted by September 22. Terry has spoken with a neighbor of his and a branch manager at Washington Federal, Barb McDermitt, who is a regular library patron and who intends to submit a letter of interest. We should elect board officers at the next meeting. Accelerated Reader Collection Julia mentioned the fact that the Friends have given money both for shelving and a basic collection of paperback books for the accelerated reader titles requested by Eagle and Eagle Hills Elementary. The library will focus, first, on titles that both schools have requested. The collection will not include every title for every school, but there should be something for everyone who comes through the door. Childrens' Room Remodel On September 21, the last of the children's room shelving will be installed. The Friends have agreed to fund two custom-made computer cabinets for the public catalogue in the children's room. The room has been painted in preparation for an additional mural which will be financed by Meadow Gold. The library had $2700 in the budget for the painting, but because the staff has been doing the painting, the library has only incurred the expenses of paint supplies and staff time. Stan believes that the mayor and city council should be educated regarding the need for a children's wing in the library and suggests that Ron present that idea at a city council meeting. Book Vandalism Incidents The library has experienced a series of vandalism incidents since May involving Russian literature. The library has conducted a survey of their Russian literature collection and, happily, the collection has not been decimated. The library has also spoken with other area libraries to learn if their Russian literature collections are being vandalized. The library has spoken with the police who recommend the installation of a dummy camera for approximately $50 that might prevent such incidents. Ron Baker feels real reservations about installing such a system because of the discomfort it may cause readers. The library once looked into a digital surveillance system that, at that time, would have cost roughly $21,000. The board decided, then, that it was prohibitively expensive. Second Copier Ron has been in contact with Icon, the company that maintains the copy machine in the staff room that is currently 9and '/z years old. Icon no longer maintains parts to service this machine. The copier can only copy flat copies—no copies from books or magazines. In the six weeks of the childrens' summer reading program, the staff made over 29,000 copies on this machine. Ron asked Icon to offer a suggestion for leasing a machine for a year. The library does not have money budgeted to buy another copier. Ron will present more information regarding a second copier at our next meeting. Library Liaison/City Hall Report Councilman Stan Bastian gave the Library Liaison/City Hall Report. Much of the development in the city is planned for the foothills. Land is changing hands and being assembled by investors interested in developing various areas. The development to the West is continuing. Legacy is progressing. Over the last five years, the city has grown at over 10%. That growth rate continues. As a result, we will have a greater need for library services to the west and to the north. The city anticipates an addition of between one and three high schools to the city and greater numbers of middle and elementary schools. Infrastructure needs will increase apace. Unfinished Business None New Business Extending Book Station Coverage Ron met with the Senior Center and has done some statistical analysis of the use of the book station. This use has been affected by the fact that the Senior Center has been in the midst of substantial physical improvements to the building since it took over space previously occupied by the city. Still, their hope is that the library will increase that collection by 50%. Ron approached the Friends' with the request for another mobile bookcase. The Friends have delayed a decision on that request until November when they see how well the October book sale goes. The library has been gathering books for the Senior Center collection. Ron Baker's hope is that there will be a circulating collection among the senior living facilities in Eagle connected by van service. The board delayed enacting this service earlier in hopes of having more book money. The library now has additional book money and Ron wonders about the possibility of enriching this senior collection with volumes that are senior specific—trade paperbacks that aren't as heavy, large print volumes, etc. To date, the library has culled volumes out of donated materials. Ron Baker would like to investigate the possibility of placing a collection in Eagle Manor, the high rise across from Albertson's, which is an active borrowing community. The Eagle Manor is a privately owned, but federally subsidized, senior living center. It is for profit, but the inhabitants are on very limited incomes. Many of the inhabitants are not very mobile. Ron proposes that the EPL approach either the Sisters' Villa or Eagle Manor, both subsidized housing centers, and begin the program in one of these places as a pilot project for a year. This program would not replace the home delivery service. The board encouraged Ron to conduct research on the possibility of implementing such a pilot program. Ron will report back to the board. Additional Items or Public Comment None. EXECUTIVE SESSION (Personnel Issues) Board Member Jane Mans made a motion to go into executive session. Board Member Christine Edwards Allred seconded the motion. The board went into executive session at 8:43 to discuss personnel issues. Board Member Jane Marrs made a motion to go out of executive session. Board Member Christine Edwards Allred seconded the motion. The board came out of executive session at 9:10. Personnel Issues were covered in the executive session. Selection of Next Meeting Date The next meeting will take place on October 9 at 7 p.m. Adjournment Board Member Jane Marrs made a motion that the meeting be adjourned. Board Member Christine Edwards Allred seconded the motion. The motion to adjourn the meeting was unanimously approved. The meeting adjourned at 9:11 p.m.