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Minutes - 2006 - Eagle Public Library - 10/09/2006 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES October 9, 2006 Community Room The Eagle Public Library Board of Trustees meeting was called to order at 7:30 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; Friends of the Library President Jeanie Farnworth; Library Director Ron Baker; Emeritus Board Member Terry Loftus, and Joe Wood. Board Member Christine Edwards Allred made a motion that the Agenda be approved and Board Member Jane Marrs seconded the motion. The Agenda was unanimously approved. Board Member Margo Walter made a motion that the Minutes be approved and Board Member Jane Marrs seconded the motion. The Minutes were unanimously approved. Board Member Jane Marrs 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 gave the Friends of the Library Report. The Friends are excited about the book sale on Saturday and Sunday of this week. The Friends will begin to prepare for the sale on Thursday. Four schools will be coming to select books on Sunday. On Monday, the Deseret Industries will arrive to take the remainder of the books. The Friends anticipate that the shelving will be installed in their everyday book sale room on October 19. The ongoing book sale is making between $250 and $300 each month. A volunteer restocks the offerings daily. Director's Report Director Ron Baker gave the Director's Report. ILS Migration: progress report The statistics module is not yet functioning. The EPL is dependent on the Boise Public Library for its statistics. The EPL needs the year end statistics and may have to create these manually. Ron has not yet prepared the total project expenditure report, but anticipates delivering that report at the next board meeting. The library is still experiencing a few migration glitches. The library still has a problem with one of the self check machines and expects a service person from 3M tomorrow. The library also has a problem with one of the check stations that recognizes all library bar codes except for Eagle Public Library codes. Only one patron has experienced a problem with the new web based catalog. Most patrons have been very pleased at the way the web catalog has worked. On the other hand, much has gone smoothly. The library is regularly checking books in and out. The City of Boise has delayed pulling the IT staff out of the Boise Public Libra y until the migration has stabilized. The LYNX consortium will meet on November 3' and library IT staff will be at the top of the agenda. The libraries will ensure that the City of Boise understands that it has contractual obligations to the EPL for IT services. Budget surplus from migration project The library had a substantial amount of money to carry out the migration. The library had to replace a lot of equipment and build in a lot of IT staff hours. The library has spent out the $12,000 fund that was allotted for the migration. The library underspent the additionally allotted funds last year by $8,000. In discussion with management staff, Ron Baker wonders if the library wouldn't be wise to pursue a feasibility study of expanding the library building onto the patio to the north of the existing building. The patio is too hot in the summer and too cold in the winter to use. It is only one thousand square feet, but would allow for expansion of the periodical reading room into an atrium-like room and the installation of four eight-section, double-sided book ranges. This would create space for an additional 11,500 volumes and leave a wide central isle. This might allow the library to delay additional expansion for a couple of years. While the building is 17,000 square feet and this addition would add only 1,000 square feet, the location is superb. The fact that the library owns the land and would be adding an attachment means that the cost would be much less than new construction. Ron Baker would like to pay Wright Brothers to come up with a plan for the cost of conversion. Ron Baker will bring a complete report regarding carry forward costs next month and the board will revisit this idea then. Remodel of garage The remodel of the garage starts with Wright Brothers on the 231.d. The week before remodeling begins, the library will bring in a large storage container to store extra shelving. The vendor will seal the door in order to keep dust and dirt out of the library. The library will not have any access to the garage for a full month. As a result, the Friends will operate differently. Donations will be brought directly into the library, boxed, and stored in the back room for the month. The Friends have scheduled the community room for several days in order to sort and restock the everyday book sale. The remodel will last a month and, at the end, the new space will feature a technical processing center for the library. This will enable circulation to move back into the rooms where that processing currently occurs. Recruitment The library has one and a half positions currently available. Seven applicants have applied for the half-time reference librarian position. The library has invited three to interview with the staff in the next few weeks. Ron Baker decided to select the new children's librarian assistant position from within the staff. Three staff members asked to be considered. Those interviews will be conducted on October 18. "Carrying capacity" of Civic Plaza parcel Ron Baker has begun conversations with David Smith regarding expansion of the library and libraries in Eagle. David Smith is already working with the Nampa Library to establish a building program and Ron has worked with him to develop initial numbers for a building program for this building. David Smith has posed several questions regarding library services expansion in Eagle. First, if City Hall and the EPL are both planning to expand, where will everyone park? Second, with Eagle's growing population, will a central library of only 25,000 square feet be sufficient? Or, will Eagle need to use the current building as a branch while establishing a central library elsewhere? As a result of these questions, Ron Baker contacted Bill Vaughn to talk about the capacity of this parcel of land. Already, City Hall parking is well utilized. If City Hall is already planning to develop 50% or 100% capacity to the north and the library is planning on making two additions, there may not be sufficient parking space. Ron Baker intends to meet with experts to determine whether or not the parcel of land to the south, which is chronically swampy as a result of geography and the way development has progressed around it, can carry a two story building. Once answers to these questions are in hand, the library may have a better sense of the long term potential of this site. The city is currently contemplating the development of 19,000 of 38,000 acres in the foothills. If Eagle also extends out to Highway 16, there will be, roughly, an additional 45,000 residents. If you then include developments north and west, the population will explode. The city anticipates that it may achieve a population of 120,000 people. The city will require a larger library. There is also a sense that the activity center of the city may be north and west. Book vandalism incidents, continued The vandalism incidents in the library are no longer Russian themed, but the library has found gutted book jackets hidden in periodicals. The library has experienced roughly two dozen incidents in the last six months. The standard of library loss is 3% per year. Although the EPL is nowhere near that, these events are still worrisome. Potential change in board meeting time The board now has an opportunity, because of City Council meetings, to change the meeting to the third Monday of each month. Because a preponderance of holidays fall on the first or second Mondays of each month, the board may choose to move its meeting date. Director out of town: Nov 4 through Nov 8 Ron Baker will be in Portland from November 4 through November 8. That absence will not impact our next board meeting. Library Liaison/City Hall Report Councilman Stan Bastian gave the Library Liaison/City Hall Report. The City Council just approved the Lonesome Dove development. The redesigned development is being submitted to planning and zoning. This development will proceed in one of the areas designated for a denser concentration of inhabitants. The houses will be individual homes, but densely situated. It will add a considerable number of people to the city. Another development is proposed in an adjoining area for twenty units. Other developments are proceeding as well. Lots of new people will be arriving to check out books. Unfinished Business Election of Board Officers Jane Marrs made a motion that Jane Marrs be President of the Board, Christine Edwards Allred by Vice President, and Margo Walter be Secretary. Nancy Marshall seconded the motion. The motion passed unanimously. Christine Edwards Allred made a motion to reconsider the elections. Jane Marrs made a motion of Margo Walter for Vice President and Christine Edwards Allred for secretary. Nancy Marshall seconded the motion. The motion passed unanimously. Recruitment for Board vacancy Ron Baker intends to send a press release out this week inviting individuals to submit letters to Nancy with a deadline of October 30. Joe Wood has been an Eagle resident for nearly five years and is interested in being active in the community. She's been an active library patron as a student, graduate student, and grandparent. She has time and interest in serving on the library board. New Business Veterans' Day Closure Opening on Saturday the 11th, following Friday the 10th—Veterans' Day—creates scheduling difficulties for library staff. City employees have Friday off and then go into their weekend. Library employees take Friday off and then must return for the weekend unless the board takes action. Christine Edwards Allred made a motion to close the library on Saturday the 11th. Jane Marrs seconded the motion. The motion passed unanimously. Additional Items or Public Comment Margo Walter and her Shaklee Group will be planting a tree on the library property in the coming weeks. Ron Baker reported that he was working with Mike McCurty from the city to meet with the electrician, the grounds people, and with a paving contractor. They are currently waiting for the paving contactor's bid. After purchasing and shipping the statue, the library has $1,360 dollars remaining from the gift to prepare the location and create a plaque. Selection of Next Meeting Date The next meeting will take place on November 13 at 7 p.m. Adjournment Board Member Christine Edwards Allred made a motion that the meeting be adjourned. Board Member Jane Marrs seconded the motion. The motion to adjourn the meeting was unanimously approved. The meeting adjourned at 9:15 p.m.