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Minutes - 2006 - Eagle Public Library - 11/13/2006 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES November 13, 2006 Community Room The Eagle Public Library Board of Trustees meeting was called to order at 7:04 p.m. by President Jane Marrs. Present were Board President Jane Marrs; Board Members Margo Walter and Christine Edwards Allred; and Library Director Ron Baker. Board Member Christine Edwards Allred made a motion that the Agenda be approved and Board Member Margo Walter seconded the motion. The Agenda was unanimously approved. Board Member Margo Walter made a motion that the amended Minutes be approved and Board Member Christine Edwards Allred seconded the motion. The amended Minutes were unanimously approved. Board Member Christine Edwards Allred 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 Ron Baker gave the Friends of the Library Report. The book sale made between $1,900 and $2,000. This was less than normal, but the everyday sale is making so much more money each month than before, that the total book sale figure wasn't surprising. The shelving is installed in the new store and the Friends are making full use of it. Director's Report Director Ron Baker gave the Director's Report. ILS Migration: Progress Report The EPL is still dealing with an absence of statistics which is worrisome as the library nears the deadline for the state library report. Now, the libraries are awaiting a decision from the LYNX! directors on how to handle the system administration. The statistics are integral to that administration function. Dynix originally suggested that each library would generate its own statistics, but that has not been the case. The libraries must decide whether or not this administration function should reside with the IT staff in Boise or with each individual library. The Boise Public Library Director has resigned. The LYNX! directors meeting has been postponed three times and is now scheduled for November 16. Hopefully, this issue will be settled once and for all at that time and the library will be able to generate statistical reports again. This issue is complicated, of course, by the fact that the IT staff in Boise is being pulled out of the library and being placed under the guidance of the Boise City IT staff. Although this is a worrisome issue, it should be resolved quickly. Every consortium library confronts the same challenge. Other migration issues have been resolved. In general, the new system is operating very well. Remodel of garage/shelving installation The remodel of the garage into a new technical services area is proceeding as planned. It should be completed on schedule. The shelving in the children's room, in the Friends' store, and in the storage room has been installed. "Carrying capacity" of Civic Plaza parcel: report The Planning Department took Ron Baker's request for a"carrying capacity" report seriously and generated that report. The report on parking is quite favorable. The parcel has enough capacity to expand City Hall to 21,250 feet—all available land without encroaching on the current parking lot—and the Library could expand to 36,000 feet— without eliminating any required parking. That means that the library could expand fully to the north and add a wing to the south with two stories. The south parking lot, not now utilized, might be a very reasonable place to park once the children's wing is added. There is not yet a study on the area to the south to determine whether or not that land will take a second story area. The City is reviewing the bond documentation for City Hall/Library, because it believes that that documentation included a full study of the land. Hiring of new Reference Librarian The library has hired Deborah Blakely as the new reference librarian. She comes from Alabama and has worked at the Mobile regional library there. She has worked in adult and children's services in several different library branches. The last branch in which she worked was completely destroyed by Hurricane Katrina. The library is lucky to have her. She has a lot of reference experience. She may begin on December 1, 2006. It will be an hourly job this year which may become a full time job next year. New Copier and Telephone System The new copier is in and has been problem free. The new coin machine is also installed and accepts up to $5 bills. The "tree" of the telephone system has been down for several weeks. Ron Baker has opted not to repair the system because the library will be installing a new phone system. The library notified patrons of the limitation on the website. The library will begin training for the new phone system on November 14. The library will need to add four unanticipated phones and thus may increase the estimate for the system. North Addition: Estimates for Plan Last month the board discussed using carry-forward funds in excess of surplus funds already designated for other projects in order to move forward with an addition on the north side. The city treasurer felt that the City should pay for the plans because that addition fell within the province of what the City has offered to pay for in regards to City buildings and recommended that the library not use its surplus funds. Director out of town, Nov 22-Nov 27 The library staff will have Ron Baker's cell phone in case the need to contact him arises. Library Liaison/City Hall Report Councilman Stan Bastian was not present to give the Library Liaison/City Hall Report. Unfinished Business Holiday Closures When the library considered the month of November, it decided to close the library for the entire Thanksgiving holiday, but remain open on the Saturday after Veterans' Day. The library was very busy on that Saturday. The library board, contacted by telephone, did approve the Thanksgiving Holiday closure and the opening on the Saturday after Veterans' Day. New Business Carry-Forward and Personnel Change Ron Baker used carry forward funds to convert two half time jobs into a full time job because the half time technical processing job had resulted in such regular turnover. The resulting job will be a full time job with benefits at a Grade 5. Although this cost $1,000 in carry forward funds, Ron is confident that we will make up that difference in part time salary expenses. The library has hired Brittany Lindstrom. Next year the library will confront the challenge of finding the money to continue that full time job. The library board, contacted by telephone, approved of this use of the carry forward funds. Loan of Display Case to Ada Community Library The Eagle Library may loan the upright display case currently unused in the front hall to the Star Library. The actual contract will be drawn up between the EPL and the Ada Community Library District. Ron will maintain a list of loaned furniture so that when the library expands, it may reclaim any furniture that it needs at that time. Statue Installation Details The library board has the opportunity to select the pavers that will be used under the statue. Additional Items or Public Comment None. Executive Session Margo Walter made a motion to enter executive session. Christine Edwards Allred seconded the motion. The motion passed unanimously. The board entered executive session at 8:23 p.m. Christine Edwards Mired made a motion to exit executive session. Margo Walter seconded the motion. The motion passed unanimously. The board exited executive session at 8:48 p.m. Selection of Next Meeting Date The next meeting will take place on December 11 at 7 p.m. Adjournment Board Member Christine Edwards Mired 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 8:54 p.m.