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Minutes - 2007 - Eagle Public Library - 01/08/2007 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MEETING DRAFT OF MINUTES January 8, 2007 Community Room The Eagle Public Library Board of Trustees meeting was called to order at 7:15 p.m. by President Jane Marrs. Present were Board President Jane Marrs;Board members Margo Walter,Bobbi Olson and Nancy Marshall; City Council Liaison Stan Bastian; and Library Director Ron Baker. Board Member Bobbi Olson made a motion that the amended Agenda be approved; Board Member Margo Walter seconded the motion. The amended agenda was unanimously approved. Board Member Margo Walter made a motion that the Minutes for November and December be approved as amended. Board Member Nancy Marshall seconded the motion. The amended Minutes were unanimously approved. Board Member Margo Walter made a motion to approve and pay the bills as submitted. Board Member Bobbi Olson seconded the motion. The motion to pay the bills was unanimously approved. Friends of the Library Report Library Director Ron Baker reported that the friends had met last Thursday, and approved a third,mobile shelving unit. He recognized six to eight Friends who have put in many hours during this past month and a half and commended them for their tolerance and good cheer in working through the garage remodel. Board Member Margo Walter asked Ron if a thank you letter would be appropriate, and Ron responded that a letter would be sent. Director's Report: Director Ron Baker gave the Director's Report. ILS Migration: Progress Report Ron drew our attention to the large increase in number of library book hold requests since September 2006. In order to send out these one hundred holds a day,the staff is checking these requests and completing this task three times a day. The statistics show that Ada County Library and the EPL are the only libraries experiencing this surge in holds. It is suspected that the new hold display screen is contributing to these increased requests of the Eagle Public Library. The display screen makes"holding"a much easier process for all patrons. Additionally though,the queuing structure may be listing Eagle first among all of the libraries all of the time, before their home library, and patrons may be just choosing EPL because it appears on the screen as the first available library that has their request. Ron plans to negotiate that queuing order with the directors in consultation with the IT people. Other IT data issues are that juvenile data/figures are not broken out. Also,quality of service is becoming an issue; as older materials are transferred over to the new system, the transfer process is causing the LAN system to crash. One problem may be that the provider, Sirsi/Dynix,is being bought out by a new company. Our EPL contract insures that the provider costs will be held down for this year,but there are now concerns about the future costs and also the overall quality of service. Remodel of the Garage/Shelving Installation: Progress Report All wall shelving in the garage plus all of the west wall shelving were installed today; the ends of the west wall shelves are not complete yet. The EPL is approaching 85,000 volume capacity. Ron invited the Board to tour those areas after New Business is addressed. Overhaul of Lili Databases Thirty-eight data bases must be changed and reformatted,and this is a major shift by the Idaho State from Ebsco . There may be some patron complaints,but it will take time to make this transition. Planning Meeting with Ada County On Friday, January 19th the Director will report at the meeting with Ada County concerning standards that EPL uses; other libraries will do the same in order to help create an awareness, among all the libraries, of how to deal with mushrooming population and new communities. Eagle Foothills Facility Plan Ron will meet with those people on that facility committee this Thursday. Annual Statistical Report The process of preparing the report is just starting, but all segments will be finished before the end of the month for Jane to sign before they are due. Christmas Lighting 2007 In response to questions last month about lack of Christmas lighting outside the EPL, Ron reported that he has met with Eagle City personnel and there will be Christmas lighting along the EPL building beginning in 2007. It will not be possible to extend the Christmas lighting out to the trees however; the tree areas have no electrical plugs at the tree holes, so, for safety reasons, lighting the trees will not be possible. Statue Project There is a new public works director for the city, and he will follow up upon the installation of the statue donated by Dennis Baker. SimplexGrinnell Just as an FYI, Ron reported that he has received two new solicitations from them since EPL has switched to AlarmCo. Library Liaison/City Hall Report Councilman Stan Bastian gave the Library Liaison/City Hall Report. Much population growth in Eagle is anticipated which influences EPL Board decisions and plans. The Legacy development infrastructure is underway. Public transportation is an issue for the Eagle area,and there is discussion of addressing that issue now before proposed areas are fully approved. The western end of Eagle, including the EHS and then to the west to hwy 16 is planned be a very populated area. A connector from Hwy 16 to Interstate 84 is anticipated, so density applications are increasing along Hwy 16 and also 44; this is also the case east of Merrill Park. Then Eagle is also working with all of the foothill developers(M-3, Kastera, Connelly and Suncor)which encompass approximately 35,000 acres; all of those developments in the foothills to the Gem Co line are on hold until the Eagle Comprensive Plan is completed. This plan is a guidelines to preserve the values of community; values, such as natural areas being preserved and wild life maintained. Also, studies of water and the use of the underground reservoir/aquifer which drains to the Payette River can be completed first before final approvals. The goal is to find a balance between density and Eagle values. Unfinished Business North Building Addition: Plan Options&Estimates, Follow-up Not Covered New Business Increasing Shelving Capacity in Children's Room Since the garage remodel, storage for equipment is reduced to the closet in community room, so there is no room for loose shelving,the 5,000 grey bookends, etc; this shelving and bookends are good materials that can be used at a future date. It's time to look at off site storage. A 10' x 16' costs $50-60 per month. More and more of the EPL building is more appropriately needed for collections and library services; extra furniture and shelving pieces, for safety reasons, need an off site home. Wright Brothers could be hired to haul the excess materials or Crosstown movers are an option. Board Member Nancy Marshall made a motion to authorize off site storage; Board Member Jane Marrs seconded the motion. All members were in agreement. Shelving capactity in Children's room: Ron and Diane have generated some ideas of how to increase shelving here to make it adequate for 3 years. The$3,000 not used for painting this year can be used to pay for the shelving. By the next meeting, Ron will have an estimate. Additional Items Tour of the Library Ron took the Board on a tour into the library for us to view the remodels and changes to the west shelving,the garage, and upcoming changes in the children's room. At this time,requests were made to Ron Baker to add the following items to the February Board Meeting Agenda: • Board to discuss their philosophy and timeline recommendations for both a north patio building addition and a south building expansion for a Children's Wing and administrative offices in order to make future requests and recommendations to the Eagle City Council • Invite Children's Librarian to the February EPL Board Meeting to discuss the library philosophy behind providing the use of technology in the Children's Room (Information and clarification are needed since there were differing points of view among the Board when we discussed Children's Room shelving vs. technology use) Selection of the Next Meeting Date The next EPL Board meeting is scheduled for Monday, February 12, 2007 at 7:00 p.m. Adjournment The meeting was adjourned @ 9:08 PM Respectfully Submitted by: Nancy Marshall, Acting Secretary