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Minutes - 2007 - Eagle Public Library - 04/09/2007 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES-CORRECTED DRAFT April 9, 2007 Community Room The April meeting of the EPL Board of Trustees was called to order at 7:04 PM by President Jane Mans; Present were Board President Jane Mans; Board Members Margo Walter and Nancy Marshall; City Council Liaison Stan Bastian; and Library Director Ron Baker. Board Member Nancy Marshall made a motion that the agenda be approved, and Board Member Margo Walter seconded the motion. The agenda was unanimously approved. President Jane Mans made a request for a unanimous consent that the minutes be approved as appended. Hearing no objection it was so ordered. Christine:for the March minutes corrections: pg 3 — "on the the part of a few parents" Pg 4 — Las to "Last" Pg 5 — Wells Fargo " them" to "it" "Society" to "Museum" in each case — 5 x Delete "on the doors" 2x President Jane Mans made a request for a unanimous consent for the approval of the bills; hearing no objection it was so ordered. Friends of the Library Report The Friends are now quite settled and organized into their room. Friends President Jeannie Farnsworth asked the Director for an update of the request lis Ron Baker will get back to Jeannie with a list within the next few days. In the three months since January the book tables have generated $2,279 .42 in sales. Due to this high revenue there will not be a need for an additional May Book Sale. The alcove location itself seems to have stimulated sales. Ron will look into some back stops for the shorter shelves or have Hal make some, which will prevent paperback books from slipping through the shelves. Also, there was a nice article in the Valley Times spotlighting their new location. Middleton School District representatives visited the Friends collection and took donations following their fire at the MSD High School. Director's Report FY 07/08 budget process- This year all City of Eagle departments will create their own budget requests. The mayor's guidelines to department heads when preparing their budget requests for the City Council are to "budget by objectives" and give opportunities for input from the public. The EPL final staff budget proposal will be presented to the Council on June 12; the library management team will meet initially this Thursday and make recommendations to the EPL Board concerning which items from the strategic plan should be funded during this next fiscal year. Possibly there will need to be a special EPL Board budget meeting in May. Revenue projections should be received by the City Clerk by early May. Boise reimbursement: update Ron Baker has exchanged a number of emails with the BPL Director, and feels that the BPL proposed reimbursement attitude has changed. Ron will meet with that Director this week to set up subsequent times to negotiate the reimbursement. If it cannot be resolved soon, it will be turned over to the two city mayors to negotiate a resolution. LYNX issues and library summit for Treasure Valley There is a movement for LYNX to become a separate entity; BPL opposes this and Meridian Public Library supports it. Another regional issue concerns the need for a library summit for the purpose of analyzing area library organization and determine if small libraries should consolidate or not. Shaunna Bach's continuing education contract- This continuing education contract issue is coming along, will be timely and should go forward without problems. Outside bookdrop installation: update There is a new location plan for the book drops to the east of the EPL building. Ron Baker took us on a walking tour of the new location. It was the unanimous concensus of those present that this is a better location and will be a lower cost than the previous plan. Ron will ask city planners to analyze the traffic flow at this location. This installation will be completed before Eagle Fun Days since the present location of the new bookdrops will be used for an event during that celebration. Library logo contest The Library Management Staff recommends that a professional logo be created by a graphic artist rather than by a contest. Thank you letter to the EPL from Middleton High School A thank you letter was received for the donation of eighty-eight books that were EPL duplicates; this will be an ongoing process as appropriate duplicates become available. 3M — 3M cost renewals have increased by approximately $3,000 over last year. Issues for the EPL are that there may be a new generation of self-check machines in production, and technical repair costs are increasingly high. Each workstation cost is also skyrocketing. The EPL has experienced a 29% increase in costs in a year from 3M. The Director will follow-up and keep the Board apprised of this issue with 3m self-check machines. Data pages — Ron Baker distributed data pages. A record 894 additional items were added to the collection last month. There are now 72,000 + items in the EPL collection. Library Liaison/City Hall Reports (Councilman Stan Bastian) Stan reported on the status of numerous developments in the Eagle area. City Planners are interfacing with the north foothill developers and are coming up with a plan; therefore, three years out, there will be development in the foothills. Suncor has made application to Eagle to develop an annexation agreement. There will be a YMCA west of town. These population increase projections indicate that we will need more library facility, but EPL budgeting requests will be in competition with other needs such as police and the desire by the Arts Commission to have a location near Camille Beckman. Unfinished Business Letter to the Mayor concerning EPL building expansion issues. Stan, Ron and Jane have met with the mayor to advise her of the need for a north addition for a children's wing and impact of growth on the EPL strategic plan. It was also communicated that this facility remain the "main library" for Eagle. The advice of the attorney is to develop an RFQ (request for qualifications) and then select a qualified firm to provide an official cost estimate for a design. Stan suggested that this RFQ development properly belongs to Dave, a City of Eagle employee with this responsibility. New Business Staff Dress Guidelines A draft of Staff Dress Guidelines developed by management staff and Ron was distributed to the Board . Stan recommended that this document be reviewed the city attorney before presenting to staff Additional Items or Public Comment Nancy asked about the Director's report last month of some complaints; the status of patron complaints concerning both pre- overdue notices and a children's program seem to be resolved. Ron reported that he had observed the children's program and made a suggestion that provides a better traffic pattern. Selection of Next Meeting Date The next meeting will be Monday, May 14, 2007, at 7:00 PM in the EPL Community Room Adjournment The meeting was adjourned by President Jane Marrs at 9:02 PM. Respectfully submitted, Nancy Marshall, Acting Secretary EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES-CORRECTED DRAFT April 9, 2007 Community Room The April meeting of the EPL Board of Trustees was called to order at 7:04 PM by President Jane Mans; Present were Board President Jane Mans; Board Members Margo Walter and Nancy Marshall; City Council Liaison Stan Bastian; and Library Director Ron Baker. Board Member Nancy Marshall made a motion that the agenda be approved, and Board Member Margo Walter seconded the motion. The agenda was unanimously approved. President Jane Mans made a request for a unanimous consent that the minutes be approved as appended. Hearing no objection it was so ordered. Christine:for the March minutes corrections: pg 3 — "on the the part of a few parents" Pg 4 — Las to "Last" Pg 5 — Wells Fargo " them" to "it" "Society" to "Museum" in each case — 5 x Delete "on the doors" 2x President Jane Marrs made a request for a unanimous consent for the approval of the bills; hearing no objection it was so ordered. Friends of the Library Report The Friends are now quite settled and organized into their room. Friends President Jeannie Fare worth asked the Director for an po update of the requesi �I on aker will get back to Jeannie with a list within the next few days. In the three months since January the book tables have generated $2,279 .42 in sales. Due to this high revenue there will not be a need for an additional May Book Sale. The alcove location itself seems to have stimulated sales. Ron will look into some back stops for the shorter shelves or have Hal make some, which will prevent paperback books from slipping through the shelves. Also, there was a nice article in the Valley Times spotlighting their new location. Middleton School District representatives visited the Friends collection and took donations following their fire at the MSD High School. Director's Report FY 07/08 budget process- This year all City of Eagle departments will create their own budget requests. The mayor's guidelines to department heads when preparing their budget requests for the City Council are to "budget by objectives" and give opportunities for input from the public. The EPL final staff budget proposal will be presented to the Council on June 12; the library management team will meet initially this Thursday and make recommendations to the EPL Board concerning which items from the strategic plan should be funded during this next fiscal year. Possibly there will need to be a special EPL Board budget meeting in May. Revenue projections should be received by the City Clerk by early May. Boise reimbursement: update Ron Baker has exchanged a number of emails with the BPL Director, and feels that the BPL proposed reimbursement attitude has changed. Ron will meet with that Director this week to set up subsequent times to negotiate the reimbursement. If it cannot be resolved soon, it will be turned over to the two city mayors to negotiate a resolution. LYNX issues and library summit for Treasure Valley There is a movement for LYNX to become a separate entity; BPL opposes this and Meridian Public Library supports it. Another regional issue concerns the need for a library summit for the purpose of analyzing area library organization and determine if small libraries should consolidate or not. Shaunna Bach's continuing education contract- This continuing education contract issue is coming along, will be timely and should go forward without problems. Outside bookdrop installation: update There is a new location plan for the book drops to the east of the EPL building. Ron Baker took us on a walking tour of the new location. It was the unanimous concensus of those present that this is a better location and will be a lower cost than the previous plan. Ron will ask city planners to analyze the traffic flow at this location. This installation will be completed before Eagle Fun Days since the present location of the new bookdrops will be used for an event during that celebration. Library logo contest The Library Management Staff recommends that a professional logo be created by a graphic artist rather than by a contest. Thank you letter to the EPL from Middleton High School A thank you letter was received for the donation of eighty-eight books that were EPL duplicates; this will be an ongoing process as appropriate duplicates become available. 3M — 3M cost renewals have increased by approximately $3,000 over last year. Issues for the EPL are that there may be a new generation of self-check machines in production, and technical repair costs are increasingly high. Each workstation cost is also skyrocketing. The EPL has experienced a 29% increase in costs in a year from 3M. The Director will follow-up and keep the Board apprised of this issue with 3m self-check machines. Data pages — Ron Baker distributed data pages. A record 894 additional items were added to the collection last month. There are now 72,000 + items in the EPL collection. Library Liaison/City Hall Reports (Councilman Stan Bastian) Stan reported on the status of numerous developments in the Eagle area. City Planners are interfacing with the north foothill developers and are coming up with a plan; therefore, three years out, there will be development in the foothills. Suncor has made application to Eagle to develop an annexation agreement. There will be a YMCA west of town. These population increase projections indicate that we will need more library facility, but EPL budgeting requests will be in competition with other needs such as police and the desire by the Arts Commission to have a location near Camille Beckman. Unfinished Business Letter to the Mayor concerning EPL building expansion issues. Stan, Ron and Jane have met with the mayor to advise her of the need for a north addition for a children's wing and impact of growth on the EPL strategic plan. It was also communicated that this facility remain the "main library" for Eagle. The advice of the attorney is to develop an RFQ (request for qualifications) and then select a qualified firm to provide an official cost estimate for a design. Stan suggested that this RFQ development properly belongs to Dave, a City of Eagle employee with this responsibility. New Business Staff Dress Guidelines A draft of Staff Dress Guidelines developed by management staff and Ron was distributed to the Board . Stan recommended that this document be reviewed the city attorney before presenting to staff. Additional Items or Public Comment Nancy asked about the Director's report last month of some complaints; the status of patron complaints concerning both pre- overdue notices and a children's program seem to be resolved. Ron reported that he had observed the children's program and made a suggestion that provides a better traffic pattern. Selection of Next Meeting Date The next meeting will be Monday, May 14, 2007, at 7:00 PM in the EPL Community Room Adjournment The meeting was adjourned by President Jane Mans at 9:02 PM. Respectfully submitted, Nancy Marshall, Acting Secretary