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Minutes - 2007 - Eagle Public Library - 05/14/2007 - Regular / ///'& EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES May 14, 2007 Community Room The Eagle Public Library Board of Trustees meeting was called to order at 7:08 p.m. by Vice President Margo Walters. Present were Board Members Nancy Marshall and Christine Edwards Allred; Friends' Member Julia Gleed; and Library Director Ron Baker. Board Member Christine Edwards Allred made a motion that the agenda be approved and Board Member Nancy Marshall seconded the motion. The agenda was unanimously approved. Board Member Nancy Marshall 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 Nancy Marshall seconded the motion. The motion to pay the bills was unanimously approved. Friends of the Library Report Julia Gleed gave the Friends of the Library Report. The Friends have made several purchases to benefit the library including a locking bookcase ($1,200), the Dictionary of Ideas ($750), story time items ($300), summer reading prizes ($250), and four 10' by 10' canopies ($700). The Friends are settled in the new sorting space and are looking forward to the October book sale. The on-going book sale continues to generate between $250 and $400 each month. At the conclusion of Julia's report, Ron raised his interest in expanding the on-going role of the Friends and discussed the possibility of expanding membership of the Friends, requiring volunteer hours or dues from the Friends, and distributing a quarterly newsletter. Ron also noted that the 1st Annual Volunteer Celebration had been a wonderful event drawing over twenty participants. The only drawback was that Friends who were not registered as volunteers with the library were not invited. Ron met with the Friends to discuss this misunderstanding and concluded that in the future, the annual Volunteer Celebration event would invite all volunteers including the Friends. Julia Gleed left the meeting following her report. Director's Report Director Ron Baker gave the Director's Report. Boise Reimbursement: Update Ron's meeting with the new director went well. Ron requested an 80% reimbursement of roughly 35,000 circulations for $73,994 (as opposed to $60,000 as was received previously) and funds to pay for a new senior page position to deal with the volume of Boise books being returned to the EPL for $8,126 for a total of$82,120 per year. The Boise director expressed concern that the reimbursement money not be used to hire Eagle staff because of the political difficulties of this arrangement. Ron suggested that the EPL could be discrete about the Boise funding of the senior page position. Ron has not heard back on Boise's final decision, but should hear soon. Ada reimbursement: update Ron sent a letter on May 4 requesting reimbursement for roughly 3,600 circulations for $8,000. This amount would fund a second senior page. Ron has not yet heard back from Ada. 3M Zone Charges The EPL has just realized that it will incur a 29% increase in its 3M maintenance contract over the previous year as a result of 3M's decision to impose zone charges on self check machines (EPL has two) and work stations (EPL has four). Every time the EPL requires service on these machines, 3M must send a technician from Salt Lake City. Ron is trying to contact the 3M representative to find out if 3M is establishing a service center in Boise, but regardless of the answer, there is no real alternative to 3M and the library will simply have to budget for these extra costs. Outside Book Drop Installation: Update The City of Eagle and the EPL hope to have the installation of the outside book drops completed by Eagle Fun Days. The city has chosen a contractor to complete the installation and to build a cement foundation onto which the book drops can be bolted. Closure for Carpeting and Vinyl Installation The library will need to close to install carpeting and vinyl in the areas of the front entrance, the circulation desk, and the tech lab. The library may choose to close for this installation either just before or after the 4th of July, taking advantage of a time when it would normally be closed to complete this work. Library Liaison/City Hall Report (Councilman Stan Bastian) No library liaison/city hall report was given. Unfinished Business Staff Dress Guidelines The City of Eagle gives the director of the library the authority to establish a dress code and Ron has created staff dress guidelines. He circulated an updated version of the guidelines which reflected the response of the library's supervisors to the board. One of the significant updates to the guidelines was the inclusion of a justification for the policy. Ron felt that explaining to the staff the way in which their dress influenced the attitudes of library patrons towards the library was sufficient justification for the imposition of dress guidelines. New Business Board Vacancy The board agreed that an announcement of the board vacancy should be posted on the front door of the library, on the library web site, and on the bulletin board at the Chamber of Commerce requesting that interested applicants submit a letter of interest by June 30th The announcement would invite applicants to attend either the June or July board meeting. FY 2007/08 Budget Initiatives The board discussed major items that will be included in the 2007/08 library budget under the categories of personnel, equipment, materials, facilities, and miscellaneous. Under personnel, the most significant request the library plans to advance is a request for a new position of"Personnel & Finance Manager" that would address the library's HR needs. Under equipment, Ron noted that the 2007/08 budget will probably be less than the previous year's budget. Under facilities, Ron noted that the library intends to defer several of the maintenance efforts called for in the strategic plan until it knows how the city feels about the requested addition to the library. Selection of Date for Library Budget Workshop The board anticipates meeting again to discuss the budget in the last week of May or the first week of June. Additional Items or Public Comment None. Selection of Next Meeting Date The next meeting will take place on June l lth at 7 p.m. Adjournment The board expressed a unanimous consent to adjourn. The meeting adjourned at 9:00 p.m.