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Minutes - 2007 - Eagle Public Library - 10/08/2007 - Regular ry . EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES October 8,2007 Community Room Board President Jane Marrs called the EPL Board of Trustees meeting to order at 7:02 PM. Present were Board members Danae Curtis,Jane Mans,Nancy Marshall,Margo Walter,Library Director Ron Baker, and EPL Administrative Assistant Terri Lenigan. Board Secretary Christine Allied arrived at 7:17. New officers for the Board were selected at the beginning of the meeting. Margo Walter is President,Jane Marrs is Vice President,Danae Curtis is Secretary,and Nancy Marshall and Christine Allred are members. Board President Margo Walter continued the meeting. Jane Mans made a motion that the agenda be approved as printed; Danae Curtis seconded the motion and the agenda was unanimously approved. Minutes for September 10,2007 were reviewed,changes were made,and the document will be approved at the next meeting on November 12,2007. Jane Mans made a motion that the bills be approved for payment,Nancy Marshall seconded the motion and the bills were unanimously approved. There is currently a carry-forward amount of$10,430;when the information regarding the health cost overage and final personnel cost come in,this carry-forward amount should be eliminated. Friends of the Library Report(Friends'President) Library Director Ron Baker reported,the Friends are getting ready for the book sale next weekend. Garden City's book sale is also scheduled for that weekend. Ron Baker will try to talk with the Garden City Director regarding co-ordination of book sales,so they will not be scheduled for the same weekend. Friends have agreed to pay for framing costs for five(5)Ward Hooper Eagle posters to be displayed in the Library. Report on Idaho Nonprofit Development Center Conference,2007(Board President and Director) Former Board President Jane Mans handed out notes on the keynote address by Pablo Eisenberg regarding Collaborative Leadership and copies of the slide material covering"Powerful Public Relations for Nonprofits". Handout material from the"Younger Donors"presentation will be given to the Board at the next meeting if not before(printer problem). Library Director Ron Baker said the meeting/presentations were somewhat disappointing in that nothing dealt with a capital campaign. EPL is not a nonprofit,but a library foundation could be set up. A Public Relations Director from Nampa Public Library attended;it has a foundation set up to support general operating funds. Library Director Ron Baker attended a session on"Special Events";keynote speaker was Beth Markley. Potential for fund raising at special events can be disappointing,as only$.50 is realized for every$1 spent. There are other good purposes for special events such as publicity,getting new people interested and recharging current members. It is a good kick-off for information about your project. Other session attended covered planned giving,marketing your organization and leadership. Director's Report Architects: Contacts with out-of-state library architects. Library Director Ron Baker talked with two excellent architectural firms in the Northwest. Richard Turi at Coos Bay,who excels at theme buildings, has decided to retire. Craig Curtis of Miller/Hull,the outstanding architectural firm in the Pacific Northwest,was interested and it does specialize in designing public libraries. Next steps include working with the City Attorney and sending an RFP to several companies in the local/regional area including Miller/Hull. This is just for preparation of preliminary architectural and site plans. An RFQ will probably not be needed. Recruitment:Progress Report: Two positions are on the library website,a half-time reference librarian and replacement for the library assistant for the children's programs. Recruitment for the positions will close near the end of the month. Statistics,FY 2006/2007: A drop in circulation was attributed to several factors: • Closure of Library for migration to new Horizon data base • Automation system: ease of use of Horizon to place holds results in less browsing and check-out • Road construction making trips to library more difficult • Adjustment to Children's program which is now more structured and educational. Director's Accomplishments: Director's accomplishments list for FY 06/07: Library Director Ron Baker distributed this list to the Board. Board President Margo Walter will send this list and a letter from the Board to the Mayor. Library Liaison/City Hall Reports(Councilman Stan Bastian): Councilman Bastian was not in attendance. Unfinished Business: Process for acquiring site plan for building addition: The RFP referred to above will be sent to several companies. Involvement of the new Public Works director,yet to be recruited and hired,will be needed before EPL can move on selecting and acquiring plans for the north wing addition. Library Director Ron Baker will find out the status of hiring a Public Works director. New Business: Holiday Schedule: Following a discussion of the holiday schedule for Eagle City employees and holiday closings for Boise,Meridian and Ada libraries for the rest of 2007,it was decided that Eagle Public Library will be closed Thursday and Friday for Thanksgiving,open regular hours on Saturday,and closed New Years Eve and Christmas Eve at noon(in addition to being closed Christmas and New Years Day). Jane Marrs made a motion to approve this schedule;Nancy Marshall seconded the motion. The Board unanimously approved the schedule. This gives full-time library staff the same hours/days off as Eagle City Hall staff. Director's work on indexing Arthur Hart's Life in Eagle,Idaho: Arthur Hart was commissioned to write Life in Eagle,Idaho as a City project. The Library Director is one of two people who proofed the manuscript. Due to time pressure to get the work to the publishers in time to be in stores by Christmas, Library Director Ron Baker asked for permission from the Board to spend 20 hours of city time(as well as 20-24 hours of personal time)to complete the indexing. He has already spent 12 personal hours and 12 city hours on this project. Nancy Marshall made a motion for the Library Director to spend 20 hours of city time in the next two weeks on this project;Jane Marrs seconded the motion,and the motion was unanimously approved. Additional Items or Public Comment: Board Secretary Christine Allred resigned from the Library Board,due to family pressures of having a new baby. She will send a letter to that effect to Board President Margo Walter. Selection of Next Meeting Date: The next meeting of the EPL Board will be Monday,November 12 at 7:00 PM. Adjournment The meeting adjourned at 8:22 PM.