Loading...
Minutes - 2007 - Eagle Public Library - 12/10/2007 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES December 10, 2007 Community Room Board President Margo Walter called the EPL Board of Trustees meeting to order at 7:08 PM. Present were Board Members Danae Curtis, Jane Marrs, Nancy Marshall, Margo Walter, Library Director Ron Baker, and EPL Administrative Assistant Terri Lenigan. Jane Marrs made a motion that the agenda be approved as printed; Danae Curtis seconded the motion and the agenda was unanimously approved. Minutes for the September 10, 2007 meeting were reviewed. Jane Marrs made a motion that the minutes be approved; Danae Curtis seconded the motion and the minutes were unanimously approved. Minutes for the November 12, 2007 meeting were reviewed. Jane Marrs made a motion that the minutes be approved; Danae Curtis seconded the motion and the minutes were unanimously approved. Jane Marrs made a motion that the bills be approved for payment; Nancy Marshall seconded the motion and the bills were unanimously approved. President Walter introduced members of the Board to the invited quests. Guests included: Michael Echeita— Facilities Manager for the City of Eagle Bob Niblett—Robert Niblett&Associates Barbara Edwards— Board Candidate Unfinished Business President Walter suggested we deviate from the agenda and start the meeting with unfinished business to accommodate the guest presentations. Awning replacement: Michael Echeita, Facilities Manager, gave a presentation regarding the awning replacement. He passed out pictures of the new style awning, which will have side panels. The frame is slightly larger than the old awning frame. The fabric will be pressed within the frame. One of the pictures shows the placement of the new awning versus the existing awning. With proper maintenance, the awnings should last 10 to 15 years. The City will be responsible for all maintenance as suggested by the manufacturer. It will be the Board's responsibility to pick the fabric, valance style and braid color. January 01, 2008 is set as the deadline. The Board will contact a decorator for assistance in picking fabric and color. Minutes Board Meeting 12-10-07 This is a replacement and not a new installation; the city Design Review Committee will not be involved. Since the old awnings present a safety hazard, Director Baker will ask the City to take them down as soon as possible. Pro bono offer of architectural services by Robert Niblett&Associates: Bob Niblett, Robert Niblett &Associates, explained that each year his firm looks for an opportunity for a public service project. The firm has offered free service for the architectural portion for the north wing expansion. This offer includes full service from beginning of the project to completion and would include, but not be limited to, such items as: Presentations to the City Council Planning and Zoning Submittals to the City Documentation for bids Observation of construction Inspections The offer also includes a one-year warranty. Engineering services are not part of the pro bono offer. Mr. Niblett explained that he could not commit free service from others, but would try to find engineers who would be interested in providing those services, perhaps in return for some publicity. Mr. Niblett added that an employee of his firm has expressed interest in helping with fund raising for this project. Mr. Niblett answered questions presented by Board members and explained many aspects of the project. Calendar: His calendar is flexible, so he can schedule his time around our needs. Exterior Design: Will the exterior design reflect use as a Children's wing or blend into the existing building? Generally, new additions blend into the existing building. However, Mr. Niblett would like more feed back from the Board and seemed willing to work with our Youth Librarian and others to design the best addition and use of that addition. A 3-D computer model will be made to help visualize the existing building with the new addition. Use of space: Solar path will be determined to provide best available natural light. Internal functions of space will be a major consideration, along with egress, parking, and landscaping. Green Building: Green technology is more expensive, but there are environmentally simple things that can be easily incorporated into the design. Mr. Neblitt would include these ideas, especially those that do not cost extra. Design Review: Mr. Niblett would appreciate input from the Board on what the building should look like. He explained the process of submitting plans to the Design Review Board and City Council. Mr. Niblett gave a brief overview of the process of designing the addition, the steps involved and a time line. He explained his qualifications regarding his renovation of the Minutes Board Meeting 12-10-07 Ricks College library. He is willing to work with a design consultant to make the total building compatible with the new addition. Mr. Niblett discussed the pro and cons of owner occupation versus vacating during renovation. Some of the consequences are: Noise level Staging material Hours of operation Longer construction period Night and weekend construction Inconvenience to staff and patrons Degradation of collections Discussion ensued. The consensus is that a better building can be constructed if we can vacate. Diane Matejka-Lund, Youth Librarian joined the meeting for this discussion. The next step is to have an orientation for the new city council members. If the City does not include the library expansion is its orientation, the library should invite the new councilmen to discuss this issue. President Walter will draft a letter of thanks to Mr. Niblett for coming to the meeting and making his presentation. The Board is enthusiastic about this project and working with Robert Niblett&Associates. However, the Board is concerned by his lack of experience in designing for public libraries. It is the recommendation of the Director that a building program consultant be hired to work along with Mr. Niblett. The Board would like to accept this offer with the proviso that a building program consultant would also be hired. Mr. Niblett must provide a prospectus and proposal. These would be used to approach the City Council concerning funding the children's wing. Comp and class study: The Mercer Group has amended its bid to include the correct number of city employees. Their new bid is $23,850, within the $25,000 limit for sole source contracts. E PL Board recruitment: Barbara Edwards was invited to attend the meeting. She has expressed interest in becoming a Board member or serving the library in some other capacity. She has served on the Ontario Library board. She is aware that other candidates are being considered. The Board will invite Arron Ricks, another candidate, to the February meeting. Friends of the Library Report: No report provided for this session. Library Liaison/City Hall Reports No reports provided for this session. Director's Report: Recruitment: hiring of Reference Librarian Robyn Patterson: Robyn Patterson has been hired for a part-time Reference Librarian position to start January 07, 2008. She is well qualified for the position having served as the document cataloger at BYU and as a Minutes Board Meeting 12-10-07 Reference and Young Adult Librarian at Provo Public Library. A staff committee will determine the new adult and youth reference schedule, as well as other related tasks. Sub-LYNX agreement: All the libraries have, or will sign the agreement. It will be reviewed annually. If the new loan periods do not benefit EPL, Director Baker will re- negotiate with other LYNX users. A letter detailing the new"all or nothing" AV Policy will be mailed or e-mailed to parents with minors that have AV blocks on borrower cards. Staff Holiday Party: It has been determined that no alcohol will be served. Director out of state for Christmas, Dec 20-27. New Business Ada Community Library: Automated locker/drop: Ada Community Library plans to install an automated locker/drop box on the corner of Linder and State Route 44, at the Hope Lutheran Church. ACL was concerned that the City of Eagle may annex this property. At this time, there are no plans for annexation. However, the Board has expressed several concerns: Site is in area of impact for City of Eagle Proximity to Eagle and Star Library Revise choice if better locations become available Director Baker will discuss further with the director of ACL and report. Executive Session No executive session was called. President Walter will have a performance review for Director Baker. Additional Items or Public Comment Friends of the Library: The Board has reservations regarding the Friends' lack of response to applications from prospective members. Director Baker will discuss this concern at the next Friends meeting. Selection of Next Meeting Date: January 14, 2008 Nancy Marshall made a motion to adjourn the meeting; Danae Curtis seconded the motion. The meeting was adjourned to 9:22 PM. Respectfully Submitted By: Terri T. Lenigan EPL Administrative Assistant January 02, 2008 Minutes Board Meeting 12-10-07 Topics: Awnings Pro bono offer by Niblett &Associates Comp and class study, final bid EPL Board recruitment Robyn Patterson hired as Reference Librarian Sub-LYNX agreement accepted by all Ada Community Library automated locker/drop Minutes Board Meeting 12-10-07