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Minutes - 2008 - Eagle Public Library - 01/14/2008 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES January 14, 2008 Community Room Board President Margo Walter called the EPL Board of Trustees meeting to order at 7:07 PM. Present were Board Members Jane Marrs, Nancy Marshall, Margo Walter, Library Director Ron Baker, and EPL Administrative Assistant Terri Lenigan. Board member Danae Curtis arrived at 7:13 PM. Jane Marrs made a motion that the agenda be approved as printed; Nancy Marshall seconded the motion and the agenda was unanimously approved. Minutes for the December 10, 2007 meeting were reviewed. Jane Marrs made a motion that the minutes be approved; Nancy Marshall 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. Friends of the Library Report (Friends' President) The Director reported in the absence of the Friends' President. At the December 10th meeting, the Board expressed concerns regarding the Friends lack of response to applications from prospective members. Director Baker discussed this issue with the Friends at their latest meeting. The Friends are aware of the problem and are developing a more foolproof system to follow-up on new applications. They are also developing ways to keep in touch with members, volunteers and prospective members by calling, sending holiday cards and e-mail. They are developing a database and hope to have an on-line newsletter soon. The Friends have planned a luncheon to honor their volunteers. It will be held on February 25, 2008, 11:00-1:30 PM in the Community Room. The Friends have agreed to fund "thank you" gift bags for speakers for the Children's Book Club Race to Read. They will also underwrite the cost for promotional pencils to be given away at Eagle Customer Appreciation Day. Director's Report Annual Statistics: Annual Statistical Report is in process. Deadline for Board President signature is January 28th. The report must be submitted to the State Library Commission office in Idaho Falls by January 31St Art Donation: A watercolor of a Boise River scene painted by local artist Dwight Williams has been donated to the Library by Gary Bettis. The artist also made the frame. The Board must decide what to do with the painting. The popular suggestion is Shared/EPL ADMIN/BOARD MINUTES/Minutes Board Meeting 14 January 2008 Revised Feb 07,2008 to find a permanent place to hang the painting in the library with a plaque honoring the artist and the donor. Another suggestion was to develop an art appreciation program in conjunction with the Arts Commission, using this, and other paintings. Building Issues: Roof Leak: Ice and snow caused a leak with water running down the wall of the Friends Store forming puddles on the floor. Quick thinking staff saved the donated books from ruin, removing them as soon as the leak was detected. Response from Wright Brothers and Mike Echeita, Eagle City Facilities Manager, was equally as quick. They were up on the roof assessing the problem and making repairs immediately. Ice and snow dams had stopped water from properly draining and entered the building through seams in the roof. Removing the ice and snow stopped the leak. Re-sealing the seams will have to wait for drier weather. The inside wall was washed, the books returned, and its business as usual at the Friends Store. The only remaining evidence is some dirty ceiling tiles. Children's AV Area: This area of the Children's Room was very dark. A new canister light was installed for$275. This was considered building maintenance and was paid with city monies, not from the library budget. This new light has made the rest of the south wall appear dark. A suggestion was made to install three additional canister lights. Director Baker will discuss this with Mike Echeita, recommending this item for next year's budget. Monthly Statistics: The graph, "Eagle Cards Issued", indicates that the number of new cards issued for the month of December is down substantially. However, this number reflects only Eagle cards. This does not include the number of other libraries' cards that we have issued. The chart, "Breakdown of EPL Cardholders", will eventually show 100% Eagle City Patrons. This chart will most likely be replaced, showing a different breakdown. Unfinished Business Awnings: Finally, after much consideration and consultation, style, color and fabric have been decided for the awnings. The new awnings will be box style with a straight valance. The fabric will be Sunbrella in black and taupe. Jane Marrs made a motion that the awnings as described be approved; Danae Curtis seconded the motion. The motion was unanimously approved. Pro Bono Offer: Correspondence has been exchanged between the Board and Mr. Bob Niblett, regarding his offer of architectural design service for the new wing. It may be necessary to re-acquaint the new Mayor and City Council regarding the importance of this addition to the library. Orientation for the new Mayor and Councilmen will be very important. The Board will draft a reply to Mr. Niblett after the orientation. Council Orientation: There will be a pre-council,joint orientation for the new Mayor and Councilmen on March 4, 2008, between 5:30 and 7:00 PM. At this time, it is very important to impress the newly elected city officials that the Library Board is an independent Board with its own powers and to define the roles of the Library Board and the City Council. This would be a good forum to discuss some of the major issues facing the library, such as the facilities, crowding in the building, and lack of space for library Shared/EPL ADMIN/BOARD MINUTES/Minutes Board Meeting 14 January 2008 Revised Feb 07,2008 programming. A power point presentation would be a good way to highlight the library and advertise its many benefits and attributes. Comp and Class Study Update: The study will take approximately three to four months from start to finish. Mayor Bandy has been designated as the Client. The Client represents the City and is the person the Mercer team will report to. The Mercer team includes Consultants Kay and Phillip Robertson and an FLSA expert to be named. Authority to proceed has been given by the Mayor. A tentative start date of mid- February is contingent upon receiving the final contract. This study is extremely important to both the Library and the City. This study will provide a definitive process for determining personnel costs and make budgeting for these costs very straightforward. Before the study begins,job descriptions must be complete. There should be exact, relevant descriptions for each grade/rank. Of the 14 job descriptions, only 7 are complete at this time. Others are being worked on to ensure they are complete prior to the study start date. Director Baker plans to explain the study and the process to Library staff at the next regular staff meeting. He will present of outline of the process. Board Recruitment: Aaron Ricks has been invited to the February Board meeting. At this meeting, the Board will expect to receive a commitment from Mr. Ricks regarding his interest in becoming a Board member. Should Mr. Ricks be unable to commit, the Board will reconsider Candidate Barbara Edwards. Mrs. Edwards continues to express an interest in serving the Library in some capacity either as a Board member or a Friend volunteer. The Board may also consider a new search to find additional interested parties. New Business Internet Policy: A new internet access policy, "Internet Access and Library Patrons", has been written to bring EPL in line with other neighboring libraries' Internet policy. The previous policy set the default as unfiltered access with a coded card to restrict access for youth patrons. The new policy sets the default for filtered access for all computers, eliminating the need for coded cards. Upon request, adult patrons can have access to unfiltered computers. Jane Marrs requested a revision to the policy to change, "Adult patrons ...shall have access..." to "Adult patrons ... can have access...". Jane Marrs made a motion that the policy be approved as amended; Nancy Marshall seconded the motion and the policy was unanimously approved. Travel incidental to Director's participation in LYNX! Standards Committee: Director Baker is the Chairman for the LYNX! Standards Committee. In this capacity, he will need to travel to meetings and is asking permission to use city money to reimburse expenses. LYNX! does not have a travel allowance. Nancy Marshall pointed out that this would be considered part of the Director's professional commitment to have a presence in community activities. As such, these are legitimate, reimbursable expenses. Nancy Marshall made a motion that these expenses be approved; Danae Curtis seconded the motion, which was unanimously approved. Shared/EPL ADMIN/BOARD MINUTES/Minutes Board Meeting 14 January 2008 Revised Feb 07,2008 Arts Commission Survey (Nancy Marshall): Eagle residents received a survey from the Eagle Arts Commission. Nancy Marshall expressed concerns about the survey and the role of the City Council in approving this type of solicitation. Are other departments also surveying residents? Particularly interesting was the question regarding the amount of money spent by the Commission per resident and would residents support an increase in this amount. The Commission is looking for feedback from the community regarding building a performing arts center in Eagle. Executive Session: There was no executive session. Additional Items or Public Comment: There were no additional items or public comments. Selection of Next Meeting Date: February 11, 2008 Future Meeting Dates: March 10, 2008 April 14, 2008 (meeting postponed due to Board President's expected absence) Jane Marrs made a motion to adjourn the meeting; Danae Curtis seconded the motion. The meeting was adjourned to 8:48 PM. Respectfully Submitted By: Terri T. Lenigan EPL Administrative Assistant February 07, 2008 Policy: Internet Access and Library Patrons Topics: Annual Statistical report Art Donation —Artist Dwight Williams Awnings— Final fabric selection Pro bono offer by Niblett & Associates—exchange correspondence Comp and class study update EPL Board recruitment New Internet access policy Incidental travel by Director Arts Commission survey Shared/EPL ADMIN/BOARD MINUTES/Minutes Board Meeting 14 January 2008 Revised Feb 07,2008