Loading...
Minutes - 2008 - Eagle Public Library - 02/11/2008 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES February 11, 2008 Community Room Board President Margo Walter called the EPL Board of Trustees meeting to order at 7:04 PM. Present were Board Members Jane Marrs, Nancy Marshall, Margo Walter, Danae Curtis, Council Liaison Norm Semanko, Library Director Ron Baker, and EPL Administrative Assistant Terri Lenigan. Director Baker requested an additional item to the agenda, Developer's Fees. Jane Marrs made a motion that the agenda be approved as amended; Nancy Marshall seconded the motion and the agenda was unanimously approved as amended. Minutes for the January 14, 2008 meeting were reviewed. Two corrections were made. The last sentence of the Arts Commission Survey paragraph was corrected from, "The Commission of" to "The Commission is". Future meeting date was corrected from March 20 to March 10. Nancy Marshall made a motion that the minutes be approved as amended; Danae Curtis seconded the motion and the minutes were unanimously approved as amended. Jane Marrs made a motion that the bills be approved for payment; Nancy Marshall seconded the motion and the bills were unanimously approved for payment. Friends of the Library Report(Friends' President) The Director reported in the absence of the Friends' President. On April 18th, the Friends will sponsor a Volunteer Celebration Luncheon to honor all library volunteers. Included in the invitation are Library Board members and Friends Board members. The Library has a $500 budget set aside and the Friends will contribute funds for the event as well. More details to follow. The Friends are planning an overstock book sale to be held in the parking lot, just outside the garage. Date to be determined by weather conditions. The Friends are concerned about running out of storage space in the garage before the fall sale. Donations are outpacing storage space, despite the popularity of the Every Day Book Sale. New signage of cloth or silk banners is planned for the Friends' store. The signs will be different from Library signage and will help separate the store area from the Library New Book area. The Friends have been asked to help purchase an Accelerated Reader bookcase for the Children's Room and have received a bid from Martin Wilson Company. The Friends have also been asked to help the Library expand shelving for the paper back collection. Shared/EPL ADMIN/Board Minutes/Meeting 02-11-08 March 10,2008 Director's Report: Changes in EPL's monthly statistical report: Issuing library cards for other consortium libraries has necessitated changes to the monthly statistics. The graph titled "New Cards Issued at Eagle" reflects the total of all cards issued at EPL. The graph titled "Total Eagle Cardholders Systemwide" reflects total cardholders no matter which library issued the card. The pie chart "Breakdown of EPL Cardholders" will eventually disappear, as all Eagle cardholders will be Eagle residents. Any person working, but not living within the city limits may be issued an Eagle card, for use at EPL only. Many businesses are not aware of this option for their employees. We should do more to promote this service. Input to "State of the City" Address: Director Baker's memo outlining library accomplishments for the past year was sent to Mayor Bandy for use in the "State of the City" address. Council Liaison Semanko felt that the memo contained important information and asked if he could give copies to all other City Councilmen. The request was enthusiastically approved. Mayor's "State of the City" address, 12 Feb 2008, 11:30 a.m., Nazarene Church: EPL management team will attend. Orientation for new Mayor/Councilmen, 11 March 2008, Pre-Council at 6 p.m., EPL Workroom: Please note the new date, changed from March 4th to March 11th. There will be a catered supper, details and invitations to follow. Please RSVP via e-mail if you are able to attend. Building report: painting and installations: Pressure from the rising water table is causing problems with the front sliding doors. The track is buckling, causing the door to scrape upon opening or closing. There are some tile heaves in the foyer. An investigation is under way to find an appropriate solution. Touch up painting has been completed in the public areas of the Library. The Staff has donated their time to paint some of the offices. The old awnings have been removed. The decision was made to leave the bolt structure rather than possibly damage the bricks by removing it. The bolts do look decorative and part of the building. The new awnings are larger and will cover the bolts. Director Baker made the suggestion that perhaps the awnings could be taken down and stored during the winter months to help make them last longer. BPL's Collister Branch opening: The branch library will be opened to the public on February 14th. A preview was held on February 6th. The building has been remodeled into a very pleasant, spacious, welcoming, storefront library. Not much yet in books, but lots of computer stations. Boise's regional library at the corner of Ustick and Cole is scheduled to open next summer. Contacts with building consultant David Smith of Minnesota: Director Baker has contacted David Smith and sent a copy of the report explaining the Pro bono offer for architectural services for the new wing. Mr. Smith has indicated that he would like to be Shared/EPL ADMINBoard Minutes/Meeting 02-11-08 March 10,2008 involved with the project. Youth Librarian Diane Matejka-Lund is planning on attending the PLA conference in Minneapolis. The conference includes a one-day class on designing Children's Rooms. She will also meet with Mr. Smith while in Minneapolis. Re-form paperback collection: Currently, we do not buy paperbacks, except when no other format is available. Currently, we do not catalog donated paperbacks. They circulate on an informal, honor system. Patrons advise how many they are taking and the circulation staff records the number. Patrons are trusted to return the paperbacks at their convenience. However, statistics are not encouraging. We record approximately 5,000 circulations. For a library of this size, circulation should be around 20,000. We plan to augment the paperback collection, spending about $250 monthly to buy new paperbacks. These new books will be cataloged for check out and processed by library volunteers. The Friends may purchase additional shelving to accommodate approximately 350 more paperbacks. Norfolk Pine: The large Norfolk pine tree has outgrown the library. It fell over and lost several branches. Per the State Arborist, the tree will die if topped. The tree will be moved to City Hall where higher ceilings will accommodate the tree. Library Liaison/City Hall Reports: The Board is pleased to welcome Councilman Norm Semanko as our Library Liaison. At last month's meeting, Member Nancy Marshall expressed concerns regarding the Art Commission survey and the role of the City Council. Councilman Semanko will investigate and report back to the Board. Unfinished Business: Comp and Class study update: Orientation for department heads will be February 27th Orientation for library and city hall staff will be February 28th. Director Baker has already held a pre-orientation for the library staff. Job descriptions are being prepared for the consultants. A list of comparable and competitive businesses has been prepared. All employees will be given a questionnaire and interviewed. The questionnaire, interview, job descriptions, and market survey will provide the consultants with the necessary information to complete the study. The process will take approximately 3-1/2 months. EPL Board Recruitment: Previously, Mr. Aaron Ricks had expressed an interest in becoming a board member. However, due to pressing personal commitments, Mr. Ricks has not been able to make a final decision. The Board is still in favor of waiting for Mr. Ricks's decision. If he cannot make the commitment, the position will remain open. There are several ways to advertise the position: public announcement, press release, postings placed around town, and Library web page. The City Council may appoint or send a recommendation for the Mayor to act on. As a quorum exists, there is no urgency to fill the position at this time. The Board can explore all avenues to find the right candidate. Shared/EPL ADMIN/Board Minutes/Meeting 02-11-08 March 10,2008 New Business: Reimbursement negotiations with BPL and ADA Community Library: Negotiations between EPL, BPL and ACL for a new one-year contract are complicated this year by errors made during the migration from the previous Dynix system to current Horizon integrated library system. Check out count, for the self-check machines, was miscoded. This caused EPL circulation count to be approximately 40,000 short. The error was corrected and EPL has been credited for the lost count. However, the count can not be re-constructed to give patron home library. Gross figures are available prior to the error and since the error was corrected. However, there is a nine-month gap. Director Baker is working on a formula to fairly divide the circulation count between the libraries. He would like the Board to approve the solution before approaching the other Library Directors. Developer Fees: Use of developer fees to build infrastructure including libraries has become quite controversial. The controversy stems from differing opinions by City Attorneys. Cities, for infrastructure development, use developer fees. State code lists the type of services to be supported by fees. The discussion between attorneys is whether libraries are included in the code. Boise, Hailey, Caldwell, and Nampa Attorneys claim that new language is needed to include libraries in the code. Eagle City Attorney felt that new language was not needed. Idaho Library Association champions the cause to get new legislature to change the code to support library development with these fees. Fees will be needed to develop libraries in the several planned communities being built or considered in the area. However, ILA is hesitant about going ahead if Eagle City were to proceed without new language. We need input from the Mayor or City Council. Is the City instituting a developer fee schedule? If the legislation to include libraries passes, then Eagle City should develop a program for use of fees to include library development. Since Eagle City Attorney said new language was not needed, the City should make a formal decision to proceed. Council Liaison Semanko will inquire if City has a plan to implement developer fees. Executive Session: At 8:30 p.m., a motion was made by Jane Marrs to call an executive session, seconded by Danea Curtis. Executive session ended at 9:00 p.m. when Danea Curtis made a motion to conclude executive session, seconded by Jane Marrs. Additional Items or Public Comment: Board President Margo Walters will add a cover letter to the List of Accomplishments of Library Director and present to the Mayor. Selection of Next Meeting Date: March 10, 2008 Adjournment: Nancy Marshall made a motion to adjourn the meeting, seconded by Jane Marrs. The meeting was adjourned at 9:10 p.m. Shared/EPL ADMIN/Board Minutes/Meeting 02-11-08 March 10,2008 Respectfully Submitted, d;:u1A.C. Terri T. Lenigan EPL Administrative Assistant March 10, 2008 Topics: Changes in EPL's monthly statistical report Input to "State of the City" address Time and place of Mayor's "State of the City" address Orientation for new Mayor/Councilmen Building report: repairs BPL's Collister Branch opening Contact w/David Smith, Building Consultant Awning replacement Comp and Class study update EPL Board recruitment Reimbursement negotiations-BPL/Ada Community Developers fees Shared/EPL ADMIN/Board Minutes/Meeting 02-11-08 March 10,2008