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Minutes - 2008 - Eagle Public Library - 03/10/2008 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES March 10, 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, Friends' President Jeanie Farnworth, Library Director Ron Baker, and EPL Administrative Assistant Terri Lenigan. Council Liaison Norm Semanko arrived at 7:40 PM. Prospective Board Member, Mr. Aaron Ricks, was introduced. Director Baker requested an additional item to the agenda, Developer's Fees. Jane Marrs made a motion that the agenda be approved as amended; Danae Curtis seconded the motion and the agenda was unanimously approved as amended. Minutes for the January 14, 2008 meeting were read and reviewed. Nancy Marshall made a motion that the minutes are approved as written; Jane Marrs seconded the motion and the minutes were unanimously approved. Jane Marrs made a motion that the bills are approved for payment; Danae Curtis seconded the motion and the bills were unanimously approved for payment. Friends of the Library Report (Friends' President) Joint volunteer luncheon for all library volunteers is scheduled for April 18, 12 noon in the Community Room. Board members are invited. The affair will be catered by Wild West Bakery. The Friends have approved $2,610 for shelving for Accelerated Readers and paperback collections. They have also donated $200 to the Historical Society toward printing costs for the Arthur Hart book on the history of Eagle. Plans for the spring parking lot sale are progressing. It is jokingly referred to as "the grumpy old women, who are not going to move these books again sale". Generous donations are making storage space a premium. Despite grossing $500-600 per month, sales from the Everyday Book Sale are not enough to keep pace with the incoming donations. Many large donations are received from Boise patrons. EPL staff assess donated books and add appropriately to the collection rather then just arbitrarily sell all. Mrs. Farnworth passed out a list of Board Members for the Friends group. Director's Report Orientation for new Mayor/Councilmen: Orientation will be March 11, 2008 from 6-7:30 p.m. in EPL workroom prior to the regular City Council Meeting. An informational packet will be presented to the Mayor and each Councilman. Orientation includes a tour of the library, introduction of the EPL Management Team, discussion of library issues, especially the north wing extension, and a catered supper. Comp and Class study: Questionnaires have been given to each staff member to be completed by Friday, March 14, 2008. Questionnaires will be forwarded to City Hall for collation to the Mercer consultants. In lieu of our regular staff meeting, staff will be allowed time to complete the questionnaire. The initial presentation to the staff by the Mercer consultants was very well received, making the staff quite comfortable with the process. Building Report: Awning installation: New awnings have been installed and are a big improvement. Shelving installation: Shelving installations are complete. New shelves have been installed in Director's office. New pullout shelves for CD's have been installed in the AV area and one range has been re-set to provide more room. Mobile shelving has been installed in the Youth area. Parking lot re-striping: Prior to the start of the summer reading program, the parking lot will be re-striped. Landscaping at front of building: The City Public Works department has set up a meeting with the Library Director and the police department to determine proper landscaping for the front of the building. The Police have certain requirements to maintain sight lines and access to the building. Planter boxes are also being considered. The Board will approve any landscaping plans. Director Baker has scheduled a leave for March 27-28 to attend with his wife the Idaho Museum Association meeting to be held in Cottonwood, Idaho. Unfinished Business: EPL Board recruitment: Prospective Board member, Arron Ricks joined the meeting to observe and ask any questions. Architectural Quotes: Per the City Attorney, there are State bidding laws we must comply with in order to get quotes for the proposed addition. In accordance with Title 67, Section 2320, Sub-section 3 of Idaho State Codes, an RFQ request must be sent to a minimum of three vendors. When preparing the RFQ, we should consult with the City Attorney to ensure all requirements are covered. There is a City template we can follow. The City Attorney was surprised to hear about the pro bono offer from Bob Niblett. She advised that we could not accept this offer without following the bidding procedure. The Board should draft a letter to Bob Niblett explaining the RFQ process. She further advised we might consider sending an RFQ to ZGA of Boise, which has done recent public library designs in Idaho. State law favors in-state firms. We would have to give due cause for consideration of out of state firms such as Miller/Hull of Seattle. Jane Marrs made a motion to proceed with the RFQ process; Nancy Marshall seconded and the motion passed unanimously. Reimbursement negotiations: Reimbursement for a new one-year contract with BPL and ACL for excess service to their patrons are being negotiated. Per the LYNX! agreement, the first 10% of non-resident circulation is free, so anything over 10% is reimbursable. Director Baker has written a memo outlining the strategy he plans to use during negotiations with the other Directors. This strategy presents a fair and equal reimbursement plan, considering the Boise IT error in FY 2006/07 circulation figures and the unknown impact of Boise's new branches, and includes a good faith 10% discount to both institutions. The Board approves the strategy and Director Baker may proceed with negotiations. Developer's fees: Per Mary DeWalt, ILA Legislative Committee member, the ILA has not recommended including any language for use of developer's fees for libraries. The concern was that Eagle would oppose any such language as the City Attorney had claimed libraries are already included in the use of developer fees. The City Attorney has since reversed this position. Presently, use of developer's fees do not include libraries and schools. It is too late to try to amend the code; it would scuttle the attempt to pass any legislature currently being considered. ILA will try to include new language for libraries for future legislative sessions. New Business: Circulation staffing: At the request of the Comp and Class Consultants, we have been asked to complete a job description and questionnaire for the vacant Circulation Desk Supervisor position. The decision was made to leave this position unfilled temporarily to evaluate if it were needed at this classification. At this juncture, the management believes that this position would be better filled at a Library Assistant II classification. Director Baker would like Board approval to create a job description at this level and submit it to the Comp and Class consultants. Jane Marrs made a motion to create a job description for a Library Assistant II and submit it for the Comp and Class study; Danae Curtis seconded and the motion passed unanimously. Blackwell Request for paid time: Megan Blackwell, Technical Services Manager, has requested paid time to take the comprehensive exams to complete her MLS degree. The university recommends students not work during the week, as the exams are very difficult and taxing. The director has the authority to grant this request. The Board also approves. Ms Blackwell is obligated for two years city employment upon graduation, if she is offered a professional position at EPL. Dedication of children's statue: Once the statue is completed, weather permitting, the Board should plan a dedication ceremony to thank the Dennis Bakers for their gift and Councilman Steve Guerber for arranging for the gift. President Walter will form a sub- committee to devise a plan, which should include press/photo opportunities. Additional Items or Public Comment: There were no additional items or public comments. Selection of Next Meeting Date: April 14, 2008 Jane Marrs made a motion to adjourn the meeting; Nancy Marshall seconded the motion. The meeting was adjourned to 8:17 PM. Respectfully Submitted By: Terri T. Lenigan EPL Administrative Assistant March 25, 2008 Motions: Proceed with RFQ for new wing to be sent to minimum of three architectural/engineering firms Job Description be developed for Library Assistant II and submitted for Comp and Class study Topics: Orientation for New Mayor/Councilmen Volunteer Luncheon, April 18, 2008 Comp & Class Study, Questionnaires to Staff Building report: Awnings Installed Shelving Installed Parking lot re-striping Landscape front of building EPL Board recruitment: Aaron Ricks, observes meeting State Bidding Laws for RFQ for new wing Reimbursement for excessive service for BPL &ACL Circulation staffing and Comp and Class request for Library Assistant II Blackwell request for paid time for exams Dedication of children's statue