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Minutes - 2008 - Eagle Public Library - 04/14/2008 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES April 14, 2008 Community Room Board President Margo Walter called the EPL Board of Trustees meeting to order at 7:01 PM. Present were Board Members Jane Marrs, Margo Walter, Danae Curtis, Library Director Ron Baker, and EPL Administrative Assistant Terri Lenigan. Board Member Nancy Marshall, Council Liaison Norm Semanko, and proposed Board Member Aaron Ricks were absent. Danae Curtis made a motion that the agenda be approved as written; Jane Marrs seconded the motion and the agenda was unanimously approved. Jane Marrs made a motion that the minutes for the March 10, 2008 meeting are approved as written; Danae Curtis seconded the motion and the minutes were unanimously approved. Danae Curtis made a motion that the bills are approved for payment; Jane Marrs 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. The Volunteer/Staff Luncheon will be on Friday, April 18, 2008 with 62 planning to attend. The parking lot sale is tentatively set for Sunday, May 18, 2008. The Accelerated Reader and paperback shelving, purchased by the Friends, has been installed. Circulation staff expressed concern that patrons would be disgruntled by the change in policy from honor paperbacks to checking these books to their borrower card. However, just the opposite has been observed. Upon restocking the paperback shelves, we noted 75 checkouts in the first twelve hours. Continued activity at this level will give us the expected increase in paperback circulations. Director's Report Comp and Class study: Interviews have been completed for the comp and class study. We anticipate receiving the Rating Classifications and then the "Comparables and Competitors" study. RFQ process for architect for addition: Via e-mail, we received the RFQ package from the City Attorney. The basic document transmitted, but the contract was not readable and will have to be re-sent. Director Baker expressed concerns that we may not have Shared/EPLADMIN/Minutes Board Meeting 04-14-08 Revised May 08,2008 -1 - sufficient time to get accurate figures for the budget. He suggested a place holder amount of$6,000-7,000 be added to the budget. The Board will have to make this recommendation to the Council. Director in San Diego, April 24-28, 2008: So noted. Library Liaison/City Hall Reports No report since Councilman Semanko was unavailable. Unfinished Business Aaron Ricks's appointment to EPL Board: City Council will consider Mr. Ricks's request to become a Library Trustee on Tuesday, April 15, 2008. According to Councilman Semanko, the Council believes Mr. Ricks to be an excellent candidate and there should be no impediment to his appointment. Reimbursement negotiations with BPL and ACL: Following the methodology outlined in the memo handed out at the last meeting, we estimated circulation for Ada and Boise patrons by extrapolating from real figures on record. We determined that circulation to Ada patrons was 12% and for Boise patrons 21%. We will be asking Ada to reimburse $13,724 and Boise for$91,370, totaling $105,094 including a 10% goodwill discount. This is a $13,594 increase over last year. Letters have been sent to ACL and BPL asking them to respond by mid-May. Dedication of children's statue: President Walter and the Board will plan an unveiling celebration to acknowledge the donors, Dennis Baker and his wife. They will arrange for adequate press coverage. Director Baker is to provide a list of invitees, contact Councilman Guerber, who will in turn contact the Bakers, and check to make sure the double light for the flagpole and statue will be finished. Dates to consider will be in late May or early June. New Business Change in EPL Board meeting time: In order to accommodate Councilman Semanko's schedule, the Board suggests a change to the meeting time from 7:00 PM to 7:30 PM. Those present at the meeting are agreeable to the change. President Walter will contact Nancy Marshall and Aaron Ricks for their input. A proposal was made to start next month's meeting at the new time, unless Mrs. Marshall or Mr. Ricks objected. Director Baker will ensure the web site reflects this change. Budget process for FY2008/09 Budget: Per Mayor Bandy's request and referring to the budget calendar handout, the budget process will start one month earlier than usual. The first Management Staff budget meeting will be on April 30, 2008, leaving only one month to prepare our budget for the Mayor and Department Head meeting during the last week of May. The Board should meet prior to that meeting to review a draft budget, which compares our projected budget with the expected City revenue stream. A suggested date for this meeting is May 19, 2008. There will be no new hires until after the budget is finalized. One confirmed resignation effective May 2008 will be filled by temporary and relief staff. Shared/EPLADMIN/Minutes Board Meeting 04-14-08 Revised May 08,2008 -2- Additional Items or Public Comment Fund raising: If it is not a conflict of interest, Danae Curtis would like to start an account at Mountain West Bank for funds raised for the addition. As a bank officer, this would allow Mrs. Curtis to monitor the account and oversee the appropriate use of funds. Director Baker will check with the City Attorney. Strategic Plan: Our present strategic plan ends with FY2009/10. By next year, we will need to start tackling the next strategic plan, which should include the expansion. The current plan should be critiqued to determine what was accomplished, not accomplished and why. The current plan will serve as a framework and starting place for the next plan. This new plan should establish a calendar for the addition. A committee, consisting of Board members and community representatives, should be appointed. Informal response from the Community has been very positive regarding the proposed children's wing. There are many different ways to raise funds for the project. One option could be to recharge the bond. City Council can do this without the vote of the people. However, this may not be a good idea considering the climate with the voters over several recent controversial City issues, including the proposed municipal water system. It would be better to raise the money first and then ask for a bond. Selection of next meeting date: May 12, 2008, 7:30 pending confirmation. President Walter adjourned the meeting at 7:50 PM. Respectfully Submitted By: Terri T. Lenigan EPL Administrative Assistant May 09, 2008 Topics: Volunteer/Staff Appreciation Luncheon Comp and Class Study, interviews complete RFQ process for architect for addition Shelving installation, AR and paperback collections Ricks appointment to Board Reimbursement negotiations with BPL and ACL Dedication of children's statue Change in EPL Board meeting time Budget process for FY 2008/09 Fund Raising for addition Danae Curtis - bank account w/Mountain West Bank for funds for addition New Strategic Plan starting for FY 10/11 Shared/EPLADMIN/Minutes Board Meeting 04-14-08 Revised May 08,2008 -3-