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Minutes - 2008 - Eagle Public Library - 06/09/2008 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES June 09, 2008 Community Room Board President Margo Walter called the EPL Board of Trustees meeting to order at 7:35 PM. Present were Board Members Jane Marrs and Danae Curtis, Library Director Ron Baker, EPL Administrative Assistant Terri Lenigan and Council Liaison Norm Semanko. Board Members Nancy Marshall and Aaron Ricks were absent. Director Baker asked that two items be added to the agenda under New Business: Library closure for July 5, 2008 Benefits for half-time employees Jane Marrs made a motion that the agenda be approved as amended; Danae Curtis seconded the motion and the agenda was unanimously approved. There were two corrections to the June 09, 2008 minutes: Page 3: Dedication of children's statue: Correct spelling from Denis to Dennis Page 3: Adjournment: Correct spelling from Danea to Danae Danae Curtis made a motion that the minutes for the June 09, 2008 meeting be approved as corrected; Jane Marrs seconded the motion and the minutes were unanimously approved. Jane Marrs made a motion that the bills be approved for payment; Danae Curtis seconded the motion and the bills were unanimously approved for payment. Friends of the Library Report(Friends' President) Board President Walter reported in the absence of the Friends' President. The parking lot sale, held May 31, 2008, was very successful, netting $983.25. The Friends are already planning their annual fall sale to be held the second weekend of October. Since the parking lot sale was so much easier to manage, weather permitting, plans are to repeat the parking lot format for the fall sale. The Bank of the Cascades presented the Friends with a$1,000 donation collected during their grand opening celebration. The Friends reciprocated by presenting the bank staff with complimentary Friends book bags. Shared/EPL ADMIN/Board Minutes/June 09,2008 1 Director's Report Summer Reading Program; first report: As of 7:15 PM on June 9, 2008, there are 754 registrants for this year's summer reading program. Youth staff and volunteers are on hand to register participants. Each registrant is given a book bag,provided by the Friends, and while supply lasts, a free book. At this pace, we may surpass last year's record of 1,200 participants. Three hundred sixty children and adults participated in the kick-off Scavenger Hunt event. A new event, "Color Your Bag" is to be added. Board President Walter suggested this event. At a separate meeting between President Walter and Youth Librarian Matejka-Lund, several ideas were discussed including a YA book exchange. Also suggested was use of our web site to solicit donations for YA books and materials to support the "Make a Collage" event. RFQ process for architect for addition: RFQ process is on hold until we receive some positive feedback from the Mayor and Council regarding the additional $6,000 request for re-design of the existing building and vacated space. Our contacts are still inquiring, indicating high interest about this project. Staff vacancies and replacements: The Technical Services Assistant has resigned. This position must be filled as soon as possible. The position may change from one full-time to two half-time positions, which may be a better staffing arrangement. This would also free up approximately $8,000-$10,000 in benefits, which would improve our budget. Management staff will decide this week regarding the best way to fill this vacancy. There are also two part-time circulation assistant vacancies. These positions will be filled with temps and subs until there is a better sense of city income for next year and what will be budgeted for personnel. Library Summit: follow-up report: Due to a change in agenda from discussions regarding the future needs of area libraries to "Libraries and Digital Natives,"we have declined to participate in the summit. A"digital native" is a person who has grown up with digital technology such as computers, Internet, and mobile phones. "Let's Talk About It" award notification: EPL has been selected as a program sponsor for a"Let's Talk About It" series using the "We Are What We Eat"theme. The Idaho Commission for Libraries and the Idaho Humanities Council with funding from US Bankcorp sponsored this award. EPL was one of fifteen libraries selected. The program provides books on subject, as well as speakers and presentations for discussion groups. We have been asked to pick a community partner to share this program and have decided on Wild West Bakery, which has catered several library functions and always does an outstanding job. Shared/EPL ADMIN/Board Minutes/June 09,2008 2 Library Liaison/City Hall Reports: A community awareness magazine, Town Informer, has been sent to every household in Eagle. The publisher has asked that $36,000 be approved by the City Council to fund mailing costs. The Council has agreed to fund the project for one month, awaiting a report from the newly formed Communication Task Force. The task force has been charged with investigating how well the City keeps its residents informed about events and other developments affecting the quality of living in Eagle. The first report from the task force is due June 10, 2008. Councilman Semanko would appreciate any feedback regarding this issue. You may reach him via e-mail at semanko @rmci.net. Unfinished Business: Budget proposal to Mayor: A complete budget packet was given to each Board member for their review. The packet included: • Director's Memo to Mayor Bandy—a summary of the budget • EPL Board and Staff Recommended Budget with justification and/or notes • EPL Income Projections • EPL Personnel Projections with 3% COLA • Cost of Staffing All Public Desks - Cost Analysis for May 2008 With the support of the Board, the budget included a 10% increase over the current budget, encompassing staffing issues and equipment and building needs as identified by the Management staff. The budget was presented to the Mayor on May 22, 2008. Reimbursement negotiations with BPL and ACL: Reimbursement negotiations are finished. Both BPL and ACL have agreed to the reimbursement income as proposed by EPL. Each library has taken the necessary steps to obtain their governing board's approval and will be included in their budgets. Such cooperation between libraries highlights the importance of each member library being in compliance with the LYNX! Consortium agreement. Dedication of children's statue: Thank you to the Women of Steel. The book has finally been spot welded to the statue, however not without mishap. A little restoration to the boy's hand and some burnishing need to be done. The dedication date, (depending upon completion), to be announced. Firearms in public buildings: BPL has asked the Attorney General to clarify the following: 1) Can public libraries be considered educational institutions by current law, thereby, assigning libraries among the places that civilians may not bear arms? 2) Can library employees be prevented from bearing arms? Shared/EPL ADMIN/Board Minutes/June 09,2008 3 At the last meeting, the Board requested Director Baker write a letter to Senator Bastian expressing concerns regarding the firearms initiative. In the interim, a primary election was held and Senator Bastian did not win the candidacy. Therefore, no letter was sent. It was decided to await the Attorney General's decision before pursuing this issue any further. Eagle Fun Days arrangements: EPL will shorten hours on Saturday, June 14 during Eagle Fun Days. Library hours will be 1:00 - 5:00 PM. Due to the Vintage Car Show, the State Street entrance will be closed. Food Court and over flow parking will be north of the City Hall. Staff for the car show will park where library staff usually parks, at the north end of the library's lot. New Business: Library closure July 5, 2008: This year, the July 4th holiday falls on a Friday. Should the library close on Saturday, July 5th, extending the holiday to a 3-day weekend? ACL and Star Branch are closed. BPL, Collister Branch, and MLD are open. Discussion ensued. Jane Marrs made a motion to close the Library on July 5, 2008 to extend the holiday to a 3-day weekend; Danae Curtis seconded the motion, which passed unanimously. Director Baker will send a memo to the Mayor. Benefits for half-time employees: Currently,the City Personnel policy does not allow any benefits for half-time employees. It was understood that prior to re-writing the personnel manual, this issue would be addressed. However, it was not included in the most recent manual revised April 15, 2008. The Management staff feels that paid holiday, vacation and leave time are appropriate for part-time employees and should be included in the personnel policy. Policy decisions are made by the City Council. Library staff should make a formal proposal to the Board. The Board will then take the proposal to the City Council for its consideration. Additional Items or Public Comment: Newest BPL branch: A groundbreaking ceremony for the new BPL branch at Ustick and Cole will be held on June 17, 2008 at 10:30 AM. The branch is scheduled to open May 2009. Transparencies: Should expenditures be posted, allowing the public access to how tax dollars are spent? Councilman Semanko would appreciate any feedback from the Library staff or Board members on making expenditures more transparent to the public. Selection of next meeting: July 7, 2008, 7:30 PM. The Community Room is already booked for that evening. Suggested alternate meeting places were the library workroom or a City Hall meeting room. The library workroom will be used. Shared/EPL ADMIN/Board Minutes/June 09,2008 4 Adjournment: There being no further business, Jane Marrs made a motion to adjourn the meeting; Danae Curtis seconded the motion. The meeting was adjourned at 9:10 PM. Respectfully submitted, Terri T. Lenigan Administrative Assistant Topics: Summer Reading first report RFQ for architect on hold for budget line item consideration Staff vacancies and replacements—Tech Services Asst Library Summit—follow-up report "Let's Talk About It"Award Budget packet sent to Mayor Reimbursement negotiations with BPL and ACL complete Dedication of children's statue continued Firearms in public buildings—Attorney General clarifications requested Eagle Fun Days arrangements Library closure for July 5, 2008 Benefits for half-time employees Groundbreaking for new BPL Branch at Ustick& Cole Roads Transparent expenditures Shared/EPL ADMIN/Board Minutes/June 09,2008 5