Loading...
Minutes - 2008 - Eagle Public Library - 09/08/2008 - Regular L f��k EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES September 08, 2008 Community Room Board President Margo Walter called the EPL Board of Trustees meeting to order at 7:31 PM. Present were Board Members Jane Marrs, Danae Curtis,Nancy Marshall, Library Director Ron Baker, EPL Administrative Assistant Terri Lenigan and Council Liaison Norm Semanko. Aaron Ricks was absent. Director Baker requested that one item be added to the agenda under New Business: Vacancy on Board of Trustees. Danae Curtis made a motion that the agenda be approved as amended;Nancy Marshall seconded the motion and the agenda was unanimously approved. Danae Curtis made a motion that the minutes for the August 11, 2008 meeting be approved as written; Jane Marrs 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 for payment. Friends of the Library Report (Friends' President) Julia Gleed, Secretary for the Friends, reported in the absence of the Friends' President. The Annual Fall Book Sale will be held on October 11-12, 2008, in the Library Community Room. This may be the last large-scale sale as the Friends are considering switching to several small parking lot sales during the year. At their September 2, 2008 meeting, the Friends decided to purchase the following capital equipment not funded by the City for fiscal year 2008/09: • Flags and stands for the Community Room $ 315 • Mobile sound system for off-site programming $1,050 • Carousel for YA book collection $1,555 • Additional carousel for adult paperback collection $1,356 w/$150 for shipping The Friends will also contribute $850 to support a Mother/Daughter Bookclub. Shared/EPL ADMIN/Board Minutes/Sep 08,2008 The Friends have also decided to purchase several large reference sets: The International Encyclopedia of the Social Sciences, 9 vols. $1,080 Historical Statistics of the United States: Earliest Times to the Present $ 825 Encyclopedia of Environment and Society, 5 vols. $ 695 Encyclopedia of Race and Racism, 3 vols. $ 345 Total funding: $8,221 Director's Report Expenditure Report: Each Board member received a copy of the Operational and Capital Account Expenditures Report as of 12 Aug 08. The report details budget amounts with the remaining amount in each account and the per cent spent. Staff vacancies and recruitment: The job announcement for the Circulation/IT Library Assistant III has been posted in the Idaho Statesman and other sources. The first day's response to the ad has been overwhelming, with 40 inquiries. The vacant Circulation LAII position may be filled internally, as staff members have expressed interest in the position. Recruitment will follow later this fall for the newly created part-time Circulation LA I position for Youth Services, a part-time LA I vacancy in Circulation, and a page position. RFQ (Request for Qualifications) for architect for new wing: The FY 2008/09 budget includes an additional $8,000, bringing the total amount for an RFQ to $15,000. Library Director Ron Baker, Public Works Director Mike Echeita, and City Attorney Sue Buxton will develop the RFQ. Mike Echeita's experience with new construction of fire stations will be helpful. Director Baker will be contacting BPL to see if he can review its RFQ for the new branch library being built at Cole and Ustick Roads. The Board will review the document before it is distributed to any architects. LYNX! Open Access Committee report: BPL will pay the full reimbursement for FY 2008/09, but has reiterated that it will not be able to continue to support the present Open Access Agreement. There are many discrepancies within the present agreement. Currently, ACL is paying EPL $3.06 per circulation while MLD is only paying $.43 per circulation to ACL. It is apparent that the agreement needs to be re-worked. The committee is looking for a larger"whole circulation"model for reimbursement for the five Ada County LYNX! member libraries. Jeanie Comerford, EPL Operations Manager, and Laurel White, BPL Systems/Outreach Manager, are working on statistics in support of this model. The Director has sent a letter to BPL Director Kevin Booe requesting a non-binding estimate for EPL to subscribe to Horizon through BPL in FY2009/10. Director Baker has also asked about Horizon's technical abilities to display or suppress holdings by agency. Shared/EPL ADMINBoard Minutes/Sep 08,2008 2 Final letter of notification on Ada reimbursement: Director Baker has received the final letter from ACL agreeing to pay the full reimbursement for FY 2008/09. Dennis Baker statue dedication: Director Baker has not been able to contact the Bakers to set up a date for the dedication,therefore it was decided not to pursue the issue. As the statue has been in place for quite some time, a dedication is unnecessary. Hart Manuscript: status: The manuscript is finished and goes to Caxton Press this week for printing. The Historical Society is hoping to have the book available for sale at the Holiday Bazaar held in early November. A book signing with author Arthur Hart will be held in the Library Community Room on November 22, 2008 between 2:00 and 5:00 PM. Director Baker passed around a mock-up of the book cover. President Walter suggested that perhaps the cover could be made in a size suitable for framing and sold to raise additional money. Library Liaison/City Hall Reports (Councilman Norm Semanko) August at City Council was devoted to the budget, which was finally approved. Although Councilman Semanko could not attend the public hearing, he did listen to the tapes and found the comments to be very interesting. He noted several recurrent themes: Property tax increase—Since most citizens were opposed to the increase, the Council decided not to increase property taxes by 3%. Carry-over or surplus—It is always difficult to decide what to do with the surplus. Suggestions were made to develop a strategic plan to decide the best way to utilize these funds. Comp & Class study—There were many comments regarding the study, most centering around why the study was not made public. Council discussions centered on how to implement the study, whether to do nothing, raise salaries to the suggested 50 or 68 percentile of the local market, or freeze salaries above those benchmarks, and include a COLA as suggested at 3.7%, but not for those above the salary limits. Council decided to increase all salaries to the 50 percentile with 3% COLA for all city employees. Public Information Officer—This position, recommended by the Communications Task Force, will be included in the FY 2008/09 budget. Councilman Semanko thought information, particularly the line item budget, was appropriately disseminated, in keeping with the effort to make government processes more transparent to the public. Unfinished Business Part-time employee leave benefits: Upon reconsideration, there is not enough staff to cover paid leave for part-time employees. At this time,the Board should consider half- time holiday pay be instituted for 19-hour employees. It is necessary to rescind the Shared/EPL ADMIN/Board Minutes/Sep 08,2008 3 previous motion made at the July 7, 2008, meeting, which approved both holiday and leave benefits for part-time employees. Jane Mans made a motion to rescind the July 7, 2008 motion and to authorize half-time holiday pay for 19-hour employees. The motion was seconded by Danae Curtis, which unanimously passed. Next step is to recommend this change to City Council. New Business Janice Campbell's medical leave request: On December 08, 2008, Janice Campbell will be undergoing surgery for a total knee replacement. Recovery time for this type of surgery is generally 6 to 8 weeks. Mrs. Campbell has accrued 7 weeks of paid personal leave. By the time of the surgery, she will most likely have enough paid leave to cover her entire absence. However, in case of unforeseen complications that would require extra recovery time, Mrs. Campbell respectfully requests your permission for an extra week of unpaid leave should it be necessary. She also requests permission to use more than 200 hours of leave at one time. Nancy Marshall made a motion to grant additional unpaid leave and to grant permission to use more than 200 hours of leave at one time which may be necessary for complete recovery; Jane Marrs seconded and the motion passed unanimously. Director's evaluation: At the next meeting, Director Baker will present his list of accomplishments to the Board for their review and yearly evaluation. Board vacancy: Board member Jane Marrs's term will expire as of September 30, 2008. She is eligible for re-appointment for a second term. Mrs. Marrs will accept the Board's recommendation to a second term. Nancy Marshall made a motion to re-appoint Jane Mans to a second term. Danae Curtis seconded the motion, which a grateful board unanimously passed. Additional Items or Public Comment There were no additional items or public comments. Selection of Next Meeting Date: The next meeting of the Board of Trustees will be October 13, 2008, 7:30 PM in the Library Community Room. Adjournment There being no further business,Nancy Marshall made a motion to adjourn the meeting; Danae Curtis seconded. The meeting was adjourned at 8:28 PM. Shared/EPL ADMIN/Board Minutes/Sep 08,2008 4 Respectfully submitted, Terri T. Lenigan EPL Administrative Assistant encl. Memorandum: Potential Friends' Purchases during FY 2008/09 annotated with Friends' priorities Operational and Capital Account Expenditures as of 12 Aug 08 Memorandum: Reconsideration of Partial Leave Benefits for 19-hour Employees Memorandum: Janice Campbell: Surgery and Sick Leave Topics: Expenditure Report as of 12 Aug 08 Staff vacancies and recruitment: Circ/IT LAIII; Circ LAII; New YS LAI; Page RFQ for architect for new wing: meeting with Mike Echeita, Public Works LYNX! Open Access Committee: report Final Letter of notification on ACL reimbursement: Acceptance Dennis Baker statue dedication: deemed unnecessary Hart manuscript: finished Part-time employee leave benefits: half-time holiday pay Janice Campbell medical leave request Director's evaluation Board vacancy: re-appoint Jane Marrs second term Shared/EPL ADMIN/Board Minutes/Sep 08,2008 5