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Minutes - 2008 - Eagle Public Library - 10/13/2008 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES October 13, 2008 Community Room Board President Margo Walter called the EPL Board of Trustees meeting to order at 7:37 PM. Present were Board Members Danae Curtis,Nancy Marshall, Aaron Ricks, Library Director Ron Baker, EPL Administrative Assistant Terri Lenigan and special guest Mary Berent. Council Liaison Norm Semanko was absent. The first order of business was to elect new officers for FY 2008/09. Prior to elections, discussion ensued regarding the need for the position of Board Secretary: • Terri Lenigan serves as Secretary to the Board, attending meetings, taking minutes and performing other secretarial work. • Should Mrs. Lenigan be absent, a substitute secretary could be assigned from the Board members or a library staff member be assigned as a back up for Mrs. Lenigan. • Per Idaho Library Law 33-2721, the Library Director shall serve as secretary for the Board without voting rights. • City of Eagle ordinances require only a Board President be appointed. Considering the above, the Board decided to amend the By-laws for Article IV Officers, Section 1 Election by eliminating the Secretary position and to delete the paragraph in Section 2 Duties, which describes the secretary's duties. Fourteen days notice is required to make any changes to the By-laws, so the Board will vote on this amendment at its next meeting. Election of Officers: Nancy Marshall made a motion to nominate Margo Walter to continue as Board President for FY 2008/09. Aaron Ricks seconded. The Board voted unanimously to re-elect Margo Walter to another term as Board President. Nancy Marshall made a motion to nominate Danae Curtis as Vice President for FY 2008/09. Aaron Ricks seconded. The Board voted unanimously to elect Danae Curtis as Board Vice-President. Director Baker requested that one item be added to the agenda under New Business: LYNX! Open Access Contract with the City of Boise. Nancy Marshall made a motion that the agenda be approved as amended; Danae Curtis seconded the motion and the agenda was unanimously approved. Aaron Ricks made a motion that the minutes for the September 8, 2008 meeting be approved as written; Danae Curtis seconded the motion and the minutes were unanimously approved. Shared/EPL ADMIN/Board Minutes/October 13,2008 - 1 - Danae Curtis made a motion that the bills be approved for payment; Margo Walter seconded the motion and the bills were unanimously approved for payment. Friends of the Library Report (Friends' President) Director Baker reported in the absence of the Friends' President. The annual fall book sale was off to a roaring start. By mid-afternoon Saturday, sales tallied $1,100, surpassing the previous year. The Friends hope to reach$2,000 in sales. Idaho Youth Ranch will benefit by receiving the unsold books. They are scheduled to pick up these books on Tuesday, October 14, 2008. Many new donations were also received during the sale. Director's Report Expenditure Report: Two Operational and Capital Account Expenditure reports were passed out, one as of Sept. 30, 2008 and a draft for year end FY 2007/08. Two accounts have rather large remaining amounts: .52-00 (Utilities) and .58-01 (LYNX! System Maintenance/BPL). Utility costs are very difficult to gauge and each year we over estimate the budget for this account. The LYNX! System Maintenance account has a large amount remaining, because we did not receive 4th quarter billing from BPL. Personnel costs are not reflected in this report. In April, we were asked to estimate our carry forward, which we calculated at approximately $5,000. The actual figure is closer to $24,500. This should provide a comfortable margin to cover any unanticipated personnel costs and keep our expenditures out of the red. City Hall tracks all personnel costs except for Relief funds. These funds are tracked very closely at the Library to ensure we do not exceed the budgeted amount. Staff vacancies and recruitment: We are pleased to announce that the Circ/IT LAIII position has been filed by Ryan Pfleger. Ryan comes to us from BPL and we look forward to his official start date of Tuesday, October 14, 2008. Robert Brownfield, our IT Contractor, was hired as a consultant for the search and interview committee. His expertise was very welcome and influential in choosing the right candidate for the job. We are very pleased to announce that Vicki Prin, long time part-time employee, will fill the Circ LAII position. We are look forward to Mrs. Prin joining our full-time staff. She brings many years of experience to this position. Eighty-seven applications have been received for the two part-time Circ LAI positions and fifty-seven applications have been received for the Youth Services LAI position. Interviews may start as soon as later this week. RFQ for architect for new wing: The process continues at a slow pace. Jeanie Comerford, Library Operations Manager, Ron Baker, Library Director, Mike Echeita, Shared/EPL ADMIN/Board Minutes/October 13,2008 -2- Public Works Director, and City Attorney Susan Buxton will soon meet on this issue. Mr. Echeita would like to be actively involved in all aspects of this project. Director Baker has been in contact with BPL Director Kevin Booe regarding his experience contracting the new BPL branch at Cole and Ustick roads. Director Booe suggested that we skip the RFQ (Request for Qualifications), a needless process in his opinion, and write an RFP (Request for Proposal). An RFP can be written closely enough to include all requirements to attract in-state and out-of-state firms that specialize in library buildings. Director Booe will send a copy of the RFP for the Cole/Ustick project and a list of Idaho firms he thought were capable of handling large-scale library projects. LYNX! Open Access Committee: report: The committee will hold its first meeting on Friday, October 17, 2008. EPL Director Baker has posed the following question to BPL Director Kevin Booe. If EPL were to pull out of LYNX!, what would BPL charge to act as contractor for automated services? Laurel White, BPL LYNX! Coordinator advised that costs would probably be the same as they are now,perhaps slightly more. Currently, costs are estimated at $16,000. Technically, the (LYNX! Consortium owns the automation system, which is housed and administered at BPL. Any contract will have to be with the LYNX! Board. Fortunately, the Horizon ILS incorporates excellent toggle technology, which allows our catalog to be displayed or not and the ability to display or not display other librarys' holdings. If EPL does pull out of the consortium, patron out-of-library requests would then be serviced by interlibrary loans. Jeanie Comerford, EPL Operations Manager, and Laurel White, BPL LYNX! Coordinator, are developing a"whole circulation model" for reimbursement. Currently, if EPL's service to another library's patrons exceeds 10%, then EPL is due reimbursement. This 10% figure was determined to protect smaller libraries from being overwhelmed by larger libraries. The circulation model will look at everything BPL provides to EPL and visa versa to develop an equitable reimbursement formula. The City of Boise is concerned about the cross payments currently made between BPL and EPL. EPL pays BPL for courier and LAN maintenance; then BPL pays EPL for excess circulation costs. There are many other costs to consider with the present reciprocal borrowing agreement, including holds and courier. It is hoped the whole circulation model will address the whole spectrum of exchanged services and bring an equitable solution to the problem. Library Liaison/City Hall Reports (Councilman Semanko absent) No one reported in the absence of Councilman Semanko. Shared/EPL ADMIN/Board Minutes/October 13,2008 -3 - Unfinished Business Part-time employee holiday leave (Action Item): The Board had recommended to City Council adoption of new language in the City Personnel manual to cover half-time holiday pay for 19-hour employees. However, City Management has determined that since there are no other city half-time employees., this is an internal Library policy. It is up to the Board to adopt its own language into the By-laws and Policy Manual of the Eagle Public Library. EPL staff has recommended the following be included in the By- laws, Section III "Personnel" after sub-section 3 "Work Release Policy" and number it sub-section 4 "Holiday Pay for Part-time Employees": Active status 19-hour employees receive :Four hours of paid time per official holiday and pro-rated time for official partial holidays. Any hours of holiday pay will be included in the hours worked per week, which normally will not exceed a total of 19 hours. Staff also recommends that Sub-section 4 "Dismissal" of the By-laws be re-numbered as Sub-section 5. Danae Curtis made a motion accepting staff recommended sub-section 4 "Holiday Pay for Part-time Employees" be included in the By-laws to cover part-time holiday benefits as outlined above and re-number Sub-section 4 "Dismissal"to Sub-section 5. Nancy Marshall seconded and the motion passed unanimously. Director's evaluation(Action Item): Each year, the Board sends a letter of evaluation and a list of the Director's yearly accomplishments to the Mayor and City Council. This letter also instructs the Council to approve the Director's salary as recommended in the Mercer Group Comp and Class Study and include a 3% COLA increase. Nancy Marshall made a motion to approve the letter of evaluation to be sent to the Mayor and Council along with the yearly accomplishment list. Aaron Ricks seconded the motion, which passed unanimously. New Business LYNX! Open Access Contract with the City of Boise: EPL has received the LYNX! Open Access contract for compensation, in which BPL agrees to pay EPL a flat rate through September 30, 2009,totaling $89,750. Nancy Marshall made a motion to accept the Open Access Agreement as provided by the City of Boise dated 9-16-08 and to recommend approval of this agreement by the City Council. Danae Curtis seconded the motion, which passed unanimously. Holiday closures (Action Item): The Mayor has proclaimed as city holidays for Thanksgiving, Christmas and New Year half-day holidays on the three eves and full-day holidays on the following Fridays. Since City Hall is not open on Saturdays,the Mayor's proclamation does not include the Saturdays following the holidays. Library Staff Shared/EPL ADMIN/Board Minutes/October 13,2008 -4- recommends closing the Saturdays following Thanksgiving and Christmas as well. Only the Board can decide when the Library should be open or closed and has several options to consider: • Follow the Mayor's Proclamation and open on the following Saturdays. • Close half-day on the eves and the actual Holiday and open on the following Fridays and Saturdays. • Close on actual Holiday only and open regular hours other days. In consideration of what is best for the Library,Nancy Marshall made a motion to follow the Mayor's declared holiday schedule and open on the following Saturdays. Aaron Ricks seconded the motion, which passed unanimously. Recruitment of new EPL Board Member: Mary Berent, who has expressed an interest in becoming a Board Member,joined the meeting as our special guest. After the meeting, President Walter will speak with Mrs. Berent about accepting the position. Director Baker has spoken with two other candidates, but neither has submitted a letter of intent to become a board Member. There was no Executive Session and no additional items or public comment. Selection of Next Meeting Date The next meeting of the Board of Trustees will be November 10, 2008, at 7:30 PM in the 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 9:12 PM. Respectfully submitted, Terri T. Lenigan Administrative Assistant encl. e-mail for Nancy Marshall to Margo Walter—Re: Officers Proposed By-law Amendment 10-13-08 Expenditure Reports as of 30 Sep 08 and Year-End(draft) Shared/EPL ADM1N/Board Minutes/October 13,2008 -5- encl. (con't): Memo: Board Responsibility for part-time holiday leave benefits By-laws Section III. Personnel, city Employees Memo: Holiday Closures Topics: Election of new Officers Expenditure Reports as of 2\30 Sep 08 and Year End(draft) Staff vacancies and recruitment: Filled positions Circ/IT LAIII and CIRC LAII New half-time positions Circ LAI and YS LAI RFQ for architect for new wing LYNX! Open Access Committee: Report Part-time employee holiday leave: Final resolution Director's evaluation Recruitment for new Board Member Holiday closures LYNX! Open Access Contract Shared/EPL ADMIN/Board Minutes/October 13,2008 -6-