Minutes - 2008 - Eagle Public Library - 11/10/2008 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES
MINUTES
November 10, 2008
Community Room
Board President Margo Walter called the EPL Board of Trustees meeting to order at 7:38
PM. Present were Board Members Danae Curtis,Nancy Marshall, Aaron Ricks, and
Council Liaison Norm Semanko, Library Director Ron Baker, EPL Administrative
Assistant Terri Lenigan, and special guest Mary Berent.
Director Baker requested several items be added to the agenda under Director's Report:
• New Statistic Sheet
• Arthur Hart's "Life in Eagle Idaho"
• Director's leave
Nancy Marshall made a motion that the agenda be approved as amended; Aaron Ricks
seconded the motion and the agenda was unanimously approved.
Danae Curtis made a motion that the minutes for the October 13, 2008 meeting be
approved as written; Aaron Ricks seconded the motion and the minutes were
unanimously approved.
Nancy Marshall made a motion that the bills be approved for payment; Aaron Ricks
seconded the motion and the bills were unanimously approved for payment.
Friends of the Library Report (Friends' President absent)
Due to absence of Friends' President, no report was made to the Board.
President's Committee-of-the-Whole on Board Vacancy: Report
Via telephone polls and e-mail,the Board has unanimously decided to ask Mary Berent
to fill the vacant Board seat. Director Baker will send a memo to the Mayor and City
Council recommending they appoint Mrs. Berent to fill this position. The Council is
scheduled to meet on Wednesday,November 12, 2008.
Director's Report
"Life in Eagle, Idaho" book signing: Hot off the press! Copies of Arthur Hart's "Life in
Eagle Idaho" will be available for sale at a book signing to be held in the Library
Community Room on Saturday,November 22, 2008 from 3:00 to 5:00 P.M. In addition
to signing copies, Mr. Hart will give a short presentation about writing this book.
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System Statistic Report: In addition to the regular statistical report, a new one-page report
tabulates LYNX! system statistics in a month-to-month and year-to-date format. The
statistics are similar to the ones we provide to the Idaho State Library commission each
January. The new report also tabulates reciprocal borrowing statistics. It is an excellent
thumbnail sketch of the state of library business and the "busy-ness" of the Library.
Staff vacancies and recruitments: All positions have been filled. Our new hire in Youth
Services, Kiely Prouty, will start on Wednesday,November 12, 2008. Due to the
physical nature of the circulation position, Kimberly Lewis, one of the new circulation
employees, resigned for health reasons. We were very fortunate to have a large pool of
applicants and were able to refill that position immediately.
Every application received, and there was a substantial number, was reviewed. For those
not selected for an interview, letters were sent to all applicants to thank them for their
interest in our Library. All applicants who had interviews received letters thanking them
for their interest in our Library. At the next Board meeting, a new Library Staff Master
List will be available.
RFQ for architect for new wing: BPL Director Kevin Booe has promised to send a copy
of the BPL RFP for the new branch library at Cole and Ustick Road as soon as possible.
Director Baker is most interested in reviewing this document as preparation to writing an
RFP for our new wing. Mike Echieta, Public Works Director for Eagle,has been quite
busy with other concerns, so the meeting with the City Attorney has been postponed. It
would be beneficial for Board President Margo Walter to attend this first meeting.
Councilman Semanko has expressed interest in attending as well.
LYNX! Open Access Committee: report: Much data has been gathered by Jeanie
Comerford, EPL Operations Manager, and Laurel White, BPL LYNX! Coordinator, to
complete the"whole circulation"model. Considering what services we get, save via
courier, to what is checked out by EPL patrons at BPL and BPL patrons at EPL,there is
only a 10%difference, a very surprising result.
To determine appropriate reimbursement, BPL favors tracking the number of families
residing in one library jurisdiction, but using another library. Reimbursement would be
based on the non-resident, family card fee. EPL currently charges $47.50, which is
determined by city tax levies.
Other suggestions were:
• Each library would contribute to a pot of money to be distributed at year's end.
• Average the number of non-resident cards and adopt a standard non-resident fee to
determine reimbursement and for budgetary purposes.
• Jointly, EPL and BPL would write a letter to patrons who live within five miles of the
new Cole and Ustick branch and currently use EPL, urging them to use this new
branch. This group of patrons includes much of EPL's excessive circulation services
to BPL patrons.
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The Committee will meet again prior to the next Board meeting. Director Baker will
report further developments and decisions of the committee.
Director's leave: Director Baker will be out of town November 25-29, 2008, returning on
Monday, December 1, 2008.
Library Liaison/City Hall Reports (Councilman Semanko)
The City Council has been very busy discussing, approving, or denying land use
applications. Continuing the effort to make City government transparent to residents,
information regarding expenditures, contracts, and fiscal policy has been posted on the
City web site. Positive feed back from residents has made this a worthwhile endeavor.
Councilman Semanko notes the developers for the M3 project are anticipating a branch
library will be necessary for their community and have incorporated a library in their
plans.
Unfinished Business
By-law change on Board Officers: At the October Board meeting, notice was given to
amend the By-laws to eliminate the office of Board Secretary. Since giving notice,
sufficient time has passed allowing the Board to vote on this amendment. Nancy
Marshall made a motion to eliminate Board Secretary as an elected office to the Board of
Trustees and amend the by-laws to reflect this change. Aaron Ricks seconded the
motion, which passed unanimously.
New Business
Amendment to Internet Use Policy: There have been several incidents where minor
patrons, using"proxy servers,"have been able to circumvent our filtering software.
Currently, our Internet Access policy does not address this issue; hence, the staff cannot
confront this misuse of the public computers. The staff recommends the following be
inserted at the end of paragraph two of Chapter IX, "Internet Access and Library
Patrons," of the EPL By-laws and Policy Manual:
Patrons may not deliberately employee any method to circumvent the Library's
filtering and firewall protection products. Disregarding this policy may result in
loss of Internet privileges.
Nancy Marshall made a motion to adopt this language into the "Internet Access and
Library Patrons"policy. Danae Curtis seconded the motion, which passed unanimously.
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There were no additional items or public comment.
Selection of Next Meeting Date
The next meeting of the Board of Trustees will be December 8, 2008, at 7:30 P.M. in the
Library Community Room.
Adjournment
There being no further business,Nancy Marshall made a motion to adjourn the meeting.
Aaron Ricks seconded the motion, which passed unanimously. The meeting was
adjourned at 8:25 P.M.
Respectfully Submitted,
Terri T. Lenigan
EPL Administrative Assistant
encl. System Statistic Report—October 2008
Memo—Amendment of Library's Internet Access Policy
Policy draft with new language inserted
Topics:
Committee-of-the-Whole—Board Vacancy
Recommend Mary Berent to fill vacancy
System Statistic Report
Book signing for"Life in Eagle Idaho"
RFQ for architect for new wing
LYNX! Open Access Committee; report
By-law change to eliminate office of Secretary
Amend Internet Policy—prohibit use of"proxies"to circumvent filtering
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