Minutes - 2009 - Eagle Public Library - 01/12/2009 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES
MINUTES
January 12, 2009
Director's Office
Board President Margo Walter called the EPL Board of Trustees meeting to order at 7:05
PM. Present were Board Members Danae Curtis,Nancy Marshall, Mary Berent, Council
Liaison Norm Semanko, Library Director Ron Baker, and EPL Administrative Assistant
Terri Lenigan. Member Aaron Ricks was absent.
Danae Curtis made a motion that the agenda be approved as written;Nancy Marshall
seconded the motion and the agenda was unanimously approved.
President Walter noted a correction to the minutes for the December 8, 2008 meeting.
The word"to"was inserted in the sentence "In order to design the program, it is essential
to know the number of anticipated registrants...." Nancy Marshall made a motion that
the minutes for the December 8, 2008 meeting be approved as corrected; Mary Berent
seconded the motion and the minutes were unanimously approved.
Danae Curtis made a motion that the bills be approved for payment; Mary Berent
seconded the motion and the bills were unanimously approved for payment.
Friends of the Library Report (Friends' President absent)
Director Baker reported in the absence of the Friends' President. The Friends have
agreed to share a table and expenses for the Chamber of Commerce annual Customer
Appreciation Day to be held on February 7, 2009. Handouts on"How To Find a Job"
and"Idaho Authors"will be available.
Director's Report
Statistical reports (handout): Refer to statistical reports handout.
Materials for new Board member orientation: A packet of information was given to new
member, Mary Berent. A packet will be mailed to Aaron Ricks. The date for the
orientation meeting has not been set. Trustee manuals have been requested from the
Idaho Commission for Libraries.
Janice Campbell's recovery: We are pleased to report that Janice is feeling"quite
chipper." She is making good progress and has a doctor's appointment on January 22nd.
By that date, we should have a schedule for her return to work.
New web page: progress report (www.eaglepubliclibrary.org/index.php): This is the web
address which showcases the new web page. New information is being loaded daily.
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Take a moment to review the new design. Staff assignments for page content are due by
January 16th for a design review meeting to be held on January 22nd
EPL Board e-mail: The Board e-mail for the new web page is eplboard @hotmail.com
with the password books4u. A test e-mail was sent to members to confirm it is working.
Once the new web page is made public, don't forget to check your e-mail for messages.
BPL reimbursement check: Reimbursement check received via courier. This will go a
long way toward keeping the library solvent until tax revenues are received.
BPL Patron Redirection Campaign: progress report: BPL Director and staff are very
enthusiastic about the redirection campaign. They seem willing to take on the expenses
for notification of patrons.
Currently,the new branch at Cole and Ustick is scheduled to open during the first week
of June,just in time for Summer Reading. BPL management are very pleased that the
Board voted to restrict BPL patrons from enrolling in our EPL summer reading program.
As a deterrent to outside use, BPL is also considering imposing a pickup charge for those
BPL patrons who pick up BPL items at other consortium facilities.
Annual Statistical Report to State Library Commission: This report is due by the end of
January.
Library Liaison/City Hall Reports (Councilman Semanko)
City Council remains busy discussing and approving land use issues. Several projects
have been approved. Council Liaison assignments will be discussed at the next council
meeting. Councilman Semanko would like to remain as Library Liaison. The $500,000
bond was approved allowing the City to operate until tax revenues have been received.
The Mayor's current initiative is to curtail spending wherever possible.
Unfinished Business
There was no unfinished business.
New Business
Mayor's request for expenditure reductions or deferrals: The Mayor has scheduled a
meeting for all department heads to discuss spending reductions. It will be difficult to
determine where cuts can be made until pass-through monies (revenue sharing) from the
State and city tax revenues are disclosed. If tax collection were poor, the library reserve
would not be enough to cover expenditures. We may need to make budget revisions,
such as not buying capital equipment or supplies and materials. For example, the
budgeted amount for the book account is $81,000. Currently, we have spent
approximately 25%, leaving a balance of$62,000. The AV fund is budgeted at $16,000.
We have spent approximately 16%, leaving a balance of$12,000. These are two
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accounts where we could cut spending. However, be aware that if materials spending is
cut, it is very difficult to recoup this kind of loss. If deeper cuts were to be required, we
would have a look at cutting staff or hours that the Library would be open. The Board
would have to approve any cuts requested by the Mayor.
During the previous budget process, Jeanie Comerford did a study to determine operating
costs. We know what operating costs are for every hour that the library is open. The
Circulation Committee chaired by Carol Berry, Circulation Manager, has been meeting to
devise an alternate schedule should cuts become necessary. Mrs. Berry will be at the
February meeting to discuss the committee's findings on an alternate schedule and the
consequences of leaving Open Access to the circulation department.
It is becoming increasingly evident that the need for an environmentally controlled
storage unit will be critical within the next year and a half. Having access to off-site
storage would allow us to remain in our current facility, freeing critical space now being
used for storage. Currently,the closest controlled storage units are too far away, making
them too costly to regularly retrieve materials. This is an issue that the City will have to
address in the near future.
Additional Items or Public Comment
By-laws (handout): Newly revised copies of the By-laws were distributed to each
member. A copy will be mailed to Aaron Ricks.
Selection of Next Meeting Date
The next meeting of the Board of Trustees will be February 9, 2009, at 7:00 p.m. in the
Community Room.
Adjournment
There being no further business, Danae Curtis made a motion to adjourn the meeting.
Mary Berent seconded the motion, which passed unanimously. The meeting was
adjourned at 7:55 p.m.
Respectfully Submitted,
Terri T. Lenigan
Administrative Assistant
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Topics:
Materials for new Board member orientation
New web page: progress report
EPL Board e-mail for new web page
BPL reimbursement check
BPL Patron Redirection Campaign: progress report
Annual Statistical Report to State Library Commission: Due January 2009
Mayor's request for expenditure reductions or deferrals
Revised By-laws handout
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