Minutes - 2009 - Eagle Public Library - 05/11/2009 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES
MINUTES
May 11, 2009
Community Room
Board President Margo Walter called the EPL Board of Trustees meeting to order at 7:06
PM. Present were Board Members Danae Curtis, Mary Berent, Library Director Ron
Baker, Terri Lenigan, Administrative Assistant, Jeanie Comerford, EPL Operations
Manager, and President Jeanie Farnworth, Friends of the Library. Councilman Norm
Semanko arrived 7:10 PM. Board Member Nancy Marshall was excused.
Danae Curtis made a motion that the agenda be approved as written; Mary Berent
seconded the motion and the agenda was unanimously approved.
Mary Berent made a motion that the minutes for the 13April 2009 meeting be approved
as written; Danae Curtis 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)
During these difficult economic times, the Friends are pleased to support the Library with
two special projects:
1. $600 Monthly Discretionary Fund: To be used to supplement operational
expenditures.
2. $1000 Monthly Book Purchasing Fund: To be used to supplement collection
development. Combined with the regular budget allocation, approximately $2000
monthly may be used to purchase new acquisitions between now and the end of this
fiscal year on 30 Sept. 2009.
The next book sale will depend upon inventory. However, the Friends are continually
amazed by the generosity of the public as the donations continue to pore in. They expect
it won't be long before there is enough inventory for another sale.
The Friends have been approached by Boy Scout Weston Beckley to collaborate on his
Eagle Scout Project, which is a book collection drive. The project includes a door-to-
door book drive in selected neighborhoods,then categorizing and storing the books. The
storage boxes will be donated to the Friends. If enough books are collected, it could lead
to a special one-day sale.
Director Baker has been invited to the Friends' next meeting to be held on 1 June 2009.
Shared/EPL AdminBoard Minutes/May 11,2009
Director's Report
Statistical reports (handout): Refer to graph"Net Collection Change—Materials Added to
Collection." This is the first time we have noted a negative gain. Loss to collection is
due to deleted items, no new items ordered last month, and deleted periodicals.
Report on execution of RIF and institution of new open hours: For the most part, patrons
have received the new schedule in a low-key way, often expressing sympathy and
understanding that difficult economic times have dictated the changes. The most often
received complaint has been the cancellation of evening hours. Director Baker has
responded to all letters, e-mails, and comments with a written reply. The cuts have
reduced the Library staff and budget to the level it was about six years ago, but with
80,000 more annual "circs"to handle. With this few staff, circulation needs to be
reduced by the reduced hours.
Circulation numbers for the first Saturday with reduced hours were quite astounding:
Check-out: 960 items
Renewals: 50 items
New Cards Issued: 16
Check-in: 860 items
The staff was busier during those four hours than all day on Friday, a nine-hour workday.
Circulation numbers for the next Saturday were more reflective of a normal four-hour
period:
Check-out: 750 items
New Cards Issued: 6
Check-in: 886 items
We are hopeful of finding funding to restore some staff and hours. If no funding is
forthcoming, the Board may want to consider an adjustment to the hours to allow for
opening on Wednesday evening. This has proved to be a good night for adult
programming. Since we are closed all day on Thursday, this would give patrons the prior
evening to use the Library.
Children's programming has been limited to Monday and Tuesday AM. Wednesday and
evening programs have been suspended.
The new exterior wall sign and sandwich boards advising the new hours look good and
have been helpful to patrons as they adjust to the new hours. Permanent hooks have been
installed on the parking lot side of the building, allowing for new signs as needed.
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LYNX! Open Access Committee: progress report: On 14 June 2009, Director Baker will
meet with BPL Director Kevin Booe to draft contract language for a new reimbursement
policy. They plan to present this draft at the next Director's meeting to be held on 19
June 2009.
EPL Board Member recruitment: There is a vacancy on the EPL Board of Trustees to fill
out the remainder of a five-year term ending 30 Sept 2009. At that time, the Board
Member would be eligible for appointment to a full five-year term. Any one interested
may contact Director Baker for more information or may apply by sending a letter to
President Walter c/o the Library.
New Webpage: Assistant Director Janice Campbell is making a concerted effort to
complete the new webpage and hopes to have it up and running by this time next month.
Library gun bill: Senator Les Bock introduced Senate Bill 1024 to regulate the possession
of firearms within and on the property of libraries. However, the bill did not make it out
of committee this legislative session. Director Baker suggested that the Board might
want to send a letter of support to Senator Bock. Councilman Semanko explained the
Committee Process and the proper way to get a bill introduced and passed into law. This
includes organizational sponsorship.
Library Liaison/City Hall Reports (Councilman Semanko): There are three concerns
upper most on the Council agenda:
1. Budget: The Council has made budget issues a priority and will look at the next
revenue projections to ensure they match the cuts already made.
2. Regional Park: The Council is considering all the ramifications regarding the
proposed regional park in the foothills north of town.
3. Ban Smoking Ordinance: The State smoking ban is very comprehensive, but at the
city level does not include bars that do not serve food or small business with five or
less employees. The Council will consider the economic impact of a smoking ban on
city revenues. If Eagle does pass this ban, it might serve as a model for other cities.
Unfinished Business
EPL Board Member recruitment: See paragraph above.
New Business
Infant/toddler library card policy (ACTION ITEM): Since initiating the new five-per-card
hold policy, there has been an increased number of parents asking for new library cards
for their infant and toddler children. Every other consortium library has a policy
governing issuing cards to such minor patrons. The staff recommends that EPL revise
our policy to include the following language:
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Eagle residents five years of age and under must be able to sign their names to
card applications in front of a library staff member before obtaining library cards.
The Director may exempt underage residents from providing their signatures in
cases of physical disability.
Discussion ensued. As there are other types of disabilities, the word"physical"was
deleted in the above paragraph. Danae Curtis made a motion to insert into the Bylaws
and Policy Manual of the Eagle Public Library, Section V:A:I:a the above paragraph as
amended in discussion. Mary Berent seconded the motion, which was passed
unanimously.
Community Room after-hours bookings, temporary policy (ACTION ITEM): There are
no evening hours available for booking the Community Room by non-city organizations.
Also, no staff is available to supervise after-hours use as provided in the Bylaws and
Policy Manual of the Eagle Public Library. Without adequate supervision, building
security cannot be guaranteed. Securing the outer front door and arming the security
alarms may prove problematic for an untrained public or volunteers. Considering that the
Library Collection is the single most valuable asset the City owns, leaving the building
with inadequate security is not an option. The staff recommends suspension of after-
hours use as provided in Section VI:4:a of the Bylaws and Policy Manual of the Eagle
Public Library until some evening hours can be restored to the Library's open weekly
schedule and staff is available to supervise the building. Discussion ensued. Mary
Berent made a motion to amend Section VI:4:a of the Bylaws and Policy Manual of the
Eagle Public Library and temporarily suspend use of the Community Room after library
hours until 1-Oct-2010. Danae Curtis seconded the motion, which was passed
unanimously.
Fall open hours: As we compile more data regarding the new schedule, note staff and
patron expectations, and document effects from the changes, we will be better prepared to
discuss adjustments, if any, to the Fall schedule. This item will be put on the agenda for
the June 2009 Board meeting.
Additional Items or Public Comment
Eagle Scout Project: Director Baker stated that he will co-ordinate with the Friends
President to ensure that the project will be kept within the current scope of donation
acceptance and be beneficial to the Library, the Friends, and the soon-to-be Eagle Scout.
Selection of the Next Meeting Date:
The next meeting of the Board of Trustees will be Monday, June 8, 2009 at 7:00 PM in
the Community Room.
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Adjournment
There being no further business, Mary Berent made a motion to adjourn the meeting.
Danae Curtis seconded the motion and the meeting was adjourned at 8:24 PM.
Respectfully Submitted,
Terri T. Lenigan
Administrative Assistant
Motions:
Infant/toddler library card policy
Community Room after-hours bookings, temporary policy
Topics:
Friends donate two funds—Discretionary and Book Purchase
Eagle Scout project with Friends
Statistical report—Net loss to collection
Report of execution of RIF and institution of new policy
LYNX! Open Access Committee: Booe and Baker to draft new contract language
EPL Board Member recruitment
New WebPage
Library gun bill—Senate Bill 1024
Fall open hours
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