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Minutes - 2009 - Eagle Public Library - 06/08/2009 - Regular Wal EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES June 08, 2009 Community Room Board President Margo Walter called the EPL Board of Trustees meeting to order at 7:07 PM. Present were Board Members Danae Curtis, Mary Berent,Nancy Marshall, Library Director Ron Baker, Terri Lenigan, Administrative Assistant, and Councilman Norm Semanko. Observing the meeting were Wendy Steed and Doug Foote, two of the candidates interested in filling the Board vacancy. Two other interested candidates, Ivy DeHart and Kimberly Carlberg, were not present. Danae Curtis made a motion that the agenda be approved as written; Mary Berent seconded the motion and the agenda was unanimously approved. Danae Curtis made a motion that the minutes for the 11 May 2009 meeting be approved as written; Mary Berent seconded the motion and the minutes were unanimously approved. Nancy Marshall made a motion that the bills be approved for payment; Danae Curtis 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 are planning a parking lot sale, weather permitting, for 11 July 2009, In case of inclement weather, the sale will be moved to the Community Room. All books will be half price between 12:00 to 2:00 PM. There has been a tremendous influx of donations,notably 1,100 items were received in just a day and a half The Eagle Scout project is on track for this summer. Scout Weston Beckley will collect books on behalf of the Friends. Donors will be given a receipt issued from the Friends. The collected books will be stored off-site and available for staff review. Janice Campbell, Collection Development Manager, has taken advantage of the Friends' monthly book fund and has placed the first order of books for approximately $1,000. A second order is in the works for next month. Director's Report Statistical reports (handout): Statistics for the first week of May, which was the first week for the new hours, appeared to be down 13% from the previous May. However, after a very busy month, the statistics were down only 10% from the previous May. Shared/EPL ADMIN/Board Minutes/June 8,2009 Friday, 5 June 2009, was the busiest day ever recorded, with 1,940 circulations. Despite being open only four hours on Saturday, 6 June, slightly over 1,000 circulations were recorded. Thirty- six new cards were issued during those two days. The pie chart"May Reciprocal Borrowing by Library" indicates an increase to 64% for EPL patrons, while percentages dropped to 18% for BPL patrons and to 14% for ACL patrons. The graph"Net Collection Change—Materials Added to Collection" indicated a negative drop in April. With the resumption of materials purchasing, the collection has increased in May. Another significant statistic showed that the number of reference questions answered in May declined. Patrons' concerns are still centered on evening hours and all-day Thursday closures and the new hold policy of 5 holds per card. Director Baker continues to answer all written complaints. LYNX! Open Access Committee: progress report: The full committee has met and accepted the draft language for a new reimbursement policy. The next step is to present this draft at the Director's Meeting to be held on 26 June 2009. The new language will compute usage by households. During this draft process, a computer glitch was discovered that computed any clerical change in a patron record, such as new address, as a transaction, which inflated the number of households that EPL is serving. This glitch has been corrected and new reports will reflect this correction. Regardless, BPL wants to provide a fair reimbursement despite the corrupted statistics. We are hopeful the final reimbursement will be approximately $23,000 to $24,000. New Webpage: Due to economic conditions, our Web Designer has been forced to take a full- time position, thus limiting our contacts to Saturday morning and evenings. Unfortunately, completing the new Webpage will take longer than anticipated. Friends' agreement with Yesteryear Shoppe, Nampa: At times, the Friends receive donations that they do not wish to include in their sales inventory. These may be books that have some intrinsic value, may be considered to exotic, or have a greater monetary value than would be realized at a library sale. They have contracted with the Yesteryear Shoppe to transfer this property in return for trade credit. Don Gonzales, the owner of Yesteryear, quotes fair market value to determine a trade credit amount. The credit is donated to the Library and used to fill in gaps in the collection. Cancellation of e-book and e-audio book subscriptions of LILi: LILi has decided to terminate its subscriptions to e-book and e-audio book as of 1 September 2009. Subscription costs are approximately $2,200 to $2,400 annually. EPL could consider diverting funding from the AV budget to purchase these subscriptions. However, this would consume most of the AV budget for FY 2009/10. Director's reports to the Council and Chamber in July: Due to crowded agendas and special events, such as Eagle Fun Days, the Director's reports to the Council and Chamber have been postponed until their July meetings. Director in California, June 12 to 16, 2009. 2 Shared/EPL ADMINBoard Minutes/June 8,2009 Library Liaison/City Hall Reports (Councilman Semanko) The Council has been occupied with typical city concerns such as committee appointments, zoning hearings and appeals, and the Clean Indoor Air Ordinance otherwise known as the Smoking Ban. Idaho Power will deliver a presentation on the future energy needs of Eagle. The Council also appreciates the Director's reports, as they are factual and to the point. Unfinished Business EPL Board Member recruitment: As discussed above in the opening paragraph there are several interested candidates. The Board has extended the deadline for letters of interest until 30 June 2009. The Chamber of Commerce has posted our flyer on their web site and has sent an e-mail to all their members. Fall Hours: The possibility of shifting hours on Wednesday to allow evening hours was again up for discussion. It would be useful to have evening hours at least one evening during the week. Wednesday is a logical choice as it has proven to be a successful evening for adult programming. The library would open at 11:00 AM and close at 8:00 PM. There would be no cost involved in shifting hours, but would affect the schedule of five staff members. We should also consider the impact to daily tasks, such as book drop and courier. Another consideration was a starting date for shifting hours. Should we go ahead and make the change at the start of the school year or wait until the start of the new fiscal year on 1 October 2009. Should we wait to see if there will be reimbursement from a new Open Access Policy and perhaps be able to open two evenings without shifting opening times? Reimbursement would not be available until the new fiscal year. Too many changes so close together would certainly be confusing to patrons. No decision was made; therefore, the topic will be open to more discussion at future meetings. New Business Closure for 4th of July Holiday (Action Item): As the 4th of July falls on a Saturday this year, the Board discussed closing the library for the holiday. Since City Hall is normally closed on Saturday, City employees will observe the holiday on Friday, 3 July 2009. However, since the library is already closed on Thursdays, staff determined that closing on Friday as well as Saturday would be detrimental to library service and staff workload. Therefore, the Library should remain open on Friday and observe the holiday on the 4th of July. Nancy Marshall made a motion to keep the Library open as usual on Friday, 3 July 2009, and close Saturday in observance of the 4th of July. Mary Berent seconded the motion which carried unanimously. Budget process for FY2009/10: As most of the work was done to prepare for the RIF, the budget for FY 2009/10 is essentially completed. There may be some adjusting if funding is lost or gained and if BPL and ACL reimbursement is added. Department heads will meet with the Mayor at the end of next month. Board workshops to finalize the recommended budget will be announced. 3 Shared/EPL ADMIN/Board Minutes/June 8,2009 Additional Items or Public Comment Summer Reading will commence with sign-up and the annual scavenger hunt on June 19th and 20th. Another major program will be "Check Out the Wheels" on 18 July 2009. In light of its new branch's not opening in time, BPL is appreciative of the Board's decision to allow Boise patrons to enroll at EPL. Selection of Next Meeting Date The next meeting of the EPL Board of Trustees will be held on 13 July 2009, at 7:00 PM in the Library Community Room. Adjournment There being no further business, Mary Berent made a motion to adjourn the meeting. Danae Curtis seconded and the meeting was adjourned at 8:28 PM. Respectfully Submitted, Terri T. Lenigan Administrative Assistant Motions: Closure for 4th of July Holiday Topics: Friends book sale July 11, 2009 Friends/Eagle Scout Project LYNX! Open Access Committee progress report New Webpage: limited access to designer Friends' agreement with Yesteryear Shoppe LILi cancels subscriptions to e-book and e-auclio book Director's Reports to Council and Chamber postponed to July 2009 EPL Board Member recruitment Fall Hours: discussion continues Budget for FY 2009/10 Summer Reading update 4 Shared/EPL ADMIN/Board Minutes/June 8,2009