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Minutes - 2009 - Eagle Public Library - 10/12/2009 - Regular L ,c,„..t EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES October 12, 2009 Community Room Board President Margo Walter called the EPL Board of Trustees meeting to order at 7:10 PM. Present were Board Members Mary Berent,Nancy Marshall, and Maureen Germano. Also present were Councilman Norm Semanko, Library Director Ron Baker, Terri Lenigan, Administrative Assistant, and Julia Gleed, Secretary for the Friends of the Eagle Public Library. Board Member Danae Curtis was excused. The first order of business was election of Library Board Officers. Mary Berent was elected President. Danae Curtis will continue as Vice-President. Margo Walter,Nancy Marshall and Maureen Germano are members. Board President Mary Berent continued the meeting. Director Baker requested an addition to the agenda under new business, holiday hours for Thanksgiving, Christmas and New Year's Day. Nancy Marshall made a motion that the agenda, as amended, be approved; Margo Walter seconded the motion and the agenda was unanimously approved. Director Baker noted a correction to the 14 September 2009 minutes. Seconding the motion to adjourn the meeting should have been Nancy Marshall, not Danae Curtis. Mary Berent made a motion that the minutes, as amended, for the 14 September 2009 meeting be approved;Nancy Marshall seconded the motion and the minutes were unanimously approved. Maureen Germano made a motion that the bills be approved for payment; Nancy Marshall seconded the motion and the bills were unanimously approved for payment. Friends of the Library Report(Friends' President absent) Secretary Julia Gleed reported in the absence of the Friend's President. The Annual Fall Book Sale was the best money maker ever. Total proceeds were $2,270.62. With the help of Eagle Scout Weston Beckley, who contributed 65 cartons of books, we had the most books ever for sale. Members of the Eagle High School Honor Society were on hand to help. We would also like to thank the Library Staff for their support and cooperation. Left over paperback books were distributed to the prison library and the remainder were given to Idaho Youth Ranch stores. Director's Report Statistical Reports—Despite cuts to open hours and staffing, this year, circulation outpaced last year by 3,000 items checked out. Shared/EPL ADMIN/Board Minutes/October 12,2009 1 The drop in collection was due to several factors: 1. During inventory, many volumes were weeded, especially old, tattered copies. 2. Although some science fiction and fantasy were added into the collection, many were also weeded out. 3. Due to budget cuts, we are not buying as much as previously. 4. Computer books are currently being weeded. Reciprocal borrowing indicates that more and more EPL patrons are using their library, up from 59%to 65%, while Boise patron's usage is decreasing, dropping down from 21%to 17%. Periodicals campaign and vendor contract renewal - The periodical campaign was quite successful. Sixty-seven titles were donated and $450 was given to save additional titles chosen by the library staff. The collection will continue to cover a broad range of subjects. Thank you letters will be sent to each donor. For many years, we have used W. T. Cox as our periodical vendor. Cox has always provided good customer service. This year, EBSCO, also a periodical vendor, has approached us and asked for the opportunity to quote. The quote EBSCO provided was several hundred dollars under the Cox quote. We are currently negotiating with Cox to see if they can match or better the EBSCO quote. The order needs to be placed shortly to ensure continuity for renewing our subscriptions. New Web page going live, 20 Oct 2009 - Our new Web Designer, Dave Nielsen, is most optimistic about launching the new web page on 20 October 2009. We are waiting for the City Council to approve the Open Access Agreement. If approved, the data bases included in the agreement will have to be added, as well as the newly published "News from Eagle Public Library"newsletter. Library newsletter debut - Written by Janice Campbell, volume 1, issue 1 of"News from Eagle Public Library" is hot off the press. A copy was given to each Board member and patron copies are available at the circulation desk. Shelving and storage issues - The study carrels against the glass window wall have been moved to make room for some budget shelving. Thirteen metal bookcases have been purchased. The Science Fiction/Fantasy collection will be moved to these shelves. Library Liaison/City Hall Reports (Councilman Semanko) By a 3-1 vote, the Trautman Landscaping contract has been approved to service city landscaping requirements. The contract has been scaled back to essential services only. Shared/EPL ADMIN/Board Minutes/October 12,2009 2 The Director mentioned that several white pine trees have recently fallen over, including one outside the Library's staff door. It was obvious that the root system was not properly established. Saving efforts for these and other pines are under way. Councilman Semanko continued...A $375,000 TAN has been approved to fund the City until tax revenues are received in February 2010. There has been no further discussion whether to own or continue to lease the City Hall. Approval of the Open Access Agreement between EPL and BPL is on the agenda for the next Council meeting. Mr. Semanko does not anticipate any opposition and is optimistic that it will be unanimously approved. Unfinished Business Boise Open Access Agreement - The Board has recommended that Council approve the Open Access Agreement between EPL and BPL. The Council is scheduled to meet on 13 October 2009 to vote on this issue. If the agreement is not approved, an emergency Board meeting will have to be called. Cole and Ustick tour: report - Several Staff and Board members were treated to a tour of the Library! at Cole and Ustick. Director Kathleen Stalder proudly showcased the facility and many of its green features. There are 46 public access computers. The Library handles 40,000 checkouts per month. New Business Holiday hours for Thanksgiving, Christmas, and New Year's Day - Determining what constitutes a holiday will be complicated this year by City Hall's Friday closure, what the Mayor may declare as holidays, and the major holidays' falling on a Friday. The Board will have to establish which days should be considered a holiday and which days the Library should either close or remain open. The following suggestions were made: • Thanksgiving: Closed for paid holiday on: Thanksgiving Day and Day After Thanksgiving as established in the Personnel Manual, Section C Employee Benefits, Paragraph 2-Holidays. The Library will open regular hours on Saturday, 28 November 2009. • Christmas: Christmas Eve will be a regular work day. Closed for paid holiday on Christmas Day. Closed on Day After Christmas, but not a paid holiday. • New Year's Day: New Year's Eve will be a regular work day. Closed for paid holiday on New Year's Day. Closed Day After New Year's Day, but not a paid holiday. Shared/EPL ADMIN/Board Minutes/October 12,2009 3 Final decisions will be made at the next Board meeting. Workshop to Start Strategic Plan supplement and evaluation - The current strategic plan was a five year plan which ends with FY 2009/10. A supplement to the plan must be written. It is imperative that the supplement be written prior to budget planning for FY 2010/11, which generally takes place in April. March 1, 2009 has been set as the deadline to complete the supplement. The first step is to convene a committee. The committee should have two Board members, a library staff member, and interested community persons. Community persons may be drawn from the Chamber of Commerce, various service clubs, such as Kiwanis, the Friends of the Library, community business leaders and interested citizens. A Council member should be involved ex-officio to report progress to the City Council. Director Baker will contact his staff for anyone interested in being on the committee. Mary Berent will canvas the Board for interested members. After the committee has been formed, the next step is to evaluate the current plan to identify goals that were achieved and goals that still need to be implemented. Considering the current economic conditions, a five-year plan seems to be too ambitious. A one-year to eighteen-month plan may be a better option, due to the economy and the limited time to complete the supplement. The supplement priority should be restoring library services, hours, and staffing. Once the economy improves, the supplement can be expanded. Additional Items or Public Comment There were no additional items or public comment. Selection of Next Meeting Date The next meeting of the Board of Trustees will be held on 9 November 2009 at 7:00 PM in the Community Room. Adjournment There being no further business, Maureen Germano made a motion to adjourn the meeting. Margo Walter seconded and the meeting was adjourned at 8:32 PM. Respectfully Submitted, Terri T. Lenigan Administrative Assistant Shared/EPL ADMIN/Board Minutes/October 12,2009 4 Topics: Friends' Booksale report Periodicals campaign and vendor contract renewal update Webpage goes live Library newsletter debut Shelving and storage issues Boise Open Access Agreement goes to Council for approval Library! At Cole and Ustick tour Holiday hours Workshop to start Strategic Plan supplement Shared/EPL ADMIN/Board Minutes/October 12,2009 5