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Minutes - 2010 - Eagle Public Library - 03/08/2010 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES March 08, 2010 Library Workroom Board President Mary Berent called the EPL Board of Trustees meeting to order at 7:05 PM. Present were Board Members Danae Curtis,Nancy Marshall, and Maureen Germano. Board Member Margo Walter was absent. Councilman Norm Semanko arrived at 7:11 PM. Also present were Ron Baker, Library Director, Julia Gleed, Friends' Secretary, and Terri Lenigan, Administrative Assistant. Director Baker requested that agenda item under Unfinished Business, Idaho Community Foundation as host for library fund, be repositioned and included during the Friends Report. This information is of interest to the Friends' group. Maureen Germano made a motion that the agenda, as amended, be approved; Nancy Marshall seconded the motion and the agenda was unanimously approved. Maureen Germano made a motion that the minutes for the 08 February 2010 meeting be approved; Danae Curtis seconded the motion and the minutes were unanimously approved. Danae Curtis made a motion that the bills be approved for payment. At this time, discussion ensued regarding Councilman Grasser's request to have bills ready for approval at least twenty- four hours prior to Council meetings. To comply would mean restructuring the day and time that the Board would meet. Currently,the Board meets the Monday prior to the first monthly Council meeting to ensure that all bills are approved for payment. This allows us to keep the bill list open until the last possible mail delivery ensuring all bills are included and will be paid in a timely manner. This is especially important since the Library presents only one bill list per month for payment. To change this procedure would mean that some bills may not be paid on time, incurring finance charges and in some cases late fees. Several questions were raised: • Since the bills are approved by the Library Board, is it necessary for these bills to be included in the packets the Councilman receive prior to the meeting? • Are the Library bills part of the consent agenda? • Does the Council have the legal right to question the Board's approval of Library bills? Councilman Semanko will clarify and report to the Board at the next meeting. Maureen Germano seconded the motion and the bills were unanimously approved for payment. Shared/EPL ADMIN/Board Minutes/08 Mar 2010 1 Friends of the Library Report (Friends' President absent) Julia Gleed reported in the absence of the Friend's President. The Friends are very pleased to announce that their sales are still very successful and they are equally pleased to be able to help the Library purchase books and other media as needed. Idaho Community Fund (ICF) as a host for library fund: Director Baker contacted the ICF and spoke with Lauren Carlson, Donor Relations Officer, regarding how the ICF could advise and help the Library set up a capital fund within their organization, services they offer, and advantages to using ICF as a host. There are two types of funds, endowed and non-endowed funds. The non-endowed fund is a temporary fund and is typically used for special projects, (e.g. the children's wing.) Non-endowed funds are not invested; funds are usually raised by using a money market account. There is no upfront minimum charge to start the fund. An endowed fund is a permanent fund, fully invested, with a $10,000 upfront charge. A small portion of the funds are available for annual distribution, and are typically designated for a specific purpose, (e.g. scholarships.) For either type, there is a management fee of 2-10%, depending upon how much administrative work is provided by ICF. To qualify, an organization must be either a government agency or a non-profit group such as the Friends. ICF will manage and audit the funds, do some public relations work, provide assistance incorporating a fund on its web site, send receipts for all donations to the donor, and pay all bills from the fund. ICF requires a representative appointed by the Library or Library Board to approve all bills for payment. It accepts money, land, or in-kind donations and aids in the sale of property to raise funds. EPL would have to name the fund and characterize its function, (e.g. to build a children's wing.) There is no liability to close the fund; there are no taxes to report. At the end of the special project, the non-endowed fund may be used as a down payment toward an endowed fund; the $10,000 minimum may be raised over a five-year period. This information will be useful when the economy recovers and we may once again consider adding a Children's wing. When appropriate, Ms. Carlson will make a presentation to the Board regarding ICF's involvement in a special project fund. (Refer to handouts for further information.) Director's Report Statistical reports (handout): Reciprocal borrowing at EPL by BPL patrons continues to be slightly high at 19%, while EPL patrons' usage is 62%. Items checked out at consortium locations by EPL patrons are 17,400 to date compared to 13,300 last year. Items checked out at EPL by BPL and ACL patrons both continue to be over 10% of total usage. Circulation continues to reflect a 15-18% reduction as a result of fewer open hours. Total reference service indicates a 20% loss over last year due mostly to the reduction in staffing at the Children's desk. Reference questions answered at the Circulation desk are up as would be expected by the reduced staff at the Children's desk. A massive reorganization of the periodicals collection is almost completed. The current year and prior year are now shelved in the reading area, while the two prior years are stored at City Hall. There are currently 3,500 items stored at City Hall. A large collection delete/weeding has stabilized the collection at 91,000 items. Broadband Technology Opportunity Program (BTOP): EPL has been removed from the granting agency list. EPL is deemed to be an urban area. The criteria for the grant were for rural areas Shared/EPL ADM1N/Board Minutes/08 Mar 2010 2 with vulnerable populations, such as low income, high poverty, high number of minority populations, etc. Eagle Community Fund grant application: Youth Librarian Diane Matejka-Lund is writing a $750 grant for a parenting collection to be shelved in the Children's area. The grant application is due on 25 March 2010 and will be submitted through the Friends' group. The Friends are also interested in having selections on grandparents as parents included in the collection. They are planning to augment the grant with a donation from their group. Boise's Cole and Ustick branch has a very successful joint parenting and homeschooling collection, proving the need for such items. The LYNX! Contract: No progress has been made. MLD and BPL are still at odds about the reimbursement clause. Publicity problem: EPL no longer contributes information to the Eagle Informer. Our adult and children's programming schedules were misreported in the March issue of the Informer, causing much confusion for our patrons. During a telephone call, the publisher of the Informer took no responsibility for her errors. The publisher subsequently removed the magazine from public distribution at the Library. The Director, in consultation with the Board President, sent a letter to Mrs. Delayfette, the publisher, asking that she publish a notice of the errors in her April issue. Equipment problems: Lanier color printer: In March 2008, we purchased a refurbished color printer for$995. At the time, we felt that we could not afford a new printer at $3,000-$4,000. We were assured by the vendor that the unit was used by one company for a print project and that the printer was in tip-top condition. In the last three months, we will have spent approximately $1,300 in repairs to the unit. The Board has given Director Baker permission to contact our sales representative, Tom Lasken, at Fisher Document Systems to explore our options to purchase or lease a new printer. Server problems: We have experienced several server problems in the past few months. Although not diagnostic of failure, they are worrisome as we are coming close to the end of our server life span. Director Baker has requested a quote from Network Communications Services for the cost and installation of a new server. City Clerk/Treasurer Sharon Bergmann has suggested a city-wide server contingency fund be established, as the server for City Hall is also at the end of its life span and needs greater memory. This could provide sharing and backup opportunities for both institutions. Library Liaison/City Hall Reports (Councilman Semanko) Mayor Bandy resigns as of 11 March 2010. In the interim, Council President Huffaker will be acting Mayor. A major portion of the Council meeting will be spent discussing the appointment of a new Mayor and discussion regarding making the position full-time or part-time. Other topics may include the Allied Waste comingled recycling options, land use issues, and the findings of the City Hall Task Force. There will be a Library orientation during the pre-Council meeting set for 23 March 2010 at 5:30 PM. Shared/EPL ADM1N/Board Minutes/08 Mar 2010 3 Unfinished Business Strategic Plan update (Maureen and Mary): Writing assignments for each section have been given to committee members. The next committee meeting is scheduled for 11 March 2010 at 7:00 PM. Patron survey update (Maureen and Ron): As of this date, 110 surveys have been completed on the web with 60% reporting to be Eagle residents. 19% of those responding do not have an EPL borrower card. Of those responding, 74%would like to change open hours on Thursday, 48%on Saturday, with Tuesday, then Monday the next likeliest day for changes. At the Internet workstation, 19 completed surveys were received with 50% reporting to be Eagle residents. 10% of those reporting do not have an EPL borrower card. 78% of respondents would like to see changes to open hours on Thursday and Saturday, with Tuesday and Monday following as the next likeliest days for changes. There were 53 paper surveys completed at the Library. No data is available at this time; the answers will have to be manually input into the survey program. New Business There was no new business. Additional Items or Public Comment There were no additional items or public comment. Selection of Next Meeting Date The next meeting of the EPL Board of Trustees is scheduled for 12 April 2010 at 7:00 PM in the Library workroom (subsequently moved to the Community Room by the Library Director.) Adjournment Danae Curtis requested that the meeting be adjourned. President Berent adjourned the meeting at 8:47 PM. Shared/EPL ADMIN/Board Minutes/08 Mar 2010 4 Respectfully Submitted, Terri T. Lenigan Administrative Assistant Topics: Idaho Community Foundation as host for Library fund Broadband Technology Opportunity Program—EPL removed from consideration Eagle Community Fund grant application—Parenting Collection LYNX! Contract—No progress Publicity problem—Eagle Informer Equipment failures— Lanier printer; Server Strategic Plan and Survey updates Shared/EPL ADMIN/Board Minutes/08 Mar 2010 5