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Minutes - 2010 - Eagle Public Library - 04/12/2010 - Regular ({i-li EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES April 12, 2010 Community Room Board President Mary Berent called the EPL Board of Trustees meeting to order at 7:06 PM. Present were Board Members Nancy Marshall and Margo Walter. Board Member Danae Curtis arrived at 7:10 PM. Board Member Maureen Germano was excused. Also present were Councilman Norm Semanko, Ron Baker, Library Director, Julia Gleed, Friends' Secretary, and Terri Lenigan, Administrative Assistant. Invited guests: Mary Defayette, Editor of the Eagle Informer and Robert Defayette. President Berent requested that in order to accommodate the concerns of our invited quests that Public Comments should follow approval of the bills. Director Baker requested an additional topic, DNS filtering software, be added to his report. Nancy Marshall made a motion that the agenda, as amended, be approved; Margo Walter seconded the motion and the agenda was unanimously approved. Margo Walter made a motion that the minutes for the 08 March 2010 meeting be approved; Nancy Marshall seconded the motion and the minutes were unanimously approved. Margo Walter made a motion that the bills be approved for payment; Nancy Marshall seconded the motion and the bills were unanimously approved for payment. Public Comments Mary Defayette asked to address the Board to explain the role of the Eagle Informer, a free magazine that provides information about community events. Mrs. Defayette relies on receiving this information from various organizations. In the March issue of the Informer, both the Library's adult and children's programming schedules were misreported, causing much confusion for our patrons. It should be noted that Janice Campbell, Director of Adult Programming, and Diane Matejka-Lund, Director of Children's Programming, did submit accurate and timely information to the Informer. After an e-mail from Mrs. Campbell and a telephone call from Mr. Baker about these mistakes, both of which Mrs. Defayette considered to be insulting, the publisher decided to remove the magazine from public distribution at the Library. Relative to an e-mail Mrs. Defayette subsequently sent out to the Mayor and Council complaining about her treatment by Library staff, the Director did point out to the publisher that 1)problems with the Eagle Informer's accuracy of children's programming information pre- dated the Library's cutbacks in April, 2009; 2) the Children's staff's telephone calls to the Eagle Informer about these mistakes were curtly received; and 3) corrections to mistakes were Shared/EPL ADMIN/Board Minutes 12 Apr 2010 1 regularly posted on the Library's Community Room doors by library staff. During the months after the Library's cutbacks, there was no need to publicize children's programming; there were so few programs that they were all pre-registered. Mrs. Defayette denied having ever received complaining telephone calls from EPL children's staff Is it necessary to submit our calendar to the Informer? Yes, patrons do rely on this resource and it is mailed to every household in Eagle. In an effort to re-establish a good working relationship, Janice Campbell, the designated Public Relations Officer for the Library, will be the only contact person responsible for submitting Library events for publication in the Informer. A three-month trial period should be sufficient to determine if the Informer is a reliable source of information. At the end of three months, Mrs. Campbell will evaluate the accuracy of the Informer's reporting, determine if we should continue to submit our programming calendar, and report her findings to the Board. Friends of the Library Report (Friends' President absent) The Friends have scheduled a spring parking lot sale for Saturday, 22 May 2010 from 10:00 AM to 2:00 PM. White canopies and tables of books will be placed in the parking lot behind the library. Bookmarks have been printed for distribution at the Circulation desk. The Friends are very pleased to be able to provide this service to the support the Library's collection. Director's Report Statistical reports (handout): EPL patrons using this facility is up slightly to 64%. The circulation drop of 16%to 17% has been steady since October. BPL and ACL patron usage at EPL has dropped a few points. Overall, EPL patron usage at Cole and Ustick and the downtown Boise Library is up approximately 5,000 from last year. Budget dates: A preliminary budget meeting will be held on 13 April 2010 with EPL Board President Berent, Library Director Baker, Acting Mayor Huffaker, Council Liaison Semanko, and City Clerk/Treasurer Bergmann. A meeting to present our draft budget has been scheduled for 4 May 2010 with the full City Council. The Board will need to schedule a budget workshop prior to the May 4 Council meeting. Resolution of color printer issue with Fisher's Document Systems: As discussed at the last Board meeting, we have reached an agreement with Fisher's Document Systems regarding the color printer. The Lanier printer has been salvaged. Fisher's has forgiven the $500 repair invoice and has applied a $1,000 credit toward the lease/purchase of a new printer. We have decided on a Cannon Color Imagerunner 1022, which is capable of printing, faxing, scanning, e- mailing, and copying in black and white as well as color. The monthly lease is $57/month with b/w copy cost at .0150/copy and color copies at .110/copy. The LYNX! Contract: The Director believes that we should renegotiate the reimbursement clause of the LYNX! contract to take into account the scale, scope, and size of the member libraries. There is a far greater impact on EPL and smaller libraries serving LYNX! member patrons than larger libraries absorbing patron usage from smaller libraries. The new reimbursement clause counts the number of households rather than actual circulation numbers. Shared/EPL ADMIN/Board Minutes 12 Apr 2010 2 This affects the smaller libraries as the number of households using the library will be much less than actual circulation, a much more meaningful measure of service provided. The contract should be negotiated to trigger at a percentage of circulation provided which reflects actual service offered to member patrons using facilities other than their home library. Public record requests at neighboring agencies: Mr. Gale Pooley, a local businessman, has of late expressed very negative views regarding Eagle politics and policies. His editorials published in the local paper, Valley Times, have been quite adversarial toward the City. Mr. Pooley has requested public records from Meridian and Boise libraries regarding operating funding for the past five years as an attempt to contrast those institutions with EPL. MLD did not respond assuming that this was a prank request. BPL did comply. Mr. Frank Thomason, Editor of the Valley Times,will advise Director Baker of any negative editorials against the library, providing the EPL Board an opportunity to respond. DNS filtering software: Patron complaints have led to a review of our filtering software. Evidently, some sites were still blocked, even when unfiltered access was requested. The problem started when the new DNS software was loaded. The routine profile from our WebWasher software was used to customize the DNS software which made non-filtered the same as filtered access. WebWasher is our regular filtering software. DNS is an open source software used for extra protection against such programs as Adware, Malware and the like. The DNS profile has been changed, which should solve the problem. Director out of state, April 23-26, 2010. Library Liaison/City Hall Reports (Councilman Semanko) The Council is making progress toward appointing a new Mayor. It is discussing the job description, which includes responsibilities, pay, benefits, and resolving the controversy over full-time vs. part-time work. The City Hall Task Force is considering an option which would consolidate city services offered by the sheriff's department and the history museum within the City Hall. Moving the sheriff's office to City Hall would eliminate rent for the current Sheriff's office. Moving the museum to City Hall would allow the City to sell the current museum building to raise capital. The Council is considering whether to allow video/audio streaming of Council meetings. The Council has approved several property development projects. City Council and bill list issue: As discussed at the last Board meeting, Councilman Grasser had inquired if it was possible to get a bill list for review earlier than the day of the Council meeting. Library bills are approved by the Board on the Monday before the Council meeting. Our Board asked Councilman Semanko how this would impact the library bills. Councilman Semanko determined that since presentation of the library bills to the Council is considered a courtesy, there is no need to adjust the established routine for Board approval of library bills. Shared/EPL ADMIN/Board Minutes 12 Apr 2010 3 Unfinished Business Strategic Plan update (Mary): The major task of editing the plan continues. The funding scenario matrix continues to be updated. Draft 7 is the current revision! Patron Survey update (Ron): Four hundred sixty (460) surveys, half paper and half electronically, were completed. On the question regarding open hours, overwhelmingly patrons would like the Library to re-open on Thursday, have more Saturday hours, and restore evening hours. After careful consideration, the Management Staff has decided that trying to open on Thursday with the current staff would disrupt getting services such as interlibrary loans completed in a timely manner. Adding hours to Saturday would impact the circulation schedule for the entire week. It would be difficult to adequately staff the Circulation desk with our limited resources. At this time, no changes to open hours are contemplated. A significant number of responders would like to expand adult programming and enlarge the parenting and home schooling collections. New Business Eagle Informer issue: See above. Additional Items Danae Curtis gave an update on the book drive sponsored by Mountain West Bank stating that they have several bags of books to be delivered. Margo Walter shared that her book club has pledged to clean out their bookcases at home and donate books to the Library. They are keeping a list of the donated books to share at their next meeting. Selection of Next Meeting Date The next meeting of the EPL Board of Trustees will be Monday, 10 May 2010 at 7:00 PM in the Community Room. The next meeting of the Strategic Plan Committee is set for 19 April 2010. Adjournment There being no further business, Margo Walter made a motion that the meeting be adjourned; Danae Curtis seconded the motion. The meeting was adjourned at 8:36 PM. Respectfully submitted, Terri T. Lenigan Administrative Assistant Shared/EPL ADMIN/Board Minutes 12 Apr 2010 4 Topics: Eagle Informer issue Budget meeting dates Resolution of color printer issue LYNX! Contract update Public record requests: MLD and BPL DNS filtering software-non-filtered access problems City Council and the bill list issue Strategic Plan and survey updates Shared/EPL ADMIN/Board Minutes 12 Apr 2010 5