Minutes - 2010 - Eagle Public Library - 05/03/2010 - Special EAGLE PUBLIC LIBRARY
BOARD OF TRUSTEES
SPECIAL BUDGET MEETING
MINUTES
3 May 2010
Community Room
Board President Mary Berent called the EPL Board of Trustees special budget meeting to order
at 7:19 PM. Present were Board Members Danae Curtis, Nancy Marshall and Maureen
Germano. Board Member Margo Walter was excused. Also present were Ron Baker, Library
Director, Jeanie Comerford, Operations Manager, Janice Campbell, Assistant Library Director,
and Terri Lenigan, Administrative Assistant.
Director Baker requested an additional topic, Statement from Michael Huffaker's Application for
Mayor, be added to his report. Danae Curtis stated that she has an update on the Library
Foundation to be added to Old Business. Danae Curtis made a motion that the agenda, as
amended, be approved; Maureen Germano seconded the motion and the agenda was
unanimously approved.
Director's Report
Boise Reimbursement, FY2010/11: Using the new reimbursement formula, there is insufficient
data to calculate the reimbursement owed to EPL from BPL. In lieu, BPL has agreed to extend
the same rate for fiscal year 2010/11, $25,000 and renewal of all data bases currently supplied to
EPL, approximately a $5,500 value. BPL Director Kevin Booe has given a letter of intent to
Director Baker and a contract will be drafted for approval by both City Councils. BPL does not
anticipate any problems obtaining its Council's approval.
The LYNX! Directors have formed a committee to certify the need for reimbursement. Director
Baker is waiting for the committee to take action before discussions with Ada Community
Library regarding any reimbursement that may be due EPL.
Statement from Michael Huffaker's application for Eagle Mayor: In his letter of application,
Acting Mayor Huffaker has proposed a salary savings to be added to the Library's budget for the
purpose of immediately increasing open hours from forty to at least forty-eight hours. There are
many factors to consider if this possibility becomes a reality. The Board would have to decide if
this is feasible and what the new hours would be. It would take at least a month's lead time to
schedule adequate staffing. As this would most likely be a temporary situation, we would have
to rely on our existing relief staff. If the FY 2010/11 budget cannot support these additional
hours, is it advisable to open for just a few short months? All this becomes a moot point if Mr.
Huffaker is not appointed Mayor by the City Council,
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Old Business
Library Foundation update: At a previous Board meeting, Danae Curtis was asked to investigate
the possibility of Mountain West Bank's opening an account to administer foundation monies.
The bank would be able to oversee this account and would provide receipts for any money
deposited. No gifts in kind could be accepted by the bank.
At a future meeting, probably in the fall, the Board would like to schedule a meeting with Idaho
Community Fund to discuss foundation possibilities.
New Business
Review of draft EPL Budgets for FY2010/11: During a meeting with the Mayor and City Clerk,
Director Baker and President Berent were instructed to prepare an initial FY2010/11 library
budget based on option 2 of a document provided to Council on 13 April 2010. Option 2 is a
partial restoration of last spring's funding cuts. Director Baker presented a line-by-line
explanation for each operations and maintenance account. This budget was developed to bring
EPL to 100% compliance with LYNX! Membership Standards, correcting the current
deficiencies. The materials budget would be increased from $29,000 to $64,000, meeting the $3
per capita annual spending criteria. The materials budget includes AV (Account .30-00), books
(Account .65-00), periodicals (Account .48-01), and databases (Account .48-03.) The budget
incorporates approximately $52,000 to increase open hours to forty-eight hours per week, the
minimum standard, with sufficient staffing. Depending on the requirements set by the auditors
for building maintenance, funds may be transferred from Public Works to cover building
supplies, maintenance and operating contracts, and labor charges for work projects. This budget
also supports the full 5%restoration of this year's salary cuts. At the suggestion of the City
Clerk, alternative budgets have also been prepared to remain at present salary levels or to restore
2.5% of the salary cuts.
Community Periodicals Drive: The current recommended budget for FY 2010/11 retains the
budgetary decrease from last fiscal year. This decrease translates into the loss of approximately
40 periodical titles, without further donations from the community. This reflects the need for a
community drive again this year. Director Baker was concerned that many of last year's
periodical donations were from staff members. He would like staff to know that they are under
no obligation to donate again this year.
Last year, patrons were very enthusiastic about the campaign and we are hopeful that that
enthusiasm will carry over through this year. The campaign should be very easy to manage. All
of last year's information was preserved in a data base. Calls can be made to previous donors to
see if they would be willing to donate again this year. Lists of available periodicals will be
accessible at the Circulation desk, hopefully attracting some new donors.
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Maureen Germano made a motion that the second annual community periodical drive be planned
and executed. Nancy Marshall seconded the motion, which carried unanimously. Dates of the
drive are to be determined.
EXECUTIVE SESSION (Personnel)
At 8:57 PM, President Mary Berent convened an executive session to discuss classification of
and compensation for two existing Library positions. The session adjourned at 9:22 PM. As a
result of these discussions, two motions were made:
Maureen Germano made the motion to reclassify the part-time, temporary Youth Services LAII
position to a part-time, permanent LAIII position. Danae Curtis seconded the motion, which
carried unanimously.
Nancy Marshall made the motion to give a 5% supervisor's differential to Vicki Prin as of
1 October 2010. Danae Curtis seconded the motion, which carried unanimously.
Recommendation of EPL Budget for FY 2010/11 to City Council (ACTION ITEM)
Maureen Germano made the motion that the "EPL Board and Staff Recommended Budget for
FY 2010/11 for the Library Department with a 5% Salary Restoration," complete with
justification and notes, be presented to City Council. Nancy Marshall seconded the motion,
which carried unanimously.
Addition Items or Public Comment
There were no additional items or public comment.
Adjournment
There being no further business, Danae Curtis made a motion to adjourn the meeting at 9:20 PM.
A regular Board meeting is scheduled for Monday, 10 May, 2010 at 7:00 PM in the Library
Community Room.
Respectfully Submitted,
Terri T. Lenigan
Administrative Assistant
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Motions:
Second annual community periodical drive be planned and executed
Reclassify part-time Youth Services LAII position to an LAIII position
Increase by 5%the supervisor's differential for Vicki Prin as of 1 October 2010
Budget to be presented to the City Council should be the EPL Board and Staff
Recommended Budget for FY 2010/11 for the Library Department with a 5% Salary
Restoration, complete with justification and notes
Topics:
Boise Reimbursement, FY2010/11
Statement from Huffaker application for Mayor
Update-Mountain West Bank as account administrator for possible foundation
Review of draft EPL budgets for FY2010/11
2nd Annual Community Periodical Drive
FY 2010/11 budget recommendation to City Council
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