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Minutes - 2010 - Eagle Public Library - 05/10/2010 - Regular C �Ct EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES May 10, 2010 Community Room Board President Mary Berent called the EPL Board of Trustees meeting to order at 7:09 PM. Present were Board Members Nancy Marshall and Danae Curtis. Board Member Maureen Germano arrived at 7:12 PM. Board Member Margo Walter was excused. Also present were Councilman Norm Semanko, Ron Baker, Library Director, Janice Campbell, Assistant Library Director, Jeanie Farnworth, Friends' President, and Terri Lenigan, Administrative Assistant. Director Baker requested an additional topic, Field of Honor, be added to his report. Danae Curtis made a motion that the agenda, as amended, be approved; Nancy Marshall seconded the motion and the agenda was unanimously approved. Danae Curtis made a motion that the minutes for the 12 April 2010 meeting be approved;Nancy Marshall seconded the motion and the minutes were unanimously approved. Danae Curtis made a motion that the minutes for the 03 May 2010 special budget meeting be approved;Nancy Marshall seconded the motion and the minutes were unanimously approved. Dance Curtis 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) Book sale, 22 May 2010: The back door/parking lot sale is set for 22 May 2010 from 10:00 AM to 2:00 PM. With help from Eagle High school volunteers, the familiar white canopies and tables of books will be set up and ready for buyers. During the last hour, all books will be half- price. We are hoping to have another highly successful sale. The store receipts, while brisk, are based on selling by and large works of fiction. What makes the parking lot and annual fall sales so successful is including works of non-fiction. Collection support: During this fiscal year, the Friends have been committed to supporting collection development by augmenting the budgeted amount with a$1,000 stipend each month. For FY 2010/11, they will continue their commitment and contribute $500 per month. Director's Report Statistical reports (handout): Statistics remain quite steady: EPL patrons' use of this facility remains at 64%; BPL patrons' use of this facility remains at 17%; ACL patrons' use of this Shared/EPL ADMIN/Board Minutes/10 May 2010 1 facility remains at 12 %. Total circulation is down 17% from last year. Total card holders have surpassed the old record set during May 2009. At that time, there were approximately 9,600 borrowers. Currently, there are approximately 9,800 borrowers. Budget dates: 1 June 2010, next City Council budget meeting: Those City departments that have not yet presented their budgets will have that opportunity at the 11 May 2010 Council meeting. The next dedicated budget meeting will be ]l June 2010. The LYNX! Contract: EPL and MLD are the only LYNX! Members who have not sent formal approval from their respective City Attorneys. Although Director Baker sent the contract to the Eagle City Attorney several weeks ago, he has not received a reply. He would like to have approval prior to the next Director's Meeting scheduled for 4 June 2010. MLD and BPL Directors continue to talk regarding their contract disagreement over the reimbursement clause. Field of Honor: Opening ceremonies for the Field of Honor are scheduled for 10:00 AM on 15 May 2010. Attendance by city personnel and Board members will be appreciated. Library Liaison/City Hall Reports (Councilman Semanko) Councilman Semanko would like to commend President Berent and Director Baker on their job of presenting the Library Department's budget to the City Council. Discussions regarding the Mayoral appointment continue. Each Councilman has prepared a short list of candidates listing their preferences for Mayor from the names submitted for the position. Should a sitting Council Member be appointed Mayor, they have requested letters of interest to fill the vacated council seat. The Council was treated to a tour of the History Museum. A photo history of Eagle involving Arcadia Press of South Carolina is being discussed by the council and the Historical Commission. The next budget hearing is scheduled for 1 June 2010 for contract vendors to make their presentations. Unfinished Business Strategic Plan update (Maureen and Mary): Although progress has been derailed by the budget process, some work on the Plan continues. Written drafts for each section should be completed by 1 June; however, some will depend on the budget for final input. Ann Ritter, the Friends' representative, has resigned due to conflicting school board responsibilities. Alice Burnell will replace her on the committee. Budget Process: To remain impartial, Councilman Semanko excused himself at 8:12 PM. Shared/EPL ADMIN/Board Minutes/10 May 2010 2 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. This proposal has sparked much interest with the City Council. During the Library's budget presentation to the City Council, Councilman Semanko questioned Director Baker on the feasibility of opening additional hours during the current fiscal year if funding can be appropriated. While Councilman Semanko was using this situation as an example of priority- based budgeting, it does present on interesting opportunity for the Library. In these difficult economic times, the Board must carefully set spending priorities. If additional funding becomes available, what is the best use of this windfall; opening additional hours or augmenting the materials budget? 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. Much of this staff's available time has already been committed to summer reading. If the FY 2010/11 budget cannot support these additional hours, is it advisable to open for just a few short months? It would be quite distressing to patrons to adjust to another temporary schedule for the summer and then have to adjust to another new schedule just a few short months later. Opening additional hours is a very visible indicator to the community that the Library, despite difficult economic times, is trying to restore some access and services to its patrons. However, there are staffing concerns. Asking the staff, already reduced due to the RIF, to take on additional hours and duties may result in low staff moral, burn-out, and decline of public services. On the other hand, collection development is vital to the Library. How long can you live off your resources without adding new materials? At some point, the collection falls so far behind that it will be impossible to bring it up to standards. According to LYNX! Standards, spending for new materials should be $3 per capita. At present, the Library spends only $1.29 per capita. Prior to the next budget hearing scheduled for 1 June, Director Baker will prepare a comparison of materials spending over the past ten years to help explain the benefits of meeting the minimum standard. The Board must avoid pitting collection development against additional hours. Both are important to restoring services to the public. Perhaps the Board might ask for both in tandem as a way to realize some recovery of these vital services.. New Business Closure for Eagle Fun Days (ACTION item): Last year, the Library was closed on the Saturday of Eagle Fun Days. As in past years, the Library parking lot will be the center of activity for food vendors and the car show. Using the parking lot for this purpose will make access to the Library very difficult. The Management Staff would like the Board to consider closing on Saturday again this year. Nancy Marshall made a motion to close the Library on Saturday, 12 June 2010 during Eagle Fun Days due to food vendors and the car show limiting access to the Library. Maureen Germano seconded the motion which passed unanimously. Shared/EPL ADMIN/Board Minutes/10 May 2010 3 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 7 June 2010 at 7:00 PM in the Library Community Room. Adjournment Maureen Germano requested that the meeting be adjourned. President Berent adjourned the meeting at 8:58 PM. Respectfully Submitted, Terri T. Lenigan Administrative Assistant Motions: Closure for Eagle Fun Days 12 June 2010 Topics: Friends' Book Sale 22 May 2010 Budget Hearing set for 1 June 2010 LYNX! Contract update Strategic Plan update Budget process Saturday closure for Eagle Fun Days Field of Honor— Staff attendance Shared/EPL ADMIN/Board Minutes/l0 May 2010 4