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Minutes - 2010 - Eagle Public Library - 06/07/2010 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES June 7, 2010 Community Room Board President Mary Berent called the EPL Board of Trustees meeting to order at 7:04 PM. Present were Board Members Nancy Marshall, Maureen Germano, Margo Walter, and Danae Curtis. Also present were Councilman Norm Semanko, Ron Baker, Library Director, Janice Campbell, Assistant Library Director, Terri Lenigan, Administrative Assistant, and special guest Eagle artist Carrie Mullin. To accommodate our guest, President Berent requested that the agenda be amended by moving new business item"Art donations from Carrie Mullin"to follow approval of the agenda. Nancy Marshall made a motion that the agenda, as amended, be approved; Margo Walter seconded the motion and the agenda was unanimously approved. Local artist Carrie Mullin has three rather large works of art she would like to donate to the Library. Mrs. Mullin is a long time supporter of libraries and would like to support her community by placing these paintings in a public place for the enjoyment of the general public. All the paintings portray scenic Idaho: Jarvis Canyon, site of a gold rush, Wood River Valley illustrating the pristine beauty of Idaho and the containments that pollute, and a view of Bogus Basin from Floating Feather Road painted in the pleiri air style. The Board discussed the merits of each piece and decided to accept the Bogus Basin painting for its connection to the City of Eagle. The decision was also based on the criteria set in Library Policy Section X, Gifts, Donations and Bequests. Maureen Germano made a motion that in accordance with Library Policy Section X, Gifts, Donations, and Bequests, the Library will accept the donation of the Carrie Mullin painting of Bogus Basin. Danae Curtis seconded the motion which passed unanimously. Director Baker will contact Mrs. Mullin to inform her of the Board's decision. Danae Curtis made a motion that the minutes for the 10 May 2010 meeting be approved; Nancy Marshall seconded the motion and the minutes were unanimously approved. Director Baker explained the rational for paying the travel voucher issued by Dana Chamberlain despite the zero balance in account .47-00 Travel and Meetings. Mrs. Chamberlain, a non- exempt hourly staff member, accrued these expenses while performing Library related travel and should be reimbursed. Mrs. Walter suggested that perhaps volunteers could be used to run errands, freeing staff time and expense. Maureen Germano made a motion that the bills be approved for payment; Margo Walter seconded the motion and the bills were unanimously approved for payment. Friends of the Library Report (Friends' President) Director Baker reported in the absence of the Friends' President. The spring sale was quite successful, netting slight more than $1,300 during the four hours of the sale. Shared/EPL ADMIN/Board Minutes/7 June 2010 1 Director's Report Statistical reports (handout): Appearing for the first time in our statistical array, Emmett patrons represent 1% of the reciprocal borrowing. EPL patrons using the Cole and Ustick Branch represent the lion's share of reciprocal borrowing at BPL facilities. Last month, Jeanie Comerford, Operations Manager, and Carol Berry, Circulation Manager, conducted an analysis of EPL patrons' use of the Garden City Public Library. Half of the check-outs occurred on Thursday and one quarter on Saturday morning, hours when EPL is not open. Surprisingly, only a small number of families, approximately two dozen, were taking the advantage of using the GCPL facility. There has been a small uptick of EPL patrons using the Meridian Library. Budget dates: 8 June 2010 and 15 June 2010: The 8 June meeting will be a regular City Council meeting; the budget meeting is set for 15 June 2010. The LYNX! Contract: Contract negotiations continue; positive progress is being made, especially with Meridian Library District. Director Baker will be meeting with the Directors from ACL and MLD to finalize reimbursement between these agencies. The contract must be finalized by August to allow for Board and then City Council approval prior to the start of the next fiscal year. The Eagle City Attorney has recommended that we accept the contract. This contract includes clear definitions for membership and the different levels of cooperative borrowing. Open access will be available for all the Treasure Valley libraries, which includes all BPL facilities, all ACL facilities, and all MLD facilities, EPL, GCPL, NPL, and CPL. Cooperative borrowing is available for libraries within the Boise-Nampa Metro area but outside the Treasure Valley (Emmett and Mountain Home libraries.) Cooperative borrowing is available for libraries outside the Boise-Nampa Metro area(Hailey and Twin Falls libraries.) HVAC issues: What was most feared has finally happened. Of the three air conditioning compressors, only half of one compressor is functional, definitely not adequate to cool the building. Public Works authorized TVR, Inc. to perform a diagnostic inspection of the system. They have quoted approximately $2,000 for needed repairs. This quote includes a three-year warranty. The next step is for City Council to approve the repairs. Summer hours: The City Councilmen were encouraged by the number of people who spoke on behalf of increasing Library hours during the public comment session at the last Council meeting. Since HVAC repairs will be less than feared, City Council has decided to investigate ways to provide necessary funding to open an additional eleven hours starting 1 July 2010. The additional hours would be from 11:00 AM to 8:00 PM on Thursday and two additional hours on Saturday. This would increase library open hours to fifty-one per week and bring the Library in compliance with LYNX! Standards. The City Council has stipulated that any additional funding will be used to increase open hours. A final decision will be made at the 8 June 2010 Council meeting. If approved by Council, the Board will also have to approve the hours as suggested above. Possible public library filtering legislation in next session: Last year,the Legislature passed a bill regarding internet filtering in public schools. This year, there is a push to add public libraries Shared/EPL ADMIN/Board Minutes/7 June 2010 2 to the legislation. Current Library policy is to allow unfiltered access upon request to any patron over the age of eighteen. Should this legislation pass, we may have to revise our policy. Director Baker will follow-up and inform the Board as necessary. Ada reimbursement: Director Baker has scheduled a meeting with ACL Director Mary De Walt and MLD Director Patty Younger to finalize circulation statistics. Revenue will be determined based on the statistics. We anticipate approximately $5,000 reimbursement from ACL. Library Liaison/City Hall Reports (Councilman Semanko) After public testimony and discussion by Council members, City Hall hours have been restored to a 5-day per week schedule. Starting 1 July 2010, City Hall will be open Monday through Friday, 8:00 AM to 5:00 PM. The Council has a very busy agenda planned, with such items as: • A proposal for video and audio streaming of Council meetings • Budget hearings and testimony • ACHD plans to make Eagle a safer place to walk, providing sidewalks and signal lights • Mayoral appointment or possible election • An RFP for the City Hall—Lease/ Sale Unfinished Business Strategic Plan update (Maureen and Ron): Due to the budget process taking priority, the Strategic Plan has been on hold. Progress has been made on the sections describing Library and community history and ensuring collection development is adequate for a community the size of Eagle. Budget process: The next budget hearing is set for 15 June 2010. For FY 2010/11, the Library's budget will be approximately $917,000. Personnel costs estimated between$708,000 and $840,000 will be offset by a reduction in health care insurance. There will be no recovery of the 5%pay cut. Reimbursement revenue from ACL is still to be determined. Population estimates for the City of Eagle are down from last year which will result in adjustments to materials purchases to be in line with the $3.00 per capita LYNX! standard. New Business Districtization/Consolidation investigation: At the last Council meeting, Councilman Shoushtarian asked if the Library has ever considered becoming a Library district or consolidating with another local Library system. Unless the Council makes a formal request,the Board would not proceed with such an investigation on its own. There are many legal ramifications to cease being a City department and become a stand-alone district. Consolidating Shared/EPL ADMIN/Board Minutes/7 June 2010 3 with another Library system assumes a willing partner can be found. After much discussion,the Board determined that it is not appropriate for the Board to consider districtization or consolidation at this time and will draft a letter to Councilman Shoushtarian. Additional Items or Public Comment Eagle Fun Days parade: Staff members Dana Chamberlain, Cathy Hardy, Joan Spriggs, Emily Adams, and Terri Lenigan will represent the Library in the parade. They are planning some book truck high jinx to engage the crowd. Please come out and cheer for your spirited staff. Selection of Next Meeting Date The next meeting of the EPL Board of Trustees is scheduled for 12 July 2010 at 7:00 PM in the Library Community Room. Adjournment Danae Curtis requested that the meeting be adjourned. President Berent adjourned the meeting at 9:14 PM. Respectfully Submitted, Terri T. Lenigan Administrative Assistant Motions: In accordance with Library Policy Section X. Gifts, Donations, and Bequests, the Library accepts the Carrie Mullin painting of Bogus Basin. Topics: Art donations from Carrie Mullin LYNX! Contract update HVAC issues Summer hours Possible P. L. filtering legislation ACL reimbursement Strategic Plan update Budget process Districtization/Consolidation investigation Eagle Fun Days parade participation Shared/EPL ADMIN/Board Minutes/7 June 2010 4