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Minutes - 2010 - Eagle Public Library - 09/13/2010 - Regular --1 Cf`I EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES September 13, 2010 Community Room Board President Mary Berent called the EPL Board of Trustees meeting to order at 7:07 PM. Present were Board Members Margo Walter, and Danae Curtis. Also present were Ron Baker, Library Director, Janice Campbell, Assistant Library Director, Jeanie Comerford, Operations Manager, Terri Lenigan, Administrative Assistant, and Friends' President Jeanie Farnworth. Nancy Marshall and Maureen Germano were excused. Council Liaison Norm Semanko was absent. Margo Walter made a motion that the agenda be approved; Danae Curtis seconded the motion and the agenda was unanimously approved. Danae Curtis made a motion that the minutes for the 9 Aug. 2010 and 9 Sep. 2010 meetings be approved; Margo Walter seconded the motion and the minutes were unanimously approved. Danae Curtis 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) President Jeanie Farnworth has announced that the Friends will continue the $1,000 monthly contribution toward material purchases and the $600 semi-annual stipend for discretionary purchases. The Friends' fall book sale has been scheduled for the weekend of October 16 and 17. Set-up is scheduled for the prior Thursday and Friday. Proceeds from the "Everyday" book sale are still strong at $300 to $500 per month. President Farnworth has announced that she will be resigning as President effective 1 January 2011. Starting 1 November, the Friends will have open monthly meetings to attract new members and develop other volunteer and fund-raising opportunities. Director Baker announced a breakfast will be held on Thursday, 21 October to honor the Friends, especially those who work so hard to make the fall sale a success. Janice Campbell will contact Board and staff members for help in organizing this event. Mrs. Farnworth will be honored at the breakfast for her years of service. Director's Report Statistical Reports (handout): As of 31 August, circulation stands at 267,000 items. Despite continuous weeding, the collection remains at 93,500 items. Each June, borrower cards that have not been used in the past two years are purged from the system. Despite this purge, the Shared/EPL ADMIN/Board Minutes 13 Sept 2010 1 total number of borrowers, measured by the number of new cards issued, is almost back to the pre-June level. EPL patron usage at the Cole and Ustick BPL Branch has dropped approximately five percent. This may be reflective of the summer hours opening on Thursday and earlier on Saturday. Reciprocal borrowing is holding steady: • EPL patrons' use of EPL facility - 65% • BPL patrons' use of EPL facility - 17% • ACL patrons' use of EPL facility — 13% Resignation of Board Member Danae Curtis: Danae Curtis has announced her resignation from the Board of Trustees, no later than the November 2010 Board meeting. Compact shelving installation: City Hall will be remodeled to accommodate the Sheriff's department. Planning and Zoning will vacate their storage room and the compact shelving will be re-installed in the Library workroom. The shelving includes a wall unit and four double-sided mobile units. Director Baker will meet with Public Works Director Mike Echieta on Tuesday, 21 September to discuss reconfiguring the workroom. Expenditure Reports, FY2009/10: Any monies remaining in Account .30-00 Audiovisual and .65-00 Books will be used prior to 30 September to bring these account as close as possible to 100 % spent. To expend Account .74-00 Capital/Equipment, two computers will be purchased. To extend open hours this summer, $10,000 was transferred into our personnel account and will be as fully expended as possible by the end of this fiscal year. The transferred money can only be used for part-time and relief staff However, full-time staff was used for the extended hours, particularly for reference desk duty. Personnel recruitments: Applications are being accepted through 17 September for the following positions: • 1 open position for Page • 2 open positions for LAI Circulation • 1 open position for LAI Youth Services The LAI YS position may be shared with Circulation as needed due to increases in circulation services. The application and instructions may be downloaded from our web site. Recruitments for the IT position will follow after above positions are filled. We hope to hire this position by 1 November. Publicity for new hours: Posting of new hours effective 1 October may be found on our web page. New sandwich board signs and new building banners will also announce our new hours. Per patron request, building banners will be placed on both the east (parking lot) and west (Stierman) sides of the building. Director out of state, 14-15 September 2010 Shared/EPL ADMIN/Board Minutes 13 Sept 2010 2 Library Liaison/City Hall Reports (Councilman Semanko) No report due to Councilman Semanko's absence. Unfinished Business LYNX! Contract revisited (Action Item): A few minor modifications have been made to the LYNX! Contract, which clarify but do not change the essence of the contract. Danae Curtis made a motion to approve the contract with the minor changes. Margo Walter seconded the motion which passed unanimously. Director Baker will prepare a memo and contract packet for City Council. The memo will outline the pros of the contract and advantages to our patrons for continued participation in the LYNX! Consortium. ;Director Baker hopes to present this to the City Council during the pre-council session on 28 September 2010. Budget process reviewed: After a long and difficult budget process, the FY 2010/11 Library budget allows for partial restoration of services. One benefit will be to reopen the Community Room for use by private organizations. Staff has recommended retaining the one month in advance reservation period. Reducing the reservation time from three months in advance to one month benefits our program coordinators and allows them to have first access to the room. After-hours use of the room is also reinstated, dependent upon available staffing. Staff has also asked that further changes be made to the policy: • Loss of deposit for no-show booking • Forfeiture of deposit if scheduled after-hours time is not used • Enforced $25 fee if use extends 15 minutes beyond Library closing time • Reservation/after-hours use must be canceled 24 hours in advance to refund deposit Director Baker and Terri Lenigan will present new language for above changes at the next Board meeting. Board members will review any changes or adjustments before adopting the new policy. Margo Walter made a motion to reinstate public use of the Community Room, reinstate after- hours use dependent upon staffing, and retain the one month reservation period. Danae Curtis seconded the motion, which passed unanimously. Board member vacancies and replacements: Margo Walter's term expires 30 September 2010. She would like to volunteer for a second term. Danae Curtis made a motion to send a letter of recommendation to the Mayor to re-appoint Margo Walter for a second term and ask that this item be placed on the agenda for the 28 September Council meeting. Margo Walter seconded and the motion passed unanimously. Danae Curtis has announced her resignation from the Board of Trustees. At the next Board meeting, a list of possible candidates will be discussed, starting with the list of prior candidates who have previously expressed an interest in becoming a Board member. Shared/EPL ADMIN/Board Minutes 13 Sept 2010 3 New Board officers for FY 2010/11: Board members will nominate and vote in new officers at the start of the next meeting, including a president and vice-president. There were no additional items or public comment. Selection of Next Meeting Date: Monday, 11 October, 2010, 7:00 PM in the Library Community Room Adjournment: Danae Curtis made a motion to adjourn the meeting; Margo Walter seconded. President Berent adjourned the meeting at 9:11 PM. Respectfully submitted, Terri T. Lenigan Administrative Assistant Motions: Approve LYNX! Contract Reinstate public use of the Community Room Letter of Recommendation to the Mayor to re-appoint Margo Walter for a second term Topics: Resignation of Board Member Danae Curtis Compact shelving installation Expenditure reports, FY 2009/10 Personnel recruitments Publicity for new hours LYNX! Contract revisited Budget process reviewed Community Room policy: reactivation and amendment Board member vacancies and replacement New Board officers for FY 2010/22 Shared/EPL ADMIN/Board Minutes 13 Sept 2010 4