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Minutes - 2010 - Eagle Public Library - 10/11/2010 - Regular , EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES October 11, 2010 Community Room Board President Mary Berent called the EPL Board of Trustees meeting to order at 7:00 PM. Present were Board Members Margo Walter, Danae Curtis, Nancy Marshall, and Maureen Germano. Also present were Council Liaison Norm Semanko, Ron Baker, Library Director, and Terri Lenigan, Administrative Assistant. First order of business was election of officers for FY 2010/11. Nancy Marshall made the motion to nominate Mary Berent for a second term as President; Margo Walter seconded. Mary Berent was unanimously re-elected to a second term as President. Nancy Marshall made the motion to nominate Margo Walter for Vice-President; Maureen Germano seconded. Margo Walter was unanimously elected as Vice-President. Danae Curtis made a motion that the agenda be approved; Nancy Marshall seconded the motion and the agenda was unanimously approved. Danae Curtis made a motion that the minutes for the 13 September 2010 meeting be approved; Maureen Germano seconded the motion and the minutes were unanimously approved. Maureen Germano made a motion that the bills be approved for payment; Danae Curtis seconded the motion and the bills were unanimously approved for payment. Friends of the Library Report (Friends' President) No report due to absence of the Friends' President. Director's Report Statistical reports (handout): • Total Items Checked Out at EPL during FY 2009/10: Although down 42,000 items, this can be explained by the reduction in open hours from 58 hours to 40 hours for nine months of the year. We hope to increase the numbers during this fiscal year as we are now open 55 hours per week. • Collection Change: Almost 5,000 items were added to the collection this past fiscal year. • Reciprocal Borrowing: Consortium patrons' borrowing at EPL was down 19% the past fiscal year, again due to the reduction in open hours. This allowed EPL patrons' usage of other facilities to increase, especially when Boise opened its Cole and Ustick branch. • Reference Summary: Reference questions answered at the Youth Services desk was down 42% due to reduced coverage. Questions answered at the Adult Reference desk remained about the same. There was a 9% increase in questions answered at the Circulation desk. Shared/EPL ADMIN/Board Minutes I I Oct 2010 1 Overall, there was a 9% decrease in total reference questions answered for the past fiscal year. • Programs: Attendance at Children's' programming was down 17% and down 25% for Adult programs. Attendance should improve as we have added new hours and new Children's programs. • Borrowing by Library at EPL: Borrowing has remained fairly consistent with EPL usage at 64%, BPL usage at 17% and ACL at 12%. • Eagle Card Holders System Wide: Each June, borrower cards that have not been used in the past two years are purged from the system. Within 4 months, we have recovered the number of cards purged, as measured by the number of card holders system-wide. Reappointment of Board Member Margo Walter: Margo Walter's resume will be presented to the City Council at the 26 October 2010 meeting. Reappointment will be on the consent agenda. Approval of LYNX! Contract: Since the City Attorney has already reviewed the contract several times, there were no comments from the Councilmen. The contract was approved on the consent agenda. Compact shelving installation: Plans for installing the compact shelving are progressing. The remodel is scheduled to start after the Friends' fall book sale. The existing shelving from the workroom will be broken down and reused in the Tech room and garage. The Friends need additional storage for the many donations that build up between sales. Expenditure reports, FY 2009/10: Operational expenditures as of 13 September showed a remaining balance of$17,572. Taking into consideration outstanding bills and a surprisingly high 4th quarter unemployment insurance bill, the final remaining balance should be approximately $6,700. Carryover for this fiscal year will be determined by any remaining balance in personnel expenses and operation expenses. Final closing of the books for FY 2009/10 will be announced by mid-October. Personnel recruitments: Serenity Crane and Sacha Timmons have been hired to fill the LAI Circulation positions. Emily Adams has been promoted from page to accept the Youth Services LAI position. Nora Faeth has been hired for the Adult Page position and Quincy Ostrem will be the Youth Services Page. Posting for the IT position closes on 15 October: To date, we have received five applications; several appear to be strong candidates with the necessary qualifications. We hope to have this person on board by 1 November. The first priority for this position will be to purchase replacements for the public tech lab computers. LYNX! Outsourcing Committee: In light of a recent New York Times article on outsourcing public libraries that was reprinted in the Statesman, LYNX! has appointed a committee to respond to claims and charges made by LSSI, the country's most aggressive library contractor. Committee members are: • Mary Dewalt—ACL • Kevin Booe—BPL Shared/EPL ADMIN/Board Minutes I i Oct 2010 2 • Ron Baker - EPL Alternatives to 3M: Our aging 3M workstations are definitely showing signs of wear and tear and are becoming increasingly difficult to repair. EPL, the BPL main library and their Cole & Ustick branch are the only libraries that use this 3M system. NPL and the MLD Silverstone branch use RFID (Radio-Frequency IDentification) chip technology. Other alternatives include Check Points, which was considered not to be very reliable by users. The III (Innovative Interfaces, Inc.) system is comparable to 3M in scope. It is fully integrated with Horizon and the equipment is fully compatible with Horizon. However, it was developed for academic libraries and may not be suitable for public libraries. The Director is awaiting a product prospectus from III. Director out of state: 21-26 October 2010 Library' Liaison/City Hall Reports (Councilman Semanko) Councilman Semanko reviewed a busy council agenda. The most important issue will be the possible resolution of an interim Mayor appointment. Two candidates, Jeff Laughlin and Jim Reynolds, will present their qualifications. Other highlights are remodel of City Hall to accommodate the Sheriff's Department, resolving the outside lighting issue, pedestrian sidewalk projects, and weed abatement for the Echo Hawk subdivision. Unfinished Business Community Room Policy Revisions (Action Item): As discussed at the Board meeting of 13 September 2010, several changes were proposed by the staff to Chapter VI Eagle Public Library Community Meeting Room policy. Refer to the attached Memo dated 11 October 2010. This memo outlines the proposed changes to Sections 2, 3, and 4 and also the changes made to the Reservation form. Briefly, these changes were: • Reservations may be made up to one month in advance • Failure to keep a booking date will result in forfeiture of deposit • Twenty-four notice required to cancel after-hours staffing to receive refund Maureen Germano made a motion to accept the changes as written; Danae Curtis seconded the motion, which passed unanimously. New Business Mis-returned items by William Seil: Our patron, William Seil, graduated from college and joined AmericaCorp. In his absence, his sister returned his library books and inadvertently dropped off two books that were William's personal property. These books were found in our book drop with no identification. Our policy is to place these books in our lost and found and, if not claimed within one month, they are considered donations to our collection. We have added Shared/EPL ADMIN/Board Minutes I I Oct 2010 3 these books to our collection. They have been stamped, bar coded, and covered with KAPCO adhesive book covers. We would like to keep these books in our collection. In the mean time, his family has contacted us and has asked that they be returned to William. Since these books have been added to our collection, the fair solution would be to purchase new replacement books, to which the Board unanimously agreed. Frame Relay versus VPN (virtual private network) connection: It has been recommended by Boise's IT that the Consortium move from a frame relay to a VPN connection. Please refer to the attached VPN proposal for additional information. The VPN connection will provide the same level of security as the existing frame relay. There are some issues to consider regarding this change: • Modifications to the firewall • Must buy license • Additional bandwidth required NPL will be the test site for this technology starting February 2011. Friends' breakfast: A breakfast to honor the Friends has been scheduled for 21 October in the Community Room. Janice Campbell is coordinating this event. All food will be prepared and served by library staff. Board members are encouraged to attend and to bring a dish. Board member vacancy and replacement: Danae Curtis officially resigns as of this Board meeting. The Board will solicit applications for new members. Previous Board member Aaron Ricks, who has spoken with Director Baker regarding volunteering, might be a possible candidate to replace Danae Curtis. Additional Items or Public Comment New extended hours: The feedback has been very positive regarding the extended hours. Patrons are very pleased that we are now open on Thursdays, for three evenings, and for additional hours on Saturday. Selection of Next Meeting Date The next meeting of the EPL Board of Trustees is scheduled for Monday, 8 November 2010 at 7:00 PM in the Library Community Room. Adjournment Maureen Germano made a motion to adjourn the meeting. Danae Curtis seconded the motion. President Berent adjourned the meeting at 8:50 PM. Shared/EPL,ADMIN/Board Minutes I I Oct 20W 4 Respectfully submitted, Terri T. Lenigan Administrative Assistant Motions: Accept revisions to Community Room Policy Topics: Approval of LYNX! contract Compact shelving installation update Expenditure Reports, FY 2009/10 Personnel recruitments LYNX! Outsourcing Committee Alternatives to 3M workstations Community Room Policy revisions William Seil—replacement of personal property Frame relay versus VPN connection Friends' breakfast Board member vacancy and replacement Positive feedback regarding extended open hours Shared/En ADMIN/Board Minutes I I Oct 2010 5