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Minutes - 2011 - Eagle Public Library - 03/07/2011 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES March 7, 2011 Community Room Board President Mary Berent called the EPL Board of Trustees meeting to order at 7:06 PM. Present were Board Members Margo Walter, Maureen Germano, and Nancy Marshall. Also present were Ron Baker, Library Director, Janice Campbell, Assistant Director, Jeanie Comerford, Operations Manager, Joan Spriggs, Strategic Plan Coordinator, Terri Lenigan, Administrative Assistant, Anne Ritter, Friends' President, and Council Liaison Norm Semanko. Margo Walter made a motion that the agenda, with the additional item for the Director's Report, e-books, be approved; Nancy Marshall seconded the motion and the agenda was unanimously approved. Maureen Germano made a motion that the minutes for the 7 February 2011 meeting be approved; Margo Walter seconded the motion and the minutes were unanimously approved. Nancy Marshall made a motion that the bills be approved for payment; Maureen Germano seconded the motion and the bills were unanimously approved for payment. At the discretion of President Berent, agenda order was rearranged to accommodate the schedules of Councilman Semanko and Friends' President Ritter. Library Liaison/City Hall Reports (Councilman Semanko) Due to possible conflict of interest, Councilman Semanko elected to present his report so he could leave the meeting prior to discussing the Strategic Plan goals, costs and budgeting. Among items of interest on the agenda are the finalization of the Down Town Plan, approval of the design review for the entertainment facility at the former Orville Jackson store, discussion of the difference between commercial and conditional use permits, compensation for Councilman Huffacker for his term as acting Mayor, and the sign ordinance. Friends of the Library Report (Friends' President) Friends' President Anne Ritter reported on the very successful "Overstock" sale held Saturday, 19 February 2011. Many volunteers, including two LDS missionaries and thirty Eagle High School honor students, helped to organize on Friday. The sale raised $1,575. Many left over self-help books were donated to the Ada County .fail for their inmate improvement program and the remainder was given to Idaho Youth Ranch. The Friends will continue to contribute $1,000 monthly toward new materials and the $600 bi- annual stipend for discretionary spending. This will be re-evaluated at the start of the next fiscal Shared/EPL ADMIN/board Minutes 7 Mar,2011 year. The "Everyday" sale made $933 in the last four weeks. Because donations continue to flow in fast and furious, the next sale may be as early as May. Unfinished Business Strategic Plan: update and discussion of draft goals, costs and budgeting: The goals for the extension plan were drafted during a meeting with the Library Management Staff and Board Members Mary Berent and Nancy Marshall. The entire staff had the opportunity to add their input during the regular February Staff Meeting. During the Board Meeting, discussion ensued regarding Section V: Revised Goals for FY 2011/12 and FY 2012/13. The Board considered each goal, goal objective(s) and the corresponding activities to achieve the goal. Further discussion centered on the costs involved and the capital equipment required to achieve these goals, which were then prioritized for each fiscal year. Some of the capital equipment required will be compact shelving, mobile island shelving for the Children's Room, island periodical shelving, replacement of staff PC's and a cash register. The collection will be stabilized at 100,000 items. The new materials budget will be increased to $4 per capita over the two fiscal years, recapturing the level of service the Library enjoyed prior to the fiscal crisis. The deadline for presenting the completed plan to the Board is 11 April 2011. 3M workstation scanner issue, update: 3M engineers believe they have a solution to the ongoing scanner problem. They propose that the problem is not the scanner, but the power supply and will replace with a refurbished computer and new power supply. If this does not work, the next step is to replace with a refurbished Model 946 workstation, which reads bar codes only; it is not capable of reading an RFID chip. The problem happens most often with Meridian barcodes older than seven years and new (within six months) Boise and Nampa barcodes. 3M does acknowledge receiving the City Attorney's letter. New Business Authorization to renew 3M annual maintenance contracts: While on the subject of 3M, discussion moved on to new business to talk about renewing the 3M annual maintenance contracts. It had been determined that the contracts contained the same language and conditions as previous years' contracts. Renewing would be in our best interests given the problems maintaining this older equipment. Maureen Germano made the motion to authorize renewal of the annual maintenance contracts; Nancy Marshall seconded the motion, which passed unanimously. Unfinished Business (con't) Board Member vacancy and replacement (Action Item): Two possible candidates have emerged. Peter Dover has a background in real estate and is involved with the Kiwanis and Chamber of Commerce. Bob Van Arnem is retired and has a business background. He is known to the Library staff and regularly attends City Council and Town Hall meetings. He describes himself as a fiscal conservative and would provide careful stewardship of public money. The next step Shared/EPL ADMIN/board Minutes 7 Mar,2011 2 is to invite these candidates to our April meeting so they may get an idea of the issues and concerns of the Board and determine if they are truly interested in becoming a Board Member. If so, interviews would follow. Directors Report Statistical reports (handout): Statistics have remained stable and predictable. However, we have noted that EPL patron usage at BPL facilities is down, indicating that our patrons are returning to their own Library. Director's report to Council, 8 March 2011: Director Baker will present his report to the City Council during the pre-council session. City Council to meet at Library, 14 June 2011: During the pre-council session, Director Baker will conduct a tour of the Library for the City Councilmen. Highlights of the tour will include pointing out the aging equipment, over-crowded conditions, dark areas of the Children's Room, and other problem areas. Director Baker and President Berent will conduct a Library orientation for Mayor Reynolds on 16 March 2011 starting at 9:00 AM. An information packet compiled with a history of the Library, Library Board, and Library services will be prepared for the Mayor. Resignation of IT Specialist Micah Marshall: Micah Marshall has resigned as IT Specialist as of 24 February 2011. Our IT vendor, Network Communications Services, will continue any uncompleted projects. Switch over from the frame relay to the Virtual Private Network is now scheduled for June 2011. Since installation of the new DSL lines, we have noticed voices from one phone line being overheard on other lines. Jeanie Comerford and Carol Berry will work with our vendors to get this problem resolved. Library/City Hall permanent records project: Director Baker and Terri Lenigan are working on compiling complete sets of minutes for the City Clerk/Treasurer for laser fiche. Financial records will be the next records to be fiched. Mrs. Lenigan is also looking for a used fire safe cabinet so we may continue to store these records in the Library. If a used safe cannot be found, we may need to include cost for a cabinet in the FY 2011/12 budget. e-books: Janice Campbell has been coordinating with ChrisAnne Brown, the BPL liaison to Overdrive. Currently, e-books are set up to circulate to only one patron at a time. Recently, several publishers, such as Harper-Collins, have limited the purchasing license to 26 circulations. After 26 times, a new license would have to be purchased for each title. Popular fiction and best sellers can circulate several hundred times. Purchasing new licenses could become cost prohibitive for libraries. This limitation on circulations poses another problem for Consortium users. Only the first twenty-six requests for an e-book would be honored; any other patrons who might want to read Shared/EPL ADMIN/board Minutes 7 Mar, 201 I 3 the book are out of luck unless another license is purchased. Considering that holds are prioritized for patrons from the owning library and that BPL would own all the titles, for most e- books no other Consortium patrons would ever get a chance to check-out the book. The industry is in a state of flux and has not been able to respond adequately to public library needs. At this time, we have decided to wait before purchasing any e-books. A position statement will be prepared to answer patron questions regarding this issue. Additional Items or Public Comments There were no additional items or comments. Selection of Next Meeting Date The next meeting of the EPL Board of Trustees will be 11 April 2011 at 7:00 PM in the Library Community Room. Adjournment There being no further business, President Berent adjourned the meeting at 9:40 PM Respectfully Submitted, Terri T. Lenigan Administrative Assistant Motions: Authorize renewal of 3M annual maintenance contracts Topics: Friends to continue new materials and discretionary spending stipends Friends Overstock sale nets $1,575 Strategic Plan update-discussion of goals, costs, and budgeting 3M workstation update 3M annual maintenance contracts renewed Board Member Vacancy-two possible candidates City Council to tour Library 14, June 2011 Orientation for Mayor Reynolds Resignation of IT Specialist Micah Marshall Permanent records project e-books Shared/EPL ADMIN/board Minutes 7 Mar,2011 4