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Minutes - 2011 - Eagle Public Library - 04/11/2011 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES April 11, 2011 Community Room Board President Mary Berent called the EPL Board of Trustees meeting to order at 7:03 PM. Present were Board Members Margo Walter and Maureen Germano. Board Member Nancy Marshall arrived at 7L09 PM. Also present were Ron Baker, Library Director, Janice Campbell, Assistant Director, Jeanie Comerford, Operations Manager, Joan Spriggs, Strategic Plan Coordinator, Terri Lenigan, Administrative Assistant, Marty Taylor, Friends" Representative, and Council Liaison Norm Semanko. Also present were Prospective Board Members Bob Van Arnem and Pete Dover. The first order of business was to introduce the prospective candidates to the Board and other attendees and ask each candidate to explain their background and reasons for wanting to be a Trustee. Pete Dover is a self-employed businessman, has served on several Boards for various non-profit organizations, has leadership training, and would like to give back to the Community he lives and works in. Bob Van Arnem is a retired businessman and describes himself as a fiscal conservative. Director Baker requested that two items be added to the agenda under new business: Library participation in the Renaissance Faire and surplus equipment list. Margo Walter made a motion that the agenda, as amended, be approved; Maureen Germano seconded the motion and the agenda was unanimously approved. Maureen Germano made a motion that the minutes for the 7 March 2011 meeting be approved; Nancy Marshall seconded the motion and the minutes were unanimously approved. 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) Marty Taylor, representing the Friends, provided the following update. As donations continue to pour in, we will soon be out of space. Therefore, the Friends are planning a 1-day Garage Sale in June. The date is to be determined. The previous 1-day "Overstock" sale was very successful. In fact, we made nearly as much money as we normally do at the 2-day fall sale. Therefore, our annual fall sale will be based on the same format, set up on Thursday and Friday morning, a pre-sale on Friday afternoon, and the major sale all-day Saturday. The Sunday sale will be eliminated. Shared/EPL ADMIN/Board Minutes/11 Apr 2011 1 Director's Report Statistical reports (handout): Statistics remain stable with total book circulation up 11% over this time last year and audiovisual circulation up 8% over this time last year. Reciprocal borrowing indicates that BPL patron usage at EPL is down; ACL patron usage remains the same; MLD patron usage creeps up slightly; while EPL usage is up to its highest percentage at 65%. Total items checked out at EPL stands at 151,822 to date. At this rate, we anticipate 325,000 items will be checked out for this fiscal year. Director's report to Council, 26 April 2011: If the Board approves the Strategic Plan Extension, a courtesy copy will be presented to the Council. Per the instructions of the City Attorney, the Council does not need to adopt the Plan. Director out of town, April 15-18, 2001 and out of state May 5-9, 2001: Assistant Director Janice Campbell will represent the Library at the May Board meeting. Library Liaison/City Hall Reports (Councilman Semanko) At the 22 March meeting, the Councilmen were treated to a special presentation by the Steven Sisters regarding living a healthy lifestyle. The sisters are on the Mayor's Teen Advisory Board. Other matters of concern to the Council are the Central Valley Expressway funding to extend Highway 16 from State Street to Chinden and then on to Interstate 84, activities of the Planning and Zoning department, and an RFP to purchase City Hall at fair market value. Councilman Semanko also reminded us that the Boise River is at flood stage and many parts of the Green Belt are under water at this time. Use caution and check your route before using the area. Unfinished Business Strategic Plan: review and adoption (Action Item?): The Board was impressed and very complimentary regarding the final draft of the Strategic Plan Extension. Of concern to the Board were: • Section II Community and Regional Trends and Section IVF Facility Constraints: Regarding the build out population figures: Are the figures cited at between 76,000 and 120,000 the most current and accurate? Director Baker will schedule a meeting the Planning and Zoning to review the City's Comprehensive Plan to determine accurate population projections and revise these sections accordingly. • Section V Revised Goals and Section VI Budgetary Costs: Replacement of 3M equipment: Director Baker will review the Plan to ensure that 3M equipment is not specifically indicated, but that generic replacement options are cited. Shared/EPL ADMIN/Board Minutes/I I Apr 201 I 2 • Page numbers for Sections I - IV would be helpful. Terri Lenigan will update these sections with page numbers. Margo Walter made a motion to adopt the Strategic Plan Extension with the changes cited above; Nancy Marshall seconded the motion which carried unanimously. 3M workstation issue, update: After months of speculation and experimentation, including lowering the lights to reduce glare from the book covers, 3M has determined that the workstation and scanner are beyond repair and need to be replaced. They agree to replace the unit with a re- built Model 946 at no cost. This model reads both bar codes and RFID chips. We will need to provide a computer for this unit, however, the maintenance contract is less expensive and will off-set the cost of the computer. New Business Renaissance Faire: The Chamber of Commerce has decided to bring the Renaissance Faire to Eagle. This faire supports the Sumer of Hope program which brings older international orphans for a four week visit to the United States. The purpose of these visits is to introduce these children to American families in the hopes of being adopted. Director Baker has been asked if the Library would help by participating with the story time performances. The question has been raised regarding the appropriateness of Library sponsorship as the group responsible for this faire is a church based organization from Bozeman, Montana. The Board decided if the Library is not listed as a sponsor, providing a story teller would be acceptable. However, there are some staff issues to consider. As our Summer Reading program will just be starting, it is possible that we may not have a staff member available to send on a busy Saturday. Director Baker will request further information from the Chamber and also check with Meridian and Kuna Libraries about their past participation. Surplus list: Jeanie Comerford, Operations Manager, has prepared a list of staff recommended equipment to be surplussed. All of the equipment is obsolete or nonfunctional. Please refer to the attached memo. Maureen Germano made the motion to recommend to City Council that all equipment as listed be surplussed. Margo Walter seconded the motion which carried unanimously. FY2011/12 budget process: The budget process is about to begin for FY 2011/12. The Mayor has scheduled a meeting for all department heads. At this meeting, the Mayor will provide his expectations for this budget. Additional Items or Public Comment There were no additional items or public comment. Shared/EPL ADMIN/Board Minutes/I 1 Apr 2011 3 Selection of Next Meeting Date The next meeting of the EPL Board of Trustees will be 9 May 2011 at 7:00 PM in the Library Community Room. Adjournment There being no further business, President Berent adjourned the meeting at 9:20 PM Respectfully Submitted, Terri T. Lenigan Administrative Assistant Motions: Adopt Strategic Plan Extension FY 2010/11 to FY 2012/13 Surplus obsolete and nonfunctional equipment as listed as of 11 April 2011 Topics: Introduce prospective Board Members Bob Van Arnem and Pete Dover Friends plan June garage sale Strategic Plan extension: review and adoption 3M to replace defective workstation Library participation in Renaissance Faire Surplus equipment Mayor's meeting to begin FY2011/12 budget process Shared/EPL ADMIN/Board Minutes/I I Apr 2011 4