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Minutes - 2011 - Eagle Public Library - 11/14/2011 - Regular cA EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES November 14, 2011 Community Room Board President Maureen Germano called the EPL Board of Trustees meeting to order at 7:02 PM. Present were Board Members Margo Walter, Nancy Marshall, Mary Berent, and Pete Dover. Also present were Ron Baker, Library Director, Janice Campbell, Assistant Library Director, Jeanie Comerford, Operations Manager, and Administrative Assistant Terri Lenigan. Council Liaison Norm Semanko was excused. Margo Walter made a motion to approve the agenda as submitted; seconded by Mary Berent, the agenda was unanimously approved. Pete Dover made a motion to approve the minutes for the 12 October 2011 meeting; seconded by Margo Walter, the minutes were unanimously approved as submitted. Mary Berent made a motion to approve the bills for payment; seconded by Margo Walter, the bills were unanimously approved for payment. Friends of the Library Report(Friends' Representative) Fall book sale report: In the absence of a Friends' representative, Director Baker stated that the fall book sale netted upwards of$1,700. Remodel of Friends' room: The garage remodel has started with the installation of shelving on the west wall. Director Baker suggested a walk about to view this improvement and other shelving installations throughout the building. To provide more work area and storage, the Friends have contracted with Joe Prin of HomeFix to build two mobile storage units. The grant for the shed is still in process at this time. Director's Report Statistical reports (handout): Circulation statistics are recovering but more slowly than anticipated. At year's end, total circulation figures were down approximately 20,000 from the estimated total. This does reflect that we are still down one evening and Saturday morning hours. The new tech lab equipment and tweaking the children's program schedule should help to increase library patronage and hopefully result in increased circulation numbers. Reciprocal borrowing is holding steady with 67% attributed to EPL borrowers, 15%to BPL and 13%to ACL patrons using our facility. The collection is holding steady at 98,000 volumes due to the massive weeding project spearheaded by Janice Campbell and the concerted effort of other staff members. The decrease in AV circulation may be explained by the technological evolution itself and the shift away from books on cassette and VHS video formats. The ease of renting movies Shared/EPL ADMIN/Board Minutes 14 Nov 2011 1 through services like Redbox and Netflix, down loading e-books, and using electronic readers have all contributed to these decreased numbers. Mrs. Comerford will provide a detailed breakdown of AV circulation at the next Board meeting. Twin Falls ILL issue: clarification: Boise Public Library decided to drop AV ILL service coverage for Consortium libraries, which prompted Twin Falls Public Library to follow suit. However, after Director Baker convinced the Twin Falls Director that all other consortium libraries will still honor AV ILL requests, Twin Falls has agreed to continue this service to all but BPL. Twin Falls is an important member in this service as it has the largest AV collection in the Consortium. Arcadia book project: report: Due to technical difficulties with the scanner constantly crashing the computer system, Arcadia has granted the City an extension to 13 March 2012 to complete this book. New shelving installation in adult non-fiction: The custom end-of-range book shelves have been installed in the adult non-fiction area. Director Baker and Circulation Manager Carol Berry will collaborate on the best way to shift books into these new shelves. This will be the last major shifting of books as space considerations for the building dictate that the collection must remain at or about 100,000 items. This brings to the fore the importance of the weeding project and how it impacts collection development. Director leave day, 23 Nov 2011. Library Liaison/City Hall Reports (Councilman Semanko) No report due to Councilman Semanko's absence. Unfinished Business Carryforward issue: update: In the past, we would receive a carryforward report from the City Clerk/Treasurer in December advising carryforward from the past fiscal year. This year, when initially asked by City Council to approximate a carryforward, we estimated our unexpended funds to be approximately $11,000. At the time, we were not aware of the excess tax revenue accruing to our account. The carryforward for FY 2010/11 is now reported by the City Clerk to be $109,000. By City Council action, $18,000 of this amount will be placed in a fund designated to replace the aging 3M workstations. Another $45,000 will be transferred to our reserve fund, bringing the total reserve to $205,000. The remainder will be deposited in the City's General Fund. City IT position: update: After much discussion between City and Library personnel, the City- wide IT position has morphed from a full-time City employee to a contracted arrangement. The City Clerk/Treasurer and the Library Circulation Manager are concerned that there is not enough work for a 40-hour per week position. There is still the problem of developing a job description that would enable competitive bidding for the contract and questions about Council's involvement. Does Council need to offer a Request for Proposal or would this contract fall Shared/EPL ADMIN/Board Minutes 14 Nov 2011 2 under the threshold necessary for Council input? Who is responsible for writing the RFP for competitive bidding? All parties agree that the Web component should be a separate contract. Further discussions with the City Treasurer are required to iron out these details. Circulation Manager Carol Berry would like to resolve this issue as soon as possible to alleviate continued use of our outside vendor on an hourly basis, which is eroding the budgeted amount for this year's IT contract and increasing the workload of Library staff on IT problems. Overdrive subscription: progress report: Several staff members participated in a training session at a trial website. The training concentrated on how to download e-books to the various readers, such as Kindle,Nook, etc. Because every device has a different download procedure, all staff must be familiar with these procedures and be able to trouble shoot problems. Circulation Manager Carol Berry has scheduled a"Device Party" for all staff on 1 December 2011 for the purpose of training staff how to download to the different readers or at least know where instructions for downloading to each type of reader can be located. The "My Help"button, which supplies instructions for various readers, will be a well used tool. A modest opening day collection of only 100-150 titles will likely result in a flurry of initial circulation. Community Room mural project: Artist Pam Gaines has met with Youth Services Librarian Diane Matejka-Lund via a phone conversation, but they have not reached a consensus regarding the mural and its content. The Community Room must be painted prior to the mural painting. Public Works could schedule this project as early as this December. Ms. Gaines will have to present a preliminary sketch to determine paint color for the room. It is important that a meeting between our Youth Services Librarian and Ms. Gaines be scheduled to complete the preliminary concept drawings. New Business Tutoring times for Community Room: Tutoring in the Library is fast becoming a loud disruption. There have been as many as fourteen tutors and their tutees in the adult area, which leaves little seating for other patrons. Staff proposes that the Community Room be used for independent tutoring sessions on Monday, Wednesday and Friday between the hours of 3:00 to 5:00 PM. The Board raised several concerns: • Is the Library just a convenient place to meet or are Library materials being used during the tutoring session? • Because tutoring is generally a fee-based business, is it against policy to use this room for a"for-profit" business? • Because we are not reserving or charging a deposit, does this open the door to other types of educational users who may object to paying the deposit? • Are there any legal liabilities? We should probably have the City Attorney render a decision regarding use of this room as a tutoring space. • This is not a monitored public space. What problems would that present for patrons, or unaccompanied minors finding an open door and using the room for other purposes? Margo Walter suggested that we canvas the tutors to see if there is an interest in using the room. Shared/EPL ADMIN/Board Minutes 14 Nov 2011 3 EPL Board Members photographs: Since some of the staff do not know the Board Members by sight, the suggestion was made to have "mug shots"posted in the break room or lobby so all staff members can recognize our Board. Instead of individual portraits, the Board decided on a group photo with identifying caption underneath. Juvenile Court Services contract: In the past, when we have an appropriate project, we have accepted volunteers to complete their assigned court-ordered public service hours. We have received a Memorandum of Agreement between Ada County and Eagle Public Library. Although it seems boiler-plate, we would like the City Attorney to read this agreement and advise if we should sign it. EXECUTIVE SESSION Executive Session: At 9:03 PM, President Maureen Germano convened an executive session to discuss a personnel matter. The session adjourned at 9:14 pm. As a result of this session, the following motion was made: President Maureen Germano and the Board accepted the resignation of Library Director Ron Baker, effective 1 March 2012, with regret. Mary Berent seconded the motion, which carried unanimously. Additional Items or Public Comment Staff Picks reported by Terri Lenigan: What do Librarians read? That is the question most asked by our patrons. Cathy Hardy and Jeanie Comerford have teamed up to provide the answer: "Staff Picks." These are books that staff members have read and can highly recommend to a patron. A display of Staff Picks is set up next to the new book shelves. Board Members might take a minute to check out the display and find books they may want to read. As of 20 October 2011, seventy-two items have been listed; sixty-three have been checked out. Patrons are very excited to see what books the staff recommends and have requested more suggestions. Staff also suggests you file through the staff pick cards for additional recommended "Staff Picks". Selection of Next Meeting Date The next meeting of the EPL Board of Trustees will be 12 December 2011 at 7:00 PM in the Library Community Room. Adjournment There being no further business, President Germano adjourned the meeting at 9:20 PM. Respectfully Submitted, Terri T. Lenigan Administrative Assistant Shared/EPL ADMIN/Board Minutes 14 Nov 2011 4 Topics: Friends' fall book sale report Remodel of Friends' room Statistical reports Twin Falls ILL issue clarification Arcadia book project report New shelving in adult non-fiction Carryforward issue update City IT position update Overdrive subscription progress report Community Room mural project update Tutoring times for Community Room EPL Board Members photo Juvenile Court Services contract Resignation of Library Director Staff Picks report Shared/EPL ADMIN/Board Minutes 14 Nov 2011 5