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Minutes - 2011 - Eagle Public Library - 12/12/2011 - Regular L EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES December 12, 2011 Community Room Board President Maureen Germano called the EPL Board of Trustees meeting to order at 7:05 PM. Present were Board Members Margo Walter,Nancy Marshall, Mary Berent, and Pete Dover. Also present were Ron Baker, Library Director, Jeanie Comerford, Operations Manager, and Administrative Assistant Terri Lenigan. Council Liaison Norm Semanko was excused. Pete Dover made the motion to approve the agenda as submitted; seconded by Nancy Marshall, the agenda was unanimously approved. During the course of the meeting, Director Baker noted an omission from the agenda and requested an item be added to New Business, Proposed new copier equipment. Mary Berent made the motion to add this item to the agenda; seconded by Margo Walter, the agenda was approved as amended. At the last Board meeting, the Members decided on a group identification photo. At this time, all Board Members retired to the periodical reading area for a group photo. Mark Hardy, a local photo artist, donated his expertise. The photo will be posted on the public bulletin board and staff break room. Pete Dover noted the following corrections to the minutes for the 14 November meeting: • Under statistical reports, the collection is holding steady at 98,000 items due to the massive "wedding project" should be corrected to "weeding project" • Selection of next meeting date should be corrected from 13 December to 12 December Mary Berent made the motion to approve the minutes for the 14 November 2011 meeting as corrected; seconded by Margo Walter, the minutes were unanimously approved. Margo Walter made the motion to approve the bills for payment; seconded by Mary Berent, the bills were unanimously approved for payment. Friends of the Library Report (Friends' Representative) In the absence of a Friends representative, Director Baker reported the Friends will continue to provide the $1,000 per month stipend toward book purchase during FY 2011/12. Remodel of Friends' room: The Friends are still waiting for the cabinets and rolling tables to be completed and installed. Marti Taylor is checking the State Surplus List for more wall shelving that would be appropriate for the east and west walls. Shared/EPL ADMIN/Board Minutes 12 Dec 2011 1 Director's Report Statistical reports (handout): Total book circulation is down slightly compared to this time last year. Fortunately, the Friends continue to underwrite material purchases for up to $1,000 per month. However, audio visual circulation has continued its downward slide to -19%. We attribute this to the advances in technology and ease of downloading books, movies and other audio visual materials to mobile devices. The weeding project has helped stabilize the collection at around 98,000 items. Reciprocal borrowing remains the same with just a 1% adjustment between BPL and ACL from the previous month. Next month's report will include statistics for all eResources. Library Liaison/City Hall Reports (Councilman Semanko) In Councilman Semanko's absence, Director Baker stated that he will be reporting to the Council on 13 December during the pre-council session. A new Council Liaison will be appointed after the newly elected Mayor and Councilmen have been sworn into office. Unfinished Business City IT position; update: The IT position has been filled by contracting with Computer Arts. This is the vendor who has been working with City Hall as its IT service provider. Jake McNamara, the C/A technician, seems very knowledgeable and has made a smooth transition from Network Communications, the Library's vendor. Jake will be available to the Library for the full day on Thursday and additional time as needed for projects. Circulation Manager Berry plans to have a 3 month evaluation. The time out clock software program was written by the Library's previous vendor. At this time, it is undecided whether we will continue to pay for and use this program or look for another commercially available program. OverDrive subscription progress report: As of 5 December, eBook and eAudio book circulation opened with a total of 289 items. The eight member libraries in the ideate digital library are Ada Community, Caldwell Public, Twin Falls Public, Eagle Public, Emmett Public, Mountain Home Public,Nampa Public, and Hailey Public. For the first week, total circulation for all libraries was 321 check-outs, making for a very fast turnaround. Of those, thirty-four were for EPL patrons. eBooks may be returned any time within the seven day checkout period. However, eAudio books cannot be returned prior to the checkout period and will erase automatically after fourteen days. In the first week, 418 patrons have signed up for ideate digital service. Thirty- seven are EPL patrons. There are 20 EPL patrons on the waiting list, with an average wait period of 3.2 days. Community Room repainting and mural project: Artist Pam Gaines and Youth Librarian Diane Matejka-Lund have decided on a theme for the mural. It will be a three-wall depiction of a rural/farming village. The artist has requested that the three walls be painted in a light blue for the mural canvas. The area above the doors will remain blue to represent the sky. The village will be painted around three sides of the room up to door height. Door trim and the outside door will be painted in a cocoa brown to blend in with the mural. The north wall and kitchen will be painted off-white. Public Works has requested that this standard, neutral color be selected so Shared/EPL ADMIN/Board Minutes 12 Dec 2011 2 that it could be used at a later time in the rest of the Library and has scheduled time to paint the Community Room around the holidays. Ms. Gaines will present her concept drawing to the Board at January's meeting. Tutor survey results: At the last Board meeting, the suggestion was made to survey tutors using the Library to determine if there is interest in opening the Community Room for tutoring sessions. Staff conducted a four-week survey which determined that most of the tutors using the Library would be interested in having a designated space and time. Refer to the attached survey and summary of results for more details. The Board is still somewhat reluctant in opening the Community Room. They are concerned about the unsupervised use of the room, responsibility of setting up and taking down of tables and chairs, and placing a new undue burden on Staff. There is also the question of liability and whether or not the tutor is self-insured and has obtained a small business license from the City. The Board has requested Director Baker contact the City Attorney for her review and opinion before making a final decision. Juvenile Court Services contract: Director Baker will contact the City Attorney for her review and opinion before agreeing to support the contract. New Business Proposed new copier equipment: The current lease on the staff black and white copier ends in February. Fisher Document Systems, our copier vendor, has proposed we terminate the lease by the end of this year to take advantage of the Manufacturer's buy-back program. The copier would be replaced with the newest model Canon C5045 Color copier. Fisher has agreed to install this machine for staff to try prior to making a final decision. Our current color copier would be limited to black and white only and replace our fax machine, which is on its last legs. Cost per copy would be greatly reduced, thus reducing our overall monthly costs. Currently, our monthly cost for these copiers, (refer to handout), is $504.49 per month. By making the above changes, our monthly cost would be $364.27 per month. This represents a monthly savings of $140.22 or$1,682.64 annually. Pete Dover made the motion to accept the proposed copier replacement and revamp the current color copier for black and white only and fax operations; seconded by Margo Walter, the motion carried unanimously. Director recruitment: Should interim coverage be necessary, Assistant Director Janice Campbell is willing to serve as Acting Director. This will provide the Board ample time to interview and hire a new Director. Director Baker presented a draft job announcement for the Board's approval. The Board suggested several changes and enhancements which Director Baker will incorporate. The job announcement is scheduled for release on 19 December. It will be posted to our web site as well as advertised on the PNLA (Pacific Northwest Library Association) and, possibly, the ALA (American Library Association)job lines. Deadline for applications is 10 February 2012. Board Members Maureen Germano and Mary Berent and Operations Manager Jeanie Comerford will comprise a screening committee for incoming applications. Candidate reimbursement expenses could be paid from the City's General Fund. The Board has instructed Director Baker to advise Council that we estimate needing $4,000 to cover these expenses. Through telephone or Skype interviews, the field of candidates will be narrowed down to a few finalists who will be invited to present their qualifications in person to the Board, which will Shared/EPL ADMIN/Board Minutes 12 Dec 2011 3 determine the successful candidate. The position is to start 1 April 2012 or as soon as possible thereafter. Additional Items or Public Comment There were no additional items or public comment. Selection if Next Meeting Date The next meeting of the EPL Board of Trustees will be 9 January 2012 at 7:00 PM in the Library Community Room. Adjournment There being no further business, President Germano adjourned the meeting at 10:00 pm. Respectfully Submitted, Terri T. Lenigan Administrative Assistant Topics: City IT position update OverDrive subscription: progress report Community Room repainting and mural project Tutor survey results Juvenile Court Services contract Proposed new copier equipment Director recruitment Shared/EPL ADMIN/Board Minutes 12 Dec 2011 4