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Minutes - 2012 - Eagle Public Library - 01/09/2012 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES January 09, 2012 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 Janice Campbell, Assistant Library Director, Jeanie Comerford, Operations Manager, Administrative Assistant Terri Lenigan. Library Director Ron Baker and Council Liaison Norm Semanko were excused. Nancy Marshall made the motion to approve the agenda as submitted; seconded by Pete Dover, the agenda was unanimously approved. Pete Dover made the motion to approve the minutes for the 12 December 2011 meeting as submitted; seconded by Margo Walter, the minutes were unanimously approved. Mary Berent made the 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) In the absence of a Friends representative, Jeanie Comerford, Operations Manager, reported that the rolling tables have arrived and are already being put to good use. Director's Report Statistical reports (handout): Reciprocal borrowing is holding steady at the same percentages as previous months. Although the collection seems to be dwindling at an alarming rate, the decline is due to the massive, ongoing, weeding project. The next weeding project will be to weed the duplicate and storage area at City Hall. New materials are still being added to the collection. Although total circulation is down from last year by 8%, one suspected cause for the reduced circulation numbers may be the interest in e-formatted resources. E-resources recorded 101 checkouts at EPL for the month. There are 1,319 holds with a waiting period of 7.13 days. The cost for an e-book is approximately $30 to $40; an e-audio book will cost approximately $60 to $70. Library Liaison/City Hall Reports (Councilman Semanko) Due to Councilman Semanko's absence, no report was given. Shared/EPL ADM IN/Board Minutes 09 Jan 2012 Unfinished Business Community Room repainting and mural project: To accommodate Artist Pam Gaines, discussion of the Community Room repainting and mural project was taken out of agenda order. Ms. Gaines presented her concept drawings for the proposed mural. The east wall would be painted with a floor-to-ceiling barn scene; the barn would continue to wrap around the south wall and include a farm tractor; the east wall would be a representation of Orville Jackson's store front. Part of the store front would be painted with magnetic paint and chalk board paint for aids in programming. Quality Art has offered a 60% discount for any paint required for the project. Ms. Gaines estimates about six weeks to complete the project. At the next Board meeting, she will present a timeline and an estimate for paint/material costs. She is also willing to sign a waiver relieving the City from any liability from accident or injury. Appointment of Search Committee for Director position (Action Item): After much discussion, two committees will be appointed. The Search Committee will review all applications and narrow the field to several finalists. Members will be Board Members Maureen Germano and Mary Berent with Operations Manager Jeanie Comerford. The Selection Committee will pre- interview by phone or skype to determine three to four finalists. The finalists will be invited to present their qualifications in person to determine the successful candidate. The Selection Committee will be the entire Board with Circulation Manager Carol Berry. Pete Dover made the motion to create both a Search Committee with members Maureen Germano, Mary Berent, and Jeanie Comerford to do a first review applications and a Selection Committee of the entire Board with Carol Berry to interview and determine the successful candidate. Mary Berent seconded the motion which passed unanimously. Status of director search effort: The job announcement was posted on the PNLA job line on 22 December. To date, we have received two applications. Due to the limited response, posting the announcement to the ALA job site will be the next step. Tutoring issue: Director Baker will be sending a memo outlining the issues and concerns regarding the tutoring issue to the City Attorney, therefore, this item will be placed on the agenda for the next regular Board meeting. Juvenile Court Services contract: Upon review, the City Attorney determined that this contract would have to be presented to the City Council for its approval. As we cannot allow these juvenile offenders to do any community service in the Children's area, it is very difficult to schedule a time and appropriate project. In the past two years, we have only been able to accommodate two such requests. For the time being, we have notified the Court that we are no longer able to accept such community service requests. New Business Excess tax collections credited to Library Fund: An excess tax collection of$41,238 was deposited into our checking account by the City Treasurer. Director Baker has expressed his opinion that an effort be made to put in writing a process to insure that these tax collections are placed into the Library Fund. This would provide a historical record of how these transactions Shared/EPL ADMIN/Board Minutes 09 Jan 2012 2 have been handled in the past and a protocol for future collections. There is some concern that these monies could be placed into the General Fund instead. The Board would like to consider its options before making a final decision to write this procedure. Surplus Equipment Disposal List (Action Item): Refer to the EPL Surplus List as of 9 January 2012. This list represents outdated and obsolete equipment to be presented to the Council for its approval for disposal. Nancy Marshall made a motion to accept the listed surplus equipment for disposal; seconded by Pete Dover, the motion was unanimously approved. New compliance procedures for Idaho Code 33-2741 (Internet Use Policies): Refer to handout. EPL is in compliance with the code. EXECUTIVE SESSION Executive Session: At 8:59 PM, President Maureen Germano convened an executive session to discuss a personnel matter. The session adjourned at 9:10 pm. As a result of this session, the following motion was made: Pete Dover made a motion to grant a floating holiday to compensate Library staff for the extra holiday hours that City Hall employees were given on 23 December 2011 and 30 December 2011 by Mayor Reynolds. Full-time staff will be given 8 hours and permanent, part-time staff will be given 4 hours; excluded are page and temporary employees. Mary Berent seconded the motion, which carried unanimously. Additional Items or Public Comment Board photo: The Board photo, donated by Mark Hardy, was presented to the Board and will be displayed in the foyer. Upcoming adult programs: Assistant Director Janice Campbell invited all Board members to the upcoming adult programs: January 25: Lincoln and Idaho: An Evening with Dave Leroy February 4: "Chocolate: Food for the Gods" with Dr. Lauren Fins Selection of nest Meeting Date The next meeting of the EPL Board of Trustees will be 13 February 2012 at 7:00 PM in the Library Community Room. Adjournment There being no further business, President Germano adjourned the meeting at 9:14 PM. Respectfully Submitted, Terri T. Lenigan Administrative Assistant Shared/EPL ADM1N/Board Minutes 09 Jan 2012 3 Motions: Appoint Search and Selection Committees for new Director position Surplus equipment as of 9 January 2012 Executive Session: Floating holiday Topics: Community Room painting and mural project Appointment of Search and Selection Committees for new Director position Status of director search Overdrive subscription: progress report Tutoring issue update Juvenile court Services contract Excess tax collections to Library Fund Surplus Equipment disposal List New compliance procedures for Idaho Code 33-2741 Board photograph Upcoming adult programs Shared/EPL ADMIN/Board Minutes 09 Jan 2012 4