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Minutes - 2012 - Eagle Public Library - 02/13/2012 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES 13 February 2012 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, Janice Campbell, Assistant Library Director, Jeanie Comerford, Operations Manager, and Administrative Assistant Terri Lenigan. Councilman Mark Butler was welcomed as our new Council Liaison. Margo Walter 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 9 January 2012 meeting as submitted; seconded by Mary Berent, 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, Director Baker reported: Recent grants of funding to Library. • $1,200 - Sponsor Summer Reading program presenters and purchase of YA books • $100: Purchase bookmarks in support of National Library Week: April 8-14, 2012. The theme this year is "Libraries, the Heart of Every Community". Overstock Book Sale, March 30-31, 2012: Once again, donations are piled high. The Friends will hold an Overstock Sale on Friday, 30 March from 4:00-6:00 PM and Saturday, 31 March from 9:00 AM to 2:00 PM. Yesteryear Shoppe store credit account: From time to time, the Friends receive donated materials that they cannot sell in their store or during a weekend sale. These may be rare books, collectible books, or books with questionable content. The Friends have an agreement with the Yesteryear Shoppe to purchase some of this material. A store credit has been established and some materials have already been purchased for the Library. Shared/EPL ADMEN/Board Minutes 13 February 2012 Director's Report Statistical reports (handouts): The Annual Statistical Report shows a gain in every category over the previous year. AV circulation continues in a downward slump. There are several factors that can contribute to this trend: • The influence and increased use of e-resources, such as Netflix, Red Box, etc. • Spending: While book purchases are subsidized by the Friends by $1,000 a month which brings our purchasing power to the 2009 budgeted amount, the AV materials budget is still much less than needed reducing the amount of AV materials that can be purchased. • The collection as a whole is getting older and smaller, as older VHS and cassette formatted materials are withdrawn. Fewer new items are being purchased to replace this withdrawn material. • Some of the loss of circulation comes from the smaller number of other libraries' patrons using our facility, especially Boise patrons as they have several branch libraries to choose from. • A much smaller re-imbursement from other consortium libraries also reduces our purchasing power. Weeding project: To date, over 2,000 items have been either set to storage or withdrawn from the collection. This project continues to impact the work load for Technical Services, as each item must be re-cataloged. However, this project is necessary to maintain our collection due to the space constraints of this building that mandates our collection be held to 98,000 items. Public Works Dept. projects: Parking lot: Re-paving is scheduled to start in mid-May and be completed, weather permitting, by 1 June,just in time to start Summer Reading. There will be a small egress lane to the City Hall parking lot, allowing patrons access to the Library. Other parking lot improvements include re-grading at the back of the building to stop water from coming in the garage door and improved drainage around the book drops. Painting: The Community Room has been repainted and looks fresh and welcoming. The Director's Office is scheduled for painting after 29 February. Other projects include electrical drops in the Adult area, additional canister lights in the Children's Room, and replacing ballasts in the pendant lights. If the budget line item for library maintenance is over spent, all projects may not be completed this fiscal year. It may be prudent to ask Mike Echieta, Public Works Director, to an upcoming Board meeting to ask if replacing of the HVAC system and pendant lights could be included in the next public works budget. Summer Reading program schedule: Summer Reading will start 1 June 2012. This year to minimize staff involvement, no registration will be required. Due to the parking lot repair, major programs will begin during the 3rd week of June. Shared/EPL ADMIN/Board Minutes 13 February 2012 2 January's tax collection: The January tax collection was more than anticipated. An additional $10,000 has been deposited into the Library's fund along with an additional $40,000 deposited in December. Recent equipment orders: Some donation money was spent on new oversize shelving, which will be installed shortly. New spinners for the Children's Room for the parenting and home schooling collections will be ordered soon. Circulation Manager Carol Berry will be ordering several new book trucks and kick stools. Employee bonus payment: All permanent employees were paid a 5% bonus on 6 February 2012. Vandalism in adult non-fiction collection: On several occasions, after Martin Luther King Day, we have found several books on racial subjects vandalized. This year is no exception. The damage books are always found in the far back corner of the non-fiction area. To discourage any further vandalism, a fake surveillance camera will be installed in this area. Library Liaison/City Hall Reports (Councilman Butler) Councilman Butler reported on a busy agenda including discussing purchase of the City Hall, possible plans for the SW corner of State and Eagle Roads (the old Chevron building), and simplifying the process of doing business in Eagle. He reminded everyone to come to the Town Hall meeting scheduled for 21 February 2012. Unfinished Business Director search process: To date, a total of eighteen applications have been received. The applicants are from all over the country, east to west and north to south, with several local candidates. The Search Committee met and discussed the merits of these applications. As a result, eight applicants will be informed by letter that they have not been selected as a finalist and will not be granted an interview. Seven applicants have been deemed highly qualified and are being considered for the appointment; three others are still being evaluated. These applicants will be notified by letter that they are under consideration. The next step is to schedule skype interviews with the successful candidates. The Search Committee will meet again to consider other applications as they arrive and to determine questions to ask during the skype interview. At this time, President Germano convened an executive session to discuss a personnel matter. As a result of this session, Pete Dover made the motion to appoint Janice Campbell to the Selection Committee. Nancy Marshall seconded the motion, which carried unanimously. Overdrive subscription and one-time gift to IDeight inventory: Currently, there are 558 items in the e-resources collection, 434 e-books and 124 e-audio books. There were 107 check-outs last month by Eagle patrons. One hundred twenty -seven Eagle patrons are on the waiting list. System-wide there are 1,241 holds which are processed within 13.3 days. Boise patrons checked out 9,068 e-resources which represents 4% of BPL total circulation. The Kindle is the most used device. Shared/EPL ADMIN/Board Minutes 13 February 2012 3 Recently, we received a $500 donation. Assistant Director Janice Campbell would like to designate this gift toward purchasing additional inventory. Since other members of IDeight have contributed additional monies, it would be an appropriate use of the donation. The Board agrees and has authorized Ms. Campbell to purchase additional e-books for the collection. Mural Project in the Community Room: The $1,087 estimate for paint for the mural was more than anticipated. As the proposed mural is floor-to-ceiling, scaffolding will be required. If scaffolding is not donated, the cost to rent is $300 per month. This makes the project cost prohibitive and would need to be placed on the FY 2012/13 budget. Therefore, this project is on hold until further notice. Tutoring issue and report form City Attorney: Refer to attached memo from Jill Holinka, City Attorney. The considered opinion of legal council is that the Community Room may be used for private tutoring sessions. They also recommend adopting a separate tutoring policy that addresses liability, solicitation, and other issues relating to tutoring in the Library. They have supplied two sample policies from other Libraries for our review. Staff will draft a tutoring policy to be reviewed by the Board at the next meeting. New Business Interim Planning: The Management Team has been meeting to discuss ways to achieve a smooth transition for the new Director. Each member has responsibilities to help guide the new Director and explain how the Library functions and how departments interact and work together. An orientation package will be prepared to reference Library history, programs, and other useful information. LAN use account security: A security breach has occurred and been investigated by the IT staff. They have identified at which computer this event took place and have determined that it is not a computer glitch, but a real person. The server has been programmed to audit and monitor computer use. The security log shows no unusual pattern of staff traffic entering the building. Director Baker will prepare a memo to staff explaining that anything created on a city owned computer system belongs to the City and there is no right to privacy. It is totally inappropriate to give out your password. Passwords must be kept secure and no unauthorized use of another's password will be allowed. IT personnel will have administrative rights to your password for control purposes only. Password protect sensitive documents. Report any breach immediately. Director's final report to City Council: Director Baker will present his final report to the City Council on 14 February. In addition to a statistical update and an explanation of the search for a new director, the report will also recount of the successes of the past nine years. Press release on Director's resignation: Interim Director, etc.: The press release regarding the Director's retirement and installation of Interim Director Janice Campbell will be sent to the Idaho Statesman, Valley Times, and Press Tribune. Shared/EPL ADMIN/Board Minutes 13 February 2012 4 Additional Items or Public Comment The Envoy: The Idaho Commission for Libraries publishes a newsletter, The Envoy, specifically aimed toward library trustees. The informative articles are geared to help trustees help build their libraries to better serve the community. Terri Lenigan will ask ICfL to add each Board Member to its mailing list. Selection of Next Meeting Date The next meeting of the EPL Board of Trustees will be 12 March 2012 at 7:00 PM in the Library Community Room. Adjournment There being no further business, President Germano adjourned the meeting at 10:02 pm. Respectfully Submitted, Terri T. Lenigan Administrative Assistant Motions: Add Janice Campbell to Selection Committee for new Director Topics: Friends funding grants to Library Overstock Book Sale, March 30-31, 2012 Yesteryear Shoppe account Public Works projects for Library Summer Reading schedule January's tax collection Employee bonus pay Vandalism in adult non-fiction Director search process Overdrive subscription and one-time gift Mural project update Tutoring issue update Interim planning LAN user account security Director's final report to City Council Press release, re. Director's retirement Shared/EPL ADMIN/Board Minutes 13 February 2012 5