Minutes - 2012 - Eagle Public Library - 04/09/2012 - Regular EAGLE PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
9 April 2012
Community Room
Board President Maureen Germano called the EPL Board of Trustees meeting to order at 7:05
p.m. Present were Board Members Margo Walter, Nancy Marshall, and Pete Dover. Also
present were Janice Campbell, Interim Library Director, Jeanie Comerford, Operations Manager,
Administrative Assistant Terri Lenigan, and Councilman Mark Butler. Board Member Mary
Berent was excused.
Margo Walter made the motion to approve the agenda as presented; seconded by Pete Dover, the
agenda was unanimously approved.
Pete Dover made the motion to approve the minutes for the 12 March 2012 meeting as
submitted; seconded by Margo Walter, the minutes were unanimously approved.
Pete Dover 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 Campbell reported that the March
Overstock Book Sale was a huge success, netting $900 during the Friday 2-hour session and
another $900 on Saturday.
Director's Report
Statistical/Expenditure reports (handout): Circulation and borrowing statistics remain constant.
The State Annual Statistical Report requires information on "on-site" library programs only. To
comply, youth programs and attendance reporting has been split between on-site and off-site
locations.
Meeting with Mayor and Department Heads: Scheduled for Thursday, April 19th at 2:00 p.m., a
preliminary budget meeting will explore unusual and one time purchases for FY 2012/13, such
as replacing the Children's Room computers and initial RFID technology.
HVAC issue: The Board is concerned that should the HVAC system fail, there is no
contingency plan to replace the system in an emergency. During a meeting with Jeanie
Comerford, Library Operations Manager, Mike Echieta, Public Works Director, explained that
the main components of the HVAC have been replaced within the past three years. Should the
system fail, he would have to go before the City Council to appropriate replacement funding.
The Board would like to invite Mr. Echieta to the next Board meeting to discuss this issue. The
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Board would like Mr. Echieta to have information on an estimated cost to replace the system,
monies spent since the refurbishing of the units, and what is needed to keep the system running.
Library Liaison/City Hall Reports (Councilman Butler)
Not only is the Council busy, the Design Review Committee has received fifteen applications for
consideration. The Council is examining a State Legislature decision for a 2%pay increase as a
possible role model for the City. They are also discussing how to expedite the budget process so
it is not such a long, drawn out procedure.
Unfinished Business
Rules of Conduct—update (Action Item): Staff recommended changes to the Rules of Conduct
to include limited cell phone usage and consumption of lidded drinks, except at computer
workstations. After discussion, these changes were accepted along with a few minor revisions.
The rule regarding bicycles, scooters, roller blades, and skate boards was changed as follows:
Secure bicycles at the outside racks. It is acceptable to bring your collapsed scooter, roller
blades, or skate boards inside the Library, making sure to place them where they will not be an
obstacle or tripping hazard. Pete Dover made a motion to accept the revised rules of Conduct
while inside the Eagle Public Library. Nancy Marshall seconded the motion which carried
unanimously.
Canister Lights—update (Action Item): Jeanie Comerford presented a quotation from Alloway
Electric for $560 to install the canister lights in the Children's Room. Margo Walter will review
this quote with Alloway to see if they can offer better pricing. Therefore, this item will be placed
on next month's agenda for further discussion.
Executive Session clarification: At the previous Board meeting, the question of when and under
what circumstances may an executive session be convened. Executive sessions--when
authorized, is defined in the Idaho Open Meeting Law Manual, per Idaho Code 67-2345, (see
handout).
Director Search—update: At 8:11 p.m., Board President Maureen Germano convened an
executive session to discuss a personnel matter. The purpose was to update Board Members on
the Director search. The session was adjourned at 9:03 p.m. Upon completion of the executive
session, Jeanie Comerford reported that during a meeting with the City Treasurer, a new budget
line item will be added to reflect expenditures necessary to the hiring process. This information
will be very beneficial if and when a new Director needs to be hired in the future.
New Business
Eagle Fun Days—closure (Action Item): For several years, the Library has closed on the
Saturday of Eagle Fun Days due to events in the parking lot and green space around the Library.
This year is no exception; the Chamber of Commerce is planning events for our area. The Staff
recommends that we close on Saturday, 9 June 2012 to accommodate these events. Margo
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Walter made a motion to close the Library on Saturday, 9 June 2012 to accommodate Eagle Fun
Days events. Nancy Marshall seconded the motion which carried unanimously.
Additional Items or Public Comment
Employee Poster: In conjunction with National Library Week, several staff members designed a
poster consisting of a picture with name of each staff member. The poster will be displayed by
the Circulation desk during the week. Board Members were invited to view the poster at the
conclusion of the meeting.
Selection of the Next Meeting Date
The next meeting of the EPL Board of Trustees will be 7 May 2012 at 7:00 p.m. in the Library
Community Room.
Adjournment
There being no further business, President Germano adjourned the meeting at 9:07 p.m.
Respectfully Submitted,
Terri T. Lenigan
Administrative Assistant
Motions:
Rule of Conduct revised
Eagle Fun Day closure
Topics:
Preliminary budget meeting w/Mayor and Department Heads
HVAC issue - update
Rules of Conduct revised
Canister lights—update
Executive session - clarification
Executive Session—Director Search
Eagle Fun Days—closure
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