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Minutes - 2012 - Eagle Public Library - 07/09/2012 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES 9 July 2012 Community Room Board President Maureen Germano called the EPL Board of Trustees meeting to order at 7:01 p.m. Present were Board Members Mary Berent, Margo Walter,Nancy Marshall, and Pete Dover. Also present were Library Director Steve Bumgamer, Janice Campbell, Assistant Library Director, Jeanie Comerford, Operations Manager, Terri Lenigan, Administrative Assistant, and Councilman Mark Butler. Director Bumgarner requested one item be added to the agenda under New Business: Policy change for issuing a library card. Mary Berent made the motion to approve the agenda as amended; seconded by Nancy Marshall, the agenda was unanimously approved. The following corrections were made to the minutes for the 11 June 2012 meeting: • Names were corrected for the motions and seconds for approving the agenda, minutes, and bills. • Regarding the Community Room carpet, the sentence, "The floor outlet will be fixed." was added to the Public Works Report. Nancy Marshall made the motion to approve the minutes for the 11 June 2012 meeting as corrected; 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' Board Representative) Due to the absence of a Friends representative, no report was given. Director's Report Statistical reports (handout): Circulation is still down 6%. In all likelihood, we will not catch up or surpass last year's circulation given the end of the fiscal year is fast approaching. Change of employee shifts: The Library is open from the top of the hour until the advertised closing time. Currently, we are asking patrons to come to the circulation desk to check out and to log off computers starting 15 minutes prior to closing. However, all services should be available during our advertised open hours. Starting Monday, August 6th, some employee shifts will start and end at the quarter hour to cover closing routines. This will ensure patrons have access to all services during open hours. Shared/EPL ADM1N/Board Minutes 9 July 2012 1 Library Liaison/City Hall Reports (Councilman Butler) Councilman Butler is pleased to report that building permits are up again this month. Dynamis, the Ada County trash to energy project at the landfill, is sparking some controversy with neighbor complaints. The Urban Renewal Committee has approved a mixed use permit for the corner of Idaho and 1st Streets. Most importantly, the Sheriff's Department busted a meth lab operating very near the Library. During a budget meeting with Director Bumgarner and Operations Manager Jeanie Comerford, Councilman Butler indicated that if the Council elected to take the 3% plus another 3% forgone, revenue would be up by $700,000 and still be able to keep the same property tax levy. The Board has requested a separate meeting with all Councilmen and the City Attorney to improve communication and establish a better working relationship. Unfinished Business Business card proof: In keeping with other City Departments, Library business cards will be changed from the picture of the library building to one that displays the city seal. Per the attached proof, the suggestion was made to highlight "Eagle Public Library" in a larger font, bold, and blue. Upon comparison, a choice will be made for the new look of the business cards. FY 12/12 budget—update: After presenting our budget to the City council, we were asked to cut expenditures by 15.87%. By paring down the operations and maintenance budgets, removing capital expenditures, and carry forward, we are still short $55,000. The only place left to cut such a substantial amount is from personnel. Management will have to evaluate the impact a reduction in staff will have on hours, services, and the level customer service we currently provide to our patrons. Director Bumgarner will present this revised budget at the next city budget workshop, stressing the impact of losing staff and services. New Business Dress code change a allow Capri pants: The Board agrees to change the dress code to include appropriate capri pants. Per General Guidelines, paragraph one will be changed as follows: 1. Clothing should be appropriate for the job assignment. Shorts may not be worn by desk staff Pages may wear knee-length shorts or capris. Retention policy for magazines: At present, periodicals are available for the current year and two previous years. However, due to space constraints, it is necessary to cut back on the number of magazines that we can store. The current and previous year will be retained in the periodical reading area. Staff Development Day, Thursday, December 6, 2012—Action Item: Director Bumgarner would like to start a yearly staff development program to include training and team building. He would like to proclaim Thursday, December 6, 2012 as staff development day. This would involve closing the library for the day so all staff members could participate. Margo Walter Shared/EPL ADMIN/Board Minutes 9 July 2012 2 made the motion to allow the Library to close and designate Thursday, December 6, 2012 as staff development day. Seconded by Pete Dover, the motion carried unanimously. Borrower card procedure, (handout): Management staff has recommended the following changes to make getting a borrower card more proactive: Current policy: Photo identification and proof of current residence required to apply for a borrower card. Proposed change: Card may be issued with a photo ID with checkout limited to two items. Proof of residence must be provided to remove two-limit checkout. "Proof of Address"block will be placed on the borrower record. Current policy: Parent presence required to issue a card to any minor. Proposed change: Minors between the ages of 14-17 may be issued a card with photo ID and verification of address; parent need not be present. A checkout limit of two items will be placed on the card. A postcard will be mailed to the parent advising a card was issued to the young adult. Since they are under age 18, the parent is responsible for the account. Current policy: Minors must be able to sign their name to obtain a card. Proposed change: A card may be issued to a minor of any age; however, a parent must be present for minors under the age of 14. The Board suggested that "at library management discretion or with supervisor approval" be added to this change. Margo Walter made the motion to accept the proposed changes as recommended by staff. Seconded by Mary Berent, the motion carried unanimously. Action Plan (see attached): During a walk-about, Director Bumgarner outlined his Action Plan for improving, streamlining operations, and making the library more inviting to patrons of all ages. The action plan includes improvements to all areas of the library from circulation and reference service areas to adult, young adult and juvenile areas, and collections. Top priorities have been identified: • Move reference desk to a more visible area • Down size reference collection • Separate biographies to its own collection and use the reference area as a staging area • Weed fiction • Change picture book shelving to bins EXECUTIVE SESSION An executive session was not convened. Additional Items or Public Comment There were no additional items or public comment. Shared/EPL ADMIN/Board Minutes 9 July 2012 3 Selection if Next Meeting Date The next meeting of the EPL Board of Trustees will be 13 August 2012 at 7:00 PM in the Library Community Room. Adjournment There being no further business, President Germano adjourned the meeting at 9:58 pm. Respectfully Submitted, Terri T. Lenigan Administrative Assistant Motions: Borrower card procedures Staff development day Topics: Change of employee shifts New business cards FY 12/13 budget update Dress code change to allow Capri pants Magazine retention Staff development day Borrower card procedure change Director's Action Plan Shared/EPL ADMIN/Board Minutes 9 July 2012 4