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Minutes - 2012 - Eagle Public Library - 09/10/2012 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES 10 September 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 Mary Berent, Margo Walter,Nancy Marshall, and Pete Dover arrived at 7:10 p.m. Also present were Library Director Steve Bumgarner, Janice Campbell, Assistant Library Director, Jeanie Comerford, Operations Manager, and Terri Lenigan, Administrative Assistant. Pete Dover made the motion to approve the agenda as presented; seconded by Mary Berent, the agenda was unanimously approved. Margo Walter made the motion to approve the minutes for the 13 August 2012 meeting as written; seconded by Mary Berent, 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' Board Representative) Due to the absence of a Friends representative, Director Bumgarner reported on the upcoming sale and disposition of the withdrawn library books. The Friends have concluded that they are overwhelmed by the volume of discarded books. They have decided to contract with Better World Books to dispose the withdrawn Library items. Director's Report Statistical reports (handout): Circulation is down 6% from last year. However, during the last few months, the rate of decline is slowing. Library Liaison/City Hall Reports (Councilman Butler) Due to the absence of Councilman Butler, no report was given. Unfinished Business FY 12/13 budget—update: The reduction in force removing the Youth Services Librarian position took place on Thursday, 6 September. City Attorney Susan Buxton was present. Staff members were informed at a special staff meeting on Friday morning. The Council has voted to place $60,000 in our RFID fund. Almost $100,000 has been set aside to achieve conversion to RFID technology. The next step is to prepare and send an RFP, Request for Proposal, to appropriate companies. Shared/EPL ADMIN/Board Minutes 13 August 2012 Action Plan—update: Weeding: Adult non-fiction, Adult fiction, and Biographies are complete Media to be re-arranged Youth to follow New Calendar: Cathy Hardy is responsible for developing a new calendar of Library news and events. She will disseminate this information to the newspapers and possibly schools. Staff Competency: All staff members will be cross-trained in all library tasks, concentrating on computer and e-reader technologies. RFID conversion: With the $60,000 addition to the fund, the project can proceed in a timelier manner. Staff evaluations: To qualify for the 5%pay reinstatement, staff evaluations will be completed by 1 October 2012. Internet Policy revision (handout): At the previous meeting, the Board requested staff present a recommended Internet policy as mandated by Idaho law to take effect 1 October 2012. Upon presentation and discussion, Pete Dover made the motion to accept the new policy as written. Seconded by Mary Berent, the motion carried unanimously. City Code for public library (handout): At the previous meeting,the Board requested staff present recommended changes to correct errors in the city code. Upon presentation and discussion, Mary Berent made the motion to accept the changes and send to Council to correct the city ordinance. Seconded by Pete Dover, the motion carried unanimously. Search for new Board member—update (handout): Notices have been posted in the Library, City Hall, and Senior Center. In addition, a press release has been sent to all the local newspapers. The Board has suggested that we post flyers in Albertsons, Fred Meyer, and other local businesses. New Business Staff fines: At a regular staff meeting, the question was asked if staff could be excused from paying fines. After discussing, the Board concluded that staff should be treated like any other patron and be responsible for returning library items on time. Staff should follow Library rules and pay fines for overdue items. Margo Walter made the motion staff members are patrons and are responsible to pay fines and other library fees, as applicable. Seconded by Mary Berent, the motion carried unanimously. Review Tutor policy: Discussion of this item has been postponed for the next Board meeting. Holiday hours (handout): The Mayor has announced holiday hours for Thanksgiving, Christmas, and New Years. The staff would like permission to follow the city schedule and close as follows: Thanksgiving: Thursday,November 22, 2012 Friday, November, 23 2012 Note: Open on Saturday, November 24, 2012 Shared/EPL ADMIN/Board Minutes 13 August 2012 2 Christmas Eve: Monday, December 24, 2012 Christmas Day: Tuesday, December 25, 2012 New Year's Eve: Monday, December 31, 2012 New Year's Say: Tuesday, January 1, 2013 After discussion, Mary Berent made the motion to adopt the City holiday closure schedule. Seconded by Pete Dover, the motion carried unanimously. Extended hours: As a thank you to the Council and the Community for the $60,000 addition to the RFID fund, staff would like to extend Library hours as follows: Monday: Remain open until 8:00 p.m. Saturday: Open at 9:00 a.m. After discussion, Margo Walter made the motion to change Library hours as proposed. Seconded by Pete Dover, the motion carried unanimously. Logo: Staff recommended the "blue eagle" logo and the Board concurs. Maureen Germano made the motion to adopt the "blue eagle" logo. Seconded by Margo Walter, the motion carried unanimously. Additional Items or Public Comment Reception: A reception for Nancy Marshall will be held on Thursday, 27 September 2012 from 1:00 p.m. in the Community Room. In addition to Staff, the Mayor, City Council, and other City Staff are invited. Selection if Next Meeting Date The next meeting of the EPL Board of Trustees will be 8 October 2012 at 7:00 p.m. in the Library Community Room. Adjournment There being no further business, President Germano adjourned the meeting at 8:50 pm. Respectfully Submitted, Terri T. Lenigan Administrative Assistant Shared/EPL ADMIN/Board Minutes 13 August 2012 3 Motions: Internet Policy accepted City Code revision accepted Staff responsible for fines Holiday hours accepted Extended Library hours Logo accepted Topics: Friends' fall book sale—update Disposition of withdrawn books by Better World Books RIF—6 September 2012 RFID fund Action Plan—update Internet Policy accepted by Board City Code revision Board Member search—update Staff fines Holiday hours Extended Library hours Logo accepted by Board Reception for Nancy Marshall Shared/EPL ADMIN/Board Minutes 13 August 2012 4