Minutes - 2013 - Eagle Public Library - 05/13/2013 - Regular
EAGLE PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
13 May 2013
Board President Maureen Germano called the EPL Board of Trustees meeting to order at 7:04
p.m. Present were Board Members Mary Berent, Kathy Coburn, and Margo Walter. Pete Dover
was excused. Also present were Library Director Steve Bumgarner and Terri Lenigan,
Administrative Assistant.
Margo Walter made the motion to approve the agenda as presented; seconded by Mary Berent,
the agenda was unanimously approved.
Mary Berent made the motion to approve the minutes for the 15 April 2013 meeting as written;
seconded by Kathy Coburn, the minutes were unanimously approved.
Margo Walter made the motion to approve the bills for payment; seconded by Kathy Coburn, the
bills were unanimously approved for payment.
Friends of the Library Report (Board President)
Due to the absence of a Friends representative, Director Bumgarner reports that the proceeds
from the recent book sale were approximately $1500. The leftover books were to be shipped to
other non-profits. Due to the glut of older magazines that do not sell, the Friends have decided to
get out of the magazine business. Only very current issues will be kept for sale.
to be more economical than originally thought and may
impact the need for future large scale book sales.
- Circulation statistics: When compared to April of 2012, during April of 2013:
Gate count is up
New resident cards issued is up
Csubstantial 38%.
- RFID update: To date, two vendors, Bay Scan and Bibliotheca, have presented their
equipment.
- Seed inquiries: So far, 1,000 packets of seeds have been distributed. Patron response has
been excellent. Five to six new varieties, several heirlooms, become available each day. Our
resident master gardeners, Joan Spriggs, Nancy Kilfoyle, and Marilyn Eagleton, will be
meeting with the Commonwealth Seed Exchange to learn more about seed bank programs.
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- Eagle Community Foundation Grants: The Friends submitted four grant proposals to the
foundation:
Kindles available for circulation to patrons
Board game collection geared to the STEM curriculum
Laptop computers for a learning lab
Puppet collection geared toward early literacy
Grants have been awarded for the puppet collection and the circulating Kindles.
- PR appearances/calendar (handout): For your review, copies of the press releases for library
events.
Library Liaison/City Hall Reports (Councilman Butler)
Due to the absence of Councilman Butler, no report was given.
New Business
- Volunteer Opportunities: In conjunction with the Idaho Commission for Libraries, Eagle
Public Library will participate in a one year subscription to VolunteerMatch, a recruitment
website. Federal funds for this subscription are provided through the Library Sciences and
Technology Act.
Jeanie Comerford has been assigned as the EPL staff point of contact. As part of the
program, she will receive training focusing on volunteer engagement and effective use of
volunteers. This training will enable Ms. Comerford to create and post volunteer job
descriptions and train and coordinate all volunteer recruits.
Mary Berent made the motion to engage in the VolunteerMatch contract with Idaho
Commission for Libraries to participate in the Volunteer pilot program. Seconded by Kathy
Coburn, the motion carried unanimously.
- Policies: Upon review, the following changes were made to the By-Laws and Policy
Manual:
By-laws No changes were made to the current by-laws.
Policy - I. General Objectives: Per discussion, the Board determined this section to be too
general in scope and not meaningful to a policy manual. Objectives should be stated inthe
Strategic Plan.
Policy - II. Board of Trustees: Per discussion, the following changes were made:
Revise paragraph one, sentence one
in accord with adopted by-
Revise paragraph four to Trustees shall be aware of their responsibilities and obligations
to the community and the Library, as outlined in the adopted by-
shall uphold their oath and fulfill said responsibilities and obligations at all times.
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Maureen Germano made the motion to strike Section I. General Objectives and edit Section
II. Board of Trustees, as discussed. Mary Berent seconded the motion which carried
unanimously.
Policy V. Use of the Library: Section E. Rules of Conduct while inside the Eagle Public
Library: Per , (see
attached),
Policy III. Personnel and Employee and Volunteer Dress Standards are scheduled for review
at the next Board meeting.
- Open Access: As part of the LYNX Consortium agreement, member Libraries agree to
provide lending services to the patrons of each Library, as if the patron were a resident of the
jurisdiction. When any Library provides more than 10 percent of its total lending to the patrons
of another Library, the lending Library is entitled to compensation. The amount of compensation
is to be negotiated with the Library jurisdiction representing the borrowing patrons. Initially, the
negotiated formula was by circulation. Using this formula, the re-imbursement from BPL and
ACL represented a substantial portion of our material budgets. Reimbursement from BPL alone
was approximately $100,000. However, the formula has been revised, reducing the
compensation to a minimal amount. This year, per the new formula, BPL reimbursement will
amount to approximately $400.
This policy has created ill-will between the Library Directors and some City Councils.Due
to annexation, branch library development, and dwindling tax dollars, the reimbursement
amount continues to decrease. Some Directors, including EPL Director Bumgarner, contend
that providing lending services to all Library patrons should be the cost of doing business and
recommend terminating reimbursement. Maureen Germano made the motion that Director
Bumgarner may advise member libraries that EPL does not want to participate in the open
access reimbursement formula. Seconded by Mary Berent, the motion carried unanimously.
- Preliminary Budget FT 2013/14 (see handout): Director Bumgarner gave a line by line
explanation of the proposed FY 2013/14 budget, which includes a modest increase of
$132,073 from the FY 2012/13 budget. The Board endorses this proposed budget.
Executive Session
At 8:51 p.m., President Maureen Germano convened an executive session to discuss personnel
issues. The session adjourned at 9:41 p.m.
Additional Items or Public Comment
There were no additional items for discussion.
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Selection of Next Meeting Date
The next meeting of the EPL Board of Trustees will be 10 June 2013 at 7:00 p.m. at City Hall in
the Liberty Room.
Adjournment
There being no further business, President Germano adjourned the meeting at 9:45 p. m.
Respectfully Submitted,
Terri T. Lenigan
Administrative Assistant
Motions:
Participate in VolunteerMatch
By-Laws and Policy Manual: Strike Section I. General Objectives and edit Section II.
Board of Trustees
Cease participation in Open Access reimbursement
Topics:
RFID Vendor presentations Bay Scan and Bibliotheca
Seed collection update
Eagle Community Fund grants
VolunteerMatch
Policy review/revise
Open Access
Preliminary FY 2013/14 budget
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