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Minutes - 2013 - Eagle Public Library - 11/18/2013 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES November 18, 2013 Community Room Board President Maureen Germano called the Eagle Public Library Board of Trustees meeting to order at 7:04 pm. Present were Board Members Pete Dover, Christine Lodge, Terri Soelberg and Margo Walter (who arrived at 7:11). Also present were Library Director Steve Bumgarner and Assistant Library Director Janice Campbell. Approval of Agenda for November 18, 2013, Board of Trustees Meeting Library Director Bumgarner requested that the agenda be amended as follows: Sunday Hours be added after 3M sales agreement Coats for Kids be added after Sunday hours And Fiftieth Anniversary be added after Vocational training New Business Oath of Office be added above Public Use of Library Telephone Policy Board of Trustees Directory be added after Goals and Objectives Pete Dover made the motion to approve the agenda with amendments; seconded by Terri Soelberg, the agenda was unanimously approved. Approval of Minutes of October 7, 2013, Board of Trustees Meeting Walter made the motion to approve the minutes for the Septe holiday closure of City made the motion to approve the minutes for the October 7, 2013 meeting as amended; seconded by Pete Dover, the minutes were unanimously approved. Payment of Library Bills Christine Lodge made the motion to approve the bills for payment; seconded by Pete Dover, the bills were unanimously approved for payment. Due to the absence of a Friends representative, no report was given. Library Director Steve Bumgarner reported that the book sale held on October 18 and October 19 netted the Friends approximately $1,700. The Friends work with Book Scouter continues to be productive. Direc Circulation statistics reflect a busier October over the same month one year ago. October 2013 saw a fifteen percent increase in usage of library materials over the same period in 2012. October statistics highlights include: 12% increases in average daily circulation for the month of October at 1,096 compared to 953 a year ago), 50% increase in ebook circulation, 21% increase in patron traffic, and Programming attendance up by 69%. Eagle patrons downloaded 450 songs from Freegal. Library publicity materials for the month of October were distributed. In October, the Library was mentioned in: The Independent (program listings for the month). Along with all LYNX! Consortium libraries, Eagle received a Public Records Request from channel KIVI for all records from January 2012 to present in which patrons complained about books that appeared on any and all records pertaining to any patron complaint or challenge of any item during the same period. The City Attorney advised the Library to submit all records of the only complaint it received (about Kelly ŷĻ ‘ƚƒğƓ ‘ŷƚ IĻğƩķ /ƚƌƚƩ). The patron comp child may or may not checkout (not a library or a library staff member). The Library received, from the Idaho Commission for Libraries, the 2013 Library Law Manual. Board members were asked who would like printed copies; the Library will print copies as appropriate. On October 24, 2013, the Eagle Public Library hosted the second annual Horizon Users Group conference at the Library and City Hall. Over eighty LYNX! Consortium library staff members attended as did four representatives from Sirsi/Dynix (the supplier of t filled with numerous presentations and meetings all of which attendees found very informative. Eagle (the City and the Library) looked very good and staff heard positive comment after positive comment about the day. The sales agreement between the City and 3M is approved by the City Attorney and is ready for signature. As the agreement is between the City and 3M (not the Library and 3M), the agreement will be sent to City Hall to be placed on the consent agenda for the next City Council meeting (November 26). The after approval, the document will be signed by the Mayor and returned to 3M. The Meridian Library District will begin offering Sunday hours in January 2014. The Eagle Public Library is assisting the Eagle Chamber of Commerce as a collection point for coats for kids. During the past month, the Eagle Public Library worked with two occupational training programs. In both cases, the sponsoring organization sends an assigned trainer with the participant. The trainer stays with the participant the entire time, monitoring how well the participant works, follows directions, and gets along with their co-workers. In each case, very little staff time is involved. Finally, the Library will conclude its fiftieth year of service to the community with a special day-long event on Monday, December 9. From 9:00 am to about 11:00 am, and then from 3:00 pm to about 6:00 pm, the Library is inviting the community to stop by, listen to music, have a cookie or two and some coffee or punch, and share their library memories. Staff are working to create various ways to capture some the library memories which will then be made available to the public. A harpist and pianist will be here to provide music and staff will be stationed in the building to welcome guests. Then, as a special treat, at 11:30 am, the Eagle Elementary Honor Choir will be at the Library to perform. Library Liaison / City Hall Reports (City Councilman Mark Butler) Due to the absence of City Councilman Butler, no report was given. New Business Trustee Oath of Office Office. No instructions were included with the form and existing Board members do not recall signing the form. After discussion, it was decided that the form was not necessary. Public Use of Library Telephone Policy With the remodel of the Circulation Desk complete, and taking into account the change in both staff and patron use of the space, the telephone intended for patron use was removed. Over time, the phone became the personal phone of a few patrons they would spend far longer than the requested two- minute limit on the phone as they made a variety of personal business calls. At times, allowing patrons to place personal calls at a public service desk was disruptive to being able to provide other patrons with the customer service they needed to resolve library-related business. Patrons who need to place a call to ask for a ri the phone is to call for a ride and to keep the call limited to that. The staff is reminded to be flexible and to work with the patron as necessary, keeping in mind the proposed policy. Upon discussion of the proposed policy, the Board was asked to approve the Public Use of Library Telephone Policy. Pete Dover made the motion to approve the Public Use of Library Telephone Policy; seconded by Margo Walter, the Public Use of Library Telephone Policy was unanimously approved. Video Game Collection Amendment to the Collection Development Policy This was a frequently requested addition to the Library by its patrons, so to satisfy patron demand the Library began acquiring video games late in October. Staff members Megan Williamson (with assistance from David Hergenrather) purchased an initial collection of items. Through Sunday, November 17, 2013, seventy-five games) had a circulation of sixty-two (checked-out at Eagle; additional circulation occurred when the items were transferred for circulation to other libraries) for games; as such, at the request of the Library Director, Megan Williamson wrote a video game collection policy which the Library will incorporate into the Collection Development Policy. The proposed policy A brief discussion ensued about the evolution and future of DVDs and that as more companies begin to offer streaming and downloadble feature films to library patrons, DVD circulation will probably decline (likewise, as more game developers offer cloud-based gaming, circulation of game discs will likely decline). Upon discussion of the proposed video game collection amendment to the Collection Development Policy, the Board was asked to approve proposed amendment (with the above noted changes). Terri Soelberg made the motion to amend the Collection Development Policy with the addition of the Video Game Amendment to the Collection Development Policy; seconded by Christine Lodge, the amendment to the Collection Development Policy was unanimously approved. Food for Fines Food for fines during July of 2013 was a huge success, generating so much interest that the Food Bank made pickups at the Library daily. The average monthly collection in fines is $2,069. During July 2013, the amount collected was $1,675 \[in 2012, July collection was just over $1,900\]. While the amount of the fine collection dropped slightly, both organizations benefitted: the Food Bank with extra donations and the Library with many cards cleared. Other libraries are planning to participate with their local food banks; Meridian allows food for fines all year \[often while helping patrons who have fines, the Eagle by not offering food for fines all year, the Library potentially loses a patron so they can conduct part (if not all) of their future business at another library; Eagle should consider Food for Fines throughout the year\]. The Library is proposing to work again with the Eagle Community Food Bank this December and offer Food for Fines yet again, with the same limitations as this summer; the Board countered by offering to make Food for Fines a year-round program, with increased promotion during the summer and winter holiday periods. Upon discussion of the Food for Fines, the Board was asked to approve its proposal. Pete Dover made the motion to approve accepting food (or other non-perishables) for fines on a year- round basis with twice a-year promotion (for a maximum $50.00 waive), with all donations being collected for the Eagle Community Food Bank.; seconded by Christine Lodge, the authorization to conduct Food for Fines as outlined above was approved unanimously. Surplus List With the installation of the new checkout system, and while continuing to streamline and open access to all of the collection, the Library generated list of items to be surplused. Upon discussion of the items on the list, the Board was asked to approve the list. Terri Soelberg made the motion to recommend to City Council that all items listed on the surplus list be approved for surplus; seconded by Pete Dover, the recommend to City Council that all items listed on the surplus list be approved for surplus was approved unanimously. Job Descriptions At the request of the Board, Library Director presented updated job descriptions for all staff. All job descriptions should be submitted to the City Attorney before final adoption. President Maureen Germano suggested that the Board review the job descriptions prior to next Board meeting and bring their recommendations to the December meeting. Library Director Bumgarner reminded the Board that all job descriptions would then need to be reviewed by the City Attorney. Goals and Objectives At the request of the Board, the Goals and Objectives for Fiscal Year 2013-2014 were distributed by Library Director Bumgarner. The goals and objectives were developed in conjunction with, and monthly throughout the year to update progress on all goals and objectives. Board of Trustees directory The Eagle Public Library Board of Trustees FY 2013/2014 directory was distributed by Library Director Bumgarner. The Library Director asked the Board to check their individual entries and, if updates or corrections are needed, to so indicate on the sheet and return it to the Library Director. Corrections will be made and the directory redistributed to all Board members at the December meeting. Board of Trustees meeting dates for 2014 The preliminary The Eagle Public Library Board of Trustees Meeting Dates for 2014 was distributed by Library Director Bumgarner. The Library Director asked to Board to review the dates and approve the document (changing one incorrect reference from 2013 to 2014) so that the dates may be publicly published as required by Idaho Code. Pete Dover made the motion to accept the submitted dates for the 2014 Eagle Public Library Board of Trustees meetings; seconded by Terri Soelberg, the amended dates for the 2014 Eagle Public Library Board of Trustees meetings was approved unanimously. Additional Items or Public Comment President Maureen Germano suggested that new Board members (Christine Lodge and Terri Soelberg) be given a tour of the Library and meet staff. After brief discussion, it was decided that Board Members Lodge and Soelberg will attend the December 19 staff meeting, at which time they will meet staff members and then be given a tour of the facility). There were no additional items or public comment. Selection of Next Meeting Date The next regularly scheduled meeting is Monday, December 9, 2013, at 7:00 pm in the Eagle Public Adjournment There being no further business, President Germano adjourned the meeting at 8:33 pm. Respectfully submitted, Janice Campbell Assistant Library Director