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Minutes - 2015 - Eagle Public Library - 09/14/2015 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES Minutes September 14, 2015 7:00 p.m. Community Room 1. CALL TO ORDER- President Dover called the meeting to order at 7:02pm 2. ROLL CALL: DOVER, LODGE, SOELBERG, ROGERS Dover, Lodge, and Soelberg were present. Rogers was absent. Library Director Bumgarner and Councilman Ridgeway were also present. 3. ADDITIONS, DELETIONS OR MODIFICATIONS TO THE AGENDA Modifications: Amended agenda, correction to change in amount of non-resident senior fee 1st: Dover 2nd: Soelberg Unanimously carried 4. APPROVAL OF AUGUST 10, 2015 MINUTES: 1st: Dover 2nd: Lodge Unanimously carried 5. APPROVAL OF BILLS Questions: Travel and meetings cost of ~$4k will actually be coded correctly to adult books, materials and supplies 1st: Lodge 2nd: Dover Unanimously carried 6. REPORTS: A. - No representative was present. B. Circulation for the month of August increased by nearly 16% over the same period in 2014. For the first eleven months of the year, circulation increased by 7.3 % over the same period in 2014. Passed the busiest previous year 2008 the first week of the month. Selected circulation highlights for August include: 596 board games were checked out (140 were checked out in August 2014) 3,865 children's picture books were checked out (2,069 were checked out in August 2014). Program attendance increased by 15%, from 1,733 in August 2014 to 1,998 in August, 2015. Gate count increased by 14.3%, from 12,371 in August 2014 to 14,145 in August 2015. On August 7, the Library hosted the end of the Summer Reading Program, with approximately 800 guests. Everyone had a good time. Staff participated in the vendor presentations and scoring meetings with the LYNX! Consortium ILS (catalog) committee. The Committee's recommendation should be made in mid-September and the bid will be awarded later in the month. Vendor for library catalog should be announced within the next week. grade engaged in reading. C. Library Liaison / City Hall Reports (Councilman Ridgeway) Comprehensive plan review. Active seniors are invited for a plan meeting this Thursday at the Senior Center. This Saturday will also be a car show that will be a fundraiser from 10am-2pm to provide scholarships for kids whose families cannot afford to pay for Recreation programs. 7. OLD BUSINESS A. Board Vacancy One week from tomorrow, the City council will meet to vote on Board candidate. 8. NEW BUSINESS: A. Board of Trustees Directory: Annual review of directory information. Staff is requesting that Board members review and direct changes/corrections to the Director. Lodge requested that the number listed for her on the directory should be noted as her cell phone, not home number. B. City of Eagle Comprehensive Plan Citizen Program Plan Update will hold citizen comment programs around the city for various focus groups. The Library is hosting one such program, with the hope the members of the Board of Trustees, the Friends of the Eagle Public Library, and Library staff will be able to attend. The meeting is scheduled for Wednesday, September 16, 2015, at 7:00 pm. ƷŷƭƷ ŷźƭ ƒĻĻƷźƓŭ ŷğƭ ĬĻĻƓ ƒƚǝĻķ ŅƩƚƒ Ʒŷźƭ ‘ĻķƓĻƭķğǤͲ {ĻƦƷĻƒĬĻƩ ЊЏ Ʒƚ ƓĻǣƷ aƚƓķğǤͲ {ĻƦƷĻƒĬĻƩ ЋЊ ğƷ АƦƒ͵ C. Unique Collection Agency Update: Currently, guest accounts with fine balances of $25.00 or more, and guest accounts with lost items are sent to the collection agency. Each account referred to Unique costs the Library $8.95, which is passed on to the guest. Staff is recommending to send only accounts with lost or damaged items to collection; accounts with fines only would not be sent. People with fines on their card have returned the items and are more likely to pay, without being sent to collections. Fees on accounts sent to collections are high and eat away the recovered fines in addition to causing unfavorable feelings towards the Library. For items that are out longer than 30 days, items are assumed to be lost or damaged. Those are the accounts would continue to be sent for collections. D. Fines and Fees Schedule: Annual review of the Fines and Fees Schedule. Staff is recommending that the proposal be accepted with the increase in annual Non-Resident library account fee (from $47.50 to $56.00) and increase in annual Senior Non-Resident fee (from $12.00 to $14.00). This schedule also codifies replacement costs for the various newer collections. Addition: Add information about collections process to this schedule. Lost and overdue items will still be sent to collections. Overdue fines will no longer be sent to collections. Suggestion to improve: separate out the fees for use versus the fines for items lost or damaged. Motion to approve the fine and fee amounts. Clarify 'cost' to be the cost to replace item (making sure it is in line with Lynx Consortium Agreement), not original purchase price. Formatting will be improved. 1st: Dover 2nd: Lodge Unanimously carried E. Strategic Plan Update: Annual review of the Strategic Plan and the activities connected to the goals. Staff is requesting adoption of this update. Activities to support the strategic plan are moving forward with positive progress. Director Bumgarner will share the updated version showing progress on the website. F. Technology Plan Update: ected to the goals. Staff is requesting adoption of this update. This plan has been updated from 2015-2020, to a period from 2015-2021 (1 year addition). Activities have been changed to incorporate the extra year for planning purposes. 1st: Soelberg 2nd: Lodge Unanimously carried G. Volunteer Policy: Annual review of the Volunteer Policy. This policy was adopted on March 11, 2013. There are no staff proposed changes to the policy. Reaffirmed 1st: Dover nd 2: Lodge Unanimously carried H. Own-a-Day Program: Staff is seeking input regarding the creation of a fund-raising campaign to fund facilities. The program is closely based on the successful implementation of an Own-a-Day campaign in Williamsport, Pennsylvania. Concept at: http://tinyurl.com/ovg82ww After discussion, the Board agreed that this is an interesting idea to pursue. Further discussion will occur about ways to engage the local business community in this or other supportive initiatives. activities. Currently, these funds would not be tax-deductible for patrons as the Library is not set up as a non-profit. Further discussion occurred around the idea of pursuing the establishment of a Foundation tied to the Library, as other locations have. Lodge will ask another community member with expertise for information about how to do this. I: Idaho Library Law Manual: the 2015 edition is now available online. It can be accessed at: http://libraries.idaho.gov/node/9175. Board members who would like a copy printed should contact the Library Director. Information updated and resource is available. J. Hours of Operation Policy: Annual review of Hours of Operation Policy with modification for Sunday hours. Staff is requesting that the policy be modified to allow Sunday hours to begin October 4, 2015. This will implement the strategic plan of adding Sunday hours year round, not just during school year. This will make it a consistent expectation among patrons. 1st: Dover 2nd: Soelberg Unanimously carried K. Nominations for Board Officers: Nomination for Board Officers for Fiscal Year 2015/16. In line with term lengths and Board succession planning, Lodge was nominated for Board President. Soelberg was nominated for Vice President/President Elect. Rogers was nominated as Secretary. Dover will move into the role as immediate Past President and active board member. Voting on nominations will occur during the October meeting. 1st: Dover 2nd: Lodge Unanimously carried Library Director Bumgarner introduced a final idea about holding a mini- golf event within the Library next year. Based on discussion about how to engage Eagle businesses to support the Library, Bumgarner will pursue possible opportunities for corporate sponsorship of a hole. ADJOURNMENT: President Dover adjourned the meeting at 8:09pm. Respectfully submitted, Terri Soelberg, Board Secretary