Minutes - 2016 - Eagle Public Library - 01/11/2016 - Regular
Minutes
Eagle Library Board of Trustees Meeting
January 11, 2016
1. CALL TO ORDER Time:
Christine Lodge called meeting to order by at 07:00 PM (19:00)
2. ROLL CALL: LODGE, SOELBERG, ROGERS, MITCHELL, DOVER
Present: All Absent: 0
3. ADDITIONS, DELETIONS OR MODIFICATIONS TO THE AGENDA
No additions, deletions, or modifications of the Agenda.
Motion to approve: Lodge Second: Dover Approved.
4. APPROVAL OF MINUTES: A. December 7, 2015 minutes
Discussion of problems about taking minutes, e.g., who moved
and who seconded, and suggestions regarding how to do this were
made to help make an accurate record that we want.
Lodge asserted that approval of December Minutes would be
deferred to February meeting in light of these problems.
5. APPROVAL OF BILLS
Discussion of expenses: Soelberg asked about December
bills; Bumgarner clarified: book bags expense; recruitment
expenses mentioned in answer. Discussion of balance sheet
procedure - security system bill was higher than anticipated and
processing supplies, e.g., routine expenses - book jackets, ID
tags, genre labels, etc., economizing stocking made easier and
time taken to track, purchase lessened.
Motion to approve: Rogers Second: Mitchell Approved
Њ aźƓǒƷĻƭ ŅƚƩ WğƓǒğƩǤ ЊЊͲ ЋЉЊЏ 9ğŭƌĻ \[źĬƩğƩǤ .ƚğƩķ ƚŅ ƩǒƭƷĻĻƭ aĻĻƷźƓŭ
6. REPORTS:
A.
Representative):
Lodge noted no representative or Report from Friends of
the Library. Bumgarner explained the next Friends Book
Sale will be May 13-14, 2016, a Friday and Saturday. At
their January meeting, Friends authorized start-up funds
for two special collections, i.e., adaptive toys and
ementia toys or manipulatives - goes along
with bi-focal kits useful for program visits to Nursing
Homes. Adaptive toys are of interest to some persons with
disabilities, stimulates and keeps them alert; nice and
very popular in many libraries.
B.
Circulation up 14½% over last year, up over 13,000
items over last year really, really good! Programming
was down a little for the month - kind of flat overall.
Gate count was up.
The conference room expansion was completed in mid-
December, almost twice the size, a very nice room now -
furniture actually fits.
Eagle Library has been selected as one of the
libraries for the state. This year we have people going to
this program at the Idaho Commission for Libraries which
focuses on providing or aking technology
programs for teens and tweens. After staff receive the
training and after we receive whatever the state provides
as resources, we will use the conference room as a place
for a weekly Make It program space where people can do 3-
D printing and use whatever else d with this
grantto benefit the
citizens of Eagle. We received the grant, and we have
staff who are anxious to work with this program. Training
will go on in February and May at the Idaho Commission for
Libraries. Centennial High School, Meridian, Caldwell, Ada
and other libraries are involved in this program.
Ћ aźƓǒƷĻƭ ŅƚƩ WğƓǒğƩǤ ЊЊͲ ЋЉЊЏ 9ğŭƌĻ \[źĬƩğƩǤ .ƚğƩķ ƚŅ ƩǒƭƷĻĻƭ aĻĻƷźƓŭ
Some program numbers have gone down, maybe programming
had become repetitive which may have led to decline. New
staff have some good, new ideas and they will probably help
develop new programs.
Staff Development Day. Library was closed for this;
over the past few months Carol and Megan have been working
toward training for competencies for staff to work on
completing whatever portions of competencies, e.g., matters
of circulation; basic technology; E-mail; how to open
files; how to pull up reports in the catalog, etc. Basic
competencies have been broken them into broad categories -
modules self-paced to complete, report, show progress,
and staff are expected to know the competency.
Once a month we have staff meetings; in a recent staff
meeting going through Disney, Be Our Guest book about
public service for guests; we discussed the competencies
instead. The meetings are for all staff; the competencies
are mandatory, so everybody comes.
C. Library Liaison / City Hall Reports (Councilman, now Mayor
Ridgeway)
Stan reported the newly elected Council would be sworn
in the next day, January 12. The old Council will conclude
their unfinished business; then the swearing-ins will take
place. The Council will recognize the 7 (seven) former
mayors still around and have a recess afterward to take
photographs for Council Chamber walls with a short agenda
afterward.
State of the City address will be 11:30 AM, February 9
at the Eagle Nazarene Church. Stan has asked Department
Heads to help with the address and give a briefing of their
departments. All City employees will be there for State of
The City address and their Department Heads will introduce
their employees.
entire City staff.
Stan mentioned that Naomi Preston has requested be the
liaison for the Eagle Library to be voted on in the Council
Meeting tomorrow; he said that they are going to try to
Ќ aźƓǒƷĻƭ ŅƚƩ WğƓǒğƩǤ ЊЊͲ ЋЉЊЏ 9ğŭƌĻ \[źĬƩğƩǤ .ƚğƩķ ƚŅ ƩǒƭƷĻĻƭ aĻĻƷźƓŭ
have an alternates for each liaison so someone should
always be with us at our meetings.
7. OLD BUSINESS
A. Little Libraries update
Mitchell spoke with Natalie Nation of the Meridian Library
about a Little Free Library. Their first round was built by
community members; Natalie went to Home Depot and they donated
materials: It was awesome but very laborious. Secondly they
advertised on the Meridian Library website to suggest building
Little Free Library as an Eagle Scout project; something we
could do via our website. She found addresses by soliciting via
their website; asked respondents to agree to terms to host the
Little Free Library; to keep it stocked; state why they wanted
it at the location they wanted; and asked them to buy the plaque
from the Little Free Libraries website and get it registered.
Little Free Libraries has a website. Natalie mapped locations
least served by libraries and less affluent and contacted the
chosen recipients. Stocked with
to be checked out. Little Free Library can be stocked with
books culled from the Library collection or books from Friends
The Little Free Libraries website is at
http://littlefreelibrary.org/. Mitchel invited questions.
B. Foundation update
Soelberg contacted Garden City Library and tried to focus
on what the process involves to set-up a Foundation in terms of
cost and effort and what it takes as a minimum to run it on a
yearly basis. Terri thanks Dee, Sherry, and Jody of the Garden
City Library Foundation with whom she met in person who were
very generous with their time to learn what lessons we can learn
from their experience and what to avoid along the way. Terri
distributed some notes. To form a Foundation you need to choose
a name, you need a minimum of three Board members at time of
filing for a certificate of incorporation which costs about $30;
develop a Mission and Vision statement aligned with the Library
and what it wants to accomplish through having a Foundation,
e.g., Capital Campaign, larger programming support, etc.;
establish some By-Laws and Board Policies; apply for Employee ID
number which you need for a Non-Profit corporation; open a bank
account; and apply for a Federal Tax exemption which can take
Ѝ aźƓǒƷĻƭ ŅƚƩ WğƓǒğƩǤ ЊЊͲ ЋЉЊЏ 9ğŭƌĻ \[źĬƩğƩǤ .ƚğƩķ ƚŅ ƩǒƭƷĻĻƭ aĻĻƷźƓŭ
the longest time in the set-up process. For gross receipts in
the last four years of up to $10,000 it costs about $400 to
file. So to set-up a library Foundation would cost about $430
for what we look to do if the Board choses to move forward. For
operating expenses a Liability Insurance policy to indemnify
Board members would be about $1,000 plus any event riders and
accounting costs - unless you can find a Board member or local
business partner to provide that for the Foundation for $150 to
provide monthly statements and filings required.
Terri provided this discussion and notes for us to consider
what we want to do regarding establishing a Foundation what it
will require of the Eagle Library Board and what we can expect
regarding costs and following costs to move forward. Discussion
of what it would take to get going and continue. Garden City
Foundation members provided resources to pursue a Foundation and
gave examples of what Garden City has followed and accomplished.
C. By-Laws: Annual review of the By-Laws Policy.
th
January 11 Christine sent everyone a draft of proposed By-
Laws she word-smithed from two of our previous policy documents,
-
from Idaho Library Laws. We talked last time around combining
the two Board policies for discussion and consideration.
Discussion of possible changes to be included considered,
e.g., to fill a vacancy on the Board of Trustees is open to the
public, Notice of Special Meetings, and duties of officers, etc.
Decided to table until the next meeting.
8. NEW BUSINESS:
A. Code of Conduct Policy: Annual review of the Code of
Conduct Policy.
Staff wants in all policies
Going ahead into the next year in keeping with our competencies
and public service . And want to add
line about
allow staff to go up to guests to let them know their conduct is
considered unacceptable. Also add vaping among items proscribed
with smoking, etc. proscribed.
Ў aźƓǒƷĻƭ ŅƚƩ WğƓǒğƩǤ ЊЊͲ ЋЉЊЏ 9ğŭƌĻ \[źĬƩğƩǤ .ƚğƩķ ƚŅ ƩǒƭƷĻĻƭ aĻĻƷźƓŭ
Motion to approve: Dover Second: Soelberg Approved
B. Computer Use Policy: Annual review of Computer Use Policy.
Staff recommends eliminating charging $1.00 for temporary
use pass.
Staff proposed to and drop the
fines charged for a guest pass to use computers in hopes guests
will get a library card. Arguments raised by guests when fines
were raised. Pros and cons were discussed in regard to dropping
fines, and some suggestions were raised, e.g., food for fines
reading instead. Asked Steve to find outstanding fines, losses
of materials, etc. However, we decided to take steps staff
recommend.
Motion to approve: Soelberg Second: Dover Approved
C. Fines and Fees Schedule: Update Schedule to reflect
Christine proposed motion that we update the Fine and Fee
Schedule in keeping with our immediately previous discussion of
the current Fines and Fees Schedule and consequent problems the
current policy raises for library staff.
Motion to approve: Lodge Second: Mitchell Approved
9. EXECUTIVE SESSION: Executive Session: 74-206. Executive
sessions -- When authorized. (1) An executive session at which
members of the public are excluded may be held, but only for the
purposes and only in the manner set forth in this section. The
motion to go into executive session shall identify the specific
subsections of this section that authorize the executive
session. There shall be a roll call vote on the motion and the
vote shall be recorded in the minutes. An executive session
shall be authorized by a two-thirds (2/3) vote of the governing
body.
An executive session may be held: 74-206 (1) (a) To consider
hiring a public officer, employee, staff member or individual
agent, wherein the respective qualities of individuals are to be
evaluated in order to fill a particular vacancy or need. This
paragraph does not apply to filling a vacancy in an elective
office or deliberations about staffing needs in general.
Џ aźƓǒƷĻƭ ŅƚƩ WğƓǒğƩǤ ЊЊͲ ЋЉЊЏ 9ğŭƌĻ \[źĬƩğƩǤ .ƚğƩķ ƚŅ ƩǒƭƷĻĻƭ aĻĻƷźƓŭ
74-206 (1) (b) To consider the evaluation, dismissal or
disciplining of, or to hear complaints or charges brought
against, a public officer, employee, staff member or individual
agent, or public school student.
Christine moved that we go into Executive Session.
Motion: Lodge Second: Dover Approved
10. ADJOURNMENT 9:02 (21:02)
А aźƓǒƷĻƭ ŅƚƩ WğƓǒğƩǤ ЊЊͲ ЋЉЊЏ 9ğŭƌĻ \[źĬƩğƩǤ .ƚğƩķ ƚŅ ƩǒƭƷĻĻƭ aĻĻƷźƓŭ