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Minutes - 2016 - Eagle Public Library - 02/08/2016 - RegularEagle Library Board of Trustees MINUTES February 8, 2016 1. CALL TO ORDER: 2. ROLL CALL: All present Time: 7:00 3. ADDITIONS, DELETIONS OR MODIFICATIONS TO THE AGENDA: Additions: 1) Consideration of New Comprehensive Plan under New Business, and 2) reconsideration of December Minutes under Minutes Motion to modify Agenda: LODGE; Second: DOVER; Action: Approved 4. APPROVAL OF MINUTES: A. December Minutes Motion: ROGERS; Second: MITCHEL; Action: Approved B. January 11, 2016 Minutes Motion: LODGE; Second: DOVER; Action: Approved C. February 4, 2016 Motion: DOVER; Second: MITCHEL; Action: Approved 5. APPROVAL OF BILLS: Steve answered question about furniture, i.e., end panels, and said everything else very routine. Motion: DOVER; Second: SOELBERG; Action: Approved 6. REPORTS: A. Friends of the Library Report (No Friends' Board Representative present) February 8, 2016 Eagle Library Board of Trustees MINUTES Steve said he expects they will have a Book Sale in May. Historic photographs purchased by Friends of the Library are up - Steve remarked they look nice! They are sponsoring `Memory Care' materials - Alzheimer's / Dementia manipulatives Memory Assist Materials are out for the Library and have seen far more usage than anyone would have thought. B. Director's Report Circulation for January up -6% over last year, 31,400 items went out. Digital materials increased over 45% over last year, and gate count went up 4.2% over last year. For the first four months of the year (October, November, December, January) we are up 13,000 items over last year which is `huge', but Program Attendance is down maybe because of staff changes with Janice retiring and new people starting, it always happens. Sunday circulation is about a 1,000 a month taking some of the pressure off Monday. Sunday hours appear to provide a place to go, a place to be and use the computers, etc. People that come in are happy with it. Working on Profiles for Catalog Replacement (probably live in May) then they start mapping and migrating all the data from the old catalog to the new one. Janice Retired January 29th and Carol and Meagan are continuing to work on the Customer Service training we're going through in our Staff Meetings. Steve explained part of the Children's Programming decline is due to new staff finding their way and what community wants and repetitive nature of some of the programs, that they will learn as they go. Director's Report treated extensive Report of borrower fines for library materials including lists and charts, and this lead to an extended discussion of details of the Report. The current fine structure accumulates fines up to $10 when the patron's Library card is suspended, i.e., `blocked' to use. Steve went on to discuss complexities of the records and how they are generated and resolved. Steve expressed that the pursuit and collection of fines is burdensome and troublesome for staff and seeks direction and consideration of alternatives. At one point he said that some Libraries don't charge fines - a policy he would prefer - and the benefits and costs of that policy. 2 February 8, 2016 Eagle Library Board of Trustees MINUTES This lead to extended discussion of options, e.g., food bank donations - `food for fines', `pay to read', etc., in relation to possible consequences of the current fines policy - bad or hostile public relations, etc. - and what is recommended the Library should do concerning extensive fines, including modification or ending fines or finding other measures to substitute in place of fines. Limitations of the present Library systems were a part of the discussion of options, but Polaris may give provide some mitigation options when working. Steve will put together a proposal - with pros and cons -in regard to ending fines for our consideration. C. Library Liaison / City Hall Reports (Councilmember Preston) Councilmember Preston discussed some of what is happening in the City and the State of the City Meeting the next day at the Nazarene Church at 11:30 to introduce all City Departments and Employees, and she encouraged everyone to attend. City Council had a good meeting with ACHD Commissioners and discussed City preferences for downtown intersections and Beacon Light and connectivity issues. Pleased to be with us as Eagle City Council's liaison with/to the Library. 7. OLD BUSINESS: A. Little Free Libraries update by Jill Mitchel Jill explained that for the Meridian Library the Little Free Libraries were separate from the Library - no Meridian Library staff directly involved. You Register with Little Free Libraries; a Meridian Eagle Scout project developed theirs as reported last month, but there are various facilities, e.g., an old refrigerator, etc., and various support organizations with honor systems, no fines, and no check-out. The Little Free Libraries presents all sorts of ideas. Jill recommends that we need to find support different from Library staff, and recommended siting where access to the Library is a problem. B. Foundation update 3 February 8, 2016 Eagle Library Board of Trustees MINUTES Terri awaits direction from the Board or Library in regard to purposes for a Library Foundation. Need minimum of three persons in State of Idaho to form a Non -Profit. Expansion of the Library building was discussed - this needs to be done, for there is no room to spare for the growing collection and materials. Steve said that we're at capacity: "we're done; there's no where to go". Problems in regard to expansion were discussed, and where to expand is not clear, e.g., come out side of building toward parking lot. So a capital campaign to expand the building is needed appropriate for a Library Foundation. Preliminary next steps toward meeting the Eagle Library's expansion needs were discussed. Motion for Terri to continue: MITCHELL; Second: ROGERS; Action: Approved C. Bylaws: Annual review of the Bylaws Policy. Motion: LODGE; Second: MITCHEL; Action: Approved 8. NEW BUSINESS: A. Donation Policy: Annual review of the Donation Policy. Motion: MITCHEL; Second: SOELBERG; Action: Approved B. Distribution of Free Materials: Annual review of Distribution of Free Materials Policy. Motion: SOELBERG; Second: DOVER; Action: Approved C. New Comprehensive Plan Discussion of what was known of the Eagle Comprehensive Plan the City would like a Library Board Member to participate over some 17 months. Jill Mitchel expressed interest and we will pursue what is expected and see whether a second Board member might be permitted to help or back-up participation D. Ada Community Library Drop Box at North Star Charter Steve presented and Board approved location of Ada Community Library Drop Box at North Star Charter School. 4 February 8, 2016 Eagle Library Board of Trustees MINUTES 9 . ADJOURNMENT: Motion: SOELBERG; Second: DOVER; Action: 8:37 PM Approved February 8, 2016 Eagle Library Board of Trustees MINUTES