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Minutes - 2016 - Eagle Public Library - 08/08/2016 - Regular pg. 1 Eagle Library Board of Trustees August 8, 2016 Meeting THE CITY OF EAGLE EAGLE LIBRARY BOARD Eagle City Hall, 660 E. Civic Lane August 8, 2016 7:00 P.M. 1. CALL TO ORDER: 7:00 PM 2. ROLL CALL: SOELBERG, ROGERS, MITCHELL, DOVER - all present; Steve BUMGARNER was present as well, and Steve reported that Naomi would not be with us. 3. ADDITIONS, DELETIONS OR MODIFICATIONS TO THE AGENDA Steve BUMGARNER deferred Use of Library Policy, 5.B, until the September Board meeting. Motion: Pete DOVER moved to approve the Agenda modified to defer the Use of Library Policy until the September Board meeting. Second: Jill Mitchell Approved: 4. APPROVAL OF MINUTES A. July 11, 2016 meeting B. July 18, 2016 special meeting Motion: Jill MITCHELL Second: Terri SOELBERG Approved: 5. CONSENT AGENDA A. Tutoring Policy: Annual policy review of Tutoring Policy. This policy was adopted on February 11, 2013. There are no proposed changes. Motion: Pete DOVER moved to approve the CONSENT AGENDA Second: Jill MITCHELL Approved: 6. Friends of the Library Report (Friends’ Board Representative) No Friends of the Library Representative was present; Steve reported that the Friends of the Library met days before the Board meeting but ‘reported nothing’. pg. 2 Eagle Library Board of Trustees August 8, 2016 Meeting 7. LIBRARY REPORT Circulation for July was the second busiest month ever! Circulation was up 6% over last year and for the year we’re up 11% over last year, about July 25th the library will bypass last year’s total circulation with another 5 weeks to go. Probably something around 380 – 385,000 items for the year. Request for proposals was reposted for the Materials Handling System due that Friday (August 12). The library has been very busy: Summer Reading Program is finishing up; maybe 550 kids in Summer Reading program finishing up their reading contracts with the Library. Family night will be Friday, August 12. Steve asked for volunteers for Family Night; it would be a big help, for they’re a little short. Jill MITCHELL volunteered. Circulation … is astounding! to be this far ahead this early is really nice. We’ve been there all this year! Everyone has worked really hard, and Board members complemented Steve and the Library Staff. 8. Library Liaison/City Hall Reports (Council member Preston) Naomi was not present, but she had given Steve three items: Budget Hearing the next Tuesday, August 16, at 6 PM, the Public Hearing on the Eagle Budget. Eagle Fun Days were well-received. Fireworks were well-received with a few citizen’s comments that the fireworks should be held on the 4th instead. The Library was quite busy during the event; they were surprised. 9. UNFINISHED BUSINESS Three people from the community who had applied expressing their interest in serving on the Eagle Library Board attended the Board meeting. Terri ‘opened the floor’ as a ‘Question and Answer’ session for the prospective Board members to make presentations about themselves and their backgrounds and interests in serving on pg. 3 Eagle Library Board of Trustees August 8, 2016 Meeting the Board and to ask questions of Board members. Pete laid out the formal process of consideration for Board membership: this meeting would be a chance to see all our Board members and chat with us; then there will be a more formal interview for candidates with one member of the Board; Steve; and the Mayor will meet with each candidate toward filling the current open position open the Eagle Library Board of Trustees. Another position will become open in October 2016 and another search will be conducted to fill it. Nikki Hyer, Hugo Leuteritz, and Danny Mortensen, applicants for the open Eagle Library Board position spoke to and asked questions of the Board. Their statements and questions can be found in the recording of the Board meeting on the City of Eagle site. The Mayor wants to know who on the Board will interview with Steve and the Mayor, and the interview will be scheduled accordingly. A. Photocopier lease: Proposal by NuQuo Group to enter in to agreement with the Eagle Library. President of NuQuo Group presented what their company does to the Board to serve their clients and how it does so to help serve photocopier users to assess their photocopier needs and companies who can serve their needs. They act as an intermediary helping users understand ways to get the best photocopier services and charges only 30% of the savings on photocopier services that are contracted. Motion: Second: Approved: B. Automated Materials Handling System Request for Proposals: update and request to schedule a special Board meeting during week of August 22, 2016 for approval of Selection Committee’s recommendation. Board agreed for a special Board meeting on August 23rd to consider the recommendation from the Selection Committee for the Automated Materials Handling System. 9. EXECUTIVE SESSION: pg. 4 Eagle Library Board of Trustees August 8, 2016 Meeting 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: Roll call: Everyone agreed to go into Executive Session 7:37 PM Motion: Second: Approved: 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. 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 Motion to Adjourn: 8:36 PM Approved: