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Minutes - 2016 - Eagle Public Library - 09/12/2016 - Regular MINUTES Eagle Library Board Eagle City Hall, Eagle, Idaho 83616 September 12, 2016 1. CALL TO ORDER 7:00 2. ROLL CALL: SOELBERG, ROGERS, MITCHELL, DOVER, HYER Council woman Naomi Preston present. 3. ADDITIONS, DELETIONS OR MODIFICATIONS TO THE AGENDA Steve gave modified titles of policies 7a and 7b Moved: Dover Second: Mitchell Approved: Yes 4. CONSENT AGENDA A. Hours of Operation Policy: Annual policy review of Hours of Operation Policy. This policy was adopted on February 10, 2014. There are no proposed changes. B. Volunteer Policy: Annual policy review of Volunteer Policy. This policy was adopted on February 11, 2013. There are no proposed changes. C. Technology Plan Update: Annual review of Technology Plan. The plan was adopted on July 13, 2015 and last modified on September 14, 2016. Updates are indicated in the plan in red. D. Minutes for August 8, 2016 meeting and August 22, 2016 special meeting E. Approval of Bills Consent Agenda moved to be accepted: Dover Second: Mitchell Approved: Yes 5. REPORTS A. Friends of the Library Report (Friends’ Board Representative) No Friends representative with us but Steve reported that the Friend’s Book Sale is coming up in October, typically at Columbus Day. B. Director’s Report Circulation is up again and has already bypassed last year’s total for the year, probably 385,000+ this year which surpasses last year. Sunday increase doesn’t explain the increase, essentially more use. The Technology or Robot- Building program was crowded they were unprepared for that unanticipated turnout; a good program. C. Library Liaison / City Hall Reports (Council member Preston) Naomi Preston reported that the City Council has approved the City of Eagle budget for the year and passed the Library budget in full. City Council approved improvement to trail behind the Nazarene Church to connect through an underpass below Highway 44, State Street, that may finally come to fruition that would provide a safe crossing of Highway 44. Change of membership of Urban Renewal District approved, an important step. 6. UNFINISHED BUSINESS A. Photocopier Lease: Staff seeks approval of proposal by NuQuo Group to enter in to agreement with the Eagle Public Library Board of Trustees to develop Request for Proposal for Library photocopier. Motion to approve lease: Mitchell Second: Rogers Approved: Yes B. Action on staff requests to modify Circulation Desk Awaiting bids on work to modify Circulation Desk to accommodate Automatic Handling System. Discussed work that needs to be done to work around Automatic Handling System and scheduling matters, etc. 7. NEW BUSINESS A. 3D Printing Policy Motion to approve modified 3D Printing Policy: Dover Second: Hyer Approved: Yes B. Borrower Eligibility Policy - postponed Discussed the issue of non-resident library cards, especially Fairness and numbers of non-residents covered in past few years. Approved: Postponed C. Guest Privacy Policy Motion to approve Guest Privacy Policy: Dover Second: Hyer Approved: Yes D. Mobile Hotspots Policy Motion to approve Mobile Hotspots Policy: Dover Second: Hyer Approved: Yes E. Fines and Fees Schedule - postponed Postponed in light of Borrower Eligibility Policy being postponed policy consideration is likewise postponed here. F. Board of Trustees Directory: Annual review of directory information. Staff is requesting that Board members review and direct changes/corrections to the Director. Check contact information, etc., to let Steve know to correct records if needs be. G. Nominations for Board Officers: Nomination for Board Officers for Fiscal Year 2016/17. Motion to nominate members to offices: Dover Second: Hyer Approved: Yes H. Evaluation of Board of Trustees meeting times Discussion among Board members lead to changing regular monthly meeting times to 2 nd Wednesday of each month at 6 PM to start in October 2016, i.e., October 19, 2016. Approved by acclimation. I. Trustee Dropbox account Discussion of using Dropbox for Board business, accessible by everyone and everyone can set up folders for documents which everyone will be able to access, contribute to, refer to, or research, etc. We will each be able to set up folders in our Board Dropbox online file. 8. ADJOURNMENT: 8:14.