BOISE PUBLIC LIBRARY BOARD OF TRUSTEES Regular Board Meeting Minutes May 5, 2010

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1 BOISE PUBLIC LIBRARY BOARD OF TRUSTEES The Boise Public Library Board of Trustees met for its regular board meeting at 11:30 a.m. on Wednesday,, in the Marion Bingham Room at the Main Library. BOARD OF TRUSTEES PRESENT: Martie Brennan, President; Denise Baird, Trustee; A.J. Balukoff, Trustee; Caroline Biggs, Youth Trustee; and Connor Sheldon-Modrow, Youth Trustee. OTHERS PRESENT: Kevin Booe, Library Director; Kelley Fleming, Boise City Legal Department; Jo Anne Michaels, Friends of the Library President; Valora Treshow, Friends of the Library Representative; Linda Brilz, Youth Services Division Supervisor; Chrisanne Brown, Acquisitions and Technical Services Manager; Joanne Hinkel, Community Relations Coordinator; Vicki Kreimeyer, Adult Services Manager; Denise McNeley, Operations and Outreach Manager; William Nation, Main Library/Public Services Manager; Diane Broom, Hillcrest Branch Supervisor; Laurel White, Neighborhood Branch Manager; Cheryl Zobel, Collection Development Librarian; and Linda Ugrin, Administration Senior Secretary. CALL TO ORDER: Ms. Brennan called the meeting to order at 11:30 a.m. and requested a roll call be taken. ROLL CALL: Baird, present; Balukoff, present; Johnson, absent; Thompson, absent; Biggs, absent; Sheldon-Modrow, absent; and Brennan, present. I. MINUTES MOTION by Mr. Balukoff and seconded by Ms. Baird that the April 7, 2010, regular board meeting minutes be approved as presented. All in favor, motion carried. II. BILLS AND PAYROLL MOTION by Mr. Balukoff and seconded by Ms. Baird that all bills and payroll be approved as presented. All in favor, motion carried. III. COMMUNICATIONS Cable ONE Public Service Announcement for the Library Foundation Ms. Brennan announced that Library Foundation Director, Celynda Roach, prepared a 30 second public service announcement (PSA) for the Foundation s May Basket fundraiser that will run on 36 Cable ONE channels.

2 Page 2 The PSA was demonstrated by Mr. Booe. The May Basket brochure will also advertise in the online Boise Metro Chamber of Commerce newsletter. IV. CONTINUING EDUCATION Public Library Association National Conference, Portland Oregon Ms. Brilz and Ms. Zobel highlighted a few of the sessions that they attended at the Public Library Association National Conference in Portland, Oregon, on March 23-27, Seven Boise Public staff members attended the conference that is directed to public library service. A written report from the attendees was included in the meeting packet. Mr. Balukoff inquired if any library conference sessions are targeted for trustees of library boards. Mr. Booe replied yes, many times these sessions are offered. In the future, he will notify the Board when the opportunity comes up. It was noted the importance of staff having the opportunity to attend conferences and staying up to date with current public library issues. V. CONSENT ITEMS MOTION by Mr. Balukoff and seconded by Ms. Baird to approve the consent items through March 31, All in favor, motion carried. VI. FRIENDS OF THE LIBRARY REPORT Jo Anne Michaels, the current president of the Friends of Boise Public Library, reported the spring book sale grossed over $40,000. The sale was extended this year for another day for a blowout sale. Reported sales for the Book Store are currently averaging $5,000 monthly. The Friends organization will be celebrating its 40 th birthday this year. Plans are underway for a celebration. Ms. Michaels introduced Valora Treshow who is rewriting the bylaws. The total revision will be presented at the Friend s annual meeting in October for board approval. Mr. Booe reminded the Trustees the appreciation breakfast for the volunteers is Friday, May 7, at 9:30 a.m. in the Hayes Auditorium. City Council president Maryanne Jordan and Mayor David Bieter will be attending the event. VII. LIBRARY FOUNDATION REPORT Ms. Kreimeyer gave an update on the May Basket fundraiser. To date 18 people have ordered a total of 26 baskets. The last day to receive orders is May 10, although late orders will be honored.

3 Page 3 Nationally known author, commentator, and librarian Nancy Pearl will visit Boise to kickoff the Summer Reading program on June 3-4, Ms. Kreimeyer reviewed Ms. Pearl s schedule. Foundation president Bev Harad will host a reception on June 3 in her home for Ms. Pearl. The Foundation is a co-sponsor with the Friends and the Rediscovered Bookshop. Mr. Booe reviewed the Foundation s balance sheet that reflects the donation received in March from the Estate of Elizabeth Paget. The Directors will be discussing investment opportunities at the June board meeting. Mr. Booe extended a request from the Directors to meet with the Trustees to introduce themselves and discuss the vision for a new Main Library and marketing. The Trustees agreed by consensus to invite the Foundation Board to attend the June 2 Library Board meeting. VIII. DIRECTOR S REPORT Mr. Booe added and highlighted the following from his written director s report. Mr. Booe recognized the following staff who received a scholarship sponsored by the Friends for the 2010 fall semester: Conner Bevis, Lorie Broumand, Kristine Brumley, Megan Egbert, Megan Jamison, and Fiona May. The Library received eight Energy Efficiency Kits that measure energy use. They will be available to the public for a one-week checkout period and featured at the Idaho Green Expo May 8-9, The kits are provided in partnership by the Idaho Commission for Libraries, Idaho Power, Avista Utilities, and Rocky Mountain Power. Mr. Booe will give a second presentation for the Osher Lifelong Learning Institute May 17 in the Hayes Auditorium. April statistics are up 23% in circulation; 110% in downloadable audio visual; 34% in new library cards issued; 5% in reference; and 10% in customer count. The Horizon Portal hits were down. Mr. Balukoff asked if the reason for the discrepancy with the new door counter at the Main Library was determined. Mr. Booe said library staff and the 3M Company are still in the process of monitoring the counter. Self-checkouts have doubled at the Main Library since the new units were installed even though, so far, there has been no promotion and organized training efforts to customers. IX. ADMINISTRATION AND MANAGEMENT REPORT Ms. Broom stated that customer count was up in April from 14,000 to 16,000 at the Hillcrest branch. She credits much of the customer increase to the availability of public computers. Ms. Biggs and Ms. Sheldon-Modrow arrived at the meeting at 12:20 p.m.

4 Page 4 X. SPECIAL PRESENTATION Ms. Brennan presented to the Library Board youth representatives, Ms. Biggs and Ms. Sheldon-Modrow, certificates of appreciation for their outstanding participation during the September 2009 through May 2010 term. The youth representatives were also appointed to the Bown Crossing preliminary design committee. Their active participation and comments to the design team were highly valued. XI. OLD BUSINESS Bown Crossing Library Branch Project Update A compilation of the comments received on the Bown Crossing preliminary design were reviewed by Mr. Booe. The attendance was good at the public open houses and neighborhood association meetings that were held in the east Boise. The majority of the comments were positive with many wanting to know when the new branch will open. Currently, the project is on hold until approximately $7.2M is available for construction costs. More information may become known during the budget process in FY The City Council and Mayor Bieter have stated the new branch is a top priority. FY 2011 Budget Update Mr. Booe reported that the proposed cost containment strategies for FY 2011that were approved in April by the Board of Trustees have been submitted to the Mayor s office and will be presented to City Council on May 12 during the strategic planning session. Main Library Repair and Maintenance Update Ms. McNeley gave a status report on the presented FY 2010 capital projects. In FY 2010, $250,000 was budgeted and $130,111 was carried over from FY For various reasons, some of the projects were delayed, but will now move forward as scheduled. XII. NEW BUSINESS Boise Public Library Trustees Policy Manual Revisions: Board of Trustees, Personnel, Security, Computer Use, Internet Use, and Gifts and Bequests Mr. Nation is heading one of the key business initiatives of revising and reformatting the Policy Manual of Boise Public Library. Sample policy documents were presented in the meeting packet to demonstrate the proposed new format that is modeled after the City s Employee Policy Handbook. Documents in the new format will include a reference to federal, state, or city law as appropriate. Mr. Nation explained the process will be done in sections that will be comprised of three steps: 1) content 2) grammar and 3) legal review. Mr. Nation further explained that a subcommittee will be formed to review the Board of Trustees bylaws. The subcommittee would consist of Mr. Booe, Mr. Nation and two Trustees. Mr. Balukoff suggested the subcommittee also include working with library staff on the policy revisions and later present to the full Board for approval. Mr. Balukoff and Ms. Baird volunteered to sit on the subcommittee.

5 Page 5 Mr. Balukoff shared that the school district annually reviews one-third of its policy manual at a time. At the beginning of the year, a schedule is prepared and assigned to the appropriate staff for comments. Comments are also received from the public before being presented to the school board for approval. The Board of Trustees agreed by unanimous consent that library staff proceed as presented with the policy revision approach and to include a subcommittee comprised of two Trustees, Mr. Booe and Mr. Nation for bylaws and revisions. XIII. SELECTION OF TRUSTEE TO REVIEW PAYMENT VOUCHERS Mr. Thompson was selected to be the next Trustee to review vouchers for May. XIV. SELECTION OF MEETING DATE The next regular Board of Trustees meeting is scheduled for 11:30 a.m., Wednesday, June 2, 2010, in the Marion Bingham Room at the Main Library. XV. ADJOURNMENT MOTION by Ms. Baird and seconded by Mr. Balukoff to adjourn the meeting. All in favor, motion carried. There being no further business, Ms. Brennan adjourned the meeting at 12:59 p.m. APPROVED: Kevin Wayne Booe Director Martie Brennan Board of Trustees President