Eaton Public Library

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Eaton Public Library

Eaton Public Library Board of Trustees Nov 2nd, 2016 Meeting Minutes

Present:

Jenean Huckaby - President Dave Sloan - Vice President John Isbell – Secretary June Gustafson - Trustee Marlene Richter – Trustee Julie Finn - Trustee

Staff:

Brenda Carns- Director of EPL

Guest: None

1. Call to Order. Declaration of a quorum. President Huckaby called the meeting to order at 5:31pm., November 2, 2016 and declared a quorum.

2. Approval of the agenda. M/S - Trustee Finn moved to approve the agenda and Vice president Sloan seconded. Motion passed, no opposition

3. Report of the President: President Huckaby Gave a summary of her experience at the CALCON Conf. The president gave a vision for the next three months. Nov (Director Review) Dec (Board meeting and Christmas Plans) Jan (Implement where we go from here)

4. Report of the Friends of the Library: Vice President Sloan let the board know that the friends plan on making Christmas baskets this year. Sloan discussed the timing of programs, and the Friends suggested 6-7pm is not a good time for programs. Vice president Sloan presented some insight on the basket process. Vice president Sloan proposed possibly adding some small book cases in the gallery area, to hold excess sale books. June suggested moving the art gallery bench discussion to new business. It was decided not to add the book shelves in the exhibit area and add two benches in the gallery, to match the one in the entry way.

5. Director’s Update: The Director mentioned that the new homework club had a great turnout (18 kids). Many of the children not present have their homework stored on the cloud and do not have access except at home. After discussing a recent presentation, several board members recommend using a microphone for speakers so they can be heard, regardless of size of the crowd. Director Carns mentioned that she is looking at setting up an Hispanic advisory committee for the EPL. Carns is signing up the library as part of the Eaton Historical Society. The next Historical Club meeting is on November 12th at the Eaton Country club. Trustee Finn volunteered to attend Historical Society meeting. EPL Staff attended the Eaton Truck or Treat (Jess & Betsy), there were over 600 local children present. The first BITSBOX session will be on Dec 1st. Discussion on meeting room and revisiting the policy to increase weekend usage.

6. Approval of the Consent Agenda: M/S- Trustee Finn moved to approve the agenda. Trustee Gustafson seconded. Motion passed - no opposition.

a. Meeting Minutes of Oct 5, 2016 b. Director's Report c. Financial Report- A copy of the report was passed out to the board members for review. d. Invoices

7. Items removed from the consent agenda. None

8. Old business:

a. High Plains Library District Update: Vice President Sloan gave an update on the status of the HPLD lawsuit. Vice President Sloan stated that the deposition will be in February and that Greeley denied mediation.

a. Where do we go from here? President Huckaby prefaced future plans in the president's update. President Huckaby is currently seeking out two consultants to develop a plan.

b. Currently looking to replace various lights and move some to other parts of the building to keep uniformity. Director Carns has ordered six additional lights and the replacements will be moved to the gallery. Vice President Sloan mentioned that staff should be able to move lights as need be without paying an outside contractor to save on money. Eclipse proposed a new solution for the Kitchen window divider with fabric. The representative said the new price should be the same or less than the originally proposed solution. There is no new info on the window cushions project.

1. Trustee Gustafson moved to move the fence replacement to another board meeting after some samples are available. Trustee Richter seconded the motions. M/S

d. Report of Budget Committee-none

9. New business: a. Director's Evaluation Process- President Huckaby passed out a very comprehensive Evaluation process. She requested that packets are returned to her NLT 14 November 2016. Once the packets are received they will be reviewed at the evaluation board.

a. Donations Policy/Better World Books/Thrift Books- Director Carns recommended using Better Worlds Books to get rid of excess books that are building up. This process is similar to what the friends is doing with the current book receiving. Some board members recommended that the Friends look into the Better World Books program. Vice President Sloan will take the idea to the Friends. President Huckaby recommended moving discussion on the current donation policy to the December meeting to allow more time for board members to read and make notes.

b. Laptop computers for instruction and in-library use- Vice President Sloan, Sheri McCaskill, and John Isbell will re-work the laptop proposal and will build a requirements list and select units that meet those requirements. Current proposal could be sufficient. Recommendation will be made to the board in the December meeting.

c. Christmas plans-staff/board- Trustee Gustafson presented several options for the Christmas meeting. The board determined to have a dinner with staff on the 14 th of December. The library would be closing early.

e. Vice President Sloan will work with the friends to getting gift cards for staff for the holiday.

f. Approval of purchase of two benches. M/S- Trustee Sloan moved to approve the purchase two benches and Trustee Finn seconded. Motion passed no opposition.

M/S to adjourn was made at 7:27pm.: Vice President Sloan and Trustee Gustafson. Motion passed no opposition.

Next board meeting: Wednesday, Dec 7th, 2016

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