BM 2002-11-14 LBWILLIAM T. COZBY PUBLIC LIBRARY
LIBRARY BOARD MINUTES
November 14, 2002
The William T. Cozby Public Library Advisory Board met in regular session on Thursday,
November 14, 2002 in the boardroom at the William T. Cozby Public Library.
1. CALL TO ORDER: The meeting was called to order by Chair, Chris Reed at 7:10.
Other board members present were Nancy Lemay, Douglas Glantz, Carol Ann Myers, Charles
Petty, Thomas Trahan, John Reenan and student advisors Katelyn Browne and Chamonix
Morejon. Staff in attendance were Library Director, Kathy Edwards, and Administrative
Secretary, Janet Lance.
2. READING AND APPROVAL OF BOARD MINUTES DATED October 10, 2002:
Charles Petty motioned to approve the minutes as written and Douglas Glantz seconded the
motion. All were in favor and the minutes were approved.
3. CITIZENS' APPEARANCES: None
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LIBRARY DIRECTOR'S REPORT:
· Quiet Reading Room: On Thursday, October 24th' 2002, the quiet reading room
was opened to the public. One sign was slightly damaged and the second sign did not
match other library signage. The vendor plans to install the new ones Monday,
November 18th, 2002.
· Long-Range Plan: The Request For Proposal (RFP) for library consultants is
drafted and will be sent to Purchasing next week. Purchasing will advertise for
proposals to close on December 10, 2002. We are targeting January 14, 2003 to have
a recommended consultant to City Council.
· Budget/Five Year Plan: The Five Year plan was submitted with funds outlined
for: replacement of our three service desks, recovering the Knoll wood reading chairs
and recovering/replacing the 16 lounge chairs. We are still on target for the
remodel/recarpet in FY 03/04.
· Workload and Related Issues: Circulation increased 6% over October 2001, this
is in addition to the 77% increase over the past 3 years.
5. LIBRARY PROGRAM ROOM BOOKING: Effective November 1, 2002, we no
longer do demand library program room booking at the circulation desk or via telephone. In-
person applications are accepted any time. The applicant's library card and ID are verified at the
time the application is received. The applications are processed daily in the order in which they
are received. The circulation technician notifies the requestor within 72 hours of the status of
their request.
6. AUTOMATED PHONE RESPONSE SYSTEM: Kathy stated that due to increased
workload combined with no increased staff, answering phone calls while providing excellent
service at the circulation desk has been problematic. Kathy asked the board for their input on
implementing an automated attendant phone system. The board strongly supported implementing
an automated attendant for the following reasons: it allows circulation staff to focus on the citizen
who has come into the library in person, it improves effectiveness in responding to phone
requests, allowing the caller to direct his or her call directly to a specific area and it more
effectively utilizes the in-bound function for Telecirc, the interactive voice response system (IVR)
which was implemented as part of the City's E-Gov initiative. The board stated they would like
the patrons to have the option to speak directly to a live person.
7. FY-02/03 LIBRARY ADVISORY BOARD GOALS AND OBJECTIVES: Chris
Reed asked the board members to share what goals they would like to see the board reach in FY
02/03. After sharing and discussing, the members decided on the following 4 objectives:
Participate in the Long-Range Plan process.
Provide input to library staff on how to provide the most effective service.
Promote awareness of the Electronic Resources and the other E-Gov resources
offered by the Library.
Promote children programs for evenings and weekends.
The student advisors will contact their friends to see about attending the board meeting in
January. This will give the board an opportunity to hear their comments about what they would
like to see promoted in the library.
Due to the holidays, the board will not meet in December. Kathy stated she could not make the
January 9th Board meeting due to Directors' retreat. Douglas Glantz motioned and Nancy Lemay
seconded to move the meeting to January 16, 2003.
8. ADJOURNMENT: Tom Trahan motioned and Doug Glantz seconded to adjourn at
8:15. Carried.
Respectfully submitted,
Janet Lance
Administrative Secretary
Approved as Written 01/16/03
C :/minutes/November 02.DOC
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