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BM 2008 02-14 LB WILLIAM T. COZBY PUBLIC LIBRARY LIBRARY BOARD MINUTES February 14,2008 The William T. Cozby Public Library Advisory Board met in regular session on Thursday, February 14, 2008 in the administrative board room at the William T. Cozby Public Library. 1. CALL TO ORDER: The meeting was called to order by Chair, Marcia Raines at 7:05p.m. Other board members present were Meme Collins-Tabuena, Mahesh Gaduru, Jennifer Johnson, Eric Ratcliff, Kathy Ross, Nancy Tao, Whitney Sun and Paul Chung. Staff in attendance were Library Director, Kathy Edwards, Assistant Library Director, Connie Moss, and Sf. Administrative Technician, Janet Lance. 2. 2030 UPDATE - CLAY PHILLIPS, DEPUTY CITY MANAGER: Clay Phillips presented the City ofCoppell Strategies 2030 to the board and stated that "Creating a Family community for a Life Time", is the by-line for 2030. 3. APPROVAL OF MINUTES FROM THE JANUARY 10, 2008 REGULAR BOARD MEETING: Eric Ratliff moved to approve the minutes and Mahesh Guduru seconded the motion. All were in favor and the minutes were approved. 4. CITIZENS APPEARANCES: None 5. LIBRARY DIRECTOR'S REPORT: . Comments/Suggestions: Suggestions relating to the acquisition of new books, movies and periodicals were given to Public Services staff for evaluation and follow- up. Staff personally contacts those who leave contact information for all suggestions. Staff responded to the request regarding "TexShare" card policy, extending the Summer Reading Club Program, and fax machine for public use. . Workload Indicators & Year End Statistics: In January, gate count increased 1 % and overall circulation decreased 1 % with book circulation up 3 %. DVD circulation and Internet/Wi Fi each have decreased 8 % relating to the non-resident library card policy implemented on October 1, 2007. . FY 2008/2009 Budget: The budget process will kick off next month with a flat budget for FY 08/09. Kathy Edwards discussed the possible affects to the city if legislature passes the Streamline Sales Tax. 6. REGISTRA TION TLA - APRIL 15-18 IN DALLAS: Library board members interested in attending the Texas Library Association Conference in April may attend meetings and/or exhibits only. Registration is due in March. Please be prepared to commit at the March 13,2008 meeting. 1 7. INPUT TO THE CHAIRMAN'S REPORT TO CITY COUNCIL FEBRUARY 26, 2008: Marcia Raines presented the information that she would include to the council in her report on February 26, and asked the board members for their input. 8. LIBRARY ANECDOTES: Connie Moss shared with the board members recent anecdotes related to the library. Connie distributed a thank you letter from a patron regarding the Harry Potter program and the positive impact it played for her and her family. 9. 501 C-3 FOUNDATION: Awaiting the IRS letter recognizing the foundation and granting its 501 C-3 non-profit status. 10. ADJOURNMENT: Chair, Marcia Raines adjourned meeting at 8:05 p.m. Respectfully submitted, Janet Lance Administrative Technician Approved as written 3/!3/08 C :/minutesIF ebruary 14.DOC 2 Library Board Report to Council February 26, 2008 Attractive monument sign installed - includes street address and library name. Two sets of hands-free sliding doors installed into the lobby. These were funded via a (Community Development Block Grant) CDBG grant. The library program room is now equipped with "built-in" LCD and DVD projector for use by city staff in support of library and other programs and meetings. The library may now show movies on the "big screen" with copyright permission from Movie Licensing USA in support of program themes. Received the State's Loan Star Libraries Grant of $16,3 72. Using funds for: . additional seating in the Young Adult area; . 4 sets of display cubes which allow the library to achieve customer-friendly "Barnes and Noble" look and to showcase library materials; . large professional retail display in the lobby to highlight current month's and next month's programs; . remaining funds will go for purchase of Y A materials, large print books and books-on- CD!MP3 s. . Staff will work with Youth Advisors to pick poster-art work for the Young Adult area. Initiated fees for non-reciprocallnon-comparable library users. As ofFeb 14, sold 74 cards. Approximately 4000 cards were removed from the library's data base, with the largest percentage Denton County. Irving and Carrollton card holders were not affected due to their funding levels. Fiscal- Year-to-date gate count is up 1 % and with only a slight 1 % decrease in circulation. Book circulation is up 3%. DVD circulation has the largest decrease (8%) as well as Internet/WI FI usage (down 8%) which would indicate that many of the nonresidents were borrowing the DVDs and using the computers. There is rarely a waiting list for the computers which has been a positive for our citizens. There has been a reduction of pressure on the collection and the facility. Request for separation of adult and children's area continue. Two Board members are serving on Coppe1l2030 project. January was Mystery month at the library. We had wonderful press coverage of the various adult programs on: . January 17: Detective Steve Hayes of the Coppell Police Department spoke on Crime Scene Technology and Procedures. . January 24: Richard Abshire spoke on Mystery and Crime Writing. Mr. Abshire is the author of seven novels, including the Dallas Private Investigator Jack Kyle series. Currently he writes for the Dallas Morning News and teaches workshops on the novel and creative nonfiction at North Lake College. He has been a Dallas policeman, private 3 investigator, and a writer/producer on the Law Enforcement Television Network. He has twice been awarded the "Katie" prize by the Press Club of Dallas for Best TV News Magazine writer. . January 31: Kathy Kasper, DDS will speak on The Use of Forensic Dentistry in Solving Crimes. Dr. Kasper has been the Deputy Forensic Odontologist for the Tarrant County Medical Examiner's Office in Ft. Worth since 2005. Her formal forensic training includes a one year fellowship through the University of Texas Health Science Center San Antonio (Center for Education and Research in Forensic Science). She has maintained a practice in General Dentistry since 1986. February is Romance Month. Programs include the popular adult Tea Time with violinist Susan Moura and "High Tea". March programs will support the materials in the "We the People Grant" The library has been awarded these grant materials from the National Endowment for the Humanities for each of the past three years. Titles selected for the We the People Bookshelf highlight important chapters in American history; or express universal themes that are integral parts of American culture. The books are intended to represent the rich texture of the American heritage, a tradition that has incorporated ideas and texts from around the world. 4 MEMORANDUM TO: Library Advisory Board FROM: Kathleen P. Metz Edwards, Library Director DATE: February 6,2008 SUBJECT: February's Director's Report for Library Advisory Board Workload Indicators. In January, the workload indicators trended as they have since the new non-resident library card policy was implemented on October 1, 2007. Fiscal Year to date gate count is up 1 % and overall circulation is down 1 %. Book circulation is up 3%. DVD circulation has the largest decrease (8%) as well as Internet/WI FI usage (down 8%) which would indicate that many of the nonresidents were borrowing the DVDs and using the computers. There is rarely a waiting list for the computers which has been a positive for our citizens. Loan Star Libraries SFY 07/08: The new vertical display unit for the lobby was ordered and received this month. Please take note when you come into the library. It lends a very professional look to the lobby. We are awaiting the love seat and display cubes. We will include the Youth Advisors when we are ready to select the art work. We want to see how everything fits in before we order. Coppe1l2030: Clay Phillips, Deputy City Manager will be at the meeting to discuss Coppell 2030. Mr. Phillips is a life-long Coppell resident and the "go to" person on Coppell 2030. Registration for TLA: The Texas Library Association's Annual Conference is at the Dallas Convention Center from Wednesday, April 16, 2008 through noon on Friday, April 18, 2008. The conference website is http://www.txla.org/conference/conf.html. If you would like to attend, we will pay the non-refundable $85 fee in advance. If you are not sure if you can attend, you can decide at conference time and register onsite for "Exhibits Only". The full registration provides access to all programs for a single day. "Exhibits Only" provides access to the exhibits, which is a fun four-hour adventure. I am chairing Exhibitor registration this year and I promise, if you can attend, you will really have an educational and fun time. Assistant Director, Connie Moss, is chairing the Internet Room. Comments and Suggestions: Suggestions relating to the acquisition of new books, movies and periodicals are given to Public Services staff for evaluation and follow-up. Appropriate items are ordered for the collection or interlibrary loan is offered for those not appropriate for the collection. Staff personally contact those who leave contact information for all suggestions. There are four anonymous suggestions which have been included for your information. This is very unusual and frustrating. 5 Undated I don't know, but anyway you all need to stay open later for homework kids. Anonymous. 01/04/08 - Need wireless internet and needs to be quieter, too many kids. Anonymous. We do have WI FI. I suspect the user had a connectivity problem that we may have been able to resolve. 01/04/08 - Could the "TexShare" policy be changed to expire the card after a whole year? I use FTW library and they allow their residents to have the card validfor a year. I had to pay fines because my TexShare Card expires while I'm on vacation at home at Coppell. Thanks for your consideration. Yong Xia. Librarian Supervisor Jane Darling's email response: Thank you for your comment about our TexShare Card policy. I have tried to contact you at the telephone number you provided but have not been able to reach you. We recently reviewed our policy and determined that the 3 month expiration period is appropriate for our library. A TexShare card is not intended for long-term use or to replace a regular library card. It is designed to allow borrowers to use the materials at another library to complete a project or research on an as needed basis. When we issue a TexShare card we are telling the other library that the borrower is in good standing, there are no fines or fees outstanding, nor are there overdue materials. We are not able to make that statement for more than our established 3 month period. You may want to explore ways to obtain a permanent library card from the Fort Worth Public Library. If you are a student at one of the colleges or universities in that area, you might wish to check with your campus library about their services. 01/07/08 - I would like to suggest that the children's summer reading program be extended since school doesn't start until the end of August. Also, order Timepiece by Richard Paul Evans. Joann Harral. Librarian Amy Pittmann-Hasset's reponse: Thank you for taking the time to fill out a comment form! We always want to hear comments and suggestions from our citizens. At this time, we are in the midst of planning our Summer Reading Club programming. We are exploring several possibilities to make programming available to children throughout much of the summer. Unfortunately, "Timepiece" by Richard Paul Evans is out of print and is not available through our library vendors. Would you like us to try and borrow a copy from another library? As long as we can find a library willing to send us the book, our Interlibrary Loan service usually takes only 10-14 days. Please let me know if you would like me to submit the request on your behalf. If you have any other questions, please feel free to contact me directly. 01/15/08 - It'll be nice if you'll have a fax machine. The copier has been great and a big help. Thanksfor the time. Rebecca Oquindo. My response to Ms. Oquindo: Thank you for taking the time to complete a "Compliments and Suggestions Survey" at the library. We value citizens' input and incorporate their suggestions where possible. You have requested a public fax servIce. 6 As you acknowledged in your suggestion, the library does have public copiers. These self-service machines support the Library's mission to provide access to information and do not require staff interaction. They are also a service for the community. We have had suggestions that the library support additional business services such as faxing, however, given limited space and staffing we are not anticipating adding services at this time. The 2003 Long Range Plan recommended that the library be expanded to 40,000 to 50,000 square feet on a larger site with additional staff and services. This recommendation was not funded. The City has recently initiated the Coppell2030 long-range planning process to look at future city facilities and services. We have clearly heard from our users that they want additional services. We will pass your input to the Library Board for future consideration. Should the City in the future decide to fund a larger or expanded library, we will definitely look at the fax issue at that time. Thanks again for taking the time to complete the "Compliments and Suggestions Survey". Undated 01115108 - More Express Email Stations. Anonymous. Undated Love the library, but this one is the loudest one I've been infor many years. I would encourage the staff to strictly enforce a quiet setting. While it may offend some, it is for the good of the whole. (note: even the staff speaks in a normal voice rather than a quite voice). Thanks! Anonymous. 7