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WILLIAM T. COZBY PUBLIC LIBRARY
LIBRARY BOARD MINUTES
August 14, 2008
The William T. Cozby Public Library Advisory Board met in regular session on Thursday,
August 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
7:20p.m. Other board members present were Meme Collins-Tabuena, Jennifer Johnson, Eric
Ratcliff, Kathy Ross, Whitney Sun and Paul Chung. Staff in attendance were Library Director,
Kathy Edwards, and Sr. Administrative Technician, Janet Lance.
2. APPROVAL OF MINUTES FROM THE MAY 8m 2008 REGULAR BOARD
MEETING:
Jennifer Johnson moved to approve the minutes and Meme Collins-Tabuena
seconded the motion. All were in favor and the minutes were approved.
3. CITIZENS APPEARANCES:
None
4.LIBRARY DIRECTOR’S REPORT
:
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Workload Indicators:
Year to date circulation is up 1%. This is the first summer
with non-residency fees. Over 3,000 Denton county cards deleted in October 2007.
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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: upgrade towel dispenser to heated fan or
blow dryer for public restrooms, online movies, printing documents, noise in the
library and seat covers for restrooms.
5. SUMMER READING CLUB PROGRAM:
Volunteens handed out 1,700 reading logs
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to the children in 5 grade and below, and 242 logs to the students in middle school and high
school. The younger children returned 496 logs with the young adults turning in 113 logs.
There were 141 logs handed out for the adult program with 60 logs returned. There were 1,771
people who attended 34 summer reading club events at the library. The library held a Young
th
Adult Comic Book workshop for teens 6 grade and up.
5 YEAR PLAN INPUT:
The five year plan is generally due by the end of October.
6.
Input from Coppell 2030 may change that date. Last year’s plan included replacement of the 3M
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Self Check machines with RFID compatible units. This year the library has significant
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attrition allowing purchase of the 3M Self Checkmachines in FY 07/08. The 3M Self
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Check machines are on the August 26, 2008 Council Agenda. Discussion ensued on strategies
to increase self service with the new units, providing for increases in circulation.
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7. COPPELL 2030 UPDATE:
Meme Collins-Tabuena stated that she will bring a copy of
the Coppell 2030 packet of recommendations to the September 11th meeting for library board
members to view.
8.INPUT FOR BOARD CHAIR REPORT TO COUNCIL:
Marcia Raines will present
the report to the council on August 26, 2008. Marcia will focus the report on the Summer
Reading Club and statistics on electronic resources.
9. LIBRARY ANECDOTES:
Kathy Edwards shared that Janet Lance will be retiring and
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her last day at the library will be Friday, August 29.
10. 501-C-3 FOUNDATION:
Nothing new to report on the development of the application.
9. ADJOURNMENT:
Chair, Marcia Raines adjourned meeting at 8:12 p.m.
________________________________________________
Marcia Raines, Library Advisory Board Chair
________________________________________________
Janet Lance, Recording Secretary
Approved as written 9/11/08
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MEMORANDUM
TO:
Library Advisory Board
FROM:
Kathleen P. Metz Edwards, Library Director
DATE:
August 8, 2008
SUBJECT:
August’s Director’s Report for Library Advisory Board
Workload Indicators.
Library usage continues to rebound after May’s technology problems
and June’s weather issue. Traditionally June is the busiest month of the year. This year, it has
been July. Year-to-day circulation is up 1%. The reduction in gate count negatively impacted
program attendance. As we have discussed, this is the first full year where we are seeing the
impact of the shift in the school calendar. It has been a challenge setting the dates for the
Summer Reading Club programs to coincide with the new expectations. We have purposely
reduced the large programs and targeted smaller groups due to the space and noise issues. We
will continue to promote smaller programs until the library is expanded or moved to a larger
location that can accommodate the larger crowds.
This is the first summer with non-residency fees. Over 3,000 Denton County cards were deleted
in October 2007. These users accounted for nearly 10% of the circulation. Also, this is the first
summer that the new Valley Ranch Branch has been opened. We knew going into the year that
these events would reduce circulation. At the end of the day, we needed a reduction in the use of
the facility. We are pleased with the 1% increase in circulation.
Summer Reading Club Program:
Volunteenshanded out 1,700 reading logs to the children in
the 5th grade and below, and 242 logs to the students in middle school and high school. The
younger children turned in 496 logs, and the older students turned in 113. This was the first
summer to have a separate program for the older children. We also ran a program for adults,
with 141 logs going out and 60 logs returned. This was the second year for the adult program.
Last year 73 adult logs were given out with 12 returned! There were 1,771 people who attended
34 events at the library. These are above and beyond the usual storytimes and the book clubs
which meet in the evening. We still have the Young Adult Comic Book workshop which will
run all next week.
Input to the Five Year Plan:
The Five Year Plan is due by the end of October. The new board
comes in the second week of October which does not allow for informed discussion. We agreed
last year to move this up to August and September. It is early in the process. We have not
received the Five Year Plan targets but it is safe to assume that since negative Streamlined Sales
Tax legislation is still a possibility in the spring, that targets will be very conservative.
Last year, we moved out the Radio Frequency Identification (RFID) conversion project and did
not include in the budget process. This year we have significant attrition which will allow the
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library to purchase the RFID compatible 3M Self Check machines. The Five Year plan had
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two machines but we will use attrition to fund three. Currently, citizens check out 40% of their
items via self checks. Adding a third machine will allow for increased self service which will be
critical if budgets are cut. The machines will be RFID compatible and will also read the bar
codes currently in use. They are easier to use than the existing machines. When the RFID
project is rescheduled, its cost will be reduced by the cost of the machines. The 3M Self
TM
Check machines will be on the August 26, 2008 Council Agenda.
Input for Board report to Council/Coppell 2030 Update:
Board report is scheduled for
August 26, 2008. If a Board report is desired, I recommend highlighting the Summer Reading
Program. Council will receive a separate Coppell 2030 briefing on August 18, 2008 which will
cover all recommendations including those specifically for additional library space and .
programs
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.
07/21/08 – The problem, too much noise in the library from the people talking louder and
specially babies much crying and disturbs the others. The library should be quiet. Thank you so
much. Rihab Ramoun. My response to the suggestor:
Thank you for taking the time to complete a "Compliments and Suggestions Survey" at the library. We
value user input and incorporate suggestions where possible. You expressed concern regarding the library's
noise level. As you have observed, the library enjoys a large number of users. The sheer number of library
users at any given time and the library's open space concept generate noise.
We also recognize that the library's barrel ceiling design amplifies and conducts sound. There is no easy
solution to that problem as we discovered during the Long Range Planning Process in 2003. As a part of
that process, the city hired an acoustical firm to make recommendations, many of which were implemented
but there is no cost-feasible way to stop noise conduction. Unfortunately, there is no acoustical separation
between the young children’s area and the rest of the library.
The 2003 Long Range Plan recommended that the library be expanded to 40,000 to 50,000 square feet on a
larger site with separate areas for adults and children, allowing computers and children to be in self-
contained rooms. This recommendation was not funded. The City has recently initiated the Coppell 2030
long-range planning process to look at future city facilities and services. We have clearly heard from our
users that they want additional space where the library can accommodate separate and enclosed service
areas. Should the City in the future decide to fund a new library on a larger lot, we will definitely plan for
separation of our service areas. If you require a quieter study area, I recommend the Quiet Study Room.
Library staff monitor the room and ask users who are not studying/reading quietly to leave the room.
As a city, Coppell is very child/family focused. I see that you live in Irving. You may find the new Valley
Ranch Branch to be a quieter environment. The branch is not as busy as our sole library. Its noise level
may be more acceptable to you.
Thanks again for taking the time to complete the "Compliments and Suggestions Survey".
07/23/08 – Seat covers for restrooms. Please! The public restrooms need to be updated which
we have requested. If the library is expanded or moved as a result of Coppell 2030, the
restrooms will be a priority.
See you on August 14, 2008.
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