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BM 2009 03-12 LB WILLIAM T. COZBY PUBLIC LIBRARY LIBRARY BOARD MINUTES March 12, 2009 The William T. Cozby Public Library Advisory Board met in regular session on Thursday, March 12, 2009 in the library program room at the William T. Cozby Public Library. 1. CALL TO ORDER: The meeting was called to order by Chair, Jennifer Johnson at 7:07 p.m. Other board members present were Meme Collins-Tabuena, Wendy Dunn, Marcia Raines, Nancy Tao, Thomas Dwyer, Stephen Smith, Geetika Rao, and Nancy Mauer. Staff in attendance were Library Director, Kathleen Edwards, Assistant Library Director, Vicki Chiavetta, and Sr. Administrative Technician, Ramona Woods. 2.APPROVAL OF MINUTES FROM THE JANUARY 9, 2009 REGULAR BOARD MEETING: Nancy Tau moved to approve the minutes and Tom Dwyer seconded the motion. All were in favor and the minutes were approved. 3. CITIZENS APPEARANCES: None 4.LIBRARY DIRECTOR’S REPORT : ? Workload Indicators: February continues the trend seen since the start of the school year albeit at a thankfully slower pace. Circulation increased 4% and print circulation 11%. WiFi increased 43%. Both the number of programs and program attendance also increased. The library filled 219 interlibrary loans; 5228 holds were pulled. Internet/ WIFI use is up 4.1%. Gate count is not trending with circulation. We believe that the change in the Homework Center from the program room to the library has impacted that count as the students went back and forth between the two spaces. Given the ambiguity of the 3M gate counter with the electromagnetic field, we have decided against converting to RFID this year or next year. When the library is expanded, the discussion will be revisited as we will consider automated RFID check in. We will need assurance from 3M that the electromagnetic field will not negatively impact RFID. ? 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 tried to contact the suggestor re: fines and Internet use. 5. Library Board Chair’s Report to Council : Jennifer gave brief summary on her report to the Council. Discussion ensued. 6. Joint Council Work Session with Library and Park’s Boards – Library April meeting date: Discussion ensued; Wendy moved to cancel the April 9, 2009 meeting and schedule a special meeting following the Joint Work Session on Monday April 6, 2009 with the 1 option to cancel the special meeting and move the agenda items to the May 2009 meeting if Joint Council work session runs long. Nancy Tao second the motion. All were in favor and the motion was approved. Since Jennifer will be out of town, Meme will lead the discussion 7. Coppell 2030 Board Recommendations/Joint Council Work Session : Board discussed 2030 strategies involving the library and the implications for citizen service. The Board then went on to discuss the need for expanding the library to meet growing service expectations. The Board will present a 1 page handout consolidating the 2030 library strategies. 8. Publicizing Library Resources : Board members will contact their respective PTO’s offering presentations outlining the library’s resources. Library staff will make presentations. 9. 501 C3 Foundation: Due to the fact that the By-laws have been filed with the State the foundation is already recognizes as a corporation in Texas. It is therefore necessary to bring back former board members to form a quorum to elect new board members according to By-laws already established. Bylaws can then be amended. The IRS application will need to be submitted following amended bylaws. 10. ADJOURNMENT: Chair, Jennifer Johnson adjourned meeting at 8:25 _______________________________________________ Meme Collins-Tabuena _______________________________________________ Ramona Woods, Sr. Administrative Technician Approved as written. 2 MEMORANDUM TO: Library Board FROM: Kathleen P. Metz Edwards, Library Director DATE: March 4, 2009 SUBJECT: March’s Report for Library Board Library Board will meet on Thursday, March 12, 2009 in the Library Board Room at 7:00pm. Workload Indicators: February continues the trend seen since the start of the school year albeit at a thankfully slower pace. Circulation increased 4% and print circulation 11%. WiFi increased 43%. Both the number of programs and program attendance also increased. The library filled 219 interlibrary loans; 5228 holds were pulled. Internet/ WIFI use is up 4.1%. Gate count is not trending with circulation. We believe that the change in the Homework Center from the program room to the library has impacted that count as the students went back and forth between the two spaces. Given the ambiguity of the 3M gate counter with the electromagnetic field, we have decided against converting to RFID this year or next year. When the library is expanded, the discussion will be revisited as we will consider automated RFID check in. We will need assurance from 3M that the electromagnetic field will not negatively impact RFID. Library Board Chair’s Report to Council : The Council was complimentary of Jennifer’s report which will be included with the Coppell 2030 comments memo. Joint Council Work Session with Library and Park’s Boards – Library April meeting date: A joint work session with the City Council and the Library and Park’s Boards will be held on Monday, April 6, 2009 in the Library Program Room at 6:30pm with dinner at 6:00pm. This item will be placed on the Board’s March Agenda for discussion. The regular meeting of the library board is scheduled for Thursday, April 9, 2009. If you would rather the Board meet as a unit after the work session, a special meeting of the Board can be called for April 6, 2009. The regular April 9, 2009 meeting would then be cancelled avoiding the need for you to attend 2 meetings the same week. Please bring your calendars to the March 12, 2009 meeting so that we can discuss and consider a meeting date change. Coppell 2030 Board Recommendations/Joint Council Work Session : You have received a separate memo re: a discussion of the Coppell 2030 Strategies involving the library expansion. This will be a discussion point at the April 6 meeting. Since Jennifer will be out of town, Meme will lead the discussion. I will receive additional direction on what is expected next week and will bring to the board meeting on Thursday. I have also included backup for your review. Publicizing Library Resources : The Board requested this item be added to the next agenda following eBranch discussion in the January Board meeting. 3 501 C3 Foundation: The Foundation will be placed on the March agenda. Stephen Smith had asked me to contact the former board member who worked on the foundation to clarify some questions. I have not heard back from him. Given the questions and the three year gap, I recommend the Board consider moving forward on the IRS application starting from the beginning. I have the key documents in MS Word format. Suggestions relating to the acquisition of new books, movies Comments and Suggestions: and periodicals are given to Public Services staff for evaluation and follow-up. Appropriate items are ordered or interlibrary loan is offered for those not appropriate for the collection. 02-05-09 – Why there is no “stop” sign at exit of library? Ky: My response: Thank you for taking the time to complete a "Compliments and Suggestions Survey" at the library re: “Stop” sign at the library. I checked with the City’s Engineer regarding your inquiry. The City of Coppell follows State law in placing “Stop” signs and other traffic control devices. State law requires that drivers exiting a driveway yield right-of-way when entering a highway. The City is not required to place Stop signs at every drive. Please see (http://www.txdps.state.tx.us/ftp/forms/DLhandbook.pdf), Texas Drivers Handbook, page 4-2. Information in this Handbook is covered in the written test for all seeking a Texas Drivers License. If you have a concern regarding inappropriate driving while exiting the Library parking lot, I recommend that you call the Police. As we have discussed before, library staff do not patrol the parking lot. Thank you again for taking the time to complete the suggestion form. 4