BM 2009 11-12 LB
WILLIAM T. COZBY PUBLIC LIBRARY
LIBRARY BOARD MINUTES
November 12, 2009
The William T. Cozby Public Library Board met in regular session on Thursday, November 12,
2009 in the library board room at the William T. Cozby Public Library.
1.CALL TO ORDER:
The meeting was called to order by Chair, Thomas Dwyer at
7:05 p.m. Other board members present were Meme Collins-Tabuena, Jennifer
Johnson, Patricia Nicks, Saul Friedman, Marcia Raines, Stephen Charters, Wendy
Dunn and Stephen Smith. Youth Advisors Nadir Khan and Dianna Feldman were
also present. Staff in attendance were Library Director, Kathleen Edwards, Assistant
Library Director, Vicki Chiavetta and Sr. Administrative Technician, Ramona
Woods. Consulting Architect, Denelle Wrightson, PSA-Dewberry (PSA-D) also
attended the meeting.
2.APPROVAL OF MINUTES FROM THE October 8, 2009 BOARD MEETING:
Meme Collins-Tabunea moved to approve the minutes of October 8, 2009. Wendy
Dunn seconded the motion. All were in favor. Minutes were approved.
3.CITZENS APPEARANCES:
Jack Carpenter
4.LIBRARY DIRECTOR’ S REPORT:
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Director reminded new Board Members that they needed to complete the Open
Meetings Act Training and turn in their certificates of completion to her.
?
Workload Indicators:
The 11% increase in circulation continues the trend seen
in FY09. Book circulation increased 16%. We continue to see the trend of users
moving to WiFi for their Internet access. Programs and attendance at programs
reflects that there were five Wednesdays in October 2008 and four in 2009. We
offer two pre-school programs on Wednesdays which draw a good crowd.
One other interesting statistic we noted this month was the increased number of
on-line catalog searches. While we do not report this statistic, it is still
instructive. In October 2008, there were 567,022 catalog “uses” vs. 983,939 in
2009. This statistic documents the increased growth of the eBranch and its
electronic resources, whether users are in the library or at home or work. The
continued growth in Holds is also an indication of the eBranch success. You will
note the comments re: the new Holds policy. I exchanged emails with the single
non-anonymous commenter. Ironically he lives in Lewisville and uses Coppell
because we have new materials! The other commenters did not leave contact
information. Bottom line on Holds – in FY09, the library processed 70,609 Holds
– 12% of circulation. These are generally new and high demand items. Leaving
these items on the shelves for up to a week takes them out of circulation. Ten
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years ago, the library processed approximately 5,000 Holds per year. The
materials budget has not increased, but circulation has more than doubled. This
decision was a budgetary decision. Some libraries have started limiting holds or
eliminating them altogether. We do not want to do that. Requestors can manage
their Holds and suspend if they are out of town. We are happy to show them how.
In August, before changing the policy effective October 1, 2009, letters were sent
to users who were consistent Holds' customers. At the same time, signage was
placed on the Community Wall in the lobby and on the Holds' shelves. We sent
out in Coppell Clips for several months.
?
Joint Program with CISD.
On October 8, 2009 the library participated in a
nationwide event to set a world record for the most number of people reading the
same book on the same day. The book was A Very Hungry Caterpillar by Eric
Carle. The library began with reading the book at story time and held readings
every 30 minutes for the rest of the day. Children were invited to do a caterpillar
craft afterward. A teacher at Coppell Middle School East offered to have her
middle-school students read the story to elementary children which resulted in a
high number of participants. Consequently, the library reported that 3,051 people
read the story that day.
?
Comments and Suggestion
. 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.
5.FY09/10 FEASIBILITY STUDY FOR THE WM. T COZBY LIBRARY
EXPANSION:
Denelle explained the scope of services to the city. She also took Board input and
answered questions relating to the study. She requested that Board members get any
additional input to Kathy: Scope of the study includes:
PRELIMINARY BUILDING PROGRAMMING
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PSA-D will work with the Library and the information from the Libraries Long
Range Plan to prepare a preliminary building program identifying, type and size of
spaces based on seating, collection and staffing.
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The program will address issues of Radio Frequency Identification (RFID), meeting
and study spaces, technology (public access), support of the businesses and increased
space for children’s programming.
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This preliminary building program will set the amount of square footage to be
planned in the expansion of the current library.
BUILDING EVALUATION
nd
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PSA-D will review existing drawings to determine the feasibility in adding an 2
floor to all or part of the existing building.
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?
Address acoustical issues in the main portion of the library and recommend correction
in the expanded facility.
SITE ANALYSIS
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PSA-D will prepare a minimum of two site options to determine the best expansion
possibilities on the site that meet the programmed needs of Library.
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Analyze the site and address parking options including the exploration of shared
parking with the Coppell Independent School District
CAPITAL COSTS & STAFFING
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PSA-D will prepare Capital costs for each of the two options to staffing projections
for the expanded library.
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PSA-D will prepare an alternate capital cost estimate to construct a new library that
meets the programmed needs of the library. Costs will not include land acquisition.
FINAL REPORT/PRESENTATIONS
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PSA-D will prepare a final report and be prepared to make a final presentation to the
Library Board and/or City Council.
6.DISCUSSION OF FY 09/10 LIBRARY BOARD GOALS AND OBJECTIVES:
During discussion at the October 8, 2009 meeting the Board agreed to defer
discussion to November meeting. Discussion ensued. Following discussion, the board
agreed to the following: Supporting the completion of a solid feasibility study
through collection of public input; Supporting the advertisement and promotion of
potential library expansion throughout the community; And completion of the 501 C3
Foundation. Stephen Smith moved to approve the Goals and Saul Friedman seconded
the motion. Carried.
7.501 C3 Foundation:
no update, standing agenda item.
8.ADJOURNMENT:
Thomas Dwyer, Chair adjourned meeting at 9:10 p.m.
Thomas Dwyer, Chair
Ramona Woods, Sr. Administrative Technician
Approved as written.
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MEMORANDUM
TO:
Library Board
FROM:
Kathleen P. Metz Edwards, Library Director
DATE:
November 5, 2009
SUBJECT:
November Director’s Report for Library Advisory Board
The Board will meet on Thursday, November 12, 2009 at 7:00pm.
New Board members will meet at 6:30pm for a brief tour.
Joint Program with CISD.
On October 8, 2009 the library participated in a nationwide event to
set a world record for the most number of people reading the same book on the same day. The
book was A Very Hungry Caterpillar by Eric Carle. The library began with reading the book at
story time and held readings every 30 minutes for the rest of the day. Children were invited to do
a caterpillar craft afterward. A teacher at Coppell Middle School East offered to have her middle-
school students read the story to elementary children which resulted in a high number of
participants. Consequently, the library reported that 3,051 people read the story that day.
: Architect Denelle Wrightson of
FY2009/2010 Architectural Review and Engineering Study
PSA-Dewberry will be here to receive your input for the Preliminary Building Programming
and Feasibility Study for the William T. Cozby Public Library Expansion. Since the Board
does not meet in December and I will not be at the January meeting, this item is on the
November agenda. The study is scheduled for completion by February 28, 2010.
This item is to finalize the Board’s FY 09/10
FY 09/10 Library Board Goals & Objectives:
Goals and Objectives as carried over from last month.
Workload Indicators:
The 11% increase in circulation continues the trend seen in FY09. Book
circulation increased 16%. We continue to see the trend of users moving to WiFi for their
Internet access. Remember, in October 2008, there were a higher number of paid non-resident
cards. The number of paid non-resident cards continues to decrease as users find their home
libraries. This is good as these card-holders were heavy Internet users. Programs and attendance
at programs reflects that there were five Wednesdays in October 2008 and four in 2009. We
offer two pre-school programs on Wednesdays which draw a good crowd.
One other interesting statistic we noted this month was the increased number of on-line catalog
searches. While we do not report this statistic, it is still instructive. In October 2008, there were
567,022 catalog “uses” vs. 983,939 in 2009. We believe this statistic documents the increased
growth of the eBranch and its electronic resources, whether users are in the library or at home or
work. The continued growth in Holds is also an indication of the eBranch success. You will
note the comments re: the new Holds policy. I exchanged emails with the single non-anonymous
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commenter. Ironically he lives in Lewisville and uses Coppell because we have new materials!
The other commenters did not leave contact information. Bottom line on Holds – in FY09, the
library processed 70,609 Holds – 12% of circulation. These are generally new and high demand
items. Leaving these items on the shelves for up to a week takes them out of circulation. Ten
years ago, the library processed approximately 5,000 Holds per year. The materials budget has
not increased, but circulation has more than doubled. This decision was a budgetary decision.
Some libraries have started limiting holds or eliminating them altogether. We do not want to do
that. Requestors can manage their Holds and suspend if they are out of town. We are happy to
show them how to do that. In August, before changing the policy effective October 1, 2009, we
sent out letters to users who were consistent Holds' customers. At the same time, we also placed
signage on the Community Wall in the lobby and on the Holds' shelves. We sent out in Coppell
Clips for several months.
501 C3 Foundation:
If no updates, this is a standing item on the agenda.
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 for the collection or interlibrary loan is offered for those not
appropriate for the collection
10-2-09 – With new system computers are so slow. Anonymous. There is no contact information
to determine what the user was trying to do. We have not changed out computers or changed
systems. We will be replacing all the Internet computers with the Loan Star Libraries grant.
10-18-09 – Ban the use of cell phones! People don’t respect the library or the people seeking a
quiet place to study. Anonymous. Another anonymous suggestion – once again we cannot
respond and determine the real issue.
10-22-09 – RE: New Shelf Hold Policy is highly inconvenient! The new 4 day hold means we will
have to be running to the library multiple times a week versus the one time (Saturdays) we had
done which is most convenient with our work schedules. My recommendation – One week on the
hold shelf but a 2 week check out policy would shorten the overall time a book is out of the
library and increase your book circulation turns which I assume is your goal. C.Smith. See
comments under Workload Indicators.
10-27-09 – Please get rid of the rubber keyboards. Don’t buy anymore. They do not work as well
as regular ones. Anonymous. We are testing washable key boards which can be disinfected. We
have installed 2 more keyboards as we are seeking input before we order the new computers. We
are trying to determine if the concerns are “I really do not like change” or, if there is a problem
with the key boards.
10-30-09 – Change the hold dates back to 7 days. People who travel during the week have no
opportunity to pick up items on hold then are put back on the bottom of the wait list. Anonymous.
See you on November 12, 2009.
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