BM 2009 10-08 LB
WILLIAM T. COZBY PUBLIC LIBRARY
LIBRARY BOARD MINUTES
October 8, 2009
The William T. Cozby Public Library Board met in regular session on Thursday, October 8,
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, Jennifer Johnson at 7:04
p.m. Other board members present were Meme Collins-Tabuena, Thomas Dwyer, Patricia
Nicks, Saul Friedman, Marcia Raines, Stephen Charters and Stephen Smith. Youth Advisor
Nadir Khan was also present. Staff in attendance were Library Director, Kathleen Edwards,
Assistant Library Director, Vicki Chiavetta and Sr. Administrative Technician, Ramona Woods.
2.ELECTION OF OFFICERS:
Jennifer Johnson gave a brief overview of the
responsibilities of each position. Jennifer Johnson nominated Thomas Dwyer for Chair. Marcia
seconded the motion. All were in favor. Thomas Dwyer made a motion to nominated Meme
Collins-Tabunea for Vice Chair. Marcia seconded the motion all were in favor. Jennifer Johnson
made a motion to nominate Saul Friedman for Secretary. Meme Collins-Tabunea seconded the
motion. All were in favor.
The new officers are as follows:
Chair – Thomas Dwyer
Vice Chair – Meme Collins-Tabunea
Secretary – Saul Friedman
3. ATTENDANCE EXPECTATIONS:
Kathy Edwards briefed the Board on the City
Council’s expectations for Library Board attendance.
4.TEXAS OPEN MEETINGS ACT
: Kathy Edwards advised new advisory board
members that they are required to complete the Open Meetings Act training video provided by
the Attorney General’s Office and submit their certificate to her upon completion. Kathy
reminded the board that only items on the agenda may be discussed at the meeting.
5.APPROVAL OF MINUTES FROM THE SEPTEMBER 10, 2009 BOARD
MEETING:
Meme Collins-Tabunea moved to approve the minutes of September 10, 2009.
Jennifer Johnson seconded the motion. All were in favor.
6.LIBRARY ADVISORY BOARD MEETING DATES:
Kathy stated that the Board
does not traditionally meet in December, June or July. Kathy also explained that the City Council
has adjusted the terms of Board members to run from October 1, 2009 to December 31, 2010.
Thereafter, appointments will be from January 1 to December 31. Discussion ensued. Tom
Dwyer made a motion to cancel the December 2009, June 2010 July 2010 and December 2010
meetings. Saul seconded the motion. All were in favor.
7.CITZENS APPEARANCES: None
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8.LIBRARY DIREECTOR’ S REPORT:
FY2008/2009:
In FY 08/09, the William T. Cozby Public Library circulated 611,821
items (15.4 items per capita) in nearly 300,000 visits. State-wide average for FY2008
(latest year available) is 5.58 per capita. Circulation increased 9% over FY 07/08. This
reflects an increased demand for all library services including use of the Internet and
WiFi which increased a whopping 76% with 7,545 WiFi sessions. Increased use of
public libraries has been documented throughout the country. Circulation of books
increased 16% - so much for the demise of the book. Once again, use of the library
documents the library as a “Community Gathering Place”. The Library used its Loan
Star Libraries grant to enhance the popular eBranch.
FY2009/2010 Architectural Review and Engineering Study:
The Library’s Coppell
2030 Strategies included expanding the Library to serve its citizens and its businesses.
Attached at the end of the report is a summary of the Coppell 2030 Library Strategies
which the Board discussed last year. Increases in FY08/09 output measures validate these
strategies. Library staff have been directed to pursue an Architectural and Engineering
Study for the building and determine the options and costs for expansion. The Library’s
FY09/10 Loan Star Libraries grant from the State will be used to replace all the public
computers.
Final Input to the Five Year Plan:
The Five Year Plan is due October 26, 2009. The
Board discussed in August and September. In FY10/11, the Library’s integrated library
system (ILS) will have reached the end of its useful life. The system replacement will
include database management, online public access catalog, telemessaging (IVR),
Websense (filter), library domain (public internet network), and Sip (Session Initiation
Protocol) servers as well as software licensing. Current staff computers will need to be
replaced or upgraded to run the memory-intensive software. For future years, additional
computers will be needed when the Library is expanded. A video security system will be
included in the expansion project as will Radio Frequency Identification (RFID).
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.
9.PUBLICIZING LIBRARY RESOURCES:
Thomas gave brief update on history of
this agenda item which was for Board members to integrate library presence with Coppell
community activities. The Board will continue to build one-on-one relationships in telling the
library’s story. Marcia made a motion to table this agenda item Jennifer seconded.
10.501 C3 FOUNDATION:
Thomas updated board on 501 C3 status. He is completing the
IRS Form 1023. It was agreed that the Library Foundation Board meeting will be held in
February to determine direction. The original purpose of the Foundation was for the library to be
able to accept grants which required the presence of a 501 C3 organization.
11.DISCUSSION OF FY 09/10 LIBRARY BOARD GOALS AND OBJECTIVES:
Jennifer made motion to defer discussion until November meeting Meme seconded.
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12.ADJOURNMENT:
Thomas Dwyer, Chair adjourned meeting at 8:40 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:
October 2, 2009
SUBJECT:
October Director’s Report for Library Advisory Board
Welcome to the new library board members and welcome back to those returning. We will
be meeting on Thursday October 8, 2009 at 7:00pm in the library board room which is in
library administration. Since this is the first meeting of Fiscal Year 09/10, new officers are
elected, the meeting schedule set and attendance and open meeting requirements reviewed.
The Board will set its goals for the new fiscal year.
New board members have 90 days to complete the Open Meetings Act training. Open
Meetings Act training can be completed any place where you have access to the internet.
The website is: http://www.oag.state.tx.us/opinopen/og_training.shtml. At the end of the
training please follow the instructions for the completion certificate and send a copy of the
certificate to me. I will forward them to the City Secretary’s Office where they will be kept
on file.
FY2008/2009:
In FY 08/09, the William T. Cozby Public Library circulated 611,821 items
(15.4 items per capita) in nearly 300,000 visits. State-wide average for FY2008 (latest year
available) is 5.58 per capita. Circulation increased 9% over FY 07/08. This reflects an increased
demand for all library services including use of the Internet and WiFi which increased a
whopping 76% with 7,545 WiFi sessions. Increased use of public libraries has been documented
throughout the country. Circulation of books increased 16% - so much for the demise of the
book. Once again, use of the library documents the library as a “Community Gathering Place”.
The Library used its Loan Star Libraries grant to enhance the popular eBranch.
On September 12, 2009, the Library sponsored a Children’s Citizenship Ceremony with the U.S.
Department of Homeland Security’s U.S. Citizen and Immigration Services Division. There
were 19 children representing 12 countries ages 7 to 17 who became citizens. The Ceremony
was a reminder to all present what a privilege it is to be an American citizen. Speakers included
Mayor Jayne Peters who gave the opening remarks and Council Member Hinojosa-Flores and
her husband Juan Carlos who gave the key-note remarks. It was very moving and gained the
City positive press on the WFAA (8) 10:00pm Saturday news which was repeated Sunday
morning. The Ceremony preceded the second Festival of Nations which was held in the Town
Plaza and was a natural segue. While the Library had to close down the Festival early due to the
record setting rain, a good time was had by all who braved the weather.
FY2009/2010 Architectural Review and Engineering Study:
The Library’s Coppell 2030
Strategies included expanding the Library to serve its citizens and its businesses. Attached at the
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end of the report is a summary of the Coppell 2030 Library Strategies which the Board discussed
last year. Increases in FY08/09 output measures validate these strategies. Library staff have been
directed to pursue an Architectural and Engineering Study for the building and determine the
options and costs for expansion.The Library’s FY09/10 Loan Star Libraries grant from the State
will be used to replace all the public computers.
Final Input to the Five Year Plan:
The Five Year Plan is due October 26, 2009. The Board
discussed in August and September. In FY10/11, the Library’s integrated library system (ILS)
will have reached the end of its useful life. The system replacement will include database
management, online public access catalog, telemessaging (IVR), Websense (filter), library
domain (public internet network), and Sip (Session Initiation Protocol) servers as well as
software licensing. Current staff computers will need to be replaced or upgraded to run the
memory-intensive software. For future years, additional computers will be needed when the
Library is expanded. A video security system will be included in the expansion project as will
Radio Frequency Identification (RFID).
FY 09/10 Library Board Goals & Objectives:
The Board typically initiates the discussion of
its FY goals and objectives at the October meeting. The goals & objectives for FY 08/09 were:
Complete creation of the Library’s 501 C3 Foundation (agenda item 10); Remain engaged with
Coppell 2030 Vision Process implementation; And Integrate library presence with Coppell
community activities (agenda item 9).
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
9-16-09 – The keyboard on the temporary on-line [Express Station] by the Information Desk is
very hard to use, flimsy. Anonymous. We are testing washable key boards which can be
disinfected. Currently the only means we have to clean keyboards is to pop off the keys, and
wipe down – this is very labor intensive. Sanitizing wipes are available for all library users to
wipe their hands after using the computer. This comment is ironic as the “tester” key board at
the Express Station was stolen – someone liked it!
9-29-09 – Great selection of books, easy checking out DVD’s, great customer service.
Anonymous. Nice to hear.
See you on October 8, 2009.
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Library2030 Strategies
Strategy:Community Wellness and Enrichment
Goal:
Community Gathering Places
Objective 3
: Enhance Town Center area as Coppell’s civic center including
Library
Goal:
Recreation Programs & Services For All Generations
Objective 2:
Expand programs and services that support personal health, fitness
and wellness
Goal:
Community Education Programs and Support of Top Quality
Schools
Objective 1:
Support the expansion of adult & continuing education programs
& services for personal & professional development enrichment
Objective 2:
Expand and support the City Library programs & services
Objective 3:
Expand City Library space for “mini” auditorium, computer lab &
business center
Strategy:Sense of Community
Goal:
Successful Community Events & Festivals
Objective 1:
Develop support for a variety of community events
Objective 2
: Increase resident attendance at community events and festivals
Objective 3
: Develop Cultural events that welcome all residents
Objective 4:
Support small scale events aimed at Coppell residents.
Strategy:Business Prosperity
Goal:
Home Offices & Home-Based Businesses
Objective 3
: Provide services in the Library for local home-based businesses.
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