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BM 2010 05-13 LB WILLIAM T. COZBY PUBLIC LIBRARY LIBRARY BOARD MINUTES May 13, 2010 The William T. Cozby Public Library Board met in regular session on Thursday, May 13, 2010 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 7:02. Other board members present were Jennifer Johnson, Patricia Nicks, Saul Friedman, Stephen Smith, Meme Collins-Tabuena, and Marcia Raines. Youth Advisor Nadir Khan was also present. Staff in attendance were: Library Director, Kathleen Edwards, Assistant Library Director, Vicki Chiavetta, Sr. Administrative Technician, Ramona Woods, Public Services Supervisor, Ellen Ko and Youth Services Technician Tiffany Anderson 2.APPROVAL OF MINUTES FROM THE March 11, 2010 BOARD MEETING: Patricia Nicks moved to approve the minutes of April 8, 2010. Meme Collins- Tabuena seconded the motion. All were in favor. Minutes were approved. 3.CITIZENS APPEARANCES: Kent Moore, 400 South Western. 4.SUMMER READING CLUB PROGRAM: Tiffany Anderson distributed a preliminary calendar for SRC and passed around samples of the crafts that will be assembled. Ellen Ko explained the changes being made to the Easy Picture Books section, answered questions and distributed a list of the “Neighborhoods”. Attachment A. 5.LIBRARY DIRECTOR’ S REPORT: Workload Indicators: April’scirculation continues to level out with a 1% increase. Holds have decreased for the third month. While I am sad this has occurred, it is a sign of the times where public libraries have to find ways to cut demand. Other libraries have limited the number of holds to cut use – we chose to cut the number of days that items could remain on the shelves awaiting pickup. The library was negatively impacted by the flawed McAfee Security releases that started overnight on April 17 and continued through Wednesday, April 21, 2010. The Inets were impacted as the Pharos Internet Reservation and Print Control system was disabled. McAfee issued fixes which had to be applied machine-by- machine. 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 or interlibrary loan is offered for those not appropriate for the collection. 1 6.: Kathy gave a summary on the LIBRARY EXPANSION AND FEASIBILITY STUDY meeting between the City Manager and Chaucer Estates HOA Board. Discussion ensued. Kathy will notify Library Board when discussion of the expansion will be a City Council Work Session. 7.501 C3 Foundation: No new information. 8.ADJOURNMENT: Thomas Dwyer, Chair adjourned meeting at 8:10. Thomas Dwyer, Chair Ramona Woods, Sr. Administrative Technician Approved as written. 2 MEMORANDUM TO: Library Board FROM: Kathleen P. Metz Edwards, Library Director DATE: June 7, 2010 SUBJECT: June’s Report for Library Board Summer Reading Program has kicked off with a bang! Please stop by and see the train-themed decorations. Staff have really out done themselves. The Easy “Neighborhoods” Ms. Ko discussed in the May Board meeting are all done and look really good. Workload Indicators: May’s circulationcontinues to level out with a 4% decrease. Year-to- date circulation has increased 6%. We do believe the change in the Holds’ policy has impacted circulation. While book circulation has increased 3%, the primary decrease has been in DVDs which are popular Holds’ items. We also believe that the move to Netflix and downloadable content has influenced DVD circulation. Interlibrary loans increased in May. Internet usage continues to decrease, albeit at a slower rate with the new computers. WiFi increased 56%. The “limiting factors” discussed in last month’s report applies. Unattended Children: This year was a very challenging one in terms of children being left unattended in the library. Each August I write a letter which is sent to Town Center Elementary School for distribution – one for each child. A copy is posted on the Community Wall and is also sent out in Coppell Clips. I will be re-writing with clear expectations and consequences. We are reviewing our practices for managing this after-school issue. We will be taking a stronger stance from the beginning of the school year. As we have discussed, since Lee Elementary has closed and Town Center Elementary has been re-districted, the problem has exacerbated. We had two incidents in May that illustrate the safety issues. One involved a child using the pay phone to place a prank 911 call which resulted in a Police unit being dispatched to the library. The second involved a scuffle between two fifth grade boys which resulted in damage to the library display. Fortunately, no one was injured. The boys were banned for the remainder of the school year. Vicki and I stayed seated in the lobby or out front for the first hour after school through the end of the year. We wanted to finish the year without further incident. We also have a budget request for cameras in the lobby, the library and the parking lot. Letters were sent out to all parents of children involved in the incidents. TIG (Teen Info Group): During the last 2 weeks of school, staff visited the fifth grade classes to promote TIG and the summer programs for teens. The May meeting had 19 attendees. The Comic Book/Gaming Day, held on May 8, had 78 participants, with a large number of older teens. We are hoping to see an increased participation in all summer programs by this group. Coppell Reads: Starting July 6th, the library will kickoff Coppell Reads, the first city-wide reading program for teens and adults. Join us in July and August as we read The Guernsey Literary and Potato Peel Pie Society by Mary Ann Shaffer and Annie Barrows. Library Feasibility Study: The architect has been contracted re: the drawing depicting the south elevation view from the southeast corner of the pond across the water to the northwest side of the library. 501 C3 Foundation: Agenda item, no new information at this time. 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 or interlibrary loan is offered for those not appropriate for the collection. 5-8-10 – Could you start a group that discusses foreign films? Cliff S. Librarian Jennifer Perryman’s response: I was recently given your comment form suggesting we start a group to discuss foreign films. Can you please tell me more about your idea? Were you interested in leading the program yourself? Were you thinking a monthly program? What time of day were you thinking? Thank you for filling out a comment form!! Response from suggestor: I do not have any deep ideas on how this group should discuss films or even if the films must be foreign. Perhaps it could be like a book club. Each person picks a film that they are interested in discussing. Deeper meanings of the films, How films are influenced by cultures, How films influence cultures, How cinematography and music is used in films affect the emotions, And so on. Hopefully evening meetings. Twice a month or monthly is fine. I would choose for there to be no discussion leader. No more than 10 people per group because it is too difficult to discuss any topic with more than ten. Five or six is preferable for each group. Kathy here – staff will evaluate this suggestion as they look at future adult programs. 5-20-10 – I’d like to suggest the ILL holds be extended to 7 days as they’re in at times that make it harder to get in. In house items make same as 4 days RandalA.Librarian Jane Darling’s response. Thank you for your suggestion about the hold period for ILLs. Although the hold period for ILLs is 4 days, we call the requestor if they have not picked up their ILL by the end of the hold period. Then we can determine if they still want the ILL and extend the hold period for a day or two. If they no longer need the item we return it to the lending library. Most of the ILLs are picked up within the 4 day hold period; we don't make very many reminder calls. You can monitor the progress of your ILL requests by logging into WorldCat through our catalog. Once you create your account you will be able to see when your items have shipped so you can anticipate their arrival. If you regularly request items through ILL, you probably have already created an account. Stop by the Information Desk the next time you are in the library and one of the librarians will be happy to show you how this works. Please let me know if you have questions. Kathy here – ILLs are handled differently than holds. There is a fair amount of staff work in getting an ILL delivered to the library. The loaning library sets circulation loan period and can set any other restrictions. We will contact a requestor since we have to courier back to the loaning library or mail if the library does not participate in the courier. We make every effort to get the item delivered as we do not want to repeat the process unnecessarily. Please have a safe and healthy summer. Stop by and say hello!