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BM 2010 08-12 LBWILLIAM T. COZBY PUBLIC LIBRARY LIBRARY BOARD MINUTES August 12, 2010 The William T. Cozby Public Library Board met in regular session on Thursday, August 12, 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 7:01.Other board members present were Jennifer Johnson, Patricia Nicks, Stephen Smith, Meme Collins-Tabuena, Stephen Charters and Marcia Raines. Youth Advisors Diane Feldman and Nadir Khan were also present. Staff in attendance were: Library Director, Kathleen Edwards, Assistant Library Director, Vicki Chiavetta, Sr. Administrative Technician, Ramona Woods, Public Services Librarian Elizabeth Merrill. Tom announced that Wendy Dunn has resigned her board position and that Stephen Smith has been moved from an alternate to a regular board member to fulfill the remainder of Wendy Dunn's term. 2. APPROVAL OF MINUTES FROM THE May 13, 2010 BOARD MEETING: Meme Collins-Tabuena moved to approve the minutes of May 13, 2010. Patricia Nicks seconded the motion. All were in favor. Minutes were approved. 3. CITIZENS APPEARANCES: None 4. COPPELL READS: Public Services Librarian Elizabeth Merrill explained the Coppell Reads Program and distributed a brochure listing the programs. 5. BOARD ITEMS NEEDING ACTION: A. By-laws update — Stephen Smith motioned to accept the date revisions to board member terms from the fiscal year to the calendar year. Marcia Raines seconded. the motion. All were in favor. B. Youth Advisor Interviews — Thursday, October 7, 2010 Stephen Smith and Patricia Nicks will interview applicants. Menge Collins-Tabuena will be an alternate. C. Adult Board Member Interviews -- Members up for re-election must apply by September 24, 2010. Interviews will be Tuesday, October 19, 2010 D. Input for Board Chair's August 24th Report to Council — Tom opened floor for discussion. Discussion ensued. Items to be considered for the report included the Bluebonnet Program, Coppell Reads' programs, direction regarding the library expansion and the Five Year Planning process, summer reading program statistics, Volunteens' contributions to the summer program, Teen Interest Group (T.I.G.) reorganization of Easy section to Neighborhoods and Adult Programming. b. LIBRARY DIRECTOR' S REPORT: • Workload Indicators — the library was busy with approximately the same program attendance as last year. Book circulation was down slightly with greatest decreases in pre-school reading — more about that later. The trending away from DVDs continues as has been discussed. WiFi use continues to grow at a slower pace. Internet computer use continues to moderate. In general, with an improvement in the economy, we are seeing a leveling of use which is good, as library use goes up when the economy is stressed. Changes were initiated this year to depress demand which were successful. The other difference noted between 2009 and 2010 is the library was closed on a Sunday and Monday in 2010 for the 4th of July. In 2009, the library was closed on a Friday and Saturday. Summer Mondays are the busiest days of the week which resulted in a reduction of 2,021 circulations. • Summer Reading Program — 68 Volunteens enrolled 1,845 participants in the Summer Reading Program. Volunteens served 875 hours and assisted in programming, sorting, and shelving as well as enrollment. The program would not be successful without them. • Review of Holds' Process — As has been discussed in several meetings, the holds' time was reduced to four days. This change had the intended effect to reduce demand. Staff will continue to monitor for the remainder of the fiscal year and may consider increasing to five days or possibly back to a week. Increasing a day would help many users. • Collection Development — Public Services staff are studying trends in circulation. Coppell's demographics are changing with the population "aging". Pre-school and children's circulation have been very high in Coppell. As families age, reading preferences change, typically with a reduction in children's circulation. Staff will continue to monitor what materials are in demand and target those areas for selection. • Loan Star Libraries SFY 2011— In August, the library expects to receive its annual notification from the State regarding the Loan Star Libraries grant. A reduction is anticipated from the $20,738 received in SFY2010, Staff are considering purchasing content for "off-line readers" and/or downloadables. Since this content is considered for "use outside the library", counts are reported as circulation to the State. This is a good opportunity to provide content in electronic format as users are moving away from DVDs and "early adaptors" are using the "off-line readers". • Integrated Library System {ILS} migration — The migration from the Horizon System is in the budget for February 2011. The system was installed nearly 10 years ago. Staff are working on the Request for Proposal and evaluating available systems. This is a complex project. The RFP will be released in September. Staff are targeting the November 9, 2010 Council Meeting for the award of the project. • Comments/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 items not appropriate for the collection. 2 W 7. BUDGET STATUS AND 5 YEAR PLAN INPUT: Discussion ensued, it was agreed that staff should consider "parallel plans" for the 5 Year Plan and the Library expansion since there is no clear direction on the expansion timeframe. S. LIBRARY EXPANSION FEASIBILITY STUDY: Kathy circulated the rendering from PSA Dewberry that was requested during the CMO's meeting with Chaucer Estates HOA. 9. 501 C3 FOUNDATION: No new information. 10. LIBRARY STAFFING: Kathy Edwards announced her retirement effective September 30, 2010. 11. ADJOURNMENT: Thomas Dwyer, Chair adjourned meeting at 8:11. Thog,0a Dwyer, r - Woods, Sr. Administrative Technician Approved as written. 3 MEMORANDUM TO: Library Board FROM: Kathleen P. Metz Edwards, Library Director DATE: September 3, 2010 SUBJECT: September Director's Report for the Library Board It is with a bit of sadness that I write this report as it will be my last Board report. I am excited about retirement but I am not excited about leaving the library. I have enjoyed working with the library board. You have been supportive of staff efforts and of me personally. I will always be grateful for my eleven years in Coppell. Thank you so much. City Manager Clay Phillips will be at the meeting to discuss the future of library operations. He is first up after citizens' appearances. Library Director's Report A. Workload Indicators — Circulation continues to moderate as was discussed last month. Looking at trends, circulation will increase 2% for the fiscal year. The improving economy has reduced some pressure on the collection. The total number of Internet sessions also continues to moderate, however, with the new computers, we are seeing 15% increase in the time per session. This means that wait -queues are returning. DVD use continues to decrease as discussed. However, with both Blockbuster stores closing, it will be interesting to see if there is an impact on the collection. B. Coppell Reads: Remember to check the website for programs. Closing Party is Saturday, September 25, 2010 at the Coppell Senior and Community Center. C. Board applications: Applications are due September 24, 2010. Adult interviews are Thursday, October 19, 2010. Youth interviews are Thursday October 7, 2010. D. Loan Star Libraries SFY 2011: Staff are evaluating and are considering purchasing content for "off-line readers" and/or downloadables as well as Juvenile Non -Fiction print. The library will receive $17,204. E. Board Chair's August 24th Report to Council: Chair's notes are attached. F. Unattended Children: Vicki or I have been in the lobby each afternoon after school. We are trying to get a handle on the unattended children situation to avoid a repeat of the problems we had in the Spring. It appears that we have about a dozen boys and girls who claim to be 10 walking over from Town Center Elementary. We have spoken to each of them. They have all have stated that they are in 5th grade. Most are probably 10. Some look younger but it's a tough age to tell. As we have discussed, they are welcome in the library but they must behave appropriately. If not, we warn them one time, if they do not change their behavior, they are asked to leave. If they are rude to staff, they will be asked to leave immediately. We have had to ask one boy to leave. Staff will offer a phone to contact their parent. Many have cell phones. I have been in contact with the principal and she has agreed to come over and help us identify students should that become necessary. We do not know who they are unless they log onto the Internet computers. There are several children who are not 10 years of age. They come over and sit on the outside bench. Staff do not monitor the parking lot. So far, they have been picked up within 15 minutes. If the pickup time goes past 15 minutes, I will approach the parents. As for middle school children, we have several coming over with the numbers increasing. Budget Status and 5 Year Plan Input: The Budget as discussed will be adopted September 14th Staff continue to work on the Five Year Plan which is due by the end of October. Staff will develop "parallel plans" to account for the building needs whether the facility is expanded or not. Staff are working with the Facilities Manager to obtain an estimate for a renovation in the last year of the Plan should the expansion not go forward. Vicki is securing estimates for the RFID project as well. Library Expansion Feasibility Study: No additional input. 501 C-3 Foundation: No additional information. 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. 8-26 — I love this library. You have many great books. Anonymous: Nice to receive a compliment! 8-18 — Book club for kids (10-12). Where all kids read 1 book and after a month meet up to discuss their favorite character, setup etc. play maybe some quiz puzzle, crossword etc., based on the book. SoniaP. Librarian Betsy Merrill contacted the suggestor and reminded her of the monthly Bookworms club. Betsy will add the suggestion to a future librarians' meeting for discussion. 8-29 — I would like to see you add "Expired Holds " to what is available for patrons to view directly on line. Not having to ask front desk to look it up. Kathyk : Vicki Cbiavetta contacted suggestor for clarification. This is not an option for the current ILS. Staff will look at features when new system is implemented in February 2011. See you on September 9, 2010. Board Chair Notes for August 24, 2010 Report to Council I would like to thank the Council members for the opportunity to speak tonight... Bluebonnet Program: In April, to celebrate National Library Week, library staff worked with the independent school districts' librarians to host the popular Bluebonnet reading program. This year, the program was held on Town Plaza which earned the City a photo on the cover of Texas Library Journal, Summer Reading Club The Coppell Public Library summer reading club started on Monday, June 7th. The Library was transformed into the train -themed "Ali Aboard - Catch the Reading Express". Over the course of the next 8 weeks, 1.,845 logs were distributed to children, teens and adults. The kick-off program included a train in Town Center Plaza where children enjoyed rides and popsicles. In addition to the usual five weekly story times, the library presented programs geared for the elementary school aged children Monday through 'Thursday afternoons: games, performers, crafts and new release movies. Zooniversity returned with rescued animals. Other programs included a Storytime Theater, Magic Show, Critterman, Juggling and Bongo Rod. The Library hosted a series of events aimed at the students in middle school and high school. There were 7 workshops on Friday afternoons ranging from Teen Fitness, Magic, CSI to Cake Decorating. New this year was the "Un -Lame Games". During the first week of August, the Library hosted the ever popular Teen Cartooning Workshop. The library also hosted the after hours Eclipse Party themed "Vampires vs. Werewolves Bash". Tuesday evenings continued the fun with Family Storytime. A special End of Summer Family Fun Night closed out the summer. In order to put on all these programs, the Library's Volunteens served 875 hours. The teens staffed the table to sign up children for the reading club, and they distributed prizes as the children achieved milestones in their reading. Additionally, the teens worked at the programming ---moving furniture, acting as crowd control, serving popcorn at the movies -----as well as monitoring the board games on Monday afternoons. The Volunteens were rewarded with an end -of -summer party. They also receive personal letters that record their hours for various service organizations such as National Honor Society. Summer Reading Club statistics - there were 123,572 checkouts of materials during June and July. There were 6,552 Internet/WiFi sessions rounding out busy summer days. 3940 attendees attended 94 programs. TIG An important constituency among the Library patrons continues to be the pre -Teen & "Peen group. The Library has created the Teen Interest Group (TIG) to develop ideas for teen programming. TIG meets the third Friday of every month with occasional special programs throughout the year and provides a number of entertaining and educational programs for the participants. Within the past six months, several programs have been offered including after hours programs. The goal of TIG is to create a core group that can participate and go out and tell the library's story to their peers. This is a transition group for students who have "graduated" from summer reading (grades 1 to 5) to middle school. It is open to all teens. Coppell Reads This year's community -wide event is Coppell Reads The Guernsey Literary and Potato feel Pie Society, Copies of the book have blanketed the community in July and August, including to Council members. The "read" culminates in September with special programs which include a blog, book discussions, letter writing to US soldiers, a presentation from the CoppelI Historical Society, WWII Swing -dance lessons and a Coppell Reads Closing Party. The party will be held at the Coppell Senior and Community Center on September 25t' Library Expansion and 5 Year Planning The library is a busy place where space and noise are problematic. Staff have instituted changes this year to reduce demand. The time that users have to pick up items reserved using the popular Holds/Requests service has been reduced from 7 days to 4 days. This has been a Board concern as users are busy and may not make it to the library in time. Staff will continue to monitor circulation of popular materials to see if a day or two can be returned to the pickup time. Staff have had to limit attendance at popular summer programs due to space constraints. This has resulted in complaints that need to be addressed by staff, consuming precious time. Library staff are increasingly spending time working with children to obtain appropriate behaviors after school and in the evenings. Space, programming and other resources are needed to address this issue. Since Lee Elementary has closed and Town Center Elementary has been re -districted, the problem has exacerbated. A core group is also walking over from Middle School North. The library building will be twenty years old at the end of the current Five Year Plan in 2015. Maintenance and systems items which are now on hold pending an expansion will need to be addressed if the expansion is not prioritized and completed by that time. The Board discussed the need for "parallel directions for staff to prepare the Five Year Plan — one with the expansion and one without. The Board supports moving forward on the library expansion. Concluding Statement; The Library Board appreciates the support the city council has continued to give the library and hope that as the city completes forward looking plans, we are able to meet the growing needs of the community's library services.