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Home My WebLink About06/27/2013 LIB June 27, 2013 MINUTES OF REGULAR SESSION OF LIBRARY BOARD HELD ON JUNE 27, 2013 The Regular Session of the Library Board of the City of The Colony, Texas, was called to order at 7:07 p.m. on the 27th day of June 2013, at The Colony Public Library, 6800 Main Street, The Colony, Texas, with the following roll call: Sandi Gehrke Place 1 Present Marlene Martin Place 2 Present Frederick Rushing, Chair Place 3 Present Vacant Place 4 Joanna Krueger, Vice-Chair Place 5 Present Jade Kelly Place 6 Present Audra Preston Place 7 Absent And with five board members present a quorum was established and the following items were addressed: 1.0 ROUTINE ANNOUNCEMENTS, RECOGNITIONS AND PROCLAMATIONS: Call to order Citizen input: None 2.0 CONSENT AGENDA 2.1 Consider approving minutes of Library board meetings held April 17, 2013 and May 23, 2013 Motion to approve above consent agenda itean - Gehrke; second by Martin; motion passed with all ayes. 3.0 REGULAR AGENDA ITEMS 3.1 Discussion and consideration of canceling the July 2013 Library Board meeting As the Library Director will be out of state, the Administrative Assistant position is vacant, assigning another staff member to cover the meeting would impact public service staffing levels, and there is not any critical business that needs attention at the July meeting, it was proposed that the July 2013 Library Board meeting be canceled. Motion to cancel the July 2013 Library Board meeting -Kelly; second by Martin; motion passed with all ayes. 3.2 Discussion and reports regarding progress toward Library Board goals and projects for 2013 1 June 27, 2013 A. Increase interaction with LISD schools in The Colony to inform school personnel, parents and students of TCPL's resources and services No report. B. Board presence at TCPL events Member Gehrke reported her impressions of the June 11th Duct Tape Creations program; although only four teens participated, they all had a great time and showed a great deal of creativity. Member Kelly noted that there was a lot of activity in the Library when she visited. C. Legislative awareness No report. D. Library visits Member Rushing reported that he visited Boston Public Library and was impressed by its size and accessibility. E. Speakers' Bureau Members Kelly reported that the committee is seeking input from the Board members to create "speaker's kits", digital packages that would include a speaker's guide, PowerPoint file, a presentation handout containing the PowerPoint slides with space for taking notes. The first kit would be "TCPL 101", which would be a basic overview of the Library's staffing, location, services, and funding. The members discussed providing the kit to the speaker on a flash drive or preloaded on a laptop. The committee also plans to develop a questionnaire for the organization that requests a speaker; the questionnaire would request such information as anticipated audience size, time parameters, level of detail desired, if projection equipment is available, and whether a demonstration is desired. 3.3 Review and discuss short range and long range planning for the Library to include the Library's 2010-2015 long range plan, elements to include in the 2015 - 2020 plan, methodologies to gain public input, and site considerations regarding potential locations for a future library facility Director Sveinsson distributed copies of the Library's 2010-2015 long range plan and noted areas that need to be considered for inclusion in the 2015-2020 plan, including site considerations for a future facility. At the August meeting, the Board will discuss methods for gaining public input. 3.4 Receive and discuss staff update regarding Administrative Assistant vacancy Director Sveinsson reported that, to date, fifteen applications have been received and responded to questions regarding the position requirements, pay rate, and schedule. The position is open until filled. 2 June 27, 2013 3.5 Receive and discuss staff update regarding Friends of the Library activities: Staff shirts; June "Bag of books" sale; FOTCPL PRESENTS! Just for Fun Family Night 6- 20-13; Donation book bins project; Vice-President vacancy FOTCPL provided funding to provide each staff member with a Library shirt that has a modified version of the "Information, Imagination, Innovation, Inspiration" graphic. The shirts are worn on Summer Reading Club program days and will also be worn for public relations events. This month, FOTCPL is again offering a "Bag of Books" sale where customers may purchase a book bag filled with as many books from the "Bag of Books" table as they can fit in the bag for the bargain price of $4. The Just for Fun Family Night funded by FOTCPL attracted seventy-five participants. The Board of Adjustments has approved a variance so that the donation book bills can be constructed of metal, so the project can move forward. The First Vice- President Membership position is still vacant. 3.6 Receive and discuss staff update regarding public relations events and programs: National Audiobook Month; Summer Reading Club registration, programs, and sponsors; eReader Petting Zoo 6-15-13 and eReader Office Hours (6/5, 6/11, 6/19, 6/28); Legomania: Wild West 6-22-13; Author visit: David R. Smith 6-25-13; July's "Lost in the Lake" book give-away promotion.; Back to Hogwarts Bash 9-7-13 Throughout the month of June, cardholders who check out or download audiobooks have had the opportunity to enter a drawing for a MP3 player. As of yesterday afternoon, the number of registrants in each of the four Summer Reading Clubs was 169 in Read to Me, 199 in the Kids Reading Club, 58 teens in Teen Read, and 47 adults in the Adult Reading Club. Director Sveinsson shared photos and attendance statistics from the summer kids and teen programs, including the Legomania event (14 participants), and author David R. Smith's visit with local teens (2 participants). To date this month, a total of five cardholders have received training during the eReader Office Hours; the eReader Petting Zoo did not have any attendees. July's promotion will again be "Lost in the Lake", a book give-away which provides a free paperback book to interested library visitors. The Board members were provided with an overview of the planned "Back to Hogwarts Bash" scheduled for 9-7-13 in celebration of the fifteenth anniversary of the U.S. publication of Harry Potter and the Sorcerer's Stone. 3.7 Receive and discuss staff update regarding Grant Projects: NTLP eReader Lab Grant; TSLAC Impact Grant; TSLAC Mobile Presence Grant; CoServ Charitable Foundation Grant The librarian staff has initiated eReader Office Hours to provide individualized training for cardholders in how to download ebooks from the various collections provided by TCPL; when needed, they are using the eReaders provided through the NTLP eReader Lab Grant for this training. 3 June 27, 2013 To date this month, 182 children and teachers participated in early literacy activities provided by the Impact Grant-funded outreach program. Surveys have been distributed to the day care teachers. Two Early Literacy Kits are being delivered to each of the participating day care facilities this month; the kits will be rotated on a monthly basis. As part of the Mobile Presence Grant, funding is being provided to add the capability in the integrated library system so that the mobile app users will be able to place holds on materials in the collection when they use the app to search TCPL's catalog. Electronic Resources Librarian Cary Cox has received notification that her application for a CoServ Charitable Foundation Grant was successful; the presentation of the $7,875 grant will be scheduled for an upcoming City Council meeting. The grant will fund 750 tutoring sessions via Tutor.com for TCPL cardholders. 3.8 Review list of July library programs The board members reviewed the list. And with no further business to discuss the meeting was adjourned at 8:39 p.m. APPROVED: Frederick Rushing, Chair City of The Colony Library Board ATTEST: an L. Sveinsson, Acting Recording Secretary 4