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HomeMy WebLinkAbout09/26/2013 LIB September 26, 2013 CITY OF THE COLONY LIBRARY BOARD MEETING MINUTES SEPTEMBER 26, 2013 The Regular Session of the Library Board of the City of The Colony, Texas, was called to order at 7:01 p.m. on the 26th day of September 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 Judith Hebb Place 4 Present Joanna Krueger, Vice-Chair Place 5 Present Jade Kelly Place 6 Present Audra Preston Place 7 Present And with seven board members present a quorum was established and the following items were addressed: 1.0 ROUTINE ANNOUNCEMENTS, RECOGNITIONS AND PROCLAMATIONS: Call to order Introduction of new member - Dr. Judith Hebb was introduced as the Place 4 member of the Board. Introduction of new recording secretary- Jan Williams, Library Administrative Assistant was introduced. Citizen input- None 2.0 CONSENT AGENDA 2,1 Consider approving minutes of Library board meetings held August 22, 2013 Motion to approve the August 22, 2013 fninutes- Preston; second by Krueger; motion passed with all ayes. 3.0 REGULAR AGENDA ITEMS 3.1 Discussion and reports regarding progress toward Library Board goals and projects for 2013 A. Increase interaction with LISD schools in The Colony to inform school personnel, parents and students of TCPL's resources and services 1 September 26, 2013 Member Rushing reported that he had spoken with The Colony High School principal and informed him of the Library's electronic resources with emphasis on the Live Homework Help service. The principal was very receptive. B. Board presence at TCPL events Member Gehrke reported that she worked the week of September 9th at the Lakeview Middle School Book Fair and informed attendees of TCPL's electronic resources. Members Gehrke and Preston helped host the "Meet the Authors and Illustrators" event at the Library on September 14, 2013; they emphasized the importance of having a representative greet the customers to provide information about the event in progress. C. Legislative awareness Member Martin reported that she had written a letter to Senator Ted Cruz in July and has not received a response. D. Library visits Member Rushing reported that he had visited the Gettysburg, PA Library of the Adams County Library System; the System is comprised of six locations and is a private organization that receives funding from the County, State, local governments, Friends of the Library, and investments. He shared photographs of the library which is housed in the converted post office building. It has three levels, with the basement containing the children's and teen areas, main floor containing the adult and research collections, and top floor containing meeting and study rooms as well as the administrative offices for the Library System. He was quite impressed with the bookmobile service and with the photographic displays from the youth summer reading program. He visited with Director Rob Lesher and shared that The Colony Fire Department firefighters come to TCPL to read to the children. He provided Director Sveinsson with the ACLS annual report, Friends newsletter, and other promotional publications. E. Speakers' Bureau Members Preston and Kelly are continuing to develop a PowerPoint presentation and will send an update to Director Sveinsson when completed. Member Kelly has updated the speaker request form and will provide it to Director Sveinsson in Word format. 3.2 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 Members discussed how much square footage is needed for the Library to operate efficiently. Director Sveinsson reported that a 2007 space needs analysis showed that approximately 40,000 square feet was needed at that time and that the space deficit of the current facility was at 63%. Member Martin inquired to how many parking 2 September 26, 2013 spaces would fit in a 1 acre area; Director Sveinsson noted that there are standards for parking requirements that would need to be met that would be related to the size of the facility. Director Sveinsson suggested that she invite the Economic Development Director to a future meeting to provide insight regarding potential locations. 3.3 Receive and discuss staff update regarding Friends of the Library activities: Vice- President vacancy; FOTCPL PRESENTS! Meet the Authors & Illustrators (9/14/13); Fall membership program/meeting (10/5/13); support for Back to Hogwarts event; support for upcoming FOTCPL PRESENTS! Pictures with Santa event (12/7/13) First Vice-President Membership is still vacant. FOTCPL PRESENTS! Meet the Authors & Illustrators: 10 authors participated; 37 customers visited the event. Fall membership meeting 10-5-13: The FOTCPL fall general membership meeting is open to all. There will be opportunities to learn about past, present, and future activities for the Friends, City of The Colony, and The Colony Local History Committee. Featured speakers include Wayne Bullard, President of FOTCPL sharing some new and exciting projects for the organization, Councilman Kirk Mikulec sharing about future projects in The Colony, and Don Beckel about the projects The Colony Local History Committee has in progress. Back to Hogwarts event - FOTCPL President Wayne Bullard ran Flourish & Blotts Book Store; FOTCPL funded pizza for the staff and volunteers who set up for the event; FOTCPL helped fund craft supplies for the classes; and FOTCPL provided seed money for the refreshment trolley sales. FOTCPL member Elise Knox took many wonderful photos of the set up and the event. Pictures with Santa 12/7/13: The volunteer photographer reported last year that the Library's camera was no longer holding focus and that a new camera was needed. FOTCPL officers approved the purchase of the camera recommended by the photographer, which has now been ordered. 3.4 Receive and discuss staff update regarding public relations events and programs: eReader Office Hours; Back to Hogwarts Bash; Pokemon tournament (9/28/13); continuing education class for day care teachers; new fall programs: Kids Play Friday and Family Story Time The eReader office hours month to date: there have been participants at each of the three office hours held so far this month. Staff reports that the office hours are the most effective plan for assisting customers with using this technology to access TCPL's ebook collections. The Back to Hogwarts Bash was a huge success! Director Sveinsson shared photographs of the event. 3 September 26, 2013 Pokemon Gaming Tournament: Saturday September 28th at 6pm. This event is a Handheld Nintendo DS Pokemon tournament. A big turnout is expected based on the attendance at the last few tournaments. Continuing education for day care teachers: Fifty daycare providers attended a workshop on handling autistic children presented by Linda Westrick, Regional Coordinator/ Region 10 & 8 PATH. Kids Play Friday: Fridays 3-5pm -Kids in grades K-5 are invited to hang out to color, do crafts, and play board games and video games. (Under age 9 must have a caregiver age 12 or older with them). There was a good turnout for the first three programs: 15,18, and 11 children and parents. Family Story Time: 2nd Wednesday of the Month at 7pm- A small audience of two attended the first Family Story Time on Wednesday September 11. Staff hopes for a larger turnout at the Wednesday October 9th story time which will be Halloween- themed. 3.5 Receive and discuss staff update regarding Grant Projects: TSLAC Impact Grant; TSLAC Mobile Presence Grant; Target Grant Early Literacy Outreach: The service was funded through the end of August via the Impact Grant. The final performance report has been submitted; the final financial report is due at the end of this month. Through the grant, the Youth Services Library Assistant presented Toddler Times and Story Times to a total of 3,308 children and teachers. Mobile Presence Grant: the mobile website and mobile app will be ready for a "soft launch" by the end of the month. Improvements will continue to be made to the mobile app after the initial launch. TSLAC will fund the first year of maintenance fees. Target Grant: TCPL recently received $2,000 from Target to start a Bi-lingual Spanish- English Story Time in Spring 2014. The funding will go towards books, professional resources, and marketing for the program. FOTCPL has pledged $100 in local support for the project. TCPL has established a Volunteer Match presence through which to recruit project volunteers (especially Target employees who are bilingual). 3.6 Receive and discuss staff update regarding the department's FY 2013-14 goals and objectives Director Sveinsson presented the department's Program Description and goals and objectives. Program Description: "Information, Imagination, Inspiration, Innovation" - With this motto in mind, The Colony Public Library is dedicated to improving its customers' quality of life by facilitating their search for informational, educational, and recreational resources and 4 September 26, 2013 materials. TCPL strives to select, organize, and provide access to a wide variety of the best materials, to be responsive to the needs of the public, and to cultivate the maximum use of its resources and services. TCPL's collection consists of over 110,000 items, which include popular materials in various formats, reference materials, 24/7 electronic resources, downloadable ebooks and audiobooks, downloadable and streaming music, live online homework help, and research tools. TCPL's 15,000 sq. ft. facility includes two group study rooms, space devoted to quiet study, a story time corner, 25 public access computers with internet access and popular software programs, 6 online catalog stations, 3 early literacy children's computers, wireless internet access, and a local history collection. Goals and Objectives forFY2014: Improve quality, quantity, efficiency of and access to services to external and internal customers, • Complete 2013 Target Grant goals for development and implementation of Bilingual Early Literacy story time programs; seek additional grant funding for this project. • Evaluate shelving needs; redeploy/assign shelving freed up by downsizing of print Reference collection to allow expansion of Local History and Children's collections. • Design and implement customer guidance in the print Reference collection to refer to online resources. • Negotiate new contract for integrated library system. • Continue to seek cost-effective methods of improving and expanding services via consortia and grant opportunities. • Increase public awareness of TCPL's services, programs, and resources through participation in public relations events in the schools and throughout the community, with special emphasis on the Library's virtual library and downloadable resources. • Work with the Library Board to implement a speaker's bureau of staff, Library Board, and Friends mernbers to take presentations about TCPL services out into the community. • Continue to improve coordination of publicity and public relations efforts. Improve the resources available to meet expressed customer needs. • Seek grant funding opportunities to implement public computer classes. • Explore options for acquiring and circulating e-Reader devices. • Explore options for other digital services for the virtual library, including streaming video and online magazines. • Explore options through grant-funding and partnerships for implementing youth math and science-related programs. 5 September 26, 2013 • Explore funding options for continued microfilming and implementation of digitization of Local History and Local Newspaper collections. (Director Sveinsson reported that staff received notification yesterday that The Colony Public Library has been awarded a Rescuing Texas History Mini-Grant, which will go toward digitizing 764 pages of the physical newspaper collection.) • Continue cataloging of local history collection; continue to seek donations of items relevant to the local history of The Colony area; implement/ create a photo database for TCPL's Local History Collection. • Develop book club kits for circulation to local book clubs. • Develop early literacy kits for circulation to individual cardholders. 3.7 Review list of October library programs The Board members reviewed the list. And with no further business to discuss the meeting was adjourned at 8:26 p.m. APPROVED: Frederick Rushing, Chair City of The Colony Library Board ATTEST: an Williams, Recording Secretary 6