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Home My WebLink About11/03/2016 LIBNovember 3, 2016 CITY OF THE COLONY LIBRARY BOARD MEETING MINUTES November 3, 2016 The Regular Session of the Library Board of the City of The Colony, Texas, was called to order at 7:03 p.m. on the 3rd day of November 2016, at The Colony Public Library, 6800 Main Street, The Colony, Texas, with the following roll call: Sandi Gehrke Marlene Martin, Chair Judith Hebb, Vice -Chair Joanna Krueger Jade Kelly Brian Wade Joan L. Sveinsson Jan Williams Place 1 Present Place 2 Present Place 3 Vacant Place 4 Present Place 5 Present Place 6 Present Place 7 Vacant Council Liaison Absent Staff Liaison Present Recording Secretary Present 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 2.0 1 CONSENT AGENDA Consider approval of minutes of Library Board meeting held September 22, 2016 Motion to approve the above consent agenda item with corrections -Hebb; second by Krueger; motion passed with all ayes. 13.0 L!EGULAR AGENDA ITEMS 3.1 Receive presentation regarding Technical Services processes and tools (Charters) Technical Services Librarian Megan Charters gave an in-depth presentation regarding the procedures and tools used to process and catalog new materials. She also provided information about CollectionHQ, a package of evidence -based stock management tools that enable staff to manage, develop, and promote the collection more effectively. 3.2 Discussion and reports regarding progress of Library Board goals and projects for 2016: A. Continue to maintain legislative awareness of pertinent library issues No report. B. Continue to assist in representing TCPL at library, school, and community activities 1 November 3, 2016 Member Hebb assisted at Snapshot Day. C. Initiate contact and work with the business community to introduce TCPL's services and resources Member Hebb provided staff with the contact information for Advanced Auto Parts; she had found out that the store was open to having TCPI, presence at the store's grand opening. Consequently, staff was able to provide the store with promotional materials about TCPL's resources, such as Chilton Library, which might be of interest to their customers. 3.3 Receive and discuss staff update regarding Friends of the Library activities: FOTCPL PRESENTS! Photos with Santa: This annual event will be held from noon to 2 p.m., Saturday, December 3. Children will have the opportunity to write a letter to Santa, create a holiday craft, and join in on singing songs with The Fiddle Rascals while waiting their turn to be photographed with Santa Claus. The fee per photo will be $2; photos will be available for same day pickup and a free photo mailing card will be included. Proceeds will benefit the Library's youth programs. 3.4 Receive and discuss planning for new City Hall / Library building Director Sveinsson presented information regarding space needs planning for the new library facility and notes taken by Member Gehrke at the 10/3/16 building committee meeting. Meetings of the building committee have been postponed until updated cost estimates are received; Director Sveinsson will notify the board members by email when the next meeting is scheduled. 3.5 Receive and discuss staff update regarding public relations events, programs, and community partnerships: Local History Committee's Twilight at Bridges Cemetery: There were 200 attendees at this event which was held on October 1 from 5 p.m. to sunset. Sixteen copies of Bridges to the Future were sold and cash donations of $210 were received for LHC projects (fund administered by FOTCPL). Back to Hogwarts Bash: This wonderful event featured many new decorations and special touches to create the atmosphere! TCPL staff was assisted by lots of volunteers. All 90 tickets were issued in less than eight hours when registration opened on September 20. There were 40 patrons on the wait list. On the day of the event, 69 tickets were checked in with 21 no-shows. The focus in 2017 will be on better control on the number of tickets a person can reserve and on more persistent reminders to ticket holders to notify staff if they cannot attend, so that their tickets may be released to those on the wait list. Booktoberfest (TCPL, MetroRelief, Love 121, Hope Community Fellowship, Peter Piper Pizza): This ocean -themed family reading SHELI,ebration was jam-packed with fun. TCPI, and Metro Relief DFW partnered with other local businesses and groups for this event (Peter Piper Pizza was not able to participate). Booktoberfest was held on Sunday, October 30 from 2-4 p.m. and drew over 80 participants. The festival activities/stations included Fish Bait Snacks, Library Card Lagoon, Siren's Story Times (including reading by local children's author), Fishing Station, Leviathan Tattoos, Coral Reef Crafts, Carnival Cove, and Pirate Picture photo booth. 2 November 3, 2016 Snapshot Day: Seventy-five Library visitors completed surveys and nineteen posed for photos during TCPI,'s Library Snapshot Day; results will be submitted to the Texas Library Association. _ Cover to Cover Reading Club (In -N -Out Burger): Children ages 4 - 12 have been invited to participate in In -N -Out Burger's "Cover to Cover" reading program. Children may register at the reference desk, where they will receive a reading log to list books they read. To date, thirty-nine children have registered; registration ends November 12. For every five books that a child reads, he or she will earn an "Achievement Award," which is good for a free cheeseburger or hamburger at any In -N -Out Burger. For children who cannot read independently, they can list the books that are read to them. Participants may earn up to three Achievement Awards; awards may be claimed through November 19. TCPL Art & Literature Showcases: In November, National Native American lleritage Month, TCPL's Art & Literature Showcase honors and celebrates the history of Native Americans and present-day Native American culture. Creative works may be submitted for display at the library; each person submitting a creative work will automatically be entered into a prize drawing. Participation is open to all ages (one submission per person). Submissions should reflect the theme by celebrating the contributions, achievements, sacrifices, and cultural and historical legacy of the original inhabitants of what is now the United States and their descendants: the American Indian and Alaska Native people. Submission may be a visual art piece (all mediums accepted --crayons, pencil, color pencil, marker, charcoal, paint, collage, pastel, photography, digital, etc.), comic, or a written piece (poetry, short story, essay, journal entry, or letter). Any submission (written or visual) should be no bigger than 8.5 x l Iinches; only two dimensional items will be accepted. TCPL booth at Salute to American Heroes: TCPL will have a booth in the Vendors Expo to issue library cards and promote TCPL's services, programs, and resources. Several Board members signed up to assist at the booth. 3.6 Review list of November library programs The Board reviewed the list. ADJOURNMENT And with no further business to discuss the meeting was adjourned at 8:54 p.m. APPROVED: T Marlene Martin, Chair City of The Colony Library Board ATTEST: Williams, Recording Secretary 3