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HomeMy WebLinkAbout03/24/2011 MINUTES CITY OF THE COLONY LIBRARY BOARD MARCH 24, 2011 A REGULAR SESSION of the LIBRARY BOARD of the City of The Colony, Texas, was called to order by Chair Gehrke at 7:01 p.m. PRESENT: Sandi Gehrke Place 1 Diana Kruzich Place 2 Frederick Rushing Place 3 Nicole Rodriguez-Terrell Place 4 (arrived at 7:03 p.m.) Joanna Krueger Place 5 Sue Parks Place 7 (arrived at 7:02 p.m.) STAFF: Joan Sveinsson Library Director Jeannie Baellow Recording Secretary 1. Citizen Input. None. 2. Consider approval of the minutes of the February 24, 2011 Regular Session. Member Rushing moved to approve the minutes as presented. Member Krueger seconded the motion, and the motion passed unanimously. 3. Discussion and consideration of proposed policy revisions: Members Parks and Rodriguez-Terrell arrived at this point. a. Respect for the Rights of Others - Conduct In the Library. Discussion was held regarding proposed changes which include formatting and consistency revisions; deletion from Section III. A. of "not before or after," relating to the public's permitted entrance to the Library; Section Ill. B. addition of "and supervising teens;" in regard to supervision of children; Section III. E. deletion of "etc." at the end of the list of behaviors; Section III. F. change "communications" to "communication;" Section III. G. restructure to eliminate redundant wording; Section III. J. change "owners" to "riders" in regard to bicycles; Section III. Q. change reference to the Community Bulletin Board policy to the revised title of Posting of Public Notices policy. Vice-Chair Rushing moved to accept the proposed revisions as presented. Member Rodriguez-Terrell seconded the motion, and the motion passed unanimously. b. Community Bulletin Board Policy. Discussion was held regarding proposed changes which include renaming the policy to Posting of Public Notices, eliminating referrals to the bulletin board, and standardizing the format. Vice-Chair Rushing moved to accept the proposed revisions as presented. Member Kruzich seconded the motion, and the motion passed unanimously. c. Circulation Policy: loan of laptops for in-house use. Discussion was held regarding proposed changes which include the addition of language under various subsections of Section II and Appendix A to include provisions for the in-house lending of laptop computers. Library Board 03-24-2011 Page 2 Vice-Chair Rushing moved to accept the proposed revisions as presented. Member Rodriguez-Terrell seconded the motion, and the motion passed unanimously. 4. Discussion and reports regarding implementation of Library Board 2011 goals and projects. a. Policy review. Director Sveinsson noted that the Board had approved the following revised policies at its February meeting: Interlibrary Loan Policy, Interlibrary Lending Policy, and Reference Policy, and will continue to conduct a review/update of remaining TCPL policies this spring. b. Increase awareness of state and national library legislative issues. Director Sveinsson again encouraged Board members to subscribe to the Texas Library Association's Texline email list, which provides updates of library-related legislative issues in Texas and information for those wishing to provide input to their legislators. Four of the six Board members, Chair Gehrke and Members Krueger, Parks, and Rodriguez-Terrell indicated that they had subscribed. c. Customer and community surveys. Director Sveinsson noted that she had received a copy of the survey previously used by Member Rodriguez-Terrell, and asked for input from the Board on topics for evaluation. Member Rodriguez-Terrell proposed programs, hours, and materials; Chair Gehrke proposed databases; and Director Sveinsson proposed questioning customers on how they receive information on Library programs. Vice-chair Rushing raised the issue of different types of promotional signage for Library programs and events. Director Sveinsson noted that email, Twitter, Facebook, FunTimes, the FOTCPL Newsletter, and HOA newsletters are currently used to publicize and disseminate information. Director Sveinsson asked the Board to consider whether the posting of signs is still needed, and asked the Board to email to her any ideas on survey topics. d. Board presence at TCPL events and participation in TCPL public relations activities. Director Sveinsson reported that TCPL had a presence at each of the middle school March 8th open houses. Director Sveinsson and Electronic Resources Librarian Cox were assisted by Member Kruzich in disseminating information and issuing library cards at Griffin Middle School. Chair Gehrke and Circulation Clerk Holly Martin disseminated information and issued library cards at Lakeview Middle School. Director Sveinsson noted from the event that many students and parents were aware of TCPL's Live Homework Help service. e. TCPL 2012 30th anniversary celebration. A planning committee is scheduled to meet on March 31St at 7 p.m. at the Library. Chair Gehrke and Member Krueger will attend as Board representatives; FOTCPL President Wayne Bullard and Treasurer Denise Meyer will attend as FOTCPL representatives; Director Sveinsson, Technical Services Librarian Megan Charters, and Electronic Resources Librarians Cary Cox will attend as staff representatives. Library Board 03-24-2011 Page 3 f. Library visits. Member Krueger reported on her visit to Plano's L.E.R. Schimelpfeng Library, and made the following observations: the library is a two-story, 30,000 square foot facility. The main floor is comprised of an atrium, information desk, circulation desk, children's/teens' area, and Friends book area (revenue generated from the sale of Friend's books is allocated to training and conference fees). In the rear of the main floor is a couch with a play area, two large meeting rooms, self check-out (currently 3 units, with an additional 3 planned), printers, fax machine, copier, hold shelf, and 10 computer stations. The basement includes a 40 person capacity storm shelter, 20 computer stations, a CD, DVD, and audio media area (alphabetized rather than categorized), and seating throughout. She noted that the facility was unique and well-staffed, and distributed promotional items for the Board's review. Director Sveinsson reported on her visit to the Bedford Public Library and made the following observations: At one point, the library had been shut down for a month, even though a bond issue in favor of building a new facility had been passed. The library reopened, but faced the possibility of being out-sourced. Due to the strength of the business plan presented by Library Manager Maria Redburn and the support of the community, out-sourcing was not pursued. With renewed support from the community and Council, $12 million was invested in the creation of a new library which involved the renovation of a 40,000 square foot former Food Lion grocery store building into a state of the art "green" facility. No additional staff was funded, but the addition of self checks, automated book return/sorter system, and RFID capabilities has reduced the impact of managing double the square-footage with the same size staff. The lobby houses express computer stations; neither the information nor circulation desks have check-out capability; the circulation desk is equipped to issue cards or accept payment of cash fines - although customers are encouraged to use the self-checks to pay electronically by credit or debit card; books can be dropped from outside the building to be conveyed and sorted electronically; and there are "wow walls" displaying information throughout the facility. TCPL staff will tour the Bedford Library on staff in-service day. 5. Receive update and discuss the following Friends of the Library activities: a. Recognition of library volunteers for FY 2009-2010 service. Member Kruzich reported that an extensive menu was offered and the attendees enjoyed the volunteer recognition event hosted by FOTCPL at Amore Pizza and Pasta. Tim Miller, Executive Director of Administration, represented the City; FOTCPL President Wayne Bullard and Secretary Denise Meyer represented the Friends; and Director Sveinsson and Circulation Supervisor Alice Collins represented the Library staff. Alice Rufi, who volunteers with the Library's local history committee and related genealogy projects, was presented the Volunteer of the Year award. b. "Wii Would Like You to Play" (annual meeting and game night). The event will be held Saturday, April 30t": social at 6 p.m.; annual business meeting at 6:30; and game play at 7:00. There will be "old school" as well as electronic games; cookies and bottled water will be available; and the teens will sell snacks. Library Board 03-24-2011 Page 4 c. FOTCPL-sponsored April 2011 Library events. Teen Karaoke Night will be held on April 9t" at 6:30 p.m. At 10 a.m. on April 12t", FOTCPL PRESENTS! The Gingerbread Man, a puppet show for preschoolers in celebration of National Library Week. 6. Receive update from staff and discuss the following items: a. Legislative issues impacting TCPL services. Director Sveinsson reported on information regarding HB 3283 which, if passed, would expand the authority of Type A (economic development, formerly 4A) and Type B (community development, formerly 413) corporations to fund library projects. The bill has been referred to the House Urban Affairs Committee. She stated that this is a highly significant piece of proposed legislation with potential great benefit to libraries, particularly to The Colony Public Library, and urged Board members to disseminate this information and to contact their state representatives in support of this legislation (Myra Crownover if north of SH 121, or Burt Solomons if south of SH 121). Director Sveinsson noted that TCPL's TexShare databases are not at issue this year but may be at risk for the following two years, and noted that she and other library directors will explore options to continue database licenses through consortia - possibly through Public Library Administrators of North Texas (PLANT), Northeast Texas Library System (NETLS), and/or North Texas Regional Library System. b. Teen Advisory Panel: TAP and teen anime programs. Director Sveinsson reported that there was a low turn-out for the Anime Club's Double Dash Gaming Tournament because many of the members are in the high school band and were on a band trip to Disney World. Prior to the March 22nd TAP meeting, Director Sveinsson introduced four TAP members before the City Council. Applications for TAP membership for the term beginning in May will be accepted beginning in April. The Library received a request from a TCHS ROTC cadet (not currently a Library teen group member) that the Library sponsor a HALO gaming tournament in June. Electronic Resources Librarian Cox is researching the proposed game and will coordinate the technical end of the event. The tournament will require the use of the public access computers, so additional security is a concern for this after-hours event. The teen who proposed the event suggested that the ROTC members might help with security. Director Sveinsson has committed to speaking with the supervising TCHS ROTC Major to discuss the feasibility of enlisting the assistance of ROTC members for the event. In response to members' requests, the Anime and Teen Writer's Clubs have both initiated a second monthly meeting. Reference Librarian Margolis has volunteered to assist with the teen groups. c. Teen Writers' Club project. Director Sveinsson reported that she has been serving on Stewart Creek Elementary School's Building Leadership Team. At the last meeting, she learned that the school has established a goal of improving the writing skills of 4t" graders. TCPL staff is in the process of developing a plan to host a summer writing "camp" for upper elementary school students. Members of the Teen Writers' Club have indicated a willingness to volunteer to work with the students. Library Board 03-24-2011 Page 5 Electronic Resources Librarian Cox is developing a grant application to fund the acquisition of more NetBooks for use in this project. d. Furnishing improvements: fixtures acquired from closing Borders stores. Director Sveinsson reported that the Library purchased two 30" x 60" tables for the study room - $165 each (tables currently in Study Room A will be placed in the Quiet Room), a children's game table - $50, a revolving slat wall display tower- $110, and a CD display unit - $125. There was an additional 10% mark- up on each item. Staff will also investigate the sale of Blockbuster fixtures. e. Service & efficiency improvements: i. Mergent Investor Edge TM This resource provides Information on over 5,200 U.S. and international companies, company annual reports, bond and industry reports, ratings, and recommendations. It is limited to publicly traded companies, as opposed to the D&B Million Dollar Database. ii. Readers' reviews on the catalog. Readers can review any item by logging into the catalog; guidelines are provided and submissions will be reviewed by Library staff prior to posting. iii. Book and author-related YouTube videos on TCPL's website. Electronic Resources Librarian is posting these videos on TCPL's website; they can be found via the link "What to Read Next" under the Bookshelf tab. iv. Harvard Business School videos via Business Source Complete Videos of various seminars are included in this resource. f. Priorities for FY 2011-2012 budget. Director Sveinsson reported that the Library's management team is analyzing next year's budget needs, taking into consideration the fact that Loan Star Libraries Grants will probably not be funded by the state. To cut postage costs, first overdue notices will no longer be mailed to those customers who are receiving notices by email. The final billing notice and invoice will be mailed. g. Review list of April library programs. The list of April Library events was distributed and the Board was updated on upcoming events to include TAP's "Read the Movie" The Cat in the Hat, April 7tH; the Anime Club's Karaoke Night, April 9t", and FOTCPL PRESENTS! The Gingerbread Man, April 12tH The next Board meeting is scheduled for April 28, 2011. The meeting adjourned at 8:21 p.m. - Sandi Gehrke, Chair Jeannie Baellow, Secretary