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Home My WebLink About07/28/2011 MINUTES CITY OF THE COLONY LIBRARY BOARD JULY 28, 2011 A REGULAR SESSION of the LIBRARY BOARD of the City of The Colony, Texas, was called to order by Chair Gehrke at 7:18 p.m. PRESENT: Sandi Gehrke Place 1 Frederick Rushing Place 3 Nicole Rodriguez-Terrell Place 4 (arrived 7:18) Joanna Krueger Place 5 ABSENT: Diana Kruzich Place 2 (medical) Jade Kelly Place 6 (medical) Sue Parks Place 7 (personal business) STAFF: Joan Sveinsson Library Director Jeannie Baellow Recording Secretary 1. Citizen Input. None. 2. Consider approval of the minutes of the June 23, 2011 Regular Session. Vice-Chair Rushing moved to approve the minutes as presented. Member Krueger seconded the motion and the motion passed unanimously. 3. Discussion and consideration of recommendations regarding appointment of representative and alternate representative to the North Texas Regional Library System for the 9/1/2011 - 8/31/2012 term. Previously, these appointments were for two-year terms; however, the State-funded library systems will only be funded through 08/31/2012. The governing entity for each member library needs to appoint a System Representative and an alternate representative. After the end of State FY 2012, the non-profit organization North Texas Library Partners (NTLP) will provide some of the services formerly provided by NTRLS; other services may be discontinued. Representation in SFY 2012 will be very important as this year will be the transition period during which plans to operate solely under NTLP will be formulated. Following discussion, Member Rodriguez- Terrell moved that the Board recommend appointment of Chair Gehrke as the System Representative and Vice-Chair Rushing as the alternate representative. Member Krueger seconded the motion and the motion passed unanimously. This recommendation will be placed on the August 16th City Council agenda for action. 4. Discussion and reports regarding implementation of Library Board 2011 Goals and projects. a. Policy Review. Director Sveinsson reported that there are two policies remaining for review; the Internet Access Policy, which will be placed on the September agenda, and the Proctoring Policy. b. Increase awareness of state and national library legislative issues. No report. c. Customer and community surveys. Director Sveinsson reported that staff is considering contracting with Counting Opinions for an ongoing customer satisfaction survey service. She demonstrated different options for the service as offered at several other libraries via their websites. There are three levels of surveys which vary in depth Library Board 07-28-2011 Page 2 and detail; in addition, a summer reading club survey is included, as well as features that allow respondents to request that a TCPL staff member contact them to discuss their response, a Friends of the Library "prospecting" tool, customization options, Spanish versions, and management reports. The system is designed to prevent respondents from repeatedly submitting responses in order to skew results. The cost is just under $2000 for the initial 13 months. d. Board presence at TCPL events and participation in TCPL public relations activities. No report. e. TCPL 2012 30th anniversary celebration. The next meeting of the committee is scheduled for August 30th. Director Sveinsson distributed a copy of the letter which will be mailed to potential sponsors for the celebration. A database of 600 potential sponsors was created using the Library's electronic resource AtoZdatabases. f. Library visits. No report. 5. Receive update and discuss the following Friends of the Library activities: a. Bag of Books Deal (August). Items remaining from the half price book sale, as well as other selected items, will be offered in a "Bag of Books Deal" sale; for $4, a customer may purchase a book bag and as many items from the "Bag of Books Deal" table that the customer can fit into the bag. b. September 17 Meet the Authors & Illustrators. Adult & Outreach Services Librarian Nancy Boykin is coordinating this event which will feature several local authors and illustrators who will be on site to meet the public and sign their books. Volunteers are needed to host and facilitate this event. c. Membership survey. FOTCPL Bylaws require two meetings a year. A survey was created to gather input from the general membership regarding the date and venue for the fall meeting; FOTCPL Vice-President for Membership Mac Caldwell will send the survey link via email to the members. d. Slinky Puppet fund-raiser Staff and volunteers utilized leftover supplies to create slinky puppets for sale at $5 each. There are a variety of designs available for sale and they have been very popular with TCPL customers. Future creations will include pirate-themed puppets linked to the upcoming Pirate Days event. Teens will participate in puppet making at the August 19th teen "lock-in". Proceeds benefit the Library's youth programs. 6. Receive update from staff and discuss the following items: a. Public Relations Events and Programs: i. Summer Reading incentive clubs and program. There were a total of 714 enrollees in the Library's Sumer Reading Clubs: ➢ SRC "Dig Up a Good Book": 352 ➢ Read To Me: 151 ➢ Teen Read: 72 ➢ Adult SRC: 139 Library Board 07-28-2011 Page 3 To date, 1,002 participants attended the various Summer Reading Club programs and presentations. Remaining events include: ➢ June 29th - Read to Me Finale featuring puppeteer Sandy Shrout ➢ August Td - SRC Final Celebration! featuring percussionist Len Barnett ii. LISD Back 2 School Fair: August 6, 2011, 9 a.m. - 3 p.m. TCPL will participate in the event to be held at the Lewisville Learning Center, 1601 N. Edmonds, Lewisville. Following is the schedule of volunteers for TCPL's booth: • Vice-Chair Rushing: set-up • Member Kelly: 9 a.m. - 3 p.m. • FOTCPL VP Membership Mac Caldwell: 9 -11 a.m. • Member Krueger: 1 - 3 p.m. iii. The Colony Back 2 School Bash: August 16, 2011, 5-8 p.m. TCPL staff will distribute information including electronic resources and will offer library card registration. FOTCPL officers will distribute FOTCPL brochures; TAP members will distribute the Fall 2011 Teen Spot Activities brochures. Following is the schedule of Board volunteers: • Vice-Chair Rushing: set up 3:30-4:45 p.m. • Chair Gehrke: 5-8 p.m. • Member Kelly: 5-8 p.m. • Member Rodriguez-Terrell: take down at 8 p.m. b. FY 2010-11 and FY 2011-12 budget considerations. The City's preliminary budget was received today. The proposed capital list includes replacement of the Library's microfilm reader/printer that was purchased in 1987, requires thermal paper, produces very poor prints, and for which maintenance is no longer available. Although usage is infrequent, TCPL does have resources that are only available in microfilm or microfiche and TCPL customers who borrow microfilm/fiche resources through TCPL's interlibrary loan service are generally restricted by the lending library to using the resource onsite; as the 1987 machine is the only equipment TCPL has, replacement is necessary to meet these needs. The proposed equipment is computer-based and would print via a laser printer. c. Teen Advisory panel: TAP and teen anime programs. A teen lock-in is being planned for Friday August 19th with activities including crafts, a treasure hunt, scary stories, games, snacks, and a DVD providing information on the dangers of sexting. Information/registration packets have been sent to members of TAP, including a letter to parents requesting volunteers. Registration is limited to 25 and participants must sign and return an agreement. Reference Librarian Kate Margolis is now the staff liaison for the teen anime club. d. Service improvements: i. Public access network: upgrade to fiber optic service. Issues following installation have been resolved with the implementation of additional firewall licensing. Library Board 07-28-2011 Page 4 ii. Public fax service. The Library has contracted with Televend Services, Inc. for an initial 6-month trial, and the equipment was installed on July 22nd. Customers may pay by credit, debit, or prepaid FaxCash card. FOTCPL has purchased the FaxCash cards to sell as a revenue generator. Charges start at $1.50 for the first page and increase in $1 increments per page. TCPL staff created the Spanish language instructions posted above the kiosk. iii. Mobile Library and new apps iLib2Go and Teen Hotlines from Rosen Teen Health & Wellness. Director Sveinsson presented the information available on TCPL's Mobile Library page, including two new apps: ➢ Ub2Go: A free mobile application allowing iPhone®, iPadTm and iPod Touch® devices to search TCPL's catalog for materials and downloadable items, check their accounts, place reserves, renew items, read reviews, and make lists of items of interest. ➢ Teen Hotlines, a free app from Rosen Teen Health & Wellness, provides ready access via iPhone@, iPadTm and iPod Touch® devices to reliable hotlines, help lines, and web sites dealing with sensitive teen issues. e. Review list of August Library programs. The Board members reviewed the list; highlights include: • Online resource of the month: Business resources including Mergent InvestorEdge, D & B MillionDollar Database, and AtoZdatabases. • "Oldies-but-goodies" Book Read month-long celebration: Popular fiction from days gone by. • August 3rd SRC Final Celebration featuring percussionist Len Barnett. The next Board meeting is scheduled for August 25, 2011. The meeting adjourned at 8:19 p.m. Sandi Gehrke, Chair eannie Baellow, Secretary