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05-22-2011 (Library) Minutes Library CITY of WYLIE Library Board--Minutes Monday, May 23, 2011— 7:00 pm Conference Room Smith Public Library 300 Country Club Rd., Bldg. 300 Wylie, Texas 75098 CALL TO ORDER Announce the presence of a Quorum. Members present: Shirley Burnett, Grace Morrison, Mindy Ayers, Gerii Washington, Brett Bim, Junaid Na j amuddin, Rachel Orozco (Board Liaison) Members absent: Lucy Shriver (resigned-employment reasons) CITIZENS COMMENTS ON NON-AGENDA ITEMS Residents may address Board regarding an item that is not listed on the Agenda. Residents must provide their name and address. Board requests that comments be limited to three (3) minutes. In addition, the Board is not allowed to converse, deiibel•ate or take action on any matter-presented daring ei dzen participation. PRESENTATION No presentation was made during the meeting. ACTION ITEMS I. The Library Board Minutes of Monday, April 11, 2011 were approved as presented. DISCUSSION ITEMS Display Policy. This Policy has been presented to Legal for review and revision. This Policy covers anyone who wants to bring artwork type items to display. The sentence "Library staff will create and assemble the exhibit or display" was revised to read "The Exhibitor is required to assemble the exhibit or display". In the third line of the last paragraph "and the City of Wylie" was added after "I hereby release said Library". Outreach Policy_. We currently have a Group Tour Policy and Request Form in place. Due to the request for outreach visits, an outreach policy and request form also needs to be created. We received a request for an outreach visit with only three days notice. They requested one person to visit with parents and another to hold a storytime for the children. We were able to accommodate them, however, one person had to come in on their day off. The thought is there will be more requests in the fall when school is back in session. We need more notice to ensure there is enough staff to cover the floor and we also need enough notice to put the presentation together, It was requested that an outreach policy be May 23, 2011 Library Advisory Board Regular Meeting Minutes Page 2 of 3 created separate from the Group Tour Policy. Groups would include schools, civic organizations and other groups. Two weeks notice would be required and would be on a first come, first serve basis. Library Events: • June 3 from 9 00-12 00 noon is the Summer Reading Kickoff We will have a bounce house, scholastic book fair, petting zoo, police and fire are coming as well as the North Texas Municipal Water District. We had 800 participants the last time this was held at the old library location. • Scholastic Book Sale — starts Thursday, June 2 and ends on Saturday, June 4. The hours are the same as the Library and will be open Friday during the kickoff. If you would like to volunteer talk to Barbara Watson or just come and spend your money. • June 18 from 10:00-12:00 noon is the municipal complex dedication. The time has changed but the date is the same. The money could not be raised to have a large party. Library Policy Change: In the past the Library was closed on the Saturday when there was a holiday on Friday or Monday. This is no longer the case and the Library will be open on the Saturday of Memorial Day weekend. The Library will still be closed for four days during the Thanksgiving, Christmas and New Year holidays. Most libraries of considerable size are open the Saturday of holiday weekends. The small libraries tend to be closed due to staffing issues. Reception for City Council Members: Carter Porter is the outgoing City Council representative who was very good to the City staff and was an advocate for us. His reception will be tomorrow, Tuesday, May 24 at 5:30 in the foyer of City Hall. After the City Council meeting there will be a reception for the incoming members. Rick White was reelected and Diane Culver is taking the place of Carter Porter. The Library does not have anything on the agenda but if possible, please attend to show your support and appreciation. Library Board Interviews with City Council: At the Council Meeting on May 24 the three members of the sub-committee will be appointed to interview the new Board applicants. Lucy Shriver has resigned even though her term on the Board had not expired. Her job has become more demanding and is requiring more of her time. Texas State Library Funding: A letter was received from the Lieutenant Governor and the one pertinent sentence states "the budget the Senate just passed makes a historic $14.7 billion in cuts from current spending and meets our obligations under State and Federal law without cutting classrooms and nursing homes and without raising taxes". There was no mention of libraries in the letter. Rachel went to the Texas Library Association Convention and they went to the State Capital with about 2,000 people while the legislation was in session. There were some legislators that came out and addressed the crowd. STAFF REPORTS Library Staff: We have lost one part-time employee who accepted a full time position elsewhere. We received 72 applications for the open position. One of our part-time employees has been diagnosed with cancer. In the meantime, other part-time employees are working extra to give her time to recover and come back. Emily is a full time reference assistant that has been accepted to library school. She has a Bachelor's Degree in the Classics and a Masters in Museum Studies. Josh, who is a part time circulation assistant, has a Bachelor's in Spanish and wants to apply to library school. May 23, 2011 Library Advisory Board Regular Meeting Minutes Page 3 of 3 The employee appreciation reception was discussed and it was suggested that it be held after the Summer Reading Club ends due to the amount of activity during that time. A suggestion was also made that a dessert reception be held one day from 4:O0- :00pm Library Activity Rachel presented the new library activity summary report covering March 28 (opening day) through April 27. • Checked out 28,800 items—Circulation 91% increase from last year • Checked in 8182 items • Added 1,400 new library card accounts „, 4 3 91 increase from last year • Updated 4,500 library card accounts Period covering May 11 through May 18: • Checked out 6,600 items —Circulation 691 increase from last year • Checked in 6,300 items • Added 756 new library card accounts ▪ Visitors during this one week - 7,500 Librar Budget F 12: The library has only been open six weeks so putting the FY12 budget together has presented a challenge. We would like to have items such as a mobile display for art. We thought we had enough book carts but need more of those. I asked for a slight increase in books and also for special services. The price of the programs has increased because the price of gas going up. We expect to have more people participating and also are putting more money toward adult programs. I asked for a little overtime money to staff events like the Arts Festival. I also asked for a little bit more part-time hours to cover staff meetings. It is hard to ask staff to attend staff meetings and then be short on the floor later. The budget discussions will be held in June and budget sessions will be held in July. Our Tex Share will be increased but we will have to pay about $200 more per year. We will probably lose Lone Star and that is 10,000-$13,000 that would have been received. We normally would pay for our databases out of that money but the expense will have to be absorbed; however, we are keeping all the databases. At the County level, we are asking for the same amount as last year which was $23,000. The Board was encouraged to attend as many budget meetings as possible. Library Building: Almost all of the additional lighting has been installed. The smart shoot is working well. We have had some issues with the sorter but we are working through those. We have had a conference call with 3M. We are still having issues with computers which I spoke with Mindy about today. We would like for our Electronic Services Librarian to be able to handle some of the issues when IT is overwhelmed. ADJOURNMENT Meeting adjourned at 8:20 pm. Grace Morrison,President Date