07-11-2011 (Library) Minutes Library Advisory Board
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CITY OF WYLIE
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Library Board--Minutes
Monday, July 11, 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: Grace Morrison, Gerri Washington, Shirley Burnett, Mindy Ayers, Junaid
Najamuddin, Candy Arrington, Rachel Orozco (Board Liaison)
Members absent: Gregg Wooding
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,
deliberate or take action on any matter presented during citizen participation.
PRESENTATION
No presentation was made during the meeting.
ACTION ITEMS
1. The Library Board Minutes of Monday, June 13, 2011 were approved as presented.
2,. The Library Outreach Services Policy and Request forms were approved as presented.
DISCUSSION ITEMS
Welcome to new Board Member Candy Arrington. Candy is a 16 year resident of Wylie, is very active
in the community and is employed full time.
Outreach Policy and Request Form:
The Outreach Policy and Request forms are very similar to the Group Tour Policy and Request forms.
This Policy was created so that requests can be fulfilled while also having enough staff coverage in the
building. In the past, we have attended events such as Wylie is H.O.P.E. the backpack event, PTA
meetings, read-aloud, and career day. We have also done Boy Scout and Girl Scout events, Lions Club,
July 11, 2011 Library Advisory Board Regular Meeting Minutes Page 2 of 4
and smaller Chamber of Commerce events. Ofilia and the Children's staff go around to schools and
promote Summer Reading Club. Also, we meet with the school Librarians at the beginning of each
school year to familiarize them with our services, web page, etc. We anticipate in September that we
will receive more outreach requests. To request outreach services we require that the form be completed
and returned to us by fax, email or call us. We are asking for three weeks advance notice to prepare for
the event and to schedule staff coverage.
FY12 Budget Review:
Office Supplies: The amount requested is $41,400.00. We are very office supply intensive. This
includes such items as audio cases, RFID tags, tape, incentives for summer reading club, printer
cartridges, receipt printer paper, copy paper, all of the equipment to repair DVD's, etc. We also
increased the amount to cover music CD cases because we are going to have a CD drive and ask the
public to donate their "gently used" music CD's. This amount is an increase from last year
commensurate with the increase in population and usage of the facility. Circulation has currently
increased by 70%.
Postage and Freight: This amount has basically stayed the same. We used to send out letters. Now we
do three telephone calls or three emails and then send a final notice letter. We also now do email for
holds.
Library Books: Last year's request was $110,150.00 and this year $111,600.00 has been requested. We
currently have approximately 60,000 titles in our collection. According to other libraries in the area we
do have a healthy book budget. The future plan is to match 1 book per capita based on the city's
population. The Friends group also does fundraising that helps with purchasing additional items for our
collection.
Tools & Equipment: Last year's amount was $7,300.00 and this year we have requested $8,600.00.
This is the part of the budget that I told Mindy if we had to cut this is where we could cut. This includes
items such as easels, sign holders, flannel board, poster holders, portable PA system, and scanner. These
are items that would enhance the look of the building and help us promote programs but we could live
without them.
Computer Hardware & Software: This amount went from $16,000.00 to $28,000.00. This is because
we want to do more online classes. We want to promote things businesses can use and would be of
benefit to small business owners. Tex-Share increased because the state cut our budget by 64%. Mango
Languages is the online learning. Learning Express has GED and all the Civil Service type tests. The
GED teacher is going to have GED classes in the Computer Lab and hopefully she will be able to use
some of these resources for practice tests online. Also, Career Transitions does streaming video about
different careers.
Special Services: This area actually decreased. Last year's amount was $26,200.00 and this year we are
requesting $21,300.00 because we are not moving. Included within this category are Summer Reading
Club Programs and programs we offer during the school year. Summer Reading Club Kickoff was
increased by $500.00. We had 1,100 people come from 9:00am to 12:00 noon and we spent $2,000.00.
" " $7,000.00 is for Summer Reading Programs. Teen Programs were separated out and we are going to do
about $4,400.00. $1,000.00 is for the adult population programs. Travel and training increased to
$7,800 this year because people have not gone to any training in years. This year in mid-winter
July 11, 2011 Library Advisory Board Regular Meeting Minutes Page 3 of 4
American Library Association is in Dallas so I am going to have staff go to the Exhibits. This is where
all the new technology will be displayed. If I have to cut I will cut some from travel and training.
Dues & Subscriptions: For the professional staff I pay for the Texas Library Association dues. The
dues are variable based on salaries. This is also an area that could be cut if it had to.
Budget Cuts at the State level:
Letter from the Texas State Librarian — They cut 64% of our State budget. They are laying off 35
employees going from 193 to 161 staff. Lone Star Libraries program was a wonderful gift that was
based on our population that we could use for anything. That program was not funded and is now gone.
Funding for Tex-Share databases reduced from 8 to 2.5 million. We have already increased Tex-Share
by 35%. They are also going to offset some of our courier services. Continuing Education will mostly
be delivered online. We will continue to have a Library Science collection. The Texas Reading Club
and the Texas Teens Read used to be free and is not going to be free anymore. We will get it through
FY12 so next year will be the last year. All of the reading logs we have been getting free from the State.
They will continue to do the Annual Statistics and Accreditation as we are accredited by the State. The
Library of Texas is going to Houston Area Library System and they are still looking at offering some
competitive grants. This year we got the one for Texas Reads Grant with Sachse. I also applied for a
grant for the computer lab that I did not get. They have one for digitizing collections and newspapers. I
should know more about this in September.
Upcoming Library Events that require Library Board participation:
Tuesday, July 12: This is the date for another budget work session during the City Council meeting
where the departmental budgets will be reviewed.
Tuesday, August 9: The tax rate will be discussed during the City Council meeting.
Tuesday, September 13: City Council approves budget at their meeting.
The Board Members were encouraged to attend as many of these meetings as possible. The City
Council meetings start at 6:00pm.
There will be public hearings held and adoption of the tax rate and budget.
STAFF REPORTS
Library Activity:
Summer Reading Club Update: June Attendance— 5,200
Comparison from March 28-July 6, 2011 to same time period in 2010:
Items Checked Out: 120,440—72% increase
Items Checked In: 94,904—68% increase
rvIMAY Borrowers Updated: 13,649—261% increase
New Borrowers: 4,192—445% increase
Library visitors doubled— 59,385 compared to 38,154 same time last year
July 11, 2,011 Library Advisory Board Regular Meeting Minutes Page 4 of 4
Library Building:
o The issue of additional lighting around the outside book drop was revisited. Rachel is working
with Shane to address this situation.
o A suggestion was made that placing a camera at the outside book drop would help to prevent
vandalism. Rachel is unsure whether this can be done in a cost effective manner but will discuss
it with Shane.
o The area in front of the Bluebonnet Room is still a little dark. Rachel is not sure whether any
additional lighting will be installed.
o Rachel has sent emails to IT about the wireless internet connection being dropped.
ADJOURNMENT
Meeting adjourned at 8:43 pm.
A
Grace Morrison,President Date