Loading...
08-08-2011 (Library) Minutes Library Advisory Board CITY OF WYLIE N Library Board--Minutes Monday, August 8, 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, Candy Arrington, Rachel Orozco (Board Liaison) Members absent: Junaid Najamuddin, Gregg Wooding CITIZENS COMMENTS ON NON-AGENDA ITEMS Residents mar address Board regarding an item that is not listed on the Agenda. Residents must provide their name and address. Board requests that comments he limited to three (3) minutes. In addition, the Board is not allotted to converse, deliberate or take action on any matter presented during citizen paticipation. PRESENTATION No presentation was made during the meeting. ACTION ITEMS 1. The Library Board Minutes of Monday, July 1 1, 201 1 were approved as revised. DISCUSSION ITEMS FY12 Budget Review: To date, everything that the City Manager presented in the proposed budget is still included. Discussion and revisions may be made up until Council approves the budget. At the Council Meeting tomorrow the tax rate is going to be discussed and set. There is also going to be discussion regarding community waste disposal. The Board was encouraged to attend the meeting to show their support. Meeting Room Policy Review: Last year all of the policies were reviewed, revised and updated except for the Collection Development Policy which will probably be done this year. At the time the Meeting Room Policy was created, it was decided that the Policy would be revisited in six months to discuss any issues that may have come up. It was proposed that at next month's meeting the Policy be reviewed and revised as needed. One item that needs to be considered is a policy for "no show" bookings. There is a clause for canceling 48 hours August 3. 20l l library Adv isory Board Regular Meeting Minutes Page 2 of 5 prior to an event but nothing is in the Policy regarding "no show". A discussion was held regarding the possibility of imposing a monetary fine if cancelation is not made within the 48 hour time frame. Also, three "no show" bookings should result in losing the privilege to reserve the room for a period of one year. This would include bookings where there is no charge to reserve the room. A suggestion was made to allow more time to pass and see if this is something that is going to be an issue. Patrons don't always check in at the Adult Services Desk and it needs to be stated in the Policy that Patrons must check in and check out at the Adult Services Desk. This should be included so that the room may be unlocked and checked by a staff member at the beginning of the meeting and checked again and locked at the end of the meeting. Proposed language that might also be included is "Failure to follow meeting room policies may result in privileges being revoked". The Board was encouraged to think about these issues and others to discuss further at the next meeting. Upcoming Events That Require Library Board Participation: Tuesday, August 9: The tax rate will be discussed during the City Council meeting. Tuesday, September 13: City Council approves budget at their meeting. Saturday, September 17: Country Fair at Olde City Park hosted by Wylie is H.O.P.E. This is going to be an all around family weekend in Wylie that is intended to resemble the State Fair of Texas. There are going to be competitions, vendor booths and the Library is going to do a storytime event on stage. Other organizations are also holding events like the Little Miss Wylie Contest and a car show. Vendor booths are free to non-profit organizations. This is being held in conjunction with the Chamber of Commerce rodeo weekend. The rodeo is also holding vendor booths at their location. Rain day for this event is scheduled for November 12. Saturday, December 3: Arts Festival at Olde City Park The Friends of the Library will probably have some sort of children's craft event and accept donations. A request has been made to the City Secretary for the Children's Staff to hold a storytime event on stage. Monday, December 12: Tentative Dip `n Dessert Party honoring Library Staff(this event will be held in lieu of the Board Meeting). Board Members were encouraged to attend as many of these meetings as possible. City Council meetings start at 6:00pm. STAFF REPORTS Library Activity: Summer Reading Club Update: Overall it was very organized and successful. During June programs people had to be turned away because the room was filled to capacity. Three programs were held on Tuesday afternoons. There was also an event held on Thursday night for working families which was also very successful. Attendance slacks off during the last two weeks of July. Next year it is being considered to hold more events in June and fewer in July. For the Adult Summer Reading Club there were 212 completions turned in and 272 in the old building. This was a total of 90 adults participating with 119 that participated last year. For every three books read their name was entered in a drawing. August 8, 2011 Library Advisory Board Regular Meeting Minutes Page 3 of 5 In the fall there is a new book club starting that is the Friday Noon Book club. It is going to start on September 9. We also have the Fourth Monday Book Club. For children we start storytime back right after Labor Day. We received funding to hold monthly programs. Past monthly programs that were held were Mad Science, Mystery Theater and the Mad Hatter Party. The Harry Potter event gained a large amount of interest and was good publicity. The stats for the Children's Summer Reading Club have just been completed: 1,083 total children participated (birth to fifth grade): 75% Wylie; 10% Murphy; 6% Sachse Balance from surrounding areas Breakdown by City: Breakdown by Grade: Breakdown by School: Wylie 810 Pre-K 25% Groves 70 7% Murphy 108 Is' Grade Dodd 67 7% Sachse 60 2°`' Grade Homeschool 64 6% Lavon 27 3'`' Grade Cox 57 5% Nevada 15 Smith 56 5% St. Paul 12 Tibbals 51 5% Garland 9 Akin 49 4% Richardson 8 Birmingham 45 4% Allen 7 Watkins 40 3% Lucas 6 Whitt 26 2% Royce City 5 Hartman 21 2% Lockhart 3 McKinney 3 Parker 3 .Aledo 2 Plano 2 Shreveport 1 There was an absence in attendance from the children on the other side of town near the old library. Next year, those children need to be targeted for attendance. Throughout the summer there were different schools in town that were open to allow families to check out books. Literacy Leapers (special needs children) need to be targeted and promoted at the schools. We hold four programs a year for them which are usually attached with a holiday. Teen Participation: Breakdown by School: 611i Grade 69 Homeschool 31 711i Grade 56 Wylie High 14 8`1' Grade 30 Wylie East 14 9'1' Grade 14 Burnet 10 1011i Grade 18 McMillen 18 1 1'1' Grade 13 Cooper 16 August R. 201 I Library Advisory Board Regular Meeting Minutes Page 4 of 5 12`'' Grade 6 Draper I Davis 11 Harrison 9 Numbers by Log: Title 878 82% Time 204 18% Total 1,082 Wylie Wave did not bring their children to the Library but the Recreation Center brought the Tween Scene children. A Youth Enrichment Program was held at the Library by the SRO Officers for ten at-risk students. They did things like visiting a VA Hospital and a prison. They also made sandwiches and delivered them to the homeless. Every day they used the Recreation Center for exercise. It was a good partnering of both facilities. GED class will begin in September and will be held in the Computer Lab. The exact start date has not been determined at this time. Computer classes will start in Mid-September in the Computer Lab. First, the staff is going to hold classes about the databases. The staff will teach classes on the marketing software and the business plan software. There will be one afternoon available for homeschool children to come and use the computers. In October, our teachers are going to teach Excel, Word, Social Networking for Small Businesses and Social Networking for Seniors. One of the teachers is going to do a workshop for getting back in the work force. The teachers are two gentlemen who are small business men and the young woman teaches classes at Collin College and Richland College. We have funding for the whole year and then the Friends will be approached to supplement the program. We did our opening day collection in phases. The first phase was the base collection and the second phase was the "splash" which is the stuff we received right before we opened. We still have funds remaining that were reserved for after we opened to see what the patrons were asking for. We didn't buy a lot for the basic foreign language collection because we wanted to see what other languages people were asking for. We have 890,000 left to do that and we also need to buy more readers because there are a lot of empty shelves in the Children's section. We will be able to do the third phase of the opening day collection and base it around what patrons want. We are going to do a CD music drive sometime in October because we think people are probably downloading their CD's and just have them laying around. This is part of the collection that we did not spend any money on. We are working on a grant for a consulting committee to help us work on a long range plan. The Board may he asked for their input and to help get us started on the next phase of what we want to do and what people want. We are contracting with Texas Book Consignments who is a company that will come in and look at our withdrawn items and/or donated items and try to sell them for us and we will get a percentage of the profit. They have been successful with a lot of libraries. They started their business in Houston and moved to the Metroplex because most of their business is in this area. The quality of donations has August 8, 2011 Library Advisory Board Regular Meeting Minutes Page 5 of 5 increased and our money made from the books has doubled. Any current donation magazines are also put out for sale. We didn't circulate magazines in this building but we are getting requests to check them out. So, we will probably go back to checking them out again. The staff appreciation event was discussed. It is tentatively set for Monday, December 12 at 6:00 pm (in lieu of the Board Meeting) and will be a Dip `n Dessert event. A request will have to be made to the City Manager to close the Library early on that day. ADJOURNMENT Meeting adjourned at 8:13 pm. -e—€2 4 aGrace MoYrison,President / bate