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09-12-2011 (Library) Minutes Library Advisory Board `" CITY OF WYLIE ....................... .................._............................................. Library Board--Minutes Monday, September 12, 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, Rachel Orozco (Board Liaison) Members absent: Gregg Wooding, Candy Arrington 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. Mayor Hogue was present at the beginning of the meeting and addressed the Board. He expressed his appreciation for the Board's dedication and commitment to the Library. A question was posed about advertisement for the Library. The Mayor advised that the City Complex is featured in the Texas Architectural Digest Magazine. Also, on June 18 "Neighbors to Go" was present at the Grand Opening of the Complex and covered the event for their publication. PRESENTATION No presentation was made during the meeting. ACTION ITEMS 1. The Library Board Minutes of Monday, August 8, 2011 were approved with one correction on page 3. DISCUSSION ITEMS Meeting Room Policy Update: Items that were discussed at the last Board Meeting were revised on page 2 as follows: September 12, 2011 Library Advisory Board Regular Meeting Minutes Page 2 of 5 The item below was inserted before the "Cancellations" clause: "The Library does not keep a waiting list or hold meeting space. Rooms are available on a first-come, first-serve basis." Items below were inserted after the"Cancellations" clause: "Failure to notify library staff of a meeting cancellation within 48 hours may result in privileges being revoked. In the event an Applicant has 3 no-shows privileges to book meeting space will be revoked for a period of 1 year. All Applicants must check-in and check-out at the "Help Desk" located in the Adult Department in the center of the Library. A staff member is required to unlock the meeting room at the beginning of the meeting and lock it after the meeting. Applicants are not permitted to enter an unlocked meeting room without first notifying a staff member." There was discussion at the last meeting about charging for no-shows. To date, this has not been a huge problem and any fees have to go before Council. It was suggested that this issue be revisited in one year when all other fees are reviewed. The only change that was made to the Application for Use of Meeting Rooms was a note at the beginning repeated from the Policy as follows: "All Applicants must check-in and check-out at the "Help Desk" located in the Adult Department in the center of the Library. A staff member is required to unlock the meeting room at the beginning of the meeting and lock it after the meeting. Applicants are not permitted to enter an unlocked meeting room without first notifying a staff member." A motion was made to approve the revisions and the changes were adopted. We have had a few people who wanted to reserve a meeting room and charge for attendance and we have had to decline their Application. The Recreation Center follows the same policy. Upcoming Opportunities for Library Board Participation: Tuesday, September 13: City Council approves budget at their meeting. Thursday, September 15: Inspirational Author Spotlight with religious authors. Saturday, September 17: Wylie is H.O.P.E. Country Fair from 9am-3pm. The Library staff will perform a storytime and will have a booth to encourage people to sign up for a library card. — Thursday, September 22: Sweet N' Savory: A Chocolate Tasting at 6:00 pm September 12, 2011 Library Advisory Board Regular Meeting Minutes Page 3 of 5 Tuesday, October 4: National Night Out at Olde City Park. The Library will participate in this event. 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 for the Children's Staff to hold a storytime on stage. Monday, December 12: Tentative Dip `n Dessert Party honoring Library Staff(this event will be held in lieu of the Board Meeting). This is still tentative pending the City Manager's approval to close the Library at 6:00pm that day. A proposal was made to honor Rita Smith during National Library Week in April. Each year something could be planned to honor her long time commitment to the Library during the same week. Rachel will consult with Friends and Staff for additional comments. The issue of installing a camera and more lighting at the outside book drop was brought up. Rachel has passed these questions and concerns along to Shane and he is looking into them. Rachel expressed her appreciation and the appreciation from other City staff for support from the Board at the City Council meetings. STAFF REPORTS Summer Library Report: June-August: Rita Smith passed away. This report format is used when reporting to Mindy. Rachel advised the Board that the computers have been the most frustrating part of the new building. The computer classes must start the last week in September pursuant to the grant. Mindy has been made aware of this deadline and has advised the IT Department. Patrons have been getting frustrated with the computers as well. Employees have been asking that they submit Comment Cards and Rachel has been getting in touch with them. The firewall was updated two weeks ago which made some additional issues with our online catalog and our holds. Rachel is trying to hold a meeting with IT in order for them to get in touch with TLC to correct some of the issues. IT advised they installed the phone line for Fax 24 and the fax machine is still not working. Fax 24 was contacted and they sent a replacement part which still did not resolve the problem. The issue is on the phone end which is a Cisco problem. When IT installed the phone tree they did not configure it right so we have to send overdue notices by mail. This also results in our not being able to charge fines. Positive comments were made about receiving hold notices and overdue notices by email. September 12, 2011 Library Advisory Board Regular Meeting Minutes Page 4 of 5 The RFID sorter is in running order. 3M worked hard to ensure our issues were worked out. Not having to sort books saves a large amount of time. The final payment that was being held has now been sent to them. Summer Reading Club: The top three participating Cities in order were Wylie, Murphy and Sachse. The top three participating schools were Groves, Dodd and then Smith and Cox tied. Home school students participated more than any other school. All others were either in private school or did not indicate which school they attended. The top three participating grades was not a surprise because that is the way it usually is. Pre- Kindergarten was first followed by first grade and then second grade. We are brainstorming ideas of ways to involve students in the upper elementary grades. One idea that has been talked about is giving the school that has the most participants a trophy. The top participating schools for teens were McMillan, Cooper and Draper. Home school students were also the top participants for teens. The registration and participation rates were interesting. There was a decrease in teen participation but there was a rise in the completion rate. Some of this may be attributed to our new location. We are brainstorming ideas to increase participation. Adult Summer Reading Club decreased in registration and in the number of completed logs being returned. Some of this may be attributed to their using the self check system. We are talking about having someone from the Adult Department passing out logs at the self check or putting logs in books. This is something else that we are looking at ideas to increase participation. One event that attracted a lot of adults was the mystery theater. An event like this may be used to kick-off the Adult Summer Reading Club next year. Comparison of activity from June 1- August 31, 2011 to same time period in 2010. 2011 increase as follows: Items Out: 73% Items In: 79% Holds: 103% Updated Borrowers: 186% New Borrowers: 263% Library Visitors: 63% Activity can always be increased. We have not had an opportunity to visit the schools yet. We will also participate in events like National Night Out. Rachel and Emily are involved in trying to get the Wylie Historical Society established. We had Nutrition Revolution tour the library for a possible café but it was not economically feasible for them to bring a café to the library at this time. September 12, 2011 Library Advisory Board Regular Meeting Minutes Page 5 of 5 The question was posed as to who pays for postage when a patron requests an inter-library loan. The - °- patron incurs the cost of the postage. ADJOURNMENT Meeting adjourned at 8:10 pm. J31L-ct --/0 Grace Morrison,President Date