04-09-2012 (Library) Minutes 1/. Library Advisory Board
CITY OF WYLIE
Library Board--Minutes
Monday, April 9, 2012- 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, Timothy McCray, Candy Arrington, Rachel Orozco (Board Liaison)
Members absent: None
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.
There were no citizens present at the meeting.
PRESENTATION
There was no presentation made at the meeting.
ACTION ITEMS
The Library Board Minutes of Monday, February 13, 2012 were approved as presented.
DISCUSSION ITEMS
Review of Meeting Room Policy:
Rachel spoke with Mindy about lowering the non-profit rental rate for the meeting rooms. Mindy would
like to leave the rate as it currently stands. She would also like to see more promotion of the meeting
space at both the Library and the Recreation Center. Mindy wants to revisit this issue after the
advertising campaign to review the outcome.
Rachel is going to talk to Carmen this week about advertising.
April 9, 2012 Library Advisory Board Regular Meeting Minutes Page 2 of 4
, -+V Computer Lab Rental:
Rachel did some research about possibly offering the computer lab for rent. The libraries in the
Metroplex that were surveyed do not rent out their computer labs. We have had one business request to
rent the computer lab; however, we didn't have the software they needed so we were unable to
accommodate their request. Online research found some out-of-state libraries that rent their computer
labs and the fees range from as low as $10.00 per hour to $80.00 for a two hour minimum with an
additional fee per hour over two hours. Another library charged a $75.00 fee for non-profit
organizations and $150.00 to for profit organizations. In our computer lab, there are sixteen computers
and one laptop, an overhead projector and a white board. There are also connections if someone wanted
to bring their own laptop. The following rate structure example was discussed:
Class A: Non-profit, civic, educational, and cultural organization.
Class B: Commercial Organizations. A meeting is considered commercial if: (1) any charges or fees
are required to attend this meeting; (2) goods or services are sold or offered for sale at the meeting; (3)
the meeting promotes a commercial enterprise.
Class C: City of Wylie, Wylie Economic Development Corporation, North Texas Municipal Water
District, and the Wylie Independent School District.
Hourly Rates:
• Class A: $30.00 for 2 hours or less, $25.00 for each additional hour.
• Class B: $150.00 for 2 hours or less, $75.00 for each additional hour.
• Class C: No rental fees.
An age restriction of 18 and above was discussed.
No software will be installed for computer lab use.
Another option that can be added is if a teacher is needed that fee would be absorbed by the company
renting the lab.
We want to open the computer lab for home school groups, at no charge, with a staff member present.
The Board is in favor of looking into the possibility of adding the above fee structure for computer lab
rental. The next step is Rachel will review this with Mindy. Any fees that are added have to go through
City Council for approval.
Preliminary FY13 Budget:
On April 24 it is tentatively on the City Council agenda to give Council an overview forecast of what the
budget, tax rolls and revenue looks like. Mindy would like Council to give some direction because
departmental budgets are already being worked on. It would be nice for any and all Board Members that
are available to attend.
April 9, 2012 Library Advisory Board Regular Meeting Minutes Page 3 of 4
Rachel is going to ask for additional hours which will result in the need for additional staff. She is going
to ask for 10:00am-8:00pm Monday-Thursday and 10:00am-5:00pm on Friday and Saturday. This
request is as a result of the survey. Another request that we always receive is to make the hours
uniform. This was not possible with current staffing and being open 46 hours. If these hours are not
within the proposed budget Rachel is going to propose that we open at 10am-8:00pm on Wednesday and
Thursday. The Children's Department will need two additional part-time staff members. They won't be
adding a story time but will move something to Tuesday. Circulation is asking for an additional clerk
that will work 20 hours per week. The Adult Reference Department is not asking for any additional
staff at this time. We are asking to add hours to existing part-time staff.
We are going to look at some of our databases and ones that we don't feel are popular we are going to
cut. We are probably going to add eBooks and will not increase the book budget. Some of the book
budget will go to eBooks. One of the things about eBooks that we have wrestled with is out of the large
publishers only two of them will sell to libraries. Overdrive has the monopoly of eBooks in libraries and
you basically lease the books and don't own them. As a result, if you change platforms you don't take
the books with you. Most libraries today are still buying books while also offering some form of
eBooks. We will still purchase the most popular books in both hardback and eBooks.
Results of the library hours survey:
The number one request was for the library to be open more mornings. The second highest request was
to be open on Sundays. We can't be open on Sundays without adding additional staff.
Misc:
A suggestion was made to create and display flyers asking for DVD donations. The DVD collection is
very popular during the summer months and the supply is often very low and/or depleted.
STAFF REPORTS
Upcoming Activities:
Zombie Prom is on April 28 from 8:00-11:00pm and is an alternative to the prom for our teens. There
will be a charge of$3.00 if you dress up and $5.00 if you do not. The Friends are co-sponsoring the
event and all of the funds will go to teen programs. We will have a police officer on duty and about
seven staff members. We will also have some parents that have volunteered to be chaperones. We will
offer snacks for sale at $1.00 each.
The Friends Scholastic Book Sale is on June 7, 8 & 9. June 8 is the Summer Reading Club Kickoff. We
had 1,100 people for the event last year.
Crafter's Swap Meet is April 16 from 5:30 to 7:30pm. If you are a crafter and want to swap some of
your supplies with others this is the time to do it.
The English Conversation Club is for people who have enough English skills to speak it and want to
practice. At each meeting, there is a leader and a topic and we have about seven to ten people signed up.
April 9, 2012 Library Advisory Board Regular Meeting Minutes Page 4 of 4
s Library usage for the first year:
• Items checked out: 432,207 which is a 136% increase
• Items checked in: 373,613 which is a 137% increase
• New borrowers: 8,789 which is a 300% increase
• Library visitors went up 57%
These numbers are pretty much on target with what we were expecting.
Scottie Robbins is celebrating 15 years of service at the library. A presentation is scheduled for April 10
at 6:00pm during the City Council meeting. She is our longest serving employee and started out
working part-time.
Barbara Watson, Vice President of the Friends group has resigned her position because she and her
husband are moving to Olympia, Washington. She will be presented with a plaque at the City Council
Meeting on April 24.
Friends will hold a Patron Appreciation Event in the foyer on Thursday, April 26 from 5:30pm to
7:30pm. This event is to celebrate our one year anniversary and to promote membership. Refreshments
will be served.
Ofilia Barrera was awarded Texas Librarian of the Year for the Texas Library Association. She was
accepted into Tall Texans which is a leadership institute through Texas Library Association. She also
was accepted into the ICan program which is a City program where Mindy Manson and Lynn
Fagerstrom groom people to be successors. Ofilia will probably be coming to a board meeting with
Rachel. She will shadow Rachel and she chose Melissa Beard in Finance as her mentor to learn the
finance end of library operations.
Dia Rhoden and Rachel are presenting their special needs program during a workshop at the Texas
Library Association Conference.
ADJOURNMENT
Meeting adjourned at 8:16pm.
ecrYt
Grace Morrison,President Date