Min - Library Board - 2015 - 08/04 - RegularI
Present:
Devida Widmer, Board Chair
Board Members Present:
Richard Ackerman
Kimberly Hinton
Diane Knaack
Rekha Mathai
Michelle Perry
City Staff Prestot•
Jeff Timbs, Director
Claudia Wayland, Youth Services Manager
ALLEN PUBLIC LIBRARY
REGULAR MEETING
AUGUST 4, 2015
' GUESTS:
Council Member, Joey Herald, Library Board Liaison
Shahmmn Khan
Mike Smiddy
Call to Order and Announce a Ouorum is Present
With a quorum of Board Members present, the Regular Meeting of the Allen Public Library was called to
order by Board Chair, Devito Widmer at 6:30 p.m. on Tuesday, August 4, 2015, in the Allen Public Library
Board Room, 300 North Allen Drive, Allen, Texas.
1. Elect a New Secretary.
In light of the Secretary Linda Kapocsi's resignation and upcoming Board appointments, it
was decided by the Board that Rekha Mathai would serve as Interim Secretary. Secretary
election will be placed on the November Board agenda.
2. Approve Minutes of the May 5, 2015, Regular Meeting.
MOTION: Upon a motion made by Richard Ackerman and seconded by Diane Knack the Board voted
six (6) for and none (0) opposed to approve the May 5, 2015 minutes. The motion carried.
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ALLEN PUBLIC LIBRARY
REGULAR !MEETING
' AUGUST 4, 2015 PAGE 2
3. Introduce the Library's New Youth Services Librarian.
Library Director, Jeff Timbs introduced Allen's new Youth Services Manager, Claudia
Wayland, to the Board. Ms. Wayland summarized her past experience in the Frisco, Plano,
and Lewisville libraries with youth and teen programs and the Board welcomed her warmly.
4. Receive Summary of Summer Reading Club Activities and Statistics.
The new Youth Services Librarian briefed the Board on the Library's summer activities.
For kids and teens, there was a 15% increase in summer programming and a 29% increase in
their attendance compared to last year. Seven hundred twenty youth participated in summer
reading. For adults, there was a 9% increase in summer programming (47 total programs)
and a 14% increase in their participation compared to last year. Nine hundred thirty eight
adults signed up for summer reading and completed 1980 hours of reading. Claudia
highlighted specific popular programs such as the Summer Hashtag Contest on Facebook and
the Teen Anime Con.
The summer represents the busiest months of the year in terns of both circulation and
programming for the Library. Teen volunteers provide critical support during this busy time
of yea. This summer 1,250 teens volunteered their time. Library staff hosted an end of
summer party to show their appreciation for the teen volunteers.
5. Reports on Friends of the Library, Friends of the Library Endowment Fund, and the Allen
Reads Activities.
Susan Jackson resigned from her position as president of the Friends of the Library, and
Dana Jean, then Vice President, assumed the position of President. The position of Vice
President is currently vacant. The Friends of the Library Endowment Fund is currently
selecting new members as others transition out due to term limits. ALLen Reads has chosen
a cookbook, Texas Eats, as next year's main selection.
6. Receive Update on Courtyard and Discuss Hosting a Reception.
Though the intention is to plant a variety of heat and drought -tolerant plants that are
reflective of what would thrive locally and serve as inspiration for residents, there have been
rain and heat disruptions in the courtyard plans. When completed, the courtyard will
ultimately display a staggered blooming strategy, serve as a location for patron classes, and
be the focus of a brochure highlighting plant locations. As part of their volunteer
commitment, the Collin County Master Gardeners will visit the site approximately once per
week ongoing.
' After discussion, the Board restated their commitment to host a reception to commemorate
the new courtyard, but given completion delays, will consider a spring reception when plants
are better established and will be blooming. The reception timeline will be further discussed
at the next board meeting following a courtyard walk-through.
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ALLEN PUBLIC LIBRARY
REGULAR MEETING
AUGUST 4, 2015
7. Review and Discuss the New Library Website.
PAGE
The new Library website went live during the busiest time of the summer. Highlights
include a header that divides programming by target audience and a side panel with links to
Catalog, Digital Library, enews, My Account, and Calendar. The new site also has a Library
Spotlight panel highlighting three programs at a given time as well as Latest News panel.
Some changes are still being made.
8. Discuss the Library's Potential Expansion.
In anticipation of the upcoming bond election next spring, a subcommittee will be formed to
identify and prioritize community needs related to public facilities, including Library
remodeling and/or expansion. The Library is in the process of articulating their needs and
estimating the costs of specific improvements in anticipation of reporting to the
subcommittee.
Jeff relayed the need for more space for programming, patrons, books, staff, and parking.
The City already owns the land needs for expansion, but funds would be required for the
design and construction. He also explained that while the original Library plan ten years ago
included expansion though new construction, renovation, where possible, is less costly and
poses less inconvenience.
9. Review and Discuss April, May, and June, 2015 Library Statistics.
Anril: Total items checked out increased by 3% over last April, program attendance
increased by 34%, reference requests increased by 19%, and visits increased by 10%
compared to last April.
May: Total items checked out increased by 12% over last May, program attendance
increased by 225%, new patrons increased by 17%, and visits increased by 8% compared to
last May.
June: Total items checked out increased by 6.5% over last June, program attendance
increased by 33%, and visits increased by 7% compared to last June.
Significant increases in program attendance, particularly in May, are largely due to popular
and increasingly creative programs designed by Library staff that has an understanding of
what is relevant to our community and better marketing/social media/word of mouth. With
year-to-date checkouts approaching 750,000 by end of June, Jeff anticipates that 2015 will be
the first year the Library exceeds one million checkouts.
10. Discuss Library Marketing Activities.
Marketing activities continue to include a -news, Facebook updates about Library programs,
including but not limited to the hashtag contest, the Library website, and often the best
marketing tool — word of mouth.
ALLEN PUBLIC LIBRARY
REGULAR MEETING
AUGUST 4, 2015 PAGE 4
11. Discuss Items for Future Board Meeting Agendas.
• Welcome the new Board member.
• Elect new officers.
• Walk through the courtyard to view landscaping changes and revisit the reception
timeline.
• Board Appreciation Dinner on December 11, 2015.
12. Items of Interest. (Board announcements regarding local, civic and charitable events, meetings,
fundraisers, and awards.)
• August 21-23 — City Council Budget Workshop.
• September 6-7 — Library Closed for Labor Day.
• September 11 — Library Closed for Staff Development.
• November 3 — Next Scheduled Board Meeting, 6:30 p.m.
• December 11 — Board Appreciation Dinner.
13. Adjourn.
MOTION: Upon a motion made by Michelle Perry and seconded by Richardson Ackerman, the Board
' voted six (6) for and none (0) opposed to adjourn the board meeting at 7:36 p.m.
These minutes approved on the 3rd day of November, 2015.
APPROVED: ATTEST:
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CHAIRPERSON SECRETARY
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