Min - Library Board - 2011 - 02/15 - Special CalledI:\ 111111) 711:31R91118,7T.17
SPECIAL CALLED MEETING
FEBRUARY 15, 2011
Present:
Cindy Briggs, Board Chair
Board Members:
Donald Wing
Diane Knaack
Geoffrey Smith
Hugh Brown
Rajeev Venus
Devita Widmer
City Staff:
Jeff Timbs, Director
Guests:
None
Call to Order and Announce a Quorum is Present
With a quorum of the Board Members present, the Regular Meeting of the Allen Public Library was called to
order by Chair, Cindy Briggs, at 6:30 p.m. on Tuesday, February 15, 2011, in the Board Room of the Allen
Public Library, 300 North Allen Drive, Allen, Texas.
1. Approve Minutes of the December 7, 2011 Regular Meeting.
MOTION: Upon a motion made by Board Member, Hugh Brown and a second by Board Member,
Donald Wing, the Board voted five (7) for and none (0) opposed to approve the December 7,
2011 minutes. The motion carried.
2. Update on Library Automation System.
January 9 was the last day with Plano. January 13 was the Go Live date for the new Polaris
System, and at 1.30 the system was active. There were a few issues that were resolved by
ALLEN PUBLIC LIBRARY
SPECIAL CALLED MEETING
FEBRUARY 15, 2011
PAGE
January 27 On February 10, Plano deleted all Allen information from their system. The
catalog is now simpler to use. Reading and author lists will be added. Reading history is
now available. The biggest challenge was the time factor as there was not a lot of time to
deal with any unforeseen issues. Only received one complaint was received from a patron
who uses both Allen and Plano libraries. Telephone notifications are working. The Library
remains under the implementation manager until April then site manager afterwards Hugh
complemented the success of the implementation. Cindy commented that it was very
impressive when this system wasn't even on the agenda a year ago.
3. Discuss the Status of State and Federal Funding for the Allen Public Library.
State funding has been used for temporary summer staff only Collin County grant has been
used for one part-time staff person who is leaving in May and will not be replaced. Cindy
asked what the board can do, and Jeff advised contacting state legislators and making others
aware. Tell your representatives how the budget cut will affect you.
4. Discuss Library Board Annual Report to the City Council.
Cindy will give the report to the City Council on March 22, and wall Board members should
be there. Jeff and Tom will put together a PowerPoint presentation for the previous fiscal
year, including usage stats on visitors, circulation, and programs. Proclamations will be
issued by the Mayor on March 22 for Library Week (April 9-16) and Library Workers Day
(April 12). Library Week will probably include "Food for Fines." Plans are being finalized.
5. Receive and Discuss Subcommittee Reports.
a. Strategic Planning Subcommittee
According to Hugh, there has been one meeting and Jeff provided a sample for strategic
plan format, mission and vision statements, and service and administrative goals. Jeff has
already received staff input at staff planning sessions. Timeline is flexible, goal is
October for a draft, December for the final result.
b. Policy and Procedure Subcommittee
Rajeev met with Victoria Swadley (Adult Services Manager) and received current
policies, some which need to be updated. The policy documents will eventually be added
to the website.
6. Review and Discuss November and December 2010 Library Statistics.
November: circulation up 2.8%, program attendance up by 37.5%, new patrons increased by
120%.
December: circulation and foot traffic down due to more holiday closings compared to last
year, new patrons up 138%.
ALLEN PUBLIC LIBRARY
SPECIAL CALLED MEETING
FEBRUARY 15, 2011
1
7. Review Calendar Items.
PAGE
The Board reviewed July and August Library Statistics. Internet usage is down but circulation and
other usage is up for July, August, and the year overall.
8. Review Calendar Items.
Tom reviewed multiple upcoming programs. Arbor Day is March 5. Hugh talked about the
Friends Endowment Fund's ALLen Reads author reception on March 11.
9. Adjourn.
MOTION: Upon a motion made by Board Member, Hugh Brown and a second by Board Member,
Rajeev Verna, the Board voted Five (7) for and none (0) opposed to adjourn the board
meeting at 8:00 p.m.
C
These minutes approved on the IS" day of February, 2011.
APPROVED:
Cindy Briggs, Chair]? on
11
ATTEST:(^�. /
Devita Widmer, Secretary