Min - Library Board - 2009 - 10/06 - RegularI
ALLEN PUBLIC LIBRARY
REGULAR MEETING
OCTOBER 6, 2009
Present
Board Members:
Tanya Gould
Donald Wing
Donna Drews Vanous
Geoffrey Smith
Rajeev Verma
Trent Armstrong
City Staff:
Jeff Timbs, Director
Guests:
None
Call to Order and Announce a Ouoru a is Present
With a quorum of the Board Members present, the Regular Meeting of the Allen Public Library was called to
order by Secretary, Tanya Gould, at 7:30 p.m, on Tuesday, October 6, 2009, in the Board Room of the Allen
Public Library, 300 North Allen Drive, Allen, Texas.
Reeular Aeenda
1. Introduce New Board Members Hugh Brown and Rajeev Verma.
Hugh Brown was not present New board members Trent Armstrong and Rajeev Verma were
introduced to the board.
2. Nominate and Elect New Officers.
The Library Board elected new Officers.
MOTION: Upon a motion made by Board Member, Donald Wing and a second by Board Member,
Geoffrey Smith, the Board voted six (6) for and none (0) opposed to elect Tanya Gould as
Chair. The motion carried.
MOTION: Upon a motion made by Board Member, Tanya Gould and a second by Board Member,
Geoffrey Smith, the Board voted six (6) for and none (0) opposed to elect Donna Drews
Vanous as Vice -Chair The motion carried.
ALLEN PUBLIC LIBRARY
REGULAR MEETING
OCTOBER 6, 2009
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MOTION: Upon a motion made by Board Member, Tanya Gould and a second by Board Member,
Geoffrey Smith, the Board voted six (6) for and none (0) opposed to elect Donald Wing as
Secretary. The motion carried.
3. Approve Minutes of August 4, 2009 Regular Called Meeting.
The board approved the minutes with no corrections.
MOTION: Upon a motion made by Board Member, Donald Wing and a second by Board Member, Trent
Armstrong, the Board voted six (6) for and none (0) opposed to approve the August 4, 2009
library board minutes. The motion carried.
Discuss and Approve Change(s) to Library Board By -Law (Article II, Section 1) Pertaining to
Frequency and Time of Regular Board Meetings.
The library board changed the By -Law pertaining to the frequency of meetings
Article 11, Section 1. The regular meeting of the Library Board shall be held on the first Tuesday bi-
monthly starting in October of each year, at 7:30 P.M., in the Library or at such other time and place
the Board may determine.
MOTION: Upon a motion made by Board Member, Donald Wing and a second by Board Member,
Donna Drews Vanous, the Board voted six (6) for and none (0) opposed to change the By -
Law (Article II, (Section 1) to bi-monthly meetings. The motion carried
5. Discuss the Public Art Dedication on November 14, 2009.
The sculpture should be completed and installed before November 14" Pictures of the installation
process will be taken for presentation in the Library
The ceremony will include the Welcome, Introduction, Dedication and a speech by the Sculptor. The
Library is hosting the dedication and will have refreshments available at 9:30 a.m., with the
dedication starting at 10:30 a.m. The Bach to Books recognition for the Sculptor, Roger Stoller will
start at 2:00 p.m. in the Library auditorium. The Endowment Board and Friends of the Library will
host a reception at the Senior Center at 6:30 p.m. The Bach to Books program and the reception will
be video recorded. The Friends of the Library and Endowment Board will split the cost of the
reception.
The Friends of the Library has moved the Chocolate Frenzy Celebration, which is a major
membership drive to November 10" at the Library
6. Update on FY 2010 Library Operating Budget.
The 2010 budget will not reduce staff, hours or any service we currently have in place. The new
budget was decreased 3% over last year's budget with most of the reduction coming from conferences
and training. A 2% merit raise was approved for staff offset by operating cost decreases. The budget
remains at $2.5 million which equates to $30 per Allen Resident per year.
Future expansion of the library (staff, books, new space) may come from the Endowment Fund and
Corporate Sponsorship.
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ALLEN PUBLIC LIBRARY
REGULAR MEETING
OCTOBER 6, 2009
Review and Discuss July and August 2009 Library Statistics.
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The Library Statistics were up over last year for both July and August. There were 35,262 visitors in
July and 28,073 visitors in August with a total of 141,520 items checked out for the two months. The
current year projection includes circulation of 727,000 materials, 26,000 program attendance and
317,000 in visitors. Children's books account for 55% of the items checked out.
Update on Change in Procedures for In -House Holds.
Plano and Allen Libraries share the same Polaris System for cataloging etc. (3 years remaining on a 5
year Contract); we are updating our hold procedures to match Piano's. The new procedure allows 50
checkouts and 20 holds per patron A review of current patron accounts indicates we only have 13
patrons with greater than 50 checkouts and 31 patrons with greater than 20 holds, so there should be
very little impact to the Allen patrons.
Funding is being held for an Allen Cataloging System in anticipation of ending the contract with
Plano sometime in the future at Plano's request
9. Review Calendar Items
The Board Reviewed the calendar Items.
October 7, 7 p.m.
Financial Planning Workshop —
(American Financial Planning Association)
October 8, 7 p.m.
Endowment Fund Board Meeting
October 8, 7 p.m.
Bach to Books: Native Americans in Collin County
October 13, 20, 27
Fifties Science Fiction Movies
October 17, 7 p.m.
ALLen Reads: Popular Music Scholar George Gimarc
October 18-24
Teen Read Week (Mystery Theme)
October 20, 2 p.m.
Friends of the Library Board Meeting
October 24
Family Night Camp -Out, Joe Fanner Recreation Center
October 29
City Board and Commission Orientation
November 3, 10, 17, 24
Bach to Books: International Women's Film Series
November 12, 7 p.m.
Bach to Books: Maimonides Program
November 14
Public Art Dedication at 10:30 (reception at 9:30)
November 25
Library Closed at 6 p.m.
November 26-27
Library Closed for Thanksgiving
December l
Library Board Meeting
December 11
Board Appreciation Dinner
10. Adjourn
MOTION: Upon a motion made by Board Member, Donald Wing and a second by Board Member
Geoffrey Smith, the Board voted six (6) for and none (0) opposed to adjourn at 8:55 p.m.
The motion carried.
ALLEN PUBLIC LIBRARY
REGULAR MEETING
OCTOBER 6, 2009
1 These minutes approved on the I st day of December, 3009
APPROVED:
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