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Min - Library Board - 2008 - 08/05 - RegularPresent: Donald Wing, Board Chair Board members: Donna Drews Vanous Ruth Pringle Jo Long Susan McDaniel City Staff: Jeff Timbs, Library Director Dale Lackey, Senior Administrative Assistant Guests: iJane Bennett — Friends of the Allen Public Library Geoffrey Smith — Observed Board Meeting — Interested in Board Opening, Jack Carpenter - Observed Board Meeting — Interested in Board Opening. Call to Order and Announce a Ouerum is Present With a quorum of the Board members present, the Regular Meeting of the Allen Public Library was called to order by Board Chair, Donald Wing, at 7.30 p.m. on Tuesday August 5, 2008 in the Board Room of the Allen Public Library, 300 North Allen Drive, Allen, Texas. Regular Agenda 1. Citizen's Comments. There were no Citizen Comments. 2. Approve Minutes of July 1, 2008 Regular Meeting. Motion: Upon A motion made by Board Member, Ruth Pringle, and a second by Board Member, Donna Drews Various , the Board voted (5) for and none (0) opposed to approve the July I, 2008 minutes. 3. Review Monthly Statistics and Suggestion Forms. The library board reviewed the monthly statistics and read all of the suggestion forms. We had a ALLEN PUBLIC LIBRARY REGULAR MEETING AUGUST 5, 2008 Present: Donald Wing, Board Chair Board members: Donna Drews Vanous Ruth Pringle Jo Long Susan McDaniel City Staff: Jeff Timbs, Library Director Dale Lackey, Senior Administrative Assistant Guests: iJane Bennett — Friends of the Allen Public Library Geoffrey Smith — Observed Board Meeting — Interested in Board Opening, Jack Carpenter - Observed Board Meeting — Interested in Board Opening. Call to Order and Announce a Ouerum is Present With a quorum of the Board members present, the Regular Meeting of the Allen Public Library was called to order by Board Chair, Donald Wing, at 7.30 p.m. on Tuesday August 5, 2008 in the Board Room of the Allen Public Library, 300 North Allen Drive, Allen, Texas. Regular Agenda 1. Citizen's Comments. There were no Citizen Comments. 2. Approve Minutes of July 1, 2008 Regular Meeting. Motion: Upon A motion made by Board Member, Ruth Pringle, and a second by Board Member, Donna Drews Various , the Board voted (5) for and none (0) opposed to approve the July I, 2008 minutes. 3. Review Monthly Statistics and Suggestion Forms. The library board reviewed the monthly statistics and read all of the suggestion forms. We had a ALLEN PUBLIC LIBRARY BOARD REGULAR MEETING AUGUST 5, 2008 PAGE 2 suggestion to add video games to the library such as X -box games A patron suggested handing out song sheets and copies of story time sheets for the 2 year old programs. A suggestion was made not to print out the check-out receipts unless requested. However when the library went to Polaris it no longer gave us an option to print or not to print the receipt. The board reviewed the monthly statistics. It has been an adjustment for both parents and teachers with school letting out later in the summer. The July statistics improved over June. We scheduled 2 shows on our dog programs because we had such a huge turn out. The different schedule of our schools has had a lot to do with statistics being up and down compared to last year. 4. Update on Summer Reading Program. The Summer Reading Program is not over yet. We have 2 more weeks and will have the full statistics at the next board meeting. We've had great attendance on our programs with over 500 in attendance. We have 140 teen volunteers that helped out and gave out information and helped with all of the parents and children signing up for the summer programs. We ended the summer giving the teens an appreciation pica luncheon. It is a great program for teens and some of them will still help through out the year. 5. Update on Library. We've added the portable play -away -books. They have been very popular. A patron checks them out and adds batteries and ear phones and can listen to them in their cars and [pods. They fit in a VHS video case and are very easy to use. They are small enough to fit in your shirt pocket. You can add bookmarks so you can pick up where you left off. We have about 184 titles right now and will be adding more later on. The second thing we have added is the Online Book Club. Patrons can supply their email address and sign up so they can go online and listen to short excerpts of books. There are eleven clubs and some of they are mysteries, business, nonfiction, and audio books. Over a five day period you can listen to 2 or 3 chapters of a book to see if it is something you would like to read in its entirety The} have a forum online and some of the authors participate also. The club starts a new book each week and it is up to you to go and purchase it or check it out at the library. They highlight books that are not the most popular. The library will add some of those books if we do not have them to the collection. We are in the budget process right now. Jeff reported to the board about going to McKinney with some of the other libraries to ask the County Commissioners not to take away our money that we have received in the past. It is nice getting the extra help so we can add additional things throughout the year The City Budget will be this weekend. Each department will give a presentation on the past year and highlights for the new budget year. The library budget for the new year will allow for two new positions. A part-time Children's Librarian and a Production Assistant to help with the auditorium. We will also have a little extra money to add to the collection such as audio books. videos and more copies of new books and materials that are to high demand. When the new members of the library board meet in the fall to start the new year, Library Director, Jeff Timbs would like for them to develop a strategic plan to determine what direction we would like for the library to take in the future. We would like to look at and evaluate the Policies and Procedures of the library and also to have the librarians do a Collection Development plan for the library ALLEN PUBLIC LIBRARY BOARD REGULAR MEETING AUGUST 5, 2008 PAGE 3 The Public Art Committee reviewed presentations from 3 different Artists that were the finalists on what they thought the art project should consist of. The committee will then present it to the City City Council for approval. Jane Bennett from the An Committee presented the sculpture to the board they had chosen from the 3 Artists. The sculpture will go to the right of the glass doors that you come in by the Coffee Shop. The names of the donors will be etched in glass beside the sculpture. The Artist is trying to depict the ocean of knowledge as one of the abstract concepts and also at the same time the fire and flame of knowledge. It will take about ten months to create and install this piece of art. 6. Discuss Board Openings. Jeff reported we have 3 board openings and the deadline to apply is this Friday Discuss Joint Meeting with Friends of the Library. This was something that came up at the Friends meeting last month about the possibility of having a Joint meeting and Jeff thinks it should be in the fall when our new board starts for the new } ear. It goes along the same lines as we were discussing about planning for the library and what direction we want to go in. There was discussion on doing surveys and what would work best. Items of Interest. Jane Bennett gave an update on the Friends. She told how wonderful the teen volunteers have been this summer helping with the Friends book sales and how they will miss them when they go back to school The Friends have some great programs coming up that Tom Keener has lined up for the Bach to Book series this fall. One of the big programs will be on the King Tut exhibit coming to Dallas. An author Kadin Yang, who has written a book on the Hmong People and a group called Chaski for the Hispanic Heritage month. The ALLen Reads program has selected the books for the new year. The adult and teen book will be "SeedFolks" The Jr level will be "The Gardener" and "Wa ida's Roses" will be the prey -school. The theme will be The Community Garden. The authors of the books chosen are planning on coining and would like to come when the Blue Bonnets are out. The Garden Club is also going to partner with the Friends to do children's activities in the Courtyard. Board member, Ruth Pringle reported to the board she would stay on as the NETLS Representative for the library board until February 10, 2009 even though her term is up as a library board member and she had checked it out it is okay as long as the board has no objections. It would be a good idea if a library board member could start attending the NETLS meetings. At the next meeting they will be voting on the NETLS budget and the new Advisory Council. There are 3 major meetings in throughout the year The September workshop and December Vendor Fair and one more but did not have the dates. NETLS has a new Regional Director. Border's Book Store is scheduled to open this month on the 15' It is a new concept store that will be more thanjust a book store. It will also have entertainment. Jeff reported that it will be good for our library as patrons will visit the book store and then come to the library to check out the books they would like to read. The library hopes to partner with Borders on planning some programs and maybe share the expense. ALLEN PUBLIC LIBRARY BOARD REGULAR MEETING AUGUST 5, 2008 PAGE 4 1 9. Calendar: 10. September 2, 2008 —Young Writers Reception in lieu of Board Meeting. Motion: Upon A motion made by Board Member, Jo Long, and a second by Board Member, Susan McDaniel, the Board voted (5) for and none (0) opposed to adjourn the library board meeting at 8'30 PM. These minutes read and approved this 7th day of October, 2008. APPROVED: ATTEST: Donald Wing, Chair ersan K& ` Ruth Pringle, Secre ry