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HomeMy WebLinkAboutMin - 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. 1 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. L 1 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: I CHAIRPERSON SECRETARY 1