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HomeMy WebLinkAboutMin - Library Board - 2016 - 05/03 - RegularALLEN PUBLIC LIBRARY REGULAR MEETING MAY 3, 2016 Present: Devida Widmer, Board Chair Board Members Present: Diane Knack Shal meen Khan Richard Ackerman Kimberly Hinton Rekha Mathai Michelle Perry Citv Staff Present: Jeff Timbs, Director ' GUESTS: None Call to Order and Announce a Quorum is Present With a quorum of Board Members present, the Regular Meeting of the Allen Public Library was called to order by Board Chair, Devita Widmer at 6:30 p.m. on Tuesday, May 3, 2016, in the Allen Public Library Board Room, 300 North Allen Drive, Allen, Texas. Reenlar Aeenda 1. Approve Minutes of the February 2, 2016 Regular Meeting. MOTION: Upon a motion made by Michelle Perry and seconded by Richard Ackerman, the Board voted Seven (7) for and none (0) opposed to approve the February 2, 2016 minutes. The motion carried. 2. Follow -Up Discussion on Courtyard Garden Reception. The garden should be in full bloom when the reception occurs. With summer approaching, it would be preferable to postpone the reception until spring 2017 and schedule it in conjunction with the Library's 50th Anniversary Celebration. The Board agreed with the ' recommendation. The earlier proposed date of May 14, 2016 coincided with the Allen Art Festival, which would have created a scheduling conflict. The signage has increased patron interest with visitors slowing down, stopping, pointing out plants, and appreciating the garden. ALLEN PUBLIC LIBRARY REGULAR MEETING ' MAY 3, 2016 PAGE 2 3. Update on Library Facility Projects and General Obligation Bond Process. • The outside walls of the Library were pressure washed April 23, the first opportunity to clean the exterior since the building opened in 2005. • There was no hail damage to the roof during the recent storms, especially the April 11 hail storm. • Last Tuesday at the Council meeting, the City Council approved the new chiller for the Library HVAC system. The preliminary estimate for installation is mid-July m it needs to be customized for the Library's needs. • The Board discussed the upcoming CIP Bond election on May 7 and how to track election results. Discuss the Status of County Funding for the Library. Collin County Library Directors met with Commissioner Chris Hill in February and County Judge Keith Self in April. Based on those discussions, no funding is anticipated from the County for 2016-2017. Current County -funded expenditures will transition to the City General Fund budget this fall. ' S. Review the Status of Library Budget Planning for 2016/-2017. The Library submitted a preliminary budget in April, essentially maintaining the status quo in terms of programs and services. A few new items were requested, including: a new security camera system; a full-time staff position for community engagement and marketing; and a space needs assessment to develop recommendations of space usage for areas such as the Children's Library, Teen'scape, and Meeting Room. The assessment would not include a schematic design or renderings. 6. Discuss and Complete the Annual Board Evaluation Form. Devita Widmer filled out the evaluation form after an open discussion with the Board. Members discussed the ideal characteristics of a good Board member, the extent of Board involvement, and current members' reading interests. Richard Ackerman indicated he will not apply for reappointment when his current term expires in September. 7. Initiate Discussion about the Library's 5016 Anniversary Celebration in 2017. For the 50th Anniversary Celebration, a video will be produced highlighting the history of the library, including a brief look at the history of the city and how the Library has grown with the City. The video will premiere in the Auditorium accompanied by a reception. The celebration will include some special initiatives, possibly a story walk about the Library's ' history. Various ideas were discussed although nothing was definitively decided. ALLEN PUBLIC LIBRARY REGULAR MEETING ' MAY 3, 2016 PAGE 3 8. Review and Discuss January, February, and March 2016 Library Statistics. Circulation is currently up by 8% for the year, program attendance up 9%, and visits 5%. Filled holds have fluctuated the past few months. Reference requests are significantly down from last year although 2014-2015 seemed to be an aberration in this statistical category. Internet usage is down, probably due to the continuing popularity of Wi-Fi usage. 9. Updates on Friends of the Library. Friends of the Library Endowment Fund, and ALLen Reads Activities. • The Friends of the Library held a membership reception/recruiting event to learn more about the members and potentially find new volunteers, including a new president. • The Friends of the Library Endowment Fond are thinking about changing its name and has created a new fundraising committee. • To wrap up ALLen Reads activities this year, Texas Eats author Robb Walsh signed copies of that book and his other cookbooks. The event and entire year were very successful. • The Staff Development lunch for Library staff was a tremendous success, and the Board members' involvement was greatly appreciated. 10. Discuss Items for Future Board Meeting Agendas. • Discuss the results of the CIP Bond election and the next steps in the process. • Discuss the Library's 2016-2017 Budget. 11. Items of Interest. [Board announcements regarding local civic and charitable events, meetings, fundraisers, and awards.J a. May 24 — Annual City Council Reception in the City Hall, 5:30 p.m. b. May 29-30 — Library Closed for Memorial Day c. July 3-4 — Library Closed for Independence Day d. July 26 — Library Board Annual Report to the City Council, 7 p.m. in the Council Chambers. e. August 2 Next Scheduled Board Meeting, 6:30 p.m. f. Other Calendar Items. 12. Adjourn. MOTION: Upon a motion made by Michelle Perry and seconded by Diane Knaack, the Board voted seven (7) for and none (0) opposed to adjourn the board meeting at 8:05 p.m. ALLEN PUBLIC LIBRARY REGULAR MEETING MAY 3, 2016 These minutes approved on the 2nd day of August, 2016. APPROVED: CHAIR PERSONSECRETARY I 0 it ilL I a PAGE