Min - Library Board - 2015 - 11/03 - RegularI
Present:
Devida Widmer, Board Chair
Board Members Present:
Richard Ackerman
Kimberly Hinton
Diane Knaack
Shahmeen Khan
City Staff Present:
Jeff Timbs, Director
GUESTS:
ALLEN PUBLIC LIBRARY
REGULAR MEETING
NOVEMBER 3, 2015
' 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, November 3, 2015, in the Allen Public
Library Board Room, 300 North Allen Drive, Allen, Texas.
Reeular Aeenda
Welcome New Board Member Shahmeen Khan.
Shahmeen recently moved to Allen and is passionate about children's literacy. She was
welcomed warmly.
2. Elect New Officers for 2015-2016.
The Library Board elected Devita Widmer as Board Chair, Diane Knack as Vice -Chair and Shahmeen
Khan as Secretary.
3. Approve Minutes of the August 4, 2015, Regular Meeting.
MOTION: Upon a motion made by Richard Ackerman and seconded by Devils Widmer, the
Board voted five (5) for and none (0) opposed to approve the August 4, 2015 minutes. The motion
' carried.
ALLEN PUBLIC LIBRARY
REGULAR MEETING
' NOVEMBER 3, 2015 PAGE 2
4. Walk Through the Courtyard and Discuss Hosting A Spring Reception.
Jeff provided a drawing of the courtyard garden layout as it currently exists. No trees were
planted because of the lack of air circulation in the courtyard and other problems with
previous trees. The Board Members toured the courtyard and viewed the plants. The project
resulted from a partnership of the City of Allen Community Services Department, City of
Allen Parks and Recreation, Keep Allen Beautiful, the Collin County Master Gardeners, the
Texas A&M AgriLife Extension Service, and Puckett's Nursery.
The volunteers who helped plant the flowers would appreciate being recognized for their
service. Public recognition would also increase community awareness. The reception would
also include how and why the courtyard garden was developed.
A spring reception was discussed and tentatively scheduled for either May 14 or June 4, both
Saturday mornings. A breakfast reception would occur inside the library. It was most likely
be sponsored by the Board and funded from the Library budget. No cost estimates or details
were discussed as additional dialogue among the participants is required. One suggestion
offered was to give away seeds at the reception as a token of appreciation. The Board will
continue discussion at the February 2, 2016 meeting.
' S. Discuss Board Accomplishments for 2014-2015.
During the past year, the Library Board:
• Reviewed, discussed, advised, and provided community input on: Library strategies,
policies, and program activities.
• Developed and presented the 2013-14 Annual Report video about Library programs and
services to the City Council, including ALLen Reads, Bach to Books, and the Summer
and Winter Reading Programs.
• Supported Collin County funding for the Library at a County budget hearing.
• Provided input and recommendations in the 2016 G.O. Bond process on the Public
Facilities Subcommittee to address Allen's future library needs without raising taxes.
• Participated in the Library staff appreciation luncheon in mid-September in coordination
with the Friends of the Library and ALLen Reads. The luncheon was greatly appreciated
by the staff.
• Supported Friends of the Library and Friends of the Library Endowment Fond activities.
• Served as Library advocates in the Allen community.
6. Receive Update on the Public Facilities G.O. Bond Subcommittee and the Library's Potential
Expansion.
' Director Jeff Timbs distributed planning diagrams of the proposed expansion project. The
planning diagram reflected extension of puking spaces and expansion of the Library up to
45,000 square feet. An entrance from St. Mary Drive was discussed as well as access from
Butler Drive.
ALLEN PUBLIC LIBRARY
REGULAR MEETING
' NOVEMBER 3, 2015 PAGE 3
The G.O. Bond discussions for the Library started on October 1 in the Public Facilities
Subcommittee. Following a library tour on October 8, options were proposed and discussed
on October 15, and recommendations discussed and finalized on October 22.
A meeting is scheduled for November 12 for the subcommittees to make recommendations to
the Steering Committee. The Steering Committee will hold a joint meeting with the City
council on December 3, and the Council will hold a public hearing on January 26.
As proposed, the expansion would add an automated check-in system to the outside book
drop, create an obvious main entrance in the courtyard, and increase the size of meeting
room, program, and collection spaces. The children and teen areas are the most critical since
the programs are extremely popular and the rooms are undersized. The Library needs the
expansion to serve the population of Allen, which is projected to increase to as many as
119,000 people by 2030.
7. Review and Discuss July, August, September, and Year -End 2015 Library Statistics.
Jam: Total items checked out increased by 1.80% over last July, program attendance
increased by 1.82%, reference requests decreased by 7.13%, and visits increased by 2.43%
compared to last July.
' Angus[: Total items checked out increased by 7.28% over last August, program attendance
decreased by 44.93% (not a lot of programs) , reference requests increased by 4.88%, and
visits increased by 4.27% compared to last August.
September: Total items checked out decreased by 7.8% over last September, program
attendance decreased by 11.08%, reference requests increased by 1.58% and visits decreased
by 10.42% compared to last September.
The Director requested eliminating Periodicals Requested from the list of statistics tracked,
and the Board agreed. The ordering of new titles was down before August, and therefore the
number new titles added decreased. The Board discussed Internet use occurred, given that
patrons are using Wi-Fi as well as workstations. As a result, Internet statistics do not provide
a full picture. A suggestion was made for the Library to lend laptops for patron use in the
Library, which was also discussed by the GO Bond Subcommittee,
In 2014-2015, the Library surpassed 1 million check-outs for the first time! The previous
record was 985,000. The Library hosted over 366,000 visitors (also a new high), and offered
990 programs attended by almost 74,000 people (the highest program attendance ever for the
Library). The previous highs were from 2013-2014.
ALLEN PUBLIC LIBRARY
REGULAR MEETING
' NOVEMBER 3, 2015 PAGE 4
8. Report on Friends of the Library, Friends of the Library Endowment Fund, and Allen Reads
Activities.
The Endowment Fund elected six new members to its board in October, bringing new skills
and ideas to continue to grow and manage the Fund. The new board members are: Riyaz
Mohammed, David Olson, Nicole Holland Pearce, Vatsa Ramanathan, Teresa Rodenbaugh,
and Joy Shepard. The new officers are: President Ken Fulk, Vice President Jason Wright,
Treasurer Tracey Rockett Hanft and Secretary Amanda Boyd.
The annual potluck for ALLen Reads will be held on November 18, at 7 p.m. ALLen Reads
events begin on February I1 and continue through April 10, including a reception and
program with Texas Eats cookbook author Robb Walsh on April 9.
9. Discuss Items for Future Board Meeting Agendas.
• Further consideration of the courtyard reception.
• Review and discuss the Annual Report video.
10. Items of Interest. (Board announcements regarding local, civic and charitable events, meetings,
fundraisers, and awards.)
' a. Allen Recycles Day is 8:00 am. to 1:00 p.m., November 7 at Allen City Hall.
b. November 18 -Friends of the Library Holiday Potluck at 7 p.m.
c. November 26-27- Library closed (Closes at 6 p.m. November 25).
d. December 11- Board Appreciation Dinner.
e. December 24-25, January 1- Library Closed (Closes at 6 p.m. December 23 and 31).
f February 2- Next Scheduled Board Meeting, 6:30 p.m.
The Library may be closed a few additional days in December for carpet installation on the
first floor.
11. Adjourn.
MOTION: Upon a motion made by Richard Ackerman and seconded by Diane Knaack, the Board voted
five (5) for and none (0) opposed to adjourn the board meeting at 8:05 p.m.
These minutes approved on the 2nd day of February, 2016.
'APPROVED: ATTEST: UW d6t4 J�
CHAIR PERSON SECRETARY