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02.19.2013 Library Board MinutesPlIr0WN OF SPER MINUTES of February 19, 2013 Regular Meeting of the Library Board The meeting was called to order by President Sherilyn Bird at 6:02 p.m. with a quorum in attendance: Sherilyn Bird Lucy Towle Richelle O'Neil Roger Flood Linda Shaw Special Guests: Mayor Ray Smith, Town Manager Harlan Jefferson, Garrett Kern, and his mother Mrs. Kern. The Minutes from the December 18, 2012 Board meeting were approved. Richelle O'Neil reported that the AV Dept. at the High School has agreed to produce a video advertising Summer Reading Club. Boy Scout project Garrett Kern presented three rolling wood book shelves that were designed and built by him to satisfy community-based project management requirements leading to attaining Eagle Scout status. He chose the Library for his project because it is his "favorite place" to come and study, read, do homework, etc. He was assisted by his father, scouts in his pack and Mr. Gary. The mayor and Town manager posed with Garrett for pictures to be taken. The remainder of the meeting consisted of an informal conversation with invited guests Mayor Ray Smith and Harlan Jefferson, Prosper Town Manager. It was an opportunity for members of the Library Board to meet the two leading representatives of town administration, listen, and ask questions. Mayor Smith said that he personally believes that "readers are leaders." He provided most input because of Mr. Jefferson's short time to learn everything about the Town of Prosper. Mr. Jefferson did say that the choice of location for a new library would depend on current and future growth dynamics of the town. Mayor Smith would like to see some kind of cooperative venture with Frisco or McKinney for library services but offered no specifics. The Town's priorities in response to its accelerated growth are necessarily infrastructure and safety. When Sherilyn Bird asked about what the Library Board can do, Mayor Smith responded, "Keep poking at Council and taking baby steps." The meeting was adjourned at 8:OOpm. Res ctfully submitted, Linda J. ShaW, Secretary ISPER OWN OF MINUTES of March 19, 2013 Regular Meeting of the Library Board The meeting was called to order at 6:05pm with the following members representing a quorum: Sherilyn Bird Richelle O'Neil Roger Flood Lucy Towle Linda Shaw Roger Flood, President of Friends of Prosper Community Library updated the Board on recent activities. No programs currently scheduled, but thinking about a Mother's Day activity, children's author book -signing event, and an art auction at Gentle Creek Golf Club. He expressed concern about how the Town is going to `handle' future monetary donations. Sherilyn Bird suggested that maybe the Friends would like to fund an ad campaign. Minutes of the February 18, 2013 Board meeting were not available; action was rescheduled for the April 16, 2013 regular Library Board meeting. Town Librarian Linda Shaw indicated there was not a significant change in number of visits or books checked out. Linda Shaw summarized Library activities during February. The library launched the Overdrive E -book program on March 1. Prior to launch handouts were available for distribution in the Library, signage was posted at public locations in Town and information was made available through local media channels (press releases, Town web page, Prosper press, etc.). Statistics on e -book usage will be provided in the April library report. She also reported that a list of new materials is currently posted on the Library website. The Town Council is currently working on a strategic plan for the next ten years with specific focus on the next five years. This document will assist Town staff in preparing the budget for the upcoming year. Mrs. Shaw would like to request more money be allocated for purchases of books and media. She would also like to request an additional part-time person to assist with youth programming and allow the Library to operate longer weekday hours during the summer when school is not in session. Ms. Shaw also informed the board that the Council's strategic plan for the next five years does not include a separate facility for the Library. Sherilyn Bird asked Roger Flood to propose to the Friends of Prosper Community Library that they take the lead in determining what the library's immediate message should be related to the value of the Prosper Community Library and the necessity of Prosper having its own stand- alone library. With a unified message, the Library Board and the Friends could then collaboratively and emphatically carry that message to the community. Ideas on how to most effectively get the message out included an email campaign, talking to local stakeholders (including Town Council), positive newspaper articles, etc. and speaking at Town Council meetings. Sherilyn Bird adjourned the meeting at 7:25pm. Res ectfully submitted, Linda Shaw, Secretary Date MINUTES of April 16, 2013 PI�SPER WN OF Regular Meeting of the Library Board Sherilyn Bird called the meeting to order at 5:58pm with the following members representing a quorum: Sherilyn Bird, Chair Richelle O'Neil, Vice Chair Linda Shaw, Secretary Roger Flood Lucy Towle Roger Flood, representing the Friends of Prosper Community Library (FOPCL) updated the Board on recent `Friends' activities. FOPCL is going to have a booth at the inaugural Danny Wilson Allstate Kite Day to be held on May 11, 10:00am — 2:00pm to get people to join FOPCL. Currently there is nothing to report on plans for scheduling an author event of art auction. The Town Council passed a budget adjustment amendment to put previous FOPCL monetary donations ($3,000) for the purchase of books into the Library line item budget. A motion to approve minutes for both the February 18, 2013 and March 19, 2013 board meetings was made by Sherilyn Bird, seconded by Lucy Towle and unanimously approved. Town Librarian Linda Shaw indicated that both visitor and circulations activity was down during March. There was discussion about finding ways to present statistical data to stakeholders contextually to demonstrate Library value. Linda Shaw expressed concern about the future of the Inter -local agreement with Prosper ISD for sharing the Reynolds Middle School Library. This was precipitated by a conversation she had with Mr. Bradley, principal of Reynolds Middle School. Mr. Bradley indicated that he presented a plan to Assistant Superintendent Dr. Goddard for using space currently occupied by the Community Library as a Computer Lab. He emphasized the demands that residential population growth is putting on school classroom resources and likelihood of Reynolds needing to make use of portable building in the next couple of years. Sherilyn Bird requested that Roger Flood approach the FOPCL about taking the lead on advocating to the Town Council, Rotary, and HOAs the need for a stand-alone Library sooner than the currently projected 10 year plan for a new library. Roger Flood indicated that he would speak at the next Town Council meeting and try to get other FOPCL members to do likewise. He said he would also lead the way in having the FOPCL draft a letter to send to HOA members soliciting support. Richelle O'Neil recommended that high school students not be in charge of launching and maintaining a FOPCL Face Book page. Linda Shaw would like to give a yard sign to children who turn in reading logs for summer reading club and will get information on cost. Sherilyn Bird adjourned the meeting at 7:1Opm. Respectfully sub tted, Linda Shaw, Secretary Date "TOWN P I. Call or Order / Roll Call DRAFT MINUTES Regular Meeting of the Library Board Reynolds Middle School — Community Library O F 700 N Coleman Road, Prosper TX Tuesday, August 20, 2013 6:00 p.m. The meeting was called to order at 6:02 p.m. The following Board members were present: Sherilyn Bird Richelle O'Neil Linda Shaw Lucy Towle Roger Flood was allowed to participate in the discussion portion of the meeting on speaker phone since the meeting was not a legal Open Meeting since the public did not have access to the Library. The principal of Reynolds Middle School closed the Community Library without public notice for a school event. The Town of Prosper requires appointed members of Town boards and commissions to attend in person. 2. Public Forum No comments. The Library was closed to the Public. 3. Administrative Comments The Town Librarian, Linda Shaw, reported on her attendance and presentation at Collin County Commissioner's Court budget work session on August 20, 2013 in defense of the proposed 2014 Collin County Public Libraries' budget. Ms. Shaw discussed new budget requests for 2013-14: Courier service for Interlibrary loan, subscription for Ancestry.com and a part-time position for a Library Children's Specialist to plan and implement emergent readers story times. 4. Consider and act upon the Minutes from the May 18, 2013 Board meeting. Board members will email Linda Shaw with corrections or motion to accept minutes as written. If Ms. Shaw does not hear from any Board members, she will deem the minutes accepted as submitted. 5. Discussion Plans were made for the Ad Hoc Committee presentation to Prosper Town Council at the regularly scheduled meeting on August 27, 2013. Sherilyn Bird is introducing the video created by the committee and slaking additional comments based upon material researched and suhn-itted by Dr. Jerald Killion. Lucy Towle took bullet point notes to submit back to the committee to complete the `script' for Ms. Bird. The `bullet point' document follows at the end of these minutes. Page I of I 104 O � 1� TOWN OF FE !' PIR,J-0- DRAFT SP MINUTES Regular Meeting of the Library Board Reynolds Middle School — Community Library 700 N Coleman Road, Prosper, Texas September 17, 2013 6:00p.m. Chair Sherilyn Bird called the meeting to order at 6:00 p.m. The following Library Board members were present: Sherilyn Bird, Roger Flood, Richelle O'Neil, Linda Shaw, and Lucy Towle. Guests present: Hulon Webb, Chris Blair Sherilyn Bird presented a Certificate of Appreciation to Chris Blair for his participation and contribution to the Ad Hoc Committee. Jerald Killion was out of town and unable to attend to receive his certificate of appreciation. District Librarian Richelle O'Neil suggested that the Community Library share their event calendar with Reynolds Middle School Librarian and administrative staff to better coordinate scheduling school events and library events that place a large demand on parking. Sherilyn Webb informed the board of an opportunity for the library to have a group of students from TWU's Small Business Institute collaborate with the library to develop and complete a project that meets a library need. Ms. Bird will have the professor in charge of the class contact Linda Shaw to arrange a meeting. Hulon Webb, Executive Director of Development and Community Services for the Town of Prosper addressed the board about council goals and priorities and interim solutions for the library. In addressing the council, Mr. Webb suggested that the board and library make them aware of what the library is offering to the community. He then showed the board a rough drawing of the property where development and planning currently resides as an example of an area the library might be able to use as an interim facility. Chair Sherilyn Bird asked Town Librarian Linda Shaw to prepare a facilities needs list for the next library board meeting in October. The meeting was adjourned at 7:14 p.m. Page 1 of 1 DRAFT MINUTES t4 Regular Meeting of the Library Board TOWN OF Reynolds Middle School — Community Library 70O.N Coleman Road, Prosper, Texas P E ROctober 15, 2013 6:00p.m. 1. Chair Sherilyn Bird called the meeting to order at 6:01 p.m. The following board members were in attendance: Sherilyn Bird, Roger Flood, Richelle O'Neil, Linda Shaw, and Lucy Towle. 2. Roger Flood gave a report about Friends of the Library activities. The Pumpkin Painting event at the library was a success: pumpkin painting, cookie decorating, and a ghost craft. Celso Martinez at Municipal Voice did a press release advertising the event. Another board member resigned: Chris Blair. Sherilyn wondered if Chris is aware that the Library may have an opportunity to move out of the school. The Friends are gearing up for the 5"' Annual Holiday Reading Competition. Rogers wants to use the video promoting the lfibrary on his web site and asked George DuPont for his opinion on the video. Mr. Dupont thinks it is good, but the screens move to fast. Roger would like to accompany the video with bullet points. Lucy volunteered to create them. 3. The District Librarian had nothing to report. The Town Librarian said use was down slightly in September but ebook checkout continues to increase. She said she would submit the September minutes online for approval. 4. TWU Small Business Institute project update Town Librarian met with students from TWU Small Business Institute who are preparing a marketing/communications plan for the Community Library. They toured the Library and gathered background information about the Community Library. Town Librarian signed a Letter of Engagement and Confidentiality Agreement with TWU School of Management for the Student Consulting Group to develop the marketing plan. The TWU Business class prepared a questionnaire to gather community input on current and future library services in order to develop a Library marketing strategy. The questionnaire will be distributed to Town Council and local citizen groups. 5. The Town Librarian was unable to create the list of facility requirements requested by the board in the September meeting due to earlier scheduled commitments. She will have a list for discussion at the November board meeting. She shared her department goals for the upcoming year. Board discussion: Roger wondered should someone speak on behalf of the library at the next council meeting. What is our strategy? It is the desire of the board to approach the Town Council with a list of requirements for an interim library facility: a "Needs List." Sherilyn Bird adjourned the meeting at 7:09 p.m. Page 1 of 1 P11SPER OWN OF Prosper is a place where everyone matters. 1. Call to Order. MINUTES Regular Meeting of the Library Board Reynolds Middle School — Community Library 700 N Coleman Road, Prosper, Texas Tuesday, November 19, 2013, 6:00 p.m. The meeting was called to order at 6:00 p.m. by Library Board Chair Sherilyn Bird. Board members present included: Chair, Sherilyn Bird, Roger Flood, Richelle, O'Neil, Linda Shaw, and Lucy Towle. Staff included: Hulon Webb, Executive Director of Development and Community Services. Guest included: Deputy Mayor Pro -Tem Kenneth Dugger. 2. Public Forum. There were no comments by the public. 3. Administrative Comments. A. Report from Prosper School District Librarian. Richelle ONeil, District Librarian, had nothing to report. B. Report from Town Librarian Linda Shaw, Town Librarian, noted that activity in the library was up from September in terms of number or items checked out, particularly adult fiction. Shaw asked if there were questions relating to the submitted written report. Bird asked for clarification on how the number of juvenile checkouts is determined, i.e.; does it include all the checkouts that occur during school hours? Shaw said that the only checkout of materials that is counted during school hours is items checked out that belongs to the Community Library. ONeil and Shaw said this is easily determined by the item bar code. The increase in juvenile checkouts during October is partly attributed to students being assigned to read a biography, a genre for which the Community Library maintains a suitable selection. Shaw said that a part-time position for Children's Librarian is currently posted (5 hour per week). She intends to begin interviewing after Thanksgiving. 4. Action Items. Approval of the minutes from the October 15, 2013 Prosper Library Board meeting, Flood motioned for approval, O'Neil seconded; the minutes were approved 5-0. 5. Discussion: Interim Library Facility. Town Librarian Linda Shaw indicated she drafted a needs list for an interim library, but would instead turn the direction of the discussion over to Hulon Webb (HW) and Deputy Mayor Pro -Tem Kenneth Dugger (KD). Page 1 of 3 Webb thought that the TWU team was going to inform the Council at their last meeting about the project they were working on for the Library and distribute the survey. But instead they addressed the need for a stand-alone library. Webb said that the Town has a CIP a number of years out that includes a Library. In 2011 a bond election approved 1.25 million dollars for sight acquisition and preliminary design for a multipurpose building that would include a Town Hall, Library, and/or Senior center. After discussion with Shaw, the current Development Services location may not be large enough for an interim Library so other options are being examined. Possible option: Over the next 2 or 3 months the Town is issuing an RFQ for an architect to do a preliminary design for an interim town hall and office building in the downtown vicinity. An interim Library and/or Senior center with a community room could be included in the scope of design. KD: The Town Council has to determine how to pay for these things. The cost of a Town Hall is estimated at 5 million dollars. A stand alone Library will cost an estimated 6 million dollars. It would cost the Town $600,000 a year to pay back a $6 million bond over 20 years. That is based on 3500 households or $171 a family. $144,000 = $.01 on the tax rate, so to pay this debt would take a $.04 increase in the tax rate. SB: You need a Town Hall sooner than later that could perhaps accommodate a Senior center and Library that would move out at a later date, KD: Or the Town Hall could move out and the Library could stay. All the council wants a library. There are a lot of things needed right now. SB: Having this conversation is progress, and we are appreciative. KD: The Library and Senior center are always in our conversations, but they are not public so you don't know. I apologize that that message has not been conveyed. We have heard your message loud and clear. The continued conversation among those present mentioned incorporating the historical society, community rooms, staff offices, library, as part of a municipal complex; as well as addressing the growth and building occurring all over Prosper. Questions were invited. SB: What is timeline? HW: First, get the architect Determine how big the building needs to be Determine how much it is going to cost. KD: Town has high standards on what is built. The architect will have experience with municipal building designs including libraries. Other Business: Shaw asked O'Neil if she could find a couple of theater students who would be willing to act as Cat in the Hat and the Grinch for the Christmas Parade. Page 2of3 Revised By -Laws LS: The Town Librarian should not be a voting member of the Board, but a staff liaison, so her position needs to be filled, adding three additional members to the Library Board Kenneth Dugger said that Council would be willing to act on our recommendations. The Board proposed the following three residents be contacted about serving on the Library Board: Jim or Betty Hughes, to be contacted by Roger Flood. Melissa Farrar, to be contacted by Linda Shaw. Delaine Ulmer, to be contacted by Richelle O'Neil. 6. Adjourn Meeting was adjourned at 6:52 p.m. Page 3 of 3 da Shaw, 'etary Page 3 of 3 P1OWN OF. SPER DRAFT MINUTES Regular Meeting of the Library Board Reynolds Middle School — Community Library 700 N Coleman Road, Prosper, Texas December 16, 2013 6:00p.m. Call to Order: Chair Sherilyn Bird called the meeting to order at 6 p.m. The following board members were in attendance: Sherilyn Bird, Roger Flood, Richelle O'Neil, Linda Shaw, Lucy Towle. Report from Prosper School District Librarian Richelle O'Neil reported that she recruited two high school students to represent the library in the Prosper Christmas parade on December 5, 2013. The two students, Savanna Longueville and Gabbie Vasquez, dressed as "The Cat in the Hat" and "The Grinch," characters from children's books by Dr.Seuss. Town Librarian Linda Shaw said the students did a great job and were very popular participants in the parade. Report from Town Librarian Linda Shaw reported that 808non-active card holders were deleted from the library database. These members had not used their cards in at least five years and registration information on them was incomplete. She reported that she will interview three applicants for the part time children's librarian position. Ms. Shaw will begin work on the annual report to the State Library in January and also make plans to book special performers for Summer Reading Club 2014. Action Items: The minutes from the November 19, 2013 Prosper Library Board Meeting were unanimously approved as submitted. Discussion: Interim library facility: Linda Shaw informed the board that the Town issued an RFQ for an architect to work on a design of an interim Town Hall multipurpose facility that might include a library and senior center in the downtown area. Search for additional board members: One couple contacted declined due to commitments in other areas. Another person is undecided, and board members were unable to make contact with the other two people because of the holidays. Future topics for discussion: Strategies for keeping the Library "in front" of the Town Council and marketing its services to the Prosper community, opportunities for collaboration with Seniors and the Historical Society. Adjourn: The meeting was adjourned at 6:25 p.m. Linda Shaw, Secretary Page 1 of 1 Date