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HomeMy WebLinkAboutMinutes - Minutes - Library Advisory Board - Meeting Date: 8/12/20171 City of Glendale Library Advisory Board Retreat Glendale Public Library, Sahuaro Ranch Park, Fruit Packing Shed 9802 N. 59th Avenue Glendale, Arizona 85302 August 12, 2017 9:00 a.m. 1. Call to Order Chairperson Koory called the meeting to order at 9:07 a.m. 2. Roll Call Board Members in Attendance: Board Members Lund, Kocur, Johnson, Aborne, Collett, and Chairperson Koory were present. Board Members Fernandes and Ndavu were absent. Staff in Attendance: Michael Beck, Chief Librarian; Dawn Wasley, Library Administrator 3. Citizen Comments None. 4. Approval of Minutes – May 10, 2017 Board Member Lund moved to approve the minutes with the following corrections:  Change all references of “motioned to approve” to “moved to approve.”  Page 3, last sentence, change “…is the first in the state with this system, and if approved, this should be…” to “is the first in the state with the All -in-One Bill Pay system, and if approved by Council, this should be…”  Page 5, third paragraph from the bottom, change: “Board Member Aborne stated that once at the museum…” to “She stated that once at the museum…”  Page 5, third paragraph from the bottom, change: “Board Member Aborne commented that everyone should….” to “She commented that everyone should…”  Paragraph 5, second paragraph from the bottom, change both references of “Carolyn” to “Ms. Grote.” Board Member Collett made the second. Motion carried 6 – 0. 5. New Business a. Loyalty Oath of Office: Mr. Beck administered the Loyalty Oath to newly appointed Board Member Teresa Collett. b. Nomination and Election for New Vice-Chair Chair Koory called for nominations for the new Vice-Chair. Board Member Lund nominated Board Member Collett. Board Member Johnson nominated himself. A vote was taken. Board Member Collett received four votes and Board Member Johnson received two votes. Chair Koory announced that Board Member Collett was elected as the new Vice-Chair. c. Role and Mission of the Library Advisory Board Mr. Beck provided a PowerPoint presentation regarding the mission, city ordinance, scope, and function of the Library Advisory Board. The information presented included the following:  Roles and Responsibilities  Practical Responsibilities 2  Staff Responsibilities Board Member Aborne inquired if there was a formal Library Advisory Board mission statement and Mr. Beck replied in the positive. Board Member Aborne suggested including the Library Advisory Board mission statement on the back of the Board Member name placards. d. 2017 Annual Library Customer Survey Findings Mr. Beck presented the 2017 Annual Library Customer Survey results. The information presented included the following:  Salient Customer Survey Results o 501 Responses o The “typical” customer visits 2-4 times per month (40%), within 2-4 miles travel time (43%), and uses their personal vehicle (81%) to get to the library. o “Very Satisfied”  The Staff  Net Promoter Score, Customer Service increased to a 75 rating (was 69 in 2016)  Library Cleanliness/Comfort (77%)  Library Appearance (73%)  Library Safety (72%) o Opportunities  Marketing of Certain Services  Changing Material Preferences o System-wide Statistics for FY11-12 through FY16-17 o Branch Comparison for FY11-12 through FY16-17  What Are We Doing to Improve the Situation? o In the Works  Two new LSTA Grants, Story Walk at Foothills Park and IDEA Center  Heroes Regional Park Branch Library  Main Library turned 30 on July 27  IDEA Center Phase 2 o On the Horizon  Library Operating Hours  IDEA Center Programs  Peacock-themed Cards  Library Card Sign-up Month during September Comments before and after the PowerPoint presentation included the following:  Board Member Aborne inquired if the Social Media Presence could possibly be an action item for the Board and suggested inviting the staff member responsible for social media to an upcoming Board meeting. Mr. Beck will follow up on the suggestion.  Board Member Lund wondered how staff is responding to the increase in the use of eBooks and digital material in regard to library space. Mr. Beck relayed that staff is always reviewing the use of space and adjusting accordingly for current and future needs.  Chair Koory commented that both Velma Teague and the Main Library are closed on Fridays and suggested not having both of those libraries closed on the same day. Mr. Beck replied that staff is looking at that situation and also reviewing overall operating hours. e. Library Advisory Board 2017-2018 Action Plan 3 Mr. Beck facilitated a discussion with the Board regarding its direction, goals, and role for the upcoming fiscal year. Mr. Beck provided a copy of the FY2016-17 Board Action Plan for review and discussion was held. Board Member Lund excused herself from the meeting during the agenda item. Board Member Johnson moved to approve the Library Board Action Plan for FY17-18 as follows: 1. Promote awareness in the community of library services and programs in coordination with Library marketing staff. 2. Continue to advocate for Heroes Branch Library. 3. Continue to support and promote the development of the IDEA Center. Board Member Aborne made the second. Motion carried 5 – 0. [Board Member Lund was no longer present.] Regarding the Council Proclamation for National Library Week, Board Member Aborne commented that in the past, the Board Members attended the Council meeting at which the Proclamation was presented. She indicated that for the past two years, the Proclamation has not been presented at a Council meeting. Board Member Aborne has attended recent Council meetings at which she has seen Counc il presenting Proclamations to other groups. Mr. Beck will follow up on this item for next year. 6. Chief Librarian Update Mr. Beck updated the Board Members on current Library activities, operations, and projects, which included the following:  The City is using new software for the agendas, minutes, and notifications for the Council, Boards, and Commissions meetings.  Mr. Beck will meet with Ms. Stephanie Small, the new Community Services Director, to discuss the possibility of new library operating hours. The recent recommendation of opening weekdays at noon instead of 1:00 p.m., on late evening shifts, will tentatively go into effect on September 1.  The Friends of the Library is doing well. Their next fundraiser is a Barnes & Noble Book Fair.  Plans for Heroes Regional Park Branch Library are progressing. The design work is tentatively on the September 19 Council workshop agenda. DIF (Development Impact Fees) will be used to fund the construction of the new library. Staff is asking for an addit ional $600,000 for the recurring operating budget for the Heroes Regional Park Branch Library. Board Member Aborne inquired about staffing for the Heroes Regional Park Branch Library. Mr. Beck relayed that there will be various staffing opportunities for which he and Ms. Wasley will be planning. Mr. Beck noted that the library should be completed by late fall 2018 and staffing will be included in the FY2018-19 budget. Mr. Beck continued with his update:  Two summer reading programs were implemented, an in-house program and the county’s online program, and both were very successful. There were 11,000 participants in total for both programs, which may include overlap.  Mr. Beck is working with architects in the Engineering Department to design a glass enclosure for the IDEA Center, which would provide a quieter space. Mr. Beck stated that the IDEA Center had a soft opening, but once the enclosure is completed, there will be a planned grand opening with a ribbon-cutting. Chair Koory suggested signage in the IDEA Center which would direct users where to go for assistance, since the IDEA Center is quite a distance from the main service desk. Board Member Johnson stated that he met with Mr. Schor and shared suggestions on setting up a space in the IDEA Center for filming videos. Board Member Aborne inquired about 4 SCORE’s use of the IDEA Center and Mr. Beck replied that SCORE does like the inclusion of the glass enclosure.  LIBCON West has been expanded for all ages this year and will be held on Saturday, December 9, at 11:00 a.m. To date there are 20 vendors as well as food trucks signed up. Last year, there were over 400 participants and more are expected this year with the inclusion of adult and youth- themed programs.  Staff continues to pursue state grants for professional development, furniture, and library programming. 7. Board Member Comments Board Members were provided the opportunity for open comment. Vice Chair Collett inquired if there will be a library table or booth at the upcoming Glendale Signature Events. Mr. Beck replied that at some events, there will be both a staff and Friends of the Library presence, such as at Glendale Glitters, LIBCON West and the Chocolate Affaire. Vice Chair Collett asked if the Board Members could participate and Mr. Beck replied in the affirmative. Board Member Kocur inquired if there is signage at the Heroes Regional Park announcing “Future Home of the Heroes Regional Park Branch Library.” Mr. Beck replied that staff is working on signage. Board Member Kocur suggested an event to promote the future library and/or installing a storyboard walk at the site as a preliminary promotion. Board Member Aborne’s comments included the following:  Her Councilmember would like to include an article in her district newsletter regarding the All-in- One Bill Pay Machine, which could also be shared with other Councilmembers.  Her Councilmember is planning a Yucca District meeting on October 26 at Heroes Regional Park and suggested staff’s attendance to make a presentation on the future library plans.  Her Councilmember is going back to the use of hard copy newsletters, which were mailed to 11,000 households. Her Councilmember is focusing on promoting Boards and Commissions and began with an article promoting the Library Advisory Board in the most recent newsletter. Board Member Aborne was featured in the article and brought a copy for viewing.  Unsolicited, positive feedback was received from a citizen regarding the Velma Teague Library. Chair Koory is looking forward to the upcoming year, to working with staff, and moving forward on the Heroes Regional Park Branch Library. 8. Next Meeting The next regular meeting of the Library Advisory Board will be held on September 13 at 6:00 p.m. in the Library Board Room of the Main Library, located at 5959 W. Brown St., Glendale, Arizona, 85302. 9. ADJOURNMENT Board Member Johnson moved to adjourn the meeting at 11:25 a.m. Board Member Collett made the second. The motion carried 5 – 0. [Board Member Lund was no longer present.]