MINUTES CITY OF INDIAN ROCKS BEACH LIBRARY ADVISORY BOARD The Indian Rocks Beach Library Advisory Board Meeting was held on Monday, September 14, 2009, at 7:11 p.m., in the Indian Rocks Beach Library, 1507 Bay Palm Boulevard, Indian Rocks Beach, Florida. Present: Absent: Visitors: Vice Chairperson Emily Maney Board Member George L. Hank Johnson Board Member Vivian Nolan Library Director Jane Mitchell Chairperson James J. Driscoll - Excused Board Member Waters - Excused Jean Scott, President of the Friends of the Library 1. APPROVAL OF MINUTES. A. August 6, 2009 Minutes. B. August 24, 2009 Minutes. THE BOARD DECIDED TO TABLE THE APPROVAL OF THE AUGUST 6, 2009 AND THE AUGUST 24, 2009 MINUTES FOR THE NEXT MEETING SINCE CHAIRPERSON DRISCOLL WAS ABSENT. 2. CANCELLATION OF the October 8, 2009 Meeting. BOARD MEMBER NOLAN, SECONDED BY BOARD MEMBER JOHNSON, MADE A MOTION TO CANCEL LIBRARY ADVISORY BOARD MEETING ON THURSDAY, OCTOBER 8, 2009. 3. DIRECTOR S REPORT. Library Director Mitchell asked if the Board is familiar with the Book Page, created to get people talking about books, and to generate requests and reserves. She explained that the publication is free for the first two months and then it can be purchased for $225 a year. Page 1 of 6
Library Director Mitchell explained that the Library has received permission to set up a booth at Oktoberfest, on October 17, 2009, in Kolb Park. She stated the Library can borrow a table from City Hall, and she will work on finding a tent. Vice Chairperson Maney asked what would be set up on the table; with Library Director Mitchell responding books for sale, the Library Satisfaction Survey, and some applications for the Friends of the Library. Library Director Mitchell also commented the Library will be open during Oktoberfest. Library Director Mitchell stated that before tourist season begins, she will offer refresher courses in Apollo, the Library s circulation system, and additional topics will be covered. She stated she will post the schedule for signups. Library Director Mitchell stated she will be going to the Florida Library Directors Meeting in Tallahassee from October 7 through October 9, 2009. She stated topics include government, internet safety, Florida Electronic Library, and other topics of which she plans to report to the Board. 4. DISCUSSION OF Long Range Plan for the Library. Library Director Mitchell stated she chose to conduct a three-year plan for the Library, instead of a five-year focus for the first time. She reviewed the Fiscal Year 2009/10 Plan which focuses on: 1. Provide resources and services to support selected Library roles. 2. Provide resources to promote public relations to residents who do not use the Library and ensure that current user needs are being met. 3. Reorganization and improvement of Library space to house its materials and provide more room and better access. 1. Provide resources and services to support selected Library roles. B. Program Center for children and adults. Begin a new program agenda for children involving volunteers who are mothers of young children. Begin a program or series of program events on scholarship information and opportunities for young adults. Increase the number of participants in daytime adult book discussions. Introduce author visits and book signings to adult programing. rd th Begin an incentives program for children in 3 through 8 grades to participate in the Sunshine State Reading activities. Page 2 of 6
Library Director Mitchell explained a group of mothers have offered to volunteer their time to get the Children s Story Hour going again. She also mentioned the scholarship information program is being discussed and the Library is currently sponsoring two book clubs. Library Director Mitchell explained that at her previous employment, authors were invited to visit the Library to encourage book club participation. She explained the authors were Florida residents who could drive to the library and would read and talk about their book. She stated that even some of the more well-known authors will come and speak at local libraries if they are in town. Library Director Mitchell stated that Chairperson Driscoll discussed an incentive to get children involved in the Sunshine State Readers Program. Vice Chairperson Maney stated in the past, the Library gave awards to students who read all of the books from the list. She stated she believes the Library gave the students a framed diploma. Board Member Johnson stated that an award, such as a $100 to $200 scholarship that would be a good motivation, and it would not have to be a large amount of money. Library Director Mitchell stated the scholarship could be funded by local business if it was advertised well enough. 1. Provide resources and services to support selected Library roles. D. Computer internet access for all users and provision of wireless service. Establish and maintain website to provide access to Catalog, Library events and Florida electronic Library. Move location of public access computers so that four are in the same location and access is easier to monitor and provide. Strengthen wireless access so that it can be used in any part of the Library. Library Director Mitchell stated she is meeting with the City s Computer Technician to work on the Library s website. She stated the website has access to the Library s catalog and will also promote Library events and can connect to the Florida Electronic Library. 2. Provide resources to promote public relations to residents who do not use the Library and ensure that current user needs are being met. A. External Public Relations Page 3 of 6
Distribute, analyze, and begin implementing results of Library Preference and User Satisfaction Survey in written form and on website. Continue to submit library promotion and activities information to the local news publications. Participate in citywide events such as Octoberfest and Beauty on the Beach to promote the Library and sell books. Work with Friends of the Library to promote Library use. Give Library informational publications to local non-profit and business organizations for distribution. Library Director Mitchell stated the Library will use the Satisfaction Survey for user input and will continue to contribute items to local newspapers. She stated the Library will participate at Oktoberfest and conduct a small book sale. 2. Provide resources to promote public relations to residents who do not use the Library and ensure that current user needs are being met. B. Internal Public Relations Signage and brochures available in the Library to promote Library functions. Library tours for local organizations, ie. Rotal Club, Homeowners Association, Boating Club and further goodwill. Library Director Mitchell stated that signs and brochures will be available in the Library to promote its functions. She also stated her idea is to have members of civic organizations, such as the Homeowners Association or the Boating Club, come in for a tour of the Library. Board Member Nolan stated she is unsure how many club members would respond, to which Library Director Mitchell stated the Library could still make the effort. Board Member Johnson stated the Library can make the effort by going to a Homeowners Association or Rotary Club meeting and make a presentation to the members of something the Library can offer that particular club. Vice Chairperson Maney suggested the Library Director go to the Indian Rocks Beach Action 2000, Inc. meeting since all of the presidents from every group attend the executive meetings; to which Library Director agreed. 3. Reorganization and improvement of Library space to house its materials and provide more room and better access. Page 4 of 6
A. Begin implementing some aspects of the Space Analysis Study provided by International Academy of Design and Technology students. Begin reconfiguration and implementation of recommendations for circulation area. Begin reconfiguration and implementation of recommendations for Jane Bash and Reference Room. Library Director Mitchell stated she divided this goal over two years because she does not believe this goal can be met within one year. She stated she will present the Long Range Plan for City Commission approval before she applies for the grant, which will allow the Library to receive State aid privileges with the Pinellas County Co-operative allowing reciprocal borrowing abilities. Board Member Johnson stated that under the Long Range Plan in Fiscal Year 2009-2010, Library Director Mitchell may want to include the objective to trade DVDs for books at the Oktoberfest book sale; to which Library Director Mitchell stated she would add the objective. Library Director Mitchell stated she will go before the City Commission on September 24, 2009 to present the Plan. BOARD CONSENSUS TO ALLOW LIBRARY DIRECTOR MITCHELL TO PRESENT THE LONG RANGE PLAN FOR THE LIBRARY TO THE CITY COMMISSION ON SEPTEMBER 24, 2009. Board Member Johnson asked if there were other tasks that needed to be accomplished for Library Director Mitchell to apply for the grant. Library Director Mitchell explained she has a number of forms to complete, which will also be presented to the City Commission. She stated the forms only require filling in the correct information, such as the Library s budget, her job description, etc. She stated she is compiling the necessary information now, and would appreciate any assistance from the Board. She stated that the reciprocal agreement would include the ability to borrow books but would not have access to the circulation system. She stated she will meet with the Pinellas County Library Co-operative representative to receive her approval and invited Board Members to also attend. She stated she feels positive about receiving the aid since the Co-operative is also funded from grants, and Florida Statutes states the rights for a small library to apply for this type of aid. 5. DISCUSSION OF the User Satisfaction Survey. Page 5 of 6
Board Member Johnson stated that movies are not a Library activity; therefore, the Survey will be amended. He also stated the Survey may want to separate interest in tapes and DVDs. Library Director Mitchell stated audio books on CD and cassette should be mentioned in the Survey. Board Member Johnson stated that instead of stating interest in tapes/dvds, the Survey should just say DVDs. He continued that another interest could just be audio books. Vice Chairperson Maney stated if the Survey is only a half page, the Survey could possibly be combined with the Beach Art Center publications. BOARD CONSENSUS TO APPROVE THE USER SATISFACTION SURVEY, WITH MENTIONED CHANGES. Jean Scott, President of the Friends of the Library, inquired what reader advisory refers to in the Survey; to which Library Director Mitchell responded that she will give her opinion and guidance in locating books (mostly fiction) that are similar to those a reader enjoyed about a particular time period, or genre. 6. DISCUSSION OF Library Book Sale at Oktoberfest. Library Director Mitchell confirmed the Friends of the Library will be in charge of procuring a table for the book sale at Oktoberfest. 7. OTHER BUSINESS. None. 8. ADJOURNMENT. BOARD CONSENSUS TO ADJOURN THE MEETING AT 7:45 P.M. November 5, 2009 Date Approved Jim Driscoll, Chairperson /je Page 6 of 6