(APPROVED February 21, 2008)
01-17-2008
7:45 a.m.
Paseo Verde Library
Call to Order
Vice-Chair Herb Hunter called the meeting to order at 7:50 a.m.
Roll Call
Board Members Present:
Robyn Carr, Richard Derrick, Todd Hauge, Herb Hunter, John Simmons and Jacob SnowBoard Members Absent:
Colleen BellStaff Present:
Carolyn Easterby, Debbie Englund, Tom Fay, Brian Fearn, Ed Feldman, Orin Fielding, Echo Galbraith-Allen, Mae Giaimo, George Greicar, Florica Hagendorn, Gayle Hornaday, Betsy Johnson, Janet Mastalir, Michelle Mazzanti, Laurie Orton, Kenna Payne, Joy St. John, Vivian Tufano and Joan VaughanApproval of Agenda
John Simmons made a motion to approve the agenda. Todd Hauge seconded the motion. The vote was unanimous.
Approval of Minutes
Todd Hauge made a motion to approve the December 18, 2007 Board meeting minutes. Robyn Carr seconded the motion. The vote was unanimous.
Review of Paid Invoices
The paid invoices were accepted without comment.
Director's Report
Security Report: No security issues of note.
Patron Record Purge: The annual patron record purge will take place by the end of January. The amount of debt being purged, approximately $12,000, is less than last year. The number of patrons being purged is approximately 20% of the number purged last year. As the database is cleaned up and refined, there should be even less records to purge. Next year’s record purge will be interesting as it completes a three-year window and collection activities can be taken into consideration.
Quarterly Reports:
5K Read & Run: Bryan Fearn, Reference Librarian at the Gibson Library, said that on February 23rd at the Gibson Library at 7:00 a.m., an inaugural library fundraiser, Read and Run for your Health 5K Run and 1 Mile Walk will take place. Sponsorships have been received in the amount $5,000. 52 people have signed up so far; it is hoped that 200 will sign up by race day. Ten employees have signed up. There will be a post race drawing for prizes. Male and female winners of the race will receive a $50 Southwest Airlines voucher. Awards will be given to different age groups. The race will last until about 10:00 a.m. The Redevelopment Agency has provided t-shirts and other giveaways and will display a large banner over Water Street. John Simmons said he will donate $500 to the event.
The Da Vinci Experience: Kenna Payne, Head of Youth Services at the Gibson Library, said the Gibson Library has partnered with the City of Henderson to participate in the Da Vinci Experience, now on display in the Henderson Events Plaza. The program has been running since October 20th and will continue until March. Classes of students are bused in to see the exhibit, but only 50 students at a time can be admitted. Groups are formed and while one group is visiting the exhibit, the other groups visit the library for a tour and a brief video about Leonardo Da Vinci and his inventions. Resource materials and library card applications are given to the students. This has been a wonderful opportunity to reach students that may not frequent the library.
Library Tree Lane: Janet Mastalir, Branch Manager of the Paseo Verde Library, gave a brief summary of the Library Tree Lane events. The Mitt Romney town hall meeting took place in the Paseo Verde Library reading room on November 17th. This event attracted hundreds of people. Also on November 17th, the Holiday Tea Carr Chat with Robyn Carr and award-winning author Susan Wiggs took place in the conference room. Other programs included Santa Paws featuring Santa and his dog. The Polar Express Pajama Party was very popular and featured Santa Claus and hot chocolate. There were numerous holiday story times and a harp concert. The Gala was a nice event that attracted hundreds of people to bid on the trees and baskets.
Adult Programming: Joan Vaughan said the Winter Reading program started Thanksgiving weekend and will run until next weekend; the goal of the program is to encourage reading during the winter. S. M. Stirling, a science-fiction author was featured in a Carr Chat. Becky Kemery, author of Yurts: Living in the Round also appeared at the library. Stephen Platt, Government Documents Librarian, promoted the Consumer Toolbox and taught classes for staff and the public. The Consumer Toolbox covers federal and state resources which may be used by consumers. Stephen Platt created a Federal Depository pamphlet, outlining the documents stored at Paseo Verde Library and sent a copy to all legislators. Stephen Platt and Bryan Fearn taught E-Bay classes, which were very popular and will be repeated this quarter. Nick Bosustow from the Peace Corp gave an introductory program about the Peace Corps that drew a much younger crowd than most adult programming (20 to 30 year-olds). This program will be repeated in February. The Mystery Book Club had a pot-luck dessert at their December meeting.
One Book Henderson: Laurie Orton reported on the success of the One Book Henderson program which kicked off in October. Public response included “What an awesome concept!” Many liked the idea of bringing a sense of community and libraries together. The survey showed that 82% liked the book, while only 4% disliked the book. Mitch Albom’s appearance brought many complimentary comments, although there were scheduling problems and his appearance was delayed by an hour. The ideas and suggestions from the participant surveys have been reviewed and many will be implemented for the next One Book Henderson. Marley & Me, by John Grogan, will be the next One Book Henderson selection. Marley & Me was selected by receiving 40% of the public vote. Laurie Orton praised Henderson Libraries’ staff for their enthusiasm and willingness to support the program for 2008. John Simmons asked if there was a target audience. Laurie Orton replied that a goal of getting 10% of Henderson adults to read the books was set. This would be approximately 10,000 people. Unfortunately, not enough feedback was received to see if the goal was accomplished. Of the 200 completed evaluations, 70% read the entire book; 11% read part of the book. The school surveys will be evaluated soon. Laurie Orton said the estimate of readers is in the thousands, but may fall short of the goal. The zip codes that had the highest participation were 89052, 89044, 89074, 89014 and 89012.
TAG: Florica Hagendorn reported that 12 teens were selected and invited to become part of Paseo Verde Library’s Teen Advisory Group (TAG). This diverse group of 4 males and 8 females represents 4 ethnicities and 3 high schools, as well as a wide variety of extracurricular activities. The purpose of TAG is to task the group to make decisions on their own about ways to help the library. TAG members meet twice a month and have taken the assignment seriously; the group is working on their own mission statement. TAG planned and executed Paseo Verde Library’s first Halloween Carnival, which was a huge success, bringing 300 people into the library. The group has distributed a library survey in classes and clubs at their schools which will help Youth Services to plan programs and events. The next TAG meeting will be discussing themes for future summer reading programs and activities.
B. Dalton Bookseller Book Drive: Gayle Hornaday said B. Dalton Bookseller at the Galleria Mall approached Henderson Libraries about holding a book drive during the holiday season. The store urged customers to buy an extra book for the library during November and December. Henderson Libraries received over 700 new books, including children’s, classic and popular titles. The B. Dalton Bookseller staff did all the promoting and soliciting of their customers and came in 2nd in the B. Dalton Bookseller book drive competition.
Reading with Rover: Tom Fay said the Library Fund has recently received the first installment of a $20,000 donation to the Reading with Rover program.
New Business
Discussion and possible board action regarding Resolution to amend the Interlocal agreement with the City of Henderson.
Tom Fay said a new interlocal agreement between the City of Henderson and Henderson Libraries was created in July 2007. The proposed resolution and amendment will create a mechanism to work with the city to promote various services. Article I, Section C provides that the City Manager is granted the authority to work with Henderson Libraries for any satellite services that may go into city buildings. This allows money to change hands, if necessary, and allows for a reporting process on the progress of satellite services. This provision allows more flexibility in working with different city departments and the City Manager, alleviating the need for amendments to the interlocal agreement every few months. Tom Fay said this has been a very productive process. When presented to the City Council for approval, the Mayor indicated it was a good decision and the City Council passed it without hesitation.
John Simmons asked if the process would be handled between the City Manager and Tom Fay. Tom Fay said yes, a memorandum of understanding can now be drafted and signed by the City Manager and the Director of the library district for various satellite or deposit collections. Todd Hauge made a motion to approve the Resolution to amend the Interlocal Agreement with the City of Henderson. John Simmons seconded the motion. The vote was unanimous.
Discussion and possible board action regarding a change in the operational hours of the Malcolm Library as of February 4, 2008 to be as follows: Monday-Thursday 10 a.m. – 6 p.m. and Friday 1 p.m. – 5 p.m.
Tom Fay said this change is necessary due to the Sunday closures. The Malcolm Library Sunday hours are being moved to Friday. John Simmons asked if the recent View article will be the last press coverage of the closure. Tom Fay responded that it may be, but as the time approaches there may be additional interest. John Simmons asked if there has been public feedback. Tom Fay responded that patrons have shown empathy about the situation and have offered donations of books and time. Some individual patron complaints have been handled by staff. The only complaint to reach the director’s office was a letter received from a former Las Vegas-Clark County Library District employee and Tom Fay has responded. After the closure becomes effective there will probably be more patron feedback. Although the closure has been posted on the website and in the libraries for over a month, there will be patrons that miss the notification. This will be addressed as necessary. Herb Hunter made a motion to change the hours of the Malcolm Library, effective February 4, 2008 to Monday-Thursday 10:00 a.m. to 6:00 p.m. and Friday 1:00 p.m. to 5:00 p.m. Jacob Snow seconded the motion. The vote was unanimous.
Discussion and possible board action regarding Director’s Annual Evaluation.
Tom Fay said Colleen Bell has asked for a subcommittee to complete the Director’s annual evaluation. The committee will consist of Colleen Bell and at least one other Board member. Robyn Carr and John Simmons served on last year’s subcommittee. Both said they would be willing to do so again, unless someone else wanted to be on the subcommittee. Todd Hague made a motion that the subcommittee be formed consisting of Colleen Bell, John Simmons and Robyn Carr. John Simmons seconded the motion. The vote was unanimous.
Discussion and possible board action regarding a Social Software/ Networking Policy.
Echo Galbraith-Allen, Youth Services Librarian at the Paseo Verde Library, explained a Social Software/Networking Policy is necessary because there are so many user-generated and video sharing websites, such as Face Book and My Space. The library already uses blogs, photo and video sharing websites to get patron input and response. Social networking sites are a good way to promote the library and reach out to younger patrons, teens and 20-somethings. This age group uses more text messaging, instant messaging and social messaging websites to communicate. By using these websites, the library can connect patrons to library services. This is a growing practice and may soon be as standard an offering as the library catalog or website.
Current library policies do not address the issues of social networking, such as “friending.” Washoe County Library System created the Social Software/Networking Policy and has given permission for Henderson Libraries to use it. The policy defines and sets standards for content and removal of content. Some organizations that use My Space profiles to promote their organization and services are UNLV, Washoe County Library District and libraries all over the country. Jacob Snow said the policy is very progressive and a good way to get younger people in touch with the library. Tom Fay said it is critical to be able to respond to, monitor and view the content. Responses and interaction are expected and will require a commitment of staff time to keep it going. Jacob Snow made a motion to approve the Social Software/Networking Policy. John Simmons seconded the motion. The vote was unanimous.
Old Business
Discussion regarding the continued negotiations with Juliet Development on the new Gibson Library to possibly be located in the Lake Mead Crossing development.
Tom Fay said the issue of property tax exemption has been resolved with the help of Attorney Renny Ashleman. The official request for a charitable donation in the gifting of the land was submitted a week ago. Information has been provided on how to provide charitable giving to a governmental agency, as well as the alternative of donating to the Henderson Community Foundation Library Fund, a 501-3c organization. After this issue is addressed a letter of intent can be submitted. The city has approved the purchase of the Gibson Library, but the mechanics of payment have not yet been resolved.
Discussion regarding the Green Valley Library.
Tom Fay said there is now less than a year until the Green Valley Library operational transition. Las Vegas-Clark County Library District is on target for completion of construction of their new library. The Green Valley Library will likely be closing in the October-November time frame if schedules remain on pace.
When the library closes, Henderson Libraries will need to have a response at that location. The bookmobile may provide services a few days each week. Once the building is vacant, capital improvements will be done between November and the first of February. During that time, staff may be able to make some library materials available in the inside vestibule areas or quiet reading room. This would be possible if there is staff available. The Green Valley Manager will need to be on board and present when providing services at Green Valley either in the building or from the bookmobile. The first meeting with our administrative team and an architect will be this Friday. All onsite meetings need to be closely coordinated with the Las Vegas-Clark County Library District to avoid impacting their patrons and operation.
It is important to note the Green Valley Library was built to the highest earthquake-proof standards of the time. Any removal of walls, soft or structure-bearing, will be difficult from a structural standpoint. Henderson Libraries will be dependent on advice from architects and engineers on how to proceed with any renovations. A loan will likely be taken out for capital components.
Green Valley Library conference room users have already been calling to try to reserve rooms. Callers are being informed of Henderson Libraries policy of no room rentals. By the end of February there will be an information page on the website. This will help the public with the differences and similarities of Henderson Libraries services compared to Las Vegas-Clark County Library District. Contact information will be posted. This will also provide the current Green Valley Library staff a direction to which questioning patrons may be referred, instead of Green Valley staff trying to explain Henderson Libraries policies. Herb Hunter asked if the Las Vegas-Clark County Libraries are open on Sunday. Tom Fay replied LV-CCLD is the only system in the valley open on Sunday.
Discussion regarding the upcoming Food for Fines program in February.
Tom Fay explained that, due to the budget shortfall, the limit on fines waived for Food for Fines will be $10.00. Other restrictions have been added to the program, including the kind of food donated. Expired food will not be accepted. The amount to be waived is $1.00 per item/can donated, up to the limit of $10.00 per library card. This program may end next year. A traditional one-week amnesty period may be considered.
The Food for Fines program was originally created to help get outstanding library materials returned. The current use of a collection agency is more effective at getting materials returned.
If Food for Fines is discontinued next year, a food drive may still be held to benefit HACA [Henderson Allied Community Advocates], encouraging all patrons to bring in food instead of just the patrons with late books.
Herb Hunter asked if the Amnesty Week has been tried before. Gayle Hornaday responded that at one time there was one fine-free weekend per month. It was noted that many people routinely kept materials until the fine-free weekend instead of returning them on time.
The press release on Food for Fines will go out next week.
Announcements
The next Board meeting will be held on February 21, 2008 at the Paseo Verde Library, 280 S. Green Valley Parkway, Henderson, Nevada.
Public Comment
Note: Pursuant to Nevada’s Open Meeting Law, action may not be taken on matters presented during this period until included on a future agenda as an action item.
Adjournment
The meeting was adjourned at 8:51 a.m.
Pursuant to NRS 241.020, written notice of the meeting of Henderson District Public Libraries’ Board of Trustees was posted by Friday, January 11, 2008, at least three (3) business days before the meeting, including in the notice the time, place, location and agenda of the meeting. Details of the agenda may be obtained by calling 492-6584.
Posted at Paseo Verde Library, James I. Gibson Library, Lydia Malcolm Library, Pittman Library, City of Henderson-City Clerk’s Office, and the HDPL website.