(Approved March 20, 2008)
02-21-2008
7:45 a.m.
Paseo Verde Library
Call to Order
Chair Colleen Bell called the meeting to order at 8:02 a.m.
Roll Call
Board Members Present:
Colleen Bell, Robyn Carr, Herb Hunter and John SimmonsBoard Members Absent:
Richard Derrick, Todd Hauge and Jacob SnowStaff Present:
Carolyn Easterby, Debbie Englund, Dennis Espero, Tom Fay, Ed Feldman, Orin Fielding, Kathy Franklin, Echo Galbraith-Allen, George Greicar, Sean Hill, Gayle Hornaday, Betsy Johnson, Janet Mastalir, Michelle Mazzanti, Laurie Orton, Stephen Platt, Joy St. John, Vivian Tufano, Joan Vaughan and Evelyn WalkowiczOthers Present:
Marian Brown, Diane Collins, Marilyn Dial, Andrea Frazier, Kathy Hug, Judy Hughes, Ron Hughes, Justin Liming, Laura Jane Spina and Joy TweddleApproval of Agenda
Tom Fay asked that New Business #3, Presentation of check by Friends of Henderson Libraries and the Library Tree Lane Committee, be moved to before paid invoice approval. John Simmons made a motion to approve the agenda, as amended. Herb Hunter seconded the motion. The vote was unanimous.
Approval of Minutes
Herb Hunter made a motion to approve the January 17, 2008 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
Gayle Hornaday reported circulation is up 14% over last year and the issuance of new library cards is up over 9%. It is too early to tell the effect of closed Sundays. Circulation reported a record day on Tuesday, after the library was closed for two days. Colleen Bell asked if complaints about the Sunday closure have been received. Carolyn Easterby said most of the comments received have been sympathetic expressions of regret. Tom Fay said it may never be determined if there is an impact because our circulation numbers continue to increase. Henderson Libraries is on target for a record February, even with the Sunday closures. Monday and Saturday usage will be monitored to see how library usage has changed.
The Materials Recovery Report was distributed. Since Materials Recovery began in April of 2006, 23% of accounts reported have been paid in full. Only 15% of those were credit reported. Of the outstanding $250,000, $90,000 in cash and materials have been recovered. The collections program has been very successful.
Security issues at the Pittman Library have been resolved with the security guard reestablished at the park. A window was broken last weekend at the Paseo Verde Library.
Marketing & PR packets were reviewed. There has been extensive publicity during the last month. Henderson Libraries is conducting an ongoing marketing audit. The look and feel of ads and marketing materials has changed. More information about library programs and services is being distributed to the media. An internal branding/marketing campaign for the buildings is underway. A 3rd party source will be used to review how we market ourselves, internally to our patrons. The comments received back from the “Secret Shopper” have generally been positive. Ideas will be presented to maximize our marketing and advertising dollars, externally and internally. John Simmons asked if a customer survey has been done. Tom Fay responded that customer survey is a likely component of this, but it will be down the road. This summer the Green Valley area will have targeted surveys as Henderson Libraries is introduced to that area. Postcards will be distributed with information on how to go to the website and access the survey; this will be the first step to see how the customer surveys work.
New Business
Discussion and possible board action regarding approval of Collection Development Policy for Government Documents.
Stephen Platt, Government Documents Librarian at the Paseo Verde Library, explained that the Depository Library Council has asked Henderson Libraries to develop some policies for how government documents are handled. These guidelines are useful when adding and discarding materials. This document will explain to staff and public what is collected and excluded and the how collection is evaluated. The seven-page policy has been reviewed by several committees and found to be complete. John Simmons asked what kinds of government documents are provided. Stephen Platt explained it is a core collection, including congressional records, codes, a special collection of recreational materials and maps, and consumer-related information. Different Government Depositories carry different collections; Henderson Libraries collects materials that other depositories in the area do not have. Space limitations dictate the number of documents that can be kept; many government documents are linked electronically in our catalog. If the document is not available at Henderson Libraries’ depository, Stephen Platt is the contact in a network of depositories, and can obtain the item for the patron. John Simmons asked if local or state documents are stored in Henderson Libraries’ depository. Stephen Platt responded the Administrative Code, Environmental Impact Reports and the Nevada Revised States are available. The Government Depository is a free service, and must be provided free to the public. Henderson Libraries has the only depository library in the 3rd Congressional District of Nevada. Robyn Carr asked if there are other Government Depositories in the area. Stephen Platt responded that UNLV’s depository contains 70% of the government offerings. LV-CCLD [Las Vegas-Clark County Library District] contains 15%. Henderson Libraries depository contains 30%. John Simmons made a motion to approve the Collection Development Policy for Government Documents. Herb Hunter seconded the motion. The vote was unanimous.
Discussion and possible board action regarding the Holiday Policy.
Tom Fay explained that changes to the Holiday Policy are necessary due to the recent change in Sunday hours. Debbie Englund said the policy has removed Sunday from the policy and changed the seven-day operation to six-day. The only Sunday consideration is when a holiday falls on Sunday, the legal holiday will be on Monday. Herb Hunter made a motion to accept the changes to the Holiday Policy. John Simmons seconded the motion. The vote was unanimous.
Presentation of check by Friends of Henderson Libraries and the Library Tree Lane Committee.
Tom Fay introduced Laura Jane Spina, Chair of the Library Tree Lane Committee and Ron Hughes, President of Friends of Henderson Libraries.
Laura Jane Spina said the profits from Library Tree Lane have increased from the first Library Tree Lane held four years ago:
· 2004 Library Tree Lane, $3,000
· 2005 Library Tree Lane, $12,000
· 2006 Library Tree Lane, $18,000
· 2007 Library Tree Lane, $19,000
Remarkably, the 2007 Library Tree Lane showed an increase even after losing a $10,000 sponsor; attendance at the event doubled and over a hundred gift baskets were auctioned off. The proceeds from the 2007 Library Tree Lane will be used to benefit the Youth Services Department at the Green Valley Library.
Laura Jane Spina introduced the Friends’ volunteers and staff that worked on the Library Tree Lane Committee for 2007. Pictures were taken of the group and presentation of the $19,000 check.
Tom Fay said preparations have begun for the 2008 Library Tree Lane and thanked the volunteers for the hard work and dedication.
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 negotiations continue. A July to August 2009 opening of the building will require decisions be made by the end of April. The architect and developer will work together in the planning over a 30 to 45 day period before construction commences. The building is small and will not take long to build.
Discussion regarding the Green Valley Library.
Gayle, Tom and Debbie visited the Green Valley Library with an architect from RAFI to discuss ideas for desired changes. The architect was given the budget. RAFI will return with a feasibility plan.
At the entrance of the library there is a big service desk. Plans include taking the desk out and opening up the area, adding seating and shelving display. There is great natural light to create a reading area. All service departments will be in one corridor. The children’s area will be opened up for better visibility. Some soft walls will be removed. There will be some soft refinishing. More problematic may be the removal a twelve-foot section of hard wall. After the architect’s recommendation a decision will be made as to whether or not it can be removed. The Green Valley Library was built to California earthquake standards which may make “hard” wall removals difficult.
The general collection areas will remain similar; the shelves may be laid out differently. IT will create a meshed wireless network so computers can be placed in new locations. The large conference room in back will be converted to a computer lab with 25-30 computers. The Green Valley Library currently has the third largest internet use in the LV-CCLD district using less computers than the Gibson Library currently has. The computer lab will be a welcome addition for the community. There is currently one board room that will become a meeting room accommodating eight to twelve people. Two more study rooms will be constructed. The meeting rooms will be for public use with a fourteen-day reservation window.
The current periodicals room in the front left part of the building will be converted to the primary adult and children’s programming room. The size of that space is comparable to the conference room at the Paseo Verde Library. The story room in back will be converted to staff use.
The LV-CCLD exit timeline is still unknown. Currently a November/December exit date is anticipated. Once the Green Valley Library is closed, Henderson Libraries’ bookmobile will make a few visits each week. After the building is legally transferred and insured, the periodical room may be converted to a 1,200 square foot library to provide materials in the interim. There will be continued communication and planning with LV-CCLD to ensure a smooth transfer.
Discussion and possible board action regarding Director’s Annual Evaluation.
Board members were provided with the evaluation form previously used. Tom Fay asked if the Board would like to use the same form. Colleen Bell recommended using the same form. Tom Fay said the form will be emailed to the Board along with the Executive Summary of the year and the preliminary draft plan for next year. Tom Fay asked for a general timeline from Chair Colleen Bell for the evaluation process. Colleen Bell stated the Board members have until March 5th to complete and return the evaluation form. The form can be emailed or faxed to Colleen Bell. The subcommittee will then meet the afternoon of March 12th to review the evaluations. The time of the subcommittee meeting and Colleen Bell’s fax number will be included in the email.
Announcements
The next Board meeting will be held on March 20, 2008 at the Paseo Verde Library, 280 S. Green Valley Parkway, Henderson, Nevada. Herb Hunter indicated he will be able to attend the March meeting. Note: April’s meeting must be held by April 15th for tentative budget approval. Possible meeting dates will be sent out to the Board to find a time when a quorum can be present.
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 8:43 a.m.
Pursuant to NRS 241.020, written notice of the meeting of Henderson District Public Libraries’ Board of Trustees was posted by Thursday, February 14, 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.