(FINAL-APPROVED) Lacey City Council Library Board Minutes November 8, 2017 Lacey Timberland Regional Library Community Meeting Room

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1 (FINAL-APPROVED) Lacey City Council Library Board Minutes November 8, 2017 Lacey Timberland Regional Library Community Meeting Room Attending Officers: Sharla Desy, Scott Robinson, Helen Spalding, Irene Kang Guests: Jim Murray TRL Staff: Holly Paxson The meeting was called to order at 5:30 PM. For the benefit of the newest recruit, Jim Murray, brief introductions were done. Announcements: - 5:37 Approval of Agenda - No Public Comment Approval of Minutes from 13, 2017 approved with the following edits to be made: - Add today s meeting date and January 10, 2018, which is the next meeting and the Officer Election - After amending the minutes, add the Manager s Report + post on City of Lacey s website Holly Paxson presented the Library Manager s Report at 5:41 PM. She reported on the library s general activities and accomplishments within the past few weeks: - The TRL team is fully staffed. No vacancies. - Adjusting parking lot lights for Daylight saving time - The utilization of Passive Usage Scans, surveys, info gathering for use with planning wraps up next week. - The first meeting of the Teen Library Council, which occurs right after Pizza and Paperbacks (another youth program) - Success of the Candy Land event based on its turnout - ~15,300 student accounts added with the NTPS/MyTRL student resource partnership. There are reports of potential conflict/glitches with Skyward, but existing issues and concerns with future accounts will be worked on by the end of. Other school districts are also interested in implementing the service. - The Timberland Reads Together event with author Reyna Grande at Saint Martin s University was a success, despite the function being held entirely in Spanish. - Continuation of high school visits + book talks - Training and workshops are going well. - Working with a smaller budget (might need fundraising) - Circulation throughout TRL dropped in compared to last year for a net loss of about 8%. Reasons are unclear even while taking physical/digital check-outs and general downtrend from school libraries into consideration. The number will be watched throughout November and December. - A promising location for the Lacey kiosk has been found within a local business (a public-private partnership). There is no signed contract as of now.

2 - Family Restroom installation: construction will begin early Security and privacy concerns were addressed: initially, the bathroom will not be locked (therefore not requiring a key from the staff before usage) but a second security camera will be installed. Holly Paxson continued on with updates and a briefing concerning TRL Space Planning and Focus Groups: - TRL Space Planning: the City will be brought in this month to discuss the architectural plans for the Library. - Improve staff flexibility or get more staff (unlikely). - Enhance staff and work flow circulation. - The planning phase will be continued throughout 2018 but for now the timeline is vague. The contract was just received. - Adherence to ADA compliant rules + other properly accommodated spaces - There will be a meeting in November or early December between the City, architect, and TRL concerning intents, priorities, options, and necessary help. - There is the possibility that more funds may be required for this project. Focus Groups: - Previous Chair, Scott Kankelborg, will be a facilitator. Several board members have already volunteered to lead or record the focus groups. - Holly Paxson also stated her attendance to the Design Institute in Vancouver to explore renovation ideas that will engage the community within library spaces. - Meetings are anticipated to be held around early 2018 (provided planning works out). - Those participating within the focus groups will need to be proactive members in the community. - Asking about the community s needs: what can the library do with its resources? - A possibility for a field trip to Pierce County libraries to learn about their experiences with improving community focus was proposed. New Business 2018 Calendar and Miscellaneous Information: - January 10th: Officer elections will be held with public vote and the Nominating Committee. - March/April: Scott Spence, Lacey City Manager, budget talk meeting Interim Chair Scott Robinson will touch bases with him. - As of now, no formal response was given to Holly Paxson on Library renovation budget. - The Library will need to present their Capital Budget Request by August 1st for 2019 budget year (hopefully will ask for around $50,000). - The Library Board is required at least 4 meetings a year: before or by June 13th there will need to be a meeting to discuss and approve further decisions (all subject to the Open Meetings Law). - There is an ongoing recruitment effort for new members. - Inability to contact Vice-Chair Andrew Metcalf - Open Public Records Training will be held for any new members following the election.

3 - Holly Paxson and Irene Kang are not eligible voting members. - Scott Robinson stated that the next Agenda will be completed by January 1, The meeting was adjourned at 6:34 PM by Scott Robinson. The next meeting will be at January 10, 2018 at 5:30 PM, when the Officer Election will be held. Minutes submitted by Irene Kang, Youth Representative City of Lacey Library Board Library Manager s Report Presented on November 8, 2017 For / 2017 Library News: In, the Lacey staff User Experience Committee has been conducting a passive usage survey of the library, gathering data about how many people are using our library and how they are using it during different times of day. These observations will continue in November. We will also be taking statistics on how many patrons receive a No answer or are redirected to a different service desk at different times of day. This data will provide a picture of current library usage patterns and will be used to inform our space planning process. LA Youth services has started a Teen Library Council, an all-volunteer group who provides input on Teen program planning, feedback on library services, support for library youth & teen programs. They had their first big assignment by providing program support at the popular Candyland event in. 10 LA TLC volunteers and 10 OL TLC volunteers helped oversee craft and game stations and provided a great community all-ages experience to 540 attendees. Timberland News: My TRL cards for North Thurston Public Schools are live! 15,300 new student accounts were created as part of this project, providing access to TRL databases, digital collections, in-library computer use & printing. MyTRL accounts are separate from a regular TRL library account and are updated daily through data sharing with ESD #113. TRL s goal is to eventually provide an instant student TRL card to any student at all school districts throughout our 5 counties. School Districts who are interested in participating in the MyTRL card should contact Kendra Jones, TRL head of Youth & Family Services, at kjones@trl.org for more information. TRT author Reyna Grande inspired and informed audiences throughout our 5 counties with her talk on No Mas Distancia/No More Distance her experiences as an undocumented child immigrant from Mexico, the impact it had on her family and life, and her path to citizenship and success on The Other Side (the United States). This was TRL s first time offering programs fully in Spanish (as well as English) and they were very well-received. 75 people attended the Spanish language program in Lacey at St. Martin s University. An engaging 9-year old, speaking Spanish to Ms. Grande, said that she was 9 years old, was on page 47 of Reyna's book and

4 enjoying it very much and she thought that Reyna was very brave. Reyna replied that she thought the girl was very brave and she hoped she'd grow up and write her own story one day. Service Story : A kid came into the library to redeem her Summer Reading Challenge reward. The caregiver who brought her in said, "I'm SO GLAD you had a Summer Reading Program for adults this year! I picked up a "real" book for the first time since high school!" Karen Strand, a local patron, donated a copy of a book she wrote called "Escape from the Fowler's Snare." She noticed recently that after circulating 22 times, it had gotten damaged, and brought in a replacement. When she did, she mentioned that a local pastor had seen the book on the Local Authors shelf at the Lacey library, and had then ordered 30 copies from her for his church. Just a reminder that our local collections are helping authors to get their books out into the community and read by more people! Programming: Youth: 6 programs with 281 attendees. Adult: 11 programs with 308 attendees. Youth: 18 programs with 1,319 attendees. Adult: 8 programs with 176 attendees. Outreach: Lib. Manager: Attended NTPS librarians breakfast meeting & shared update on MyTRL cards. Youth: Visited NTPS high schools giving booktalks & sharing library information with 498 students; conducted tour and mini-workshop with 36 students of St. Martin s University Children s Literature Class. Lib. Mgr: Attended Lacey Loves to Read, Lacey Chamber Education Committee, and Lacey Makerspace Committee meetings; attended Lacey South Sound Chamber Forum, worked outreach/activity booth with YS staff and Lacey Loves to Read volunteers at Children s Day. Also attended Library Journal Design Institute in Vancouver, WA. Youth: Visited NTPS high school giving booktalks & sharing library information with 115 students; attended NTPS monthly librarians breakfast meeting, worked outreach & info table at NTPS High School & College career fair and visited with 275 attendees. Adult: Worked outreach booth at TRT St. Martin s attended by 75 people. Circulation: We checked out 70,369 physical & digital items in, a decrease of 2.2% over of 2016.

5 We checked out 71,277 physical & digital items in, a decrease of 7.5% over of The library was visited by 25,655 patrons in, a decrease of 2% over of The library was visited by 26,293 patrons in, a decrease of 3.2% over of Building: City staff met to review plans for installation of new family restroom and possible secondary security camera to provide coverage of restroom hallway; project will likely get underway in early 2018 after the holidays. Submitted by Holly Paxson, Lacey Library Manager November 6, 2017