Okay, we're ready to go. All right, this is the Library Advisory Board. We're calling to order on April 17th at 602 pm. Is there anyone that would like to make public comments with the crowd. No public comments. So we're starting with 25-2672, the minutes of the Library Advisory Board Meeting of March 20, 2025. So are there any comments about our minutes? Oh, and attendance would be first. So we're going to back up. Don't listen to this recording anyone, any members of the public. So thank you for money. So here we have Efinia Gams, we've got Lisa Harris, Vice Chair, we've got Spencer. Oh my gosh. Director of the Library's, Beth Beck. We've got Courtney Huggins and Connie. Why not, Blake? Yeah, Gibson, don't ask me to do that. So, we absent so far, is, and we have Alicia over there waving. Do I need to say that you're here? Amprus, Jane making sure our city secretary in Prasin is here, making sure that we do everything right. Thank you very much. And Stephanie Harrison is here, Liberane, to talk to us later and... Eda. Reese. Eda, Reese is coming to talk to you. So absent today is Stacy Riddnower, she may be coming, but we'll let you know. And we had Jonathan Stims and Katherine Kelly who are absent. And now we'll move on to you, 25, 26, 72, the minutes of the Library Advisory Board meeting from March 20, 2025. We do. Any comments? All right. I wouldn't even like to make a motion to approve the minutes. I may be approved the minutes. Connie Gibson. Connie Gibson. I may be approved the minutes. The second. My second. Yuffin Y you can. You can. Second. So all in favor of approving. It's okay. All in favor? Hi. All opposed? The minutes have passed. The motion passed to approve the minutes. Next, we have 25-2673. The update on 2025 McKinney Board and Commission Member Appointments. Good evening, Chair and Board Members. I meet at 3, the accreditation and reporting specialist. This is a quick information update regarding the Borts and Commission Member appointment process. Each year approximately half of the Borts and Commission appointments expire, so we're currently taking applications from the public who wish to apply and serve an award in commission, including current members who are interested in reappointment. On Tuesday, August 26, the City Council will appoint members to the various Boards and Commission. Board members can serve up to two or three consecutive food terms depending on which board they are assigned to. To be considered, all interested in the videos must complete an application online and participate in an interview. The application can be found on the city's website and the deadline to apply is June 20, 2025. Interviews will be conducted in July and August. In addition to be prepared for board service, open government training and any other assigned training must be completed before October 1st. On the text file, you'll find information regarding your service record, which details your eligibility for reappointment. And in accordance with the board's and commission's eligibility policy, the maximum consecutive terms allow for this board is two. And from the current roster, we have five members with terms expired in this year and are eligible for reappointment. The remaining members all have terms expiring next year so at that time we will revisit this information to provide you with the details. That concludes my update. I do want to thank you all for your service and I'll stand for any questions. Any questions? Do you know what the interview format is going to be this year? I do not know of the interview format, but I can follow up with you and that. Are you asking if it's going to be in front of City Council? Well, I mean, it's been in front of everybody that applies, goes before Council, and then they've done it in front of the entire city council. Sometimes it's just one or two city council members Changes it is well. I will follow up with you. There's any changes or you feel be the same format Yeah, you're welcome any other questions Thank you so much for providing this update for us. You're welcome. Next, we have 2025-2674. Discuss updates on the McKinney Public Library Foundation. Okay. Spencer Smith, Director of Libraries. We don't have a representative from the Library Foundation here with us today, but I can very quickly say that they hosted their first fundraiser, the Suarez and the Stacks, and I believe they raised a little over $7,500 that night. It was a great event. Lots of people coming to support the Library and the Foundation. And very excited to hear when they reported the next board meeting. Everything that came out of that I know that everybody there seemed to enjoy themselves. It was very well done. Very impressive. Are you serving on the board? Lisa, still? Are you a board liaison? I am still the board. That was in time. Five minute date minute date. Well done. Very nice. Yes. All right. We're going to move on to the next item, 25-25. You're good. 25-2675. Discussed the traveling exhibit story land. A trip through childhood favorites with Stephanie Harrison. Hello, everyone. I'm Stephanie Harrison. I'm a librarian at the library and today I'm going to tell you all about our exhibit that we have coming this summer that we are super excited about. I have to clear now. Alrighty. So just a little bit of background on exhibits that we have at the library. Last year we had two, the legacy keepers brought in some of their stuff they had on local black history for McKinney that we brought in for black history month. And that went so well that we actually created one. The next month for women's history we were able to find and download some posters and put up both of those exhibits were very well received by the community. So we decided to make it a council goal for FY 25 to host three no charge museum quality exhibits, hopefully bringing in 30,000 people. To do that, we asked for a supplemental budget request of $65,000 because exhibits are expensive. And so luckily we were awarded the money to be able to bring some in and get some really cool things into the library. Can I ask a question? Absolutely. When you asked for the budget request, did you specifically ask for certain exhibits or just to have exhibits? Just to have three exhibits. It's a combined, yes, of 30,000. So our parameters that we So, we're looking for a We're looking for a We're looking for a We're looking for a We're looking for a We're looking for a We're looking for a We're looking for a We're looking for a We're looking for a We're looking for a We're looking for a We're looking for a We're looking for a We're looking for a We're see and it's fun and entertaining. We wanted it for spring or summer of 2025 just so that we know with call closing it was going to be at JJG so it's going to be a fun exciting thing that hey we're not losing call but we're bringing something else exciting and fun to bring in. And then that it must fit in an open space. It being at JGG and all of our rooms are going to be used for programming all summer long. So we want it out and open, but then we want it accessible at all times and to be seen and not be hidden in a room. So that led us through researching a lot of them. What we could find available this summer was Storyland, a trip through childhood favorites. It met our cost of requirements of what we were looking to spend. It cost $5,000 to rent approximately $3,200 to ship and then there's a $2,000 setup fee that allows a technician to come and help us set it up and get it put safely and securely plug things in and get everything working so so that it all runs smoothly once we open it. It is only 5,000 square feet or 500 square feet which was nice and it has a flexible design. We found that most of them have a beginning and an end so it had to go a very specific way. This one doesn't have that so it allowed us to play with the space that we have available for that five hundred. So it was really nice, definitely one of the features that made us choose this. And it was a, where did it, where did it come from? It's a come from another library or museum? It come from the Minnesota Children's Museum. They run out exhibits that are all based on kid-based things, and so we've run it from them. It is available for summer 25, which was something we learned that exhibits are typically booked two to three years in advance. So finding one available for this summer was great. And then, so you see there, we'll have a delivery date of May 19th, and then we don't have to return it to the end of the middle of September. And it fit in perfectly with our summer theme, which is a storybook summer. So what is Story Land? It's an immersive exhibit into these three classic books. Snowy Day, the the tail of Peter Rabbit and where it's spot. And I have a video for you to show you what those components will look like. you Thank you. I'm going to make a little bit of the same. I'm going to make a little bit of the same. I'm going to make a little bit of the same. I'm going to make a little bit of the same. I'm going to put it on the top right corner of the screen. Thank you. So as you can see, I'm going to do a little that brought stories to life that kids read every year in our library. You really get to step into it and who knew that you could go plant garden, go plant and McGregor's garden or play in Peter Rabbit's burrow. It's just going to be such a fun experience for people who come and enjoy. And as we look through the summer and do the storybook summer and focus on stories and types of stories, it just really fits in with it. Well, as we got going along, obviously, there were challenges that we had. It's our first exhibit. We didn't quite know what to do. So specifically the layout, how do we put an exhibit in the library, number one, and then how do you put an exhibit in a library, and it still be a library in function as a library. So we've managed to figure out how to do it and I'll show you the layout in just a second. We're just moving a few furniture pieces but still really being fun in the kids area at the John and Judy Gay Library. Storage is an issue as we go down to one library. We're combining everything between the two locations. So where are we going to store the items as we get ready for setup and as we break down. And then we also have to take care of four by eight carts that all of the items are stored in or that are brought in. We have to store them while it's here in our care. As far as managing the exhibit staffing was one because we have to provide a dosant, so to speak, for every hour that it's open, but we're going to use both staff time and utilize volunteers to help us get there. How do we keep up with pieces? It's a big question as you saw there's lots of manipulatives. That makes it fun. But we got to keep up with them. So working through how do we count pieces? How do we make sure it's all there? How do we encourage volunteers to remind kids that it needs to stay in the area and not take them home? Who wouldn't want to take them a big bunny rabbit? I know that's going to try and mock out, but just trying to keep it together. How do we count visitors to meet that council goal? We got to know how many people are coming. So are we doing low tech things, like giving out stickers? Or are we doing high tech, like a laser? Every time the laser's broken, it counts for us, and then we just get that number at the end. And then we wanted to do what we're calling enhancements. So instead of just putting the exhibit in the library, and that's cool enough, but what else can we do to heighten the experience? And then obviously cleaning and care while we have it, it'll hopefully see so many people a day, but we just got to keep it nice so that we can send it back and we have to report any damage That comes that happens lots and ours Library so the layout I know this is gonna be kind of confusing So where we're gonna put it is you know when you walk into John and Judy gay and you make that right turn to head to the kids area That's where it's gonna be. Right now there's a bunch of DVD like carousels. We're gonna relocate those over to the adult area. So that way as you make that corner, there's gonna be that big welcome book and then Peter Rapidsboro. It was right there and then the garden and stuff will be behind it. So it's nice and big and you can see it and then around the corner, kind of by the water fountain. Currently there's a catalog computer there and a desk to pick up brochures and things. That's where we're going to put the little warehouse little games with the little turn and make the spot picture and there's extra books to read so that you can read the little spot character and stuff. And then as you move along that same wall right now we have a whole bunch of kids computers. We're going to temporarily remove those kids computers to put snowy day in that area because it's got, as you saw in the video, it's got where you can walk in the snow and it crunches as you go along, and then, but it's also got his bedroom, and then it's got the snowman building areas. And we wanna make sure that that's got a lot of room. And then in area four is some of the other stuff, the informational pillar that they had that was why it's important to read what you're learning that you don't know about for the parents to read and know kind of the goals of the experience. And then they have a word playstation that's kind of a gain where you flip back and forth that's gonna go kind of around the corner to where the stage is. That's what we're planning now we'll see when it gets here and when the technician tells us what we need power for and what needs to move around but the idea is to keep it in that kind of area so that it is in the kids area, we get the right audience there, but then it's all still together relatively. And then for those enhancements, we really wanted to look into activities that were based on the books. So some of the fun things we have planned is like for snowy day. Obviously it's summer in Texas. We are not going to get snow. So we're going to invite the children to make snow flakes to put up and help us decorate and create that atmosphere but participate in it. And we'll have that out every day so that they can do it in addition to going through the exhibit. It's right next to the sound circle. So that's that circular set of shelving that's got the holiday books in it. It's got a one directional speaker in it. So we're gonna have staff read the books out loud. So you could take a break and go listen to the book while you're there. They're included in as a part of the exhibit, but we thought having it read to you is just, especially if you just want to take a break, be a nice little thing, but it's just an enhancement, just makes it cooler. We plan on doing some character story times and pop-ups. We plan on renting out the spot and the Peter Rabbit costume so that he can pop up and kids can meet him and take pictures and just have a fun experience and then hopefully incorporate it into programming. So with the, you can see in that bottom picture the, the, the're going to use our snow machine that we bought this last year and turn it on as a highlight for snowy day so that kids can play in the snow even though it's July. But that's going to be a part of our summer kickoff as a there were 26 inches of snow. It's the most matter of snow that we've ever gotten in Texas. So we're going to show kids how big that is and then let them play in the snow. So it's all kind of bringing it back to more than just the exhibit, but here's some more things to make it better. So obviously we're really excited. We have a lot of ideas. We're still working through some of those challenges. But I just wanted to leave you all with the specific dates. We're going to get it the middle of May. We're going to have a soft launch on May 24th. it will open. People will be able to use it and start playing with it. What our official kickoff date for it will coincide with our summer kickoff. And we will get to keep it until September 7th. And then we have to return it on September 12th. So it's going to be fun. I think a lot of the kids and families will highly enjoy it. I know staff's really looking forward to it. So what questions can I answer? I always have questions. I'm going to ask one. Do you have one, Lisa? I just wondering about the cleaning. My daughter was a children's pastor for five years and and I used to have to come in and clean with her. So will you have to wipe down the surfaces? I mean, how is that done? Or is it, are the surfaces kind of antibacterial because of how they're made? I'm just curious what your expectations as staff will be. They have provided us with the products that we can clean it with and as scheduled to keep it clean. So yeah, it was really nice. So we just follow what they do. Awesome. Well, first off, I'll just say great job and congratulations on the exhibit. I think it's going to be great. I think I just imagine it's going to be great. Do you have you forecasted like when you first open, I can just imagine just kids running like crazy and that, so you have extra staff and kind of helping and setting that the expectations up with parents. Correct. So with with hall closing we plan on using as many extra staff on the floor to maintain it and help it function and not turn it into just pure chaos, but that's why we wanted some of those other Enhancement things like the making the snowflakes are filling out coloring sheets and things like that. So if The other pieces are crazy You can go take a break in the sound circle or you can go do a coloring sheet and then come back. So everybody's not trying to do the same three things all at the same time. One more question because in the video they showed the little, I guess they were able to make postcards. Do you get that part too? Does that come with it? It was not in our fleeting hour. I know. I know. It was not in our list of things that are coming. So we are not planning for it. But it'd be really cool if it did. Oh. I can speak. There's an alternative version that's roughly 2,500 square feet with all closing for renovation. obviously can't fit a 20. And you saw how much 500 square feet takes up. So the big one includes chick-a-chick-a-boom boom and if you give it a mass of cookie. So it might be something that we can revisit at a later date when all is open. But this will not be a ticket in exhibit. So as she mentioned, trying to track users is going to be difficult in a challenge. But it also means that having fun when people are coming and when people aren't coming, it's an all-earning experience for us. Because we do have a goal of almost constantly having exhibits at all Library when we open. This is our first toe in the water. So everything that happens here, good or bad, will be good because we'll learn from it. And we are also working with Annie, our volunteer coordinator, that will put the word out in the coming weeks that we are looking for volunteers who want to spend as much time in the exhibits helping educating the kids, you know, talk them to them about the exhibits as possible. Plus, somebody's got to wear those costumes. Yeah. We actually have a volunteer who is super excited to dress up, so hopefully they will be available on those days. Well, the other thing making the snowflakes is kind of the alter. Because I was thinking, oh, you could do the same thing on your own, but you're making snowflakes. So that's kind of like what you would get if you were sending postcards, but you're taking your snowflake home. The snow machine. Who's cleaning that up? I mean, is that a one-time thing or every day? So you just have to know everywhere all the time. It's going to be at certain times. So not cool. Right. Specifically right now, it's looking at the kickoff. But if we should see that after a specific story time, all the time there's a lot of people there. And we may add in extra things like the snow machine. What's the approximate age range that you think this is going to appeal to? We have their documents tell us from 0 to 8 is the goal. And have you started looking for the next? We have. We have. Yes. We're looking at some stuff for hopefully Earth Day next year? There's a very long teams thread about all the potential things that are out there. So it really is kind of, when's it available? How much does it cost? How much space does it take up? Is there an alternative size? Can it go outside? Do we partner with someone? There's all kinds of stuff, but staff is very excited about it. And then this budget year, we are asking for an exhibits coordinator to come in as a specialist to both help this process, but also potentially fund partners and extra funding for certain things that may be beyond our initial budget. Any other questions or comments? Thank you, Stephanie. Thank you. Really wonderful. Look forward to it. All right. Next we have we're moving on to reports. We're going to 25-2676. The Director's report with Spencer Smith. It'll look cool. Not that. Okay, so Spencer Smith, Director of Liberation is talking about the April Library Advisory Board report. So last month, a circulation was actually down, versus the same period last year and the year before, but I would like to point out that Easter was not in March this year. And when you see our program attendance, that was about a 600 person program last year that was an Easter program, and that will lead to a lot more circulation. But typically, if you look, it's still almost 14,000 times circulated. And then at least it can you scroll down to the next thing. This is where thank you. So, and it corresponds with our number of unique borrowers was down a little bit as well, but also the program was a little different. And then we also changed how we did spring break this year. We did at least six different spring break events. And we targeted them not at all ages, but only at school age at low children. And I think that that also impacted the quality was high, but the numbers weren't the same for those programs as well. And our study rooms were actually used more than they were used last year. So it's a real dichotomy of how the spaces were used and we actually created more new members than we had last year and then just some notes. The women still remain strong with adult fiction, hillbilly allergies still going strong with adult nonfiction and the most reserved title is the which makes sense. It's the most checked out in the most reserved. And the most checked out movie or watch movie was Barbie in the three musketeers. Interestingly, last March, the most watch movie was Barbie, but very different Barbie than this movie. And then our stream video by Zantium Taylor Three Cities is a very interesting kind of educational travel video about that part of the world. My greatest one, geography. We still satisfy it if you see more holds than we ever have before. So people are still utilizing that feature very strongly. We transport those back and forth in addition to those holds. What's not shown here is we began transporting thousands of items from Hall Library to John and Judy Gay. So if you're at Hall and it looks empty, it's because it is getting empty. We are sending that popular stuff over to John and Judy Gay. If people put it on hold, we'll bring it back. But the John and Judy Gay shelves are starting to fill up. That's because when we close down on June 13th, we want make sure where you have to do as little work as possible after that We want to clear all that stuff out before that. That's a good question about the holds. So it's my understanding that the holds Will you can pick them up here, but you have to return them to John and GDK? We will have a space in City Hall to pick them up, but we will not have a space to return Because the return At Curacy, if you just leave it with a staff member here, they're going to have to take it all the way over there to get it returned and back on the shelf and we quite honestly the responsibility for that on the volume we anticipate is going to be a little tough so they you check out for three weeks it is a 20-minute trip from here to there and that's right now that's the plan so So if you're on your way, if you're because there will be other inconveniences picking up along the be available here when City Hall is open. So it's already a little different and you'll have to pick it. The messaging will come out soon I believe our plan is to default everyone to John and Judy Gay but let them know through messaging that if you'd like to pick you can pick City Hall here's how you do it and then their holds will be picked up here. Yes we will ask that they return them there. The other thing is when they return them at John and Judy Gay even if it drives through it's going to be checked in immediately off the record 24 hours a day. And so here we just we have issues with transporting when humans are involved errors increase just, we have issues with transporting, when humans are involved, errors increase. And so we have issues transporting from unlabored to the other with 100% accuracy. And so when we get this volume with no way, no automated way to check them in here, we just anticipate that it would lead to a lot more problems than we would solve. So there's a drive-through. A drive-through? A drive And then if you scroll down a little bit more, you'll see our program attendance was down, but again, I'd like to point out that there was no Easter program. In addition to that, our spring break programs last year had a higher attendance. We had fewer of them, but they were much more highly attended. But I believe our adult program attendance was up. I believe our, in some of our other ages were up. It was really just those special events and all the events where it was down. And then you can see the, I mean, last year, the average attendance at, is higher at John and Judy. It was lower at John and Judy at higher at at all That's because we had a Easter program at home last year and that's a big gap there and also all spring break programs were at John and Judy gave this year But hours volunteered I mean any our volunteer coordinator is still Doing a great job recruiting training retaining volunteers So we had over 815 hours of volunteer service. And to point out again, this is not what we used to do where teams would come in and cut up pieces of paper. These are helping with programs, helping set up for programs, clean up after programs, pull books off the shelf to fill those 12,000 holds. It's really meaningful work that saves the city in the library time and money and all of this to work at a higher level of providing that service. At least if you can scroll back up, now you can see all the smiling children's faces from the spring break room. So very well attended high quality programs. With that I'll stand for any questions. Not a question but a comment. I was talking to James Bresnahan that owns the flower mill today. And he said if there's any outside of the box way that the flower mill can help with anything during the time that the whole library's down, he wants to help. That's great to hear. I know we have our outreach librarians somewhere programming librarians looking for where are the best places to do programs on this side of town. For instance, the Literary Festival, there a second time doing it, that will be in City Hall in this building. I believe we've got some plans to do programs in old settlers, recreation center and potentially I think some plans to use this space out here but if it rains the flower mill might be a really alternative setup for them. Ravathi has been that's our one of our outreach librarians. She's been really great at making those proactive relationships. I will let her know. Hopefully he won't regret having that, because she's very good at taking people up on their offers. Thank you. In the other comments. All right, thank you Spencer. It's awesome report, as always. So are there any public comments about from the members of the public for any non-agent items? So now we're any other comments from the board about agenda today. from the board about the agenda today. I love the new format. I love the new city council chambers. This is awesome to be in here. Maybe not hearing ourselves on a microphone. Thank you, Connie. All right. So it is 639. Anyone like to make a motion to adjourn? I'll motion. All right. I think I think I think I had Courtney first. Okay. I'll second. Courtney first and then Lisa's second. So all in favor of a journey. Our meeting. Hi. Hi. Unannos. Meeting is adjourned at 639. Hold on. Thank you.