Eastland Public Library board reviews circulation and collection policies; director to create QR code for patron requests

The Eastland Public Library board met Tuesday, Feb. 18 at City Hall and reviewed an updated circulation policy and collection-development practices while hearing a director's report on usage, grants and staff changes.

Board Chair Jenny Harris opened the meeting and the board approved the minutes from the previous session before turning to the circulation policy. Library Director Michael Thompson described administrative details of the draft policy, saying the library asks for patrons' birth dates "because juvenile accounts are set up to automatically switch to an adult account once they turn 18." He explained juvenile checkout limits and parental controls tied to that setting. The board did not make substantive changes to the draft and decided no formal vote was required for this version of the document.

The board pressed staff on how patrons request materials. Thompson said the library offers a web book-request form that lets patrons request purchases or interlibrary loan (ILL) and that staff try to purchase reasonable patron requests when possible. "This year it's $23,000" is the library's book budget, he said, and roughly 10 percent of the library budget must be spent on books to maintain certification; the director said the library also secured a $3,000 state grant this year to help buy books. Thompson noted that ILL shipping averages about $4 per book and that the library has a borrower-support grant to help cover those costs.

Board members flagged that some patrons do not find or use the online request form. After discussion the board asked the director to create a QR code linking directly to the request form and to bring monthly patron-request figures to the March meeting; Thompson said he is switching the form from Google Forms to Microsoft Forms at the city's request and will test mobile behavior.

On collection management Thompson described recent donations that materially expanded the local collection, naming a large children's collection from former board member Betsy Bruguero and multi-thousand-volume donations from a local donor (Jerry Dell). He said donated rare items were kept for the local collection while others were redistributed to local schools or sold at book sales. The board discussed weeding dated nonfiction and the library's practice of placing withdrawn items in an ongoing book sale, with unsold items eventually going to DI or other outlets.

In his director's report Thompson presented usage statistics and operational updates: the front-door counter recorded about 1,200 patrons in the last month (a back-door counter was purchased to improve tracking), staff reported roughly 3,300 items checked out in the month, about 60 computer sessions, seven volunteers contributing roughly 15 hours (with some service missionaries contributing as well), and program attendance spikes such as a kids' club event that drew 30 people. Thompson said usage of subscription services BookFlix and Teachables has been low but noted some upticks this month.

Thompson also outlined staffing and operations items. A staff member (Sabrina) submitted notice; Thompson proposed creating a part-time library clerk position (up to 10 hours per week at an estimated $10 per hour) to cover circulation duties and suggested the role could suit high-school or college students. He told the board he would include a follow-up on staffing in the next director report.

Facilities and small-capital improvements funded through grants were described: two new book drops (one bolted-down front drop and one indoor drop), vinyl UV-filtering window clings to protect books, new floodlights for the building's sides, and an installed baby-changing station in the men's restroom so both restrooms now have changing tables. Thompson said he will apply for a community-archives grant (up to $7,000) to begin collecting oral histories and special collections about the library.

Audrey Thompson reviewed action items at the end of the meeting: Michael Thompson will create the patron-request QR code and bring monthly patron-request figures to the March meeting. The board set the next meeting for March 18 at 5:30 p.m., and Chair Jenny Harris moved to adjourn.

The board's direction to produce a QR code and report monthly request figures are the clearest public commitments emerging from the meeting; the board did not approve new policy language or hire staff at this session.