Incentives to Read (ITR) Minutes - October 10, 2013

Attendance: Chair: Karen Marriott; LO: Kay Bauman, Julie Ballou, LaVetta Dent, Jana Hausburg (PIE group); OUT: Emily Williams, Anita Roesler, Kristin Williamson; DVS: Heidi Port; MaC: Kim Terry; PLA: Kellie Delaney

1. Karen emailed the September 26 minutes to the committee members and the agenda for the meeting today.
2. Review revised marketing timeline, that was included in the September 26 minutes as an update.
1. Everyone seemed to think it made sense and covered what we discussed last time.
2. We anticipate the timeline will basically be the same each year.
3. Use of Collaborative Summer Reading Program (CSLP) artwork
1. Emily will probably receive from ODL next week a CD with the artwork.
2. The committee agreed that each year we will use CSLP's theme and artwork unless there is some special situation to do something different.  For example, we created our own artwork the year Oklahoma celebrated our centennial.
4. Automated quantity request for marketing materials
1. Kellie (PLA), Kim (MaC) & OUT will work together to develop an automated way to get the quantities that each location needs of the printed materials for the summer reading program. 
1. Estimated numbers will be used from the previous year quantity amounts to help the determine if more or less may be needed for 2014
2. The ordering process will include the manager's approval of the quantities.
3. There will be a component in it for ordering and re-ordering throughout the summer.
4. We would like for a receipt to be generated.
2. To go along with that, DVS will help us have a volunteer who will help fill the orders throughout the summer.  We need to estimate the level of increase we anticipate.  Typically, OUT has used 10%.  Kay thinks she read something that discussed the level of increase libraries saw when they went to an online summer reading process and she will see if she can find that information again.
5. All agreed that it would be great for MaC to complete and submit the Project Request Form(s) for summer reading.  By doing that, MaC will be able to start working on the projects before 100% of the details are known.
6. Fine waivers
1. We discussed the decision and intents on offering fine waivers as an incentive to read and/or a way to help remove roadblocks to borrowing library materials.
1. No library card is required to participate in the reading program however, we want to encourage individuals in our community to become aware of the advantages of using their library card.
2. For those who have a library card with a 'stop' on it due to overdue fines, we want to encourage them to clear those situations up and use the library.
3. When the fines were accrued is not relevant for using the fine waiver.
4. The fine waiver is for a participant to 'read down' his/her fines.  The fine waiver is not tied to a participant's library card so it may be applied on any Metro library card with fines.
5. When someone has fines on his/her card it actually means that MLS got our materials back and we appreciate that person returned them so others may enjoy them.
2. The managers of the PIE group visited with circulation clerks and librarians to gather feedback on ways to process fine waivers in the least laborious way.  The majority of staff believed that the printed rather than electronic fine waiver is best for this year.  The steps would be:
1. Volunteer or staff award the incentive in Evanced Summer Reader
2. Clear fine (do NOT use pre-paid)
3. Give receipt to customer
4. Make notes on card – this is the only real extra step in the process.  These notes will likely be helpful with the cash drawer balancing as well as helping us understand if this is a beneficial incentive.
5. Send to Circ Control – Cheryl offered to collect and compile the information for us.
3. OUT will assist in determining the estimated quantities
4. Rules for use of the fine waivers will include:
1. It is a waiver for overdue fines only
2. A one-time use up to $6.00 (since the maximum fine accrued per item is $3.00 this increment of 3 will assist in processing any 'partial pays')
3. The expiration date is August 31, 2014
4. It is not redeemable for cash
5. To streamline the addition of the notes we suggest that MaC add to the back these prompts:
1. Staff Use Only
2. Participant's Name____________________
3. Card Number________________
4. $________________
6. MaC will investigate printing options that help staff recognize when a fine waiver is valid as well as ensuring that it cannot be duplicated.
7. Recap of tasks for volunteers that we discussed that will be new for this year:
1. Fulfill refill orders of MaC printed supply
2. Awarding incentives
8. Registration information to be requested at sign-up
1. Kellie met with Emily and Kristin to learn the types of information we have asked for historically as well as discuss options for this upcoming program.
2. For the Early Childhood age group we might ask if the child is: learning to read; alreading reading; someone is reading to the child.  We could have a check box for the guardian to let us know if s/he wants more information such as a weekly email with readiness to read tips.
3. For the Child program we discussed asking: What is your reading level? 
4. For the Child and Teen programs the grade the participant will enter in the fall will be used, rather than age, to determine which program s/he will participate in.
5. For the Adult program we would ask an age range rather than a birth date.  Age categories might be: 18-25; 26-34; 35-44; 45-54; 55-64; 65+
6. As an option under library card we might include 'Books by Mail' since those customers use a different number.
7. Asking the title of what the participant is reading will be optional.
9. We will include tailored links in each of the 4 programs and Kellie will work with OUT and PIE Managers to identify what to include. 
10. Each of the ITR committee members has access to Basecamp, which is what we will use to help us stay on target with tasks and deadlines as we plan this reading program. 
11. Next meetings, which will all be held in the Brawner room DN:

 This is the updated chart of how the program is shaping up.