Summer Reading Steering Committee Minutes - March 25, 2020

Overview of Contingency Plan                           

Kristin went over the highlights from Monday’s Summer Reading Contingency Planning meeting. We are working on ordering adult prizes that do not include the summer reading theme and could be used in the future, changing marketing pieces for possible direct mailing to cardholders, and will be meeting with TCCL and Pioneer to discuss contingency ideas.

Subcommittee Updates

Community & School Engagement (Kimberly & Kellie) 

• Toolkit was completed, although it will now need to be updated. 
• Subcommittee is ready to assist with mailers. 
• School Library Media Specialist Breakfast has not been cancelled yet. 
  • Kellie or Chris will reach out to Swadleys about possible cancellation if needed. 
• We could look at working with area schools to use their portals to help communicate with families about Summer Reading changes.
• Direct mailing could include a reading log and paid postage for people to send back to the library where staff could enter minutes/points for them. 
  • This could also impact the grand prize drawings if people do not have access to their library card number when registering for the program.

In-Library Engagement (Annie & Kellie)

• Finished toolkit for staff, although some changes might need to be made. 
• Ordered display materials from CSLP. 
  • As far as we know they have not been delivered. 
  • Kristin will follow up with the Business Office to see if there is tracking information.
  • This subcommittee had planned to route pre-packs of décor and display materials to libraries; items to be routed once we all return to work. 

Logistics (Teresa) 

• Scholastic book inventory began on Friday, March 13. It will be completed when the library reopens. 
• Prepacks of summer reading prizes were scheduled to route to libraries at the end of April; this timeline will need to be amended. 

Staff & Volunteer Engagement (Jessica & Emily) 

• Training will need to be revamped. It is likely that the in-person trainings will not happen this year. Jessica & Emily have been working with Milissa on how training will look different this year. Jessica is also working on the Summer Reading Intranet page and has sent everyone in EPS sections to review; additional changes will now need to be made after the initial EPS review is complete. 

Summer Reading Engagement (Programs and Software)

• Members of EPS are contacting performers and presenters for this summer to see
  • if they have the ability to do virtual performances
  • how much advance notice they need for cancellation
  • and just to touch base about possible changes for this summer.

Next Steps

Kristin, Emily, and Kellie will be participating in a virtual townhall with Beanstack. If anyone has questions that they would like submitted for this meeting, please send them to Kristin by the end of the day Wednesday, March 25.

Next meeting is set for Monday, April 6th at 2pm. It will be held virtually via Zoom. The link will be sent out closer to the meeting date and will be included in the calendar invite.