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; PLA: Kellie Delaney

1. Minutes from last meeting
1. Karen emailed the link to the October 10 minutes to the committee members.
2. We had a brief discussion of the minutes and a request to be able to print them.  Originally the minutes did not have a print button enabled on the Intranet but that is now enabled.
3. Karen provided copies of the agenda.
2. Update/discussion of our site design
1. Kellie has added a draft list of questions into Basecamp for each age group that we may want to ask at registration.  Each of us need to login to Basecamp and provide feedback and we will discuss it at our November 7 meeting.  Kellie reminded us that an asterisk next to a question indicates it is required.
2. We will have questions that will offer a value added option for customers.  So, for example, we might ask to name their top 5 titles in a genre and ask them if they'd like us to suggest similar reads.  There could be a checkbox for the customer to let us know s/he wants some suggestions.
3. If you have a google calendar you can get the all the due dates of the Summer Reading project that have been added to Basecamp as a RSS feed in your individual google calendar.
4. Since several members of the group were not very familiar with using Basecamp Kellie offered to walk us through using it after our meeting.
3. Set anticipated number of participants

1. Emily provided the figures Outreach used last year to estimate participation.  These numbers are the basis for our printing needs as well as dollar amounts for funding incentives.

   Summer Reading 2013	Early Childhood	Childrens	Teens	Total
   Goal 1 Estimate	4,500	15,000	4,000	23,500
   Goal 2 Estimate	3,000	7,500	3,000	13,500
   Total Estimated	7,500	22,500	7,000	37,000

2. We spent $20,000 last year to purchase 13,500 books with money from Sonic (an average of $1.48 from Scholastic)
3. The estimate for adults participating in the program is difficult to determine since in 2014 the  program will be encouraging adults to participate with children.  We anticipate a larger adult participation than we had with previous reading programs.
4. Emily indicated that she is comfortable ordering the same quantities of books that we ordered last year.  She indicated that if we underestimate we have some books left over from last year that we can use. 
5. It is important to remember that libraries must not give any additional items to participants as some may have done in years past.  This was discussed at a September 11 meeting.  To review the thinking on that decision:
1. Our goals for changes to the program include: increase participation without increasing staff workload; streamlining the process; automated management of incentives.  Streamlining the giveaways is one piece toward these goals.
2. With the automated registation, tracking & management of incentives, participants are not limited to one library as they have historically been.  A participate can register and track his/her reading at any location any time of day.  S/he may pick up an incentive at any of our 19 locations.  
3. Libraries may choose to have giveaways during the summer but those incentives must not be tied to the summer reading program.
6. The estimates will be the same quantities needed for fine waivers.  We will use the 2103 estimate figures for Goal 1 and Goal 2 SR (37,000) plus the 2014 actual figures Winter Readfest of 4,535 as the basis for the number of fine waivers needed. The estimate of fine waivers will will need is 41,535. Kay will make sure that Kim receives these estimates.
7. Karen is gathering the estimates information and will compile it into a spreadsheet to help us determine the dollar amount for DVS to use as they solicite sponsors.  She thinks it looks like the amount is comparable to the original thinking.
4. Staff participation in the program
1. Commission members and Library employees and members of their households are not eligible for the drawing prizes.  All other aspects of the program they may participate in.
2. Volunteers are eligible to participate and are eligible for the drawing prizes
5. All committee members moved to the Planning training room and Kellie provided us with a brief introduction to how to use Basecamp.
6. Next meetings:

*UPDATE 10/28/13 from Karen Marriott

Summer Reading 2013 Incentive Breakdown

Summer Reading 2014 Incentive Breakdown