Attendance: OUT: LaVetta Dent (Chair), Emily Williams, Kristin Williamson; NW: Erin Bedford; LO: Kay Bauman; PLA: Stacy Schrank, Kellie Delaney; DVS: Heidi Port

Reports & Updates

Training - Stacy

1. April staff reading program will be happening again, focusing on: why we track, why goals and steps are important, “community stakeholders”, that we need to know inventory numbers at all times
2. Other training items
   
   1. Summer Reading staff supply catalogs through OUT and MAC
   2. Best practices for awarding books and putting bookplates in them, making it a grander process, defining the volunteer “celebration station”, photo opportunities when prizes are awarded.
   3. OUT will handle group registrations of 35+ (instead of last year’s 50+)
   4. Tracking reading: tips/ways to track
   5. Printable and printed reading logs available
3. Timeline dates have been added to Basecamp
   
   1. March 27 - Rough draft of staff video complete
   2. April 6 - Video for staff live
   3. April 6-April 30 - staff program
   4. May 15 - pre-registration for public begins
   5. May 31 - staff training should be marked as complete
   6. June 1 - public reading program begins
4. What PLA needs:
   
   1. Talking points for training
   2. Best practices for awarding
   3. Drawing schedule (by Feb 27)
   4. Pay-it-forward/Goal 3 details
   5. Specifics about OUT supply catalog

Volunteers - Heidi

1. Handout about volunteer opportunities and tasks (on Basecamp)
   
   1. Celebration station/awarding gifts
   2. Event assistance
   3. Reading buddies – scheduled formally, opportunities open in certain timeframes
2. Training about behaviors and experiences, not specifics of software
3. Survey – at the end of the summer, what does ITR want to ask volunteers?
4. What Heidi needs:
   
   1. What does awarding prizes look like? Needs to know exactly what steps volunteers should take and what it will look like (bookplate, props, hashtag sign, possible superhero dress opportunity for volunteers?). Emily & Kristin will work on this.
5. Summer Reader/Website – Kellie
   
   1. Staff summer reading program end date moved to April 30 to accommodate May 15 public reading program pre-registration date.
   2. eVanced – template is coming, skin for SR sites just needs to be applied
   3. website – Kellie will update graphics and info, continue book reviews & having them link to the catalog, provide printable guides and logs, reading lists, book rivers, school readiness tips (from Kristin and children’s programmers).
   4. photo software – iPads at each location, queries with SimpleBooth and PhotoZap, exploring options
   5. OUT supply catalog needs
      
      1. images
      2. descriptions
      3. stock quantities
      4. at what threshold do we want to be notified to reorder?
   6. Intranet page for sponsor/donor information
      
      1. Kellie needs this info by March 27
   7. Discussion about other internal information we need to share with staff
      
      1. How books were chosen this year
      2. How/why adult gift was chosen
      3. Awareness that drawing gifts are secondary to program purpose
      4. Schedule of drawing gifts will be available, info about donors provided

Other business

1. Discussion of last year’s goal numbers provided by PLA, for ordering purposes
2. Pay-it-forward/Goal 3
   
   1.  Is it awarded at another 30 sessions or a smaller number?
   2. How will customers be aware? Is it automatic? Can we send thank you notes?
3. Coasters – LaVetta met with Kim and will get prices
4. Adult Goal 1 & 2 Prize – post-it books are ready to order, will purchase with Friends
5. Book order  update from Emily and Kristin
6. School Library Media Specialist breakfast
   
   1. Should we do it again? Yes, great feedback and we learned a lot about how teachers and school librarians use summer reading.
   2. LaVetta will talk to DVS about funding.
7. Kickoff party questions from libraries
   • Our established goals from last year mean we still want to:
     • avoid large number of people needing assistance at one time
     • spread out registration
     • keep summer events separate from reading program
     • not create a single point of signup
   • Keeping our goals the same for this summer means keeping the dispersal of enrollment that we established last year. We would like to not create a bottleneck on signup. We all want to keep the reading program as simple as possible.
   • Libraries who want to offer a kickoff party are looking for ways to celebrate and promote awareness of the program. If a kickoff party was framed in a different way-- with a focus more on numerous community events for everyone during the summer, one of which was summer reading-- that would still promote and celebrate while keeping in line with our goals. It should not be timed with June 1 to avoid association with the first day of summer reading.
5. Future ITR meetings
   
   1. 2/3
   2. 2/17
   3. 3/3

Next milestones

Kay

• Continue to work on photo software/screens & monitors

LaVetta

• Talk with DVS to confirm drawing gift arrival dates so we can work on the drawing schedule
• OUT supply catalog – info to Kellie by 4/1
• Sponsor/donor information – gathering from libraries, list to Kellie by 3/27
• Talk to DVS about possible funding for another SLMS breakfast
• Order adult gifts

Kristin

• Celebration station demo/steps list for Heidi
• Work on book order
• School readiness tips and childhood literacy info for summer eNewsletters – working with children’s programmers and will send to Kellie

Emily

• Compile pay-it-forward/Goal 3 details from minutes for Stacy & Kellie
• Rough draft of drawing schedule – give to Kellie to make sure drawing pools are viable
• Celebration station demo/steps list for Heidi
• Work on book order