HomeMy WebLinkAboutMinutes_LAB_02.09.1998Georgetown Public Library Advisory Board
Library Board Room
February 9, 1998
Present: Sheila Henderson, Michelle Crider, Greg Gibbons, Sally Riddle, Nelda Burson,
Nell Dickson, Tom Barry, Jean Ehnebuske, Lay Representative Rebecca Pfiester
Absent: Ainy Anderson, Wayne Porter, Sharon Sanders
In the absence of Amy Nelda called the meeting to order. The minutes of the January 7,
1998 meeting were approved with an amendment by a motion from Sally, a second from
Nell and a passing vote. The amendment: "officers will be voted upon and active at the
next meeting".
Comments from Citizens: There were many positive comments about the Gala. There
were no comments from the chair.
The following slate of officers were elected with a motion from Sally, a second from Tom
and a passing vote: Chair Nell Dickson
Vice -Chair Michelle Crider
Secretary Sally Riddle
Foundation Treasurer Greg Gibbons
Orientation of new Board Members: Sheila and Nelda spoke about the history and
situation of the Library Board.
Library Director's report was presented as written in the packet. Sheila commended her
staff on the great job they did with the overwhelming task of rearranging the shelves.
Gift/Memorial Fund Expenditures were presented as written in the packet. It was noted
that the Georgetown United Way donation was specified for the Homebound program.
Old Business: Library Calendar of Action changes include: The March 9, 1998 meeting
will be moved to March 23, 1998 and will include a seminar with Pat Touhy and a
seminar about the city's budget process. The May meeting will include a revie« of the
Long Range Plan as presented by Greg and Michelle. The Board/Staff Retreat is moved
to June 5-6, 1998 August's distribution of evaluation forms is unnecessary as is voting on
a Lay Representative for CTLS and September's Director evaluation.
New Business items were discussed with the calendar changes. Michelle noted some of
the Friends of the Library upcoming programs.
Greg moved to adjourn the meeting, Michelle seconded, the motion passed.
Respectfully submitted by Sally Riddle.
• ADMINISTRATION
Technical Services is re -working procedures to further decrease the time it takes to
process books and get them circulated.
Temporary signs have been provided in the stacks area to aid patrons in finding
materials.
PROGRAMMING
In January, our story time children listened to great books such as "The Mitten", "A
House for Hermit Crab", "Silly Sally", "Hush" and "Polar Bear Polar Bear, What do you
Hear? Activities included making a book mark, a paper bag house and enjoyed a cut and
paste craft. Ms Rosa and Ms Michelle plan each story time so that the craft matches the
books which are read.
VOLUNTEERS
The National Honor Society students from GHS have volunteered their time on several
Saturday's during the month to host children's story time from 10:30-12:00. This is
open to all ages of children, and gives these students a chance to share some of their
talents.
FRIENDS OF THE LIBRARY
The Friend's announced the winners of the Edward and Jennie Royce "I Love to Read"
essay contest for 1997. Kathryn Edwards, 7th Grader from Benold, Rachel French and
Jonathan Rogers, with BeeBee Hu winning Honorable Mention. All are 8th Graders
from Benold. From Tippit, 8th Graders Christen Miller and Brian Piper.
Congratulations to all.
FUTURE PLANSI r r
Attendance at the annual Texas Library Association sponsored Legislative Day, held
in February.
Black History Month Program to be held on Monday, February 16. Fox News
Anchor, Stephanie Rochon to be featured guest.
Public Library Association annual conference, March 9 - 14, Kansas City, Mo.
. Texas Library Association annual conference, April 1 - 4, 1998, San Antonio, TX
National Library Week, April 19 - 25, 1998.
MONTHLY EP
GEORGETOWN PUBLIC
January, l 11
STAFF - Out andAbout!
n January 12, Rosa Garcia and Cristy McNicholas attended a planning meeting for
children's programs with Parrs and; ec Staff at the Recreational tenter.
Lee Sparks, Craig Dowell and Sheila Henderson attended the CTLS membership
meeting in Salado on January 16,
Sheila Henderson attended Martin Luther lint, Jr. lay seminars and programs
sponsored by Southwestern University can January 19.
On January 23, Eric Lashley attended a TIC' Grant meeting regarding our Internet Access
Project,
Sheila Henderson participated in a Tippit Middle School Site Based Committee meeting
on Thursday, January 22.
Sheila Henderson was one ofthree west speakers at an educational program sponsored
y Macedonia Baptist Church on Sunday, January 25,
Sheila Henderson participated in a GISD Mission Possible forum on Wednesday
January 2.
•
Patron Visits
Current Year
1996-1997
1995-1996
1994-1995
1993-1994
1992-1993
Circulation
Current Year
1996-1997
1995-1996
1994-1995
1993-1994
1992-1993
Children's Programs
Attendance
Programs
Story Hour
Tours
Movies
Crafts
Other
Other Services
ILL ordered
ILL filled
ILL Periodicals
Literacy Sessions
Large Print Circ
Volunteer Hours
Adult
Teen
Community Service
Total Volunteer Hours
Registrations
City Residents - new
City Residents - Renew
Non -Residents - new
Non -Residents - Renew
Reciprocal
Total
Cash Receipts
Fines, Room Rentals
Non -Residence Fees
Donations
Georgetown Public Library Statistics
Comparative
Fiscal Year Statistics
1997
1998
October November
December
January
15,383 9,137
9,609
9,637
11,504 10,727
9,247
11,991
7,672 9,312
6,803
10,980
11,260 8,920
7,834
9,424
5,356 9,211
6,621
8,208
5,204 5,354
4,094
5,313
20,333
14,864
14,501
13,865
13,161
12,560
15,315
14,389
11,133
15,305
14,766
12,038
14,205
13,607
11,253
12,437
11,562
10,399
FY 97-99 Statistics
787 523
9 3
5 5
305
2
6
16,686
15,885
14,725
15,024
14,074
11,824
211
9
Year to Date
43,766
161,905
125,397
113,240
104,437
66,443
66,384
206,504
174,409
187,548
182,578
159,648
1,826
14
25
0
0
0
0
54
33
24
32
143
45
22
30
28
125
0
0
50
50
50
50
200
60.50
74.25
68.25
38.50
241.50
52.00
31.50
18.00
34.00
135.50
20.00
12.00
19.25
5.50
56.75
132.50
117.75
105.50
78.00
433.75
762
370
78
106
1,316
0
39
21
15
25
100
49
43
37
53
182
0
850
434
130
184
1,598
1,371.95
1,053.46
1,688.76
1,619.93
5,734.10
1,410.00
1,000.00
885.00
1,315,00
4,610.00
909.94
2,213.71
2,179.34
927.96
6,230.95
Georgetown Library Foundation
Library Board Room
February 9, 1998
Present: Sheila Henderson, Michelle Crider, Greg Gibbons, Sally Riddle, Nelda Burson,
Nell Dickson, Torn Barry, Jean Ehnebuske, Lay Representative Rebecca Pfiester
Absent: Amy Anderson, Wayne Porter, Sharon Sanders
Nell called the meeting to order. The minutes of the January 7 ,1998 meeting were
approved as written with a motion from Sally, a second from Michelle and a passing vote.
Gala Review: Plans for "Thank you" notes to donors were established. The board added
to the notes for next year's Gala. A notebook is available for consolidation of all material
pertaining to the Gala. Nelda will book the Sun City Ballroom for some time next spring.
The treasurer's report was presented as written. Sheila and Greg presented the reasons
that the United Way had not accepted the Foundation's grant proposal for the Children's
Interactive Learning Center. The reasons were as follows:
1. documentation was not complete
2. there was no history of fund raising
3. there were no significant expenditures made
Old Business: Board members should bring more names to the next meeting for potential
Foundation Board members. The board determined the following: at present, when
approaching a person about being on the Foundation Board, current members should
indicate that they will simply be submitting that person's name for consideration (not that
the person will automatically be on the board if they are interested).
New Business: Nell, Greg, and Sally will go to Nations Bank to make the necessary
changes for the signature cards.
The meeting was adjourned by a motion from Greg and second from Nelda and a passing
vote.
Respectfully submitted by Sally Riddle.
METROPOLITAN LIBRARY SECTION
Contributing Editor
MARSHASPYROS
MLS at PLA
There's nothing like taking over a column one week
before the deadline! Here are two programs to keep an
eye out for at the upcoming PLA National Conference
Kansas City, Missouri:
On Saturday, March 14, from 10 to 11:15 A.M., the MLS
ollection Management Committee will be presenting "Science
election Made Simple," a program for beginners or a review
)r others who suddenly find themselves making selections in
its area. Kay Allen (Cleveland [Ohio] Public Library) will
iscuss basic science selection using the most readily available
:)urces. Debbie McLeod (Johnson County [Kansas] Public Li-
rary) will talk about selecting science materials for children's
ollections and Barbara Roberts (Washington [D.C.] Public
.ibrary) will have some tips on specific problem areas in science
election. David Carter (Internet Library, University of Michi-
an) will advise on related Web sites. As you can see, this "nuts
nd bolts" program is targeted to nonspecialists.
On Thursday, March 12 from 8:30 to 9:45 A.M., you can
earn about "Connecting Communities Through a Vision of
Jnity with Diversity: Nontraditional Approaches to Serving
Je ericans." This program will describe successful models
,f i tively funded outreach using approaches that include:
rc ,electronic communications, corporate sponsorships,
liversity, consulting firms, and community -based projects.
Speakers include: Mary Lawson, director, Minneapolis Public
Library, and Gary Strong, director, Queens Public Library.
Please scri inforrr>atxon for upcoming issues to Marsha'Sppyros,
Coordinato " f Adtilt Se vices, New York. Public Liliraiy; 455
Fifth'Avenuc,cw York,:NY 10016,faac:'-(212) 340
,N0988i
s I _hopcA at aII of you ;1riI;S come nice chaiis: and meinfiers
;will .e-mail me at mspyros@nypLorg so;that I'can hound
you well in° advance of .the next -deadline.
i
&MARKETING OF PUBLIC LIBRARY
SERVICES SECTION
Contributing Editor
R. CHRISTINE GIBSON READING
Nine Tips for Organizing
a Fundraising Campaign
1. Determine your needs. Board and staff should participate
in a long-range planning process, identifying both short-
term goals to be achieved in the next one to two years, and
-term goals, to be achieved in the next five years. A
financial forecast, including projections for
[��Prtehensive
tal improvements, and capital fundraising needs should
be included as part of the plan.
2. Project where your funding may come from. Generally, 60
percent of funds raised in capital campaigns come from 10
percent of the donors solicited. Identify which business and
individuals in your community might have the resources to
make substantial contributions to the campaign. Don't
overlook your board, Friends, volunteers, and staff. Revisit
former donors and ask them to consider additional gifts to
your library.
3. Determine the resources and level of support the library can
give. Even though your campaign may be run by an outside
consultant or independent group of fundraising volunteers,
library board and staff will still need to participate in
consultation, planning, public relations, and other support
activities. Determine the postage, printing, stationery, and
other expenses that will be needed to run an efficient and
effective campaign. Make sure these items are included in
your budget.
4. Organize a core of fundraising volunteers. Seek a chairper-
son who has leadership skills, has influential contacts, and
who may be able to set a financial example by financially
supporting the campaign. Limit your campaign to a well -
targeted group of prospective donors. Seek a fundraising
volunteer for each four to six targets on your list. Establish
a clear timetable for the campaign with progress reporting
dates regularly built in to the process. Empower each to do
their job; offer advice and support when needed.
S. Have your legal and financial house in order. Make sure the
appropriate mechanisms (bank accounts, legal paperwork,
tax exemption status) are in place for you to receive dona-
tions. If you do not already have a foundation in place, and
your recommendation is to form a Foundation, you will,
among other things, need to formulate a set of By -Laws;
write and file Articles of Incorporation with the Secretary
of State's Office; obtain an Employer Identification Number
from the Internal Revenue Service; and procure appropriate
non-profit exempt status from both the state and federal
Internal Revenue Service.
6. Maintain communication with your campaign personnel.
Hold short informational meetings regularly to track pro-
gress. Use modern technology to e-mail and fax messages to
volunteers. Keep a database, which will automatically tabu-
late donor information into spreadsheets, charts, and
graphs for reporting purposes and interface with word
processing systems to address correspondence and enve-
lopes.
i. Do your homework. Research each prospect. Before you
approach a corporation, know if it has a history of commu-
nity philanthropy. Match your libraries with companies
who have an interest in libraries, literacy, literature, and
other mutual special interests. Request a copy of the com-
pany's donation policies; not the customary level of giving.
Prepare standard letters and responses for all situations.
8. Ask with class. Don't ask for too much. Offer several
options and levels of giving. Discuss your library's donor
recognition programs. Offer alternatives such as estates,
wills, and pledged giving over a period of years. Follow-up
with written documentation. Be prepared to show the pro-
spective donor a vision or mission statement, written guide-
lines as to how donations are used by your organization, or
a copy of your latest audit or annual report. By all means,
address correspondence to the appropriate person and
make sure names and all other information are spelled
correctly.
9. Say thank you. Be prepared to say thank you sincerely at
the conclusion of any face-to-face meetings and immediately
P US L t C G I ORA R I£ S ) A N U A R Y t F E B R U A R Y IS 9 8
n er
rn
follow-up with a letter. Include your donors on the guest list
for groundbreakings, dedications, and other special events.
Include recognition verbally at "namings" and other special
dedication events, on your donors plaque, in your newslet-
ter, donors brochure, and other related handouts.
'Send infortnationfor this column to R. Christine Gibson-
R Public Library District,
Reading,Indian Trails
355 S. Schoenbeck Rd., Whceling, IL 60090; (847) 4594100;
fax (847) 459-4760; c-mail: treading @ipid.lib.il.us.
PUBLIC LIBRARY SYSTEMS SECTION
Contributing Editor
JOE STINES
PLSS Program on Collaboration
Contributed by Rosanne Goble, Southwest Kansas
Library System, Dodge City, Kansas
Two years ago, the 1997 PLSS Program Committee struggled
with choosing a topic to pursue for the ALA Annual Conference
in San Francisco. We wanted to choose a topic that would
continue to be relevant several years into the future. All of the
committee members were feeling the effect of new technology
and the rapid changes accompanying it. We knew these changes
were being felt by others as well. At the same time, PLSS
members were examining issues that lie it the heart of the
identity of systems, the multijurisdictional nature of systems,
and what happens when interagency or intergovernmental co-
operation and networking take place within and outside of our
libraries. Committee members felt that, in this new arena of
electronic networking, communication among people was also
very important. New relationships among and between public
library systems were being formed, and relationships with private
entities and other public institutions were also being pursued.
We finally decided on a program that would portray suc-
cessful collaborative relationships with models for others to
emulate. The resulting program, titled "Does Your Report Card
Read. . . 'Works and Plays Well With Others'?" was attended
by over 130 persons, and featured three speakers: Carol Nazar,
Wichita Public Library Foundation, Wichita, Kansas; James
Sleeth, Steele Memorial Library, Elmira, New York; and Jane
Hatch, Dodge City Public Library, Dodge City, Kansas.
Nazar's kick-off presentation included a video, produced by
the Wichita Public Library Foundation, featuring Kansas Gov-
ernor Bill Graves speaking in support of libraries, and a discus-
sion of the importance of marketing strategies, fund-raising for
special events, and involving stakeholders in support and col-
laboration with the production of information. Sleeth described
a model of cooperation between the library, the local cable
company, and Time -Warner. The "Excalibur Project" featured
home delivery of information to the residents of Elmira, New
York. Hatch spoke about an innovative wireless technology
solution to affordable and reliable Internet access for five enti-
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PUBLIC LIBRARIES JANUARY/FE B R U A R Y 1998
M.
Georgetown Public Library
Library Advisory Board
1999 Roster
Name
Home Phone
Work Phone
Appt
Date
—Exl:i—.
Date
Terms
Restrictions
Barry, Thomas D.
864-0771
1/98
1/2000
1
132 Stetson Trail
Georgetown TX 78628
Burson, Nelda
863-2123
N/A
1/94
1/2000
3
1224 Church Street
Georgetown TX 78626
Crider, Michelle
869-1696
N/A
1/97
1/99
1
703 Thousand Oaks
Georgetown TX 78628
Dickson, Nell F.
863-7244
863-0508
—8/96
—1/99
—1
144 Lost River Road
Georgetown TX 78628
Ehnebuske, Jean
869-1580
1 1/98
1/2000
1
105 Hideaway Cove
Georgetown TX 78628
Gibbons, Greg
930-4662
244-4066
1/97
1/99
1
305 Deep Wood Drive
Georgetown TX 78626
Pfiester, Rebecca
863-3670
N/A
Lay Representative
30313 St Andrews
Georgetown 7)( 78628
Porter, James W
930-0018
930-4351
—8/97
—1/99
—1
P 0 Box 289
Georgetown TX 78627
Riddle, Sally
863-8352
863-9668
1/96
1/2000
2
3408 Broken Spoke
Georgetown TX 78628
Sanders, Sharon
863-5389
475-4199
1/96
1/2000
2
404 Thunderbay
Georgetown TX 78628
Henderson, Sheila
930-1869
930-362-4
BOB Martin Luther King Jr,
<3eorgetown TX 78626