HomeMy WebLinkAboutMinutes_LAB_05.11.1998Minutes for the Georgetown Public Library Advisory Board Meeting
11 May 1998, 6:30 PM
Present: Sheila Henderson, Nell Dickson, Nelda Burson, Tom Barry, Sharon Sanders
Webster, Jean Ehnebuske, Michelle Crider, Greg Gibbons.
Excused Absences: Rebecca Pfiester
Unexcused Absences:
The meeting was called to order by Chairperson Nell Dickson. The minutes were
approved as written with a motion from Nelda Burson, a second from Tom Barry, and a
passing vote.
Comments from Citizens: Sheila Henderson reported that only favorable comments had
been received from citizens this month, including those from City Manager Bob Hart.
Sheila remarked that Pat Touhy had visited the library to plan the upcoming Staff/Board
Retreat and had remarked how impressed she was with what she observed. Nelda added
that she had heard positive comments about Sheila from architect Tom Nichols.
Comments from the Chair: Nell explained that she would like to use a timer to keep Board
discussions on track and to expedite our meetings. All agreed.
Report on Long -Range Plan: Nell asked Greg to report on the progress of the Long -
Range Planning Committee. Although he said there had been no formal meeting of that
committee, Greg remarked that in a discussion with Michelle it had been deteuuined that
the Long -Range Plan for the Board might not necessarily be the same as the Library's
Long -Range Plan. He said the report will be on a future Board agenda. Sheila
commented that she and Pat Touhy are working on a "goals -grid" to show just where
progress has been made so far.
Library Director's Report and Statistics: Sheila replied that it stands as written. In
responding to a question about Wayne Porter's Board position, Sheila explained the City's
policies and procedures regarding absences. Basically, in almost any case, an explanatory
call ahead to Sheila or her designee, the Board Chairperson, or another Board member
gets an individual an "excused" absence. Sheila noted that there has been no response
from Wayne to her letter informing him that he will be dismissed from the Board unless he
appeals his dismissal to the City Council.
Report on Gift/Memorial Fund Expenditures: Sheila said that "Things could be better."
She reiterated the need for "a big promotional effort" and said that ideas would be
discussed at the upcoming retreat.
Old Business: Sheila reported that she and Pat Touhy worked on the agenda for the
retreat today. Although tentative, the retreat will begin on Friday, June 5, at 3 PM with a
team -building activity until dinnertime. Randy Morrow will be the facilitator for that
activity. After dinner, the group will be split into Board and Staff. Pat will be working
with the Board, and Sheila with the Staff. On Saturday, Board and Staff folks will be
working together on teams to talk about building expansion plans for several different
areas. For example, if one of the broad goals is to meet the needs of the independent
learner, the group looking at that need might decide that putting in study carrels is a way
to expand services for those patrons. Similarly, if a goal is to meet a growing population
of children, the group looking at need might planhow best to expand the children's
department. Sheila said that the group will be "developing a plan to sustain us for the next
ten years " She called it ' the plan with a mission."
Nelda moved and Tom seconded that we will have no regular meeting in June. The
motion carried 4-2.
New Business: Sheila presented the summer hours for the library. They are 9-7, Monday
through Thursday; 9-5 on Friday; 9-2 on Saturday The new hours go into effect after
Memorial Day (May 26) and continue until Labor Day. There is no reduction in the
number of hours the library is open.
The Board members decided to sign a card at the July meeting for Sally Riddle, who is
moving to Germany.
Greg moved to adjourn the meeting, and Tom seconded the motion. It passed.
Respectfully submitted,
EX tit Ana Le.
can Ehnebuske
i
Ge"o`r*tqwq
April 21, 1998
James W. Porter
P.O. Box 289
Georgetown, TX 78627
I
The City's policy for Board participation states that you may have two unexcused absences, after which
you forfeit your appointment. Attendance records show you have missed the following meetings: April
13, 1998, February 9, 1998, and January 7, 1998. A recommendation to the council will be made at the
next meeting to appoint a replacement to fill your seat. You may appeal this action through Council
procedures.
Your role on the Board is an important one, and you have made significant contributions toward the
success of this Board. However, we can only make an exception to the attendance policy if there are
extenuating circumstances. If you would like to continue serving on the Board, please give me a call as
soon as possible. My attempts to reach you by phone have been unsuccessful.
Sincerely,
ASheila Rol Henderson
LibraryLibrary Services Director
cc: Murray Blackman, Assistant to the City Manager
Nell Dickson, Library Advisory Board Chairperson
GEORGETOWN PUBLIC LIBRARY
808 MARTIN LUTHER KING - GEORr.ETOWN, TEXAS 786Z6-55Z7 - 51 Z/93'0-3551 - FAX: 512/930-3622 , TOO: 512/930-3507
MONTHLY REPORT
GEORGETOWN PUBLIC LIBRARY
April, 199
Highlights
The Library was awarded the 1998 N C Career Material Resource Grant, a grant
cosponsored by the Public Library Association and the NTC publishing Group, This
grant was a collaborative effort of Library Board Advisory member Jean Ehnebuske
staff member, Judy Fabr , and GISD staff members, Carol Winter and Linda Taylor,
The Library will receive $2000.00 in resource materials for the career center. and an
additional $500,00 in cash:
Four staff members attended the Texas Library Association's Annual Conference
held in San Antonio, April 1- 4. This year's theme Nvas Local li)ue i - Global Reach.
Mr. Tom Nicholls produced a library expansion plan, along with a representative
cardboard model, and presented it to the Library Board at the April, l sth meeting.
It was agreed that the proposed expansion ideas addressed the immediate need for
more office, meeting, and collection development space,
National Library Week was observed with activities sponsored by the Friends of the
Library, and a program held in recognition of berth library staff and volunteers who
work with them.
STAFF - Out and Abet!
Sheila Henderson, Eric Lashley, Lee Sparks, Craig Dowell, and Rosa Garcia attended the
Texas Library Association's Annual Conference in San Antonio, April 1 - 4.
On April 8, Sheila Henderson attended a GISD site -based campus improvement planning
meeting,
Eric Lashley attended the Partners in Education banquet held at First Baptist Church on
Tuesday, April 14.
Eric Lashley and; Sheila Henderson are among several City employees chosen to serve can
a committee that is investigating insurance options and reviewing the RFP submitted to
insurance companies for this year's quotes. The first meeting was Field on April 20,
Sheila Henderson, Lee Sparks, Eric Lashley, CraigDowell, and Cris
� ty McNih colas
attended the City's Budget Work -shop held at Berry Creek, Thursday, April 23
. ADMINISTRATION
Karen Phipps, Library Assistant, Cataloger III, started work on April 29th.
S. Paige Woolridge resigned as Library Page.
PROGRAMMING
In April, the children enjoyed a spring celebration of fun, music, and an Easter egg hunt.
They created cellophane carrots filled with jelly beans or M&Ms, and were treated to a
special story time with Julia Kamen Birnbaum.
VOLUNTEERS
We all feel fortunate to have the quality of volunteer help that we have here at the
library. To honor all those who have pitched in and helped us out, even if it was just last
week, we showed our gratitude to all with our annual volunteer appreciation day
celebration on April 22nd.
• FRIENDS OF THE LIBRARY
The Friends held a very successful luncheon for local realtors on April 22nd. Over 40
realtors were in attendance for the afternoon. They were given tours of the Library
facility by staff members and briefed on the current collection of materials available for
new residents. All who attended enjoyed this behind the scenes look at the library.
FUTURE PI ANS!!!
Library Board/Staff Retreat June 5 - 6, T Bar M Ranch, New Braunfels
American Library Association, June 25 - July 1, Washington, D.C.
Georgetown Public Library Statistics
Comparative
Fiscal Year Statistics
1997
1998
Oct.
Nov.
Dec.
Jan.
Feb.
Mar.
Apr.
Y-T-D
Patron Visits
Current Year
15,383
9,137
9,609
9,637
10,540
10,514
11,259
76,079
1996-1997
11,504
10,727
9,247
11,991
11,623
14,595
15,810
161,905
1995-1996
7,672
9,312
6,803
10,980
10,792
9,480
14,538
125,397
1994-1995
11,260
8,920
7,834
9,424
8,381
13,387
10,300
113,240
1993-1994
5,356
9,211
6,621
8,208
10,669
8,793
9,603
104,437
1992-1993
5,204
5,354
4,094
5,313
5,840
6,455
6,822
66,443
Circulation
Current Year
20,333
14,864
14,501
16,686
17,025
18,320
17,286
119,015
1996-1997
13,865
13,161
12,560
15,885
16,909
18,345
17,847
206,504
1995-1996
15,315
14,389
11,133
14,725
13,120
14,447
13,866
174,409
1994-1995
15,305
14,766
12,038
15,024
14,645
16,029
14,241
187,548
1993-1994
14,205
13,607
11,253
14,074
14,796
16,178
14,903
182,578
1992-1993
12,437
11,562
10,399
. 11,824
12,234
14,436
12,850
159,648
FY 97-99 Statistics
Children's Programs
endance
787
523
305
211
459
877
515
3,677
rograms
9
3
2
3
4
2
23
Story Hour
5
5
6
9
12
8
13
58
Tours
2
2
Movies
0
Crafts
0
Other
0
Other Services
ILL ordered
54
33
24
32
44
47
50
284
ILL filled
45
22
30
28
37
46
34
242
ILL Periodicals
0
Literacy Sessions
0
Large Print Circ
50
50
50
50
50
50
50
350
Volunteer Hours
Adult
60.50
74.25
68.25
38.50
59.00
76.25
90.00
466.75
Teen
52.00
31.50
18.00
34.00
49.50
68.00
74.00
327.00
Community Service
20.00
12.00
19.25
5.50
12.50
5.50
35.25
110.00
Total Volunteer Hours
132.50
117.75
105.50
78.00
121.00
149.75
199.25
903.75
Registrations
City Residents - new
762
370
78
106
136
115
95
1,662
City Residents - Renew
0
Non -Residents - new
39
21
15
25
30
32
29
191
Non -Residents - Rene%
49
43
37
53
53
59
47
341
Reciprocal
0
Total
850
434
130
184
219
206
171
2,194
Cash Receipts
Fines, Room Rentals
1,371.95
1,053.46
1,688.76
1,619.93
1,221.49
1,349.94
1,319.16
9,624.69
Non -Residence Fees
1,410.00
1,000.00
885.00
1,315.00
1,445.00
1,485.00
1,235.00
8,775.00
Donations
909.94
2,213.71
2,179.34
927.96
637.88
743.20
645.84
8,257.87
Ll
GIFT FUND EXPENDITURES
APRIL 1998
CITY GIFT FUND
Nick R. Bohmann $20.00
In Honor of Dr. Tom Hughes
Frost Elementary Cafeteria Staff $20.00
In Honor of Don Puska
Joy Pausewang $20.00
In Memory of Ted Johns
San Gabriel Writers League $200.00
Not specified
San Gabriel Woman's Club $50.00
In Honor of San Gabriel Woman's Club
BOOK DONATIONS
Dr. R.J. Kaufman
Crime and Punishment by Fyodor Dostoevsky
Linda Scarbrough & Clark Thurmond
Papers Concerning Robertson's Colony in Texas, v. 18
Minutes for the Georgetown Public Library Foundation Board Meeting
11 May 1998, 7:30 PM
Present: Sheila Henderson, Nell Dickson, Nelda Burson, Tom Barry, Sharon Sanders
Webster, Jean Ehnebuske, Michelle Crider, Greg Gibbons.
Excused Absences: Rebecca Pfiester
Unexcused Absences:
The meeting was called to order by Chairperson Nell Dickson. In discussion following
Nell's call to approve the minutes, it was mentioned that the minutes do not record that
Jean was elected to the position of secretary because, in fact, she was not. Further
discussion led to Jean offering to serve as "interim" secretary until the first meeting when
two new board members who will replace Sally RWe and Wayne Porter are present. At
that meeting in July, a secretary will be elected. Following that discussion, the minutes
were approved as written with a motion from Torn Barry, and a second from Nelda
Burson.
Treasurer's Report: Greg passed out the 1st Quarter 1998 Report and presented it as
written. Responding to an inquiry, he said that he will have a full report on what the Gala
netted by July's meeting.
Stating that although he could work on it, it might take some time, Greg asked Torn if he
would like to be the one to pursue the acquisition of the IBM computers for the Children's
Interactive Learning Center. Greg promised to get the "specs" from the Library's I.S.
(Information Services) folks to allow Tom to move ahead on this.
Old Business: Nelda reported that she had reserved a date for the next gala from the Del
Webb corporation. It's to be held on Saturday, March 6, 1999, in the Sun City Ballroom.
The cost for rental is $400, and it needs to be paid now. Discussion turned to talk of
securing a speaker. Sheila reported that when she had approached Liz Carpenter last year,
she had received a tentative promise for this next gala. Sheila offered to follow up on this.
Other speakers were discussed, but no one offered to contact any of them at this point.
Nell asked attendees to report on their success in receiving the commitment of prospective
candidates to the Foundation Board. The results follow:
• Nelda reported that Nell Benold, Claire Easley, and Patty Hewlitt would serve. She
has yet to contact Anna Aiken.
• Tom had already secured the commitment of Mary Weatherby and Robert Hazelwood.
• Sharon said that Ercel Brashear would probably serve, but needed to know how long
an individual was expected to be a director. She had yet to contact Patti Eason.
• Michelle reported that Morton King had said he would serve, but could make a
commitment for only for one year. She is still waiting to hear from Jerry Sensabaugh.
• Jean said that Dr. Joanne Ford would like to accept but could do so only if the meeting
date was on a Monday or a Tuesday (due to poor vision, she must rely on someone
else for transportation). She reported that both Donna Hart and Paula Boggs had
agreed to serve.
• Greg had not contacted anyone.
• Nell reported that Greg Hall had agreed to serve on the board, but that he could not
take a position until after September 1.
Nell commented that we might want to think about others to contact since the number
who had agreed to serve did not come to 21 (the maximum number of individuals that may
serve on the board according to the by-laws). It was expressed that we need to get the
rest of the board members recruited before July 13, our next meeting. Nell said that
Advisory Board members who had recruited the Foundation Board folks might want to
give those individuals an informal phone call to tell them that they had been accepted. She
will send out a formal letter to each one.
Budget Expenditures: Nell introduced discussion about finishing our commitment to the
Children's Interactive Learning Center and the Texana Room. Because board members
did not have the paperwork, we tabled that discussion.
Since Greg and Tom needed to leave the meeting, and the board needed a quorum to vote
on several issues, Nell asked Jean to explain as she had at the previous board meeting her
idea that the Foundation Board fund one, two, or three of the special summer programs
for children planned by Rosa Garcia. The cost for two of the programs was $175 each;
the third was $225. Michelle moved that the board pay for one program. This was
seconded by Nelda. The vote was four in favor; two opposed. Nelda then moved to give
Rosa $225 to use for whichever program she wished. Michelle seconded the motion.
Tom proposed amending Art. II, Sec. 4 to a rotational system for directors: one-third
would serve a one-year term; one-third would serve two years; one-third would serve
three. Michelle moved that the term for directors be three years with one-third rotating
off each year, beginning even with this first year. Jean seconded the motion.
Concerning the By -Laws, Art. II, Sec. 2, Sharon moved to strike the second sentence in
the paragraph under "Sec. 2., Number of Directors" and replace it with "The Library
Director or designee and the Chair of the Library Advisory Board should serve as ex-
officio Directors." The motion was seconded by Michelle and passed.
Jean moved to adjourn the meeting, Michelle seconded, and the motion passed.
Respectfully submitted,
�L2110e 4t, _ -
nZhnebuske
Texas History Room
Furniture and computer components needed:
1- printer, Canon Bubble Jet 450.00
1- copy machine, Canon desk top model PC720 1295.00
1- four drawer locking file cabinet 283.00
2- locking microfilm/fiche/CD storage cabinets 1500.00
(May be able to purchase these at auction)
1- 42" diameter circular table 345.00
1- utility table 165.00
1- desk for genealogist 692.00
2- 42" high, 12" deep single faced shelving units (36" long) 454.00
2- back panels for 42" shelving units 92.00
1- end of range display unit 350.00
1- utility table for copier 174.00
(Furniture prices are from a bid from 9/97, may be higher)
Total: 5800.00
CLASS �11
U • H awl low
i ,
International Business Machines Corporation
IBM
CONTRIBUTION REQUEST
REQUIREMENTS
11400 Burnet Road
Austin, Texas 78758
512/823-0000
ISM Contributions are evade to broad categories of Health, Human
Services and the Environment with a focus on Education K-12_
GUIDELINES:
o Statement describing mission of organization
o Purpose, project, proposed solution, and amount requested
o Budget and Anticipated Sources of Income
o Copy of an IRS 501(e)(3) ruling or other documentation
substantiating tax exemption status
o Incorporation of IBM, its technology or volunteers, if
appropriate
o Measurement, Evaluation and Publicity Plan
o Name, Address and Phone Number of Contact Person
AOTE: The submission of a proposal does not mean that an IB7
contribution is imminent. Requests are c• • • •
within the framework of our corporate contributions
guidelines and limitations.
RETURN TO: IBM
c/o Leroy J. Wormley, jr.
Program Manager - Community Relations
11400 Burnet Road
Mail Code 1175
Austin, Texas 78758
(512) 823-7412 T/L 793-7412
FAX: (512) 823-8587 T/L 793-8587
;t* TOTAL PAGE.001 **
Georgetown Library Foundation
808 Martin Luther King
Georgetown, Texas 78626
!rectors: 512-930-3551
y Anderson
Nelda Burson
Michelle Crider -
Nell F. Dickson
Greg Gibbons
Sally Riddle
Sharon Sanders
Wayne Porter
IBM Contribution Request
Application
May 15,1998
The mission of the Georgetown Library Foundation 501(c)(3) Board is: 1) to use funds from
private sources to assist the Georgetown Public Library in providing services and acquiring
materials and equipment which are needed but not supplied by the City budget: 2) to see grants
and conduct fund-raising activities; and 3) to promote the Library's programs and services in the
Greater Georgetown community.
The requested 113M computer and printer will be housed in the Children's Library, and used to
develop the Children's Interactive Network. Programs loaded on the computer will include
reading, writing, science, and math interactive programing modules.
Budget: $55,000 (Building Fund Expansion, Endowment, and Special Projects)
Sources of Income: Fund-raising programs - Annual Gala and Direct -Mailing Solicitation
IRS 50 1 (c) (3) documentation - (attached)
The Board has one member, Jean Ehnebuske, who is the spouse of a current 113M employee,
David Ehnebuske. Jeff Kilgore, IBM employee, is a former board member. The library has an
IBM computer in the Texas History/Genealogy Room that is used by the community and visitors
to our history center.
The receipt of the IBM computer and printer will be publicized in the local newspaper, City
newsletter, Library newsletter, and the Central Texas Library System newsletter.
Contact: Sheila R. Henderson, Library Director
Georgetown Public Library
808 Martin Luther King, Jr. St.
Georgetown, TX 78726
(512) 930-3624
a non-profit organization benefiting the Georgetown Public Library