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HomeMy WebLinkAboutMinutes_LAB_03.20.2000Georgetown Public Library Advisory Board Meeting Minutes 3/20/00 The meeting was called to order at 6:35 p.m. Present were Nell Dickson, Joe Case, Lisa Hopkins, Claire Vogler, Zora Evans, Dorothy Hagen, Jean Ehnebuske, and Judy Parks. Eric Lashley was present in Sheila Henderson's absence. Sam Arant and I-Ielen Jenkins each called in for an excused absence. Approve Minutes: The minutes were read. Claire moved with second from Zora to approve without correction. The agenda: comments from citizens, chairperson, director; deadline. for submission of agenda items: Nell explained how the Open Records Act will affect the agenda for the Library Advisory Board Meetings. She proposed omitting Comments by citizens and Comments by chairperson, as well as Highlights from the director's report from the agenda. Citizens are invited to request time on the agenda for their comments, concerns, and/or questions. Sheila will use her written Directors Report as a forum for any written comments from citizens she receives as well as director's comments she may have. Any agenda items or materials to be included in the library board meeting agenda must be given to Judy Fabry the Monday preceding the board meeting, (or one full week), in order for there to be compliance with the Open Records Act. Joe moved to accept Nell's proposal to redact the open comment periods from the agenda and to institute an agenda -only meeting policy. Claire seconded the motion. There were three dissenting votes and the motion was carried with four assenting votes. CTLS report Judy Parks, Lay Representative: Judy attended the CTLS winter meeting on January 21 with Sheila. She spoke to us about matters discussed there, including a recommendation by the new director, Peggy Rudd of the Texas State Library/Archives, for CTLS to adopt the Direct Aid Budget. Judy said this recommendation was discussed but did not go to vote. Board's By-laws: Zora Evans Zora presented a draft of the by-laws that she and Sam worked on with Marianne Banks. After discussion, the board agreed on a draft. Lisa will produce a clean copy for the April meeting. Board's presentation to Council (2/8/00): Nell reported that she "hit the high spots" of the library advisory board's letter of recommendation to the city council. The council had very little to say, but we will attempt to keep the need for a new library in the forefront. Educating the community about the need for a new library: Jean discussed the need for a Public Awareness Campaign. We first must educate our patrons on the need for a new library and then we can enlist their help in leaning ontheir council members for a new library. Judy and Jean both suggested using bookmarks as a forum for getting information out to the patrons. Jeanhad suggestions for slogans for the bookmarks. We will continue this discussion in the April meeting. Request to display poster for Christ Community Ministries' free health clinic: After discussion, Zora moved and Dorothy seconded a motion to disallow the poster from being hung in the library. With one dissent, the motion carried. Video acquisition policy: Eric explained the need for a video policy to be added to the regular collection development policy for the library. After much discussion, Joe moved and Lisa seconded a motion to table the discussionuntil the April meeting. Library Foundation gala (3/24/00): The library gala will be this Friday night. A suggestion that the new library video be shown at the gala was met with enthusiasm. It is anticipated that Jean will report a very successful event to the board at the April meeting. Annual retreat, including staff, Advisory Board, and Foundation Board (5/13/00): The annual retreat was moved from 5/6 to 5/13 to avoid conflicting with the city election. The retreat will again be local this year. Joe moved and Dorothy seconded motion to adjourn meeting at 8:25 p.m. DIRECTOR'S MONTHLY REPORT GEORGETOWN PUBLIC LIBRARY February 2000 IHIGHLIGHTS • The Friends of the Georgetown Library held a membership drive during the week of February 14-19. They added 155 new members, and collected more than $2500 in dues! As evidence of their intentions to help the library, they donated $ 1000 to purchase a new desk and book truck for the reference librarian. • Doris King has joined the staff as a Green Thumb worker. She is working primarily in public services and helping in the Children's Room during story times. Deke and Lee Davidson picked up the remaining boxes of books from the Branch bequest and Lee has gone through them. The books that will not be added to the collection will be given to the Friends for their book sale, which is tentatively scheduled for the fall. • The staff said goodby to Bob Hart at a pot -luck breakfast and special story time on February 16. Our gift to him was an original book, written by Sheila Henderson and compiled by the staff, called The Library that Bob Built. • Most of the staff attended the Community Services Division semi-annual retreat the morning of February 29. Alice Gresham, a trainer with OneWorld Behavior Management, Inc., facilitated a workshop about managing change. • STAFF — Out and About! On February 7, Sheila Henderson traveled to Houston to attend the quarterly meeting of the Texas Cancer Data Center board. On February 24 she attended a TLA planning meeting in Austin. Sarah Samson went to San Antonio on February 16 to attend an advanced genealogy workshop sponsored by the Texas State Library. Sheila Henderson and Judy Fabry attended the annual Boards and Commissions recognition banquet on February 25, • GEORGETGWN PUBLIC LIBRARY Comparative Fiscal Year Statistics 2000 Oct Nov Dec Jan Feb Annual Total Patron Visits Current Year 14497 12930 12008 14339 14552 68326 (Y-T D) 1998-1999 23409 21022 10339 13810 14548 194640 1997-1998 15383 9137 9609 9637 10540 153997 1996-1997 11504 10727 9247 11991 11623 161905 1995-1996 7672 9312 6803 10980 10792 125397 1994-1995 11260 8920 7834 9424 8381 113240 1993-1994 5356 9211 6621 8208 10669 104437 Circulation Current Year 20744 21590 17413 21016 22393 103156 1998-1999 20533 16866 14233 17906 18312 240419 1997-1998 20333 14864 14501 16686 17025 220430 1996-1997 13865 13161 12560 15885 16909 206504 1995-1996 15315 14389 11133 14725 13120 174409 1994-1995 15305 14766 12038 15024 14645 187548 1993-1994 14205 13607 11253 14074 14796 182578 FY 1999-2000 Statistics Children's Programs Annual Total Attendance 503 575 497 395 361 2331 Programs 7 2 4 0 0 13 Story Time 7 7 4 11 13 42 Other (Tour, Movies, Crafts) 0 0 0 1 0 1 Homewrkhelp (AFTERNOONS) n/a 15 days 10 days 15 days 21 days Other Services ILL Ordered 51 30 25 46 62 214 ILL filled 52 23 28 39 59 201 Lg Print Circuit 50 50 50 50 50 250 Volunteer Hours Adult 46.75 60.25 45.25 86.25 72.25 310.75 Teen 34.00 33.00 24.00 38.50 61.50 191.00 Community Service 11.00 0.00 0.00 4.00 2.00 17.00 Total 91.75 93.25 69.25 128.75 135.75 518.75 Registrations City Residents -new 191 161 54 100 116 622 GISD Kids' Cards 110 162 7 5 4 288 Non -residents -new 28 20 15 29 29 121 Non -residents -renew 48 39 46 42 62 237 Total 377 382 122 176 211 1268 Cash Receipts Fines, room rentals 1796.04 1448.83 1296.88 1429.72 1420.55 7392.02 Non-resident fees 1325.00 985.00 1065.00 1155.00 1455.00 5985.00 Donations 642.73 522.25 399.16 429,39 751.05 2744.58 Gifts/Memorials 0.00 200.00 11309.89 1883.40 204.48 13597.77 Material Donations to Other Agencies Books n/a n/a n/a 68 148 Magazines n/a n/a n/a 17 24 TRANSACTION REPORT Mar-16-00 Thu 10:09 AM -------------------------------------------------------------------------------- Type Sending - - --Date-------Start-------Receiver`--- _---__ _—TX/AX_Time Pages Note ---------------- Mar-16 10.08 AM 93288852 33s 2 OK -------------------------- ----------------------------------------- --------------- v 7 • February 2000 Gifts and. Memorials Jean and David Ehnebuske 18.97 Marsha Kirk Wal-Mart 1303 Judy and Don Parks & family 50.00 Jim & Marianne McCormick 25.00 Jean and David Ehnebuske 100.00 Libby Wood • miscellaneous genealogy donations 10.51 T.R and Dawn Reid to renew World Press Review 7 books on tape Timeline by Michael Crichton in memory of David L. Moore (train books) inmemory of John Hohlstein (German cookbook) to promote the Summer Reading Program 2 books in honor of her children (Wild about horses, ESPN ultimate pro football guide) Texas Archaeology guide 2 videos (Arthur's tooth, Look Mom no cavities) and one book, Arthur's loose tooth Video Policy (for inclusion in regular collection development policy} Videotapes are purchased by and donated to the library. As with all other library materials, tapes are added to the collection using the procedures outlined in the materials selection policy. The Library follows the guidelines established by the Motion Picture Association of America and will add videos rated G, PG, and PG-13 to the collection. Unrated videos will go through a review process by the collection development staff, to see if they are to be added to the collection. 0 i :3 .. 4.'" �,,.!�✓ �'i"fi�� 6a���%i���/�ii L/`%i��'"_Y' % / f4��,.;� �!/ r v f/Y��� .� 2� G�, APPENDIX A Sample Board By -Laws BY-LAWS PUBLIC LIBRARY BOARD ARTICLE I - Name As authorized by the City Charter, City o ` J ,�r,, and City Ordinance No. 72 . This body shall be known as the Public ' Library Board. ARTICLE II M Section L The regular meegng of the Library Board shall be held on the first - on �-Pthe Library or at such other time and �of every month at .M., in place the Board may determine. Section 2. Special meetings may be called by the Chair or at the call of any .- two members of the Board, provided that notice thereof be given to all Board members. Section 3. A majority of the members shall constitute a quorum at all meetings of the Board. € Section 4. All questions presented for a vote of the Library Board shall be decided by a simple majority of the quorum, including the vote of the Chair. ' n o Section 5. Any member of the Board who misses three consecutive ' rule u l e meetings without go od cause shall be deemed to have resigned, and the ' f, Board will recommend to City Council that a replacement be appointed for the balance of the unexpired term. Section 6. Robert's Rules of Order, Newly Revised shall govern in the parliamentary procedure of the Board, in all cases to which they are applicable and in which they are not inconsistent with these by-laws. ARTICLE III Officers Section>1. The officers of the Board shah be a Chairperson, a Vice -Chairperson, and a Secretary. Section 2. Officers shall be elected and take office at the first regular meeting after new Board members have been appointed and Sworn in. Suction 3. Vacancies in office shall be handled as follows. (a) In the event of resignation or incapacity of the Chair, the Vice -Chair shall become the Chair for the unexpired portion of the term. (b) Vacancies in officers other than the Chair shall be filled for the unexpired term by special election. Section 4. duties of the officers shall be as follows: (a) Chair: i Preside at all meetings, (ii) Represent the Library Board at public functions. ii) Appoint special committees. (iv) ,Assist Library Director in establishing the agenda for each meeting. Agenda items requested by any Board Member will be included'. (b) Vice -Char: (i) Assist the Chair in directing the affairs of the Board and act in the Chair's absence. (c) Secretary: (i) Be responsible for the accuracy of the minutes of the Board meeting and bring any correction to the attention of the Board at its next meeting. The Secretary shall sign the approved minutes and file g in Record Book. ARTICLE IV N I Committees Section 1. Committees may be appointed for special purposes by the Chair and with the consent of the maloriiy of the Board. A1jjc,,mrrj-it tee-s Lha ve _pve at least one Library Board member serving on them. These committees are automatically dissolved upon completion of assignment. ARTICLE V Librarian Section 1. The Library Director shall be an ex-officio member of the Board. ARTICLE VI PowersandDuties of Board Members Section 1. Board Members shall: (a) Abide by applicable ordinances of the City oy,��" (b) Act in, an advisory capacity to the City Council, City -Manager, and Library Director. (c) Recommend policies to govern the operation and program of the Library. (d) Assist in planning and give guidance for expansion of library facilities. (e) Assist in interpreting the policies and functions of the Library Department to the public. (f) Encourage in every possible way the development and advancement of the public library. ARTICLE VII Amendments ` Section 1. These by-laws may be amended by a majority vote at any regular meeting, provided all members have been notified of the proposed amendments at least ten days prior to such meeting. Such amendment would then be subject to approval by City Council. • �13 [I Council Meeting Date: February 8. 2000 Item No. AGENDA ITEM COVER SHEET SUBJECT Recommendation of the Library Advisory Board to build a new library, separate and distinct from any and all other agencies. ITEM SUMMARY Board members surveyed library patrons, discussed the subject with the library director and interested groups, and deliberated among themselves before reaching the conclusion that a new library building is needed, and that it should be separate from any other agency. The Board also has some specific recommendations about the location and design of a new building. ATTACHMENTS Letter of Recommendation Memorandum from Nell Dickson to Mayor and Council Members regarding survey and statistical information Library Survey with results expressed in percentages Library Survey, Facility Preference Library Demographics Library Growth 1988 to 1999 (2) Library Statistics for FY 1999 Submitted by: 0 Sheila Ross Henderson, Library Services Director Verna Browning, Director of Community Services Georgetown Public Library Advisory Board 808 Martin Luther King Georgetown, Texas 78626 512-930-3551 Mayor and City Council City of Georgetown Georgetown, Texas 78626 Re: Library Advisory Board recommendation for a new central library Dear Mayor and City Council: To accommodate the urgent need to expand collections, programs, services and staffing at the Georgetown Public Library, members of the Georgetown Library Advisory Board unanimously recommend that the City of Georgetown construct a new central library. Discussions with the library director, conversations with interested groups, deliberations among board members and a November survey of patrons led to our agreement that building a new library separate and distinct from any and all other agencies will best maintain the integrity of the library's identity, mission and operations. Further, we agree that in planning for the location and building design the City should utilize the professional knowledge, experience and technical expertise of the library director and staff in all aspects of planning and should: • seek a building site in a central location, • construct a building witha minimum of 34,000 usable square feet, • include future expansion space to a minimum of 50,000 usable square feet, • design the building specific to the needs of a library including interior flexibility, lighting, air circulation, heating, cooling and humidity conditions, • include adequate space and wiring for future technology demands, • provide suitable and secure outside areas for library use, • provide appropriate, accessible and safe street -level parking to meet current needs and future expansion, • include a drive -through with a book drop within proximity to the circulation desk, • include a loading dock with adequate access for large delivery vehicles, • allow school buses and day-care vehicles to deliver children to the main entrance, • provide any meeting room(s) available to public with separate outside access and include space for library support groups. The library has outgrown its current facility in an unexpectedly brief time which is can be attributed in part to the rapid population growth in Georgetown. However, such library growth is also a strong indicator of a very successful library whose star collections iand services have attracted more than half the population as frequent and faithful patrons as well as visitors to Georgetown. Our library by its performance has earned being judged on its own merits, and the future of our library should be formed by its merits. Sincerely yours, Thomas D. Barry Nelda Burson KS cr tary o Case Vice -Chair Ne F. Dickson Chair Man Ehn ebuske Judy Parks Lay Representative to Central Texas Library System I&IM O • TO: Mayor and Councilmembers FROM: Nell F. Dickson, Library Advisory Board DATE: 8 February 2000 RE: Survey and statistical information attached Survey method During the 58 hours the Georgetown Public Library was open the week of 1 - 6 November 1999, members of the Library Advisory Board conducted an 18-fiour survey. 434 patrons who visited the library Monday through Saturday from opening at 10 am. until 12:30 or 1:00 p.m. and from 4:30 to 6:30 p.m. on Monday night were surveyed. Board members conducting the survey were asked to refer patrons to the introductory remarks of the survey and not discuss the library or answer question. They were also asked not to leave the surveys unattended at any time. Please note that not all patrons answered each question on the survey; some patrons answered for themselves and a spouse or children on some questions. Therefore, the percentages in the attached survey and charts may not total 100% on all questions. Statistics The statistics on library growth were taken from our library report for 1988 and 1999 to the Texas Library Association for the Texas State Library Report published annually by the Texas State Library and Archives Commission. Attachments: Library Survey with results expressed in percentages Library Facility Preference Library Demographics Library Growth 1988 to 1999 (2) Library Statistics for FY 1999 0 November 1999 Library Survey Because the Georgetown City Council and city staff are aware that the library has outgrown its current building, ideas are being considered to provide additional space. Ideas include: • constructing a new stand-alone central library • housing a new library and other city departments in the same building • housing a new library and non-profit organizations in the same building • housing a new library and non-profit and for -profit organizations in the same building To help the City Council and staff' make an informed decision about future plans for the library, the Georgetown Library Advisory Board will present a recommendation based on citizen input. We invite you to participate by completing the survey below. Thank you. The Georgetown Library Advisory Board 1. Statements A. through D. below express ideas for a new library. Please respond to each statement by checking . the blank that best indicates your opinion. Would you favor A. constructing a new stand-alone central library �Lstrongiy agree agree �gneither agree nor disagree ,disagree Zstrongly disagree B. housing a new library and other city departments in the same building strongly agree [agree .4 neither agree nor disagree. 31disagree o&�_strongly disagree C. housing a new library and non -profits in the same building kstronglY agree agree .4 7neither agree nor disagree .7gdisagree jstrongly disagree D. housing a new 11brXj and non -profits and for -profits in the same building .,strongly agree agree i_teither agree nor disagree _,-Wtlisagree -LYs-trongly disagree 2. What location would you favor for a new central library? Please mark the blank that best indicates your opinion. 4.4 downtown Znorth of town ,south of town .east of town 45wcst of town .3CIE doesn't matter 3.� ICE the s Georgetown Library Advisory Board holds a public hearing on this matter, would you attend? no So that we can know a little about those who are completing this survey, please answer the questions below. 1. Are you a resident of Georgetown?9Z.yes (Y no 2. Do you have 11ka personal library card oZja family library card 3. Write in the blank(s) below the number of users on your library card in each age bracket. Under I4 j�,_ 36-45 a` I5-18 LL 46-55 2D 19-25 —!?— 56-65 �Z5 26-35 ,2-1 Over 65 4. On average, how often do you use the library? 10 twice/wk 35once/wk 3L Wic,C/month /Lnnc,.,i.,lnnth '`/4 x/yr (2xtvr Cancel}z. 2-less than once/}T All figures ore expressed as percentages and may not total 100% on each question since oil survey takers did not answer all questions and could have answered for more than one person on the demo- graphics section of the survey. V KII U) 4 a) Cn 0 C 0 CL CO 30 (D cc 0 20 CL 10 A Library Survey Facility Preference Stand-alone With city departments With non -profits ■ Disagree ,, Strongly agree EJ 0 Agree Strongly disagree IM Neutral 11 With for -profits 6 Library Survey Demoaraphics Frequency of library use 2x/A 1 x / wk. 34.0% ''%/ I %,,,- or less 3% 1x/mo 11.3% ?x/mo 31.7% 0 56-65 13.1% HI 12.7% 7der 14 2.9% 15-18 5.4% 19-25 4.5% 35 M 0 RCE 25 20 0 0 15 c 0 �s 0 10 a. E IV FY •;; FY 1999 Library Growth 15, i Le 1: ffl, F Me P, P. 15 1 FY 1988 1999 20 Fill FY 1988 FY • . . 70 50 0 10 c c� 40 0 H 30 0 W 10 0 FY 1988 FY 1999 0 E Library Growth i 0 0 RE61110161"S • Library use is growing faster than the population ► Population up 114% ► Library cards up 135% ► Average Monthly circulation up 131 % • But the library holdings are growing substantially more slowly o- Holdings up 64% • In fact, holdings per patron is declining ► From 7.3 items per patron in 1988 ► To 5.1 items per patron in 1999 CL 0 EW im 9N A 4 0 4Z� 4e a GEORGETOWN PUBLIC LIBRARY Comparative Fiscal Year Statistics 1998 1999 Oct. Nov. Dec. Jan. Feb. Mar. Apr. May June July August September Annual Tows Patron Visits Current Year 23,409 21,022 10,339 13,810 14,548 17,028 14,679 17,414 21,352 18,703 11,135 11,201 194,640 (Y-7-D) 1997-1998 15,383 9,137 9,609 9,637 10,540 10,514 11,259 10,389 13,159 18,210 16,650 19,510 153,997 1996-1997 11,504 10,727 9,247 11,991 11,623 14,595 15,810 15,730 17,672 16,999 13,031 12,976 161,905 1995-1996 1994-1995 7.672 11,260 9,312 8,920 6.803 7,834 10,980 9.424 10,792 8,381 9,480 13,387 14,538 10,300 11,463 9,746 14,241 10,103 11,287 10,271 8,558 125,397 1993.1994 5,356 9,211 6,621 8,208 10,669 8,793 9,603 7,400 10,622 8,967 9,678 7,700 9,231 7,218 9,045 113,240 104,437 1992.1993 5,204 5,354 4,094 5,313 5.840 6,455 6,822 5,398 8,649 7,517 5,797 5,452 66,443 Circulation Current Year 20,533 16,866 14,233 17,906 18,312 21,290 20,033 18,492 21,832 24,083 21,902 18,237 233,719 1997.1998 1996.1997 20,333 13,865 14,864 13,161 14,501 12,560 16,686 15,885 17,025 16,909 18,320 18,345 17,286 17,847 18,299 17,206 24,466 23,132 21,604 18,778 18,268 220,430 1995-1996 15,315 14,389 11,133 14,725 13,120 14,447 13,866 13,491 18,076 23,154 18,711 17,993 15,136 16,447 12,000 206,504 174,409 1994.1995 1993.1994 15,305 14,205 14,766 13,607 12,038 11,253 15,024 14,074 14,645 14,796 16,029 16,178 14,241 14,903 15,965 19,532 18,474 16,662 14,867 187,548 1992-1993 12,437 11,562 10,399 11,824 12,234 14,436 12,850 14,220 11,486 19,806 17,240 17,353 16,684 17,351 15,212 14,832 13,284 182,578 159,648 ' FY 98-99 Statistics Children's Programs Attendance 534 528 570 392 482 664 624 931 2,140 1,836 0 313 Total 9,014 Programs 2 3 4 2 2 3 0 0 7 5 0 0 28 Story Hour 10 6 4 10 11 11 13 9 6 3 0 12 95 Other. Tour, Movies, Craft 2 4 7 SRP Registr 4 3 0 0 20 Other Services ILL ordered ILL filled 29 24 26 22 19 21 53 29 42 29 19 34 26 46 49 52 424 Large Print Circ 50 50 50 50 44 50 27 50 17 50 24 50 26 50 25 50 38 50 49 346 50 600 Volunteer Hours Adult Teen 60.50 92.00 71.50 79.75 90.25 55.5 57.75 46.25 56.25 41 66.75 37,25 754.75 Community Service 2.00 20.00 32.00 9.00 4.00 32.50 24.00 22.00 32.00 3.00 12 10 14 10 0 27 121.5 58 32 42 373.50 Total 82.50 133.00 108.00 125.75 125.25 77.5 81.75 73.25 35.75 213.5 7 106 0 98.75 23 102.25 199.25 1,327.50 Registrations City Residents - new 285 124 88 140 92 101 96 119 115 119 85 91 1,455 Non -Residents - new 38 29 21 25 32 25 20 37 57 40 27 30 381 Non -Residents - Renew 63 51 31 51 55 68 555 67 113 63 60 44 721 Total 386 204 140 216 179 194 171 223 285 222 172 165 2,557 Cash Receipts Fines, Room Rentals 1,507.72 1,222.92 1,309.98 1,368.33 1,387.87 1,465.28 1,812.48 1,617.49 1,836.21 896.62 1,62015 1486.85 11,692.07 Non -Residence Fees Donations 1,700.00 1,265.00 865.00 1,225.00 1,470.00 1,520.00 960.00 1.560.00 2,390,00 1,800.00 1,490,00 1200.00 17,445.00 GiftslMemorials 853.68 230.00 688.18 0 481.16 650.00 496.00 1855.00 649.71 304.85 480.60 445,00 450.77 1,100.30 622.95 595.21 576.32 1190.96 8,185.84 0 16,768.93 303.96 11,429.00 4,180.79 1011.45 37,178.98 Amounts In Donations and Memorials were corrected 9/16199 to reflect voids that previously had not bean included. a