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
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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
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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