HomeMy WebLinkAboutMinutes_LAB_04.10.2000Revised 7/7/00 to add Helen Jenkins to the list of those present
Georgetown Public Library Advisory Board
Meeting Minutes
4/10/00
The meeting was called to order at 6:32 p.m.
Present were Nell Dickson, Joe Case, Lisa Hopkins, Helen Jenkins, Claire Vogler, Dorothy
Hagen, and Judy Parks.
Eric Lashley was present in Sheila Henderson's absence.
Sam Arant, Jean Ehnebuske, and Zora Evans each called in for an excused absence.
Approve Minutes:
The minutes were read. Helen moved with second from Claire to approve without correction.
Boards annual calendar of action:
The Library Board's report to City Council has been moved due to the budget process schedule.
We will ask to be put on the Agenda after our retreat and after the beginning of City Council's
budget process. Therefore, the May board meeting was deemed unnecessary Lisa moved that
the May board meeting be recessed. Joe seconded the motion and it was approved. We will not
have a May 8 board meeting but will meet again in June 2000.
Board's By-laws: Zora Evans
The edited draft of the by-laws was reviewed. With a few additions added by Nell, the board was
pleased with the present draft Given Zora's absence, Dorothy moved that adoption of the by-
laws be tabled until Zora can be present for the vote. Without a second, the motion died. It was
felt that the by-laws are basically the way Zora had written them and therefore followed the spirit
of her hard work. Therefore, Claire moved that they be adopted at this time. Helen seconded the
motion and the by-laws were adopted with one dissenting vote.
Methods of getting the needs of the library before the public:
There was a lively discussion about ways to confront the public with the need for a new library.
Everybody had some creative ideas, including bookmarks with slogans, ribbons to tie on car
antennae, bumper stickers, advertising on the local (and free) TV station, coloring sheets for the
children. One suggestion was to have our 'key figures' in the city write an open letter to the
newspaper reminiscing about the library's importance in his/her life while at the same time
propounding the need for a new library. Lisa is to investigate a possible consultant in the
advertising business Everyone will come up with a slogan for the next board meeting in June
We discussed the need to be present at the budget meetings at the City Council, beginning with
the one coming up on May 1 at 5:30.
Video acquisition policy:
In light of the fact that there is no longer an urgent need to address a video acquisition policy, it
was decided that further discussion will be tabled until the October meeting when there is a
general policy review. At the present time, the video acquisition policy can rely on and fall under
the general acquisition policy as well as the library's donation policy. Joe moved that the
discussion be tabled with a second from Helen. The motion passed.
Report on Library Foundation gala:
In Jeans absence, a complete report could not be given. The net profit from this highly successful
evening was approximately $15,000! Claire reports that the evening was very, very fun. (Those
who didn't attend missed wonderful food, great music, and adorable decorations!)
Agenda for new meeting:
The May meeting has been recessed. For the June meeting, Lisa will report her findings regarding
an advertising consultant.
Dorothy moved and Claire seconded motion to adjourn meeting at 7:36 p.m. Board members
were invited to stay and watch the video which was presented at the Gala.
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Georgetown Public Library Advisory Board
Meeting Minutes
4/10/00
The meeting was called to order at 6:32 p.m.
Present were Nell Dickson, Joe Case, Lisa Hopkins, Claire Vogler, Dorothy Hagen, and Judy
Parks.
Eric Lashley was present in Sheila Henderson's absence.
Sam Arant, Jean Ehnebuske, and Zora Evans each called in for an excused absence.
Approve Minutes:
The minutes were read. Helen moved with second from Claire to approve without correction.
Board's annual calendar of action:
The Library Board's report to City Council has been moved due to the budget process schedule.
We will ask to be put on the Agenda after our retreat and after the beginning of City Council's
budget process. Therefore, the May board meeting was deemed unnecessary. Lisa moved that
the May board meeting be recessed Joe seconded the motion and it was approved. We will not
have a May 8 board meeting but will meet again in June 2000.
Board's By-laws: Zora Evans
The edited draft of the by-laws was reviewed. With a few additions added by Nell, the board was
pleased with the present draft. Given Zora's absence, Dorothy moved that adoption of the by-
laws be tabled until Zora can be present for the vote. Without a second, the motion died. It was
felt that the by-laws are basically the way Zora had written them and therefore followed the spirit
of her hard work. Therefore, Claire moved that they be adopted at this time. Helen seconded the
motion and the by-laws were adopted with one dissenting vote.
Methods of getting the needs of the library before the public:
There was a lively discussion about ways to confront the public with the need for a new library.
Everybody had some creative ideas, including bookmarks with slogans, ribbons to tie on car
antennae, bumper stickers, advertising on the local (and free) TV station, coloring sheets for the
children. One suggestion was to have our 'key figures' in the city write an open letter to the
newspaper reminiscing about the library's importance in his/her life while at the same time
propounding the need for a new library. Lisa is to investigate a possible consultant in the
advertising business. Everyone will come up with a slogan for the next board meeting in June.
We discussed the need to be present at the budget meetings at the City Council, beginning with
the one coming up on May 1 at 5:30.
Video acquisition policy:
In light of the fact that there is no longer an urgent need to address a video acquisition policy, it
was decided that further discussion will be tabled until the October meeting when there is a
general policy review. At the present time, the video acquisition policy can rely on and fall under
the general acquisition policy as well as the library s donation policy. Joe moved that the
discussion be tabled with a second from Helen. The motion passed.
Report on Library Foundation gala:
In Jean's absence, a complete report could not be given. The net profit from this highly successful
evening was approximately $15 000! Claire reports that the evening was very, very fun. (Those
who didn't attend missed wonderful food, great music, and adorable decorations!)
Agenda for next meeting:
The May meeting has been recessed. For the June meeting, Lisa will report her findings regarding
an advertising consultant.
Dorothy moved and Claire seconded motion to adjourn meeting at 7:36 p.m. Board members
were invited to stay and watch the video which was presented at the Gala.
GEORGETOWN PUBLIC LIBRARY
Comparative Fiscal Year Statistics
2000
Oct
Nov
Dec
Jan
Feb
Mar
Annual Total
Patron Visits
Current Year
14497
12930
12008
14339
14552
20329
88655 (Y-T-D)
1998-1999
23409
21022
10339
13810
14548
17028
194640
1997-1998
15383
9137
9609
9637
10540
10514
153997
1996-1997
11504
10727
9247
11991
11623
14595
161905
1995-1996
7672
9312
6803
10980
10792
9480
125397
1994-1995
11260
8920
7834
9424
8381
13387
113240
1993-1994
5356
9211
6621
8208
10669
8793
104437
Circulation
Current Year
20744
21590
17413
21016
22393
23M
127092
1998-1999
20533
16866
14233
17906
18312
21290
240419
1997-1998
20333
14864
14501
16686
17025
18320
220430
1996-1997
13M
13161
12560
15885
16909
18345
206504
1995-1996
15315
14389
11133
14725
13120
14447
174409
1994-1995
15305
14766
12038
15024
14645
16029
187548
1993-1994
14205
13607
11253
14074
14796
16178
182578
FY 1999-2000 Statistics
Children's Programs
Annual Total
Attendance
503
575
497
395
361
799
3130
Programs
7
2
4
0
0
4
17
Story Time
7
7
4
11
13
10
52
Other (Tour, Movies, Crafts)
0
0
0
1
0
1
2
Hat+ *wk" (AFTERNOON$)
n/a 15 days
10 days
15 days 21
days
Other Services
ILL Ordered
51
30
25
46
62
65
279
ILL filled
52
23
28
39
59
42
243
Lg Print Circuit
50
50
50
50
50
50
300
Volunteer Hours
Adult
46.75
60.25
45.25
86.25
72.25
71.50
382.25
Teen
34.00
33.00
24.00
38.50
61.50
40.50
231.50
Community Service
11.00
0.00
0.00
4.00
2.00
9.00
26.00
Total
91.75
93.25
69.25
128.75
135.75
121.00
639.75
Registrations
City Residents -new
191
161
54
100
116
109
731
GISD Kids' Cards
110
162
7
5
4
0
288
Non -residents -new
28
20
15
29
29
23
144
Non -residents -renew
48
39
46
42
62
63
300
Total
377
382
122
176
211
195
1463
Cash Receipts
Fines, room rentals
1796.04
1448.83
1296.88
1429.72
1420.55
1586.04
8978.06
Nan -resident fees
1325.00
985.00
1065.00
1155,00
1455.00
1405.00
7390.00
Donations
642.73
522.25
399.16
429.39
751.05
858.73
3603.31
Gifts/Memorials
0.00
200.00
11309.89
1883.40
204.48
10%29
14657.06
Material Donations to Other Agencies
Books n/a
n/a n/a
68
148
40
Magazines n/a
n/a n/a
17
24
24
0
•
DIRECTOR'S MONTHLY REPORT
GEORGETOWN PUBLIC LIBRARY
March 2000
HIGHLIGHTS
The library's grant proposal to the United Way, for $3,000 to purchase a free-standing outdoor
book drop, has been approved. Staff is now working to identify the most convenient and feasible
location for it.
The six security cameras are now operating. The monitor is located at the circulation desk.
The adult science books purchased with Velda Patton's donation have begun to arrive and are
being featured in a special display as they become available for check-out.
STAFF -- Out and About!
• Rosa Garcia and Kathleen Burnop went to Temple on March 3 to attend the annual workshop
for the summer reading program.
On March 3, Sheila Henderson attended a meeting in Plano of the committee to select the
participants in this year's Tall Texan Leadership class. The following week she attended the Texas
Library Association's advanced genealogy workshop, and March 29-April 1 she was in Charlotte,
NC at the annual conference of the Public Library Association.
• Ralph Love, staff historian and genealogist, conducted a six -week class in the history of
Georgetown and Williamson County for the Senior University. Sheila assisted him the first night of
the class by describing the resources available at the library.
• On March 8, Eric Lashley attended a CTLS focus group that discussed the fixture of Austin Public
Library. He was impressed with the usefulness of a focus group rather than a survey to assess
public opinions.
VOLUNTEERS
Students from Southwestern's APO fraternity have been entertaining the toddlers during
Wednesday storytimes. Their work has been very well received and will be missed when their
project ends.
The Friends volunteer coordinators, Arlene Schinke and Doug Dapper, held volunteer
recruitment meetings on March 27 and 30. Approximately 12 people indicated a willingness to
become volunteers. Training will take place in April.
0
• Gifts and. Memorials, March 2000
Judy, Don, and Ryan Parks
Doug Elliott
San Gabriel Woman's Club
In memory of Miss Kitt
In memory of Laurance Elliott
In Honor of Hope Elliott
50.00
King Coal
The Durbin Route
The Last Spike is
Driven
East Texas Memories
misc. genealogy donations 34.14
0 Draft 4/00
BY-LAWS
ARTICLE I
Name
As authorized by the City Charter, City of Georgetown and Georgetown City Ordinance Chapter
2.72. This body shall be known as the Georgetown Public Library Advisory Board.
ARTICLE H
Meetings
Section 1. The regular meeting of the Georgetown Public Library Advisory Board shall be
held on the second Monday of every month at 6:30 P.M., in the Library or at such other time and
place the Board may determine. [Certain meetings may be recessed as provided in the yearly
Advisory Board Calendar of Action.]
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 [and provided that proper
notice be posted.]
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.
Section_5. Any member of the Board who has two unexcused absences per term shall be
reported to the city council.
Section 6. [The latest edition of ] 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.
C:
"OPTIONAL SER VICES"
PROJECT A
Texas Municipal Library Directors Newsletter 0
Published Bi-annually
The Affiliate Newsletters have become one of the more important benefits of being a member of
an organization. This allows the members to be in touch with the officers while providing current
information regarding the changes that are happening within the profession. Because of this
importance, TML has developed a process that will ensure the membership will receive the
newsletter on a schedule as determined by the TMLDA Board.
In order for your newsletter to be mailed on time, a schedule will be established for its
publication, and a deadline to complete each stage will be determined. The fee assessed to the
affiliate will be based on the actual work done by the TML Staff, as established by the following
levels, or tiers of service:
Tier I
Mailing, Printing and Graphic Layout
7 Hrs.
$175
Tier II
Proofreading and Editing
8 Hrs.
$200
Tier III
Re -writing and Major Editing
8 Hrs.
$200
Tier IV
Scanning, Research and Writing
8 Hrs.
$200
This type of fee schedule will allow the Affiliate to contribute as much or as little as it chooses
toward the completion of its newsletter, while still allowing timely publication and mailing. For
example, your membership could have the TML Staff publish the newsletter in its entirety for an
amount not to exceed $775 per issue, plus material and postage.
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ARTICLE III
Officers
Section 1. The officers of the Board shall 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.
Section 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.
(iii) 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 -Chair:
(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 in Record Book.
ARTICLE IV
Section 1. Committees may be appointed for special purposes by the Chair and with the
consent of the majority of the Board.
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IV. Terms of Agreement. The programs and activities identified in this Agreement are
activities which TMLDA is performing on behalf of or in conjunction with TML. TML
hereby designates and appoints TMLDA as its agent in performing or providing those
programs and activities set forth in this Agreement. As an agent of TML, TMLDA shall
be included as a covered party under the Liability Coverage provided to TML as a
Member of the self-insurance pool known as the Texas Municipal League
Intergovernmental Risk Pool. For any programs or activities performed or provided by
TMLDA which are not set forth in the Agreement or for which are excluded from
coverage under the coverage provided by the Texas Municipal League Intergovernmental
Risk Pool, TMLDA agrees to indemnify TML for any such errors or omissions or other
actions. This coverage will be presented "at cost" to the Affiliate which is presently $25
per year.
This agreement will be in full force and effect until June 30, 2001— On June 30, 2001, and
on June 30th of each year thereafter, this agreement Will be automatically renewed for a
term of one year. However, this agreement may be terminated by either TML or Affiliate
on June 30th of any year, beginning with June 30, 2001, provided written notice of such
termination is received by the other party on or before March I st of that year.
In the event of termination, all expenses incurred by TML for the provision of services
relative to and as authorized by this agreement shall be paid by Affiliate. No expenses
shall be incurred by TML on behalf of Affiliate after TML receives written notice to
terminate this agreement.
V. Notice of Changes/Termination. A written notice of any changes or termination provided
under the provisions of Section IV of this agreement shall be sent certified mail, return
receipt requested. Such notice shall be deemed to have been received when the receiving
party signs the return receipt. Notices must be addressed to the respective, current
contact persons. Presently, these persons and their addresses are: 0
TMLDA
Sheila Henderson
Library Director
City of Georgetown Public Library
P.O. Box 409
Georgetown, TX 78627-0409
TML
John Philpott, Director
Program Development Department
Texas Municipal League
1821 Rutherford Lane
Suite 400
Austin, Texas 78754-5128
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ARTICLE V
Ex-Officio Members
Section 1. The Library Director shall be an ex-offcio member of the Board.
Section 2. The Central Texas Library System Representative shall be an ex-officio member of
the Board.
ARTICLE V
Powers and Duties of Board Members
Section 1. Board Members shall:
(a) Abide by applicable ordinances of the City of Georgetown.
(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 VU
Amendments
Section 1. [These by-laws were adopted , 2000 in their entirety.] 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 an amendment
would then be subject to approval by the City Council. [Any amendments shall be indicated by
the notation "amended in month -year".]
0
VI. Additional Services. TML and Affiliate may negotiate for additional services to be
provided by TML to Affiliate. Charges for any additional services not related to this
agreement shall be an amount agreed to by both TML and Affiliate. 0
VIL Miscellaneous Provisions
A. TML and Affiliate shall each designate a primary contact person for
communications related to matters addressed in this agreement. It is understood
that TNE's primary contact person will enlist the support of other TML staff
members to assist with the implementation of activities in this agreement. TNE's
primary contact person for Affiliate is John Philpott, Director, Program
Development Department. The Affiliate's primary contact person is the current
Affiliate President. Either party may change contact persons by providing the
other party with written notice in compliance with Section V.
B. This agreement shall be construed under and in accordance with the laws of the
State of Texas, and all obligations of the parties under this agreement are
performable in Travis County, Texas.
C. If any one or more provisions of this agreement shall be held invalid, illegal, or
unenforceable, the other provisions shall not be affected.
D. It is understood that the attachment(s) is provided to more fully explain how
project costs are derived. The Affiliate has the latitude to make any adjustments
within projects and project line items it deems necessary. Should such adjustments
significantly affect the overall agreement's bottom line (i.e. the total charge for all
services/projects), then Affiliate shall immediately notify TML's primary contact
person.
Executed this 4 1 — day of MOU&�L 2000
&",/
'By: Sheila Ve--nderson, Affiliate President
By: Gary Watkins, TML Deputy Executive Director
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