The URL can be used to link to this page

Home My WebLink AboutMinutes_LAB_08.10.2000Georgetown Public Library Advisory Board Meeting Minutes 8/10/00 The meeting was called to order at 6:36 p.m. Present were Nell Dickson, Joe Case, Lisa Hopkins, Claire Vogler, Dorothy Hagen, Judy Parks, Sam Arant, Jean Ehnebuske, Helen Jenkins, and Zora Evans. Eric Lashley, acting co -director, was present. Approve Minutes: The minutes from 7/10/00 were read. Zora noted an error in the section entitled "Library Board Discussion." The sentence in question now reads, "Everyone at the meeting, with the exception of Zora, concurred that Georgetown urgently needs a new and larger library facility in order to provide the expected and essential services to the community and to meet the increasing demands of the library patrons." Zora moved and Dorothy seconded correction of that specific sentence and with that the minutes were approved unanimously. Report on recent CTLS meeting/TexShare Policy Judy was unable to attend the CTLS meeting on August 4, but Eric Lashley was able to attend and combined a report of the CTLS meeting with the proposed TexShare program that was discussed at the meeting. This program would replace the Round Rock reciprocal borrowing program and would, among other things, allow Georgetown Library cardholders to have access to academic libraries, including Southwestern University. Eric presented a draft of the Georgetown Public Library TexShare Library Card Program policy for review. We will review this policy and present any questions or concerns we may have as a Board to Eric next month. Next month we will vote to approve this policy. Discuss proposed State Aid to Texas Public Libraries Program Eric also presented a very exciting piece of legislation supported by TSLAC which, if passed, would give every state -certified library money from the State of Texas. He urged the need for advocacy to the legislature. At our September meeting the Board will make a recommendation for our City Council to support the granting of these funds. In addition, we will develop a resolution for the State Legislature voicing our support Receiving this aid will possibly affect our long -teen planning and this is something we need to discuss further. Appointmant of two Board members to Citizen's Comami_ttee Nell received a letter from the mayor requesting two nominees from our Board for the citizen's committee to do a needs assessment. Claire and Sam had previously volunteered and were both willing to remain as the Board's nominees Joe moved and Lisa seconded this nomination and with no dissents the motion carried. Revision of La.brary Advisory Board By -Laws Assistant City Attorney Cathy Riedel responded to Nell's letter from April 17 regarding questions in the by-laws Many of these questions were answered and the by-laws were revised accordingly. There was one question unanswered about the term -length for board members. With that one question open, the remainder of the revised by-laws were approved; Lisa made the motion and it was seconded by Joe. Nell will ask the city attorney and will then make a clean copy of the by-laws to present to the September meeting for approval. Agenda for next meeting: At Jean's prompting, we resolved to attempt to bring the director's report back into the meeting as an agenda item. Eric will attempt to make a detailed list to put on the agenda so that we might discuss the latest "happenings" at the library. It will be a busy meeting next month. Included on the agenda will be: * Resolution about State Aid to the City Council and State Legislature * By-law changes * Eric will report inventory stats * Other options beyond new library (long-range goals) * Citizen Committee update * Update on Library Director search (nominate search committee) Zora moved and Dorothy seconded motion to adjourn meeting at 7:45 p.m. GEORGETOWN PUBLIC LIBRARY Comparative Fiscal Year Statistics 2000 Mar Apr May Jun Jul Annual Total Patron Visits Current Year 20329 15096 13257 21728 11624 150360 (y4-d) 1998-99 17028 14679 17414 21352 18703 194640 1997-98 10514 11259 10389 13159 18210 153997 1996.97 14595 15810 15730 17672 16M 161905 1995-96 9480 14538 11463 14241 11287 125397 1994-95 13387 10300 9746 10103 8967 113240 1993-94 8793 9603 7400 10622 9678 104437 Circulation 2000 Current Year 23936 20583 22402 31177 28733 229717 1998-99 21290 20033 18492 28532 24083 240419 1997-98 18320 17286 18299 24466 21604 220430 1996-97 18345 17847 17206 23132 23154 206504 1995-96 14447 13866 13491 18076 18711 174409 1994-95 16029 14241 15965 19532 18474 187548 1993-94 16178 14903 14220 19806 17353 182578 FY 1999-2000 Statistics Children's Programs Annual Total Attendance 799 564 717 2284 1851 8546 Programs 4 1 0 8 6 32 Story Time 10 10 11 6 6 85 Other (rour, Movies, Crafts) 1 1 2 4 3 12 Hom"Ork kelp (AMRNOON a) 0 0 0 0 0 Other Services ILL Ordered 65 49 40 70 50 488 ILL filled 42 42 36 61 42 424 49 Print Circuit 50 50 50 50 50 500 Volunteer Hours Adult 71.50 86.50 105.00 $2.00 94.75 750.50 Teen 40.50 47.50 2600 79.50 95.00 479.50 Community Service 9.00 8.00 12.00 56.75 41.00 143.75 Total 121.00 142.00 143.00 218.25 230.75 1373.75 Registrations City Residents -new 109 76 87 ill 113 1118 GISD Kids' Cards 0 2 2 3 0 295 Non -residents -new 23 27 27 56 32 286 Non -residents -renew 63 65 96 130 74 665 Total 195 170 212 300 219 2364 Cash Receipts Fines, room rentals 1586.04 1647.13 1819.32 1851.14 1705.59 16001.24 Non-resident fees 1405.00 1575.00 1915.00 2775.00 1775.00 15430.00 Donations 858.73 447.88 492.64 492.08 723.65 5759.56 GiftsiMernorials 1059.29 2714.00 1146.75 210.00 18458.00 37185.81 Material Donations to Other Agencies Books 40 164 0 Magazines 24 0 0 20 Note: Boldface numbers in "patron visits" do not accurately reflect traffic during those months. Counters are turned off during children's programs DIRECTOR'S MONTHLY REPORT GEORGETOWN PUBLIC LIBRARY July 2000 (HIGHLIGHTS • We received a check for $14,358 from the Gates Foundation for the purchase of four computers to be used for Internet access for the public. The computers will arrive with software completely installed and the grant includes the costs of wiring and hardware installation. Lee Sparks will attend the Gates technical support workshop before the hardware is shipped. The computers will arrive sometime in the next six months. • Staff was kept extremely busy all month with the Summer Reading Program. Eight hundred twenty-six children registered for the reading club and marry children and parents attended the programs (see the statistics for July for children's programs). • The Grand Finale of the summer reading program, which was held Thursday evening, July 27, at Chatauqua Park, and was sponsored by the Assistance League of the Georgetown Area, required the involvement of the entire staff. It was very successful and the association with the Assistance League was strengthened. STAFF -- Out and About! • Eric Lashley and Lee Sparks attended the Town Hall Meeting on July 6. • Lee Sparks attended the meeting of the Georgetown Library Foundation on July 18. • Kathleen Bowling, Valerie Ruiz, Cindy Baxter, and Judy Fabry attended customer service training sponsored by the CVB on July 18. • Danielle Plumer, Daniel Roblez, and Maria West attended City mandated gender awareness training on July 20. • Although they didn't leave the library, Sarah Samson and Ralph Love participated in a two -afternoon online workshop about genealogical resources available on the Internet. They both learned a lot and look forward to sharing this information with researchers who come into the library. • Eric Lashley attended the District 3 meeting at the Texas Library Association Assembly in Austin on July 28. Eric is treasurer of the district. VOLUNTEERS • The Assistance League of the Georgetown Area sponsored and cooked for the Grand Finale of the Summer Reading Program at Chatauqua Park on July 27. • The following volunteers helped in various ways with the Summer Reading Program thoughout June and July. Their dependable help was greatly appreciated. Mary Bacelis Nathan Halydier Alison Burnop Ben Braun Robyn Clay 18 Lisa Foss Suzanne Francis Garrett Halydier Michelle Harber Rachel Logue Will McKinnon Peggy Moore Desiree Zuehlke is Gifts and Memorials, July, 2000 Danielle Plumer King Kelson's Bride- Kurtz Linda Scarbrough 5 childrena's books William Samford The Chisholm Trail Douglas Elliott 7 history and railroad books, in memory and honor of Laurance and Hope Elliott Williamson Ciy Gem & Mineral Society renewal of Lapidary Journal Margaret Schuler $100 for achildrenn's programs Sates Foundation $18,358 for computers and software 0 from the Foundation Georgetown Public Library Advisory Board 808 Martin Luther King is Georgetown, Texas 78626 512-930-3551 17 April 2000 Ms. Marianne Banks Attorney -at -law City of Georgetown Hand delivered Re: Georgetown Public Library Advisory Board By-laws Dear Ms. Banks: Enclosed please find a copy of the by-laws adopted in the April meeting of the Library Advisory Board. These by-laws were based on sample by-laws in the Public Library Advisory Board Handbook published in 1992 by the Library Development Division of the Texas State Library. Changes were made in the sample to make the by-laws Georgetown specific. The Board did add the office of Vice -Chair in Article III, Section 1 of the by-laws. Such office is not provided in the Georgetown Municipal Code Chapter 2.72.020. Does the addition of this needed office create a problem? Not addressed in these by-laws is the term of service on the board. The fourth sentence of Chapter 2.72.020 of the Municipal Code states that the term of Library Advisory Board members shall be three years. The practice has been for members to serve two-year terms with a three -term limit as stated in the Georgetown Policy on Advisory Board Appointment. However, I understand that these policies are no longer in use. Could you please clarify the length of term for us? No signature lines have been included in these by-laws. Please let me know what the requirements are for an indication of official approval. Thank you so much for all your help in this matter. If you have any questions or I can be of assistance to you, please call me at 863-7244. Very truly yours, Nelf F. Dickson Chair 0 Enclosure TO: File FROM: Nell Dickson DATE: 26 Jul 00 RE: Advisory Board by-laws I In a telephone conversation today, following questions which she had Q) Should the revised s - e by-laws be r "s A) No, but please provide a copy of Q) Are the by-laws submitted to he City A) No. The sentence regardi by-law a I for approval can be delej d; and Q) Are there any eli y requirements for A) None. Assistant City Attorney, answered the in her letter of 30 June 00: J to the City Attorney for review? by-laws for the City Attomey's files; for approval? its being submitted to the Council of the Library Advisory Board? 0 0 • E TY GeRggtown June 30, 2000 Mrs. Nell Dickson Chair Library Advisory Board 144 Lost River Road Georgetown, Texas 78628 Re: By-law review Dear Mrs. Dickson; Thank you for submitting a copy of your by-laws to our office for review. I apologize for the delay in responding. Last night the Mayor and Council members met with the Chairs of the City's different Boards and Committees to address several issues, including by-law revision. I seized that opportunity to get the enclosed memo and individualized suggestions to the Chairs. To address the issues which you raised in your letter of April 17, 2000, I suggest the following revisions to your Board's by-laws: 1. Add Article on the membership of the Board —the number of members and the term of office, etc. You are correct in pointing out the inconsistencies in the Ordinance regarding the length of the term of office. The, more recent ordinance controls. The correct term of office is two years. 2. Address the Open Meetings Act. See suggested language in attached memo. 3. Add the term of office for officers 4. In Article II Section 1, don't you mean that certain meetings may be "canceled" rather than "recessed"? S. Finally, you ask if it is acceptable to add the office of Vice -Chair. A Board may not expand its grant of authority from the Council. However, I do not interpret the addition of this officer to be an expansion of the grant of authority. I do not see a problem with the creation of this office with its stated duties. I have enclosed a copy of the memo which was handed out at last night's meeting. Please give me a call if you have any additional questions or concerns. r�(ncerely, Cathy Riedel Assistant City Attorney Encl: (1) CITY ATTORNEY'S OFFICE 0 POST OFFICE Box 409 0 GEORCaETOWN, TEXAS 78627.0409 4 512/930-3653 a FAX: 512/930.3622 TO: File FROM: Nell Dickson DATE: 26 Jul 00 RE: Advisory Board by-laws In a telephone conversation today, Cathy Riedel, Assistant City Attorney, answered the following questions which she had not answered in her letter of 30 June 00: Q) Should the revised by-laws be re -submitted to the City Attorney for review? A) No, but please provide a copy of finalized by-laws for the City Attorney's files; Q) Are the by-laws submitted to the City Council for approval? A) No. The sentence regarding by-law amendments being submitted to the Council for approval can be deleted; and Q) Are there any eligibility requirements for members of the Library Advisory Board? A) None. 0 BY-LAWS r GEORGETOWN PUBLIC LIBRARY ADVISORY BOARD ARTICLE I s authorized by the City Charter, City of Georgetown and Georgetown Municipal Code 72. This body shall be known as the Georgetown Public Library Advisory Board_. d-� �riz,l� c ARTICLE I& TIT Meetings Section 1. The regular meeting of the Georgetown Public Library Advisory Board shall be held on the second Monday of every month 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, ecti s 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. w Section le Any member of the Board who has two unexcused absences per term shall be xoparted.to the city council v 4y— Section 7 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. April2000 Pagel P- ARTICLE )< XE Section 1. The officers of the Board shall be a Chairperson, a Vice -Chairperson, and a Secretary Ui kv -s-kQAJ b,e, e_le 0- e_d 4c, b nr- -yam +erP415. 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: C (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 _W_ J�:: Section]. Committees may be appointed for special purposes by the Chair and with the consent of the majority of the Board. 4M Page 2 ARTICLE V/ Section 1. The Library Director shall be an ex-officio member of the Board. Section 2. The Central Texas Library System Representative shall be an ex-officio member of the Board. ARTICLE VI I 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. Encourage in every possible way the development and advancement of the public library. ARTICLE VH I 0 Amendments Section 1. These by-laws were adopted April, 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 rm the proposed amendments at least ten days prior to such meeting. (�Ucan Famen meat "wou then be subject to approval by the City Council) Any amendments shall be indicated by the notation "amended in month -year." April 2000 Page 3 Suggested changes to By-laws ARTICLE I As authorized by the City Charter, City of Georgetown and Georgetown Municipal Code Chapter 2.72, this body shall be known as the Georgetown Public Library Advisory Board and shall serve in the capacity of a citizens' advisory committee to the Georgetown City Council and shall also serve to promote library programs and services in the community. ARTICLE II This Board shall be composed of nine voting members who are appointed by the city council to serve two-year terms and who shall serve with no compensation. eligibility requirements? ARTICLE III Section 4, All meetings and deliberations of the Board shall be open to the public and shall be conducted in accordance with the proisions of the Texas Open Meetings Act, Texas Conflict of Interest Statute and the City of Georgetown Ethics Ordinance. ARTICLE VIII Section 2. By-laws were amended in 2000. 9 • • Georgetown Public Library TexShare Library Card Program Contact: Eric Lashley Public Services Librarian 512-930-3550 Library Hours: Monday —Thursday: 10:00 a.m.- 8:00 p.m. Friday: 10:00 a.m.- 6:00 p.m. Saturday: 10:00 a.m.- 3:00 p.m. Library Telephone Number: 512-930-3551 Limitations: 5 items per borrower with a valid TexShare card. Circulating items only may be borrowed. No interlibrary loan privileges. ` Yk Eligibility: Georgetown Library patrons who have been cardholders in good standing for 6 months are eligible to participate in the TexShare program. TexShare cards will be issued with a 6 month expiration date and can be renewed if the patron does not have fines or lost books. Other patrons must present a valid TexShare card, photo ID, and proof of current address. Renewals: Materials may be renewed once unless another borrower is waiting for the item. Returns: Materials borrowed from the Georgetown Library must be returned to this Library, or mailed to us at: Georgetown Public Library 808 Martin Luther King, Jr. St. Georgetown, TX 78626 Overdue Notices: As a courtesy, the Library sends a first notice of overdue materials when they are 2 weeks late. Loan Policies: Books: 21 day checkout, except for new titles. New Titles: are either 7 or 21 day checkout. Books on tape, CDs, videos: 7 day checkout. The Library does not loan periodicals. Fines/Fees: Books: $0.05 per day New titles: $0.10 per day Books on tape, CDs: $0. 10 per day Videos: $ 1.00 per day Lost books: Books are declared lost when they are 2 months overdue. Patrons are required to pay the cost of the book and a $5.00 processing fee, or to replace the missing material. Policies of cxSharc member libraries can be found on the TexShare website, at www.texshare.edu E E 117 X X a) E 0 C 0 E E En a) 0 co as a) cc M U3 as X a) 0 W E Q_ 0 0 CU r- -0 _j (1) 0 cf M CL E Direct State Aid to Texas Public Libraries Think of the ways you'd like to expand and improve your public library's programs and services, if you only had the money. Think of the new programs and services you'd like to start, if only funding was TSLAC will consider a proposal to request direct state aid for Texas available. You could hire a full-time children's librarian; establish an after school homework center; furnish a young adult area in a branch; hire a story- teller to reach out to local schools and present programs on the oral tradition; expand a large print book collection; re -carpet the children's room; add computers and workstations to the reference area: send staff to training classes to improve their skills; and much, much more. All of these things may be possible if Direct State Aid to Texas Public Libraries becomes a reality. Direct aid for public libraries has been a dream for many Texas librarians for years. It is a dream shared by the Texas State Library and Archives Commission (TSLAC) and its director, Peggy Rudd. At its meeting on July 24, 2000, TSLAC will consider a proposal to request $20,000,000 in direct state aid for Texas public libraries In each year of the next biennium, beginning September 1, 2001, for a total of $40,000,000 in aid. Details of the program are far from final, but TSLAC anticipates that the funds will be distributed according to this formula: One -quarter of the state aid allotment would be divided equally among qualifying libraries, with each library receiving a base grant of at least $10,000. Three- quarters of the state aid allotment would be allocated as a match on total local operating expenditures from the second preceding year. Based on the total local operating expenditures from the most recently completed reporting year (1998), the match would equal just over six cents for every dollar expended locally. Clearly state aid would have a great impact on Texas public libraries, enabling them to expand and improve existing programs and services and to establish new programs and services. The State Aid for Texas Public Libraries Program would be predicated on a partnership between the state of Texas and local political jurisdictions. This partnership Is Intended to: • Improve public library services statewide • Ensure access to adequate public library resources and services for all Texans • Provide an incentive to local communities to extend public library services without charge to those residing outside each public library's legal service area • Build the capacity of each public library to serve as the information resource and lifelong learning center for its community • Enhance the public library's ability to address the Digital Divide • Improve the public library's ability to provide access to government information as part of the infrastructure supporting c-government efforts in Texas You will hear more about the State Aid to Texas Public Libraries Program in the coming months. If you have questions or comments, email Peggy Rudd at peggy.rudd@ts1.state.tx.us. Please see chart with sample allocations on Page 3. Match (6.2%) '98 Total Local on Total Local Library City Expenditures Expenditures TOTAL AID Abilene Public Library Abilene $1.551.343 $96.306 $106.306 Amarillo Public Library Amarillo $2.579.689 $160.144 $170,144 Boerne Public Library Boerne $207,165 $12,861 $22.861 Corpus Christi Public Library Corpus Christi $2.960.572 $183,789 $193.789 Edinburg Public Library Edinburg $723,626 $44.922 $54.922 Houston Public Library Houston $32,348.940 $2.008.186 $2.018.186 Liberty Municipal Library Liberty $250,561 $15.555 $25.555 Maud Public Library Maud $12.759 $792 $10,792 North Richland Hills Public Library North Richland Hills $1.070.914 $66.481 $76.481 San Antonio Public Library San Antonio $15,172,348 $941.882 $951.882 Utopia Memorial Library Utopia $4,394 $273 $10,273 3 • • • � 0 15 Not Th Life Texas Ubrary Association TEXAS LIBRARY ASSOCIATION Direct Aid for Public Libraries: 2001 Legislative Session Texas Public Libraries Need State Support Background Texas ranks 46th in the United States in per capita support for public libraries. If Texas is to remain competitive in the national and global economies, it must improve its investment in the education of its citizens. Many Texas areas —especially those in rurally isolated and impoverished areas —are too weak to support the level of library service that can contribute meaningfully to local economic development. Texas state government provides less that 25 cents per capita in indirect aid to local public libraries. Texas, in fact, ranks 36th out of the 44 states that appropriate funds for public libraries. In 2001, the Texas Library Association will seek increased support of public libraries through the Texas State Library and Archives Commission. Recommendation The proposed direct aid package constitutes an exceptional item to be included in the Texas State Library and Archives Commission's biennial budget. The request for $20 million dollars (per each year in the biennium) will help libraries improve collections, stay open longer, and provide access to information resources for a greater number of people. For many communities throughout the state, the proposed direct aid program will mean a significant increase in resources and programs. The direct state aid package for public libraries is based on an allocation of approximately 25% (of the $20 million per year) towards a base rate for all public libraries meeting minimum requirements for System membership and eliminating non-resident fees. The remaining amount (approximately 75%) will be allocated based on a match of local expenditures. The direct aid package would grant approximately $10,000 to public libraries in Texas plus an additional amount based on local funding. The amount of the matching allocation is based on the library's provision of access to local non-residents. Non -Resident Fee Impact on State Aid No Non -Resident Fee 100% Base 100% Allocation TexShare Card Program Participant 100% Base 85% Allocation Non -Resident Fee in place No Base 75% Allocation Our Message Libraries play a critical role in the well being of a community —at both the local and state levels. From education to recreation, libraries serve a multitude of functions, including offering educational choices for people of all ages and resources for businesses and other economically -related activities. Libraries bring communities together and provide a means to narrow the digital divide —that growing chasm separating those who have ready access to information and those who do not. Local communities throughout the state have proven the importance of libraries in their neighborhoods. With over 500 public libraries in the state and growing numbers of materials requests, our public is demanding improved library service. But as budgets decrease and the cost for providing updated collections and cutting edge technology increase, libraries are facing a crisis in funding. Already, local communities are providing over 90% of library funding. The state must do more to help its citizens. The proposed direct aid program of $20 million dollars represents a critical means for the state to invest in Texans and their future. ESTIMATED STATE AID ALLOCATION TABLE �7- • • CTLS CTLS Austin Public Library Austin CTLS Westbank Community Library Austin CTLS Lake Travis Community Library Austin CTLS Wells Branch Community Library Austin CTLS Teinert Memorial Public Library Bartlett CTLS Bastrop Public Library Bastrop CTLS Lena Armstrong Public Library Belton CTLS Blanco Library Blanco CTLS Nancy Carol Roberts Memorial Library Brenham CTLS Bryan/College Station Public Library System Bryan CTLS Moreau Memorial Library Buda CTLS Buffalo Public Library CTLS Burnet County Library System CTLS Harrie P. Woodson Memorial Library CTLS Cameron Public Library CTLS Cedar Park Public Library CTLS Nellie Pederson Civic Library CTLS Copperas Cove Public Library CTLS Dripping Springs Community Library CTLS Elgin Public Library CTLS Fairfield Library CTLS Florence Public Library CTLS Gatesville Public Library CTLS Georgetown Public Library CTLS Rufus Young King Library CTLS Jennie Trent Dew Library CTLS Maffett Memorail Library CTLS Hamilton Public Library CTLS Harker Heights Public Library CTLS Smith -Welch Memorial Library CTLS Hewitt Community Library CTLS Hillsboro City Library CTLS Johnson City Library CTLS lone Jones Community Library CTLS Killeen Public Library CTLS Kyle Community Library CTLS Fayette Public Library CTLS Lago Vista Community Library CTLS Lampasas Public Library CTLS Leander Public Library CTLS Llano County Library System CTLS Dr. Eugene Clark Library CTLS Luling Public Library CTLS Madison County Library CTLS Marlin Public Library Buffalo Burnet Caldwell Cameron Cedar Park Clifton Copperas Cove Dripping Springs Elgin Fairfield Florence Gatesville Georgetown Giddings Goldthwaite Groesbeck Hamilton Harker Heights Hearne Hewitt Hillsboro Johnson City Jonestown Killeen Kyle La Grange Lago Vista Lampasas Leander Llano Lockhart Luling Madisonville Marlin 14,660,263 291,395 98,291 30,210 21,189 180,332 97,411 15,948 218,704 1,370,486 65,580 26,818 381,879 42,925 58,283 338,288 4,504 323,639 69,496 49,509 42,217 13,239 112,094 749,471 109,584 7,249 53,179 44,332 149,422 57,160 57,698 204,330 20,083 23,571 763,944 40,218 75,114 17,396 105,651 28,106 248,740 259,168 66,390 78,460 26,700 827,134.44 16,440.55 5,545.59 1,704.45 1,195.49 10,174.36 5,495.94 899.79 12,339.32 77, 323.04 3,700.03 1,513.08 21,545.68 2,421.84 3,288.34 19.086.26 254.12 18,259.77 3,920.98 2,793.31 2,381.89 746.95 6,324.36 42,285.28 6,182.75 408.99 3,000.37 2,501.22 8,430.41 3,224.98 3,255.33 11, 528.33 1,133.09 1,329.88 43,101.85 2,269.11 4,237.94 981.49 5,960.85 1,585.75 14,033.95 14,622.30 3,745.73 4,426.73 1,506.42 837,134.44 26,440.55 15,545.59 11,704.45 11,195.49 20,174.36 15,495.94 10, 899.79 22,339.32 87,323.04 13,700.03 11,513.08 31,545.68 12,421,84 13,288.34 29,086.26 10,254.12 28,259.77 13,920.98 12,793.31 12,381.89 10,746.95 16,324.36 52,285.28 16,182.75 10,408.99 13,000.37 12,501.22 18,430.41 13,224.98 13,255.33 21,528.33 11,133.09 11,329.88 53,101.85 12,269.11 14,237.94 10,981.49 15,960.85 11,585.75 24,033.95 24,622.30 13,745.73 14,426.73 11, 506.42 3 • LIBRARY ADVOCACY GRADE CARD Calling all boards! ABCDF 1. Each member contacts at least one local elected 4 times per year. 2. In the past year, at least four elected officials have attended library events. 3. We get good media coverage when electeds come to the library. 4. We cooperate with nearby libraries to advocate with local electeds, leaders. 5. Advocacy is part of our written strategic plan. 6. Advocacy is part of our board member job descriptions. 7. We use the media effectively in advocating with local, state electeds. 8. All members informally talk up libraries with electeds, leaders, influentials. Scoring: A=4, B=3, C=2, D=1 and F=O. Divide the total by 8. * 3.5 or higher? Congratulations, you've made Dean's List! * 3.0 - 3.4? You're trying, but there's room for improvement. * 2.0 - 2.9? Problem City! Get advocacy training ASAP. * 1.9 and below? Run, don't walk, to put advocacy on your board's next agenda. My own actions ABCDF 1. I regularly talk about the library with city/county electeds (church, socials, etc.) 2. 1 go to our state's Legislative Day each year. 3. 1 contact my state rep and senator at least annually. 4. I'm emailable or faxable (fast response to TLA). 5. 1 send copies of any advocacy emails, faxes and letters to TLA and my director. 6. I'm rehearse before calling or seeing an elected. 7. 1 use FAQ and other materials when contacting an elected. 8. 1 stick to the point when contacting an elected. Scoring: You know what to do! • ADVOCACY ABCs Long-term goals 1. Position your library to get support from decision -makers (DMs) -- voters, city council, county commissioners, etc.). 2. Be savvy about electeds concerns, worries -- re-election, image, power, etc. 3. Know city, county and state budget -making calendars. 4. Show grassroots support for libraries. Short-term goals 1. Get your entire board on board! 2. Assemble your team -- board, director, Friends, etc. 3. Ask customers and partners to advocate for the library such as home schoolers, church groups, civic/social groups, economic development, business, etc. 4. Develop advocacy goals that support your library's strategic plan. 5. Develop advocacy goals in tandem with Texas Library Association and regional systems. 6. Use materials, venues of library and non -library groups -- newsletters, websites, events, etc. Tools of the trade 1. Numbers -- statistics, demographics, trends, costs, savings, etc. 2. Gameplan 3. Assigned responsibilities 4. Calendar of events 5. Variety of methods, such as: • In -person contacts such as their office, informally in community, group, in the library, etc. • Letter • Phone • Fax • Email • Telegram • Mailgram • Legislative Day • Media coverage -- from "Pajama time storytellers" to ribbon cutting to the elected's announcements • Membership call for action -- must provide need, facts, outline but not a form letter • Partners -- call for action of their board, membership; use their publications and venues • Library newsletter, PSA, column in local paper, press releases • Contacts by friends, influentials, other electeds, business leaders, etc. • Special library events such as Teen Read Week and Connect for Kids @ the Library Day • Talk radio 6 • ADVOCACY DO'S, DON'TS AND PITFALLS TO AVOID Do: 1. Work with your own director, TLA's Legislative Committee and the State Library. 2. Anticipate the elected's questions, especially on benefits to end users (voters!), costs, savings. 3. Be brief, appreciative, specific, informative and courteous. 4. Know what you're going to say! Use the "Library Advocacy Pocket Checklist:" J The issue is (50 words or less): Three key points are: (1) (2) (3) 4 This is important to our library and your district because: This is what we are requesting you to do: Thank you for your time! [For personal use only: What I need to do now:] (1) Write a thank you note by (2) (3) Items 3 and 4 adapted from ALA's Washington Office website <www. ala. orghvashofp Do not: 1. Wing it! Practice in advance what you're going to say. 2. Forget to mention your affiliation -- board member, Friend, etc. 3. Be overly familiar in person or on the phone. Minimize first names. This is library business, not a social call. 4. Take too much time. Electeds are very busy people. 5. Cover too many topics. Stick to 2-3 main points. 6. Be vague. Specify the action you want, such as "Please vote Yes on BB2403" or "Please sponsor this draft bill" (and hand him/her a copy). Pitfalls to avoid 1. Being a good cause isn't enough! 2. Not knowing your goal, facts or materials. 3. Not taking the right team to see the elected official, such as director, trustee, Friend and personal friend. Is' 4. Not doing your homework, especially statistics, costs, savings, etc. C • Correct form of address • In a letter -- "The Honorable • In person -- "Representative CONTACTING ELECTEDS "(full name) it or "Senator ," at least to start out. Other information • "Sincerely yours" with your full name. If handwritten, print your name beneath the signature. • Give your official title, such as "Trustee, XYZ Public Library" or "Member of the Friends of the XYZ Public Library" to show your competency to address the issue. However you communicate, get it there on time! Letters • Use official letterhead where possible. Otherwise, use plain white paper. • Do NOT send or copy form letters! They are a turn-off for your issue ... paraphrase. • Tell how this issue will affect your library ... and therefore his/her electorate! • Offer to talk to them at any time; include your address and/or phone/email. Emails, faxes, telegrams, mailgrams, etc. • Deadlines count! Use these when you must get a message delivered fast! • If possible, ask your legislators (or his/her secretary) what they prefer. • Use the method that's most comfortable for you. • Remember the two big advantages of email and fax -- it gets there fast and with the words you want! Petitions -- At the 2000 ALTA preconference, former 18-year Illinois representative Terry Steczo stated that petitions are typically not read by the signers, so they are normally discounted. Postcards -- Use only to write your own words. Do NOT use form postcards where you just sign and address it to an elected. Tips for success 1. Talk about your library's users, not the library. 2. Use your own words. 3. Use the specific bill number, such as "HB2043" or "Substitute HB2043." 4. Give concrete reasons for your position, such as "We could help the 43 homeschoolers who came in last month if it or "Having a statewide database license would save us $1,763 per year." 5. Keep your letter, email or fax short. 6. Always follow up by thanking the "yes" votes! Where possible, thank all the rest for considering the issue. 10 Adapted in part from ALA's Washington Office website <www.ala. org1washoff�> Step #1. Know the reality factors! 1. Expect little advance notice for you to call, email, etc. 2. Expect differences of opinion on your team -- advocacy is an art not a science. 3. Demand that your team has a gameplan! Nobody wants to waste precious time. 4. Electeds are super sensitive around election time. 5. Electeds are busy and easily distracted. Step #2. Create your gameplan (adapted from Libraries far the Future's Mam{al; see bibliography) 1. Define the problem -- services to customers; legal; fiduciary; other? 2. Establish goals and find memorable slogans, such as "10% state aid by 2010" 3. Understand the environment -- trends, demographics, competition, etc. 4. Identify target audience including the media; also identify partners. 5. Select a mix of methods -- in -person, paper, electronic, other groups' venues, etc. 6. Establish a calendar of events -- what, when, who's responsible, etc. Step #3. Get your tool kit ready A. Know those budget deadlines! (city, county, state). B. Have easy -to -understand material(s) for busy people -- 1-2 page handout; FAQ; bookmark, etc. iC. Use only 2-3 major points on each material. D. Get customer testimonials and examples for materials, presentations. E. Disseminate the calendar F. Put together the right team for an in -person visit Step 94. Practice makes perfect A. Fill out the above Pocket Checklist form B. Practice what you will say in person or on the phone Step 5. Just do it! A. Select the easiest person for you to contact B. Have your Pocket Checklist, FAQ and materials at hand C. Cover every part of your outline; don't leave anything out D. When you don't know an answer, say you'll get back -- and do it! Step 6. Report your actions A. Make a copy of each letter, fax, email, etc. and send to your director, legislative chair, etc. B. Keep track of your contact such as date, who exactly you talked to/title, date thank you letter sent, etc. 0 0 Is 0 Shirley Rinn 8/0112000 08. 6 PM To: Kimberly Garrett/City of Georgetown@City of Georgetown, Murray Blackman, Judy Fabry/City of Georgetown@City of Georgetown cc: Subject. Citizen's committee for study of parkland, transportation, library -facilities needs The mayor is preparing a letter to the Parks & Recreation Board, The Library Board, The Youth Advisory Beard, as well as the Chamber of Commerce, The Georgetown 4B Corporation and The Library Foundation. Additionally, letters will also go to neighborhood associations within the City to ask for recommendations to fill several of the citizen -at -large positions available, The purpose of this letter will to be to ask each board to recommend one or two of its members to serve on the citizen's committee to look at the needs/funding issues with regard to parks, transportation and library -facilities needs. They would like for these people to be recommended as soon as possible so that they can complete the interview process prior to the end of the month. You should receive a copy of this letter within the next week, but l wanted to let each of you know so that you can go ahead and get the item on your agendas for your next meeting. Here is a description of the item that was on the agenda if you need some of the language to prepare your agenda items, Call me if you have any questions, 'Discussion, consideration and passible action regarding the appointment of a citizen committee for the review of transportation, parks, library and facility needs, including (1) committee makeup; (2) the method of appointment of the committee, (3) the charge to the committee; {} timetable for recommendations back to council-- Lee Bain and MaryEllen ersch" Thanks Shirley. Judy Fabry Georgetown Public Library Georgetown, TX 78626