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HomeMy WebLinkAboutMinutes_LAB_09.11.2000Georgetown Public Library Advisory Board Meeting Minutes 9/11/00 The meeting was called to order at 6:30 p.m. In Attendance: Board members present were Nell Dickson, Lisa Hagen, Judy Parks, Sam Arant, Jean Ehnebuske, Eric Lashley and Lee Sparks, acting co -directors, Browning was present. Joe Case's absence was excused. Hopkins, Claire Vogler, Helen Jenkins, and Zora Verna were present. Dorothy Evans. Approve Minutes: The minutes from 8/14/00 were read. Lisa noted that she inadvertently left out Vera Browning-'s name as having been present at the meeting. With this correction, Jean moved and Claire seconded approval of the minutes. Director's Report: Eric summarized the "Director's Monthly Report." During last month's inventory, it was discovered that 504 volumes were missing. It is not yet known how many of those are simply miscatalogued and how many have been stolen TexShare Policy --final draft: Eric presented a final draft of the Georgetown Public Library TexShare Library Card Program policy for review. Dorothy moved and Helen seconded approving this final draft with unanimous concurrence. Citizen Cnmmittee--Sam Arant and Claire Vogler The board discussed the fact that Sam's name was omitted from the recent Williamson County Sun article on the citizen committee. This was probably an oversight. There has been no information or action regarding the citizen committee, so this item will be placed on the October agenda. Resolution to City Council on State Aid to Texas Public Libraries Program. The board discussed the letter to the Georgetown City Council regarding the State Aid Program. Nell has volunteered to draft a letter indicating our desire for the Georgetown City Council to request proactive support from the state legislature in making this program a reality. Jean suggested the letter be in the form of a cover letter accompanying TLA's Direct Aid for Public Libraries explanation, description, and statistics on the program. Resolution to Legislators on State Aid to Texas Public Libraries Program Eric passed out a handout from the Texas State Library and Archives Commission regarding support of this proposal. He noted that February 6 and 7 of 2.001 is Legislative Day and that perhaps the library could gather a caravan to go to Austin in support of this proposal and the libraries of Texas. Further discussion on a letter was postponed until we can more carefully read and thereby incorporate the information on Eric's handout. This item is tabled until next meeting. Search Committee far Library Director: Verna reported that the application period for the position was closed last Friday (9/8/00). The interview process will begin quickly, depending on the schedules of the search committee members. We discussed the formation of this search committee and who should comprise this group. Verna requested that three to five people from the Advisory Board sit on the committee. Dorothy and Judy expressed their desire to be on the search committee. Nell and Lisa agreed to be listed as alternates. The board supplied a list of questions to Verna for the search committee to ask the interviewees. Approval of Ry-laws: After speaking to Cathy Reidel and learning that the City Council does not address term limitations, Nell revised the by-laws to reflect a two -term limit for board members. After discussion, Lisa moved to accept the by-laws as revised by Nell, striking the phrase "shall be limited to two terms." There will be no tent'. limit. Sam seconded the motion The Board approved the motion with Dorothy dissenting. Discussion of Building Options Zora presented a few alternatives to consider while we await a new library, such as converting the current meeting room into a collection room, adding a branch library, and/or reconsidering Tom Nichols' library expansion plans. Nell called for a renewed discussion and resolution regarding the advisory board's position on the need for a new library. Claire moved and Dorothy seconded a motion that the board, as a whole, reaffirms its original recommendation for a new central library. A11 in favor; none opposed the motion. Long Range Plan update Eric and Judy Fabry discussed with Pat Tuohy the need to revise and update the Long Range Plan. Pat recommends the formation of a committee that would meet with her over a period of three sessions in order to come up with a new Long Range Plan for the Georgetown Library. A memo was distributed outlining this proposal. We will invite Pat Tuohy to attend our next meeting to discuss this process In preparation, the board members will review the current Long -Range Plan, the memo dated August 21 regarding the proposed long-range planning, and the overall concept of setting long-term goals. Zora moved and Dorothy seconded motion to adjourn meeting at 9:35 p.m. DIRECTOR'S MONTHLY REPORT GEORGETOWN PUBLIC LIBRARY August 2000 • The library was closed August 9, 10, and 11 so that staff could do the annual inventory. We looked for all books that had not circulated during the past year, to determine whether they were actually on the shelves. Those not found were considered "Missing Inventory" and we have since been looking again to see whether they are truly missing. Many have been found to have different call numbers on the spine labels than appear in the catalog. Sally Bernier, our cataloger, is correcting these mistakes. • On the last day of inventory we were able to accomplish some much -needed housecleaning. The magazine collection was weeded, giving us additional shelf space in the staff work area. Storage areas also were cleaned out. • The former director's office has been turned into four cubicles for staff. The director's office has been moved to its former location adjacent to the circulation desk. • We began issuing TexShare cards around the middle of the month. STAFF ACTIVITIES * On August 4, Eric Lashley and Judy Fabry attended a Texas State Library -sponsored workshop where they learned about advocacy for the proposed state aid for public libraries program. * Lee Sparks attended the meeting of the Georgetown Library Foundation on August 14. * Judy Fabry attended a seminar on effective communication on August 14.. * Staff members who had not attended City -mandated gender awareness training during July did so this month. • Kathleen Bowling gave a Cub Scout troop a tour of the library. • CTLS sent an additional 100 large -print books to add to our library that circulates to the nursing homes. Kathleen Bowling, who is in charge of this program, instituted a quarterly schedule for rotation of these books instead of every three weeks, to give people who read more slowly an opportunity to borrow books, too. • Sarah Samson gave a tour and answered questions for a class from Zion Lutheran School. • Danielle Plumer completed a summer -long project of identifying gaps in series of books in the mystery collection. Lee Sparks has ordered more than 100 books to complete these series. VOLUNTEERS • Two special education students are volunteering at the library on Thursday and Friday afternoons. • The Friends are continuing to add volunteers to their program. Twelve people have adopted sections of the shelves to keep in order, six people are coming in weekly to shelve for two-hour periods, and there are now viunteers to help Monday through Friday with the opening procedures. * Children in the Benold after -school program are volunteering in the Children's Room one afternoon each week. GEORGETOWN PUBLIC LIBRARY Comparative Fiscal Year Statistics 2000 Jun Jul Aug Sep Annual Total Patron Visits Current Year 21728 11624 18377 168737 (y-t-co 1998-99 21352 18703 11135 11201 194640 1997-98 13159 18210 16650 19510 153997 1996-97 17672 16999 13031 12976 1619M 1995-96 14241 11287 10271 8558 125397 1994-95 10103 8967 7700 7218 113240 1993-94 10622 9678 9231 9045 104437 Circulation 2000 Current Year 31177 28733 23384 253101 1998-99 28532 24083 21902 18237 240419 1997-98 24466 21604 18778 18268 220430 1996-97 23132 23154 17993 16447 206504 1995-96 18076 18711 15136 12000 174409 1994-95 19532 18474 16662 14867 187548 1993-94 19806 17353 17351 14832 182578 FY 1999-2000 Statistics Children's Programs Annual Total Attendance 2284 1851 0 8546 Programs 8 6 0 32 Story Time 6 6 0 85 Other (four, Movies, Crafts) 4 3 0 12 homework help (AFTERNOONS) 0 0 0 Other Services ILL Ordered 70 50 54 542 ILL filled 61 42 25 449 Lg Print Circuit 50 50 50 550 Volunteer Hours Adult 82.00 94.75 107.50 858.00 Teen 79.50 95.00 21.00 500.50 Community Service 56.75 41.00 42.75 186.50 Total 218.25 230.75 171.25 1545.00 Registrations City Residents -new 111 113 81 1199 GISD Kids' Cards 3 0 1 296 Non -residents -new 56 32 28 314 Non -residents -renew 130 74 63 728 Total 300 219 173 2537 Cash Receipts Fines, room rentals 1851.14 1705.59 1459.88 17461.12 Non-resident fees 2775.00 1775.00 1490.00 16920.00 Donations 492.08 723.65 514.23 6273.79 Gift/Memorials 210.00 18458.00 510.27 37696.08 Material Donations to Other Agencies Books Magazines 20 Note: Boldface numbers in "patron visits" do not accurately reflect traffic during those months. Counters on security gates are turned off during children's programs. is Ll GC(T� OF eofggto�,.q September 7, 2000 Dear GISD-KindergartenTeacher: Lance again, the Georgetown Public LiBi have registered more than 3,500 student, distribute the letter and application fi please contact your school office or call for students. ry is offering library cards to all GISD students. We since our program began three years ago. Please to" all of your students. If you need more letters, 1 library at 930-3552. Please note: this program is only We will return to the school to pick up kindergarten applications on September 22, 2000. Kindergarten students are the only ones for whom we are doing at -the -school pickup of ll applications. Aother students arc being told totake their applications directly to .the librarybecause we believe most GISD students wh\q want cards already have them. We especially appreciate your c operation in collectin the applications from your students. We are well aware of the extra effo it takes; but we want to ake it as easy as possible for children who are just entering school to have library cards. We bell ve the benefit is great, particularly for students who live outside the city limits and ordinarily wou have to pay $15.00 per year for a library card. % i r THANK Y©Ui! GEORGET13WN PUBLIC LIBRARY BOB MARTIN LUTHER KING - GEORGETOWN, TEXAS 78626-5527 • 512/9310.3551 # FAX: 512/930.3622 * TOO: 512/930-3507 Page 1 of 2 Georgetown Public Library TexShare Library Card Program Eligibility Georgetown Public Library members who have been cardholders in good standing for three (3) months are eligible to participate in the TexShare program. TexShare cards will be valid for twelve (12) months and may be renewed if the patron does not have fines or lost books. In the case of non-residents, TexShare cards will expire on the same date as their Georgetown library cards. Other patrons must present a valid TexShare card, photo ID, and proof of current address. Limitations Five (5) items per borrower with a valid TexShare card. Circulating items only may be borrowed. No interlibrary loan privileges. 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: 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 two (2) weeks overdue. Loan Policies Books: 21-day checkout, except some new titles. New Titles: may be either 7- or 21-day checkout. Books on Tape, CDs, Videos: 7-day checkout. The Library does not loan periodicals. Fines/Fees Books: New titles: Books on Tape, Videos: $0.05 per day $0.10 per day CDs: $0.10 per day $1.00 per day Page 2 of 2 • Lost materials Materials are declared lost when they are three months overdue. Patrons are required to pay the cost of the material and a $5.00 non-refundable processing fee, or to replace the missing material. Policies of TexShare member libraries can be found on the TexShare website: www.texshare.edu Approved: Director of Library Services Nell Dickson, Library Advisory Board Chair George Russell, City Manager Date Date Date • BY-LAWS • GEORGETOWN PUBLIC LIBRARY ADVISORY BOARD ARTICLE I Name and Purpose 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 11 Membership Section 1. This Board shall be composed of nine voting members who are appointed by the City Council. is Section 2. Members of this Board shall serve two-year terms and shall be limited to two consecutive terms. ARTICLE III Mee!ings 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. 0 April 2000 Page 1 0 ALT-651 Flex Crac Cold Pour Crack Sealer or equal in 55 gal. Drums APPRX. QTY. ALLSTATE COATING 150 DRUMS $225.00 TOTAL FOR 150 DRUMS (8250 GALSI g2 50.00* *Low Bid 1E • • Section 3. A majority of the members shall constitute a quorum at all meetings of the Board. Section 4. All meetings and deliberations of the Board shall be open to the public and shall be conducted in accordance with the provisions of the Texas Open Meetings Act, Texas Conflict of Interest Statute and the City of Georgetown Ethics Ordinance. Section 5 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 6. Any member of the Board who has two unexcused absences per term shall be reported to the city council. Section 7. The latest edition ofRober6 Rules of Order Newly governRevised 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 IV 0 Officers Section 1. The officers of the Board shall be a Chairperson, a Vice -Chairperson, and a Secretary, who shall be elected to one-year terms. 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. April 2000 Page 2 APPRX. QTY. ALLSTATE COATING ALT-651 Flex Crac Cold Pour 150 DRUMS $225.00 Crack Sealer or equal in 55 gal. Drums TOTAL FOR 150 DRUMS'(8250 GALS112M50.00* *Low Bid • .I E E (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: (1) 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 V Section 1. Committees may be appointed for special purposes by the Chair and with the consent of the majority of the Board. ARTICLE VI Ex-Officio Members Section 1. The Library Director shall be an ex-officlo, member of the Board. Section 2. The Central Texas Library System Representative shall be an ex-officio member of the Board. ARTICLE VII 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. April 2000 Page 3 • • I-] BID TABULATION SHEET BID NO. 20036 — COLD POUR CRACK SEALER APPRX QTY. ALT-651 Flex Crac Cold Pour 150 DRUMS Crack Sealer or equal in 55 gal. Drums TOTAL FOR 150 DRUMS (8250 GALSIIIIZ50.00* a ALLSTATE COATING $225.00 �m • (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 VIII 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 the proposed amendments at least ten days prior to such meeting. Any amendments shall be indicated by the notation "amended in month -year," Section 2 By-laws were amended in 2000. 9 0 0 April 2000 Page 4 • • El BID TABULATION SHEET BID NO.20036 COLD POUR CRACK SEALER APPRX. QTY. ALLSTATE COATING ALT-651 Flex Crac Cold Pour 150 DRUMS $225.00 Crack Sealer or equal in 55 gal. Drums TOTAL FOR 150 DRUMS (8250 GALS) $33,750.00* *Low Bid • • To: Library Advisory Board Members From: Nell Dickson, Chair Date: 1 September 2000 Re: History of advisory board's recommendation for new central library This memo was prepared to provide a summary of the considerations and information that formed the Georgetown Library Advisory Board's recommendation that the city build a new central library building. Please note that all documents referenced have already been provided to you with the exception of the needs assessment by Brinkley -Sargent Architects that is attached. Background When the present library building of 17,000 square feet was dedicated in 1988, the population of Georgetown was 12,332 and library circulation was 100,999. In the early 1990s, Georgetown began to grow and, by 1996, population was 20,300 and library circulation was 174,409. Recognizing a pattern of increased library use and greater demands for additional and different books, materials, services and programs, the staff and advisory board began to focus on how to meet the present and projected needs of the growing community. It was readily apparent that the present building was near -capacity for holding collections and over -capacity for children's summer programs and opportunities for computer access were limited by space constraints. These observations were supported by hard data that presented the increase in the number of library cards issued, in circulation statistics and in attendance from children's programs. Before examining various solutions, staff and board used statistics and projections to pose a working proposition: If the city's population and the library's circulation had almost doubled in the eight years the library had been open, the library was already near capacity and the pattern of population growth continued, the minimum expansion space should double existing square feet. Chronological development May 129-2 The owner of a local construction firm inspected the building and reviewed the original building plans for a 3,800 square foot expansion taking in the courtyard and pushing out the west wall. During his report to the board, he reluctantly made a rough estimate of $1 million cost or $263 per square foot; expanded building would total 20,800 square feet. He informed the board that building had no structural support for upward expansion, but such support could be added at a high dollar. 0 April 1998 A local architect proposed an expansion of 11,206 square feet taking in the courtyard and adding a partial second floor. His reluctant rough estimate was $3 million or $91 per square foot pla structural support costs. Total library square feet after expansion would be 28,206. Note: For purposes of comparison, the most recent construction of a new city building was the Georgetown Parks and Recreating building completed in 1995 at a cost of $1.2 million for 17,000 square feet or $59 per square foot as per Randy Morrow, Director, Georgetown Parks and Recreation. Mayes At the annual library retreat, the staff and board reviewed the library's Long Range Plan and continued discussions of future library needs. In an expansion workshop both proposed plans were considered with existing building factors, the staff and board agreed that • the current site is a good location but is a confined area without space for needed building, parking or grounds expansion, • the existing building has design flaws which expansion will not solve, i.e., lack of interior space flexibility; lack of wiring for increasing technology needs; areas with poor to no air circulation that result in heating/air conditioning flow difficulties and humidity build-up; east -facing window walls with heat build-up; flat roof with a continuing history of leaks, and • gaining limited and inadequate space by expanding the existing library would a short-lived temporary solution and a false economy. Summer 1998, Staff and board understood that the expansion plans would be tabled while the city and the Georgetown Area Community Foundation (hereafter GACF) explored the idea of a community center where the library would be housed with social services non-profit organization and/or with other city departments. Library staff and board members were not involved in these discussions. July 1998 The board was asked by the city to recommend a potential site for a new library building; the northeast comer of Austin Avenue and Stadium Drive was named. March 1999 A needs assessment of the library commissioned by the city was completed by Brinkley -Sargent Architects who determined the space needed to be 33,057 square feet. May. 1299 A "Facility Development Program for Georgetown Public Library" was prepared by the library director. June 1999 A "State of the Library" report was prepared by the board for the mayor and city council. It stated the near -capacity of library, the accomplishment of all Long Range Plan goals possible with existing space and staff, and the pressing need for more space to maintain the level of service now expected by patrons. • July 1999 A follow-up letter to the report cited above was sent to mayor and council. Fail 1999 Discussions on the community center proposed by GACF (see Summer 1998, above) included elected city officials, city staff, the library director, the advisory board chair and a representative from the Georgetown Library Foundation. The library's minimum space requirement of 34,000 square feet as well as other library specific needs were provided when requested for a preliminary site plan. November 1999 Advisory board members conducted a survey to determine patrons' responses to constructing a new stand-alone library, housing a new library wih non-profit organizations, housing a new library with other city departments, or housing a new library with non -profits and for -profits. The survey showed that 71 % of those canvassed want a separate, stand-alone library building. N ycmbcr 1999 An architect presented to the GACF, elected city officials, city staff, the library director, the advisory board chair, and a representative from the Georgetown Library Foundation a preliminary site plan for the proposed community center. The plan gave the library only 29,000 square feet with no room for expansion. The plan allowed no close -by surface parking and no close access for children, the chronologically enriched or deliveries. The library representatives concluded that since the plan could not accommodate stated minimum library needs, further collaboration with the group would not be productive. ecembcr 1999 The letter of recommendation to the mayor and city council for a new central library was composed by board members, unanimously approved, signed by all board members and delivered. Febxnary2.000 The recommendation for a new central library was made by library advisory board chair at a city council meeting. Statistics Since the working proposition was posed, the pattern of significant population growth and increased library use as measured by circulation has continued as indicated by the following figures: 1996 population 20,300 Library circulation 174,409 1997 population 24,200 Library circulation 190,000 1998 population 25,500 Library circulation 220,430 1999 population 26,400 Library circulation 240,419 Statistical sources: City of Georgetown Annual Report 1996-1999 and Texas Public Library Statistics. Note., Georgetown Library Foundated voted in July 1998 to set aside $20,000 as building fund seed money. • City of Georgetown I c.City _ Needs Asseme i2equiemesS'DatParks She , Library and Recreation Serviceurrent s i Projected2i}!0 r..Area Requirements Vestibule Book Drop i Lobby Toilets (3 stalls) Meeting Room (100 Sea-- —ats Storage Board Room (18) I �1L�ulatlon D cYidlI Circulation Desk Library Services Director Prof. Assist./Special Projects Asst. Lib Director Systems Coordinator Public Service Librarian Technical Services Librarian Staff Assistant -Library Eve./Weekend Supervisor Workroom Library Assistant -Public Service Library Assistant-Interlibra Library Assistant-Evenino ry Loan i-.,_myn uays (pm Technical Servlce ►Lib. Tech. Serv. C j—•Book Processing Ai Texas _History Room rchive Storage Conference room (12 Staff.Lounge Net Subtotal 20% Gross Circulation Total Gross Sn t3rinl Y Sargent Archtitccrs,►nc. t99 ? 0.2, 1 1 0.75 4 100 40 250 180 12 150 288 1200 O:6 216 PO4 . 154 P05 176 '04 154 '04 154 '04 154 O3 120 03 120 fi200 Ws2 S2 L L L t 100 1 40 - 250 , 2 3601 _00 ?,200 ? 150 1 0 1 1 ? 21+ ? 154 1 1 3 — 17( 1 154 1 1 ? ? 154 1 ? 554 ? 1 ?20 120 ? 1.20a 250 -3 300 1 250 200 1 300 CR5 216 1 200 300--- 1 216 11.0 300 71302 i ` 1,826 i --�-- �� t 9,128 i �_1 City of Georgetowit, r R7iwli;nts Data Sheet Adult Boo—ks —----- iA�dult — Audio-Vilsual Items Reader seats (Tables &Carrells Study Room Referp—n—ce—De—si Catalog —TerRna Microform readef T!ETTorm and P. Index tables Atlas and &J, Ref. Office a stands unlicl 'ren's Books--~Audio-Visual ------------- - I—tem—s-- I Reader Seats Oryil Nctivitles Children's Services Coord. 0. ir k room/StOrage 1;.Crv=ices=A�­sist. Story Teller information I eo-Lk:/C 0 M p u —te r tiVettO-ta .................... . ............................ 1iJ';,1: Gross Circulation Total Gross Sq. Footage Total !_ibrary 11 City Needs Assessment 11 durrent r—,- an Library d Recreation Services 0 Area Requirements i Iwo 01 'ZI Volumes Vol/SF 75000 12 6000 — 6,250, 600 15 400 7000 15 00 25 10 700 144 70 1,750 40 4 576 25 1,000 0.25 350 40 1 350 35 a 640.1 140 0 50 50 100150 1' 10 500, 35 150. 800 1 701 8001 Volumes 35,006VoUSF - ---------- 4,000 15 21333 20 10 01 900 -------- P03 900 1.5 600 120 2 60 3 600 P02 11 601 -------- 300 1 104 1 05.0 19,143,1 4,786 it 29 t )7 It VOkinteers --------------- COPYright, Brinkley Sargent Archtitects,inc. 199 - 3/31/99 V CITY COUNCIL POLICY REGARDING RESPONSIBILITIES OF BOARD AND COMMISSION MEMBERS Approved May 16, 2000 Board members will represent unconflicted loyalty to the interests of the citizens of Georgetown. This accountability supersedes any conflicting loyalty such as that to advocacy or interest groups and membership on other boards or staffs. This accountability supersedes the personal interest of any Board Member acting as an individual citizen of the City. 2. Appointed Boards are advisory to the Council; they play a unique and important role in this advisory capacity, assisting the Council to carry out its 'responsibilities for making the decisions which shape City policy. 3. Each Board Member is responsible to come to meetings prepared to discuss the issues on the agenda. 4. Attendance by Board Members is integral to the Board's success. It is Council policy to require a minimum of 75% attendance of each Member, based on excused absences, and 67% attendance considering total absences. (Excused absences shall be determined by the Board Chair, who shall submit a running summary of absences to the Council in June and November of each year.) Excessive absenteeism will result in the Member being replaced by the Council. 5. All Members of Commissions and Boards appointed by the City Council shall comply with the provisions of the City's Ethics Ordinance (Chapter 2.20 of the Georgetown Municipal Code), and the Texas Open Meetings Act. 6. Board Members shall act and conduct themselves in a manner which will promote trust in their integrity, impartiality, and their devotion to the best interests of the City. During Board Meetings, Board Members shall preserve order and decorum and shall conduct themselves in a manner which will not, either by conversation or activity, delay or interrupt the proceedings; Board Members shall not indulge in personalities, use offensive language, arraign the motives of Members, charge deliberate misrepresentation, or use language tending to hold any Member of the Board, the public, or the staff, in contempt. Members will comply with the directions of the presiding officer. 7. Board Members shall vote on all items, except on matters involving personal interests or when he/she believes that voting on a matter would Responsibilities of Board & Commission Members Page 1 of 2 • • create an appearance of impropriety. In these instances, the Member may abstain. Any Member excused from voting for these reasons shall announce at the commencement of consideration of the matter and shall refrain from discussion or debate on any such matter and shall have previously filed an affidavit stating the conflict of interest. The Members having briefly stated the reason for this request, the excuse from voting shall be accepted without debate. 8. Board Members are encouraged to be active in discussions and activities of the Board, seeking to be innovative, creative, and freely sharing the skills and knowledge which prompted their appointment to the Board. 9. Communication between the Council and the Boards is important to fulfilling their purpose. Boards and Commissions are encouraged to establish a liaison program for their Board to attend Council meetings relevant to their program, and to communicate with Council regarding issues in their domain. Responsibilities of Board & Commission Members Page 2 of 2 Georgetown Public Library Advisory Board 808 Martin Luther King Georgetown, Texas 78626 512-930-3551 16 August 2000 Mayor MaryEllen Kersch City of Georgetown P. 4. Box 409 Georgetown, Texas 78627 Re: Appointment of citizens to funding -issues committee Dear Mayor Kersch: The Library Advisory Board in regular meeting on 14 August 2000 unanimously elected board members Sam Arant and Clare Vogler to serve as representatives on the funding issues committee. Thank you for including Library Advisory Board members in this endeavor. Sincerely yours, 464" Csf Nell F. Dickson Chair cc: Verna Browning 61 �ilcclu.n., I.